Client record and medical history: what to note for every treatment
The client record is your studio's memory. It holds everything you need to work safely today and to reproduce the same colour a year from now. Here is what is worth noting, and how to stay organised.
Medical history comes first
Before you pick up the device, you need to know whether anything advises against the treatment or means it should be postponed. A well-made medical history form always asks the same questions, in the same order, and keeps a record of the answers. It usually covers:
- Allergies and reactions to pigments, metals or anaesthetics
- Medication being taken and ongoing therapies
- Pregnancy and breastfeeding
- Skin conditions, diabetes, blood clotting problems
- Recent cosmetic treatments or surgery in the area
Skin and phototype
Skin type and phototype change how the pigment is retained and how it shifts over time. Noting them in the record helps you choose technique and colour, and understand months later why a piece of work healed the way it did.
The treatment log
For each session it is worth recording the area, technique, device, voltage, needles and pigments with their lot number. At the touch-up or the colour refresh you know exactly where to start again, without relying on memory.
From paper to app
In Pigmatia every client has a record with details, contacts, photos, medical history, skin type and phototype. If the medical history contains a contraindication, the app flags it with an automatic alert. Treatments, photos, consent forms, payments and follow-ups sit in the same record, with the full history.
Keeping such sensitive data safe
Health information is special category data and must be protected. In Pigmatia it stays on your device and, if you turn it on, in your private iCloud; the app can be locked with Face ID, Touch ID or a passcode.
Frequently asked questions
How often should the medical history be updated?
At every new treatment and every touch-up: medication, pregnancy or allergies can change within a few months.
Can I attach the medical history to the consent form?
Yes. In Pigmatia the medical history is attached to the informed consent, which the client signs on the device.
Can I import records from my old software?
You can import your client list with the free tool at pigmatia.com/import; medical history and treatments are then completed in the app.
This guide is not a substitute for medical advice: if you have any doubt about a client's health, seek a medical opinion before going ahead.