Medical Form Best Practices

 

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.

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.

This ensures consistent branding across all downloadable forms and documents.

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.

Why? This ensures the form appears automatically in the journey when the service is booked.

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

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

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
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.

8. Include a GDPR consent form

If you're collecting personal data, a GDPR/data privacy consent is strongly recommended.

9. Include a photography consent form

If your clinic takes before/after photos, have clients agree to how those images may be used.

Treatment Notes Best Practices

10. Create one treatment note per treatment

Make treatment notes specific to each service to guide documentation.

11. Create a general note (SOAP format)

Use a general treatment note such as a SOAP note when no treatment-specific form applies.

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.

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