Consents & clinic history

pro

Signed consent forms (in person, on a tablet, by QR or by remote link), an encrypted clinic history per customer with safety data and patch tests, and a per-branch compliance vault that keeps you inspection-ready.

Treatments that touch skin need paperwork: informed consents signed before the work, a clinical record of what was done, and — for the inspector who may knock — the branch's own compliance documents in order. Two modules cover this end to end: Consents & Clinic History and the Compliance Vault.

Who can do this: both modules are enabled per organization by the platform (ask support to switch them on) — they are off by default. Inside your organization, consent chasing and clinical notes are gated by separate privileges, so a receptionist can collect signatures without ever reading medical notes.

Templates

You write (or adapt) your consent texts once, as templates: rich text with merge placeholders for the customer, service and business details, versioned so you always know which wording someone signed. A starter library in Spanish and English ships with the module.

The starter texts are a working base, not legal advice — have your own advisor confirm the wording for your jurisdiction before you rely on it.

Mapping to services, and blocking

Map each template to the services that need it. From then on, an appointment for a mapped service cannot start until the consent is signed — or merely warns, your choice per organization. Paper never stops the day: the front desk can record a consent as signed on paper, optionally attaching a scan.

Four ways to sign

One signing page, reachable however suits the moment:

Path	When it fits
Reception screen	Customer signs at the desk (mouse, touch screen or signature pad), staff attended
Reception tablet	Hand the customer a tablet in kiosk mode — a short-lived token keeps your staff session off the device while they hold it
QR to their phone	Show a QR; the customer signs on their own phone in the chair
Remote link	Send a signing link by WhatsApp, email or SMS before the visit — single-use, valid for a limited time

Every signature is sealed into a PDF with an evidence appendix — who signed, when, how, from where, and any witness — encrypted at rest and fingerprinted so tampering is detectable. Consents are append-only: a revocation stamps the record, a renewal supersedes it, nothing is ever silently rewritten. Signed consents are retained even if the customer record is later deleted, as clinical-record retention laws require; the rest of the clinic history is treated as erasable personal data.

Chasing signatures automatically

Customer Journeys gains a consent namespace and a ready-made "Consent before appointment" template: reminders at 48 and 4 hours before the visit to anyone still unsigned, with the signing link included. These chasers are transactional — a marketing opt-out doesn't suppress them.

Clinic history

Each customer with clinical activity gets a clinic history, visible only to holders of the clinical privilege:

Safety sheet — allergies, medication, conditions, contraindications and skin phototype, stored encrypted.
Treatment timeline — dated entries with encrypted notes and evolution photos.
Patch tests — record a test, get a 48-hour due clock, record the result.
Full-record export — the whole history as a PDF when a customer or authority asks for it.

The one deliberate exception to the privilege wall: if a customer has allergies on file, every booking viewer sees an allergy flag on the booking — the flag only; the detail stays behind the clinical privilege.

Compliance vault

The Compliance Vault module keeps each branch inspection-ready:

Documents by category — authorizations, professional certificates, insurance (policy and the live payment receipt), waste contracts, sterilization, premises, protocols, your data-protection record and more. Each carries issue and expiry dates, driving valid → expiring → expired states with dismissible alerts.
Jurisdiction presets — checklists for Spanish aesthetics, Spanish aesthetic medicine, and Mexican COFEPRIS practice, scoring a per-branch inspection-readiness percentage with guidance per category.
Operational registers — sterilization cycles, cleaning rounds, temperature checks and incidents, each stamped with who performed it, plus a print-ready monthly sheet.
Inspection dossier — one click produces the PDF an inspector wants: cover, readiness score, document list and the last 90 days of registers, with your stored documents merged in.

Privacy on the public booking form

Independent of these modules, the public online booking form asks visitors for an explicit privacy consent checkbox, enforced on the server — a booking cannot be submitted without it.

Customers — the customer record the history hangs off
Appointments — where the consent gate and allergy flag appear
Customer Journeys — the automatic consent chasers
Modules — how per-organization modules are enabled