--- title: Medical Form Best Practices description: Medical forms in Pabau are more than just intake questions — they’re a central part of your clinic’s documentation, compliance, and client experience. --- [Skip to content](https://support.pabau.com/en/pabau2/medical-form-best-practices#main-content) [![pabau logo white](https://support.pabau.com/hubfs/pabau%20logo%20white.svg)](https://support.pabau.com/en/pabau2?hsLang=en) Open main navigation Close main navigation - [Get Support](https://pabau.com/support-center/) [Get Support](https://pabau.com/support-center/) Pabau Knowledge Base - There are no suggestions because the search field is empty. 1. [Pabau Knowledge Base](https://support.pabau.com/en/pabau2?hsLang=en) 2. [Best Practices](https://support.pabau.com/en/pabau2/best-practices?hsLang=en) # Medical Form Best Practices ## Medical forms in Pabau are more than just intake questions — they’re a central part of your clinic’s documentation, compliance, and client experience.   Whether it’s a consent form, a SOAP note, or a full medical history, a well-structured form will save time and protect your business. Below are best practices for creating smart, professional, and efficient forms that your team and clients will love using. **NOTE:**  Need help creating or editing forms? [Start here](https://support.pabau.com/en/pabau2/medical-forms?hsLang=en). ### General Setup Best Practices #### 1. Include your clinic logo on every form Your logo should be visible on **all forms**, no matter if it’s completed by a client or staff member. ![](https://support.pabau.com/hs-fs/hubfs/image-png-Jul-02-2025-02-47-16-1862-PM.png?width=631&height=299&name=image-png-Jul-02-2025-02-47-16-1862-PM.png) This ensures consistent branding across all downloadable forms and documents. **TIP:** Copy this tag to link your company logo that you have uploaded in the system to this form. \<-\> Company Logo (company) #### 2. Link each form to a service Every form should be linked to at least one treatment or consultation service — even if you’re not sending it to the client. ![](https://support.pabau.com/hs-fs/hubfs/image-png-Jul-02-2025-03-01-41-2286-PM.png?width=588&height=277&name=image-png-Jul-02-2025-03-01-41-2286-PM.png) Why? This ensures the form appears automatically in the journey when the service is booked. **NOTE:** Check [this article](https://support.pabau.com/en/pabau2/how-to-link-services-in-medical-form-templates?hsLang=en)on how to link forms to services. ### Smart Use of Fields #### 3. Use client fields with default values Default values reduce manual typing and help standardize data collection. **Example:** Question: What is your gender? Field type: Dropdown Default value: Prefer not to say ![image-png-Feb-17-2025-10-51-59-1386-AM](https://support.pabau.com/hs-fs/hubfs/image-png-Feb-17-2025-10-51-59-1386-AM.webp?width=508&height=309&name=image-png-Feb-17-2025-10-51-59-1386-AM.webp) **NOTE:**  Learn more about default values [here](https://support.pabau.com/en/pabau2/how-to-use-default-values-in-medical-forms?hsLang=en). #### 4. Use linked fields Linked fields automatically push data back into the client profile — saving time and reducing double entry. **Example:** Question: What is your current email address? Field type: Email Linked to: Client Email field **NOTE:** Learn how to use linked fields [here](https://support.pabau.com/en/pabau2/how-to-use-linked-fields-in-medical-forms?hsLang=en). #### 5. Use the correct field types Using the right input types keeps forms clean, easy to complete, and compatible with analytics and exports. | Question | Best Field Type | Example Value | | --- | --- | --- | | What is your date of birth? | Date Picker | 12/08/1990 | | What is your email address? | Email | [client@email.com](mailto:client@email.com) | | What is your contact number? | Phone | +44 7722 123456 | | Are you pregnant or breastfeeding? | Yes/No | Yes | | Please describe your main concern or goals | Long Text | “Reduce frown lines” | | Do you agree to the terms of this treatment? | Checkbox | \[✓\] I agree to proceed | ### Intake & Consent Form Best Practices #### 6. Create one intake form linked to all services Instead of repeating questions, create one intake form with general health questions and link it to all services. **Example sections to include:** - Personal details (linked fields) - Lifestyle questions - Pregnancy status - Allergies & medications - Relevant medical history #### 7. Create separate consent forms for each treatment Each type of treatment should have its **own consent form**, written in plain language. > **Example:** > **Form name**: Botox Consent > **Consent text**: > > - I understand that Botox is a prescription medication used to reduce the appearance of wrinkles. > - I have disclosed any allergies, medications, or conditions that may interfere with treatment. > - I understand the risks and expected results of Botox treatment. > Signature field: Required > Checkbox: \[✓\] I consent to receiving Botox treatment #### 8. Include a GDPR consent form If you're collecting personal data, a **GDPR/data privacy consent** is strongly recommended. **Example text:** “Your data is securely stored in line with GDPR. It will not be shared without your consent.” \[✓\] I agree to the terms of data storage and processing. #### 9. Include a photography consent form If your clinic takes before/after photos, have clients agree to how those images may be used. **Example options:** \[✓\] I consent to internal use of my treatment photos \[✓\] I consent to use of photos in marketing (social media, website, etc.) ### Treatment Notes Best Practices ### 10. Create one treatment note per treatment Make treatment notes specific to each service to guide documentation. Example: **Botox Treatment Note** - Product used: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ - Dosage (units): \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ - Areas treated: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ - Notes: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ #### 11. Create a general note (SOAP format) Use a **general treatment note** such as a SOAP note when no treatment-specific form applies. **Example: Form name**: General Note – SOAP - **Subjective**: What the client reports - **Objective**: Practitioner’s observations - **Assessment**: Practitioner’s evaluation - **Plan**: Next steps / treatment approach #### Pro Tip: Use Components Wisely - Use the **Medical Conditions Component** to select common conditions like diabetes, asthma, or heart issues - Use **File Upload** for clients to upload past results or referral letters - Use **Drawing Tool** to annotate treatment areas (great for injectables or laser) ### Final Best Practice Checklist | Form Type | Include... | | --- | --- | | Intake Form | Logo, linked fields, medical history, lifestyle questions | | Consent Form | One per treatment, plain language, checkbox + signature | | GDPR Consent | Data usage statement, optional marketing consent | | Photography Consent | Clear opt-in for internal/marketing use | | Treatment Note | One per treatment, includes product/dosage/areas | | General Note | SOAP format (Subjective, Objective, Assessment, Plan) | | All Forms | Linked to services + logo + correct field types | Well-built medical forms don’t just collect information — they streamline your clinic’s operations, protect you legally, and create a smoother experience for your clients. By following these best practices, you ensure that every form you send is clear, compliant, and tailored to your services. Even if you already have forms set up, it’s worth reviewing them now and then to check for outdated phrasing, missing fields, or improvements in structure. A small tweak can save your team hours down the line. If you’re unsure about how to structure a form or what content to include, we’re here to help. Just reach out, and our team can guide you. Your forms should reflect the same quality and professionalism you deliver in your treatments. --- For [more guides](https://support.pabau.com/en/pabau2?hsLang=en), refer to related articles below, select additional guides, or use the search bar at the top of the page. These guides will help you get the most out of your Pabau account. 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