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Blog / A med spa consultation form template: What to include and why

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A med spa consultation form template: What to include and why

Ivana Karafiloska
August 4, 2025
Reviewed by: Teodor Jurukovski

You don’t get a second chance for a first impression. 

And in the world of aesthetics, that impression begins with the consultation.

So, to meet your client’s expectations, a well-structured consultation form is essential.

To begin with, they collect the client’s vital health information, goals, and desired results. They also set clear expectations, ensure legal compliance, and build a foundation of trust between the esthetician and a new client.

And the good news is that the process doesn’t have to be complicated. 

Using a pre-built or fully customizable template can streamline your workflow, reduce risk, and create a more consistent, professional experience.

Let this blog be your guide to creating or choosing the perfect med spa consultation form.

Want to jump straight to the template? Get it here!

What is a med spa consultation form and why is it important?

A med spa consultation form is a document used to collect essential client information before any aesthetic or wellness service. This includes:

  • Personal information
  • Medical history
  • Treatment goals and preferences 
  • Informed consent

The form helps practitioners assess a client’s suitability for the treatment they want and sets clear expectations. 

Source: Pabau

But one of the most crucial roles of consultation forms is identifying potential risks. Clients may not always be aware of contraindications — for instance, someone with a known allergy to lidocaine might not realize that a dermal filler contains it. Without this knowledge upfront, they could unknowingly face a serious reaction.

The consultation form helps surface these issues in advance, allowing the provider to adjust the treatment plan or suggest alternatives to ensure safety.

In summary, a thoroughly filled-out consultation form lays the foundation for a safe, effective, and trusted med spa experience.

💡Tip: It’s a good idea to keep your consultation forms digital because it streamlines the process and allows clients to fill them out ahead of time.

What to include in a med spa consultation form

A well-designed med spa consultation form should capture all the essential information needed to deliver safe, personalized, and effective med spa treatments. 

Med spa consultation form checklist

Illustration: Pabau

Here’s what to include:

🧾 Personal Information: 

This section captures basic but crucial details such as: 

  • Client’s full name
  • Contact information (phone number, email, address) 
  • Date of birth
  • Emergency contact

🩺Health history: 

This is a critical component for client safety, and should cover:

  • Allergies: To medications, numbing creams, latex, etc
  • Medications: Current prescriptions, over-the-counter drugs, and supplements
  • Health conditions: Chronic illnesses (e.g., diabetes, heart conditions), autoimmune disorders, skin conditions, blood disorders, and any history of keloid scarring
  • Past surgeries/procedures: Especially those relevant to aesthetic treatments
  • Pregnancy/breastfeeding status: Vital for many treatments

🎯 Treatment goals and preferences: 

This section should help you create a personalized treatment plan. You can ask about specific concerns (e.g., fine lines, acne, pigmentation) and desired outcomes.

💆‍♀️ Previous treatments or interventions: 

Clients should list any prior aesthetic procedures — such as Botox, chemical peels, laser hair removal, or fillers — along with dates and outcomes. This information helps practitioners avoid potential complications and make informed treatment decisions.

✍️  Consent and liability acknowledgements: 

This section is paramount for legal protection. It should include:

  • Informed consent for the specific treatment
  • Acknowledgment of understanding the procedure
  • Liability waivers
  • Photo release consent (if applicable)

📋 Pre-care and aftercare agreements: 

Ensuring clients understand and agree to follow pre-treatment instructions and post-treatment care guidelines is vital for optimal results and preventing complications.

When designing your consultation form, keep in mind that while it’s important for the form to be thorough and comprehensive, it should also be easy and intuitive for clients to complete. 

Use checkboxes and short-answer fields wherever possible, and include space for longer explanations only when necessary. The goal is to collect all the critical information without overwhelming your clients.

If in doubt, an all-in-one practice management software with a form builder can make this part easier for you.

For instance, Pabau, our own comprehensive practice management system, has pre-built consultation form templates for med spas. 

Form type Pabau

Source: Pabau

These forms cover all essential areas like personal details, health history, treatment goals, and consent.

But, at the same time, the forms remain fully customizable to fit your med spa’s specific needs and branding.

5 key benefits of using digital consultation form templates

Consider this fact: a 2021 survey by the Lobbie Institute found that a staggering 81% of clients prefer online forms they can complete anytime, anywhere, on any device — rather than filling out paper forms in the waiting room.

Online forms vs. pen and paper stats

Illustration: Pabau / Source: Lobbie Institute

Digital consultation forms are preferred by both clients and staff because, unlike traditional paper forms, they can be automatically sent to clients as soon as they book an appointment online. This will save staff and clients’ time and ensure that important information is captured well in advance.

Here’s some of the other benefits of digital forms for both your clients and your business.

Benefits of digital consultation forms

Illustration: Pabau

In a nutshell, by integrating seamlessly with your practice management system, digital forms will help you streamline your med spa’s workflow.

So let’s explore the five key benefits of using digital consultation forms in your med spa.

1. Better safety and treatment suitability

Digital client intake forms make it easy to collect client information accurately and ahead of their consultation appointment. 

This gives practitioners the opportunity to begin the consultation fully prepared and identify any potential contraindications before they schedule the client for a treatment.

2. A smoother client experience

Instead of arriving early to fill out paperwork, clients can complete digital forms at home. This creates a more relaxed check-in experience, reduces wait times, and helps keep appointments running smoothly and on schedule. 

Clients truly appreciate being seen at their scheduled time, and in fact, according to Salesforce research, 72% of people say they remain loyal to companies that provide fast, efficient service.

One Pabau customer even noted that her appointments are shorter thanks to Pabau’s digital forms:

"My appointments are shorter because the forms have already been filled out before the patient arrives."
Camille Armstrong case study Pabau
Camille Armstrong Owner of Secret Enhancements

3. Stronger legal protection

Signed consent forms are key for staying compliant with industry regulations and they can help protect your business if a client raises a concern or things ever get legal.

Legal protection with signed consent forms

Illustration: Pabau

This document protects both the client by ensuring they are fully informed and the med spa by providing clear evidence of due diligence. 

Also, digital consultation forms make it easy to collect and store these documents securely, ensuring there’s always a clear record that the client understood the risks, benefits, and nature of the treatment.

4. More efficient workflows

Digital consultation forms make admin a whole lot easier. You don’t have to print, scan, or upload everything manually.

Once a client submits their form, the information is automatically stored and synced with their client records, which means there’s no need for time-consuming data entry.

Digital forms Pabau

Source: Pabau

This not only reduces administrative burden but also minimizes human error and keeps records organized and up to date.

According to a study by Wiley Online Library, a digitalized application form significantly lowered administrative burdens, applicants were more satisfied, and completed more of the process steps.

While the study doesn’t focus specifically on med spa consultation forms, it clearly illustrates the broader benefits of digitalizing processes — greater efficiency, improved user experience, and fewer administrative hurdles.

5. Personalized service from the start

Digital intake forms can be linked to specific services, which allows you to tailor the questionnaire in the consultation form to the treatment the client is receiving. 

This means you gather only the most relevant information, leading to a more targeted and personalized consultation from the very first interaction. 

In fact, according to a 2021 State of Personalization Report from Segment, clients prefer personalization that comes directly from data they’ve shared with the business. 

Personalization in med spa stats

Illustration: Pabau / Source: Segment

Plus, 45% of respondents say they’re likely to take their business elsewhere if brands fail to offer a personalized experience.

That’s why creating tailored, service-specific consultation forms is essential for client satisfaction and loyalty.

How to choose the right consultation form template for your spa

Selecting the ideal consultation form template is crucial for maximizing its benefits. When evaluating options, start by asking yourself these key questions:

  • Is the template tailored for med spa services? 

Generic forms often lack the specific healthcare and aesthetic-related questions vital for med spa operations.

  • Does it include comprehensive consent and health disclosures?

Ensure all necessary legal and safety disclaimers are present and can be digitally signed.

  • Can you easily customize the form for your specific treatments? 

Your med spa likely offers a unique menu of services, and your forms should reflect that.

  • Is it mobile-friendly and easy for clients to complete on any device? 

A cunky or non-responsive form can deter clients from completing it.

By choosing a template that checks all these boxes, you’ll set the stage for safer treatments, smoother operations, and a more professional, client-friendly experience.

Tips for creating and customizing your med spa consultation form

When designing your consultation form, aim for a balance between thoroughness and simplicity. 

Tips for customizing med spa forms

Illustration: Pabau

❓ Ask only the questions you truly need

📖 Improve readability by organizing questions clearly and logically

📷 Let clients upload inspiration images or describe their goals in their own words

✒️ Ensure you capture legally and medically important info every time

🎨 Add your logo, colors, and tone to build trust and professionalism

📄 Update your form as your service offering changes or regulations change

By following these tips, you’ll create a consultation form that looks both professional and supports smoother workflows.

And if you want a ready-to-go template, designed for med spas, you can download it for free here. 

Med Spa Client Consultation Form Temlate

Template for download

Why use a digital form builder

While an online consultation form builder might seem sufficient, a customizable one, that’s built in a platform like Pabau, offers unparalleled advantages because it’s specifically designed for the complexities of med spa operations.

Benefits of a digital form builder in Pabau

Illustration: Pabau

✅ The client card is instantly updated with their consultation form details.

✅ You can automatically send relevant forms based on the booked treatment.

✅ Securely obtain e-signatures for all necessary consent and liability waivers.

✅ Customize existing templates or create entirely new forms with an intuitive interface, with no technical skills needed.

✅ Clients can complete forms anytime and from anywhere — on their smartphones, tablets, or laptops. 

Source: Pabau

Simply said, by choosing a smart, digital solution like Pabau, you make your life easier.

Streamline your intake process with Pabau

Med spa consultation forms are essential for ensuring client safety, personalizing treatments, and maintaining efficient operations. With a library of 40+ templates, Pabau makes this process smoother, more accurate, and far more consistent. 

Thanks to its fully customizable digital forms, your med spa will benefit from:

  • Shorter appointments, since clients complete forms ahead of time 
  • Stronger compliance, with all consultation records stored securely in the client’s file 
  • Less admin work, freeing up your team for more valuable tasks
  • A seamless client experience from start to finish

👉 If you want a professional intake process, get started with Pabau.