04 Feb The Importance of Proper Paperwork for Permanent Cosmetic Makeup

THE IMPORTANCE OF PROPER PAPERWORK and DOCUMENTATION   ©

Record keeping may seem mundane and over whelming, compared with the other aspects of starting a business, but it is a critical step to ensure sound business practices for permanent cosmetics and all types of tattooing.

Record keeping systems should be simple to use, proper forms should be professionally written and reviewed upon client completion, and relevant to the service given.

The job of the entrepreneur is to use this system to keep accurate, timely, consistent and complete records of all activity in the business and services given.

Nothing can be more gratifying or dismaying then the lack or completion of the paperwork when you have to go back and pull it for charting information, this is critical. When the client returns for their colour refresher you know all the colour formulations, needle clusters used and other important information about the procedure. In the busyness of the business, details can be forgotten, misplaced and simply put….NEGLECTED. I am sometimes surprised by every exact detail the client remembers. Such as: ‘You did not use glycolic on my brows before you drew them on last time, why are you using it now’? Or, you covered my eyes with a plastic wrap last time, why aren’t you using it this time’?

Document… Document… Document… TAKE BEFORE AND AFTER PHOTOS!
Write down everything that you did to your client from the minute they walk in the door to the time they leave. You will be glad you did when they return for their colour refresher. While they are anesthetizing ask them’ So how was your birthday party’, or, ‘How is your husband’s broken leg’? How do you remember this bit of information? Because you wrote it down in the client’s chart!
Apart from being a great artist/technician, proper paperwork can and will be a real life saver if and when a problem should arise. In your career, a client may want to dispute your policies to argue a point, such as getting out of paying a colour refresher fee. It is wonderful to keep things in order, so if you have to pull that file, you can indeed reread the paperwork out loud (line by line) to your client stating that they have indeed signed/dated and agreed to the terms of your short form contract. Pointing this out can be awkward, but in the end, better than being frustrated by people taking advantage of you. Proper paper work should also include not only the medical forms, hold harmless agreements, but aftercare instructions too. You may have other forms, however these are the top three must haves.

Make sure the forms you are using are compliant with your state, county and city regulations.

Documentation should always include your before and after photos. Never assume that you do not need one, the difference could be the life or death of your career, outside not having the proper paperwork. I am always amazed when clients have come to me and have had prior work done, stating that they did not fill out paperwork before their procedures , much less a before and after photo. Wow, is all I can say….it truly astounds me by the lack of professionalism by so called experts! It is a good indicator of the educational level, or lack thereof. I challenge you today, to see the importance of these articles of your practice, as they are just as significant as your tattooing career.

We have a saying in surgery ‘If it is not in the chart…it did not happen’.

Write down in your clients chart when they phone you with a concern, question or problem. Write what the client’s concerns are and what your answers were. If you have a witness, have them sign the paperwork as well.

Document… Document… Document… TAKE BEFORE AND AFTER PHOTOS! Use a camera or your phone!

Customer service seems to be a thing of the past. Make your business stand out! Care about your clients!

Did you know it is easier to keep a client than have a new one walk in your door? Pamper your clients….. you will be glad you did!

……..one last word……..
NEVER, EVER say what a horrible job another technician did on your client! Be diplomatic. Just try to correct what someone has done if possible! This may include suggesting laser removal, microdermabrasion and peels. Be kind and caring…just how you would like to be treated.

Can you say KARMA?

BY: Pamela Abshear CCPC, CPDA and Susan Church CCPC,CPDA