Contacts
Name, address, phone, email, website, profile photo, notes, and digital consent form — everything about your clients.
Contacts & Patient Record
TheraTap intentionally separates pet owners (contacts) and animals (patients) — but intelligently links them together. This way, you maintain a clear overview, even when one pet owner has multiple animals or one animal has multiple caregivers.
The patient record bundles everything you need to know about a patient: treatments, anamnesis, therapy plans, preventive care, documents, and media — all in one place.
At a Glance
Section titled “At a Glance”Animals
Species, breed, age, sex, weight, height, chip number, and special notes — every patient fully recorded.
Patient Record
Treatments, anamnesis, therapy plans, preventive care, documents, media, appointments, and comments — all in one place.
Connections
Pet owner, veterinarian, additional caregivers, and stable name — all connections at a glance.
Managing Contacts
Section titled “Managing Contacts”A contact is a pet owner — your client. All data you need for communication and invoicing is stored here.
Creating a Contact
Section titled “Creating a Contact”-
Quickly via the header
Click + Create in the top right → New Contact. Perfect when you’re on the phone or processing an inquiry.
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Via the menu
Go to Contacts → + New Contact and enter all available data.
What Data Is Stored?
Section titled “What Data Is Stored?”| Field | Description |
|---|---|
| Name | First and last name |
| Company | Optional, e.g., for riding stables or breeders |
| Address | Street, postal code, city, country — with a direct link to Google Maps |
| Phone & Mobile | For callbacks and SMS reminders |
| For reports, reminders, and invoices | |
| Website | Optional |
| Profile Photo | For quick visual identification |
| Notes | Internal remarks, visible only to you and your team |
What You Can Do with Contacts
Section titled “What You Can Do with Contacts”- Search & filter — Search contacts by name, email, phone, address, or city. Filter by “assigned to me” for your personal overview.
- Sort — By name, email, city, creation date, or number of animals.
- Consent form — Have it filled out and signed digitally on the spot. More on this below.
- Send anamnesis form — Send pet owners a link in advance so they can fill out their animal’s medical history.
- Write emails — Directly from TheraTap via the integrated mail composer.
- Handwritten notes — Draw or write directly on the tablet.
- Import & export — Import contacts via CSV or export as CSV or DATEV.
Tabs in the Contact View
Section titled “Tabs in the Contact View”When you open a contact, everything is organized clearly in tabs:
| Tab | Content |
|---|---|
| Overview | Contact details and quick access |
| Animals | All animals belonging to this pet owner |
| Appointments | Past and upcoming appointments |
| Comments | Internal team notes on the contact |
| Tasks | Open to-dos related to this contact |
| Invoices | Associated invoices |
| Images / Videos / Documents | Uploaded media and files |
Managing Animals
Section titled “Managing Animals”An animal is your patient. TheraTap supports various animal species with appropriate options for each.
Creating an Animal
Section titled “Creating an Animal”-
Quickly via the header
Click + Create in the top right → New Animal.
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Via the menu or directly from a contact
Go to Animals → + New Animal or create a new animal directly in the contact view — the pet owner is then automatically assigned.
What Data Is Stored?
Section titled “What Data Is Stored?”| Field | Description |
|---|---|
| Name | Name of the animal |
| Species | Horse, Dog, Cat, or Other |
| Breed | e.g., Hanoverian, Labrador, Maine Coon |
| Sex | Depending on species: Mare/Stallion/Gelding, Male/Female, Tomcat/Cat |
| Age / Birthday | Automatically converted to years and months |
| Weight | In kilograms |
| Height | In centimeters |
| Chip Number | For unique identification |
| Neutered on | Date of neutering/spaying |
| Address | Own address or copied from the owner — for horses, e.g., the stable name |
| Pet Owner | Link to the primary contact |
| Veterinarian | Optional reference to the treating veterinarian |
| Additional Contacts | Additional caregivers such as rider, caretaker, or breeder |
| Profile Photo | For quick visual identification |
| Notes | Special characteristics, allergies, behavioral notes |
The Patient Record — Everything in One Place
Section titled “The Patient Record — Everything in One Place”The patient record is the heart of TheraTap. When you open a patient, you immediately see the most important key metrics at a glance:
- Overdue preventive care measures
- Upcoming appointments
- Open tasks
- Number of treatments
- Last therapy plan (how many days ago)
- Last contact (how many days ago)
Below that, everything is organized in clear tabs:
Treatments
Section titled “Treatments”All completed treatments are listed chronologically. Each treatment shows:
- Date and treating person
- Number of assessments and media
- Whether an email has already been sent
You can:
- View past treatments and reopen them
- Start new treatments via + New Treatment
- Export assessment PDFs and send via email
Anamnesis & Medical History
Section titled “Anamnesis & Medical History”The anamnesis documents your patient’s medical history — structured and chronological.
- Create and edit entries with individually configurable fields
- Automatically import form submissions from pet owners — clients fill out the anamnesis online in advance, and you transfer the data with a single click
- AI-powered summary of the entire medical history (optional)
- PDF export — Chronological overview or AI summary as a printable document
- Timeline view — Everything at a glance, from the first to the last assessment
Therapy Plans
Section titled “Therapy Plans”Create structured therapy plans for your patients:
- Title and content freely definable
- Time period with start and end date
- Frequency setting: daily, weekly, biweekly, or monthly
- PDF export and send via email to the pet owner
- Notes for additional information
Preventive Care
Section titled “Preventive Care”Keep track of regular measures such as vaccinations, deworming, check-ups, or farrier appointments.
- Overdue measures are highlighted in red
- Automatic email reminders to pet owners
- Different measure types depending on the animal species
For more details, see Preventive Care & Reminders.
Documents & Contracts
Section titled “Documents & Contracts”Create contracts, consent forms, and information sheets directly in the patient record:
- With digital signature directly on the screen
- From text block templates or created entirely from scratch
- Exportable as PDF and sendable via email
For more details, see Documents & Contracts.
Media & Files
Section titled “Media & Files”Upload X-rays, lab results, photos, exercise plans, and any files — all clearly organized in three categories:
| Tab | File Types |
|---|---|
| Images | Photos, X-rays, scans |
| Videos | Motion analyses, progress videos |
| Documents | PDFs, lab results, referrals |
Additional Tabs
Section titled “Additional Tabs”| Tab | Content |
|---|---|
| Appointments | All appointments for this patient |
| Comments | Internal team notes on the animal |
| Tasks | Open to-dos for this patient |
| Invoices | Associated invoices |
Consent Form
Section titled “Consent Form”The digital consent form ensures you work in compliance with GDPR — without paper chaos.
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Open contact
Open the pet owner’s contact and navigate to the consent form.
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Fill out together
Fill out the form together with the client — e.g., during the first appointment on the tablet.
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Sign digitally
The pet owner signs directly on the screen. The signature is saved immediately.
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Automatically archived
The signed form is available at any time from now on and can be downloaded as a PDF.
Search, Filter & Sort
Section titled “Search, Filter & Sort”Both contacts and animals offer powerful search and filter features:
Search contacts — By first/last name, email, phone, address, postal code, city, or country.
Search animals — By name, breed, age, sex, address, postal code, city, or country.
Filter — Show only the contacts or animals assigned to you.
Sort — Animals e.g., by name, breed, age, pet owner, last treatment, or number of treatments.
Pagination — Choose between 10, 20, 50, or 100 entries per page.
Import & Export
Section titled “Import & Export”| Function | Contacts | Animals |
|---|---|---|
| CSV Import | ✓ | ✓ |
| CSV Export | ✓ | ✓ |
| DATEV Export | ✓ | — |
This way, you can easily import existing client data or export it for accounting.
Update Data at Any Time
Section titled “Update Data at Any Time”Contacts and animals can be edited at any time:
- Correct or add contact details
- Add new animals to a contact
- Update special characteristics, weight, or medical notes
- Upload or change profile photos
- If needed, mark an animal as deceased (with date) — the entry is preserved as an archive
Related Topics
Section titled “Related Topics”- Assessment & Documentation — How to document treatments
- Documents & Contracts — Digital contracts with signature
- Preventive Care & Reminders — Vaccinations, check-ups & automatic reminders
- Media & Files — Upload photos, videos, and documents
- Text Blocks & Templates — Use recurring texts efficiently
- Online Booking Calendar — Let clients book appointments online