Skip to content
TheraTapTheraTapTheraTap

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: assessments, anamnesis, therapy plans, preventive care, documents, and media — all in one place.

At a Glance

Section titled “At a Glance”

Contacts

Name, address, phone, email, website, profile photo, notes, and digital consent form — everything about your clients.

Animals

Species, breed, age, sex, weight, height, chip number, and special notes — every patient fully recorded.

Patient Record

Assessment sheets, 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”

  1. Quickly via the header

    Click + Create in the top right → New Contact. Perfect when you’re on the phone or processing an inquiry.

  2. 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
Email 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
Emails Log of all sent and received emails – with status and detail view (learn more)
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”

  1. Quickly via the header

    Click + Create in the top right → New Animal.

  2. 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 / spayed Optionally as a flag without a date, or with a neutering date if known
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 at a Glance

Section titled “The Patient Record — Everything at a Glance”

The patient record is the heart of TheraTap. When you open a patient, you land on the Overview — a cockpit that shows the essentials right away, without having to switch between tabs:

  • Warnings at the very top — e.g. allergies or other critical notes. They come from your info cards flagged as “Warning” and are highlighted in red so nothing gets missed.
  • Quick-info tiles — weight (including the trend versus the last measurement), number of treatments, last visit, and outstanding invoice amount. One click takes you straight to the relevant tab.
  • Next appointment — with date, time, appointment-type color, room or therapist, and the following follow-up appointment as an outlook.
  • Last treatment — the most recent assessment sheet with status, date, author, and the number of findings and media; the previous assessment below it.
  • Open tasks and due preventive care as compact lists.
  • Health trends — pain, lameness, and well-being as trend curves, provided the pet owner shares values via the Mein-Tier app.
  • Activity timeline — a timeline of recent events: assessments, appointments, invoices, emails, notes, weight entries, and more.

Weight history

Section titled “Weight history”

TheraTap stores a patient’s weight as a history: every change is recorded with a date so you can track how it develops over time. The weight tile in the overview shows the current value and the trend versus the last measurement — click it to open the full history and add new values.

Below that, everything else is organized in clear tabs:

Assessment Sheets

Section titled “Assessment Sheets”

All completed assessments are listed chronologically. Each assessment shows:

  • Date and treating person
  • Number of assessments and media
  • Whether an email has already been sent – checkmark icon and Sent on … with a link to the original email (email log)

You can:

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”

The patient record offers two paths for digital documents:

Both can be exported as PDF and sent by email.

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

Notes with their own date

Section titled “Notes with their own date”

Every note (comment) has its own date that you can choose freely – regardless of when you enter it. This lets you record something that happened on a different day, for example a phone call from yesterday.

  • When creating a note, the date is prefilled with today – you can change it at any time.
  • You can also adjust the date of existing notes afterwards.
  • In the timeline, the note is shown according to this date.
Section titled “Consent Form”

The digital consent form ensures you work in compliance with GDPR — without paper chaos.

  1. Open contact

    Open the pet owner’s contact and navigate to the consent form.

  2. Fill out together

    Fill out the form together with the client — e.g., during the first appointment on the tablet.

  3. Sign digitally

    The pet owner signs directly on the screen. The signature is saved immediately.

  4. 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 assessment, or number of assessments.

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
Section titled “Related Topics”