Use Case
Digital Intake for Clinics - Forms, E-Sign & File Upload
Custom intake and consent forms with signatures and photo/PDF upload - auto-sent before appointments. Client Files stay distinct from form-field uploads.
Clinics need more than a name and mobile number before treatment. Bella Booking’s forms builder supports ten field types including e-signatures, file upload (photos and PDFs) and a Client details block that pre-fills from the client record, attaches forms to services, and auto-sends them before appointments. Clients complete forms on their phone; submissions land on the appointment and client record. Uploaded files land in two places for your team - on the submission and on the client’s Files / Photos tabs - and clients re-view them on the completed form. There is no separate client “My documents” portal in the booking site.
Who this is for
- Skin, laser, and beauty clinics collecting consent and photos
- Wellness and cash-pay practitioner clinics with health questionnaires
- Med spas that need signed intake without a full clinical PMS
- Any clinic replacing clipboard paperwork before appointments
Common challenges
Paper intake slows the first ten minutes
Clipboard forms eat appointment time and create incomplete records when clients rush the answers in the waiting room.
Photos and PDFs live in email threads
Referral letters, patch-test photos, or ID images forwarded by email never sit cleanly against the client record.
Consent is hard to find later
If a signed form cannot be retrieved quickly, compliance and dispute handling become painful.
Confusing “documents” with form uploads
Team-managed client Files and form-field uploads are different paths. Blurring them creates the false expectation of a client document portal.
How Bella Booking helps
Custom forms with ten field types, including client details
Learn moreShort/long text, single and multiple choice, dropdown, yes/no, signature, file upload (photos and PDFs - up to 10 files per question, 20 MB each), and info blocks - grouped into named sections. A Client details block asks for the client’s own name, email, phone number and date of birth, pre-filled from their record.
E-signatures before treatment
Learn moreCapture consent electronically. Submissions are stored against the client and appointment with timestamps.
File upload on the form
Learn moreAsk for photos or PDFs as part of intake. Files land for your team on the submission and on the client’s Files / Photos tabs; clients re-view them on the completed form - not in a separate documents inbox.
Auto-send by service
Learn moreAttach forms to the services that need them. Configure whether a form is required every appointment or once.
Client Files remain a separate tool
Learn moreYour team can still manage a client’s Files independently of form questions. Form uploads and client Files are linked for visibility - they are not a client-facing document portal.
Simple pricing
A clinic with 4 practitioners collecting digital intake before treatments pays just
A$99/month
Professional plan · No per-seat fees · No commission
See full pricing detailsGood to know
- *Forms are available on Professional - not on Solo or Starter
- *No conditional logic (show/hide fields based on answers)
- *Only Client details fields (name, email, phone number, date of birth) arrive pre-filled from the client record; other answers are not carried over from earlier forms
- *No separate client “My documents” portal - clients re-view uploads on the completed form
- *Not a clinical PMS: clinical notes stop at a SOAP note template or your own note form, and there is no Medicare or HICAPS claiming
Frequently asked questions
Can clients upload photos or PDFs on a form?
Yes. File upload fields accept photos and PDFs (up to 10 files per question, 20 MB each). Your team sees them on the submission and on the client’s Files / Photos tabs.
Is there a client documents portal?
No. Clients complete and re-view form uploads on the form itself. There is no separate “My documents” area in the online booking account. Client Files are managed by your team.
Can forms auto-send before appointments?
Yes. Attach forms to services and they are sent through the appointment notification flow. Configure once-only vs every appointment.
Does this replace clinical charting?
No. Intake and consent forms are what the client fills in. For your own clinical notes, Forms also has a SOAP note template (or build your own note form) that your team fills in and the client never sees. That is still not clinical practice management: if you need Medicare or health fund claiming, use a clinical PMS.
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