Client Forms

Streamlining Clinical Operations: Essential Forms in Cosmesoft 

In any cosmetic clinic, maintaining organised and accurate patient records is vital for ensuring both exceptional care and regulatory compliance. Cosmesoft’s system offers a comprehensive solution to manage important clinical forms, ensuring both clinical staff and patients follow the necessary procedures while enhancing operational efficiency.

A range of form are available for use in your business. These forms are designed in line with Australian regulations, by experienced nurses and doctors. It’s important to note that Cosmesoft offers these form templates as a starting point and takes no responsibility for the legal implications of these forms.  Clinical staff should always seek additional legal advice if needed.

Key Forms for Clinical Staff in the Client File

Cosmesoft provides four primary forms that are essential for every treatment and interaction in the cosmetic clinic setting:

Patient Registration Forms

• The foundation of patient records, these forms collect important details such as personal information, medical history, and contact details. This form helps the clinical staff assess potential risks and tailor treatments accordingly.
• The template available is not only focused on the client's medical/cosmetic history, but also assesses the skin condition and needs.

Consent Forms

• Consent is a critical aspect of any cosmetic treatment, especially those involving prescription medicines. Ensuring that patients are fully informed of the procedures, risks, and expected outcomes is an important part of the practitioner's duty of care. In Australia, obtaining separate consent for photo and video recordings is mandatory, in addition to the treatment consent itself. This ensures that patients’ privacy is respected and they have clarity on how their data will be used.

Aftercare Forms

• Aftercare instructions are crucial for ensuring that patients follow proper guidelines after their treatments. They are also mandatory documents that must be provided to patients following treatment with prescription medicines such as Botox and Dermal Fillers in Australia. Cosmesoft allows you to create and send aftercare forms electronically, and these can also be printed or emailed to the client as needed.

Prescriptions

• Prescriptions must be carefully documented for any medications or treatments that require a prescription with doctor's or nurse practitioner's approval. In Cosmesoft, these can be filled out by the supervisor, or optionally prepared by the nurse to allocate to the supervisor to review and sign.
• When a nurse prepares a prescription, there are clear steps to follow, ensuring that all prescriptions are reviewed and signed by a qualified supervisor before being finalised. Instructions on this process are featured below.

Setup the Forms Available in Your Business

To select the forms you wish to be made available to your Operators:

Navigate to Client Forms:
Go to the left-hand menu and select Admin. Then, click on Client Forms. This will display a list of forms that have already been cloned and are available for use in your business.

Clone a New Form:
To add a new form to your system, click the +Clone Form button. This will bring up a list of forms available from Cosmesoft.

Filter by Region or Type:
You can filter the forms by region or category. The categories include:

• All
• Aftercare
• Consent
• Consultation
• Prescription

Review and Add the Form:

• Click View to preview the form and make sure it fits your needs.
• Once you’ve decided, confirm the title is as you want it and select Clone to add the form to your available forms in the Consultation process.

By setting up these forms, you’ll streamline the intake process and ensure all necessary documentation is completed prior to treatments. Contact the support team if you need to customise these forms.

How to Access and Complete Forms

To access forms for a client, simply:

1. Select the Client (or add a new client if they’re not yet in the system).
2. Navigate to the fourth tab - FORMS in the client’s file. Here you’ll find a list of any previous forms stored for the client.
3. Select “Add Form” to input a new form. Choose the form type and the specific form you need from the dropdown menu. Click Open to begin filling it out.

For client convenience and compliance, the forms are designed for electronic signature. The client will read through the document, ideally on a tablet device, then sign digitally. The practitioner will also need to sign certain forms as required. Note that some fields in the forms are mandatory, so these must be completed before submission.

How To Prepare a Script for Supervisor Signing

1. Preparing the Prescription by the Nurse

• Nurses can initiate the process by preparing the script as above.
• The nurse will fill in all relevant details regarding the medication, dosage, and any other specific instructions. This ensures that the prescription includes the treatment they wish to be prescribed.

2. Selecting a Supervisor for Review

• Once the nurse has prepared the prescription, the next step is to assign it to a supervisor. This is a critical step, as only a doctor or nurse practitioner is able to review and sign off on the prescription.
• To assign the script, the nurse must select the appropriate supervisor from a dropdown list within the system. This ensures that prescriptions are routed to the right person for final approval.

3. Saving the Unsigned Script

• After assigning the script to the supervisor, the nurse saves the prescription as an “unsigned” document. The script is flagged as unsigned until reviewed and signed by the supervisor.

4. Supervisor Review and Signing

• The unsigned prescription will appear in the supervisor’s “unsigned pile” within their Cosmesoft dashboard, where it can be accessed for review.
• The supervisor will carefully check the prescription details for accuracy, ensuring that the medication, dosage, and patient information are correct and meet the required standards of care.
• After reviewing, the supervisor can sign the prescription electronically within the Cosmesoft system, officially approving the medication.

Why This Workflow Matters

This dual-step process — where a nurse prepares the script and a supervisor signs it — ensures both efficiency and safety in the clinic. By implementing this workflow, Cosmesoft minimises the risk of errors while maintaining the necessary checks and balances to protect both staff and patients.

Important Considerations for Australian Clinics

Consent for Photos and Videos: In Australia, it’s a legal requirement to obtain separate consent from the client for recording photos and videos, and this must be distinct from the treatment consent. Make sure you get this form filled out alongside the treatment consent.

Aftercare Form: Another crucial form is the Aftercare Form. As part of your post-treatment procedure, it’s mandatory to provide clients with written aftercare instructions, and Cosmesoft allows you to print or email this form directly to them.

Future Features for Increased Efficiency

Looking ahead, Cosmesoft will be introducing even more convenient features to enhance clinic operations. Future updates will allow forms to be automatically sent to clients before and after treatments, streamlining communication and improving the overall efficiency of the clinic.

Additional Forms & Custom Requests

If you require changes or additional forms to be created for your clinic, you can easily request them by contacting the Cosmesoft sales and admin team. They’re always happy to help with custom form requests to meet the unique needs of your clinic.