14. Templates
Templates Overview.
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.
- Consent Form.
- 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.