Paper is dead! In today’s world, customers are increasingly expecting to provide information to their service providers with their phone or tablet. From applying for a credit card to filing taxes, everything is done online with electronic forms (e-forms). Why would a medical spa be any different?
That’s why ProSolutions includes unlimited, customizable e-forms free with every subscription! Our e-forms allow you to create an unlimited number of unique questionnaires which can be associated with individual services and automatically or manually emailed to your clients to complete online. Our e-forms are also completely integrated into the appointment book so booking confirmation and reminder emails automatically include any required forms and your front desk staff is notified of any incomplete forms at check-in. Once completed, the e-form is saved within the client profile screen for easy reference.
Here Are 5 Reasons Your Med Spa Needs E-Forms:
1. Paper Forms May Cause Compliance Issues
Distributing and collecting paper forms requires your business to perform a lot of data entry into your management software. If you are a med spa or otherwise collecting information that requires you to comply with HIPAA regulations, this process can expose your business to compliance issues because it has a high chance for errors due to transcribing mistakes or illegible handwriting. Electronic forms that are integrated into your business management software remove the redundant work and allows you to collect information directly from the client to your management software, minimizing the chances of mistakes.
2. Using E-Forms Cut Costs & Reduces Your Carbon Footprint
According to the Association for Intelligent Information Management (AIIM), the average cost to print, distribute, collect, process, and store a simple paper form is $3.63. Depending on the amount of forms you print and collect each month, this cost can really add up! Paper and ink use also has a substantial environmental impact that customers are increasingly disfavoring. Using e-forms dramatically reduces these costs and impacts.
3. E-Forms Simplify Secure Access & Sharing
Paper forms are difficult to share. Most businesses spend a lot of time copying and scanning these documents so that everyone has access to the information at the same time. Even if they can be scanned and emailed, you still have different file formats and devices that make access challenging. E-forms are inherently easier to access remotely using any device because they are on a webpage that doesn’t require downloading or special viewers. Paper forms can also be easily lost and don’t provide much security other than being locked in a drawer, but access to an e-form and its information can be easily controlled with the use passwords.
4. E-Forms Ensure Data Accuracy and Integrity
It’s easy for a client to make a mistake on a paper form and easy for an employee to make a mistake during data entry. E-forms minimize this risk. For example, e-forms allow for data validation to ensure the information that’s being captured is in a valid format (for example, telephone and email information). E-forms are also synced with your management software, which ensures your data goes where it needs to go.
5. E-Forms Are Auditable
Paper forms are typically handled by several different people and are frequently changed. Restricting who may view your forms and tracking changes can be extremely difficult using paper forms or scanned documents. E-forms allows you to control access to each form and determine if anybody has made changes to a form. Try doing that with paper!
Contact us today to see how our e-forms can help your med spa thrive!
