24.18. Templates Settings

Overview

HQ Templates let you upload custom clinic forms—such as consent forms, discharge paperwork, and microchip registration documents. Using merge fields, templates can automatically pull data from an animal’s appointment. Learn more about merge fields and how they work in templates HERE.

Editing Templates

Start by downloading our recommended templates from the HQ University resources page HERE. To edit wording or layout, use Microsoft Word—opening templates in other programs may break merge field coding. When adding merge fields, copy and paste the full field from the Merge Field Master List, found on the HQ Templates and Resources page.

Editing Existing Templates

1. Go to Settings > Templates.
2. Click the download button next to your existing template to get a copy.
3. Edit the template in Microsoft Word.
4. In HQ, delete the old version. If the template is an e-consent, take-home, or HRW document, there can only be one of these special tags at a time.
5. Upload your new template and assign any special fields.
6. Save your template.

Uploading a Template

To upload a template, go to Settings > Templates and click New Template. Select your file and name the template.

Special Templates

There are three kinds of specialty templates in HQ: e-consent forms, take home paperwork, and the high risk waiver. These forms have unique capabilities of being able to be automatically emailed to owners and can require digital signatures (excluding the take home paperwork).

Each appointment type (S/N, Wellness, Recheck) can only have one e-consent and take home template. If you have revised your consent, take home, or HRW, you must Delete the old version before you can upload a new version to HQ, as only one template can have the associated tag at a time.

E-Consent Forms

If the template is a consent form that will need to be signed online, tick the "Add e-signature capabilities to this template" bubble. This allows you to add a signature box and other fields to the form.

Choose the appointment type from the dropdown menu. If the appointment type you need is not listed, it is likely assigned to another document. Delete the previous document, then reupload your template.

You’ll see a list of fillable fields you can add to your template. Drag and drop textboxes, checkboxes, signature, and date fields as needed, then position them on the template. Only one signature field is allowed per template, and it is always required.

Tip: Avoid stretching the signature box lengthwise, as this can distort the signature. You may resize it, but keep the original height-to-width ratio.

Take Home Paperwork

Upload your visit summary/take home paperwork template and tick the Take Home Template bubble. Assign the corresponding appointment type. You must assign it as a take home document before saving the template. If skipped, delete the form and reupload it.

Read more about Take Home Templates HERE.

High Risk Waiver

Upload your clinic’s High Risk Waiver. Be sure to tag it as a High Risk Waiver. Then, drag the signature and date fields onto the template for where the client should sign electronically.

The key merge field on high risk waivers is called "HRWReasons". This field will auto-populate the reason you tagged when requesting the digital HRW form. Note: If your merge field is not populating anything in the HRWReasons field, check that you have a note set up for each type of high risk waiver under Settings > Medical Notes > High Risk Waiver Triggered Notes.

Read more about setting up the HRW HERE.

Known Bugs Regarding Templates

If you are unable to upload a template or the template is not generating for an appointment properly, here are common issues that can cause this:

• Having a blank page at the end of the document (should be removed)
• Not having fixed tables in the document (Table properties> Row > Row height should be set at Exactly)
• Having a header in the document (should be removed)
• Having hyperlinks in the document. (blue underline link - right click on website or email and "Remove Hyperlink")
• Images must be JPEG format or document will not upload to HQ.
• Your template was uploaded to Settings using a browser such as Firefox. Clinic HQ only supports Chrome.