Consultation Copy

 

Client Consultation

A client consultation is a one to one talk with your client. During this time, you will find out very important and confidential information that will allow you to advise and provide the best treatment for the client.

It is important to always introduce yourself to the client as this removes any barriers and relaxes them. Consultations should always be undertaken in a private room or area where you cannot be overheard by others.

A client should first fill out a client consultation which helps identify any contra-indications that may mean you have to alter the treatment or be unable to treat them at all. If their form shows no reason why they cannot proceed with the treatment, then you can move onto verbal questioning.

Verbal questions would be to establish why the client has visited the salon and what their expectations and outcome of the treatment may be. Asking what they want ensures you can provide customer satisfaction as the client should be pleased with the outcome of their treatment. It is good practice to speak to the client in front of a mirror and explain the treatment to them and see if that meets their requirements.

Once you have established what the client is after, then a physical examination should be undertaken. This allows you to further check for any undeclared contra-indications and get a better overview of any issues that you may face during the procedure.

Allow around 15 minutes for the client’s first salon visit. Ideally, you should sit face to face or next to the client to create an open atmosphere. Avoid barriers such as a couch or table between you.

Use open questions to tactfully encourage the client to give you information that you may need rather than using interrogating questioning techniques. Use the consultation form to work from and record anything you may discuss.

 

 

Providing consultations for aesthetic procedures using prescribed products 

 

It is important to ensure that a full consultation is undertaken prior to any procedure, and the client is aware that:

  • The product used requires a prescription, and the medicine is used off-license.
  • Treatments provided are done so on a cosmetic basis only and not based on improving health.
  • Clients should seek the advice of their GP if they are seeking a procedure for improving any aspect of their health or quality of life.
  • All risks associated with the treatment.
  • Treatments must be maintained or kept up to continue to see the results, as well as ongoing costs and outcomes for non-maintenance.

The client will need to fill in the treatment form prior to the procedure and sign the key facts to the risks, aftercare and techniques used.

Before and after photographs must be obtained and kept on record for use at later appointments in the event of a complication or claim.

What information should be recorded:

  • Client’s name, address, contact number and email.
  • Clients’ medical history
  • Signed consent and key facts
  • Before and after images
  • Details of the prescriber, date of prescription and batch number of products used
  • Details of the site/area of administration, mix ratio, units/MLS injected
  • Date of review

 

 

Record Keeping

Records must be maintained and updated for a number of reasons.

  • They provide contact details in case you need to alter or cancel an upcoming appointment.
  • So that you can track client’s progression.
  • To record the products used and timings so you can use these at further visits and adjust the treatment plan if required.
  • Tracks any aftercare you provide the client.
  • Records patch test history.
  • As a backup in case, the client has an adverse reaction to treatment.
  • For legal reasons if the client brings a claim against you.

Client records can be stored electronically or filed away manually and should be updated at every visit. If consultation forms are not updated and do not contain a history of services and dates, then you may find your insurance invalid.

Forms should be kept for the timeframe suggested by your insurance company. This may be for up to six years.  If a client is under 21 at the time of service, then it is recommended to keep the forms for six years past their 21st birthday.

Client confidentiality must be protected at all times. Forms need to be locked away in a secure cabinet, and electronic records should be held on a password-protected computer. You may also need to register with the ICO as a data controller.

 

  • All information must be accurate and necessary for the service or treatment being performed.
  • Individual client records must be available for the clients to view if requested.
  • Data should not be passed on or sold without the client’s prior written permission.

The following details should be recorded on the client consultation form:

  • Personal details – name, address, contact details
  • Results of any patch tests
  • Contra-indications
  • Contra-actions
  • Reasons for the treatment
  • Any reactions to treatments/previous treatments
  • Home care advice/suggested retail items.
  • Any sales
  • Treatment timings/products used etc.
  • Next appointment or recommendations

Any contra-indications and possible contra-actions should be identified and discussed prior to the treatment. In the case of a medical referral, the therapist should keep a copy of the GP’s letter with the client’s record card.

Consultation forms must be signed and dated to prove that you have covered everything and given the correct advice and treatment plan.