Proper documentation and procedures are essential in case a patron brings a lawsuit against your salon. Keep records of patrons and the details of the services they received; a general accident report file, and up-to-date records on past employees, complete with copies of operators’ licenses. Institute an incident management program and instruct your beauty salon employees on the best way to manage mishaps or accidents.
Documentation
- Document all patrons and the details of the services that they receive, including walk-ins. This protects your spa from false or exaggerated claims. At the minimum, each service should have a record of the name of the customer and the operator, and the date and time that it was performed. It is also helpful to make a note of any medical conditions of the patron and any comments that he/she made during or after the service.
- Should you have a claim or lawsuit brought against you by a client, report it to your insurance agent/broker immediately. Do not try to handle the situation on your own.
- Make a practice of maintaining records, including appointment books for a period of two years. Include customers’ names, appointment dates, services rendered, and the products used.
- Maintain a general accident report file, with blank copies in the event of mishap or injury.
Counsel employees not to discuss details of an incident with co-workers or customers.
Accident Procedures
- Institute an incident management program and instruct your beauty salon employees on the best way to manage mishaps or accidents. Counsel employees not to discuss details of an accident with co-workers or customers.
- If an accident occurs, don’t panic. Take charge quietly and efficiently. If it is a minor cut or bruise, apply a good antiseptic and a bandage. If the cut is serious, apply a bandage and take your patron to the shop’s physician immediately. If the patron reports an infection later, refer him/her to your shop physician. Never attempt to prescribe or treat an infection yourself.
- When an accident occurs, whether it is a slip-and-fall or a minor injury as a result of a service performed, a staff member should complete and file an injury report as soon as possible. Documenting the details while they are still fresh in the mind, could make a difference when defending against a claim. Forms should be made readily available and should, at a minimum, ask for the following information:
- Name(s) of affected individual
- Date of incident
- A detailed description of the incident
- Names and contact information of witnesses
- Contact your insurance broker or provider immediately if a customer reports a liability issue, if your staff or you complete an accident report, or if a claim is to be filed.
Employees
- Keep up-to-date records on past employees, regardless of the circumstances of their leaving, for at least two years. This will help in the case where a patron brings a lawsuit to the salon after their treatment and after your technician has moved to a new job.
- Make copies of each operator’s license and keep them on file with personnel records.
- Invest in ongoing training so that all your operators know the newest procedures in the services you provide. Refreshing employees on the everyday internal procedures at your business is a good idea as well.
