Med spa patient intake automation that clears the chart before the chair
An injector cannot start on a client with an unsigned neurotoxin consent, a blank medication list or an expired good-faith exam. We build intake that sends the right packet for the booked service, tracks every missing field and signature, and puts the chart in a provider review queue before the client walks in.
- Packets matched to the service booked
- Exam status checked against your medical director's rules
- Photo consent kept separate from treatment consent
What holds up a med spa appointment
One packet for every service
A laser hair removal client and a first-time filler client get the same forms, so the filler-specific consent is missing at check-in.
Exam status lives in someone's memory
Many states require a good-faith exam by a qualified provider before certain treatments, and the renewal interval is set by your medical director. Nobody tracks expirations.
Photos without a clear release
Before photos get taken for the chart and later wanted for Instagram. If the consent only covered clinical use, marketing cannot use them.
What intake automation covers
It gathers and tracks. Providers review history and decide whether to treat.
Service-based packets
Sends the forms and consents tied to the booked service, so neurotoxin, filler, laser and microneedling clients each get the right set.
Missing-item chasing
Tracks unsigned consents, blank fields and missing ID, and sends reminders on a schedule until the packet is complete.
Good-faith exam status
Checks for a current exam before the appointment, and when one is due, prompts booking with an eligible provider or your telehealth exam partner.
Photo consent by scope
Records whether a client agreed to clinical photos only, internal training, or marketing use, so the marketing team can check before posting.
Provider review queue
Flags answers your providers asked to see, such as pregnancy, recent isotretinoin or blood thinners, without interpreting them.
Filed to the client record
Completed forms are attached to the client profile in your booking platform or EMR, with the version and signature time.
Systems intake works with
Boulevard and Zenoti
Bookings read and forms attached through their developer APIs.
PatientNow, Nextech and AestheticsPro
Clinical records reached through partner access or exports where no open API is offered.
Vagaro and Mangomint
Webhooks or exports, depending on your plan and what the platform allows.
Your existing forms
Your current consents, kept word for word unless your counsel changes them.
Lead follow-up
New consults start intake the moment they book.
Med spa agents
Intake is one of six agents we build for aesthetics practices.
Intake built around medical oversight
State rules set by your medical director
Good-faith exam and supervision rules vary by state. The system follows the matrix your medical director signs and never decides eligibility.
Health history under a BAA
Medical history, medications and photos only go to vendors that sign a BAA. Whether HIPAA applies to you is a question for counsel.
Consent versions on record
Each signature is tied to the form version the client saw, so you can show what they agreed to and when.
No screening by software
The system flags answers for review. It does not clear or reject a client. A provider makes that call.
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Common questions
What is med spa patient intake automation?
It sends the right history and consent forms for each booked service, tracks what is missing, checks good-faith exam status and files the completed packet for provider review.
Can it book the good-faith exam?
It can prompt the client to book with an eligible provider at your practice or with the telehealth exam service you use. Who qualifies is set by your medical director.
Does it decide if a client can be treated?
No. It flags answers your providers want to see. Only a provider decides.
How is photo consent handled?
As its own form with clear options for clinical, training and marketing use, so a clinical photo is never posted by mistake.
What happens when a client arrives with forms unfinished?
The desk sees exactly what is missing and can send a tablet link on the spot. The chart stays flagged until it is complete.
Can we keep our own consent wording?
Yes. We use your forms as written. Changes to wording are for your medical director and counsel.
Start every appointment with a complete chart
Take the 2-minute AI audit to see what intake automation could save your front desk.
- Collect your current forms
We gather every consent, history form and photo release in use and note which services each applies to.
- Write the exam and consent matrix
Your medical director sets which services need an exam, how often it renews and who may do it.
- Start with injectables
Neurotoxin and filler bookings get the new packets first, with the front desk checking each chart.
- Add services and keep it current
Laser and skin services follow. When a form changes, we update the packets and keep the old version on file.