Consent and intake
Digital consent software for aesthetic treatments
Consent is the part of the record you are most likely to be asked about, and the part most often kept in a lever-arch file. PillarClinic sends the right form for the treatment booked, captures a signature, and keeps an unaltered copy attached to the client and the episode.
Who this page is for
- Injectors printing and scanning paper consent forms
- Clinics using a generic e-signature tool that has no link to the treatment record
- Practitioners who want the client to read consent at home rather than in the chair
- Clinics running several treatment types that each need different wording
- Anyone who has had to reconstruct which consent version a client signed
Why clinics change how they handle consent
Consent has two jobs: making sure the client genuinely understands the treatment, and being able to demonstrate that later. Paper does the first badly and the second unreliably.
The wording changes over time
When a form is updated, you need to know which version a client actually signed — not which version is currently on the shelf.
Signing in the room is rushed
A client reading three pages while the practitioner waits is not meaningful consent. Sending it with the booking gives them time.
Forms drift away from records
A signed PDF in an email inbox is not part of the clinical record. It needs to be attached to the client, the treatment and the date.
How consent works in PillarClinic
Templates per treatment
Build a consent template for each treatment type with your own clauses, risks and aftercare notes. Reuse across practitioners so everyone uses the same wording.
Sent automatically at booking
When an appointment is created — online or by reception — the matching consent and intake forms are invited by email to the client's secure link.
Signed digitally, before arrival
The client reads and signs on their phone. The signature, name and timestamp are captured and the form becomes read-only.
Locked once signed
Signed consent cannot be quietly edited. Changes require a new version, so the record of what was agreed stays intact.
Attached to the episode
Consent sits with the treatment episode and the client record, next to the session notes, photos and any prescription.
Exported as a branded PDF
Print or export any signed form with your clinic branding for the client, an insurer or a complaint response.
Questions to ask about consent handling
Consent is where a general tool and clinic software diverge most. These are the questions worth asking.
| Question to ask | PillarClinic | Other system |
|---|---|---|
| Is the form specific to the treatment booked? | Yes — templates are matched to the service on the appointment. | Ask the vendor |
| Can the client sign before they arrive? | Yes — a secure link is emailed when the appointment is created. | Ask the vendor |
| Is a signed form editable afterwards? | No — signed forms are immutable; corrections create a new record. | Ask the vendor |
| Is the signed form part of the clinical record? | Yes — attached to the client and the treatment episode, not a separate inbox. | Ask the vendor |
| Can you show which wording was in force on a date? | Yes — the signed copy stores the wording as signed, with a timestamp. | Ask the vendor |
| Can a treatment be blocked until consent exists? | Yes — episodes carry a consent gate before clinical steps continue. | Ask the vendor |
Written for UK aesthetic practice
Consent templates start from the way UK aesthetic clinics document treatments, and stay under your control.
- Your clauses and your risk wording — templates are editable, not fixed
- Cooling-off and cancellation wording can accompany the consent
- Intake and medical history captured alongside consent, not separately
- Records retained under your clinic's configured retention period
- Subject access requests satisfied with an export of the client's own record
Consent through the treatment journey
- 1
Booked
The appointment triggers an invitation containing the consent and intake forms for that treatment.
- 2
Signed
The client completes the medical history and signs. The clinic sees the completed status on the appointment page.
- 3
Treated and filed
The practitioner reviews the signed form in the room, treats, and the record stays attached to the episode permanently.
Pricing philosophy
Consent is a safety feature, so it is included on every paid plan rather than sold as an upgrade or charged per signature.
£49 per month, pro plan
- Unlimited consent and intake forms
- No per-signature or per-envelope charge
- Templates and PDF export included
- AI drafting assistance included in your monthly credits
Questions clinics ask
- Can I use my existing consent wording?
- Yes. Templates are fully editable, so you can paste in the wording you already use or the wording your insurer prefers.
- What if a client cannot sign before the appointment?
- The form can be completed in clinic on a phone or tablet. The record is identical; only the timing differs.
- Is a digital signature acceptable?
- A digital signature captures the signer's name, the wording they agreed to and a timestamp. Whether that meets your requirements is a matter for your own policy and insurer, so confirm it with them.
- Can an AI assistant write my consent forms?
- It can draft and tighten wording for you to review and edit. The clinic remains the author and is responsible for the final content.
Put one treatment on digital consent
Create an account, build a template for your most common treatment, and send it with your next booking.