Whether you run a physiotherapy, chiropractic, osteopathic or other clinic, the new patient form is often your client’s first experience of your service (offline). A well-designed form does more than collect details — it sets the tone for professionalism, builds trust around privacy, and can even make patients feel welcomed before they’ve stepped into the treatment room.
Here are some best practices to keep in mind when designing yours.
1. Keep It Simple and Clear
Patients are often filling out your form while juggling pain, stress, or nerves. Avoid overwhelming them with unnecessary questions.
Use plain language instead of jargon. Simple terminology.
Group questions logically: personal details → health history → consent.
Use tick boxes where possible to reduce the need for long written answers.
2. Collect Only What You Need
Striking the right balance is key: gather enough information for safety, care, GDPR but not so much that patients feel interrogated. Essentials include:
Name, date of birth, address, phone, email.
Emergency contact details.
GP details.
Relevant medical history (surgeries, current medications, allergies).
Consent to treatment and privacy acknowledgement.
3. Prioritise Privacy and Compliance
With GDPR and similar data protection laws, you must handle patient data carefully. Best practices include:
Privacy notice: Explain how you store and use patient data.
Consent statement: Get explicit agreement for holding health data.
Secure storage: Use encrypted practice software or lockable filing if paper-based.
Access rights: Patients should know they can request, amend, or delete their data.
This transparency not only keeps you compliant but also reassures patients their information is safe.
4. Make It Welcoming and Eye-Catching
A new patient form doesn’t have to be dull. Small design touches can make a big difference:
Add your clinic logo and colours for branding.
Use clear headings and plenty of white space to avoid clutter.
A short welcome message at the top (“Thank you for choosing our clinic, we look forward to supporting your health”) sets a positive tone.
Consider including a body diagram where patients can mark areas of pain — this is both functional and engaging.
5. Offer Both Digital and Paper Options
Some patients prefer to fill out forms online before their appointment, while others are more comfortable with pen and paper. Some patients may feel short changed if they spend 20 minutes of the first consultation simply filling out forms. Best practice is to:
Email a secure digital form.
Keep paper copies at reception for walk-ins or patients less confident with tech.
6. Test the Patient Experience
Before rolling your form out, complete it yourself — or better, ask a friend or patient to do it. Is it easy to follow? Too long? Clear in its wording?
A form that takes more than 10 minutes to fill out may need trimming.
Final Thoughts
Your new patient form is more than an administrative tool — it’s part of your patient journey. When designed with clarity, privacy, and warmth in mind, it creates a professional first impression while building trust and ensuring you gather the information you need to keep patients safe.
Checklist for your new patient form:
Clear, simple language
- Only essential details collected
- GDPR/privacy notice included
- Welcoming design and branding
- Available in both digital and paper formats
With these best practices, your clinic can create a patient form that’s both eye-catching and effective.
