What Forms Does a Med Spa Need to Open? The Complete Startup Paperwork Checklist

Opening a med spa is exciting, but the paperwork can feel overwhelming. Between agreements with your medical director, client consent forms, safety plans and staff policies, it's easy to miss a document until a client, an inspector or an insurance company asks for it.

This checklist walks you through the core documents most new med spas put in place before opening, grouped by what they do. Use it to see what you already have and what's missing.

Important: med spa rules vary a lot from state to state, including who can own a med spa, who can perform injections, and how medical supervision must work. Use this list as a planning tool, and confirm your exact requirements with a healthcare attorney and your state licensing boards.

1. Business and provider agreements

These documents define your relationships with the people who work with or for your med spa. They protect your business and make expectations clear from day one.

• Medical director agreement. Many states require medical spas to work under the oversight of a physician or other qualified provider. A written agreement sets out responsibilities, supervision, protocols, compensation and how the relationship can end.
• Independent contractor agreement. If you bring in nurse injectors, estheticians or other providers as contractors, a contractor agreement clarifies their role, payment terms and responsibilities.
• Non-compete, confidentiality and non-disclosure agreement. Protects your client list, pricing, protocols and business methods when staff or contractors leave. Note that non-compete rules differ by state, so have this reviewed locally.

Need a starting point? Our Medical Spa Director Contract Template and the full Start-up Business Forms Package include these agreements in editable Word format.

2. Client intake and consent forms

Every client should complete paperwork before treatment. These forms help you screen clients safely, document their agreement, and protect your practice.

• Client intake and health history form. Collects contact details, medical history, medications, allergies and past treatments so your provider can decide whether a treatment is appropriate.
• Treatment-specific informed consent forms. Each major service usually has its own consent, explaining the procedure, risks, alternatives and expected results. For injectables, that typically means separate consents for neuromodulators (such as Botox) and dermal fillers.
• Treatment protocols. Written protocols, such as a hyaluronic acid filler protocol and a filler reversal protocol, help your team follow consistent, approved procedures.
• Photo and video release. Required if you want to use before-and-after photos in your marketing.
• Aftercare instructions. Clear post-treatment instructions help clients heal well and know when to contact you.
• Financial, cancellation and refund policy. Sets expectations about payment, deposits, no-shows and refunds before problems happen.
• Notice of Privacy Practices. If your practice is a HIPAA-covered entity, you are required to give patients a notice explaining how their health information is used and protected. Even if you aren't sure you're covered, a clear privacy notice builds client trust. Ask your attorney which applies to you.

You can start with our free Injectables Forms Bundle, which includes Botox and dermal filler consent forms and protocols.

3. Safety and compliance plans

Med spas handle needles, lasers, chemicals and blood, so written safety plans are essential. Several of these are tied to OSHA requirements for workplaces with these hazards.

• Bloodborne pathogen exposure control plan. OSHA's Bloodborne Pathogens Standard requires employers whose staff may be exposed to blood or other potentially infectious materials to have a written exposure control plan. It covers how you prevent exposure, handle needlestick injuries and train staff.
• Hazard communication plan. If your med spa uses hazardous chemicals, such as certain peels and disinfectants, OSHA's Hazard Communication Standard requires a written program, chemical labels, safety data sheets and staff training.
• Laser safety policy. If you offer laser treatments, a laser safety program, often based on the ANSI Z136.3 standard for lasers in health care, covers eye protection, controlled areas, training and incident reporting.
• Infection control, hand hygiene, and cleaning and disinfection policies. Define how treatment rooms, tools and surfaces are cleaned and how staff prevent cross-contamination.
• Sharps and biohazard waste disposal. Explains how needles and contaminated materials are stored and disposed of, usually through a licensed medical waste company.
• Emergency action plan. What your team does if a client has a serious reaction or there's an emergency in the building.

Our Medical Spa Safety Policies & Procedures Manual covers hazard communication, laser safety, bloodborne pathogens, PPE and training logs in one editable Canva template.

4. Operations and staff policies

These documents keep your med spa running consistently and help new staff get up to speed quickly.

• Standard operating procedures (SOP) manual. Step-by-step procedures for front desk, treatment rooms, guest service and each role on your team.
• Job descriptions and new hire checklist. Makes hiring and onboarding faster and more consistent.
• Staff training records. Documents who was trained on what and when, which is especially important for safety training.
• Client records policy. Explains how client files are stored, protected and retained.
• Risk management policy. How your med spa identifies, reports and reduces risks, including adverse events and complaints.
• Facility assessment and storage policies. Regular safety checks of your space and rules for storing supplies and products.

See our Med Spa SOP Manual, Facilities Documents bundle and 25-Policy Procedure Bundle for ready-to-edit versions.

5. Client-facing business documents

Not required by law, but they make a big difference to how professional your med spa looks from the first visit.

• Service menu and pricing guide. A polished brochure or welcome packet that explains your treatments and prices.
• Membership and package terms. If you sell packages or memberships, put the terms in writing.

Our Med Spa Services & Pricing Guide is a 30-page editable Canva template for exactly this.

Quick checklist

• ☐ Medical director agreement
• ☐ Independent contractor agreement
• ☐ Non-compete / NDA
• ☐ Client intake and health history form
• ☐ Informed consent for each treatment
• ☐ Treatment protocols
• ☐ Photo and video release
• ☐ Aftercare instructions
• ☐ Financial, cancellation and refund policy
• ☐ Notice of Privacy Practices
• ☐ Bloodborne pathogen exposure control plan
• ☐ Hazard communication plan
• ☐ Laser safety policy (if offering lasers)
• ☐ Infection control and cleaning policies
• ☐ Sharps and biohazard waste disposal
• ☐ Emergency action plan
• ☐ SOP manual and job descriptions
• ☐ Staff training records
• ☐ Client records and risk management policies
• ☐ Service menu and pricing guide

Get everything in one place

If you're starting from zero, the Medical Spa Ultimate Business Start-up Kit brings together the agreements, consents, safety and operations policies, plus branding, website and training templates, so you can launch organized and professional.

Want free templates and new launches sent to your inbox? Tick "Email me with news and offers" when you download any of our free forms.

Disclaimer: this article is for general informational purposes only and is not legal or medical advice. Requirements for medical spas vary by state and change over time. Consult a qualified healthcare attorney and your state licensing boards before opening.