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Medical Spa Patient Intake Software Built for Clients Who Come Back

Your paperwork problem is not the first visit. It is the ninth. DocRepute is a focused patient-experience layer for med spas: one full history captured properly, a short what-has-changed update before every treatment after that, and feedback and review requests timed to how aesthetic results actually arrive.

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Med-spa intake is a repeat-visit problem, not a new-patient problem

Most medical spa patient intake software is a general healthcare form with the word spa written on it, and it quietly assumes the one thing med spas do least — a brand new patient, seen once, whose history is captured in full and never revisited. Your appointment book says otherwise. The neurotoxin client is back in a few months. The filler client wants a touch-up before a wedding. A laser package is a series on a schedule. By the fourth visit, the history you carefully collected in January is out of date in the ways that matter most: a new prescription, a course of antibiotics, a pregnancy, a treatment somebody else performed two towns over. The question your injector needs answered at the door is not who is this person. It is what has changed since last time. DocRepute is a focused patient-experience layer built around exactly that rhythm — one full history captured properly, a short honest update before each treatment after that, then feedback and review requests that fit how aesthetic results actually arrive. It is in pre-launch early access now, and this page describes the med-spa workflow it is being built around.

  • Built for HIPAA-compliant workflows

  • Free to start — 50 patient actions each month

What medical spa new patient forms should carry, and what they should never decide

Your medical spa new patient forms are doing administrative work, and they do it best when the scope is honest. The first-visit form captures identity and contact details, medical history, current medications — including the supplements and over-the-counter products clients rarely think to mention — allergies, pregnancy or breastfeeding status, previous aesthetic treatments and roughly when they happened, any reaction the client remembers, and what she is hoping for in her own words, with real room to write. The return-visit form is a fraction of that: has anything changed since we last saw you, and what have you had done elsewhere. Conditional sections mean a client booked for a peel is not answering questions written for injectables. What the form does not do is just as deliberate. It records what the client reports and interprets none of it. It does not decide whether someone is a candidate for a treatment, does not assign a skin type, does not flag a contraindication and does not score risk. That judgement belongs to your injector and your medical director, at the chair, with the client in front of them — and a form that pretends otherwise is a liability dressed up as a feature.

Consent stays its own document, and it is signed per treatment

Aesthetic consent is not a paragraph on a registration page and not a box a client ticked in March. Consent to Botox in the spring does not cover filler in the summer, and a single signature collected at the bottom of an intake packet is exactly the signature that turns out to be hard to defend. Keep each treatment consent as its own document, with its own date and its own signature, and send it for the treatment actually booked. Photography permission is a separate matter again, and it deserves more care than it usually gets: an internal record photograph, an image shown to other clients in the treatment room and a post on a public account are three different permissions, and one signature should not quietly cover all three. DocRepute does not capture, host or publish client photographs, and your intake form is not where that permission belongs. Have your attorney and your medical director review the wording of every consent and permission you use — it varies by state, by treatment and by who is administering it. Where you want an editable starting point rather than a blank page, the Botox consent form template is a separate document you can rework, adapt and download.

A three-room med spa on a Tuesday, and what actually changes

Picture a med spa with three treatment rooms, two injectors and one person on the front desk. Tuesday has eleven appointments and eight of them are returning clients. Today that means eleven identical clipboards, eight of which are answered by people who filled in the same eleven questions four months ago, plus a front desk retyping handwriting between check-ins. With a workflow built for the way the book actually looks, the practice publishes two forms instead of one. The full first-visit history goes to the three new clients, sent when the appointment is booked so it is done before anyone arrives. The eight returning clients get a six-question update — anything new in your medications, anything new medically, any treatments elsewhere, anything you want us to know before today — which takes under two minutes on a phone in the car park. The front-desk lead stops keying and starts reading: eight updates already reviewed before the doors open, two of which she marks for the injector to ask about, and one client who never opened the link and gets the printed version handed to her at check-in. Same eleven clients, one afternoon of setup, and the desk is finally ahead of the room.

Patient surveys timed to when the result actually arrives

A same-day survey after an aesthetic treatment measures the parking, the greeting and the waiting room. Those things matter, but they are not what the client will be thinking about a fortnight later, when the result has settled and she is deciding whether to rebook with you or try the place across town. Injectable and energy-based results are not finished on the day of the appointment, and your clinical team knows the window for each treatment you offer far better than any software vendor does — so set that timing yourself, per treatment, instead of accepting a generic seven-day default. It also helps to keep two questions apart. How was your visit is something your front desk can act on this week. How are you finding the result is something only the injector can answer, and it should reach her directly rather than sit in a report. Standard patient surveys are part of the free path, so you can run this properly before you pay anything. On paid plans, conversational surveys let a client explain in her own words what she expected against what she got, which in aesthetics is usually the single most useful sentence anyone writes all month.

Neutral review requests, on the same terms for every client

Med spas live and die by a Google profile, which is exactly why so much reputation software quietly offers to send the review invitation only to clients who scored well. DocRepute does not do that, on any plan, for anyone. Every eligible client receives the same neutral review requests regardless of what she said in a survey, how she rated the visit, or what your team thinks she would write — identical eligibility, no routing, no filtering, no suppression, no incentives and no promise about the rating you will get. Private feedback stays private: what a client writes in a survey is never copied into a public review or posted on her behalf. The upside of running it straight is that the profile you end up with is real. Somebody shopping for an injector reads twenty reviews before she books, and she can tell the difference between a wall of uniformly glowing fragments and a page written by people who actually went. That is the profile worth having, and it is the one a neutral rule builds. The invitation can stand alone or follow a survey once the client has already told you the visit went well — the terms are the same either way.

What DocRepute does, what is planned, and what it will never be

Being clear about scope is the fastest way to tell whether this fits your practice. On the free path you build, edit and publish your forms and standard surveys at no cost, and hold 50 action credits a month — a credit is used only when a client completes a regular intake submission or a standard survey, never when you are building or editing. There is no AI on the free tier. Paid plans add AI intake that follows the questions your practice has written and approved, conversational surveys, and sentiment and topic analysis for staff to review. Planned and on the way: native SMS invitations and reminders, and roll-up reporting if you open a second location. Not supported, deliberately: DocRepute is not an EMR, does not book appointments, does not take payment, does not track product or inventory, does not store client photographs and makes no claim about your revenue. Your booking system, your point-of-sale and your clinical records stay exactly where they are. DocRepute is HIPAA-focused, built for HIPAA-compliant workflows and designed for HIPAA-regulated patient intake, with BAA availability planned at launch. If the workflow on this page is the one you want, early access is open now — tell us how your book actually looks and help shape it.

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Frequently Asked Questions

It moves the paperwork off the clipboard and out of the treatment room. For a med spa specifically, it lets you run two forms instead of one — a full history for a first visit, and a short update before every repeat treatment — both sent ahead so they are complete before the client arrives. Staff review structured, typed answers rather than deciphering handwriting, conditional sections keep each client on questions relevant to the treatment booked, and the same workflow carries feedback and review requests afterwards. It is administrative throughout: the form records what the client reports and leaves every clinical judgement with your injector and medical director.

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