Monthly Archives: September, 2019

Record Keeping For Therapists.

September 16th, 2019 Posted by Acupuncture, Alternative Medicine, Clinic app, Consent forms, Consultation Forms, GDPR, Holistic Health, Hypnotherapy, Insurance, Medical History Form, Paperless, Sports Therapy, Uncategorized No Comment yet

Are you concerned about how to protect the client’s data you’ve collected and how GDPR affects your business?.. Perhaps you are not sure if you should go paperless, perhaps you are not absolutely sure what records you are still supposed to keep or how best to store them. 

At iPEGS paperless forms are we believe the best way to handle forms, is on the cloud. We are active in Utilities, Construction, Education, Real Estate and other Industries. Each area has different demands so it’s important to be up to speed in each area.

Ask an expert.

 Talking to, one of the leading specialist insurance brokers in the field, helped me understand the particular legal challenges that affect the Wellness Industry. Insurers after all are in the front line of protecting members of the Health and Well-being Profession from damaging claims.

 I spoke to several specialists, all of whom were supportive. I guess we all agree prevention is much better than cure. So much so, that Balens, one of the leaders in the brokerage field with over 25 years’ experience, offered to collaborate on a couple of blogs for our customers for free. Now that’s something you can’t turn down.

When I say collaborate, I mean Claire Squire at Balens kindly did all the work and we got an authoritative couple of blogs to share from leading experts in the field. Personally, I wish all my blogs were as well explained. It’s not the easiest of subjects of course, but neither are the textbooks you refer to when studying a case and it’s possibly as vital understand.

Here is the first, the second is ‘Professional Liability Insurance Considerations’ and will be published next week.


BALENS Specialist Insurance Brokers

Your records are your first line of defence if a client makes a complaint or claim against you and are therefore of utmost importance.  Please report everything relevant that happened in the therapy session and relevant comments from the client, both positive and negative.

Before you carry out the treatment you must also ensure that you check what medication your client may be on, any prescriptions they are taking and any medical conditions they may have, as there may be conditions which preclude the therapy.  This information falls under special category data under the General Data Protection Regulation (GDPR),and may be retained under the lawful basis of processing in the substantial public interest for Counselling etc. and insurance

How Long Should I Hold Clients Records?

We are often asked ‘how long should I keep my notes? What happens if I work in a clinic who owns the notes?’ or ‘What happens if I leave a clinic or stop practicing?’ and ‘What about Data Protection legislation?’

The reality is that there may be overlaps or contradictions according to the different types of law.  Data Protection legislation, Contract Law, the Criminal Law and Human Rights legislation are there to protect the public and prevent abuse. However, they can cause confusion, especially with regard to what you should do as part of your contract with your insurance company in complying with policy terms and conditions.

The Data Protection Act 2018 and GDPR says you should keep records for no longer than necessary (although they don’t define how long that is!).  The core purpose of the Act was to stop people abusing data held and using it for unethical purposes. There is a proviso though that records may be kept for the establishment, exercise or defence of legal claims, allowing them to be retrained should a client request to exercise their Right of Erasure.    

You have a human right (protected by law), to maintain your livelihood. In order to defend you, it is usually a condition of your Insurance policy (Contract Law) that records be kept for at least 7 years, or for 7 years after the client reaches the age of majority when treating minors. It is important to check your insurance policy conditions, to ensure you retain your records in accordance with these.

Although in most cases the Statute of Limitation (Under Civil Law or Tort), that applies for late discovered situations leading to an allegation of negligence, is 3 or 6 years from the date that the patient discovers a problem, there are certain situations where the limitation period could be much longer.  In the case of minors, this is 3 or 6 years (according to the type of claim) from the date that they turn 18. In the case of people with learning difficulties and in certain other situations, there is no Statute of Limitation and the Courts can overturn limitation periods, so there is rationale for record retention beyond those imposed by your insurance policy if you are treating clients that fall under the category of ‘vulnerable adults’.

Whose Responsibility Are They?

Your patient’s case notes and records are your property, and you must retain them even if you have referred the client on or move to another practice.  If, as a clinical supervisor, you oversee a student’s work under your professional practitioner insurance, the patient’s records are yours. Although a patient can, by written application, seek access to notes they have no legal rights of ownership. However, if a patient requests a copy of their notes, under their ‘Right of Access’ you must follow the procedure laid out in the Data Protection Act and provide a copy of the notes unless there are exceptions, the request is manifestly unfound or excessive.  Please keep a record of this on the client’s file.

How Should I Best Store Them?

As your Insurance policy may need to defend an allegation against you in the future it is important that you know where your records are at any time.  There is no legal requirement regarding the format of records. These may be stored in either a paper or electronic format, however under Data Protection you are responsible for the security of your client’s personal information, and therefore consideration must be taken with regards to record storage regardless of whether you choose a paper, PC or Cloud based system.  There are pro’s and con’s with each method.

Do you have the space?

Paper records can be stored in a locked cabinet giving security, however, they will take up far more space than electronic storage. Personal Computer based systems can have the benefit of reducing storage, but if the computer itself is lost or stolen, and there are no copies of the notes, these too are lost, resulting in a client data breach, and potentially no method of defending yourself in any claims situation.  Also, if the PC is used for internet access it can be vulnerable to cyber-attack which may again result in a client data breach and/or no access to the data. Cloud based systems can provide the benefit of reducing storage and ability to access the notes wherever you are, but security is then placed in the hands of the cloud provider, and it will be your responsibility under Data Protection law, to ensure that you have made adequate checks regarding their security capabilities. 

We interrupt this blog for a quick message from our sponsor

The Sky’s the limit.

By using the iPEGS Paperless System for your Consultation Forms, Consent Forms, Medical Histories and Treatment Plans, you can be sure that your data is safe. Saved to the cloud there is no risk of a computer breakdown losing all your data. As the data processor we store and encrypt your data in a secure, state of the art, UK data centre.

We are Cyber Essentials Certified giving you peace of mind that our defences will protect against the most common cyber-attacks.

We have achieved the IASME governance standard in relation to GDPR where we have demonstrated wider governance for management of the controls protecting personal data.

Back to BALENS Specialist Insurance Brokers

Think ahead, you may want to appoint someone in your Will or any Power of Attorney arrangement you may have set up to be able to have access to the records in the event of a claims situation if you are too ill, disabled or incapable of accessing them. Your Will should include such information so that if your Estate was challenged after your death, the policy would be called upon to defend it and would be able to do so.

On selling or otherwise transferring your practice, you may pass on the original records if (a) the new owner will be subject to the same or similar rules to those referring to Case Notes above and (b) the patient is informed in writing in advance of the transfer and given the opportunity to object, in which event you must retain the original records. 

By Claire Squire, Balens Specialist Insurance Brokers

Further information on the different forms of Insurance and Risk Management is available on Balens website

About Balens 

Established in 1950, Balens are a fourth generation, ethical, family run Insurance Brokerage focussing on guidance, support and service.  

Balens have been providing insurance policies for Health and Well-being Professionals and their businesses since the mid-1990s.  We offer a wide range of insurance services for both individual and business requirements. For further details please visit our website at

Learner feedback forms for apprenticeship training providers

September 11th, 2019 Posted by Apprenticeships, Schools and Colleges No Comment yet
learner feedback forms

Learner feedback is a critical part of apprenticeship training, enabling your apprentice to maximise their learning at the different stages of training. It is also a vital part of the overall dialogue and relationship management between the employer, the apprentice and you – the training provider. 

The importance of learner feedback

By undertaking learner feedback throughout the apprenticeship, you can check your apprentice is on target and making progress. Learner feedback forms also help to raise awareness of your apprentice’s strengths and areas for improvement, identifying actions to be taken to improve their performance, while helping you to ensure the apprentice is applying their learning to the job.

Delivering learner feedback using electronic forms

Providing effective feedback helps apprentices to develop. It motivates them to learn more and improve, but if you are able to produce feedback using electronic methods, it also provides a means for them to monitor their progress over a period of time more effectively. 

By switching to electronic learner feedback forms, the whole process is more dynamic and responsive. Unlike paper forms, electronic forms speed up the process, allowing all three parties – the employer, the learner and the training provider – to send, receive and reflect upon the feedback in a format that can be easily stored safely and referred back to throughout the training. 

Tailor made for success

Electronic forms can be completely customised to suit your specific needs, including branding and allowing you to focus on specific training areas. Unlike paper learner feedback forms, any changes or updates to the form can be made easily and be live instantly. They are also far quicker to complete for apprenticeship training providers as many people find it far quicker to type than write manually by hand. There’s also no guesswork when it comes to trying to read someone else’s handwriting!

Faster Results

With electronic feedback forms, employers and apprentices can receive training feedback in real-time via email, safely and securely. Forms can be accessed from any device – desktop, tablets and phones – ensuring everyone always stay up to date with the progress of the apprentice. 

Stand out from the competition 

There are hundreds of apprenticeship training providers, all offering similar courses and competition is fierce.  By improving the way in which you provide learner feedback could well give you the edge over other training providers in your industry. 

If you would like a FREE TRIAL of our electronic apprenticeship feedback forms to see how they can improve training efficiency and have more satisfied clients, please get in touch with us today or phone us on 01244 955350. 

Obtaining patient consent for acne treatments

September 11th, 2019 Posted by Beauty, facial Treatment No Comment yet
consent forms for acne treatment

If you are an aesthetic practitioner or facial therapist performing acne treatments in the UK, you will know how important it is to gain patient consent. 

A popular treatment for eliminating unsightly acne blemishes, along with other skin conditions such as fine lines, wrinkles, hyper-pigmentation and sun damage, chemical peels can be life-transforming for patients. 

These highly effective treatments exfoliate away layers of skin to reveal fresher, clearer and more youthful looking skin, but it is vital that you obtain clear consent for these invasive procedures. 

Electronic consent forms are safer

Old fashioned paper forms are risky. All too often they can be handed in incomplete. It’s time-consuming to check over them, whereas electronic forms have mandatory fields that ensure all that critical data is collected and stored. Electronic acne treatment consent forms are a smart, efficient way to collect and update client data, while protecting practitioners. 

A smarter way to gain consent

Paper consent forms can so easily get lost, damaged or stolen, which can also leave you vulnerable to litigation. Electronic patient consent forms for acne treatment, on the other hand, provide total peace of mind. You can rest assured that all your client sensitive information is accurate, complete and up-to-date. It can also be stored securely and is easy to access from any device. 

GDPR Compliant

Electronic acne treatment consent forms also allow practitioners to stay compliant with GDPR, allowing you to easily update the latest GDPR consent requests when switching to electronic forms. 

Improved patient experience

Acne treatment patient consent forms can be completed and updated on an iPad or tablet, speeding up the consultation process and providing a more superior customer experience.  Electronic forms can also be branded with your logo and used for a wide range of treatments. Plus, clients can have peace of mind knowing that their details are not being left behind on a piece of paper that could be lost or stolen.

With so many benefits to electronic patient consent forms, why not take a FREE TRIAL with iPEGS? Our electronic forms have proved to be a popular solution for beauticians and aesthetic practitioners carrying out acne treatment, amongst other non-invasive treatments.  Simply create a free account and enjoy 5 free forms on us and see how easy it is to give your clients a safe and professional consultation. Call us on 01244 955350.

iPEGS Remote – New Advanced Features for Apprenticeship Providers

September 9th, 2019 Posted by App updates No Comment yet

We are always looking to improve our customer’s experience and usage of the iPEGS products in further education. We are pleased to announce that some new advanced features have now been added, for you to benefit from.

New Features

1. Calculation Field: This new field now allows for calculations between fields. Whether you want to add, subtract, multiply or divide – you can specify whatever calculation you want to the possibilities are endless. A good example for this field is auto calculating the 20% Off The Job hours or totalling up Skills Scan results. You can even increase or decrease a date based on values elsewhere in the form – think end dates.

2. Web Form TablesYou can now add tables to your web forms! This has been in the pipeline for a while so we are please to finally get it live. We have also just launched Dynamic Tables which enables you to customise field widths, heading and sub headings and dynamically add rows on the web form.

3. Conditional LogicYou can now set conditional logic for most field types – show, hide and value are all options. You can find this new feature in Field Settings > Field Conditions. An example of this could be selecting a qualification name  It can be quite complicated so if you need any support with getting your logic set up then please get in touch.

4. Kiosk ModeYou can now set iPEGS Remote Web Forms to ‘Reset’ after submission. This is ideal if you have forms that are completed one after another on a specific device. An example of this would be a Signing in Form or Register on a tablet that individuals complete when they enter a classroom or building.

5. Reports: If you are sending Web Forms via the Portal and/or utilising Third Party Approval then you can now view reports on the total number of forms based on their status and drill down to see more detail. To access this feature simply click on the Reports tab in the Portal.

6. Auto Populate TPAIf you are utilising the Apprentice Profile for field auto population then you can now also auto populate the Name and Email of a Third party. An example of this is for the Employer – so if you have the employer name and email in the apprentice profile you can auto populate the TPA field.

7. Type SignatureIf you want your users to be able to ’type’ their signature you can now turn this ‘ON’ within the Signature field settings.

8. Anonymous EmailIf you have been using Anonymous Web Forms you will know that the Email field is added to the bottom of the form – this is to ensure we know who has submitted the form. However, you can now turn this off you have added an email field further up in the form. Simply select the option in the email field once you have added it.

9. Deactivate FormsForm templates are now deactivated when archived so if a user tries to access an old form they will be informed that it is no longer active.

10.Folder PermissionsYou can now set user access permissions to folders created in Submitted Forms. Simply go to Submitted Forms > Manage Folders > Permissions > Add the User/s who you want to grant access to.

11.Field Auto PopulationAuto populate fields based other field values i.e. pick lists – think Programme Title > Aim References > EPA Organisations > Tutor Name etc.

12.Form Name URL (Emails)You can now set the Form Name to be included in the email notification web form link – this helps to identify forms if you are receiving high volumes of Form Approval emails. Simply go to the form Settings > Form Submission > Tick ‘Use the adjusted form name in TPA emails’.

13.Forms to FoldersYou can now specific what folders you want forms to be submitted directly into in Submitted Forms. Simply go to the form Settings > Form Submission > Select the folder to automatically move to on form submission.

14.Auto Upload (Tracker)Tracker customers – you can now have your forms automatically uploaded to Tracker. Contact us for more info. 

If you have any questions in relation to the new features please contact the team on 01244 955350 or email

Electronic Apprenticeship Agreement for Training Providers, Colleges & Universities

September 9th, 2019 Posted by Apprenticeships No Comment yet

Are you a Training Provider, College or University who would you like to use the ESFA Apprenticeship Agreement Template but in a fully electronic format?

Below is the template as an iPEGS Web Form:

ESFA – Apprenticeship Agreement

The form can be completed by all parties in 3 easy steps:

1. College/Provider complete the apprenticeship agreement

2. Form is sent electronically and securely to the learner and employer

3. Learner and employer review, sign electronically and submit The form can be accessed on any device (phone, laptop, tablet) and a copy of the completed form is emailed to all parties automatically.

You can use this form template free of charge and add your own logo. Then you simply add form credits. It’s as easy as that.

If you would like to use this form, then please contact a member of the team at iPEGS on 01244 955350 or email us at

Free Electronic Consent and Consultation Form Templates for the Aesthetic and Beauty Industry

September 5th, 2019 Posted by Aesthetics, Beauty, Beauty Client Forms, Consultation Forms, Holistic Health No Comment yet
Beauty Salon Forms

We are pleased to announce that we now have a vast range of electronic form templates for you to use within your beauty or aesthetics business. Please find linked below some of these example forms for you to view and test:


Aesthetics Consent Form
Aesthetics Consultation and Medical History Form
Aesthetics Consent Form and Treatment Record
Aesthetics Treatment Record (1st Treatment)
Aesthetics Treatment Record (On Going)
Dermal Filler Consultation and Consent Form
Dermal Filler Consultation Form
Dermal Filler Consent Form
Hyaluronic Acid Dermal Filler Consent Form
Consent Form – Treatment to Dissolve Hyaluronic Acid Dermal Fillers
Minor Surgery Consent Form
Private Prescription
Private Prescription (Remote Signing)
Botox and Filler Client Information, Medical History and Consent Form
Botulinum Toxin Consultation and Medical History Form
Botulinum Toxin Consent Form
Botulinum Toxin Consent Form (inc Photo Release)
Botulinum Toxin Consent Form and Treatment Record
Azzalure® Botulinum Toxin Consent Form
Botulinum Toxin Treatment Record
Botulinum Toxin Consultation, Medical History and Consent Form


PMU Consultation and Medical History Form
Permanent Makeup Client Consent Form
PMU Consent Form and Treatment Record
PMU Treatment Record (1st Treatment)
PMU Treatment Record (On Going)
Retouch Form for Semi Permanent Makeup


Laser Hair Removal Consultation and Consent Form
Laser Hair Removal Consultation Form
Laser Treatment Record Card
Laser Tattoo Removal Consultation and Consent Form
Laser Tattoo Removal Consultation Form
Laser Tattoo Removal Consent Form


Accent RF Patient Consultation Form
Body Contouring Consultation, Consent and Treatment Form
Body Contouring Follow Up Appointment
Dermalux Consultation Form
Dermalux Consent Form
Dermaplane Consultation Form
Lipofirm Consultation and Medical History Form
Lipofirm Consent Form
Microneedling Consent Form
Microblading Consultation and Consent Form
Microblading Consultation Form
Microblading Consent Form
Microdermabrasion Consultation and Consent Form
Perk Hydrafacial Consultation and Consent Form
Perk Hydrafacial Consultation Form
Perk Hydrafacial Consent Form
Pro Facial Consultation Form
Pro Facial Consent Form
Skin Peel Consultation Form
Skin Peel Consent Form
Skin Pen Consultation Form
Skin Pen Consent Form
Skin Treatment Consultation, Consent and Treatment Form


Brow/Lash Consultation and Consent Form
LvL Lashes Consultation and Consent Form
Nail Consultation Form 
Massage consent form 
Refer A Friend Form
New Employee Details Form
Reference Request Form
Salon/Therapist Feedback Questionnaire
Social Media Policy
Direct Debit Mandate for Ongoing Treatment 

These forms can be completed and signed with your client on a tablet or iPAD at the clinic, can be accessed by your clients on your website or social media channels, or emailed or sent via text message to your client prior to an appointment.

Forms can be completed using any device. Once submitted, a notification is sent to you via email where you can download the form as a pdf. Submitted forms are automatically stored on the secure portal where you can search, view and manage through your designated account.

If you would like to use any of these templates, then please contact us directly on 01244 955350. To start submitting forms you will simply need to add form credits.

If you have a bespoke form, we have a dedicated digital form building team who can help you with this.

The most frequently asked questions are answered here

Go paperless today with iPEGS Tel: 01244 955350 or email

Tattoo Professionals Opt For Digital Client Consent Forms

September 2nd, 2019 Posted by Tattooists No Comment yet

Tattoo artists are extremely talented in creating the perfect form of art bespoke, for their clients. With tattoo and piercing being a popular choice for people of all ages, studios are extremely busy with appointments and adopting a paperless business comes with many benefits.

With iPEGS Remote, the consultation and consent process is made simple by using the advances in digital form technology. All paperwork relating to the individual’s treatment can be completed, signed and submitted back electronically by the client prior to an appointment, on any device, or completed at the studio with the client on an iPAD or tablet.

We work with a multitude of tattoo and piercing companies across the UK and also those specialising in tattoo laser removal. 

Below are some example electronic forms for you to view and test.

Tattoo & Piercing Consent Form 

Laser Tattoo Removal Consultation Form

The above templates are available for you to use for free when opening an iPEGS Remote account. Forms can be amended or added to using the easy to use form builder and your logo can also be uploaded to the forms. 

It is an affordable, flexible and environmentally friendly way of managing your business paper free. There is no need for storage either as you can store and manage your forms in the iPEGS secure portal or download forms as a pdf to import into your CRM system. No need for photocopying, as your client automatically receives a copy of the form by email.

So why not give us a call today to get started on 01244 955350 or email us at