Med spa intake and consent forms by treatment type
A med spa intake packet combines medical history with a consent for each booked treatment type, a separate photo consent, an aftercare acknowledgment and the financial and cancellation policy. Building each treatment consent separately lets staff send only the documents that apply to the visit.
The practice supplies its own approved wording and determines who reviews it. Intake Pro groups the selected forms behind one link and retains each signed version, PDF and audit trail.
Last updated
- Core forms 5
- Treatment consent One per treatment type
- Photo consent Separate signed form
- Aftercare Signed acknowledgment
- Policy Financial and cancellation
- Delivery Booked-service packet
What goes in a med spa intake packet?
A med spa intake packet pairs shared health and policy information with documents specific to the booked service. Treatment consent and photo permission should remain separate signed forms because they record different choices.
| Form | What it collects | Signature |
|---|---|---|
| Medical history | Contact details, health conditions, medicines, allergies and relevant treatment history | Client confirmation under practice policy |
| Treatment-specific consent | The practice's approved information and consent wording for one treatment type | Client or authorized representative |
| Photo consent | The practice's specific wording for any requested photo use | Separate client signature and date |
| Aftercare acknowledgment | The practice's written aftercare document and acknowledgment of receipt | Client acknowledgment after being given the document |
| Financial and cancellation policy | Payment responsibility, deposits under the practice's terms and cancellation wording | Client accepting the policy |
What does a med spa medical history form ask?
A med spa medical history form collects health background and prior treatment information for the practice's clinical reviewer. Keep treatment-specific details in the relevant consent workflow so staff do not ask every client every question.
- Contact and identity details, plus the service or concern that brought the client to the practice.
- Current and past health conditions, recent procedures and relevant changes since a previous visit.
- Medications and supplements in a repeating group, using the practice's approved question wording.
- Allergies and previous reactions, with space for the client to describe what happened.
- Previous cosmetic or aesthetic treatments, approximate dates and any concerns the client wants reviewed.
- Current skincare or related products when the practice asks for them.
- Photo and communication preferences handled as separate choices from the treatment consent.
Which med spa consents need legal review?
Med spa consent wording should be reviewed by the practice's counsel, including treatment consents, photo permission and financial terms. The privacy and marketing analysis depends on the practice's own activities and status.
Under 45 CFR 160.103, a covered entity is a health plan, a health care clearinghouse or a health care provider that electronically transmits health information in a covered transaction, such as billing an insurer electronically. A cash-only practice should ask counsel whether it is a covered entity based on its own activities.
A covered entity needs an authorization to use protected health information for marketing under 45 CFR 164.508(a)(3). That requirement is why a photo consent should be built as its own signed form with the practice's approved wording, rather than folded into treatment consent.
Ask your state board and counsel about any state requirements and about who may perform or supervise treatments. The consent packet should follow the resulting advice for your practice.
This legal information is general. Confirm your med spa's covered-entity status, marketing authorization, treatment consent and state requirements with its own counsel or compliance lead.
Why should a med spa use one consent per treatment?
A med spa should use one consent per treatment so the client reads and signs the form for the booked service. Separate forms keep the packet focused and leave a clear record of which treatment wording was signed.
Build each consent as its own form using the practice's approved text. Staff then assemble a packet containing the shared history, the consent for the booked treatment and applicable photo, aftercare and policy forms. A different booking can receive a different treatment consent without changing the shared history.
The patient opens one packet link and signs each selected form in turn. Each published consent version remains attached to its submissions, which helps staff identify the exact wording later.
How do you build med spa intake forms online?
Build med spa intake forms online from your own history, treatment, photo and policy documents. Test a packet for each booked service to confirm that clients see only its assigned consent.
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Recreate approved documents
Upload current PDF or Word files for conversion, or build their reviewed text in the form builder.
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Add history follow-ups
Use conditional questions for conditions, previous treatments and allergies, then add typed or drawn signatures to each applicable document.
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Separate treatment consents
Create one form per treatment type and a distinct photo consent, keeping each document's own signer and date fields.
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Assemble and test packets
Use intake packets for each service combination, test the client paths and publish the reviewed versions.
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Send before the booking
Text or email the selected packet's private link before the visit, or let the client complete outstanding forms on the paired kiosk.
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Retrieve the signed set
Find each signed PDF, the packet PDF, form versions and audit trail, then download the records for the practice's filing process.
When should med spa clients complete intake forms?
Med spa clients should complete intake forms before the booked service so the assigned reviewer can read the history and staff can verify treatment-specific consent. Aftercare acknowledgment should follow delivery of the practice's aftercare document.
The front-desk lead checks that the packet matches the booked treatment, required signatures are present and the photo choice is recorded separately. Staff direct clinical questions to the appropriate reviewer and download signed PDFs for filing.
The general intake forms guide covers common registration and history fields. Use patient intake forms for packet review and therapy intake forms to compare another workflow with distinct consent documents.
Questions
Can a med spa combine all treatment consents into one form?
Separate treatment forms make it easier for staff to send only the consents for the booked service. Counsel should review the practice's approach and wording before staff build and publish each form.
Why is med spa photo consent a separate signed form?
Photo permission addresses a different choice from treatment consent. A covered entity also needs authorization to use PHI for marketing, so the practice should have counsel review specific photo-use wording and keep its signature separate.
Does a cash-only med spa need to assess HIPAA status?
Ask counsel whether the practice meets the covered-entity definition based on its activities. The analysis considers electronic covered transactions, so the payment label alone does not answer the question.
How does a med spa handle aftercare acknowledgment online?
Give the client the practice's aftercare document and collect acknowledgment under its approved process. Intake Pro supports a readable handout and a separate signature or acknowledgment field with the signed record.
What records remain after med spa forms are signed?
Each submission keeps its form version, signer, signing time, signed PDF and audit trail. Staff can download individual forms or the packet PDF and file them under the practice's chart process.