Documents & Contracts

Say goodbye to paper chaos: TheraTap replaces your paper contracts, consent forms, and information sheets with a fully digital workflow. Create contracts with dynamic placeholders, have them signed directly on screen, and automatically archive everything in the patient or contact record. Every document is always available as a PDF — for download, printing, or email.

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At a Glance

Digital Signature

Pet owners sign directly on the screen — on tablet, smartphone, or PC. No printer, no scanner.

Dynamic Placeholders

Over 40 placeholders for animal, contact, and practice data are automatically filled in when creating a document.

Templates & Text Blocks

Save frequently used contracts as templates and load them with a single click — just customize the individual details.

Automatically Archived

Every document is saved as a PDF and is permanently available in the record — even offline.

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Document Types

TheraTap supports various document types that you can use individually:

Type	Example Use Case	Signature
Consent Form	GDPR-compliant privacy declaration	Digital
Treatment Contract	Terms and conditions, payment terms	Digital or later
Information Sheet	Aftercare, training plan, feeding recommendations	Without signature
Custom Documents	Any free-text documents, expert opinions, reports	Optional

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Consent Form (GDPR)

The consent form is stored directly with the contact and ensures that you work in compliance with data protection regulations — without paper.

1. Open contact

   Open the pet owner’s contact. You’ll find the consent form directly in the contact view.

2. Review preview

   Before signing, you can view the form as a PDF preview. The text is based on the template you’ve set up under Settings → Privacy — or on the default GDPR text.

3. Sign digitally

   The pet owner signs directly on the screen. This works with a finger on the smartphone, with a stylus on the tablet, or with the mouse on a PC.

4. Automatically archived

   The signed form is generated as a PDF and permanently stored with the contact. It contains the full text, the digital signature, the name, and the date.

Tip

You can customize the consent form text under Settings → Privacy. This way, you use your own wording instead of the default text.

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Creating a Contract in the Patient Record

1. Open animal → Documents tab

   Navigate to an animal and open the Documents tab.

2. Create a new contract

   Click + New Contract and choose between:

   • Entirely new contract — Enter title and content freely
   • From text block — Use a saved template as a basis

3. Title with placeholders

   Give the contract a name. You can also use placeholders in the title, e.g., Treatment Contract — {{owner:name}}. The placeholder is automatically replaced with the actual name.

4. Compose content

   The rich text editor offers you:

   • Formatting — bold, italic, strikethrough, lists, and tables
   • Text blocks — Insert recurring paragraphs with a single click
   • Dynamic placeholders — Over 40 variables that are automatically filled in (see below)

5. Choose signature option

   Option	When to use
   Sign right now	The pet owner is on site and signs on the screen
   Sign later	Prepare the contract and have it signed at the next visit
   Without signature	Information sheets, training plans, recommendations

6. Save

   The contract is generated as a PDF and automatically archived in the patient record. It includes your practice logo, the practice details, the contract text, and — if selected — the digital signature with location and date.

Tip

Create frequently used contracts as text blocks. This way, you load a complete template with a single click and only customize the individual details.

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Dynamic Placeholders

Placeholders are automatically replaced with the actual data when creating a contract. This way, you create personalized documents without having to type anything manually.

Click the info icon when composing a contract to see all available placeholders and insert them with a click.

Category	Examples
Animal Data	{{patient:name}}, {{patient:race}}, {{patient:birthday}}, {{patient:age}}, {{patient:weight}}, {{patient:chip_number}}
Contact Data	{{owner:name}}, {{owner:firstname}}, {{owner:email}}, {{owner:phone}}, {{owner:address}}, {{owner:city}}
Practice Data	{{team:name}}, {{team:phone}}, {{team:email}}, {{team:website}}, {{team:billing_address}}
Date & Time	{{current_date}}, {{current_time}}, {{current_datetime}}

Note

Placeholders work both in the title and throughout the entire contract text. Unfilled fields remain empty, so no placeholders appear in the finished document.

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Managing Documents

In the Documents tab of the patient record, you’ll find all documents sorted chronologically:

• Signed contracts — with embedded digital signature
• Consent forms — GDPR-compliant privacy confirmations
• Information sheets — Training plans, aftercare, recommendations
• Uploaded files — X-rays, lab results, expert opinions, and other documents

What you can do with documents:

• Download and print
• Send via email
• Delete when no longer needed

Note

You can also upload your own files — via drag and drop or file selection. Supported formats include PDFs, Office documents, images, videos, and many more.

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PDF Export

Every contract is automatically generated as a professional PDF. The PDF contains:

• Practice logo and letterhead — based on your practice details
• Complete contract text — with all automatically filled placeholders
• Digital signature — with name, location, and date of signing
• Practice information — Name, address, phone, email, and website

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Related Topics

• Contacts & Patient Record — Manage patients and owners
• Text Blocks & Templates — Save recurring content as templates
• Assessment & Documentation — Document treatments professionally
• PDF Export — Create professional reports
• Email Delivery — Send documents directly from TheraTap