Clients who are new to your practice will often need a little extra information to allow registration on your systems. The 'New Client Form' captures additional data from pet owners who indicate they are new, and this is sent to you via email.
How it works
When a pet owner indicates that they are a new client, by using the 'Client Status'
Follow the instructions below to configure your clinic's preferences accordingly.
Enabling your 'New Client Form'.
When the NCF is enabled, it is displayed as a separate new step after the ‘Personal Details’ screen and before the appointment confirmation page.
- Open Settings
- Click Advanced Settings
- Go to the 'Details' Tab
- Click the toggle to 'Yes' to enable the form
- From the list of fields available, select whether you want the fields to be Mandatory or Optional.
- Click Save
How it will look on the booking flow once enabled.
NCF pet information questions are asked on a separate new step, which will be displayed after the personal details page. Below is how the pet details page will look like.
Additional Fields
Pet’s vaccination status
A pet owner can use this checkbox to indicate their pet(s) current vaccination status. The new client form email will include a row indicating whether the vaccination checkbox was checked.
Vaccination Status - Vetstoria configuration
How it will appear to the Pet Owner
Pet’s date of birth
Pet Owners can now select the age of the pet using a date picker, as well as being able to input the pet’s age using the free text field. This allows you to collect more specific information on the pet’s age.
Pet's date of birth- Vetstoria configuration
How it will appear to the Pet Owner
Previous vet details and consent
You can now enable a consent checkbox, as shown below with the ‘previous vet details’ input field. Pet owners can consent to providing their previous vet details to obtain past patient details.
Previous vet details - Vetstoria configuration
How it appears to Pet Owners
Pet owners will also need to tick the check box that allows your clinic to collect this information.
Pet's Insurance Status
You have the option to configure the pet insurance status to either 'Optional' or 'Disabled'. When enabled, a checkbox is displayed on the New client form, which a pet owner can select if the pet is insured.
When enabled, the New client form email will include the pet insurance status.
Pet's Insurance Status - Vetstoria configuration
How it appears to Pet Owners
Clinics have the option to enable ‘Consent to send Marketing’ and ‘Interest in Wellness Plan’ checkboxes.
Clinics can now enable additional settings within their Vetstoria New Client Form to present ‘opt-in’ checkboxes to obtain the pet owner’s consent to send additional information on Wellness plans or marketing material.
Marketing consent option - Vetstoria configuration
How it appears to the Pet Owner
Wellness plan consent option - Vetstoria configuration
How it appears to the Pet Owner
To Enable:
Navigate to Settings > Details
Enable the ‘New Client Form’ if it is not already on.
Set the on the toggle on the additional field names you wish to enable to ‘Optional’
Click Save Changes
These questions will now be displayed in your New Client form for when New Clients process a booking.
How do you get the information?
Once the pet owner clicks 'Complete registration', these details will be emailed to you at the 'Notification Email' configured in 'Branches / Sites' as shown below.
The 'Immediately' frequency must be checked for New Client Forms to arrive at the email address for that branch.
Please ensure that this is enabled.
To access this, you will need to go to Settings> Branches / Sites and toggle the Notification Email &
Frequency options to 'Immediately'.
The form will arrive in your mailbox with the information displayed as shown.
This will also reference their booking and primary details they provided in the early stages of the booking to help associate it with the booking in your Practice Management System Diary.
Note: If you have any previous customization to your email templates to point a pet owner to a new client form on your website, we suggest removing this so as to not to confuse your pet owners.
Troubleshooting
If you have enabled the form, but it is not showing, and your pet owners are being redirected to a different form, you may have a 'Post Booking Redirection' enabled on your platform. Please contact support for this to be removed.
If you have any questions or if you need further help, please use the 'submit a request' form linked at the top of this page to reach out to our support team.
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