A template is a Microsoft Word document that has specific merge fields, like species and owner name, that can be populated with information from Clinic HQ.
You can easily create consent forms, take home paperwork, travel sheets, cage cards, or any document, upload it to the system, and have the system fill in data you’ve already collected and print it out on the template.
Download HQ Recommended Templates (follow link and open HQ Templates.) AVAILABLE IN ENGLISH & SPANISH
What is a Template?
A template or custom template is a Word document that is uploaded to HQ Settings. The Word document contains fields that will auto-populate with real appointment details.
The templates can be your consent, discharge paperwork, cage cards, microchip registration information, and more! Templates save an enormous amount of time.
At a minimum, your clinic should have two custom templates:
1) Consent Form
2) Take Home Template (Discharge/Visit Summary Paperwork)
Regardless of what kind and how your clinic uses templates, these will ALWAYS SAVE TIME. A consent form or travel sheet can be printed before or at check-in and pre-populate information that was collected during scheduling. The client or staff would not need to take the time to write out the owner or animal information by hand.
Templates vs. HQ Paperwork
Clinic HQ has a set of core printable paperwork that is built in and cannot be customized. These include a Spay/Neuter Certificate, Rabies Certificate, Receipt, and Medical Record (with Treatment Sheets.)
The HQ paperwork may not have all of the visit information that makes a detailed discharge record, so Clinic HQ encourages clinics to use a recommended visit summary template for the “Take-Home Paperwork.” The recommended template can be customized because as we know one size show won’t fit everyone!
The options are endless with templates and merge fields!
What is a Merge Field?
Merge fields are coded pieces of text that populate with real data from the appointment details onto a document. You will use merge fields in custom templates to design and build your own template. Read more about these HERE.
Features of Assigned Templates
When uploading a template in Settings, you can configure the template options to use the following time-saving tools:
E-consent
Make your waiver a digital consent form allowing clients to sign off on services and terms. Most clients will sign ahead of time which makes check-in faster! If the client doesn’t sign ahead of time, that’s okay, they can sign in person.
Take Home Template
Assigning the discharge paperwork as a take-home document will allow 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.
High Risk Waiver
Create a surgical high-risk waiver from concerns found at exam. The interactive waiver allows clients to be emailed a template with the concerns for surgery and choose whether they want to accept or decline.
Clinic HQ Recommended Templates
We’ve taken all we’ve learned from hundreds of clinics and mashed them all up into five easy-to-edit templates for your clinic to use. We believe it better to decouple the consent and treatment sheet so the client can read your terms in advance through the emailed e-consent and save time at check in.
The HQ Recommended forms include:
1. A consent form: this form is optimized for clients to fill it out and view it on their phones with tables set to “Exactly.”
2. A post-operative document that serves triple duty as an instruction sheet, visit summary, and rabies certificate. Include info on what services the animal received, test results, veterinary notes, and microchip information.
3. A vaccine clinic take-home document – this serves double duty as a visit summary and instructions on what to look for in a vaccine reaction.
4. A cage card. Identifies the animal in the carrier/trap/kennel and where they are in the flow for the day.
5. A Baggie Insert. Printed four per page, this template fits in a Ziploc baggie with the drugs and other goodies for the animal. It offers a place to add quick notes about recovery that will need to be entered in PF.
6. A treatment sheet where a physical exam, anesthesia, drugs, and other notes are included for clinics that are not paperless with medical data entry.
Feel free to download these documents and edit away — in Word, of course.
Download HQ Recommended Templates (follow link and open HQ Templates.)
