Clinic Staff Page Photo Guidelines: A Template

These guidelines apply to photos shown on [website staff and provider pages, directories, badges]. They exist so that every person is presented consistently and respectfully. They apply to [all staff / providers only].

• One person per photo.
• Head and shoulders, with the face filling about 60% of the frame, cropped from the top of the shoulders to just above the head (a ratio LinkedIn recommends for profile photos).
• Final aspect ratio: [for example, 4:5 portrait or 1:1 square], the same for everyone on a page.

• Simple, uncluttered background in [agreed tone].
• Soft light. Avoid flash, harsh overhead lighting and strong backlight.
• Nothing identifying in the frame: no badges with readable numbers, patient information or screens.

• Accepted attire for [role]: [lab coat / scrubs / business attire].
• Solid colors photograph well; avoid busy patterns near the face.
• The photo should look like you as you look day to day. Update it when your appearance changes noticeably.
• Apply any organization dress-code or infection-control policies that already exist; this template does not replace them.

• Keep a high-resolution original and make a web-sized copy.
• Accepted formats: [JPEG, PNG].
• Naming: [lastname-firstname-year].
• Where to send it: [email address or shared folder].

• Photos are published only with the person’s agreement, recorded by [method].
• Anyone may ask for their photo to be changed or removed by contacting [name].
• Photos are used only for [purposes listed above].

• [Owner] reviews every photo against these guidelines before it is published.
• Photos that miss the standard are returned with a short note on what to change.

• Photos are refreshed when appearance changes noticeably and reviewed at least [once a year].
• New hires submit a photo as part of onboarding.
• Photos are removed from public pages within [number] days of someone leaving.

Use this short list when you approve each photo:

• Solo, head and shoulders, face large enough to read as a small thumbnail.
• Background and crop match the rest of the page.
• Nothing identifying or distracting in the frame.
• The person looks like themselves, and the image is sharp.
• Permission to publish is recorded.

Send the filled-in policy with the photo request rather than separately, so people read the standard at the moment they need it. Keep it to one page, put the owner’s name on it, and store it where new hires will find it. When the standard changes, update the document and tell the team why.

Add one line to section 4: "If you use an AI-generated photo, choose an image that accurately looks like you." Each person uploads 8–20 phone photos to ClinicHeadshots and picks from 10+ headshots in 10 minutes, $29 one-time per set. This template is not legal advice; have your own counsel review it if you need to.