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Best Patient Intake and Consent Forms for Med Spas in 2026

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Quick Answer

The best patient intake and consent form solutions for med spas are EasyDocForms, IntakeQ, and Aesthetic Record. Med spas have unique requirements: treatment-specific consent forms, photo release documentation, contraindication screening for injectables, and before/after photo workflows. EasyDocForms offers these features at $49/month with no per-provider fees.

Why Med Spas Need Specialized Intake Forms

Med spas operate in a unique regulatory space—they're medical practices offering aesthetic treatments, which means you need both clinical-grade documentation and client experience that matches your brand. Generic form builders miss critical requirements that protect your license.

The Compliance Challenge

Running an aesthetic practice means you're the provider, the business owner, and the compliance officer. Every Botox injection, filler treatment, and laser procedure requires documented informed consent. If a client has a complication and you can't produce timestamped consent forms with specific treatment risks disclosed, you're exposed.

What Generic Form Builders Miss

Standard HIPAA-compliant form builders like JotForm or Formstack don't include:

  • Treatment-specific consent language for injectables
  • Contraindication screening for aesthetic procedures
  • Photo release and before/after documentation workflows
  • Medical history focused on aesthetic treatment risks (keloid history, autoimmune conditions, pregnancy)

Essential Med Spa Intake Forms

1. Patient Registration and Medical History

Your foundation form capturing demographics, emergency contacts, and health history. For med spas specifically, include:

  • Autoimmune conditions (lupus, rheumatoid arthritis)
  • Bleeding disorders or anticoagulant use
  • Pregnancy/nursing status
  • Keloid or hypertrophic scarring history
  • Previous aesthetic treatments and complications
  • Current skincare products (retinoids, acids)
  • Allergy history (especially lidocaine, latex)

2. Treatment-Specific Consent Forms

Each procedure category needs its own informed consent:

  • Neurotoxins (Botox, Dysport, Xeomin): Risks include bruising, ptosis, asymmetry, headache
  • Dermal Fillers (Juvederm, Restylane, Sculptra): Risks include vascular occlusion, nodules, migration
  • PRP/Microneedling: Risks include infection, scarring, hyperpigmentation
  • Laser treatments: Risks specific to device type and skin concerns
  • Chemical peels: Depth-specific risks and downtime expectations

3. Photo Release and Documentation

Before/after photos are essential for marketing and clinical documentation. Your photo consent should cover:

  • Permission to photograph
  • How images may be used (internal records, marketing, social media)
  • Whether face will be shown or cropped
  • Right to revoke consent
  • Storage and security of images

4. Financial Agreement

Clear payment policies, cancellation fees, and refund limitations. For med spas specifically:

  • Touch-up policies for injectables
  • Package expiration terms
  • No-refund policies for opened products

5. HIPAA Acknowledgment

Standard HIPAA notice of privacy practices with patient signature.

Best Intake Software for Med Spas

1. EasyDocForms

Best for: Independent med spas and NP injectors who want aesthetic-specific forms without building from scratch.

EasyDocForms includes treatment-specific consent templates for Botox, fillers, PRP, microneedling, and custom procedures. The platform handles photo consents, contraindication screening with automatic flags, and before/after documentation workflows.

Key features:

  • Pre-built consent templates for injectables and aesthetic treatments
  • Contraindication screening with conditional logic
  • Photo release authorization forms
  • Photo-to-medication list (patients photograph their bottles)
  • E-signatures with timestamps for legal defensibility
  • Custom branding to match your aesthetic
  • AI summaries for quick pre-treatment review

HIPAA compliance: Encrypted storage, signed BAA, audit logs, Google Cloud infrastructure.

Pricing: $49/month flat. Unlimited forms, patients, providers, and locations.

Website: easydocforms.com

2. IntakeQ

Best for: Med spas that want maximum customization and have time to build forms.

IntakeQ offers a flexible drag-and-drop builder that can create any form you need. You'll build consent forms yourself, but you have complete control over design and logic.

Key features:

  • Drag-and-drop form builder
  • Conditional logic
  • Custom branding
  • Appointment reminders
  • Patient portal

Pricing: $49.90/month for 1 practitioner. Per-provider fees apply.

Limitations: No pre-built aesthetic consent templates. You'll spend significant time building treatment-specific forms.

3. Aesthetic Record

Best for: Larger med spas wanting an all-in-one practice management platform.

Aesthetic Record is built specifically for aesthetic practices, combining intake, charting, photos, and practice management in one system.

Key features:

  • Aesthetic-specific templates
  • Before/after photo management
  • Treatment charting
  • Inventory management
  • Marketing tools

Pricing: Starts around $150-300/month depending on features.

Limitations: Higher cost, more complex implementation, may be overkill for smaller practices.

4. PatientNow

Best for: Established practices wanting comprehensive practice management.

PatientNow offers medical spa management including intake, charting, scheduling, and marketing automation.

Key features:

  • Practice management suite
  • Photo documentation
  • Treatment planning
  • Marketing automation

Pricing: Custom quotes, typically $200+/month.

Limitations: Enterprise-level solution with enterprise pricing.

Pricing Comparison

Solution Monthly Cost Per-Provider Fees Aesthetic Templates Photo Management
EasyDocForms $49 No Yes Yes
IntakeQ $49.90+ Yes Build yourself Basic
Aesthetic Record $150-300+ Yes Yes Yes
PatientNow $200+ Yes Yes Yes
Generic (JotForm) $99+ No No No

Key Takeaways

  • Med spas need specialized intake—generic form builders miss treatment-specific consent requirements
  • Each procedure category (neurotoxins, fillers, PRP) requires its own informed consent
  • Photo documentation and release forms are essential for aesthetic practices
  • HIPAA compliance is mandatory—med spas are medical practices
  • EasyDocForms offers the best value for aesthetic practices at $49/month with pre-built consent templates

Frequently Asked Questions

Do med spas need HIPAA-compliant intake forms?

Yes. Med spas provide medical treatments and collect protected health information (PHI), which triggers HIPAA requirements. This includes health history, photos, and treatment records. Using non-compliant tools like basic Google Forms or Typeform violates HIPAA.

What consents do I need for a Botox patient?

At minimum: medical history/intake form, neurotoxin-specific informed consent, photo consent (if photographing), HIPAA acknowledgment, and financial agreement. The informed consent must disclose specific risks including bruising, ptosis, asymmetry, headache, and contraindications.

Can I use the same consent form for Botox and fillers?

No. Neurotoxins and dermal fillers have different mechanisms, risks, and contraindications. Fillers carry vascular occlusion risks (including blindness) that neurotoxins don't. Each treatment category needs its own informed consent document.

How long should I keep med spa consent forms?

Most states require retaining medical records for 7-10 years after the last treatment (longer for minors). Keep signed consent forms as long as you keep clinical records. Digital storage with proper backup is acceptable and often more secure than paper.

Do I need consent forms for each visit?

Treatment-specific consent is typically signed annually or when the consent form is updated. However, you should verify at each visit that nothing has changed (new medications, pregnancy status, health conditions) and document this verification.

What happens if I don't have proper consent documentation?

Without proper informed consent documentation, you're exposed to malpractice claims, medical board complaints, and potentially losing your license. If a patient has a complication and you cannot produce timestamped consent proving they understood the risks, the legal presumption shifts against you.