Social media has become an important way for pediatric practices to celebrate milestones, educate families, highlight community involvement, and showcase their teams. Whether sharing photos from a vaccine clinic, a holiday event, or a patient success story, practices should obtain clear, written authorization before using any patient images or recordings.
A standardized social media consent form helps protect both patients and the practice by documenting informed permission and establishing clear expectations regarding how images may be used.
Why a Written Consent Form Matters
Even when families are enthusiastic about participating in practice marketing or social media, verbal permission alone is rarely sufficient. A written authorization helps:
- Document the patient’s or legal guardian’s permission.
- Specify exactly how photos, videos, or audio recordings may be used.
- Clarify whether identifying information may accompany an image.
- Explain that content shared on public platforms may be copied or redistributed outside of the practice’s control.
- Demonstrate a consistent process should questions arise later.
Using a standardized form also promotes consistency among staff and reduces the risk of misunderstandings.
Features of the Included Consent Form
The accompanying template allows practices to:
- Document patient and parent/legal guardian authorization.
- Select approved uses, including websites, social media, marketing materials, educational resources, or internal use only.
- Offer families multiple levels of consent, including use without identifying information or internal use only.
- Record any special restrictions requested by the patient or family.
- Document internal details regarding image type, storage location, and approved use categories.
Best Practices for Pediatric Offices
Before taking or sharing patient images:
- Obtain written consent before any photography or recording.
- Respect any limitations or restrictions selected by the patient or parent.
- Maintain completed consent forms with the patient’s records according to your organization’s document retention policies.
- Train staff on when consent is required and how to verify authorization before publishing content.
- Periodically review existing authorizations, particularly if images will be used in new marketing campaigns or educational materials.
Remember that once an image is posted publicly, the practice cannot control how others may save, share, or reuse that content. Families should understand this before providing authorization.
Download the Resource
SophistiPrax is pleased to provide this Digital Images for Social Media Consent Form, developed by Curi, as a resource for pediatric practices. The form can be customized with your practice information and incorporated into your existing marketing, communications, and compliance processes.
Disclaimer: This resource is provided for educational purposes and should not be considered legal advice. Practices should consult their legal counsel or professional liability carrier regarding the implementation of consent forms and compliance with applicable federal and state laws.