In the templates settings, you can upload custom forms that you will be using. Templates can be your consent, discharge paperwork, microchip registration information, and more! Templates save an enormous amount of time. Clinic HQ loves the endless ability to use merge fields to create custom templates. What is a merge field? Read more about that and more, HERE on the Templates Chapter.
Please use Chrome to upload your templates to Clinic HQ. Other browsers may not support the upload and fillable field setup.
To upload a template, click New Template. Upload the file and name the template.
Uploading templatesDownload HQ Recommended Templates (follow link and open HQ Templates.)
E-Consent Templates
If it is an e-consent form, or it will need to be signed online, tick the “Add e-signature capabilities to this template” box. This allows you to add signatures and other fields into the template.
Indicate with the drop-down menu which type of appointment this form is for.
Note that you can only have one e-signature form for each appointment type.
You will then see the options for the fillable fields that can added to your template. You must indicate where the client should be filling things out. Drag the textbox, checkbox, signature, and date onto the template. Then move them to the desired location.
The signature is automatically a required field on the consent form but still must be placed.
Tip: Do not stretch the signature box to be long or this may distort the signature image. You can make the box bigger, but try to keep the same ratio.
Add each e-consent field to your template as necessaryTake Home Templates
If it is take-home paperwork, tick the “Take Home Template” box and assign the appointment type. Set these configurations prior to saving the template.
Note that you can only have one take-home form for each appointment type.
Read more about Take Home Templates HERE.
Editing a templateHigh Risk Waiver Template
High Risk Waivers can be e-signed.
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.
Note: You can only have one High Risk Waiver, but you can have numerous reasons that are changed based on the patient’s issues.
We recommend using the Clinic HQ template. You can download it, change the logo and other clinic details, and add or subtract anything you like. Download and read more about how HRW works HERE.
Upload the waiver and then configure using the tools on the left.Editing Existing Templates
To make changes to the wording or layout of a template, you must do this in Microsoft Word. The only ability to edit from Clinic HQ is to change the template title or field placements with e-consents.
Here are the steps to revise an existing template:
- Please go to Settings > Templates.
- On the left side of the template title is a download button. Click this and the original template will download to your computer and you can open it in Microsoft Word.
- Make your changes to the Word document and save it to your computer.
- Back in HQ, delete the old version. If it is a template such as e-consent, take-home, or HRW – you cannot have more than one of these at a time.
- Then, upload the new one, by clicking +New Template. When you choose to create the new template, be sure to assign the details on the left panel about making it an e-consent form.
- Place the e-signature fields. To do this, grab, drag, and drop the field onto the template. TIP! Do not try to get the field exactly where you want it on the first try- drop it onto the template then click and drag it to the exact location. Refer to the top screenshot in this manual section.
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:
1. Having a blank page at the end of the document (should be removed)
2. Not having fixed tables in the document (Table properties> Row > Row height should be set at Exactly)
3. Having a header in the document (should be removed)
4. Having hyperlinks in the document. (blue underline link – right click on website or email and “Remove Hyperlink”)
5. Images must be JPEG format or document will not upload to HQ.
6. Your template was uploaded to Settings using a browser such as Firefox. Clinic HQ only supports Chrome.
