BoomCloud FormsBy BoomCloud™
Checklist 3 min read

Med spa client forms checklist

A med spa needs four documents before the first treatment: client intake, health and medication history, a treatment-specific consent, and a photo/media release. Aftercare instructions and a financial policy round out the set.

Med spa paperwork sits between clinical and cosmetic. The intake has to capture medical history seriously — medications, pregnancy, prior treatments, allergies — while the consent has to set realistic expectations for an elective, results-driven service.

This checklist covers the documents a med spa collects, the order clients meet them, and the ones practices most often discover they are missing after the fact.

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The core med spa form set

These are the documents a med spa practice collects, roughly in the order a new patient meets them. Every one of them exists as an editable template in the library, so the fastest route is to start from one and reword it for your office.

  • Client intake — contact details, how they heard about you, and the treatment they are booked for.
  • Health and medication history — current medications, allergies, pregnancy or nursing status, autoimmune conditions and recent procedures.
  • Treatment-specific consent — a separate consent per service type rather than one generic form.
  • Photo and media release — separate permission for clinical records, before/after use, and social media.
  • Aftercare acknowledgement — what the client agrees to do and avoid after the appointment.
  • Financial policy — deposits, package terms, cancellation and no-show fees.

What practices most often miss

The gaps below are the ones that surface after the fact — during a billing dispute, a records request, or an audit. They are cheap to fix while you are already editing the form set.

  • A photo release that lumps clinical documentation together with marketing use — clients should be able to agree to one and decline the other.
  • Consent that is not treatment-specific, so a client who consented to one service has technically not consented to the next one.
  • No re-screening at repeat visits: medications and pregnancy status change between appointments.
  • Package and deposit terms living only in a text thread instead of a signed financial policy.

When to collect each form

Sending paperwork ahead of the appointment is what actually shortens check-in. The split below keeps pre-visit forms short and leaves the documents that need a conversation for the room.

  1. 1Send intake, health history and the financial policy by link at booking, so they are done before arrival.
  2. 2Review the health history with the client at check-in and re-confirm anything that has changed.
  3. 3Sign the treatment-specific consent in the room, after the provider has walked through risks and expectations.
  4. 4Capture the photo release before any before-photos are taken, not afterwards.
  5. 5Hand over aftercare in writing and keep the signed acknowledgement in the client file.

Signatures and record-keeping

Because med spa services are elective, consents carry more weight around expectations than around necessity — spell out that results vary, that multiple sessions may be required, and that no specific outcome is promised.

Whichever way you collect them, keep each signed document retrievable on its own. A single merged PDF is quick to file and slow to answer questions with.

Building the set in BoomCloud Forms

  1. 1Open a med spa template and edit the wording, questions and required fields for your office.
  2. 2Add your practice name, logo and contact details so every form is branded the same way.
  3. 3Share the form as a secure link the patient can complete on their phone, or download a print-ready PDF.
  4. 4Reuse the finished form for every patient, and update it in one place when your policy changes.

Key takeaways

  • 6 documents make up the working med spa form set.
  • Send everything that does not need a conversation before the appointment.
  • Keep consents as separate signed documents, not buried in the intake packet.
  • Start from a template and edit it — writing forms from scratch is where weeks go.

Put this into practice in a few minutes

Start from a template, edit the fields and wording, add your practice branding, then share it digitally or print it as a PDF.

Browse form templates

Med Spa form templates

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