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Client intake forms for med spas — what belongs, plus a free template

The intake form is the least glamorous document in the clinic and the one that saves you most often. Here’s what a good one contains, why, and an editable .docx you can use today.

Intake form template (.docx)

The five blocks of a working intake form

1

Contact & emergency details

Name, date of birth, phone, email, and an emergency contact. Boring, essential, and the block clinics most often find half-empty when they need it.

2

Medical history checklist

Conditions that change treatment planning: pregnancy, autoimmune conditions, cold-sore history, keloid scarring, blood thinners, recent sun exposure, and the rest. Checkboxes beat free text — clients skip essays.

3

Medications & allergies

Retinoids, isotretinoin, antibiotics, and blood thinners all interact with common aesthetic treatments; lidocaine and latex allergies change how you work. This section earns its space every single day.

4

Aesthetic history & goals

What they've had done, when, any reactions — and what they want now. The goals line doubles as the start of your consult conversation.

5

Acknowledgments & photo consent

Accuracy attestation, update obligation, and clinical photo consent — kept separate from marketing photo consent, which should always be its own opt-in.

Going paperless? The same intake runs digitally in Gracero’s forms & charting — texted to the client, signed before the visit, versioned on the chart.

Questions, answered

Everything you're wondering.

An intake form is the document a new client completes before their first visit — contact details, medical history, medications and allergies, past treatments, and consents to be acknowledged. Its meaning in practice: it's the difference between a provider who walks in informed and one who's asking safety questions with a numbing cream already on.
Five blocks: contact and emergency details, a medical-history checklist tuned to your treatment mix, medications and allergies, aesthetic history and goals, and acknowledgments with clinical photo consent. Treatment-specific consent forms stay separate — intake is who the client is; consent is what you're doing today.
A form itself isn't compliant or non-compliant — how you collect, store, and control access to it is. Paper in a folder and a PDF in a shared inbox are where intake data usually leaks. Digital intake with encrypted storage, access controls, and an audit trail is the compliant-by-default path; customize the template with your counsel either way.
Yes — and it should be. In Gracero, intake and consent forms are texted to the client, completed on their phone, and land signed on the chart before the appointment, with the template version pinned. If you've searched for patient intake software, that's the workflow — built into the same platform that runs the booking.
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