Required documents checklist for the facial harmonization clinic
A missing document only shows up at the worst moment: during a surveillance visit, an insurance request, a change of accountant or a patient complaint. Keeping a checklist with the validity and storage location of each document costs one afternoon and saves months of scrambling.
This checklist organizes what to verify, not what the law requires in each place. The official list depends on the municipality, the type of service and the clinic's legal form. Validate it with an accountant, a lawyer and the health surveillance authority in Brazil.
How to organize the clinic's documentation?
Split it into four folders, physical or digital: company, health compliance, professionals and patients. For each document, note the issue date, the expiration and who is responsible for renewing it. A renewal calendar prevents the surprise of an expiration.
Company and premises documents
| Document | Note |
|---|---|
| Company registration and tax registration | Confirm with the accountant |
| Operating permit | Municipal; see health permit |
| Health license | Local health surveillance authority |
| Technical manager | As required and per the council |
| PGRSS | The clinic's waste plan |
| Professional liability insurance | Optional, evaluate it |
Patient documents
Each patient generates a minimum set: medical history, the procedure's informed consent form, an image-use release when there are photos, the procedure record with products and lot numbers, and the instructions given. Together these make up the patient chart. See the templates for the medical history form and the image-use release.
Clinic documents checklist template
Frequently asked questions
Which documents does an aesthetic clinic need to have?
It varies with the city, the type of service and the legal structure. In general they include the business registration, the health license, the technical manager's registration, contracts and patient documents. Confirm the exact list with the local health surveillance authority and your accountant.
Are the business permit and the health license the same thing?
No. The operating permit (alvará) is municipal and covers the use of the property and the activity. The health license is issued by the health surveillance authority and covers the service's health conditions. Confirm the rules of your municipality in Brazil.
How long should the patient's chart be kept?
The period depends on the rules of your professional council and on applicable law. Confirm with the council and the technical manager before discarding any record.
Does this checklist count as legal advice?
No. It is a verification list to organize documentation. Requirements and deadlines must be confirmed with an accountant, a lawyer, your professional council and the health surveillance authority.