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Client records, is this a legal requirement? - 02-03-04, 01:43 PM

Hi guys, I wonder if you can help, We did a mock exam last night at college in prep for the real deal on March 18th eeekk!

One of the questions was about 'why do salons keep client treatment records' .

Now two answers were given by the class A) so another therapist can look at the clients history and b) it is a legal requirement.

I didn't honestly know if this was a legal requirement, obviously it makes good business practice and looks professional - but is it really a LEGAL requirement, can anybody clarify.
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Re: Client records, is this a legal requirement? - 02-03-04, 04:52 PM

hiya,
my college exams are the 18th of march too but we have`nt done any mocks?

someone will surely be able to answer this better then myself, i am interested too, but i would`nt have thought it is a LEGAL requirement, but i think you have to get them to sign there client record cards because if they or you make a claim it can be void if no signature, but on saying that no nail salons round by me get you to sign anything.

would`nt the other come under the data protection act? if anyone can see confidential information.
mmmmmmmmm interesting
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Re: Client records, is this a legal requirement? - 02-03-04, 04:53 PM

Yes keeping client records is a legal requirement when you are working on someones body.
It is for the client's benefit, your benefit, and any other therapist's benefit, to have a complete profile of a client and any remarks, complaints or issues that spring up.
A record of therapy should be kept for EACH and every appointment even a small repair. It should hold a complete history of each visit to the salon.
In my salon it was a sackable offense if anyone neglected to fill in the record card.
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Re: Client records, is this a legal requirement? - 02-03-04, 04:57 PM

thankyou for that geeg i`ll remember that for the exam phewwwwwwwwwwww!!!!!!!!!
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Re: Client records, is this a legal requirement? - 02-03-04, 05:38 PM

Thanks Geeg, my tutor didn't know - which is worrying. I keep records for all my clients (all five of them) - thanks for clearing this up.
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Re: Client records, is this a legal requirement? - 02-03-04, 07:39 PM

the salon where i get my nails done dont keep a record of people is that bad? There japenese/chinese, when you ring for a appointment they just take your name, or is that ok?
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Re: Client records, is this a legal requirement? - 02-03-04, 07:47 PM

When you are working you must remember the client reocrds are strictly confidential - you must never leave them around for another client to see. They are a legal document and must be signed by the client and tech.
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Re: Client records, is this a legal requirement? - 02-03-04, 07:48 PM

i havent signed anything weird, is this bad of my salon?
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Re: Client records, is this a legal requirement? - 02-03-04, 08:05 PM

a client record card should be the first thing that a nail tech or beauty therapist goes through with you, unfortunatly it still amazes me how many dont do it, i have been dyed, waxed, plucked, tanned, nailed, sunbedded you name it i`ve had it done, and not once (in my area) have i been asked to fill in a client record card, just before christmas i had my eyebrows plucked n dyed, no record card, the therapist? oh she just trains me every week in college.
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Re: Client records, is this a legal requirement? - 02-03-04, 08:06 PM

Another handy thing about record cards is that they are good for providing financial transaction records if the tax man ever queries your return.
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Re: Client records, is this a legal requirement? - 02-03-04, 08:09 PM

i fill a client record card out every time its standard procedure.


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Re: Client records, is this a legal requirement? - 02-03-04, 08:13 PM

I find client cards are also useful to remember certain things about your clients i.e if they are going on holiday, if you mark it on the card and the next time they come into the salon for a treatment it'll jog your memory and you can ask them how it went. Especially if you don't see them that regularly.


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Re: Client records, is this a legal requirement? - 02-03-04, 10:29 PM

I fill in my clients record cards each time they visit, about treatment, polish colour etc. i also do the same as you Shelley, little notes, name of children etc, but the only time i ask people to sign is upon receiving an aftercare leaflet for enhancements...should i get a signature on all my clients cards though?
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Re: Client records, is this a legal requirement? - 02-03-04, 10:48 PM

Hi,

I can see the (very necessary) need for client record cards and the benefits of keeping them but if Geeg is correct (sorry, that isn't meant to sound like I'm disputing that you are) then WHY do SO many places not do complete them and no-one seems to give at S***??

It's been drilled into us on my course the importance of the consultation form and keeping record cards UTD but not one of us attending the course has EVER hd a consultation or had records kept of ANY salon/therapy treatment we've had ANYWHERE.

If this is a legal requirement then surely there should be someone who checks the requirement is adhered to - otherwise what's the point? I'm sure they suddenly become very important for anyone who faces themselves being sued by a client and having no record to back up their case but unless people run into problems like this who actually checks or cares if these records are being taken?
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Re: Client records, is this a legal requirement? - 02-03-04, 11:32 PM

Quote:
Originally Posted by Bryony
Hi,

I can see the (very necessary) need for client record cards and the benefits of keeping them but if Geeg is correct (sorry, that isn't meant to sound like I'm disputing that you are) then WHY do SO many places not do complete them and no-one seems to give at S***??

It's been drilled into us on my course the importance of the consultation form and keeping record cards UTD but not one of us attending the course has EVER hd a consultation or had records kept of ANY salon/therapy treatment we've had ANYWHERE.

If this is a legal requirement then surely there should be someone who checks the requirement is adhered to - otherwise what's the point? I'm sure they suddenly become very important for anyone who faces themselves being sued by a client and having no record to back up their case but unless people run into problems like this who actually checks or cares if these records are being taken?
Because some Salons are not practicing smart working rules......
It's the law and thats that........
But hey not all peeps abide by the law..........
The same as you need a full driving license if you want to drive a car by yourself.........
So does any one check????? Nope but it soon comes to light when they have a crash.........

The same can happen in a Salon, while it runs smooth and there are no cards, no probs, but hey wait till there is a health and saftey enquirie............
Then they are the ones that will face a heavy fine,can be shut down and even worse be taken to court due to negligence, which they can't dispute as there are no records backing up the Salon.................
So work smart, be safe it's a big bad world out there............
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