Anamnesis Forms

With anamnesis forms, you can collect a patient’s medical history digitally before the appointment. Create a custom form, send a link via email, SMS, or WhatsApp — and the pet owner fills everything out conveniently from home. The submission is automatically stored in TheraTap, where you can view it, export it as a PDF, or transfer it directly into the anamnesis record.

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At a Glance

Custom Forms

Create as many forms as you need with text, selection, date, file upload, and checkbox fields — tailored to your practice.

Send via Link

Send the form link via email, SMS, or WhatsApp to pet owners — with a configurable validity period.

Automatically Pre-filled

For returning patients, answers from the last submission are automatically pre-filled.

Manage Submissions

View all submissions at a glance, export them as PDFs, or transfer them directly into the patient’s anamnesis record.

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Creating a Form

Under Settings → Forms, you can create and manage your forms.

1. Create a new form

   Click + New Form and give it a name (e.g., “Initial Anamnesis Horse” or “Follow-up Questionnaire Dog”).

2. Assign animal species

   Select which animal species the form should apply to: Horse, Dog, Cat, or Other. You can also select multiple species. TheraTap will then automatically choose the appropriate form based on the animal species when sending.

3. Add fields

   Click Add Field and configure each field individually. The following field types are available:

   Field Type	Description
   Text Field	Single-line input for short entries
   Text Area	Multi-line input for detailed descriptions
   Selection Field	Dropdown with predefined options
   Checkbox	Yes/No field, e.g., “Has the animal had surgery before?”
   Date	Date picker, e.g., for last vaccination or surgery date
   Number	Numeric input, e.g., weight or dosage
   Email	Email address with validation
   Phone	Phone number
   File Upload	Pet owners can upload photos, X-rays, or documents
   Heading	Visually separates form sections — e.g., “General Information” and “Pre-existing Conditions”

   For each field, you can specify:

   • Label — the displayed field name
   • Required — whether the field must be filled out
   • Description — an optional help text for the pet owner
   • Options — for selection fields, the available answers

4. Adjust the order

   Drag fields via Drag & Drop into the desired order. Use heading fields to organize the form into logical sections.

5. Form settings

   Optionally customize the submit button text and the success message displayed after submission.

6. Mark as default

   Enable Use as default for customer requests so this form is used as a fallback when no species-specific form matches — or when no patient is assigned to the appointment. In the form list, the default form is marked with a yellow star (★).

Horse Template

When creating a new form, click Load Horse Template to import a comprehensive form with over 40 predefined fields for equine anamnesis — covering housing and feeding, hoof care, pre-existing conditions, and surgical history. You can freely customize the template afterwards.

Note

Once a form has at least one completed submission, the fields are locked. You can still change the name, description, animal species, and active status — but you can no longer add, remove, or rearrange fields. This ensures that existing submissions continue to display correctly.

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Sending a Form Link

There are several ways to send a form link to pet owners:

From the Patient Record or Contact View

1. Open animal or contact

   Navigate to the patient record or contact view and click Send Anamnesis Form under Quick Actions in the sidebar.

2. Select a form

   Choose the desired form. For animals, the list is automatically filtered to forms that match the animal species. If a default form exists, it is already pre-selected.

3. Set validity period

   Determine how many days the link should be valid (default: 30 days, selectable between 1 and 365 days).

4. Create and send the link

   Click Create Link. You can then send the link in three ways:

   Delivery Method	Requirement
   Email	Contact’s email address is on file
   SMS	Mobile number is on file and SMS credits are available
   WhatsApp	Mobile number is on file — opens WhatsApp with a pre-composed message

   Alternatively, you can manually copy the link and share it via any channel.

Via Quick Action

In the top right header via + Create → Anamnesis Form Link, you can create a link and simultaneously add a new contact. This is useful when you haven’t yet added the contact in TheraTap — e.g., after a phone inquiry.

Automatically for Appointments

TheraTap automatically attaches a link to the anamnesis form in appointment confirmations and appointment reminders — unless this patient already has a completed submission for the selected form. The link expires one day before the appointment (or at appointment start if the appointment is very soon).

Which form is chosen depends on the appointment — see Forms and Animal Species.

Assign a patient to the appointment

If no patient is assigned to the appointment, only the default form is linked. Without a default form, no link is included in the email. Always assign a patient when creating or confirming an appointment — then the matching form is chosen automatically (dog, horse, cat, etc.).

Tip

Send the anamnesis link right after the appointment is booked. This gives the pet owner enough time to fill it out, and you’ll have all the information digitally available before the appointment.

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The Form from the Pet Owner’s Perspective

The pet owner opens the link in the browser — without login and without an app. The form shows:

• The practice name and the practice logo
• If assigned: the appointment and the patient details
• All form fields, possibly already pre-filled with data from a previous submission
• The option to upload files (photos, X-rays, documents)

After submission, the pet owner sees a confirmation message and you receive a notification in TheraTap.

Note

The pet owner can also add or correct contact details and patient information during the submission. New patients can be created directly via the form — ideal for initial inquiries.

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Managing Submissions

All received submissions can be found centrally under Anamnesis Forms → Submissions as well as in the respective animal or contact view.

Submission Status

Status	Meaning
Pending	Link was created but not yet filled out
Completed	Pet owner has submitted the form
Expired	The validity period has expired without the form being filled out

Filtering Submissions

You can filter the submission list by:

• Status — Pending, Completed, or Expired
• Form — Which form was used
• Time Period — Date of submission
• Patient — Assigned animal
• Contact — Assigned pet owner
• Appointment — Linked appointment

What You Can Do with a Submission

Click on a submission to open the detail view. The following actions are available:

Action	Description
View	Display all filled-out fields with label and answer. Unanswered fields are marked as “Not answered.”
Create PDF	Export the submission as a printable PDF document — e.g., for the patient file or archiving.
Transfer to Anamnesis	Transfer the submission data directly into the patient’s anamnesis record. TheraTap automatically maps the fields to the corresponding anamnesis fields. Unmapped answers are grouped under “Other.”
Delete	Permanently remove the submission.

Tip

The automatic mapping when transferring to the anamnesis recognizes fields like “History,” “Medication,” or “Feeding” based on the field label and assigns them to the corresponding anamnesis fields. Review the mapping briefly before saving.

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Managing Forms

System templates

In the form list you’ll find entries labelled System. These are TheraTap templates (e.g. “Anamnesis form · Horse”) that you can duplicate and customize as your own forms. System templates are never sent automatically in appointment confirmations or reminders — only your own team-specific forms are.

Duplicate a Form

Under Settings → Forms, you can duplicate an existing form. The copy gets “(Copy)” appended to its name and can be freely edited — even if the original is locked due to completed submissions.

Deactivate a Form

Deactivate a form if you temporarily don’t want to use it. Deactivated forms are no longer offered in the form selection, but existing submissions are preserved.

Delete a Form

A form can only be deleted if it has no completed submissions. If submissions already exist, deactivate the form instead.

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Automatic Pre-filling

If a patient already has a completed submission, the previous answers are automatically pre-filled for the next submission. The pet owner then only needs to enter changes instead of filling everything out again. Pre-filled submissions are marked accordingly in TheraTap.

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Forms and Animal Species

You can create forms specifically for certain animal species — e.g., a detailed form for horses with questions about hoof care and riding equipment, and a more compact form for dogs. For automatic sending in appointment emails, TheraTap chooses as follows:

Situation	Which form?
Patient on appointment, matching species-specific form exists	e.g. dog → dog form, horse → horse form
Patient on appointment, but no matching species-specific form	Default form (★)
No patient assigned to the appointment	Only default form (★) — otherwise no link
Completed submission already exists for this patient	No link (not offered again)

For manual sending (from patient record, contact, or quick action), TheraTap filters the selection by species; if a default form is set, it is pre-selected.

Multiple species-specific forms

Ideally maintain one active form per species that is not also the default — that keeps automatic selection predictable. The default form (★) should cover your most common species (e.g. dogs in a canine practice).

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File Uploads by Pet Owners

If your form contains a file upload field, pet owners can upload photos, X-rays, lab results, or other documents directly via the form. The files are automatically stored in the patient record under media and are immediately available in TheraTap.

Storage Limit

File uploads count toward your team’s storage quota. You will receive a notification when the storage limit is reached.

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Related Topics

• Assessment & Documentation — Document assessments professionally
• Contacts & Patient Record — Manage clients and animals
• AI Voice Feature — Dictate anamnesis hands-free
• Text Blocks & Templates — Use recurring texts efficiently
• Appointment Reminders — Automatic appointment reminders
• Documents & Contracts — Digital contracts with signature