Client Record Keeping

The client health record is a legal document that records events and decisions which help the practitioner manage client care. It may also provide significant evidence in lawsuits, hearings, or inquests if the client care provided by the practitioner is in question. 

Of course, accurate client records will enable you to provide a high level of informed service to your client. Also, these records provide the base for a follow up of clients to ensure everything is in order following their procedures. 

Client privacy rules must be adhered to at all times. All client details must be kept securely and only accessed via a management authorisation.If a client leaves your practice it is important to update their record and keep the record on file for the prescribed time.

The time required to keep client records varies from profession to profession, state by state, how the salon is constituted and the service provided. Most practitioners in the cosmetic tattooing profession will maintain client records for up to 7 years.

Students are encouraged to seek independent advice in this area once they commence their practice. 

Base data to be retained

  • Client full name and contact details
  • Client full medical history and medications
  • Health conditions that may preclude cosmetic tattooing.
  • A doctor’s certificate if required
  • Allergies
  • Consent forms (for every procedure a client must complete a consent form)
  • Before and after photos
  • Attach all needle or blade packaging to the client’s consent form as proof of sterile use of products
  • Questionnaire of contraindications of cosmetic tattooing

Also, it is vital to detail in full of any client complaints and outcomes. Details of phone communications, text and email messages must be copied into the client database and retained. Students must understand the National Privacy Principles guidelines ensuring client records are kept confidentially, securely and preserved safely. 

For further information you are referred to – National Privacy Principles (NPP) Schedule 3 of the Privacy Act 1988