Free templates
Printable compliance logs and forms for med spas
34 logs, checklists and forms inspectors ask for, ready to print. Free, no email needed, with plain-English notes on how to fill each one in.
Temperature logs
Fridges and freezers that hold medications and vaccines.
Medication Fridge Temperature Log
Clinic
Fridge / unit
Month and year
Unit (circle): °F / °C
Most refrigerated vaccines and neurotoxins: 2–8 °C (36–46 °F). Follow each product's package insert.
Reviewed by (medical director or delegate): ______________________ Date: ____________
Medication Fridge Temperature Log
Free printable medication fridge temperature log for vaccines and neurotoxins: AM/PM readings, min/max, initials and an action column. °F or °C.
Vaccine Temperature Log (Fridge and Freezer)
Clinic
Fridge (make / ID)
Freezer (make / ID)
Month and year
CDC: fridge 2 to 8 °C (36 to 46 °F); freezer -50 to -15 °C (-58 to +5 °F). Check and record min/max at the start of each workday.
Reviewed by: ______________________ Date: ____________ Unit (circle): °F / °C
Vaccine Temperature Log (Fridge and Freezer)
Free vaccine temperature log with fridge and freezer columns on one sheet, CDC ranges printed on it, min/max each workday and an action column.
Freezer Temperature Log
Clinic
Freezer / unit
Month and year
Unit (circle): °F / °C
CDC range for frozen vaccines: -50 to -15 °C (-58 to +5 °F). Other frozen products: follow the package insert.
Reviewed by: ______________________ Date: ____________
Freezer Temperature Log
Free printable freezer temperature log for vaccine and medication freezers: daily min/max, the CDC freezer range on the sheet, initials and actions.
Sterilization and infection control
Autoclave cycles, spore tests, sharps and cleaning.
Autoclave Spore Test Log
Clinic
Sterilizer (make, model, serial)
Year
CDC: monitor steam sterilizers with a biological indicator at least weekly, and with every load containing implantable items.
Reviewed by: ______________________ Date: ____________
Autoclave Spore Test Log
Free spore test log for autoclaves and steam sterilizers: biological indicator lot, control and test results, and the action taken on a positive test.
Autoclave Sterilization Log
Clinic
Sterilizer (make, model, serial)
Month and year
CDC: for every cycle record the sterilizer and cycle, load number, contents, exposure time and temperature, operator, and indicator results.
Reviewed by: ______________________ Date: ____________ Temperature unit (circle): °F / °C
Autoclave Sterilization Log
Free autoclave log sheet for every sterilization cycle: load number, contents, time, temperature, pressure, chemical indicator result and operator.
Sharps Container Log
Clinic
Medical waste company
Account #
Year
OSHA: sharps containers must be closable, puncture-resistant, leakproof, labeled, kept upright, replaced routinely and never overfilled.
Reviewed by: ______________________ Date: ____________
Sharps Container Log
Free sharps log that tracks each sharps container from placement to pickup: location, dates placed, closed and collected, and the manifest number.
Clinic Cleaning Checklist
Clinic
Week starting
Disinfectant used (name / EPA reg. #)
Contact time
Use an EPA-registered disinfectant and leave surfaces wet for the full contact time on its label. Initial each box when done.
Reviewed by: ______________________ Date: ____________
Clinic Cleaning Checklist
Free weekly cleaning checklist for med spas and medical offices: treatment rooms, high-touch surfaces, restrooms and waiting area, initialed each day.
Hand Hygiene Audit Tool
Clinic
Observer
Date and time period
Area observed
Moments (CDC): 1 before touching a patient; 2 before an aseptic task; 3 soiled to clean site; 4 after patient/surroundings; 5 after body fluids; 6 after gloves off.
Opportunities observed: ______ Hand hygiene done: ______ Compliance: ______ % Shared with team on: __________
Hand Hygiene Audit Tool
Free hand hygiene audit tool for clinics: observe each moment CDC lists, from before touching a patient to after glove removal, and work out a compliance rate.
Emergency readiness
The kit, the cart and the eyewash station, checked and in date.
Med Spa Emergency Kit Checklist
Clinic
Kit location
Month and year
Example contents only. Your medical director approves what your kit contains and in what quantities.
Notes: items used, replaced or reordered
Approved by medical director: ______________________ Date: ____________
Med Spa Emergency Kit Checklist
Free med spa emergency kit checklist with weekly checks and expiry dates for anaphylaxis, airway and vascular occlusion supplies, including hyaluronidase.
Crash Cart Checklist
Clinic
Cart location
Month and year
Seal / lock # at start of month
Check each day the clinic treats patients and after every use. Your medical director sets the cart's contents and the checking schedule.
Monthly full-contents check done on: ____________ by: ______________________ New seal #: ____________
Crash Cart Checklist
Free crash cart checklist for clinics and med spas: a daily check of the AED, pads, oxygen, suction and cart seal, with space for problems and actions.
Eyewash Station Log
Clinic
Unit location
Type (plumbed / self-contained)
Plumbed units: activate weekly (ANSI Z358.1). Self-contained units: follow the maker's schedule and fluid expiry date.
Annual inspection done on: ____________ by: ______________________
Eyewash Station Log
Free eyewash station log for weekly activation checks: water runs clear and tepid, caps on, path clear, and who checked it. Six months per page.
Emergency Action Plan for Medical Offices
Clinic and address
Plan contact (name, title)
Effective date
Covers the minimum elements of 29 CFR 1910.38(c). With 10 or fewer employees the plan may be communicated orally.
1. Reporting an emergency
Call 911 for fire, medical or security emergencies
Then notify (name, phone)
Alarm: how staff are alerted (pull station, PA, verbal)
Fire alarm pull stations are at
2. Evacuation
Type: full evacuation or shelter in place for
Primary exit route
Secondary exit route
Assembly point outside
Patients: who brings them out, including anyone mid-treatment or unable to walk
3. Shutting down before leaving (only if safe)
Lasers and devices: switched to standby / key removed by
Oxygen: tank valves closed by
4. Accounting for everyone
Headcount taken by (use today's schedule and staff list)
Report missing people to
5. Rescue and medical duties, and evacuation helpers
6. For more information about this plan, ask
Name or job title
Phone / email
Plan reviewed with each employee (at hire, when their role changes, when the plan changes)
Approved by: ______________________ Date: ____________ Next review: ____________
Emergency Action Plan for Medical Offices
Free fill-in emergency action plan template for medical offices and med spas, covering every element OSHA 1910.38 requires, plus patients in the building.
Fire Prevention Plan
Clinic and address
Plan contact (name, title)
Effective date
Covers the minimum elements of 29 CFR 1910.39(c). With 10 or fewer employees the plan may be communicated orally.
1. Major fire hazards, how they're handled and controlled
2. Controlling flammable and combustible waste (what, where, how often it's removed)
3. Maintaining safeguards on heat-producing equipment (devices, heaters, lamps, sterilizer)
4. People responsible
Maintains fire equipment and systems (name / title)
Controls fuel-source hazards (name / title)
5. Plan reviewed with each employee (fire hazards they're exposed to)
Approved by: ______________________ Date: ____________ Next review: ____________
Fire Prevention Plan
Free fire prevention plan template for clinics and med spas, with every element OSHA 1910.39 requires: hazards, controls, equipment, who's responsible.
Fire Extinguisher Inspection Log
Clinic
Year
Service company
OSHA 1910.157: visual inspection monthly; maintenance check yearly, with the date recorded and kept for a year after the last entry.
Monthly visual check: initial the month when every item is OK
In its place, visible, nothing blocking it
Pressure gauge in the green
Pin and tamper seal intact
No dents, rust, leaks or clogged nozzle
Instructions on the label readable
Service tag present and in date
Reviewed by: ______________________ Date: ____________
Fire Extinguisher Inspection Log
Free fire extinguisher inspection log: a box for each monthly visual check and a column for the annual maintenance date OSHA 1910.157 says to record.
AED Inspection Checklist
Clinic
AED make, model and serial
Location
Follow your AED maker's instructions for how often to check it and when to replace pads and batteries.
Rescue kit: gloves, razor, trauma scissors, CPR face shield, towel. Reviewed by: __________________
AED Inspection Checklist
Free AED checklist and inspection log: status indicator, pad and battery expiry dates, spare pads and the rescue kit, checked and initialed on schedule.
First Aid Kit Checklist
Clinic
Kit location
Year
OSHA requires adequate first aid supplies to be readily available (1910.151). Adjust the list to your workplace.
Restock orders go to: ______________________
First Aid Kit Checklist
Free first aid kit checklist for clinics and offices: common contents with check columns and expiry dates, so the kit is stocked and in date when needed.
Medications and injectables
Dilution, inventory and controlled substance records.
Botox Dilution and Reconstitution Chart
Clinic
Product
Posted by / date
Arithmetic only. Units are specific to each brand. The product label governs diluent, volume, storage and use-by time.
Dilution chart
Units per 0.1 mL = units in the vial ÷ (mL of saline × 10). Example: 100 units in 2.5 mL = 100 ÷ 25 = 4 units per 0.1 mL.
Reconstitution record
Botox Dilution and Reconstitution Chart
Free Botox dilution chart: units per mL, per 0.1 mL and per 0.05 mL for 50, 100 and 200 unit vials, plus a reconstitution record for each vial.
Neurotoxin (Botox) Inventory Log
Clinic
Product and vial size
Supplier
Storage (fridge ID)
One sheet per product and vial size. Every line updates the balance. Count and reconcile at least monthly.
Month-end count: ______ vials Matches balance? Yes / No Counted by: __________________ Date: __________
Neurotoxin (Botox) Inventory Log
Free neurotoxin inventory log for Botox and other toxins: every vial received, opened and wasted, with lot numbers, expiry dates and a running balance.
Medication Inventory Log
Clinic
Storage area
Count date
Counted by
Pull anything expired and anything that will expire before the next count. Controlled substances go on their own log.
Reviewed by: ______________________ Date: ____________
Medication Inventory Log
Free printable medication inventory log for monthly counts: medication, strength, lot, expiry, par level, quantity on hand and whether to reorder.
Controlled Substance Log
Drug, strength and form
DEA schedule (II-V)
Storage location
DEA registrant
One sheet per drug and strength. Every line updates the balance. DEA: keep records at least 2 years; your state may require longer.
Count verified: balance ______ = count ______ By: __________________ Witness: __________________ Date: ________
Controlled Substance Log
Free controlled substance log with a running balance: received, given or dispensed, wasted with a witness, and a verified count. One sheet per drug.
Staff, training and OSHA
Bloodborne pathogens paperwork, training and competency.
Hepatitis B Vaccine Declination Form
Clinic / employer
Employee name
Job title
The statement below is OSHA's required wording (29 CFR 1910.1030, Appendix A). Don't change it.
Hepatitis B vaccine declination (mandatory)
I understand that due to my occupational exposure to blood or other potentially infectious materials I may be at risk of acquiring hepatitis B virus (HBV) infection. I have been given the opportunity to be vaccinated with hepatitis B vaccine, at no charge to myself. However, I decline hepatitis B vaccination at this time. I understand that by declining this vaccine, I continue to be at risk of acquiring hepatitis B, a serious disease. If in the future I continue to have occupational exposure to blood or other potentially infectious materials and I want to be vaccinated with hepatitis B vaccine, I can receive the vaccination series at no charge to me.
Employee signature
Date
Employer representative (name and signature)
Date
Before signing, the employee has (employer confirms):
Completed bloodborne pathogens training, including the hepatitis B vaccine, its safety and benefits, and that it's free
Been offered the vaccine at no cost, at a reasonable time and place
If the employee later accepts the vaccine
Date employee asked for the vaccine
Recorded by
Keep in the employee's confidential medical record for the length of employment plus 30 years.
Hepatitis B Vaccine Declination Form
Free hepatitis B vaccine declination form with OSHA's mandatory Appendix A wording, signatures, and a record if the employee later takes the vaccine.
Bloodborne Pathogens Exposure Control Plan
Clinic
Plan administrator
Effective date
Template only. Complete it for your clinic, review it at least yearly, and keep it where every employee can read it.
1. Plan administrator and access
Plan administrator (name, title)
Phone / email
Where the plan is kept
Employees can get a copy from
2a. Exposure determination: job titles where ALL employees have occupational exposure
2b. Job titles where SOME employees have exposure, and the tasks that cause it
Exposure is decided as if no protective equipment were worn (OSHA requires this). Common exposures in a med spa: injections, microneedling, PRP, IV therapy, laser and other procedures that can draw blood, handling sharps, and cleaning contaminated equipment.
3. Methods of compliance: how we control exposure here
4. Hepatitis B vaccination
The hepatitis B vaccine is offered at no cost to every employee with occupational exposure, after bloodborne pathogens training and within 10 working days of starting the job. Employees who decline sign the OSHA declination statement (Appendix A). An employee who declines can accept later, still at no cost.
Vaccine provided by (clinic or provider)
Phone
5. Post-exposure evaluation and follow-up
After a needlestick, cut, or splash to the eyes, nose, mouth or broken skin: wash the area right away, report it immediately to the person named below, and go for a confidential medical evaluation, which the employer provides at no cost.
The employer documents the route and circumstances of the exposure, identifies and (with consent, where the law allows) tests the source individual, and gives the evaluating healthcare professional a copy of the standard, the employee's duties, the exposure details, source test results and the employee's vaccination records. The employee gets a copy of the healthcare professional's written opinion within 15 days of the evaluation.
Report exposures to (name, phone)
Post-exposure provider (name, address, phone)
After hours
6. Reviewing each exposure incident: we look at
Engineering controls in use at the time
Work practices followed
Device in use (type and brand)
Protective equipment worn
Location and procedure
Training of the employee
7. Training and communication of hazards
Trainer (name and qualifications)
Training method (in person, video + Q&A)
Initial training: before first exposure
Refresher: at least every 12 months
8. Recordkeeping
Medical records (vaccination status, exposure evaluations, written opinions) are kept confidential and for the length of employment plus 30 years. Training records (dates, content summary, trainer's name and qualifications, attendees' names and job titles) are kept for 3 years. Employers required to keep OSHA injury and illness records also keep a sharps injury log.
9. Annual review, including safer devices and input from front-line staff
Approved by: ______________________ Title: ______________________ Date: ____________
Bloodborne Pathogens Exposure Control Plan
Free fill-in OSHA bloodborne pathogens exposure control plan: exposure determination, controls, hepatitis B vaccine, post-exposure steps, annual review.
Staff Training Log
Clinic
Training topic
Date
OSHA training records: date, content summary, trainer's name and qualifications, and attendees' names and job titles. Keep 3 years.
Trainer name
Trainer qualifications
Length of session
Format (in person / video + live Q&A)
Summary of what was covered
Attendees
Trainer signature: ______________________ Date: ____________
Staff Training Log
Free staff training log and sign-in sheet with what OSHA training records need: date, content, trainer and qualifications, attendees and job titles.
Nurse and Injector Competency Checklist
Staff name
Role and licence #
Evaluator (name, credentials)
D = demonstrated, O = observed on a patient, V = verbal / written check. Your medical director sets the skills and standards.
Staff signature: __________________ Date: ________ Evaluator signature: __________________ Date: ________
Nurse and Injector Competency Checklist
Free competency checklist for med spa nurses and injectors: infection control, reconstitution, injection technique, complications and emergencies.
Laser Safety Checklist
Clinic / room
Laser or IPL (make, model)
Wavelength(s) nm
Laser safety officer
Eyewear must be rated for this device's wavelength and optical density. Follow the maker's manual and ANSI Z136.3.
Reviewed by laser safety officer: ______________________ Date: ____________
Laser Safety Checklist
Free laser and IPL safety checklist: warning signs, wavelength-rated eyewear, patient eye protection, fire safety, plume control and key security.
OSHA Compliance Checklist for Medical Offices
Clinic
Number of employees
Checked by / date
Covers federal OSHA. States that run their own OSHA plans can add rules. Mark N/A for anything that doesn't apply.
Next review due: ____________ Reviewed by: ______________________
OSHA Compliance Checklist for Medical Offices
Free OSHA checklist for medical offices and med spas: posters, injury reporting, bloodborne pathogens, hazard communication, emergency plans and PPE.
Hazard Communication Program
Clinic
Program coordinator (name, title)
Effective date
Required by 29 CFR 1910.1200(e) wherever staff may be exposed to hazardous chemicals. No small-employer exemption.
1. Labels
Who checks that incoming containers are labeled
How secondary containers (spray bottles) are labeled
2. Safety data sheets (SDS)
Where SDSs are kept (binder or online, reachable every shift)
Who gets and files the SDS for each new product
3. Training
Trained when: at hire, and when a new chemical hazard is introduced
Trainer (name, title)
Training records kept at
4. Non-routine tasks (e.g. cleaning up a chemical spill): how staff are told of the hazards
5. List of hazardous chemicals (use the product name on each SDS)
Approved by: ______________________ Date: ____________ Next review: ____________
Hazard Communication Program
Free written hazard communication program template for clinics and med spas: chemical list, safety data sheets, labels and training, as OSHA 1910.1200 requires.
Sharps Injury Log
Clinic
Year
Log kept by
OSHA 1910.1030(h)(5): record the device type and brand, work area, and how it happened. Keep it confidential; retain 5 years.
Reviewed for safer-device changes by: ______________________ Date: ____________
Sharps Injury Log
Free sharps injury log template with the fields OSHA requires: type and brand of device, work area and how the injury happened, recorded confidentially.
Records and quality
Chart audits, exams, incidents, complaints and privacy.
Chart Audit Form
Clinic
Reviewer (name, credentials)
Review period
Charts reviewed / total
Mark each box Y (present), N (missing) or NA. Discuss every N with the provider and record the follow-up.
Reviewer signature: ______________________ Date: ____________ Charts with any N: ______ of ______
Chart Audit Form
Free chart audit template for med spa medical directors: check each chart for the exam, consent, product and lot, photos, aftercare and signature.
Good Faith Exam Form
Patient name
Date of birth
Exam date
Your state decides who may perform a good faith exam and whether it can be done by telehealth. Your medical director sets its content.
Exam type
In person
Telehealth (video)
Renewal of a previous exam
Treatments requested / patient's goals
History reviewed
Allergies (including to anesthetics)
Current medications and supplements
Blood thinners or bleeding disorders
Pregnant or breastfeeding
Neuromuscular conditions
Autoimmune conditions
History of cold sores
Keloids or poor healing
Infection or rash in the treatment area
Previous treatments and any complications
Findings and notes
Treatments approved
Contraindications / not a candidate for
Provider name and credentials
Exam valid until
Provider signature
Date and time
Good Faith Exam Form
Free good faith exam (GFE) form for med spas: history reviewed, findings, treatments approved with limits, contraindications and provider signature.
Incident and Adverse Event Report Form
Clinic
Date and time of incident
Location in clinic
Complete the same day. For a needlestick or blood exposure, follow your exposure control plan first.
Type of incident
Adverse reaction to treatment
Suspected vascular occlusion
Allergic reaction / anaphylaxis
Burn or skin injury
Needlestick / blood exposure
Fall or injury on premises
Medication or product error
Device or equipment failure
Other:
Person affected
Patient (use chart #)
Staff member
Visitor
Name or chart #
Staff involved
Treatment or task being done
Product / device and lot #
What happened (facts only, in order)
Immediate actions taken
Medical director notified (name, time)
Emergency services called? (time)
Follow-up arranged for the person affected
Reported to manufacturer / FDA MedWatch (date)
Follow-up, outcome and changes made
Completed by (name, signature)
Date
Reviewed by medical director
Date
Incident and Adverse Event Report Form
Free incident report form for medical offices and med spas: what happened, who was affected, product and lot, actions taken, notifications and follow-up.
Patient Complaint Log
Clinic
Year
Log kept by
Log every complaint within one business day. Use chart numbers, not patient names. Flag anything clinical to the medical director.
Reviewed by: ______________________ Date: ____________
Patient Complaint Log
Free printable complaint log template: date, source, how it was received, summary, who handled it, action taken, date resolved and follow-up.
HIPAA Compliance Checklist
Clinic
Privacy / security official
Review date
HIPAA covers providers who bill health plans electronically. Many cash-only med spas aren't covered: check first.
Reviewed by: ______________________ Date: ____________ Next review: ____________
HIPAA Compliance Checklist
Free HIPAA compliance checklist for small practices and med spas: privacy and security officials, risk analysis, privacy notice, BAAs, training, breaches.
New Med Spa Compliance Checklist
Clinic
Opening date
Completed by
Rules differ by state. Confirm ownership, supervision and delegation rules with a healthcare attorney in your state.
Reviewed by: ______________________ Date: ____________ Next review: ____________
New Med Spa Compliance Checklist
Free compliance checklist for opening a med spa: ownership and medical director, standing orders, licences, OSHA, storage logs, emergency readiness and records.