Posts tagged " Medical History Form "

Free Electronic Consent & 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 business free of charge. Please find linked below some of these example forms for you to view and test:

AESTHETICS

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

PERMANENT MAKEUP

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 TREATMENTS

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

SKINCARE

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

BEAUTY

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, with the most popular being a smartphone. 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 sales@ipegs.co.uk

CYBER AND DATA SECURITY RISKS FOR THERAPISTS

July 24th, 2019 Posted by Alternative Medicine, Consent forms, Consultation Forms, Holistic Health, Medical History Form, Paperless, Security No Comment yet

As a therapist, you are subject to strict rules about collecting and retaining data. Against the trend, HMG and your Insurer demands you to take and hold reams of data. Often for many years.

Data such as Consultation Forms, Consent Forms, Medical Histories and Treatment Plans as well as clients contact details.

Not only do you collect this in order to function as a therapist but also in order to insure against subsequent legal claims of negligence.

Just check out what the small print says in your insurance policy. I have taken some notes of the small print in some policies. The blog can be read here.

It is informative, if scary reading.

90% OF THE WORLDS DATA HAS BEEN PRODUCED IN THE LAST TWO YEARS

If you do not Keep Necessary Records, often you are not insured. 

What patient records should I as a Therapist Keep?

In this day and age, almost all of us use computers and doesn’t everyone use a smartphone? 

Unfortunately, many practitioners still stockpile paper in filing cabinets. In the mistaken belief that GDPR only applies to computer data. Like the Sicilian Mafiosi who only communicated by little paper notes. He had smuggled out from his hideout for 20 years. Some of us feel that paper is somehow safer than electronic communications.

Data is data on disc, paper or in the cloud, even in your mobile phone. If you take a client’s phone number and save it on your phone you have just collected personal data. 

So it’s best to keep it safe and easy – using paper forms is neither.

As a 21st Century business manager you probably book your appointments using ‘Booksy’ or a similar system. You run your accounts on ‘Quickbooks’ or ‘Xero’. Unfortunately, many therapists are still keeping patient consent and medical records on your hard drive, or worse, on paper forms.

That’s an awful lot of data, all of which, if it’s not correctly secured and stored makes you vulnerable to an attack by a hacker or experience a data leak.

IT’S A REAL DANGER

According to the government department for Digital, Culture, Media and Sports 2018 survey, over four in ten businesses and nearly two in ten charities experienced a cyber security breach or attack in the last 12 months. No wonder nearly three quarters of businesses (74%) and over half of all charities (53%) say cyber security is a high priority for their management.

The average cost per breach was over three thousand pounds.

Unfortunately today we all produce so much data. With GDPR in place, fines are coming in thick and fast, and with cyber-attacks becoming increasingly sophisticated and expensive, it really is time to get serious about your data.

We have all heard of the ransom that was demanded after malware froze the NHS. You can bet didn’t demand just three grand.

How would you cope if you were locked out of your client’s database? How much would it cost you if you lost your clients contacts?

NOW IS THE TIME TO ACT

There has never been a more important time to make sure that your cyber security is able to keep your data safe. 

Fortunately, you can now buy insurance against these losses.

Cyber and data risks insurance is available to protect and support your business. If you are the victim of malware from a malicious site, subject to an attack by a hacker or suffer a data breach.

If you use a Paperless System such as iPEGS, Consultation Forms, Consent Forms, Medical Histories and Treatment Plans, you can be sure your data is safe.

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 why not email me: steve @ipegs.co.uk or contact me direct on 01244 955350 and we can discuss how iPEGS can help you secure your patients data.

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.

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.

Acupuncture Consent Forms and Medical History Forms

March 11th, 2019 Posted by Acupuncture, Alternative Medicine, Consent forms, Consultation Forms, Medical History Form, Paperless No Comment yet

Medical History and Consent Forms in Acupuncture

As an Acupuncturist, you carry a huge responsibility for the welfare of your clients, many of whom have been suffering ill health for years. Often you are the last port of call, after mainstream medicine has failed to provide relief from a chronic condition.

Taking a thorough medical history of each new patient is your first step in providing for a patient’s needs, firstly you need to ensure that acupuncture is the appropriate treatment for your client. People often have an unclear idea of what acupuncture can do, after all acupuncture is not a miracle cure for anything, it is a science.

In obtaining their medical history, there is a need to gain a thorough understanding of a patient’s main complaint and general health and lifestyle. This involves asking questions about current symptoms as well as medical history, such things as sleeping patterns, appetite and digestion, emotional wellbeing. Women must be asked about their menstrual cycle and any past pregnancies and childbirth. The use of pharmaceutical products must be considered in detail, side effects are often hard to distinguish from the ailment. Some patients have suffered chronic conditions for years before considering acupuncture and have tried a series of treatments that have failed, so this medical history is a vital tool for achieving a successful outcome.

Getting that history can be a long and exhaustive process, you need to know as much about past treatments as possible and that can take time to remember.

Using an electronic consent form that can be sent in advance to the client, can gain a depth of information that is hard to get in a first consultation. All this information needs to be recorded and considered thoroughly before a treatment plan can be agreed and put into place.

By using iPEGS Remote paperless forms you can send out the questionnaire a week before the first appointment. It is totally secure and can be customised to suit the patient. They can fill in the history and return it using any connected device, be it smart phone, P.C. or tablet.

People are so accustomed to using communications technology these days, filling in a form at home in their own time can be so much less stressful than in a busy surgery, with limited time.

As for the practitioner you are receiving a fuller history in anticipation of your first consultation, even having time to consult with colleagues, if necessary. There can be a due date set for the form to be returned for just that purpose, with reminders embedded in the process. Once the form is sent, it is automatically filed, unlike paper forms there is no possibility of it being mislaid. It is a permanent record of your patient’s history and current condition.

Once you have had the opportunity to study this and meet your patient, you can explain your findings to them and ensure that they understand. Informing them clearly of the nature and purpose of any proposed treatment you gain their consent to treatment. This of course needs to be recorded.

Although consent may in the past have been taken as implied by a patient’s actions in turning up and lying on the treatment couch, explicit consent is now considered essential.

The law states that, consent must be given by a legally competent person, in some cases the next-of-kin. It must be given voluntarily and must be informed.

You must be able to prove you have sought explicit consent and ensure that the patient has understood what you propose to do. This is particularly important where treatment may involve sensitive areas of the body. It may be construed as an assault to examine or even prepare to treat someone without consent.

You cannot delegate the obtaining of consent to a receptionist or unqualified assistant. Informed consent requires that you as the practitioner (or an appropriately qualified colleague) have explained the procedure, been available to answer questions and able to satisfy yourself that the patient understands what they have been told. So it is up to you the practitioner not only to personally supervise treatment but also consent to treatment.

Having proof of consent is of course part of your duty of care not only to your patient but also for your practice.

So an acupuncture consent form must be signed very early on in the treatment process, again this consent form can be digital, secure and paperless. Using the iPEGS paperless forms, consent can be rapidly given, directly on to a tablet or even a mobile phone, even including a photo for confirmation. Instantaneously becoming a matter of record.

By using a iPEGS digital consent form, you can customise the form in real time, making changes without having to wait on printers, receptionists etc, time saved can be used in treating the patient, which after all is the object of the process.

Storing these Forms is also more complex than you might imagine.

You may well know you are legally required to keep patient records for a minimum of seven years. In the case of minors’ records must be kept until the patient reaches the age of twenty-five (seven years after reaching eighteen). Did you know that this applies even when you have referred the patient on, or you have left the practice where you administered the treatment?

There is also a legal requirement to retain original records which applies in the buying and selling of a practice and even with a patient’s consent, you must only pass on copies of the records, not the original notes?

Making copies of thousands of paper records is a mammoth task, digitally using iPEGS it can be done in a fraction of the time. You may not envisage selling the practice, but you will want to retire sometime.

You must also ensure that patients are kept fully informed and offered appropriate choices about their continuing care and the safe-keeping and location of their original records. Knowing that they are secured gives peace of mind to you and your patient. Doing this with thousands of separate paper documents is literally a forest of wasted time and space.

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.

Wouldn’t it be useful to get fuller more reliable patient histories?

Can you really afford to take risks with your patient’s records?

Can you afford the space and time that paper forms take up?

Wouldn’t it be simpler and more efficient to go digital and paperless, like many of your colleagues in the health sector are now doing?

Would you prefer not to have the worry of a disgruntled patient with a lost consent form?

If your answer is yes to any or all of the above, or if you are not sure, then why not get in touch, and let iPEGS take you through the process of going paperless.

We are all busy, but sometimes we have to invest time to save it, for our patients and our practice.

Just follow the links on this page and you can be up and running digitally in less than the time of an average consult. If you feel that you have questions you need answered that are not covered on the site, why not book in a call at a time that suits you best? You can do this via the link below and let us walk you through how iPEGS can help improve your processes:

https://calendly.com/ipegs/15-minute-phone-call/

For  more information please click here or feel free to drop me an email: steve @ ipegs.co.uk