Assessment before care
Digital consultation forms for aesthetic clinics
Bia lets a clinic build sectioned intake forms, publish a stable version, send a temporary link and collect answers with consent, signature evidence, configurable alerts and a client match.
The form structures information collected before a procedure. It connects to scheduling and the longitudinal record, but it is not a care note: it preserves what was asked, which version was answered and which responses need human review.
- Sectioned templates with required and sensitive fields
- Published versions before a link can be created
- Protected drafts, consent and signature evidence
- Alerts, client matching and an audited PDF
The template structures questions, answer types and consent
The clinic creates sections and questions, selects the answer type and marks required fields. The editor supports short and long text, dates, yes or no, single or multiple choice, health history and photo upload; health-history and photo fields stay sensitive by definition.
The consent text belongs to the template. Before publishing, the server validates the complete definition and requires meaningful consent text, so an incomplete draft cannot be treated as a ready form.
- Questions grouped into sections
- Explicit required and sensitive settings
- Options that can trigger a configured alert
Publishing creates an immutable form version
Saving keeps an editable draft. Publishing creates a new numbered version with its name, definition, consent text, timestamp and publisher, and records in the audit trail that this version is immutable.
Each link points to the active version at creation time. Later draft edits do not silently rewrite a form already sent; the team publishes another version when those changes are ready for use.
A temporary link uses a published version only
The system refuses to create a link without a published version. Once one exists, it generates a random token, stores only its hash and binds the link to the template, version and, when supplied, the intended client.
Accepted expiry runs from 1 to 30 days and the use limit from 1 to 10. The current interface places the token in the URL fragment rather than a query parameter, while the server checks revocation, expiry and remaining uses before opening or consuming the form.
The client can resume a draft and submits with a signature
While the link remains valid, name, phone, birth date and answers can be saved as an encrypted draft with the same expiry. On final submission, the server normalizes the phone, validates every answer against the published version, requires affirmative consent and validates the signature evidence.
Link consumption is atomic so it cannot exceed its use limit. The submission keeps the answered version, consent timestamp, protected signature and a hash computed from the material form data.
Alerts flag answers without exposing the sensitive value
A question or option can trigger an informational, warning or critical alert. When the form arrives, the system creates the alert and a review notification without copying the sensitive answer into the operational message.
The list masks sensitive answers. Opening the full form requires sensitive-read permission and the correct client scope, and creates an audit event; a read failure is not presented as an empty answer.
Client matching and the PDF keep the form reviewable
If the link targets a client, the submission stays attached to that record. Otherwise the system checks the phone: one match links it, no match creates a provisional lead, and multiple matches send the case to review instead of choosing silently.
The export includes the clinic, template, version, submitted identity, answers, consent text and time, signature evidence, addenda and submission hash. The audited copy is watermarked with the exporter, and the export itself is recorded.
What the intake form organizes — and what remains human
The form improves collection traceability, but it does not turn an answer into an automatic clinical decision.
- The clinic is responsible for its questions, consent language and the lawful basis used to process the data.
- Alerts reproduce configured rules; they do not diagnose, approve a procedure or replace professional assessment.
- Phone-based matching may require manual review when records are duplicated or information conflicts.
- A version and hash preserve technical evidence but do not prove an answer is true or a procedure is safe.
- The PDF is an audited copy of the submitted form, not a diagnosis, report or prescription.
Frequently asked questions
How digital consultation forms work in practice
Can I create my own questions?
Yes. The editor creates sections, selects field types, marks required or sensitive questions and configures alerts for an answer or option.
Does editing a template change a form already sent?
Not silently. A link stays bound to the published version it was created with. The clinic publishes another version and creates a new link to use later changes.
Can the client save and continue later?
Yes, while the link remains valid. The draft is encrypted and expires with the link; final submission validates answers, consent and signature again on the server.
Can every team member see sensitive answers?
No. The list masks them, and a full read requires permission and client scope while recording the access in the audit trail.
What if a phone number matches more than one client?
The form is marked for ambiguous review. The system does not choose a client on its own; the team verifies and links the right record.
Test the collection flow before sending a real form
Create an account, review the template and walk through publishing, link creation and response with test data before using client information.
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