How to Create Online Client Intake Forms for Medical Spa

Probably one of the most important things in the medical spa industry is customer service. All your actions revolve around it. Your clients expect convenience, efficiency, and personalized service.

Top quality services = returning customers who will recommend you to other people. 

One way to ensure customer satisfaction is through online forms. Here's a step-by-step guide on how to create medical spa online forms and the benefits they offer.

How Can Digital Forms for Med Spas Benefit Your Business

Having online forms benefits both your business and your clients. Let’s see how.

1. Ensure client safety and legal coverage for your business

An online patient intake form can gather your client's health history and allergy information. Knowing about conditions like skin sensitivities, allergies, or previous adverse reactions to certain products helps professionals tailor treatments for each client and avoid potential health risks.

Online forms can also include explanations of the procedures and aftercare instructions. Keeping your clients informed helps them feel more safe and comfortable.

Another important thing related to online forms for med spas:  electronically signed consent forms provide legal proof that the client agreed to the treatment and understood the associated risks.

2. Link with customer profile

Integrating the online patient intake form with your client management system ensures you can keep all essential information about your clients in one place. This connection helps med spa professionals keep track of clients' treatment history, preferences, and any specific health considerations.

3. Offer great customer experience

Online forms can be used to gather pre-appointment preferences, as consent forms for certain treatments, or to ask for your client’s feedback after an appointment.

This can help improve customer experience in two ways:

• When you ask the right questions before an appointment, you make sure everything will go smoothly for any kind of service you provide. This pre-appointment online form will help customers understand you care about them.
• Once you’re done, ask your clients about their experience and see what they have to say. You can either keep it up as before or tailor your services based on their recommendations.

4. Reduce consultation times

Whenever you have a new client, you have to understand their preferences, and if you’re working in a medical spa, you have to know all their intervention history and skin condition before doing any service. So, take the time to ask all the necessary questions before an appointment so you won’t mess up anything.

This part can be taken care of via online patient intake forms. Learn everything you need to know about your clients prior to their appointment and be ready for everything when they come in.

5. Ensure better client retention

Personalized service topped with a streamlined booking process means loyal clients. Happy clients are more likely to return and recommend you to others.

That’s why medical spa online forms are a goldmine and can help you in more than one way.

Tips for Creating Digital forms for med spas

You can create personalized forms for different situations. For example, you can manage legal waivers, create digital consultation forms (as mentioned before), and surveys.

What should a medical spa online form look like? Here are a few pointers.

1.Choose the right med spa booking system

In order to maximize your efficiency and client satisfaction, you need an app that does everything.

With Goldie, you can handle all your medical spa patient forms, client details, appointments, payments, and invoices in one place. It is available both on iOS and Android devices.

After you set up your med spa booking system, let’s move to the next part and see how to create digital forms for medical spas using Goldie.

2. Write down the information you need

Before creating your forms, think about what kind of information you want to collect from your clients. This can depend on the type of form you’re sending out, but most med spa consent forms have these basics when it comes to client information:

• Personal Details: Name, contact information, and date of birth.
• Health History: Current and past medical conditions, medications, and allergies.
• Treatment History: Previous treatments and any adverse reactions.
• Lifestyle Information: Skincare routine and habits like smoking, alcohol consumption, and sun exposure.
• Consent and Agreement: Treatment consent, risks and benefits, and aftercare instructions.

You can request a few additional information depending on the selected med spa services. For example:

• Emergency contact: You can request this just in case you want to be prepared for every possible scenario. 
• Inspiration photos: Ask your clients for inspiration photos before an appointment. This gives you extra time to prepare for the service they’re requesting.

3. Create the form

When creating the form, you have to keep one very important thing in mind: people don’t really enjoy filling out long forms with lots of questions and options. That’s why you need to think about the things you absolutely need from your clients and leave out the rest.

Therefore, a few tips here:

• Keep the form as short as possible while collecting all necessary information.
• Make sure your clients will be able to access the form from their mobile devices.
• Incorporate your salon’s logo, colors, and fonts to maintain brand consistency.
• Give clear and concise instructions for each section of the form.

4. Choose your form fields

Once you understand the types of information you need to collect, you can organize the flow of your intake forms.

The type of form fields you pick will shape how users interact with the form and what kind of information you gather. Goldie offers you the possibility to let clients answer with YES/NO, or to write open, detailed answers. Also, you can set the form frequency, depending on your needs (once per client or on every appointment).

6. Decide if you want to require a signature

Last but not least – add a finishing touch. After your clients fill out the med spa intake form, decide if a signature is necessary for legal purposes. If required, include an electronic signature field for consent and legal proof.

Last but not least

Make your clients feel valued while making your job easier by sending online medical spa forms before an appointment.

Also, remember: with Goldie, you can create customized forms, gather electronic signatures, and manage everything from client details, appointments, payments, and more – in one place.