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Best practice guides and templates for Vello

Best practices: Digital Forms

How to design forms that clients can seamlessly complete, and what to include on each one.

Tip: You can download the best practices for digital forms as PDF: Download link.

Why Digital Forms Matter

Paper clipboards at the front desk are one of the most common points of frustration and delay in a veterinary visit. Clients feel rushed, staff scrambles to enter data, and if the form is missing key details, further delays can happen in the exam room.

Digital forms, sent in advance through Vello, solve this in three ways: they give clients time to fill out forms thoughtfully in their own environment, put complete information in front of your team before the pet walks through the door, and eliminate a category of check-in stress entirely.

The best practices in this guide will help you design forms your clients can easily complete, and the field guide covers what to include on each form type so nothing critical gets missed.

When to Send Digital Forms

Timing matters. Sending a form too early means clients forget. Sending it too late means they don't have time to complete it. Here are general guidelines by form type:
Form TypeSend WindowNotes
New Client RegistrationAt booking or 48–72 hours before Gives time to gather records and vaccine history
Patient Health History 24–48 hours before visit Symptoms may evolve, too early gives stale info
Fear Free Questionnaire 24–72 hours before visit Allows staff to review and prepare in advance
Surgical / Dental Consent 24–48 hours before procedure Reduces morning-of check-in time significantly
Boarding / Daycare Intake At booking or 48 hours before Allows time to flag dietary or behavioral needs
Post-Visit Feedback 1–2 hours after discharge Strike while experience is fresh

Best Practices for Designing Digital Forms

  1. Only ask for what you'll actually use.

    • Every extra field reduces completion rates. Before adding a question, ask: "Is this information essential to care for this patient?" If the answer is no, cut it. Shorter forms get filled out. Long forms get abandoned.

  2. Design for mobile first.

    • The majority of clients complete forms on their phones, often immediately after receiving a text link. Minimal typing requirements and a logical field order make a significant difference.

  3. Use plain language, not clinical language.

    • "Is your pet currently taking any prescription medications or supplements?" outperforms "Current pharmacological therapy." Clients who have to re-read a question often give incomplete answers or skip it entirely.

  4. Mark required fields clearly and sparingly.

    • Require only what is genuinely needed before the appointment. If too many fields are required, clients feel trapped and may abandon the form. Everything else should be optional. You can always collect it at check-in.

  5. Include a form link in your pre-visit instructions.

    • The highest-converting moment to send a form is alongside the appointment reminder. Clients are already engaged and thinking about the visit. Include the link with a brief explanation: "To save time at check-in, please fill out your new patient form at [link]."

  6. Review forms annually.

    • Consent language, practice policies, and required fields change. Set an annual reminder to review each form for accuracy, readability, and alignment with current AVMA or state guidelines.

Form Field Guide

Below is a recommended field list for each common form type. Use these as starting points and customize based on your practice's workflow and specialty:

New Client / New Patient Registration

The most important form in your practice. This is also the client's first impression of your digital experience, make it welcoming, logical, and fast.

Client InformationPet Information
  • Full name
  • Mailing address
  • Primary phone number
  • Email address
  • Preferred contact method (call, text, email)
  • Emergency contact name and phone
  • How did you hear about us?
  • Pet insurance provider (if applicable)
  • Pet's name
  • Species and breed
  • Date of birth or approximate age
  • Sex and spayed/neutered status
  • Color / distinguishing markings
  • Microchip number (if applicable)
  • Previous veterinarian name and clinic
  • Permission to request prior records
Health & MedicationsPreferences & Agreements
  • Current medications and supplements
  • Known allergies or adverse drug reactions
  • Known medical conditions or diagnoses
  • Vaccination history or upload option
  • Date of last fecal / heartworm test
  • Communication preferences (SMS opt-in)
  • Reminder preferences (email, text, mail)
  • Payment agreement acknowledgment
  • Authorization for treatment
  • Signature and date

Patient Health History (Pre-Visit)

Sent 24–48 hours before a visit to capture the client's current observations (especially pertinent for sick visits). This form should focus on the reason for the visit and recent changes, not repeat information already in the record.
Reason for Visit & Symptoms
  • Primary reason for today's visit
  • How long have you noticed this issue?
  • Has this happened before? If so, when?
  • Is it getting better, worse, or staying the same?
  • Any treatments tried at home?
Recent Changes Lifestyle & History
  • Changes in appetite (eating more / less / not at all)
  • Changes in water intake
  • Changes in urination or bowel habits
  • Vomiting or diarrhea, frequency and description
  • Coughing, sneezing, or nasal discharge
  • Limping or difficulty moving
  • Current diet (brand, type, frequency)
  • Any recent travel or boarding
  • Exposure to other animals
  • Current medications and supplements
  • Any new items in the environment (food, plants, chemicals)
  • Anything else you'd like the doctor to know

Fear Free Pre-Visit Questionnaire

Designed for Fear Free® certified practices to personalize the visit experience. This form helps staff prepare appropriate handling techniques, high-value treats, and appointment pacing before the pet arrives.

Anxiety & Stress
  • On a scale of 1–5, how anxious is your pet during vet visits?
  • What aspects of a vet visit cause the most stress? (car ride, strangers, other animals, handling, smells, sounds)
  • Has your pet had a difficult experience at a veterinary clinic before? Please describe.
  • Does your pet take any anti-anxiety medications or supplements before visits?
Handling Preferences
  • How does your pet prefer to be approached? (slowly, from the side, allow them to sniff first)
  • Are there any areas of the body that should be approached carefully? (ears, paws, tail, abdomen)
  • Does your pet prefer to stay in their carrier / on your lap during exams?
  • How do they do with other pets in the waiting room?
  • Any known bite or scratch history? (This helps us ensure everyone's safety, no judgment!)
Rewards & Comfort
  • What treats does your pet go crazy for? (chicken, cheese, peanut butter, freeze-dried liver, etc.)
  • Any food allergies or dietary restrictions?
  • Does your pet have a comfort item from home we can have nearby? (blanket, toy)
  • Is there anything we can do to make this visit as positive as possible?

Surgical / Anesthesia Consent Form

This form should be reviewed with the client, ideally at a pre-surgical consultation or by phone, and completed prior to the procedure day to reduce morning-of check-in time and ensure informed consent.
Procedure & Pre-Op Consent & Authorization
  • Procedure name and description
  • Confirmation of NPO instructions followed
  • Emergency contact for day of procedure
  • Authorization for pre-anesthetic bloodwork
  • Current medications (hold or continue)
  • Known allergies or previous anesthesia reactions
  • Authorization for the scheduled procedure
  • Authorization for additional treatments if medically necessary
  • Acknowledgment of anesthesia risks
  • Estimate reviewed and acknowledged
  • Payment authorization
  • Resuscitation preference (optional)
  • Estimated discharge time preference
  • Signature and date

Similar to surgical consent, but tailored to dental-specific considerations including tooth extraction authorization and oral grade assessment.

Dental Pre-Op Consent & Payment
  • Confirmation of NPO instructions followed
  • Pre-anesthetic bloodwork results reviewed
  • Authorization for dental cleaning and exam
  • Authorization for tooth extractions if required
  • Acknowledgment that extent of dental disease may not be known until under anesthesia
  • Estimate reviewed and acknowledged
  • Authorization to proceed up to [$X] without calling for approval
  • Payment authorization
  • Drop-off and pickup time confirmation
  • Emergency contact for day of procedure
  • Signature and date

Boarding / Daycare Intake Form

This form ensures your team has everything they need to care for the pet in the owner's absence. It should cover emergency contacts, feeding, medications, behavior, and veterinary authorization.

Emergency & Contacts Feeding & Medications
  • Emergency contact name and phone
  • Secondary emergency contact
  • Authorized pickup persons
  • Authorization for emergency veterinary care
  • Maximum emergency treatment authorization ($)
  • Food brand, type, and daily portion
  • Feeding schedule (times and amounts)
  • Treats allowed? (type and frequency)
  • Current medications (name, dose, frequency, how to administer)
  • Special dietary restrictions or allergies
Behavior & Preferences Health & Vaccination
  • Dog or cat friendly?
  • History of aggression or fear-based behavior
  • Any triggers to be aware of (sounds, strangers, other animals)
  • Leash or harness type
  • Exercise preferences or restrictions
  • Comfort items from home (toy, blanket, bed)
  • Current vaccinations confirmed on file
  • Any active health conditions or recent illness
  • Current medications beyond boarding period
  • Veterinarian name and phone (in case of emergency)
  • Pet insurance information (if applicable)

Questions about setting up digital forms in Vello? Reach out to Customer Success at softwaresuccess@idexx.com or visit the Vello Knowledge Center for support.

Vello

Last updated: July 27, 2026

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