Creating and managing forms and certificates within Digitail is a straightforward process that helps streamline your clinic's operations. This guide will walk you through the steps to set up, customize, and manage your forms and certificates effectively.
The Form editor just got a makeover! If you have Forms & Certificates created before October 2024, you'll see a purple banner. You can migrate your existing forms to the new editor so you can start using all the new features, however you might notice some display differences, therefore we ask you to review the Form in details to ensure nothing is broken.
This applies to existing Forms; all new Forms will be using the new Editor directly!
Creating new Form & Certificate Templates
Click on the top right corner, go to Administration - Certificates & Forms and click on the (+) Add new template file.
Document Name and Title
Add the name of the Form - you will be able to search by this name when you want to associate a Form to a patient or client
Type the file name that you want for the downloaded file. This is helpful when you are saving files on your device or sending them later to clients. You can use shortcuts to paste details about the pet or the pet parent.
📌 To use a shortcode, move the cursor where you want to add it and press the shortcut button from the right side.
Document Type
Choose what type of form you are creating. If you are creating a Certificate, choose a Certificate type, otherwise, for a standard form, leave the type as 'General'.
If you choose a Vaccination Certificate, it will be generated automatically in the Health Card once you add a Vaccination Record. The same applies for the Spay/Neuter Certificate types.
Document Content
Use the editor to add fields, text areas, checkboxes, radio buttons and other elements. You can drag and drop these elements to arrange them as needed.
You can find all these options in the toolbar. Hover on any element for more information about it. You can change font styles and sizes, use bold, add colors or align the text in different ways.
Include shortcodes/placeholders for dynamic data, such as client names, pet details, or dates, which will automatically populate when the form or certificate is used.
For certificates, you can also upload your clinic's logo or any other branding elements to ensure the document reflects your practice’s identity.
Once are done working on your template, click the Save button.
Using Forms and Certificates in Daily Operations
There are multiple ways to associate Forms and Certificates to a patient or a visit, depending on the case. Learn more about all of them!
Add Forms to an Appointment
You can now easily attach Documents & Consent Forms when scheduling new appointments. These will be automatically included in the appointment notification email—whether the appointment is still pending or confirmed.
If any forms require signatures or need to be filled out, pet parents can complete them directly from their device, making the process quick and seamless. You'll be able to track the status of the forms and see whether they've been signed or not within the platform.
Once the appointment record is opened, all attached forms will be synced with the patient’s record, giving you quick and easy access from one place.
Add Forms to a Patient (from Documents)
You can associate new Forms to a Patient from their profile by going to the Documents page from their left sidebar. From this page, click on 'Add New' and select the Forms that you wish to add.
We recommend adding new Forms from this page for general Forms, such as Data Privacy Forms or New Client Forms.
Add Forms on the Record/SOAP
Forms can also be added directly on Records, from the Summary section. These Forms are associated to a specific Record.
We recommend adding Forms directly on the Record if they are specific to the visit, such as Consent Forms for various procedures, like surgeries or anaesthesia.
Generate Certificates
After a procedure, vaccination, or any other special service, a certificate will be generated automatically, which you can access directly in the Record.
Learn more about generating and sharing Certificates in this article.
Review Patient's Forms & Certificates
On the Documents page of a patient, you can view all existing Forms associated with this Patient, including information about their status (if they were signed or not), when they were generated and which staff member generated them.
On the Certificates tab, you can check all automatically generated certificates based on the Visit Type or products administered on the Record/SOAP.
