Templates

A template is a Microsoft Word document that contains merge fields, such as species and owner name, which pull data from appointments in HQ.

You can create consent forms, take-home paperwork, travel sheets, cage cards, microchip registration information, and more. Upload them to the system and the data you already collected print directly onto the template. This saves a significant amount of staff time!

Template Recommendations.

Templates are uploaded into Settings > Templates.
At a minimum, each clinic should have the following custom templates.

1. Consent Form.
2. Take Home Template for discharge or visit summary paperwork.

Regardless of how your clinic uses templates, they consistently save time.
Consent forms or travel sheets can be printed before or at Check In and pre-populate information collected during scheduling.
This eliminates the need for staff or clients to manually write owner or animal information.

Download HQ Recommended Templates (available in English & Spanish).

Templates Versus HQ Paperwork.

Clinic HQ includes a set of built-in printable paperwork that cannot be customized.
These include the Spay and Neuter Certificate, Rabies Certificate, Receipt, and Treatment Sheets.

We recommend using a Visit Summary template to include discharge information not found in these standardized templates.

What Is a Merge Field.

Merge fields are coded pieces of text that populate with real data from appointment details onto a document.
Merge fields are used in custom templates to design and build your own documents.

Read more about merge fields HERE.

Features of Assigned Templates.

When uploading a template in Settings, you can configure template options to enable the following tools.

• E-consent.
  • Allows clients to digitally sign consent forms.
  • Most clients sign ahead of time, which speeds up Check In.
  • Clients can also sign in person if needed.
• Take Home Template.
  • Assigning a template as take-home paperwork allows automatic emailing of records using (blank)Patient Flow Automations.
  • Public clients can request copies through the online (blank)Medical Record Request link.
  • Volume clients can access visit summaries through their portal based on settings (blank)HERE.
• High Risk Waiver.
  • Creates a surgical high-risk waiver from concerns identified during the exam.
  • Allows clients to review risks and accept or decline surgery electronically.

Updating an Existing Template.

If you revise a consent form, take-home template, or high-risk waiver, the existing template must be deleted before uploading the updated version.

Clinic HQ Recommended Templates.

Clinic HQ provides a set of recommended templates developed from experience with hundreds of clinics.
These templates are designed to improve client understanding and streamline clinic workflow.

The recommended templates intentionally separate consent forms from treatment sheets so clients can review terms in advance through emailed e-consents.

The HQ recommended templates include the following.

• Consent form optimized for mobile completion.
• Post-operative document serving as an aftercare instruction sheet, visit summary, and rabies certificate.
• Vaccine clinic take-home document that includes visit summary and vaccine reaction guidance.
• Cage card identifying what animal is contained where (carrier, kennel, trap).
• Baggie insert printed four per page for medications and recovery notes.
• Treatment sheet for physical exam details, anesthesia, drugs, and other medical notes (for paper-lite clinics).

Templates are designed to be edited in Microsoft Word ONLY.

Download HQ Recommended Templates

How to create templates

Templates are Microsoft Word documents that contain special merge fields. These fields pull data directly from HQ and automatically populate the template.

✅ Pro Tip: You can create and store unlimited templates in HQ.

How to Create Templates

❌ Important: Merge fields contain code. They must be opened, copied, and pasted in Microsoft Word—no exceptions. Using another program will break the fields.

1. Visit HQ Templates Resources to download any templates you need.
2. Open the Word document, add your logo, and customize it however you like.
3. Download the HQ Merge Fields document, which contains hundreds of merge fields you can copy and paste into your template.
4. Upload your customized templates in HQ > Settings > Templates.

VIDEO ON THIS TOPIC

Merge Fields Master List

Merge Fields Overview.

Merge fields are coded pieces of text that populate with real data from appointment details onto a document.
Merge fields are used in custom templates to design and build your own templates.

Prebuilt templates are available for use.
If you want to edit templates, add additional merge fields, or start from scratch, you must use the Merge Fields Master List.

Clinic HQ Merge Fields.

DOWNLOAD MERGE FIELDS HERE

Copying and Pasting Merge Fields.

1. Download the merge fields master list and open it in Microsoft Word.
2. Locate the merge field you need to use.
3. Click on the field and manually drag your mouse to highlight the entire field.
4. Ensure the full field is selected, including the double arrows before and after the text.
5. Confirm the field turns a darker shade of gray when fully selected.
6. Right-click the highlighted field and select Copy, or use CTRL+C on your keyboard.
7. Place your cursor in the location where the field should produce real data.
8. Right-click and select Paste, or use CTRL+V on your keyboard.

Merge Field Do’s and Don’ts.

Templates must only be opened in Microsoft Word to preserve the embedded merge field coding. Do not open the document in other programs such as Google Docs. Always copy and paste the merge field. Do not try to type it in manually.

You can update the field's font after pasting it if needed.

Updating a Custom Template.

If a merge field is not populating correctly, follow these steps to correct it.

1. Download the latest merge fields master list from the HQ Resources page.
2. Open your custom template using Microsoft Word.
3. Erase any merge fields that are not properly populating data.
4. Copy and paste replacement fields from the latest master list.
5. Save the updated custom template.
6. Upload the updated template back into HQ.

HQ's Surgical Consent Form Template

Spay and Neuter Consent Form Overview.

The legal language in the HQ Spay and Neuter Consent Form is the language the ASPCA Spay and Neuter Alliance uses.
The ASPCA’s legal team has approved this language, but your lawyer should also review it.

Download HQ Recommended Templates Templates are available in English and Spanish.

Consent Form Structure.

A good consent form has four main parts.

• Animal and owner information, such as the owner’s address and an animal description.
• Medical questions that are kept as simple as possible, since many clients complete forms on their phone.
• Requested services, including a way to request services not selected at the time of scheduling.
• Terms of Agreement that outline what the client must agree to before services are provided.

Terms of agreement commonly include the following acknowledgements.

• The client agrees they are the owner or the animal’s representative.
• The client acknowledges that vaccines may not take effect for up to two weeks.
• The client acknowledges the hazards of surgery and anesthetic risk.
• The client understands that the veterinarian may decline their pet for surgery.
• The client understands that it may not be possible to do a complete physical exam.
• The client grants permission for the veterinarian to perform life-saving treatments or transport to another veterinary hospital without consulting the owner first, regardless of cost.
• The client agrees to follow the post-operative instructions.
• The client consents to flea treatment if the animal is infested with fleas and the veterinarian determines it is necessary.
• The client agrees to allow photographs of the animal to be taken and used on social media.
• The client agrees to not hold the clinic liable or responsible for anything that happens to animals while they are in the clinic’s care.

HQ's Wellness & Vaccine Consent Template

Wellness Consent Form Overview.

• The Wellness Consent form should be inclusive of all services offered through your Wellness Calendar.
• Most clinics offer vaccine clinics only, while others offer a wider range of wellness care and miscellaneous anesthetic procedures outside of spay and neuter services.

Download HQ Recommended Templates (available in English & Spanish).

Wellness Consent Form Structure.

A well-designed wellness consent form contains four main sections.

1. Animal and owner information, including owner address and animal description.
2. Medical questions, which should be kept as simple as possible since most clients complete forms on their phone.
3. Requested services, including a method to request services not selected at the time of scheduling.
4. Terms of agreement outlining conditions that must be accepted before services are provided.

Terms of agreement commonly include the following acknowledgements.

• The client agrees they are the owner or authorized representative of the animal.
• The client acknowledges vaccines may take up to two weeks to become effective.
• The client understands the veterinarian may decline the animal for vaccines or services.
• The client understands the veterinarian may decline the animal for surgery if anesthetic wellness is offered.
• The client acknowledges the risks associated with any surgical procedure if anesthetic wellness is offered.
• The client understands a complete physical exam may not be possible.
• The client grants permission for life-saving treatment or transport to another veterinary hospital without prior consultation and regardless of cost.
• The client agrees to follow all post-operative instructions.
• The client consents to flea treatment if the animal is infested and treatment is deemed necessary.
• The client agrees to allow photographs of the animal for social media use.
• The client agrees not to hold the clinic liable for events occurring while the animal is in the clinic’s care.

Anesthetic Wellness Consent Considerations.

If your clinic performs anesthetic wellness procedures, anesthesia risks must be addressed within the Wellness Consent form.
Language from the spay and neuter consent form can be used to ensure appropriate disclosure.

Follow one of the methods below.

1. Edit the spay and neuter consent form.
2. Remove all references to sterilization procedures.
3. Update the template title to Wellness Consent Form.
4. Incorporate information from the Vaccine Clinic Consent for non-surgical wellness.

OR

1. Use the Vaccine Clinic Consent form.
2. Copy and paste anesthesia-related terms from the spay and neuter consent form into the vaccine consent template.
3. Update the template title to Wellness Consent Form.

HQ's Visit Summary & Post Op Template

Visit Summary - Take Home Template Overview.

Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes.
HQ recommends a custom template instead of the built-in Spay and Neuter Certificate because the custom template is an all-in-one, offers better client communication options, and can be used regardless of whether the surgery was successful.

Download HQ Recommended Templates (available in English & Spanish).

Take Home Template Requirements.

A good take-home template acts as an all-in-one and has the following parts:

1. Animal and owner information such as owner’s address and an animal description.
2. Services received.
3. Rabies certificate lot information, which only populates if a rabies vaccine was administered and the certificate was generated.
4. Notes about the visit.
5. Client Communication, which populates triggered notes based on exam, services, or other pre-written Medical Notes..
6. Test Results.
7. Declined surgery reasons.
8. Other merge fields based on your clinic’s preference, including options such as Exam, Surgery Summary, prescriptions, and drugs used.
9. Aftercare instructions, which provide the post-operative instructions for the spay and neuter surgery.

• Aftercare instructions should explain how to care for the animal, including limiting activity, feeding a regular diet, keeping the animal indoors, keeping the animal warm and dry, preventing licking, and keeping the animal away from other animals.
• Aftercare instructions should list abnormal recovery signs and concerns to monitor for.
• Aftercare instructions should explain what to do if there is a recovery concern, including who the client should call for post-op concerns or to schedule a recheck.
• Edit the language of the HQ post-operative instructions or copy and paste your instructions into the Word template before uploading to HQ.

Use Item Triggered Notes for Aftercare Instructions.

• The merge field called Client Communication produces pre-written notes from Medical Notes.
• In Settings > Medical Notes, create item triggered notes that provide aftercare instructions for other services performed during the spay and neuter visit.
• For example, if the animal received a dental cleaning, use the dental cleaning line item to provide a note about additional monitoring needed or the potential for gum bleeding.
• This pre-written message only appears on the visit summary if the animal has a dental on their services.

Assign the Template as a Take Home Template.

Assign the discharge visit summary as a take home template when uploading the document in Settings > Templates.

• The discharge paperwork is referred to as a "Take Home Template." Assigning the discharge paperwork as a take-home document allows you to email clients their records automatically with Patient Flow Automations..
• Public clients can request copies of their discharge paperwork through the online Medical Record Request link..
• Volume clients can access the visit summary paperwork from their portal based on settings HERE..

HQ's Vaccine Clinic Visit Summary Template

Visit Summary Template Overview.

Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes.
HQ recommends using a custom template for visit summaries.

[Download HQ Recommended Templates](<<https://university.clinichq.com/hq-templates-resources/&#x29&#x3E&#x3E;;; (follow link and open HQ Templates.) AVAILABLE IN ENGLISH & SPANISH.

Take Home Template Structure.

A good take-home template acts as an all-in-one document and includes the following components.

1. Animal and owner information, including the owner’s address and an animal description.
2. Services received.
3. Rabies certificate lot information, which only populates if a rabies vaccine was administered and the certificate generated.
4. Notes about the visit.
5. Client Communication, which uses a merge field to populate triggered notes based on exams, services, or other (blank)pre-written Medical Notes.
6. Test results.
7. Other merge fields based on clinic preference, including options such as exam notes and prescriptions.
8. Aftercare instructions.

Aftercare instructions should include the following.

• Information about monitoring for vaccine reactions.
• Instructions for what the client should do if a concern arises.

You can use our default language or copy and paste your own instructions into the Visit Summary document.

Use Item Triggered Notes for Aftercare Instructions.

• The merge field called Client Communication produces pre-written notes from Medical Notes.
• Create Item Triggered Notes in Settings and then Medical Notes to provide aftercare instructions for additional services performed during the wellness visit.
• For example, if the animal received a dental cleaning, use the dental cleaning line item to include notes about sedation effects and feeding a small dinner instead of a full meal.
• This pre-written message only appears on the visit summary if the corresponding service is included on the appointment.

Assign the Template as a Take Home Template.

• Assign the discharge visit summary as a Take Home Template when uploading it to Settings > Templates.
• Assigning a template as Take Home Paperwork allows you to send it automatically using Patient Flow Automations.
• Public clients can request copies of this paperwork using the Medical Record Request link.
• Volume clients can access this paperwork through their portal based on settings HERE.

HQ's Surgical High Risk Waiver Template

Surgical High-Risk Waiver Template Overview.

The Surgical High-Risk Waiver template is generated from concerns identified during a physical exam.
The emailed template allows the client to review the concern and choose whether to accept or decline the surgery.
This waiver is not available to send before an appointment for known pre-existing conditions.

Download HQ Recommended Templates

High-Risk Waiver Template Structure.

A well-designed high-risk waiver form includes the following components.

1. Animal and owner information such as the owner’s address and an animal description.
2. Instructions on declining the waiver so the client understands how to decline surgery.
3. The explanation of high-risk concern, which documents why the animal is considered high risk.
   • The HRWReasons merge field populates based on the concern selected during the exam.
   • Reasons are pulled from pre-written blurbs in Settings > Medical Notes > High-Risk Waiver Triggered Notes.
   • Learn how to configure these reasons or use the ASPCA-provided examples here: HERE.
4. Terms of agreement outlining the client’s acknowledgment of increased surgical risk and that there is no guarantee of a successful outcome.

Additional Resources.

Read more about managing high-risk waivers in Patient Flow HERE

Best Practice Guidance.

✅ Pro Tip: If your clinic uses electronic consent for high-risk waivers, use the HQ recommended template to ensure successful delivery. The template is specifically structured to support the HRW Reason merge field within a fixed table and clearly explains how clients can decline the waiver.

Miscellaneous Templates

Templates Overview.

Templates are Microsoft Word documents. You create copies of your forms in Word. Then, you use merge fields which pull data from HQ into the form.

Templates can pull basic data such as owner and animal information or more complex data including requested services, amounts paid, test results, and drugs used in surgery. Information collected from Custom Fields in HQ can also be turned into a merge field.

Templates to download

Template Creation Options.

When working with templates, you have two options.

1. Edit industry-leading templates to make them your own.
2. Watch a video on how to edit templates: https://www.screencast.com/t/M9DL9VJbpT
3. Start from scratch and create your own template in Microsoft Word.
4. Copy and paste merge fields from this merge field document, only open in Microsoft Word to maintain field coding: https://university.clinichq.com/hq-templates-resources/
5. Once your template is created, follow the upload steps below.

Uploading Forms.

1. Open Settings.
2. Select Templates.
3. Click New Template in the upper right corner.
4. Enter a client-facing title for the document.
5. Select Add e-signature capabilities if it is a consent form. Note: Only one consent form is allowed per appointment type (S/N, Wellness, Recheck).
6. If it is a consent form, select the appropriate appointment type.
7. Click the Select Your Template File button to upload the Word document.
8. Use the form tools to add checkboxes, text fields, dates, and signatures as needed.
9. Click Save Template in the upper left corner.

Known Template Issues.

The following issues may prevent templates from uploading or functioning correctly.

• A blank page at the end of the document.
• Not having fixed tables in the document (Table properties > Row > Row height should be set at Exactly)
• Headers included in the document.
• Hyperlinks in the document. (blue underlined link – right-click on the website or email and Remove Hyperlink)
• Images that are not JPEG format.

Adding Custom Fields to a Template

Templates Using Custom Fields.

There are many ways to enhance custom templates by using custom fields.
Custom fields are commonly used on take-home paperwork to display notes or provide client communication.

Download a List of merge fields

Using Custom Fields in Templates.

1. Open the Microsoft Word document for the custom template.
2. Go to Settings > Custom Fields in HQ and find your custom field.
3. Copy the Template Hint. Ensure you only copy the field text and do not include the << >> characters.
4. Place the cursor where you want the custom field to be dropped in Microsoft Word. Click the tab Insert > Quick Parts > Field.
5. Select Merge Field from the list.
6. Paste the custom field name into the Field Name box.
7. Click OK to save and insert the field.

Service Estimates

Clinic HQ does not have a tool to create estimates or quotes for clients.

Clinic HQ does not currently offer a built-in tool to generate estimates or quotes for clients.
While most clinics do not require this functionality, some clinics may need an alternative workflow.
The guidance below outlines suggested approaches to creating estimates using existing tools.

Alternatives to Creating an Estimate.

1. Create an appointment and add the applicable services. Consider creating service packages for procedures that commonly include multiple services.
2. From the appointment scheduling screen, copy the listed services and prices.
3. Paste the copied information into an email.
4. Send the email to the client.
5. Cancel the appointment if it was created only for estimate purposes. This whole process typically takes about one minute.

Helpful Tips.

• Create reusable email templates so you can quickly insert copied service information or screenshots.
• Use a screenshot tool such as the Windows Snipping Tool, which is included with most Windows computers.
• If a client signature is required, use an external e-signature service such as Docuform or HelloSign to send the estimate for signing.

Template Troubleshooting

Common Template and E-Consent Issues and Fixes.

• If you have not reviewed what templates are and how merge fields work, review that section first using this link: (blank)HERE.
• If you need help uploading templates or making changes, review the Settings documentation (blank)HERE.

Clinic HQ support has identified the following issues as the most frequently reported. Use the sections below to troubleshoot and resolve each problem.

E-Consent Troubleshooting.

For this section, checkboxes, textboxes, date fields, and signature fields are referred to as fillable fields. Appointment type refers to the main three types of appointments: Spay/Neuter, Wellness, Recheck.

Issue: Appointment Type Is Not Available on Template Settings.

Solution.

You must delete the original e-consent assigned to that appointment type. Only one e-consent template can be assigned per appointment type.

If a spay and neuter consent is already assigned, you cannot upload and assign a second spay and neuter consent.

1. Open Settings.
2. Select Templates.
3. Locate the existing template.
4. Click Action.
5. Select Delete.

Issue: Form Looks Correct in HQ but Fields Cannot Be Filled in.

Solution A.

1. Open Settings.
2. Select Templates.
3. Click Action.
4. Select Edit on the e-consent template.
5. Confirm that fillable fields were dragged and dropped onto the template.
6. If fields were not added, drag and drop them now.
7. If fields will not drop, delete the template and re-upload it.
8. Drag and drop all fillable fields before saving.
9. Review instructions for adding fillable fields here: HERE..

Solution B.

The template was uploaded using an unsupported browser such as Firefox. Clinic HQ supports Chrome only.

1. Delete the existing template.
2. Re-upload and configure the e-consent using Chrome.

Issue: Fillable Fields Do Not Line Up for the Client.

There are two possible causes.

Solution A.

1. Confirm the browser zoom level is set to 100 percent.
2. Open the browser menu using the three dots in the upper right corner.
3. Verify the zoom level is exactly 100 percent.
4. Reposition the fillable fields.
5. Save the template.

Browser zoom changes can cause fillable fields to appear aligned for staff but misaligned for clients.

Solution B.

The template contains merge fields that are not inside fixed tables. Text populated by merge fields varies in length and can shift surrounding content.

This issue is resolved by editing the Word document and reuploading it to HQ.

1. Open the consent form in Microsoft Word.
2. Right-click the table.
3. Select Table Properties.
4. Select Row.
5. Set Row height to Exactly.
6. Repeat for every table row containing merge fields.
7. Setting row height to Exactly prevents tables from expanding and shifting content.
8. If merge fields are not already in tables, download the HQ Recommended template here: (blank)HERE..

E-Consent Setup Tips.

• Ensure browser zoom is set to 100 percent when placing fillable fields.
• Drag fields fully inside the template boundaries before dropping them.
• Drop the field first, then reposition it using the four-arrow tool.
• Do not stretch or distort the signature field, as this can distort the client’s signature. If you need to expand the box, keep the same ratio.

Other Template Troubleshooting.

Issue: Merge fields are not populating.

Solution.

If the template prints without populated data, the merge field coding has been lost. The document must be corrected in Microsoft Word.

1. Download the latest merge fields master list here: (blank)Download the latest master list.
2. Download the template from your settings.
3. Open your custom template in Microsoft Word.
4. Remove any fields that are not populating correctly.
5. Copy and paste replacement fields from the master list.
6. Save the updated custom template.
7. Upload the updated template back into HQ.

Upload Issues.

Known issues that prevent templates from uploading or generating correctly include the following.

1. A blank page at the end of the document.
2. Tables without fixed row heights set to Exactly.
3. Headers included in the document.
4. Hyperlinks must be removed from the Word document.
5. Images not in JPEG format.
6. Templates uploaded using unsupported browsers such as Firefox. Clinic HQ supports Chrome for all template uploads.

Adding Fields to a Template

Template Fields

To add a template field such as a textbox, checkbox, signature field, or date, follow these steps:

Adding the template:

1. Go to Settings > Templates.
2. Upload your document file by clicking Select your template file.
3. Give your template a name, such as Surgical Consent Form.
4. For special templates, such as a consent form, HRW, or a Take Home Template, click the corresponding checkbox.
5. For consent and take home documents, assign the corresponding appointment type. Note: You can only create one of each of these per appointment type.

Adding the field:

1. Click and drag your mouse where you want the field to go.
2. A textbox will appear by default. If you want to change the field type, such as changing it to a signature box, click on the field.
3. Select the field type from the dropdown menu.
4. If it should be a required field, tick the Field is required box.
5. Once all fields are added, save your template.

Demonstration