Essential Questions to Include on an Intake Form for Med Spas

Smart patient intake forms do more than paperwork — they build trust, personalize treatments, keep patients and practices safe and streamline administration. With a few practical steps, you can create med spa intake forms that gather the right information, make patients feel valued and boost your efficiency.

Inquire About Basic Patient Information

Med spa intake forms should start with the fundamentals:

Key Patient Identification and Contact Details

To ensure you have the essentials, include these details in your med spa forms when you first welcome a new patient:

• Full name: The patient’s legal full name is a must for accurate recordkeeping and legal documents.
• Contact details: Collect their phone number, email address and mailing address for appointment reminders, follow-up care instructions and billing.
• Preferred contact method: Ask patients how they prefer to be contacted to ensure they receive and engage with important updates.
• Date of birth: The patient’s birth date does more than identity verification — it’s also crucial for planning treatments.
• Emergency contact: It’s always wise to get an emergency contact’s name and contact details for patient safety.

Ways to Make Patient Intake Questions Quick and Easy

Use clear labeling on all fields for a smooth and positive patient experience. Be transparent about how you’ll use and protect their information, reassuring them that their privacy is a top priority. Many of your patients likely use smartphones to manage their schedules, so make sure your intake forms work on iPhone and Android devices.

Get an Accurate Medical History

A comprehensive medical history helps you identify potential risks, protect your patients’ safety and adjust treatments:

Chronic and Acute Health Concerns

To keep each patient visit safe and effective, your med spa intake form should cover these important areas:

• Medications and allergies: Have patients list all prescription and over-the-counter medicines, along with any allergies and what reactions they cause.
• Past conditions and surgeries: Find out any past illnesses, long-term conditions and surgeries the patient has had.
• Skin conditions: Ask about skin problems like eczema, psoriasis, rosacea, sensitivities or reactions to skincare products.
• Family history: Inquire about their relatives’ medical conditions, like skin cancer or autoimmune problems, so you know what they may be prone to.
• Musculoskeletal issues: Ask about muscle or joint problems, injuries or pain, as these can change which treatments staff can perform safely.

How to Gather Accurate Medical History

Ask open-ended questions that let patients freely explain their medical background to get a complete medical history. A checklist of common and relevant conditions can also help them remember things. Explain why your patients must provide accurate and complete information so they feel more motivated to get the details right.

Ask Treatment-Specific Patient Intake Questions

Treatment-specific questions help you carefully personalize procedures and assess your patient’s expectations:

Previous Treatment Experience

Knowing which procedures a patient had before helps you make informed decisions and get the best results. At intake, your med spa forms should inquire about:

• Previous professional treatments: Find out about past aesthetic treatments to understand your patient’s anatomy and expectations.
• DIY aesthetic treatments: Ask if the patient has done any beauty treatments at home, like chemical peels, microneedling, lash tinting or dermabrasion.
• Daily skincare routine: Ask the patient which products they use on their face and body and how often.

Patient Preferences and Expectations

Patients should always explain their hopes, priorities and concerns on their intake forms. That way, you can assess their expectations and help them be more realistic if necessary:

• Treatment goals: Find out what your patient wants and needs from their treatment, including the ideal look, movement levels and touch-up frequency.
• Focus areas: Let the patient point out any areas they want you to focus on or avoid during the treatment.
• Visual aids: Add a section where patients can mark the areas they want to change on a picture of the face or body to help them explain what they want.
• Pressure preference: For massages or bodywork, ask whether your patient prefers light, medium or firm pressure.
• Risks and limitations: Clearly explain the possible risks and limits of each treatment to make sure they understand and have realistic expectations.

Unique Patient Circumstances

Some personal factors can affect the treatment’s safety and success, so consider these patient intake questions:

• Employer and occupation: Knowing a patient’s job helps understand their lifestyle, risk of specific injuries and workplace appearance standards.
• Lifestyle information: Find out about lifestyle habits like smoking, alcohol consumption and beauty product use, as these can impact results.
• Sun exposure: Ask about their history of sun exposure and if they have any current sun damage.
• Pain tolerance: Find out how much pain the patient can handle so you can adjust the treatment if necessary.
• Light sensitivity: Ask about products they’ve used recently that might make them sensitive to light, like retinoids, exfoliating acids, heart medicine or antibiotics.
• Religious boundaries: Find out if your patient requires special treatment preparations, like halal injectables for Muslim patients.

Explain Your Policies and Ask for Consent

Getting informed consent and ensuring patients understand your rules is a cornerstone of good med spa practice management:

Clearly Communicate Policies and Treatments

Detail your med spa’s policies in plain language, explaining jargon when needed:

• Privacy practices: Explain how you handle their personal information under the Health Insurance Portability and Accountability Act (HIPAA). Provide a written copy and have them confirm receipt.
• Treatment details: Discuss the treatment’s benefits, aftercare, potential risks, alternative options and the patient’s right to refuse.
• Financial policies: Clarify your rules for missing, canceling or changing appointments, issuing refunds and how they can pay.
• Parental permissions: Many parents now support their teens getting nonsurgical procedures, so create a guardian consent form if you plan to treat minors.
• Before-and-after photos: Always request permission to use your patients’ photos for social media marketing or advertising.

Obtain Informed Consent on All Med Spa Forms

For each treatment, get the patient’s clear agreement so you know they truly understand and agree to it. This should include a signed consent form that lists everything your patient needs to know. It’s also a good idea to have a liability waiver, which helps protect your practice if something unexpected happens.

Digitize Patient Information With Electronic Medical Record (EMR) Software

For safer, more convenient and more accurate records, use medical spa software that automates and optimizes practice management. Use EMR software that keeps all your documents, policies, consent and patient data in one place. This technology helps you comply with HIPAA regulations, improve your patient experience and make your day-to-day operations more efficient. Here’s how:

• Customizable digital forms: EMR centralizes all patient data, so you can request specific information for each treatment and skip redundant questions.
• Integrated visual documentation: You can directly link photos to patient records in your EMR and track how they respond to different treatments over time.
• Secure data management: Digital solutions can securely store extensive patient information, making privacy regulation compliance easier to enforce and demonstrate.
• Automated workflows: Reduce paperwork and minimize errors by automating the intake process with digital forms, including automated reminders for patients and staff.
• Enhanced patient experience: Digital med spa forms offer patients a convenient, user-friendly experience, letting them complete the intake process from anywhere.
• Improved team communication: Easily share patient information across departments and locations. That way, patients always receive individualized care while only filling out one form.
• Intake form templates: Save time and effort using your EMR’s prebuilt med spa intake form templates, which already cover the essential questions.
• Reporting and analytics: Choose a system with reporting and analytics features so you can track intake form completion rates, identify bottlenecks and make informed decisions.

Optimize Your Med Spa Intake Forms and Practice Administration

Work smarter, not harder, by using PatientNow’s comprehensive EMR med spa software to elevate your practice’s efficiency, from intake to bookings, payments, reminders and much more. This intuitive, scalable system lets you streamline patient intake, automate tasks, centralize data and learn valuable business insights. Your staff will finally have time and energy to focus on what they’re best at — exceptional patient care and amazing aesthetic results.

If you’re ready to revolutionize your med spa’s productivity, earn patient loyalty and boost your bottom line, learn more about us or contact us today to schedule a personalized demo.