Med Spa Forms: The Complete List (2026 Templates)
Intake, consent, charting, aftercare, policies, staff agreements, SOPs and emergency protocols: every document a med spa keeps, what each one is for, who signs it, and a link to our template guide for each.
In short
Every med spa needs eight groups of paperwork: a patient intake form, a procedure-specific consent for each service line, a treatment chart, aftercare handouts, patient-facing policies (cancellation, privacy and photo authorization), staffing documents and agreements (job descriptions, a medical director agreement and, where it applies, an NP collaborative agreement), operating documents (signed SOPs and a policies and procedures manual) and written emergency protocols. This page lists each form, what it is for, who signs it and when it is used, and links to our template guide for each one. Which of them a law requires depends on your state.
An index, not legal advice. This page organizes the forms and documents a med spa typically keeps and points to our detailed guide for each one. It does not state the law of any state. Your medical director and a healthcare attorney licensed in your state should review every form before you use it.
Ask a new owner what paperwork a med spa needs and the answer is usually "consent forms." Consent forms matter, but they are one group out of eight. A practice that has a good Botox consent and nothing else is missing the intake form that feeds the prescriber's exam, the chart that proves what was injected, the aftercare handout that tells the patient when to call, the policies that govern deposits and photographs, the agreements that define who may do what, the SOPs that make delegation real and the emergency protocols that say what happens when something goes wrong.
We have written a separate template guide for most of those documents. This page ties them together: one list, grouped the way a practice actually uses them, with a row per form and a link to the page that covers it in depth. Use it as a checklist for a new practice, or as an audit of the binder or EMR you already have.
What Forms Does a Med Spa Need?
A med spa needs forms in eight groups: patient intake and screening, consent by procedure, treatment records and charting, aftercare, patient policies, staffing and agreements, operating documents, and emergency protocols. The first four follow the patient through a visit. The last four govern the practice itself, and they are the ones most often missing when a board, a malpractice carrier or a prospective medical director asks to see them.
| Group | What it covers | Start here |
|---|---|---|
| 1. Intake & screening | Who the patient is, their history and medicines, and their acknowledgment of practice policies | Intake form template |
| 2. Consent by procedure | One informed consent document per service line | Consent forms guide |
| 3. Records & charting | What was done, with what product, by whom, under whose order; monitoring over time | Botox charting template |
| 4. Aftercare | Written instructions, warning signs and an after-hours contact | Aftercare instructions template |
| 5. Patient policies | Cancellations, deposits and refunds; photo and testimonial authorization | Cancellation policy template |
| 6. Staffing & agreements | Job descriptions, the medical director agreement, the NP collaborative agreement | Job descriptions template |
| 7. Operating documents | Signed SOPs and the policies and procedures manual that governs them | SOP guide |
| 8. Emergency | Written response protocols, supplies and post-event documentation | Emergency protocol checklist |
Each group below has a table with one row per form: what the form is for, who signs it, when it is used, and where our template guide lives. "Who signs" describes common practice, not a legal rule; your medical director's protocols and your state's law decide the final answer.
1. Patient Intake and Screening Forms
The intake packet is the first paperwork a patient sees and the source of most of the information the practitioner relies on before treatment. Our med spa intake form template describes it as doing three jobs: identifying the patient and how to reach them, collecting the health information a practitioner needs before evaluating them, and recording the patient's acknowledgment of the practice's policies. It is data collection. It is not a consent to any treatment and not a clinical decision.
| Form | What it is for | Who signs | When | Template |
|---|---|---|---|---|
| New-patient intake form | Identity, contact and emergency contact; medical history, medicines and supplements, allergies, prior aesthetic treatments; service-specific screening questions | Patient; reviewed by the evaluating practitioner | Before the first evaluation | Intake form |
| Interval health update | Records changes in health, medicines, pregnancy status or recent treatments since the last visit | Patient | Every return visit | Intake form |
| Notice of Privacy Practices acknowledgment | Confirms the patient received the practice's HIPAA notice; an acknowledgment, not an authorization | Patient | Intake | Intake form |
| Financial and cancellation acknowledgment | Shows the patient saw the payment, deposit and cancellation terms that apply | Patient | Intake or booking | Cancellation policy |
| General consent to treat | Establishes the treatment relationship; does not replace procedure-specific consent | Patient | Intake | Consent forms guide |
Why intake is not the good faith exam
The most common intake mistake is treating a completed questionnaire as the medical evaluation. Our intake guide is direct about it: a licensed prescriber still has to evaluate the patient and order the treatment, and the chart has to show that review. The intake form feeds that exam; it does not replace it. Who may perform the exam, and whether it can happen by telehealth, varies by state; our good faith exam guide covers the question in depth.
One form or one per service line?
Practices with a broad menu often keep a core intake form plus service-specific screening modules, so a GLP-1 patient answers weight-loss screening questions and a laser patient answers skin-type and photosensitivity questions. The intake guide walks through typical modules, version control and when to run a full re-intake rather than an interval update.
2. Consent Forms by Procedure
Consent is the largest group in most practices, because each service line needs its own document. Our med spa consent forms guide is the hub for this group: it covers what makes informed consent valid, the practice-level forms every patient signs once, the forms tied to a treatment episode, before-and-after photo consent, and how to store and retain signed forms. Start there. The list below is a quick index of the procedure-specific templates.
Every form in this table is signed by the patient, and in our templates by the clinician who conducted the consent discussion, before the first treatment of that type. Each template guide also explains when the patient needs to sign again.
| Form | What it is for | Template |
|---|---|---|
| Botox / neurotoxin consent | Product and area specificity, off-label disclosure, spread and ptosis risk, re-consent triggers | Botox consent forms |
| Dermal filler consent | HA vs non-HA product, treatment areas, vascular and vision risks, what dissolving can and cannot do | Dermal filler consent |
| Lip filler consent | What a lip filler form should disclose, expectation-setting and photos, within a wider lip filler safety guide | Lip filler safety & consent |
| Sculptra / biostimulator consent | PLLA and CaHA acknowledgments, irreversibility, delayed nodules, series terms | Sculptra consent |
| Kybella consent | Deoxycholic acid under the chin, the swelling acknowledgment, nerve injury and swallowing, course terms | Kybella consent |
| Chemical peel consent | Peel depth, pigment risk for darker skin, screening, sun protection and aftercare commitments | Chemical peel consent |
| Laser hair removal / IPL consent | Device type, burn and pigment risk, eye safety, test-spot policy | Laser hair removal consent |
| Microneedling consent (incl. RF and PRP add-ons) | Device, depth set by the practitioner, risks, what the RF and PRP add-ons change | Microneedling consent |
| PRP consent | Blood draw and processing, the autologous product, regulatory status, risks | PRP consent |
| HydraFacial consent | Hydradermabrasion, initialled add-ons, screening, when a facial consent is not enough | HydraFacial consent |
| Semaglutide / GLP-1 consent | Brand vs compounded disclosure, side effects, serious risks, monitoring commitments | Semaglutide consent |
| IV therapy consent | The infusion ordered, infiltration and phlebitis, screening, post-infusion monitoring | IV therapy consent |
If a service on your menu has no row here, the consent forms guide covers the service lines we have not yet given a dedicated template, including hormone therapy. The principle is the same for all of them: a generic "aesthetic services" consent stretched across several treatments is the mistake that appears in almost every one of our template guides.
Off-label and compounded-medication disclosures
Two disclosures cut across service lines. Our consent forms guide lists an off-label use disclosure whenever a product is used outside its FDA-approved indication, and a compounded medication disclosure where a compounded formulation is dispensed or administered. Most practices fold these into the procedure-specific form, as our Botox, Kybella, PRP and semaglutide templates do, rather than keeping them as separate sheets.
3. Treatment Records and Charting
The consent shows what the patient agreed to. The chart shows what actually happened. When a complication, complaint or chart audit arrives, the chart is the document everyone reads first, and a thin one is hard to defend however good the consent was.
| Form | What it is for | Who signs | When | Template |
|---|---|---|---|---|
| Injectable treatment chart (neurotoxin and filler) | Lot and expiry, dilution, units per site on a face map, the injector, the order and consent behind the treatment; filler-specific fields | Treating injector; ordering or supervising practitioner as your protocol requires | Every treatment visit | Botox charting template |
| Complication entry | What the chart records when an adverse event happens, and follow-up | Treating clinician | At the event and each follow-up | Botox charting template |
| Chart audit checklist | What a reviewer checks on a sample of charts, with scoring and follow-through | Reviewer (often the medical director) | On the review cadence your agreements set | Botox charting template |
| GLP-1 monitoring schedule | Baseline labs, follow-up cadence, dose-escalation checkpoints, red-flag criteria and what to document at each visit | Prescriber sets it; staff record against it | Throughout a weight-loss program | GLP-1 monitoring schedule |
Non-injectable treatments need charts too. Several of our consent template guides describe what the treatment record should capture for that service: the laser hair removal guide covers recording settings at every session, and the IV therapy guide covers what the infusion record should capture. How long to keep all of it is a separate question that varies by state; our medical records retention guide covers it.
4. Aftercare Instructions
Aftercare is the one document the patient takes home, and it is often the only thing they read when something feels wrong at 11 p.m. Our aftercare instructions template sets out six things every handout must contain: treatment-specific instructions, activities to avoid and for how long, warning signs that require contacting the practice, an after-hours emergency contact, follow-up timing, and who approved the document.
| Form | What it is for | Who signs | When | Template |
|---|---|---|---|---|
| Treatment-specific aftercare handout | What to do and avoid after the treatment, warning signs, after-hours contact, follow-up timing | Approved by the medical director; issued by the treating clinician | At discharge | Aftercare template |
| Pre-treatment instructions | What the patient should do or avoid before the appointment; a separate handout from aftercare | Issued by the practice | At booking or consultation | Aftercare template |
| Aftercare acknowledgment | Records which version of the handout the patient received | Patient (signature, timestamped delivery or charted note) | At discharge | Aftercare template |
The aftercare guide makes a point worth repeating here: aftercare instructions, the consent form and the aftercare SOP are three different documents. The consent says the patient was told about aftercare; the handout is what they were told; the SOP is how staff issue and chart it. A practice that has only one of the three usually cannot show the other two happened.
5. Patient Policies: Cancellation, Privacy and Photo Authorization
These are the documents that sit outside any one treatment but still need the patient's signature. They are also where front-desk practice and clinical compliance collide: a deposit that pressures a patient into treatment, or a marketing photo released under an intake-form checkbox, is a clinical problem dressed as an administrative one.
| Form | What it is for | Who signs | When | Template |
|---|---|---|---|---|
| Cancellation, no-show and deposit policy | Notice window, late arrivals, deposits, packages and memberships, refunds, card-on-file rules | Patient acknowledges the version they saw | Before booking; restated in confirmations | Cancellation policy template |
| Clinical photography consent | Permits photographs for the medical record; usually part of each procedure consent | Patient | With procedure consent | Consent forms guide |
| Before-and-after photo / testimonial authorization | Marketing use of identifiable images and testimonials; when a HIPAA authorization is required, its elements, revocation and takedown | Patient, on a separate form | Before any marketing use | Testimonial & marketing consent |
| Notice of Privacy Practices | The practice's HIPAA notice itself; the patient signs only the acknowledgment | Practice issues; patient acknowledges | Intake | HIPAA compliance guide |
Why marketing authorization is its own form
Our testimonial and marketing consent guide explains why marketing consent cannot be bundled into intake paperwork, and our consent forms guide makes the matching point that clinical photography consent is not marketing authorization. If your intake packet contains a line such as "I agree the practice may use my photos," that line is not doing the job. The FTC side of before-and-after advertising is covered separately in our FTC before-and-after photo guide.
The Complete Suite includes all 62 SOPs across injectables, skin and laser, weight loss, body and wellness, hormone therapy, operations and emergencies, written for your medical director to review, adapt to your state and sign.
View the Complete Suite — $9976. Staffing Documents and Agreements
Licensing law decides who may do what in a med spa. These documents are where the practice writes that answer down. An investigator or a malpractice carrier will compare them with each person's licence and with what the charts show they actually did, so they need to be accurate, current and signed.
| Document | What it is for | Who signs | When | Template |
|---|---|---|---|---|
| Job descriptions (per role) | Purpose, reporting line, licence required, core duties, duties not assigned, supervision, competency; nine roles from medical director to front desk | Employee acknowledgment; medical director approval for clinical roles | At hire and on each review | Job descriptions template |
| Medical director agreement | Scope of oversight, delegated services, supervision and chart-review cadence, compensation, emergency availability, insurance, term and termination | Physician and the practice (or its authorized signatory) | Before clinical services start; on renewal | Medical director agreement |
| NP collaborative agreement | Scope of services, prescriptive authority, consultation and availability, chart review, emergency and referral pathways, protocols incorporated by reference | Nurse practitioner and the collaborating physician | Before the NP provides covered services, where the state requires one | NP collaborative agreement |
How the three fit together
The medical director agreement defines the physician's oversight of the practice. The NP collaborative agreement, where one is required, defines a specific nurse practitioner's relationship with a physician; our template guide notes that the name of the document and whether it is required change from state to state. The job descriptions translate both into day-to-day duties for each role. Our hiring and credentialing guide covers the licence verification, onboarding and documentation that sit alongside them, and our standing orders guide covers the authorization documents that let delegated staff act.
7. Operating Documents: SOPs, the Policy Manual and Checklists
Every form above is used with a patient or a person. Operating documents govern how the practice uses all of them. They are also the documents a prospective medical director, a carrier or an inspector asks for first, because they show whether the practice runs on written rules or on habit.
| Document | What it is for | Who signs | When | Template |
|---|---|---|---|---|
| Standard operating procedures (SOPs) | Step-by-step procedures for each clinical and operational process; the full inventory by category | Medical director signs clinical SOPs; owner may approve administrative ones | Before a service is offered; on each review | SOP guide |
| Policies and procedures manual | The governing document: clinical governance, delegation, supervision and the policies the SOP library sits under | Medical director reviews and signs it | Before opening; reviewed on a set cycle | Policy manual guide |
| Emergency protocol checklist | An audit of the eight core emergency protocols, supplies, training and documentation | Used to audit; the resulting protocols are signed | Before opening and at each review | Emergency checklist |
Policy, procedure and protocol are different documents
Our policies and procedures manual guide draws the distinction carefully: the manual is not the SOP library and it is not the employee handbook. The manual states the rules; the SOPs say how each rule is carried out; protocols and standing orders authorize specific clinical actions. Our SOP guide adds the point that matters most for a forms library: an unsigned clinical SOP carries little weight in an investigation, so the signature block is part of the document, not decoration.
8. Emergency Protocols and Documentation
Emergency paperwork is the group most practices think they have and least often have in writing. "We would call 911" is a plan, not a protocol. Our emergency protocol checklist covers eight core protocols and the documents around them.
| Document | What it is for | Who signs | When | Template |
|---|---|---|---|---|
| Written emergency protocols | Anaphylaxis, vascular occlusion, vasovagal response, infection, laser/IPL burn, adverse-reaction documentation, supplies, when to call 911 | Medical director | Before opening; posted and reviewed | Emergency checklist |
| Crash cart / emergency supply list | What is stocked, where, and in date | Staff member checking it | On a recurring check | Emergency checklist |
| Drill and competency records | Evidence that staff have practised and can respond | Staff and the person running the drill | After each drill or training | Emergency checklist |
| Post-emergency documentation | What happened, what was done, when, by whom, and the follow-up | Responding clinicians | Immediately after the event | Emergency checklist |
For the clinical detail behind the two most serious events, see our anaphylaxis protocol and vascular occlusion guide.
How Should You Organize a Med Spa Forms Library?
The list above is long, and a practice with a broad menu can easily hold more than thirty live documents once each consent, handout and SOP is counted. Our consent forms guide estimates that a practice with eight service lines maintains between fourteen and twenty distinct consent documents alone. Three habits keep that number manageable.
Give every form a version number and an owner
Version control comes up in nearly every one of our template guides, from intake forms to aftercare handouts to consent forms. The reason is the same each time: when something goes wrong, the question is not "did you have a form?" but "which form did this patient sign, and what did it say on that date?" A version number and effective date on every page, plus a log of who approved each version, answers that question. Without it, a practice can only say that it had a form.
Link the forms to each other
The intake form feeds the exam. The exam leads to the order. The order and the consent appear in the chart. The chart references the aftercare version issued. Each of our template guides describes one of those links, such as linking the consent to the treatment record, or charting which aftercare handout was given. A forms library works when a reviewer can follow that chain for any patient without asking staff to explain it.
Review on a calendar, and after every change
Forms go stale when the practice changes and the paperwork does not: a new device, a new product, a new add-on sold at checkout, a new staff role. Our template guides list the events that should trigger a revision for each document. A simple rule covers most of them: when the service changes, the form changes before the next patient.
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Which Forms Does a New Med Spa Need Before Opening?
Before the first patient, a new med spa needs its agreements signed, its core SOPs and emergency protocols signed, and the patient-facing forms for every service it will offer on day one. Everything else can follow as the menu grows. In priority order:
- Medical director agreement, signed, with every delegated service named. Without it there is no one to approve the rest of the list. See the medical director agreement guide.
- NP collaborative agreement, if your state requires one for a nurse practitioner on your team, signed (and filed where filing is required) before that NP treats anyone. See the NP collaborative agreement template.
- Emergency protocols, signed and posted, with supplies checked. See the emergency protocol checklist.
- Clinical SOPs for each service on the opening menu, signed by the medical director. See the SOP guide.
- Intake form with HIPAA, financial and cancellation acknowledgments. See the intake form template.
- A procedure-specific consent for each opening service. Start from the consent forms guide.
- A charting template for each service. See the Botox charting template for the injectable model.
- Aftercare handouts for each service. See the aftercare template.
- Cancellation and deposit policy, published before you take the first booking. See the cancellation policy template.
- Job descriptions for every role you hire. See the job descriptions template.
- Policies and procedures manual. Our manual guide describes a minimum viable version to have on paper first and fill out over time. See the policy manual guide.
A marketing photo authorization can wait until you plan to publish a patient's image, as long as nothing is published before it exists. A GLP-1 monitoring schedule is needed only when a weight-loss program launches. The wider opening checklist, from entity formation to insurance, is in our guide to opening a med spa.
Are These Forms Legally Required?
Some are, in some states; others are standard of care or an expectation of your medical director or insurer; and which is which depends on where you practise. There is no single national list of legally required med spa forms, and any template that claims to be "fully compliant in all 50 states" is overstating what a template can do.
It helps to sort the documents into three kinds of obligation:
- Documents a law may require. Depending on the state, this can include a written delegation or supervision arrangement, a collaborative or practice agreement for certain advanced practice providers, written protocols or standing orders for delegated procedures, and medical records kept for a set period. Federal privacy rules also apply to practices that are HIPAA covered entities, and our testimonial and marketing consent guide explains when a HIPAA authorization is mandatory for marketing images. Whether, and in what form, each applies to you is a state-by-state question.
- Documents that are standard of care. Informed consent is a legal concept in every state, but a signed form is evidence that the consent discussion happened, not the consent itself; several of our consent template guides make exactly that distinction. The same is true of thorough charting and written aftercare: the obligation is to treat and document properly, and the form is how you prove you did.
- Documents others will ask for. Our policy manual guide lists the parties who expect a written manual: state boards, malpractice carriers, your medical director, accreditation bodies, and landlords, lenders and acquirers. A medical director signing on to oversee a practice will reasonably want to see what they are agreeing to, which is usually the SOP library.
For what your own state requires, start with our med spa regulations by state hub, which links each state's rules to primary sources, and then have a healthcare attorney licensed in your state review your forms against them. A national template is a starting point; the state review is what makes it yours.
This page is an index of the forms and documents a med spa commonly keeps and links to our detailed guides. It is not legal or clinical advice and does not state the law of any jurisdiction. Your medical director and a healthcare attorney licensed in your state should review every form before you use it.