How to enable the New Client Form - Mandatory / Optional

Modified on Mon, 10 Jul, 2023 at 5:35 PM

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'

Clinics using 'New Client Forms' have the option to either make the form mandatory or optional. Follow the instructions below to configure your clinic's preferences accordingly.

Note - The configuration to make the NCF mandatory is available for clients who have enabled the new booking UI only.

Enabling your 'New Client Form' as mandatory.

When the NCF is configured to be mandatory, 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 the 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 pets 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 on the check box that allows your clinic to collect this information.

Pet's Insurance Status

You have the option to configuration 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 using the new UI has 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.

Enabling your 'New Client Form' as optional.

On the configuration screen if you were to toggle 'Make NCF as mandatory' as 'No'. The NCF will be displayed at the final stage of the booking process. Below is an example of how this may look like.

Field Data Capture Format

Field	Format	Options
Address	Free Text Fields	Address Line 1 Address Line 2 City Postcode
Pet Gender	Male or Female Radio Button
Spayed / Neutered	Tick Check Box
Breed	Free Text Field
Colour	Free Text Field
Temperament	Drop Down Selection
Age	Free Text Field
Marketing	Tick Check Box
Wellness Info	Tick Check Box
Pet vaccination status	Tick Check Box
Previous vet details	Free Text Field
Pet insurance status	Tick Check Box

Postcode:

If the postcode is enabled to be captured on the pet owner details section, this will map through and be auto-populated so a pet owner doesn't need to complete this field again.

Temperament Options:

The naming of these was selected in consideration of the Pet Owner to enable a more truthful answer from them, as temperament can often be a fairly emotive choice!

There is no ability to adjust this wording.

How 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 frequency must have 'Immediately' checked for New Client Forms to arrive at the email address for that branch.

Please ensure that this is enabled.

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 as to not confuse your pet owners.

Troubleshooting

If you have enabled the form, but it is not showing, but 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 login to Vetstoria to chat with our team or use the Contact Support form linked at the top of this page.