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Document Templates

With document templates, you create reusable forms for everything beyond a classic contract – or alongside it: feeding plans, training plans, consent forms, checklists, agreements with signatures, and any structured document you need. You build the template once in TheraTap, fill it in the patient or contact record, and export the result as a PDF.

At a glance

Section titled “At a glance”

Form builder

Fields, headings, tabs, static text, rich text, tables, and signatures – combined flexibly.

Patient & contact

Templates can be enabled for patients, contacts, or both.

System templates

Ready-made starters (e.g. feeding plan, treatment contract) to duplicate and customize.

PDF in one click

Save documents, edit anytime, and open or download as PDF.

Create a template

Section titled “Create a template”

Under Settings → Document Templates, you create and manage templates.

  1. Create a new template

    Click Create template. Enter a name (e.g. “Feeding plan” or “Consent form”) and optionally a short description.

  2. Set where it applies

    Choose whether the template appears for patients, contacts, or both. That way, stable-related documents only show where they belong.

  3. Build the fields

    In the form builder, add fields – by drag-and-drop or from the field list. Use tabs when your document has several sections (e.g. “History” and “Recommendations”).

  4. Save and activate

    Active templates appear when creating a document. Inactive templates stay in settings but no longer show in the picker.

Field types

Section titled “Field types”
Type Use for
Text / Multiline text Free input, notes, recommendations
Select / Checkbox / Radio Predefined answers
Date / Number / Email / Phone Structured data
Static text Fixed prose in the template (e.g. introduction, legal text)
Rich text (fillable) Formatted text you edit when filling in
Signature Digital signature while completing the document
Repeater table Multi-row tables with “Add row” (e.g. feeding times, exercises)
Heading Structure within a tab

Create a document in the record

Section titled “Create a document in the record”

  1. Open a patient or contact

    Go to the Files tab (in the patient record, directly after Plan & preventive care).

  2. Create document

    Click Create document. Choose a template – your own templates first, then system templates below.

  3. Fill in

    The title is editable at the top of the modal. In the sidebar on the right, change the creation date and expand or collapse all fields. Complete the form fields – including signatures if the template includes them.

  4. Save or open PDF

    Save keeps you in TheraTap; Save & open PDF generates the PDF preview immediately. Saved documents appear in the timeline on the Files tab – edit, open PDF, or delete anytime.

PDF & archiving

Section titled “PDF & archiving”

Every saved document can be opened as PDF. The PDF contains the filled content of your template – structured as you designed the fields. Pending signatures are marked accordingly in the PDF.

Documents stay permanently in the respective patient or contact record and remain stable even if you later change the template: on save, a content snapshot is stored so existing documents don’t shift unexpectedly.

System template “Überweisung an den Tierarzt” (vet referral)

Section titled “System template “Überweisung an den Tierarzt” (vet referral)”

When you need to refer an animal to a veterinary practice, use the system template Überweisung an den Tierarzt. It is laid out as a letter to the practice:

  • Addressed to the vet: the PDF address block shows the vet linked in the patient record (practice, name, address). If no vet is linked, it falls back to the owner, like other documents.
  • Content: introduction with animal and owner, urgency (routine, soon, urgent), reason for referral, findings or observations, treatment so far, question for the vet, enclosures.
  • Checkboxes: “treatment is paused until the vet responds” and “please send feedback on findings and recommended therapy”.
  • Signature: you sign as the therapist; the place next to the signature is your practice’s city.

  1. Link the vet

    Add the vet to the patient record (a contact with practice name and address) so the PDF is addressed correctly.

  2. Create the referral

    In the Documents tab, click Create document and pick Überweisung an den Tierarzt from the system templates. You can also dictate findings and the question using the voice assistant.

  3. Check the PDF and send it

    Save & open PDF shows the finished letter. Send in the document row opens an email with the PDF attached – enter the practice’s email address and you’re done.

FAQ

Section titled “FAQ”

Can I use the same template differently for horses and dogs? You can enable templates per record type (patient/contact). Document templates don’t have species filters like assessment forms – create separate templates if needed.

What happens if I change a template later? Already saved documents keep the version from when they were created. New documents use the updated template.

Where are uploaded files like X-rays? Also in the Files tab of the patient record. Document templates themselves are fillable forms, not file storage.

Section titled “Related topics”
Documents & ContractsFree-text contracts with placeholders and digital signature.
Anamnesis FormsSend forms to animal owners in advance.
Contacts & Patient RecordsEverything about the patient record at a glance.
PDF ExportAssessment forms and reports as PDF.