About Client Forms
Client Forms in Cosmesoft allow you to digitise your intake, consent, and medical history processes. By collecting information electronically, you ensure data accuracy, improve clinic efficiency, and provide a professional experience for your clients.
Client Forms may also be referred to as Digital Forms, Consents, or SmartForms in some parts of the product.
What Client Forms cover
The Forms module is a comprehensive system for managing all client-facing documentation:
- Intake Forms — Collect personal details and contact information as well as existing conditions, allergies, and medications.
- Consent Forms — Ensure clients are fully informed and have consented to treatments.
- Aftercare Instructions — Provide automated follow-up information after procedures.
- Prescriptions - Ensure nursing staff have the required written order from a prescriber to maintain compliance.
Why it matters
Correctly using digital forms ensures that:
- Compliance is automated — Never treat a client without a signed consent or prescription form.
- Data is accurate — Information entered by the client flows directly into their profile.
- Waiting rooms are clear — Clients can complete forms at home before they even arrive.
- Audit trails are secure — Digital signatures provide a robust legal record for clinical treatments.
How it fits into your workflow
- Online Booking — Forms can be automatically sent to clients as soon as they book an appointment.
- In-Clinic Tablets — Clients can complete required forms on a tablet in your waiting room.
- SmartForm Automation — Link forms to specific services so the system knows exactly which documents to send and when.
- Clinical Records — Completed forms are instantly attached to the client's file for review during consultations.
Key Concepts
SmartForm
A SmartForm is an automated form that triggers based on the service booked. For example, a "Peel Consent" can be automatically sent whenever a "Chemical Peel" is scheduled.
Delivery Timing
Control exactly when a form is sent (e.g., immediately upon booking or 24 hours before the visit).
Form Builder
The integrated form builder allows you to customise templates or build your own forms from scratch using text fields, checkboxes, dropdowns, and signature pads.
Access and permissions
- Viewing — All staff with clinical access can view completed forms on a client's profile.
- Building/Editing — Creating new forms or changing the structure of existing ones is restricted to Admins and Managers.
- Downloading — Exporting submissions in bulk usually requires Admin level permissions.