Patient Intake Software for Cosmetic & Skin Care Clinics (2027)

Aesthetic clinics have more paperwork per appointment than most. A new injectables client may need a health questionnaire, a treatment consent, a photo consent and a policy acknowledgement, all before the first syringe comes out. Patient intake software for cosmetic and skin care clinics turns that stack into one pack the client completes on their phone before they arrive, or on a clinic tablet in reception, with every signature recorded and every answer on their chart. This guide covers what to collect, how to handle photo consent properly, and how to run signing in the clinic.

Quick Answer

The right intake software for a cosmetic or skin clinic has five things. There are treatment-specific questionnaires, so a peel client isn't asked injectables questions. There is a separate photo consent that keeps clinical photos apart from marketing use. It supports signing on a clinic device with a staff member confirming who is signing. It sends consents only with the treatments that need them. And it keeps a signed copy with a certificate of completion on the client record. ClinikForms, the forms and e-signature module in ClinikEHR, covers all five, and forms are included on the Free plan.

Note: Looking for a full practice system rather than just intake? See our EHR for med spa guide. This post is about the forms and signatures.

What a Cosmetic or Skin Care Intake Should Collect

Split intake into a general health questionnaire that every new client completes once, and treatment questionnaires tied to specific services.

General health questionnaire (every new client)

• Contact details and date of birth
• Medical conditions, including autoimmune conditions and anything affecting healing
• All medications and supplements, including blood thinners
• Allergies (medications, anaesthetics, latex, skincare ingredients)
• Pregnancy or breastfeeding
• Previous cosmetic treatments, with dates, and any reactions
• History of cold sores, keloid or raised scarring, and easy bruising

Treatment questionnaires (only for the booked treatment)

The table lists typical topics, not a clinical protocol. Your medical director decides what each questionnaire asks.

Aesthetic Consents: One Per Treatment

A consent should describe the specific treatment: what it is, expected results, common and serious risks, alternatives, aftercare, and what happens if the client is unhappy with the result. A generic "I consent to treatment" form is weaker than a treatment-specific one.

In ClinikEHR, the Sharable Documents settings let you scope a document to particular services with Applies to. Your filler consent goes only to clients booked for filler, and your laser consent only to laser bookings. Combined with Auto-send on booking, the right consent reaches the client as soon as they book, with nobody picking it by hand.

For consents you already have as a PDF or Word file, ClinikForms lets you upload the document, place signature, initial and date fields, and send it for signature.

Photo Consent: Keep It Separate

Before-and-after photos are part of the clinical record in aesthetics. Using them in marketing is a different matter. Keep two separate choices:

1. Clinical photos: consent to photographs taken for the record and to track treatment results.
2. Marketing use: a separate, optional choice (not pre-ticked) about whether any photo may be used on your website or social media, and whether the face must be hidden.

A good photo consent also says how a client can withdraw marketing permission, and that saying no to marketing use doesn't affect their treatment. Original template wording you can adapt:

Photography consent

I agree that [Clinic name] may take photographs of the treatment area before, during and after my treatment, for my clinical record and to assess my results. These photographs form part of my confidential record.

Use in marketing (optional)

☐ I agree that my photographs may be used in [Clinic name]'s marketing, with my face and identifying features hidden.

☐ I agree that my photographs may be used in [Clinic name]'s marketing, including my face.

☐ I do not agree to any marketing use.

I understand I can withdraw marketing permission at any time by telling the clinic in writing, and that this will not affect my care.

Have your own lawyer review the final wording for your jurisdiction.

If you'd like clients to upload a photo of an area they're concerned about before a consultation, ClinikForms has a file upload question type in forms. In documents for signature, an Attachment field accepts a PDF, PNG or JPEG, and a Drawing field accepts a PNG or JPEG photo.

Completing Intake in the Clinic

Plenty of aesthetic clients will still arrive with nothing filled in. Reception needs a clean way to hand them a tablet.

In ClinikForms:

• In person, on this device creates the client's link without emailing it. Staff select Open the form on this device and hand over the tablet. For a client on your records, details you already hold (email, phone, date of birth, where the form asks) are filled in for them to check.
• For a document for signature signed in person, a member of staff signed in on the device must select Confirm the signer's identity before the client can finish. That confirmation is printed on the certificate of completion.
• From the check-in sheet, a form that is still open can be finished at the desk with Complete in person.
• Finish on another device lets a client who started on their phone finish at a desk.

Tip: install ClinikEHR on your reception tablet so it opens like an app. See the Help Center's phone and tablet guide.

Signatures That Stand Up Later

When a client disputes a result months later, you want more than a scribble. Every completed ClinikForms document comes with a certificate of completion showing who signed, when and how, plus a page where the finished copy can be checked. Other features that suit aesthetics:

• Several signers, in order. The client signs, then the treating clinician, with an optional witness.
• Access codes. Protect a document with a code you give the client yourself.
• Signing codes by text. On Essential (50 a month) and Team (500 a month).
• Clinic stamp on the page (Essential and above).

The e-signature rules themselves are covered in our guide to digital intake forms with e-signature.

After the Treatment

Intake doesn't stop at the door. A form can be set to go after the appointment, sent within about 15 minutes of the visit being marked completed. Use it for an aftercare check-in: any unexpected swelling, bruising or reaction, and whether the client would like to book a review. A form automation can notify the clinic when an answer meets a condition you set, so a reported reaction doesn't sit unread.

Building the Pack in ClinikForms, Step by Step

1. Write the general health questionnaire once. Use sections (Your details, Medical history, Medications and allergies, Previous treatments) so it reads as a short run of pages on a phone.
2. Save the questions you'll reuse. Medications and allergies belong in more than one form. In ClinikForms, Import questions, then Question bank and Save questions from this form, stores a named group such as "Medications and allergies" that you can add to any other form in one step. Editing it later inside one form doesn't change the others.
3. Build one short questionnaire per treatment from the table above, starting each from your saved groups.
4. Upload each treatment consent as a document for signature, with the client as the first recipient and the treating clinician second.
5. Scope each item to its service under Sharable Documents with Applies to, and switch on Auto-send on booking.
6. Group what always travels together. A pack sends a set of forms in one go, so a new injectables client gets the health questionnaire and the injectables questionnaire together.
7. Check it as a client would. Preview opens the form exactly as a respondent meets it, and nothing you type there is recorded.

A form automation can also send the next step for you. Send the respondent a document for signature turns a completed questionnaire into a signature request for your consent, as long as the client is the only person who signs that document (Help Center: Form automation, checked September 2026). It isn't included on the Free plan, where the run is recorded as skipped.

Worked Examples by Clinic Size

A single-room skin clinic. One practitioner offering facials, peels and some laser work. The Free plan covers the forms side: a health questionnaire, three treatment questionnaires, a photo consent and a policy acknowledgement come to six of the ten published forms, and signature questions inside those forms are included. One limit to know: on Free a published form can collect one file, so a form that asks clients for a photo of their concern should use a single file question set to accept one file.

A multi-injector med spa. Several clinicians, injectables and devices, and formal consents your lawyer has approved as PDFs. Here documents for signature earn their place: signers in order, clinic stamps and texted signing codes are all on Essential and above. Count before you choose. If each new client gets two consents sent for signature and you see 40 new clients a month, that's about 80 envelopes, inside Essential's 100. Past that, Team includes 500, or an envelope pack adds 100 or 500 for one month. Simple acknowledgements, such as your cancellation policy, can stay as signature questions inside a form, which don't need a document for signature.

Common Mistakes in Aesthetic Intake

• One consent for every treatment. A single form can't describe the risks of filler and a chemical peel properly at the same time.
• Pre-ticked marketing boxes. Marketing use of photos should be a separate, active choice the client makes.
• Photos by text message or personal email. Collect them through the form so they stay in the record, not on a staff member's phone.
• Skipping identity checks at the desk. For in-person signing, have staff confirm the signer's identity so the certificate shows it.
• No aftercare follow-up. A form after the appointment catches reactions early, and an automation makes sure someone sees the answer.

Product Insight: ClinikForms for Aesthetic Clinics

ClinikForms runs inside ClinikEHR under the same BAA (Business Associate Agreement) as the chart. There's no separate aesthetics edition; you build your own questionnaires and consents. What you get:

• Free: 10 published forms, 100 responses per form, signature questions, 1 GB of storage, 2 automations per form.
• Essential ($99.90/month): 100 eSignature envelopes a month, 50 GB, 50 signing codes by text, clinic stamps and scored clinical measures.
• Team ($250/month): 500 envelopes, 250 GB, forms embedded on your website, no ClinikEHR branding and webhooks.

A 30-day Essential trial costs $29.90, and the Free plan needs no card. See ClinikForms & eSignatures, online booking, CRM and our pricing page.

Frequently Asked Questions (FAQs)

1. What forms does a med spa or skin clinic need?

A general health questionnaire for every new client, a questionnaire and consent for each treatment type, a photography consent, and your policies (cancellations, deposits, refunds). Your medical director should approve the clinical content.

2. Should photo consent be separate from treatment consent?

Yes. Clinical photos for the record and marketing use are different decisions. Keep marketing use as a separate, optional choice the client can withdraw, and don't pre-tick it.

3. Can clients sign consents on a tablet in the clinic?

Yes. In ClinikForms, choose "In person, on this device." For documents sent for signature, a staff member confirms the signer's identity first, and that confirmation appears on the certificate of completion.

4. How do I send the right consent for each treatment?

Scope each consent to the services it covers and turn on auto-send on booking. A filler booking then gets the filler consent, and a peel booking gets the peel consent.

5. Can clients upload photos with their intake?

Yes. Forms support a file upload question, and documents for signature can include Attachment and Drawing fields for images.

6. Is it free to start?

Yes. The Free plan includes 10 published forms with signature questions. Sending uploaded documents for signature (eSignature envelopes) starts on Essential.

Conclusion

Cosmetic and skin care intake works best as small, treatment-specific packs: one health questionnaire, one questionnaire and consent per treatment, and a separate photo consent. Send each pack automatically with the booking, let late arrivals finish on a clinic tablet with staff confirming who signs, and keep a certificate of completion with every signed consent.

Key takeaways:

• Split general health questions from treatment-specific questionnaires
• Use one consent per treatment, scoped to the services it covers
• Keep marketing use of photos as a separate, optional, withdrawable choice
• Run in-clinic signing with staff identity confirmation
• ClinikForms does all of this inside ClinikEHR, free to start

Ready to digitise aesthetic intake? Try ClinikEHR free, explore our pricing, or book a free demo.

Disclaimer: This article is educational. The questionnaire topics and consent template aren't clinical or legal advice: have your medical director and lawyer approve your final forms for your jurisdiction.

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• EHR for Med Spa: Complete Guide
• 7 Best Patient Intake & Digital Forms Software in 2027
• Consent & Intake Form Templates for Private Practice
• How to Automate Intake & Consent Forms
• Digital Intake Forms With E-Signature: A HIPAA Guide