Exilis patient treatment record: Free PDF for RF sessions

An Exilis patient treatment record is the session log for BTL’s radiofrequency device, which practices use for skin tightening and body contouring. Results build over a course of visits. So when session four disappoints, the record is the only way to see what changed since session one.

Our free one-page form logs the area treated, grounding pad location, power in watts, duty factor, cooling and treatment time. It also captures photos, notes and the therapist’s signature. Screening, consent and aftercare stay in their own records, and the notes box points to them.

Below, you’ll see how to fill each field, where records go wrong, and what to check before signing.

Key takeaways

The form logs each session’s area, grounding pad location, power, duty factor, cooling, minutes per area and total time.

Consistent entries let any practitioner repeat or deliberately adjust the settings across a multi-session course.

The template has no screening, consent or aftercare fields, so keep those in your intake and consent records.

Photos taken against the same background make session-to-session comparisons fair.

A signed, dated entry for every visit is your answer when a patient questions a result or reports a reaction.

What the form records, and what it leaves out

The template records the session itself: parameters, areas, timing, photos and notes. It doesn’t screen the patient, capture consent or list aftercare. You can add those fields to the template, or keep them in your consent and aftercare records and reference them in the notes.

The panel below splits the two, so you can see which documents travel with each session.

Here is what to write in each field, in the order you’ll meet them.

How to fill it in, step by step

The record works best when you complete it at the same point in every appointment, ideally while the patient is still in the room. Follow this order:

1. Confirm screening first. Contraindications such as implanted devices and pregnancy belong in your intake or consent form. Our Venus Freeze consent form shows the medical history questions an RF consent usually covers. Note in the treatment notes that screening was checked.
2. Record the area. Name each zone, and add the date of first treatment on the opening visit.
3. Note the grounding pad location. Write where the pad sat, so the next practitioner can repeat the setup.
4. Log the device settings. Record power (W), duty factor, cooling, minutes per area and total time. Your settings should follow BTL’s instructions for use and your own protocol.
5. Tick the photo fields. Mark whether photos were taken and which background you used.
6. Write notes, then sign. Add your observations and the patient’s feedback. Aftercare advice and the interval to the next visit go here as supplementary notes, since the form has no fields for them.

How one record carries a whole course

Picture a patient booked for a course on the abdomen. At session one, the practitioner logs the area, the start date, the pad position and the settings. They also take photos against a plain backdrop and note the background used.

By session three, a colleague is covering the list. Instead of guessing, they read the last entry and start from the same power and duty factor. If the patient reported too much heat last time, the notes say so, and the colleague can adjust on purpose.

At the final review, the photo entries make the comparison fair. Same background, same area, dated visits. That is the evidence you’ll want if the patient later questions the result.

Common mistakes that weaken the record

Most problems come from small habits rather than missing paperwork. Watch for these:

• Filling it in after the patient leaves. Settings written from memory drift, and a later reviewer can’t tell.
• Leaving fields blank. A blank cooling field could mean “off” or “forgot”. Write the value, or write “not used”.
• Vague notes. “Good result” says little. Describe what you saw and what the patient told you.
• Changing the photo setup. A new background or new lighting makes progress hard to judge.
• Skipping the pad location. Metal implants shouldn’t sit between the treatment area and the pad, so its position matters.
• Unsigned entries. Without a signature, nobody can say who treated the patient that day.

Run these checks before you sign

Take 30 seconds at the end of each appointment and confirm the entry is complete.

• Every area treated is named.
• Power, duty factor, cooling and timing all have values.
• The grounding pad location is written down.
• The photo fields are ticked, and the background is noted.
• The notes reference screening, consent and the aftercare given.
• The next-visit interval is noted and booked.
• The entry is signed and dated.

Which practices get the most from it

Any practice offering non-invasive skin tightening or body contouring with Exilis can use the form. It suits:

• Med spas running Exilis as part of a wider treatment menu
• Aesthetic and skin practices with a dedicated RF treatment room
• Dermatology practices offering non-surgical tightening
• Cosmetic surgery practices using Exilis for post-procedure refinement

Many of these practices keep one record per device, such as a Hydrafacial treatment record alongside this one. Others store every device log inside their medical spa software, so records follow the patient rather than the room.

Why a dated record protects the practice

A complete record answers questions before they become complaints. When a patient reports redness or questions their results, you can show the exact settings, timing and notes from each visit.

It also helps with inspections. In England, CQC Regulation 17 expects accurate, complete and contemporaneous records for each patient. In the US, state boards set their own record-keeping rules, so check yours.

The same habit helps with aftercare. Our Thermage aftercare template shows how an RF tightening aftercare sheet can look, and your notes simply record that it was handed over.

How Pabau keeps Exilis sessions, photos and consent together

A paper or PDF record works, but it gets harder once several practitioners share a patient list. Pabau, the practice management platform we build, lets you send digital intake forms and consent before the first session. The answers are on file before the practitioner begins.

Each treatment entry then sits in the patient’s medical records, next to their consent, photos and aftercare notes. Before starting, the practitioner sees the previous session’s settings and feedback, without searching through a folder.

Keep every Exilis treatment record in one place

Pabau links treatment notes, consent and aftercare to each patient, so your team can find the last session in seconds.

Book a demo

Conclusion

The settings fields are the part worth protecting. Fill them in during the session, every session, and any practitioner can pick up the course where the last one stopped.

The trade-off is a minute of admin per visit. In return, you get a clear answer when a patient asks what was done. Download the form, decide where screening and aftercare live, and start with your next Exilis patient.

If you’d rather keep each session’s settings, photos and consent in one patient file, book a demo to see how Pabau handles Exilis records.

Continue your research

Logging another treatment course? Chemical peel treatment record uses the same session-by-session layout for peels.

Running body contouring alongside Exilis? CoolSculpting treatment form covers the session details for cryolipolysis.

Need consent for a contouring course? CoolSculpting consent form shows the risks and history questions to capture first.

Offering RF microneedling too? Morpheus8 aftercare gives patients clear post-treatment instructions.

Writing aftercare for RF-assisted lipo? AccuTite aftercare instructions covers recovery, wound care and warning signs.

Frequently asked questions