Posts tagged " consultation forms "

WHAT PATIENT RECORDS SHOULD I KEEP AS A THERAPIST?

July 24th, 2019 Posted by Acupuncture, Alternative Medicine, Consent forms, Consultation Forms, GDPR, Holistic Health, Hypnotherapy, Insurance, Medical History Form, Paperless, Uncategorized No Comment yet

As a Therapist. you need to keep a lot of information about your clients and their treatment.

In fact, your insurance against malpractice or negligence claims policy demands it and Insurers can be quite specific. 

I checked the small print from Professional Indemnity Insurance policies for Alternative practitioners. Here are some things I discovered, I hope they help.

YOUR INSURANCE DEPENDS ON YOUR RECORDS

Insurers require you to take consultation records and then retain those records. One policy I checked asked for five years, but most require seven years, after the last treatment given. 

Insurers advise that you keep the records of minors for at least 7 years after the minor reaches 18.

You should record the client’s full name, date of consultation and notes on their lifestyle/medical history. Also, you should record the treatment you gave the client.

Notes should at least include a brief description of the therapy or treatment. 

The therapist must adequately record each and every treatment given to each and every client. 

The record is to include full details of the consultation process, the treatment, the result of the treatment and any aftercare instructions given where appropriate.

Any adverse reaction to the therapy or treatment must be recorded either separately or as part of the notes already used.

RECORDS MUST BE ACCESSIBLE

You will be need to produce your records of the client/event In the event of a claim. This is to protect you in the event of a claim against you.

Where therapists work in a gym, sports or leisure centre, or a shared practice often the Centre keeps these records.  

You must advise the Centre of any unusual events or of any injuries sustained during your class. 

You must ensure that the Centre will give you access to your records. To protect yourself in case a claim is made against you in the future.

You should record the name and brief details of the person. The date of the session and the therapy given, at demonstration sessions or public events.

If you give Yoga, Pilates, Fitness, Exercise, Meditation therapy, record the name and brief details of the person, date of the session and any other relevant facts.

When new clients attend your class, you should talk to them and ensure that there is no reason why they should not attend your class. If in doubt you should ask for their GP’s confirmation that they can safely participate in your class. 

At the start of each class please ask all participants is there any change in their circumstances that might affect their ability to participate in and complete the class safely.

You must produce your records of the client/event. You must adequately record each and every treatment given to each and every client. This protects you in the event of a claim being made against you.

WE CAN HELP

Using iPEGS forms is economical, quick, tidy, neat and professional. No papers to find, no filing to do.

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.

If you would like to know more simply email me: steve @ipegs.co.uk or call me directly on: 01244 955350 and we can discuss how iPEGS can help improve your client’s experience.

INFORMATION IMPORTANT TO THERAPISTS

July 24th, 2019 Posted by Acupuncture, Alternative Medicine, Clinic app, Consent forms, Consultation Forms, GDPR, Holistic Health, Hypnotherapy, Medical History Form, Paperless, Security, Sports Therapy, Uncategorized No Comment yet

As a Therapist you collect a lot of information about your clients and their treatment.

In fact, your insurance policy demands it and they can be quite specific. 

Therapists are faced with mountains of paper consent forms, as your client base increases. Paper consent forms are insecure, inefficient and expensive. Storing forms on a hard drive is more efficient, but leaves you at risk from computer crashes, virus and malware.

iPEGS Paperless forms are the perfect solution. You free up valuable space, meaning no more clunky filing cabinets. iPEGS allows you to use your company branding and easily build and edit your forms. Search for your clients using our advanced search feature and manage your electronic forms into folders.

Forms don’t go missing like paper ones, which is vital for future reference or if a claim was to arise. 

Mandatory fields mean you will never receive incomplete forms with important missing information. Going paperless also means you can easily implement the latest GDPR consent requests.

COLLECTING INFORMATON

For Yoga, Pilates, Fitness, Meditation or Mediumship you must record the client’s name and brief details and record the date of the session and any other relevant facts.

Ensure that there is no health reason why clients should not attend class. If in doubt you should ask for their GP’s confirmation that they can safely participate in your class. 

At the start of each class please ask all participants is there any change in their circumstances. Any that could affect their ability to participate in and complete the class safely.

Insurers will be ask you to produce your records of the client/event,In the event of a claim,

GYMS, SHARED PRACTICES

Where therapists work in a gym, sports or leisure centre, or a shared practice often the centre keeps these records.  

You must advise the centre of any unusual events or of any injuries sustained during your class. 

You must ensure that the Centre gives you access to these records. In the event of a claim being made against you.

EXHIBITIONS AND PUBLIC DEMONSTRATIONS

If you give therapy sessions at public events, a great way to increase your client base, the name and brief details of every participant, date of session and therapy being demonstrated and any other relevant facts must be recorded.

iPEGS provides quick and easy way to quickly access and complete consent forms, consultation forms and medical history forms on an iPad, Tablet, Smart Phone or Laptop. This avoids discouraging queues and saves you and the client valuable time. Mandatory fields mean you will never receive incomplete forms missing important information.

After the event you can access and safely store the data on the iPEGS secure web portal. By incorporating marketing permissions on the registration form you can easily follow up and increase your client base by exporting this data from iPEGS.

Remember in the event of a claim you will be asked to produce your records of the client/event.

ONE ON ONE THERAPY

You are required to take consultation records and retain those records, one policy I checked asked for five years, but most require seven years, after the last treatment given. 

In the case of minors, insurers advise that records should be kept for at least 7 years after the minor reaches 18.

The records should as a minimum have the client’s full name, date of consultation and notes on the lifestyle/medical history where appropriate to the treatment being given. 

They should at least include a brief description of the therapy or treatment. 

The therapist must adequately record each and every treatment given to each and every client. 

The record is to include full details of the consultation process, the treatment, the result of the treatment and any aftercare instructions given where appropriate.

Notes need to be added of any adverse reaction to the therapy or treatment either separately or as part of the notes already used.

In the event of a claim you will be asked to produce your records of the client/event. The insured person must adequately record each and every treatment given to each and every client. This is to protect you in the event of a claim being made against you. 

WE CAN HELP

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.

If you would like to know more please email steve @ ipegs.co.uk or contact me directly on 01244 955350.

Improving the Customer Experience with Electronic Facial Treatment Consultation Forms

June 14th, 2019 Posted by Aesthetics, Beauty, Consultation Forms, facial Treatment, Paperless No Comment yet
Electronic facial consultation forms

We all know how essential obtaining client consent is before carrying out any facial treatment. Failure to do so could invalidate your insurance and leave you facing big charges should they make a claim against you. Yet consultation forms filled out on paper can really hamper the client being able to enjoy a relaxing and enjoyable experience during their appointment. 

Today’s client expects a smooth, intuitive and efficient experience when it comes to their visit to a Beauty Salon or Spa. After all, they are there to relax and get rid of the day-to-day pressures of work and life – and completing a consultation form by hand will be the last thing they need. 

Thanks to digital technology and mobile deployment, iPEGS has been able to address these challenges and improve the customer experience with the introduction of electronic consent forms, specifically with the health and beauty industry in mind. 

Welcoming new clients

Having a detailed consultation is a key first step before undertaking any facial treatment. This will show new clients that you are professional, able to offer expert advice and keen to understand exactly what they want. Carrying out this process electronically by handing the client an iPad to complete the form, will leave a good long-lasting first impression with new clients.

Personalising your service

iPEGS electronic forms allow you to customise and personalise client consultation forms to your own needs. Using a simple drag and drop functionality, you can customise fields, add your own colours and branding and unique forms for each treatment. This in itself makes your salon stand out from the competition and makes the customer experience slick from start to finish.

Reduced cost and errors

The easier a form is to complete, the quicker the consultation process which reduces your time spent (and therefore cost) with each client. Electronic forms also eliminate errors by ensuring that all essential fields are completed, and reduce any inaccuracies caused by illegible handwriting.

From a time perspective, the customer is not the only beneficiary; electronic consultation forms are immediately stored and backed up without having to transfer the information manually onto a computer. 

Client confidentiality 

Beauty therapists are often in a position of trust. Clients trust you with their most important information, and it is vital that this information is stored correctly. Not just from a client sensitivity point of view, but data protection is your responsibility and if it gets into the wrong hands a client is well within their rights to make a claim against you.

If you would like to try our electronic client consultation forms for free, we are offering new customers 5 free forms so you can see how easy they are for you to use and how professional they look to clients. 

Sign-up today and try 5 forms for free. 

Or for more information please click here.

Patient consent forms for aesthetic procedures – 3 reasons why the industry is going electronic

June 10th, 2019 Posted by Aesthetics, Consent forms, Consultation Forms, Paperless No Comment yet

Most aesthetic practitioners, clinicians and surgeons understand the importance of taking proper and detailed informed consent before undertaking any aesthetic treatment. With medical litigation laws tightening in the UK around aesthetic procedures and indemnity costs rising each year, skin clinics, beauticians and cosmetic surgeons are looking at ways to protect themselves even further when carrying out aesthetic treatments.

It’s one of the main reasons why many skin clinics are turning to electronic patient consent forms. Not only do they provide a very clear and simple way to collect client data, they look and appear professional too.  This article examines three ways why the beauty industry is going electronic.

1.     Enhanced security

Electronic patient consent forms for aesthetic procedures provide improved security; giving you peace of mind that information is stored securely and can be easily referred to months, if not years after the treatment.

Paper forms, on the other hand, can get lost, stolen and even damaged – and if something happens to them, there’s usually no backup.

2.     Clearer understanding for the patient

Completing consent forms electronically will benefit both you and the client.  Information is clearly displayed and any important legal information such as recovery period and any possible complications can be easily highlighted. Forms can also be customised to suit your brand – making the whole consent process slick and professional.

Incomplete and illegible paper forms leave us vulnerable to litigation but having all the information displayed electronically provides you with a detailed, accurate, and more importantly legible consent which, should any legal action be taken, will stand up better in Court.

3.     Faster consultation process

With a rising number of patients wanting aesthetic procedures such as Botox, dermal fillers and thread lifts, aesthetic clinics, skin clinics and beauticians need to find ways to speed up the consultation process and make it as efficient as possible. Electronic consent forms can be completed much quicker than paper forms, especially in today’s digital age when people seem to find it easier and faster to type than to write.

Once the client has completed the consent form electronically, it can be automatically stored and archived. Paper forms, on the other hand, come with the administrative burden of having to transfer the information electronically, which can be considerably time-consuming.

New technology (apps and tablets) has provided a great platform to improve efficiency, appear more professional and reduce risks that may leave us vulnerable to litigation.

iPEGS is helping the cosmetic and beauty industry go paperless by offering easy-to-use, electronic forms that can be customised to your specific treatments and brand. These forms can be accessed on any device – forms can be completed remotely by the client before their appointment or they can be completed face to face on an iPad, tablet or laptop. Copies of the form are emailed to both the client and the clinic and they are also stored securely in the cloud for future reference if required.

Why not try them out? See how easy they are to use and customise by trying five forms for FREE.  Sign up today or contact us for more information.

Holistic Health Consultation Forms and Intake Forms

April 1st, 2019 Posted by Alternative Medicine, Consultation Forms, Holistic Health, Paperless No Comment yet
Holistic Health Consultation Forms

Many people come to alternative and holistic health practitioners, as a last resort and with some reservations. The popular press love to search out examples of malpractice and scare monger, after all fear is what sells newspapers. They are often in pain and unsure if you can help, a stressed or nervous patient is not an easy one.

So, if you are going to be able to really assist the people who need your help, they must be put at ease as soon as they walk in the door.

Of course, the reception is as comfortable and relaxing as possible, receptionists are trained to be efficient while putting people at ease, but there are the formalities to get done, and this can be an opportunity to give reassurance and confidence to your patients.

An initial holistic health intake form, consultation form and medical history need to be taken followed by a consent form and for people coming for the first consultation this can be stressful. Clipboards and forms have never put people at ease.

That is why iPEGS paperless forms are such an amazing tool for alternative medicine practitioners, everyone is so used to digital devices nowadays, and the forms can be filled in either at the clinic or from home online using a mobile phone, tablet or computer and submitted directly to the cloud. They are quick and easy and as they are digital, they can be made easier to read for patients with poor eyesight, by simply zooming in or increasing the text size.

As well as electronic signatures, you can add photos and you can add your own branding and logos. You can create the forms from scratch with the easy to use form builder, or if you are too busy or a bit of a technophobe then you can get one of the iPEGS technicians to do it for you.

Holistic Health Consultation Form

By giving patients the option to fill in their medical history from home you will often find the resulting information to be far more complete. After all, how many of us can remember what we were doing last Thursday let alone what medication we were on five years ago.

Many patients have had years of ill health, being pumped full of chemicals. We all know how hard it can be to distinguish the ailment from the side effects of medication, so a full history needs to be done. By giving patients time, you have the opportunity to get a fuller account of their health problems a few days before their appointment, and are therefore able to study them in advance, saving crucial time in the actual consultation, even having the time for conferring with colleagues at the earliest stage.

Of course, your patient is of primary importance, but they are not the only person in the room, consent forms are a must and in an increasingly litigious world, protect not only the patient but also the practitioner. Making sure that your patient knows what treatment they are receiving is just good practice, having their agreement to the treatment on file might at some time be vital.

Up until recently a paper based holistic health consent form, had to do, and has since the stethoscope was invented, however, 5 years after the event how easy will it be to find? If you need copies or originals will it be legible, let’s face it, medical practitioners are not known for their calligraphy.

Now again you may well have the most efficient system in the world, but unless filing is your idea of relaxation, it’s a huge pain. Paper files are costly in space and time, not to mention resources, both natural and financial. Being able to pull up a patient’s records instantly saves time and allows you to spend more face time with your patient. It’s not just about covering your back but also about preventing having to.

Electronic Consultation Forms

So how do I get a form completed and signed by my patient:

Using a tablet, iPad or Smartphone you can access your electronic forms through the iPEGS apps, even without a Wi-Fi connection or via iPEGS Web Forms on any device. Simply open the form that you wish to be completed and once signed save or submit it. This is perfect in a face to face situation, free from the barrier, that a clipboard can create.

You can also send the medical history and/or consent form to the patient or guardian prior to their appointment using iPEGS Remote, again via email as a web form or via the free app. They would receive this form on their smartphone, or any device connected to the internet and complete, sign and submit back to you.

Is my patient’s information safe, what about data protection laws and GDPR?

Many laws states that patient records must be kept secure and confidential at all times. The UK data protection regime is set out in the DPA 2018 which replaces the Data Protection Act 1998, and came into effect on 25 May 2018, along with the GDPR (which also forms part of UK law). The law applies to any ‘processing of personal data’, and will catch most businesses and organisations, whatever their size and the law provides stronger protection for more sensitive information such as health related data.

All data submitted via iPEGS is encrypted, transmitted and stored securely. iPEGS is Cyber Essentials and IASME GDPR Governance Standard Certified so you can be confident your data is secure.

You can sign up for your free iPEGS Remote account and get 5 free form credits or sign up to the 30 day free trial of iPEGS Direct via the website.

Or if you would like to discuss the various options why not book in a call here or feel free to drop me an email: steve @ ipegs.co.uk

If you practise alternative medicine or holistic health therapies then why not go paperless today, reduce your carbon footprint, become more efficient and have more time to focus on your patients.

Paperless Consultation Forms for the Beauty Industry

January 21st, 2019 Posted by Consultation Forms, Paperless No Comment yet

In this weeks iPEGS Going Paperless Article we are going to be looking at Electronic Consultation Forms for the beauty industry, why they are needed and how going paperless with these types of consent forms has a multitude of benefits for all involved.

Consultation forms are required for a wide variety of services within the beauty industry including hair colouring, nails, eyelash extensions, hair extensions, skin treatments and tattooing to name a few. These forms are not only important for the beauty professional to establish the right treatment, product and/or service but it is also essential to obtain information in relation to the clients health including allergies, previous and current illnesses, medication and any other health information that may be relevant to the treatment.

These consultation forms protect the client from any potential risks to their health and also protect the beauty professional and/or salon against any future legal issues.


Many of these consultation forms are still completed in the traditional pen and paper format and while this method works it can problematic and inefficient. Issues include:

    • Ensuring you have enough printed forms available
    • Difficult to read or even unreadable handwriting (we are writing less and typing more meaning handwriting is getting worse)
    • Missing or misplaced forms
    • Storing of the paper forms

So why use paper when we have so much technology available to us?

iPEGS provide an easy to use, cost effective way of creating Paperless Consultation Forms that can can be accessed on ANY device, completed easily, signed electronically and submitted in a matter of minutes if not seconds.

By making it as easy as possible for you and your clients to complete these forms, via a medium we are all used, removes the administration burden and enables you to focus on the treatment or service being provided.

Forms can be completed at the time of the appointment or they can be sent ahead of time avoiding delays on the day, meaning no wasted time and a more seamless experience for your customers.

iPEGS Electronic Forms have a number of benefits including:

    • Forms available on ANY device (no more printing)
    • Electronic Signatures with date and time stamp for authenticity
    • Mandatory Fields ensuring the form is completed in full
    • Pick Lists and Tick Boxes for easy form filling
    • Add Photos to the form (before & after)
    • Safe & Secure

Once the form has been submitted securely to the iPEGS Web Portal you will receive an email notification where you can view or download the form and the client can also receive a copy of the form for their own records if required.

No more risk of losing or misplacing these important forms and no more having to store them in a filing cabinet!

With iPEGS you can quickly and easily create any type of form with the easy to use Form Builder and generate the Web Form or App Form in no time.


Whether you are an experienced professional or are just starting out – isn’t it time you moved away from the inefficiencies of paper based forms and utilise the amazing technology we have available to us today.

For more information about how to Go Paperless with iPEGS please click here.