Settings

Terms and consent

With the Terms and consent feature, you set up consent items that your client can accept during an online intake or an appointment request. Examples include general terms and conditions, privacy terms, informed consent, or consent to receive a newsletter. You decide which items are mandatory and whether they appear in the intake or with appointment requests, and you keep track of which version each client has accepted.

You can find the feature by going to Settings in the menu and opening Terms and consent.

Open Terms and consent in the settings and add a new item. Enter the following details:

  • Title - The name of the consent item, such as "General terms and conditions" or "Informed consent".

  • Content - The text of the terms and conditions. Enter this using a text editor.

  • Attachments - You can add a file from Practice files or upload a file directly, such as a PDF containing the complete terms and conditions.

  • Visible in - Choose whether the item appears in Intake, with Appointment requests, or both.

  • Required - Choose Yes or No. The client must accept a required item before they can continue. The client can also reject an optional item.

  • Version - Enter the version, starting with 1.0. Increase the version whenever the terms and conditions change, for example to 1.1.

  • Start date - The date from which the item is visible on new or edited intakes.

  • Text next to the checkbox - The text displayed next to the checkbox, such as "I agree" or "I give my consent".

You can create each consent item separately, so the client must check each item individually. You can also combine multiple items into a single consent block with one checkbox.

Save and preview

Click Save to save the item, then view the Preview to check what it looks like. When you save an item that has already been accepted without increasing the version, you receive a warning that the version should have been increased because clients have already accepted it. You can still click Save to apply the change.

When a client has an outstanding consent item, you can send them an intake in which they can accept the consent. To do this, select an existing client, adjust the pet details if necessary, save the intake, and share it via the link, email, or WhatsApp. The client opens the link, enters their personal code, completes the intake, and checks the consent box.

In the returned intake, you can see whether the client accepted the consent, which version they accepted, on what date, and that the source was the intake. You can open the returned consent to view the text.

When a client has given consent in person or on paper, you can approve it yourself in the client record. The consent is then registered as manually approved in the history of terms and consent on the client card.

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