Overview
Forms & Charts are more than intake tools, they're the foundation of a consistent, well-documented client experience. When structured intentionally, they reduce administrative work, improve care continuity across providers, and give your team the right information at the right moment in every visit.
The goal isn't to collect more information, it's to collect the right information once and use it effectively across the entire client lifecycle.
This guide covers best practices for structuring Forms & Charts, using Boulevard's key features effectively, and building workflows that support both your team and your clients.
Common Form & Chart Types
Use different forms for different stages of the client journey instead of combining everything into one experience.
Form / Chart Type | Purpose | When to Use |
Treatment Charts | Record service details, notes, dosage/settings, and outcomes | During and after every appointment |
Intake Forms | Collect medical history, allergies, contact info, contraindications | New clients, annual updates, or new service categories |
Consultation Forms | Capture goals, assess candidacy, and outline treatment plans | New consultations or high-value services |
Consent Forms | Document risks, acknowledgments, and agreement to treatment | Before services with elevated liability (injectables, laser, etc.) |
Do’s and Don’ts
Do
Build separate forms for each purpose: Design distinct forms for intake, consent, and charting rather than combining everything into one long form. Shorter, focused forms are easier for clients to complete and easier for providers to reference. This guide on client intake forms covers how to structure them effectively.
Capture information once using Connected Fields: Link form responses directly to the client profile so key details like medical history, allergies, and preferences are stored centrally and reused automatically — no repeated intake, no manual re-entry.
Use Copy Previous Chart for repeat visits: Start from the last completed chart and update only what changed. This saves time during the appointment while maintaining a clear, continuous record of treatment history.
Incorporate photo documentation when relevant: Use photo upload and markup tools to track progress visually, support consultations, and strengthen documentation — particularly valuable for medspa and aesthetic services.
Require sign-offs for important documentation: Ensure consent forms and completed charts are formally acknowledged and finalized. This protects your business and creates a clear record of client acknowledgment.
Send forms before the appointment: Give clients time to review, prepare, and ask questions in advance by attaching forms to booking confirmations. Prepared clients arrive on time and require less intake time at the front desk.
Standardize documentation with Phrases: Create shared shortcuts for common notes, aftercare instructions, and clinical language so documentation stays consistent across providers without slowing anyone down.
Train your team on consistent workflows: Establish clear standards for when forms are sent, how charts are completed, and how features like connected fields, phrases, and chart copying are used. Consistency across providers ensures more reliable documentation, smoother client experiences, and less room for error.
Don’t
Don't send forms at the wrong time: sending intake forms too late (day-of rather than pre-appointment) defeats the purpose of collecting information in advance
Don't treat charting as optional: Inconsistent or incomplete charts reduce their value over time and create gaps in the client record that are difficult to recover. Copy Previous Chart makes consistent charting faster — there's no reason to skip it.
Don't overlook consent documentation: Lack of documented informed consent is one of the most common sources of legal risk for self-care businesses, particularly medspas. Sign-offs and properly structured consent forms are a straightforward way to protect your business and your clients.
Alternative Workflows with Forms & Charts
The following are common ways businesses use Forms & Charts to support workflows that do not currently have dedicated features. These are recommended workarounds and may require additional manual setup or oversight.
These approaches can help extend the functionality of Forms & Charts while staying within the tools currently available in Boulevard.
Workflow | How to Use Forms & Charts | Why Businesses Use This Approach | Important Considerations |
Pre + Post Care Instructions | Include instructions in pre-appointment forms (intake or consent). Use phrases to standardize language and require sign-off for acknowledgment. | Helps clients prepare in advance, plan around restrictions, and ask questions before their appointment. | Forms cannot be sent after services, so instructions must be shared ahead of time. |
Superbilling | Create a custom chart with provider, patient, and service details. Share via print, download, or email. | Provides clients with documentation they can submit for reimbursement. | No built-in ICD-10 or CPT codes. Accuracy depends on chart setup. Clients submit independently. |
Invoicing | Build a form that outlines services, pricing, and totals. Share with clients as a record. | Offers a clear breakdown of services when additional documentation is needed. | Not a full invoicing system. No automation for taxes, payments, or tracking. Manual effort required. |
Treatment Quotes | Add a custom form to the appointment, complete it after the consultation, and print or share it with the client. | Helps providers present recommended services and pricing clearly after a consultation. | Not a formal quoting system. Requires manual updates and does not track approvals or payments. |