Consultation cards are essential documents that record all the information gleaned during the consultation and details of the treatment plan discussed between electrologist and client.
Record cards are a Local Environmental Health requirement that are necessary for insurance companies. They also enable other staff members to safely and effectively treat clients.
Consultation cards must initially be completed at the first consultation and record details of each and every treatment. They should be:
The consultation card should record the following:
- Clients’ name, address and telephone number
- Date of birth
- Doctor’s name and address
- A list of medical conditions that are possible contra-indications
- Any medications taken orally and topically
- Any other medical history
- The area requiring treatment
- History of the hair growth or skin conditions
- Previous hair removal treatments
- Previous blemish removal treatments
- Hair type
- Skin type
- Skin and hair observations
- Any scarring and blemishes observed in the treatment area
- Area to be treated
- Modality or method of epilation selected (i.e.Short wave diathermy, Blend or Galvanic)
- Considerations for intensity of current (e.g. skin sensitivity/ type)
- Intensity of current selecte
- Needle size and type selected
- Frequency and duration of treatment sessions recommended
- Client’s skin reaction to treatment
- The sensitivity and disposition of the client may vary from visit to visit
- Advice given to client for between management of growth
- Aftercare advice given orally and backed up by a written reminder, after every treatment for insurance purposes
- Photographic evidence if required or appropriate
- Telephone answering and message leaving instructions and requirements
The client must sign and date the record card to state that all the information given is true to the best of their knowledge, that they understand the nature of the treatment and will carry out as instructed the aftercare regime using the correct homecare on the treatment area.
Remember that the client’s skin sensitivity and disposition may vary from visit to visit.
CLIENT CONFIDENTIALITY/DATA PROTECTION ACT
Client confidentiality must be maintained at all times and the client must always be treated with respect and privacy. Patient arrival should never be announced audibly. Be discrete on the phone and take note of any restrictions – some clients will not have disclosed their treatment to members of their household. Never discuss a client’s treatment with other clients and don’t leave record cards in sight of others.
All records cards should be stored safely and securely, preferably in a metal, fire-proof cabinet, but always under lock and key. The Data Protection Act requires that any personal data held on a computer is protected and this must always be complied with. All businesses using computers to store client information must register with the Data Protection Register and comply with their code of practice.
Duties under the Act apply throughout the period when personal data is being processed, as do the rights of individuals in respect to their personal data. The Act must be complied with from the moment data is obtained until such time that the data has been returned, deleted, or destroyed. Duties extend to the way in which personal data is disposed of when it no longer needs to be retained: data must be disposed of securely and in a way that does not prejudice the interests of the individuals concerned.