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Non-Anesthetic (Wellness) Flow
What To Do During Your Day » Step 4B: Wellness Flow (Daily Task) » Non-Anesthetic (Wellness) Flow
The main difference here will be differentiating between anesthetic and non-anesthetic appointments. To set up Patient Flow with wellness, go to Settings > Wellness Settings. You will see a list of types of wellness appointments, and you can tag them as anesthetic,…
Anesthetic vs. Non-Anesthetic
Scheduling Concepts » Anesthetic vs. Non-Anesthetic
There are many types of appointments in HQ, including Anesthetic and Non-Anesthetic. Differentiating between these will make sure you have an easier time navigating in Patient Flow. Anesthetic appointments are any appointments where the animal is receiving a medical…
Understanding Anesthetic vs. Non Anesthetic
What To Do During Your Day » Step 5: Check Out (Daily Task) » Understanding Anesthetic vs. Non Anesthetic
Key Aspects of Anesthetic Patient Flow The Exam and Pre-Med tab is where you do exam and pre-med. The Drug Draw tab will be where you do the anesthetic and induction drugs. The Surgical tab will be where you input any details about the surgery. The RX tab will be…
Changing from Non-Anesthetic to Anesthetic
What To Do During Your Day » Step 4B: Wellness Flow (Daily Task) » Non-Anesthetic (Wellness) Flow » Changing from Non-Anesthetic to Anesthetic
Did you know you can change either a wellness appointment or a recheck appointment from non-anesthetic to anesthetic? By changing an appointment to anesthetic, you will have access to the controlled drug log and surgical information. Take a look below to see…
Declining Surgery
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » Declining Surgery
Declining Spay/Neuter or Other Procedures How to decline treatment/surgery from Patient Flow If an animal showed for their appointment but it was is declined to be treated or receive surgery because of health, aggression, already sterilized – you should…
ASNA Anesthetic Protocols
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Drawing Induction Drugs (Drug Draw Screen) » ASNA Anesthetic Protocols
We seek to maximize safety, speed, and stress reduction at clinics. We endorse, support, and promote the ASPCA Spay/Neuter Alliance (ASNA) exam, anesthetic, and pain management protocols. These are outlined below. Dog Drug Charts The following formulas can be…
Surgery (Surgical Screen)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Surgery (Surgical Screen)
The Surgery tab is where you document all things that happen in surgery. Here is what the screen looks like and here are the general steps to complete the surgery screen. Steps to complete: When you give the induction drugs, click Action > Given > Yes,…
Selecting Patients for Surgery
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Selecting Patients for Surgery
What’s the best approach to selecting patients for surgery? There are many ways to select which patient is next for surgery. Instead of randomly selecting patients, we recommend an approach that select siblings be done sequentially so the whole family…
Surgery Performed, Holding Overnight
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Holding Overnight » Surgery Performed, Holding Overnight
How to use the Hold Overnight tool. Surgery was DONE TODAY but because of complications, the animal may remain in the clinic care overnight. If you are holding the animal overnight and the surgery was done, then you should be looking at the animal from the Surgery…
Anesthetic or Mixed Service Wellness Considerations
HQ Settings » Wellness Settings » Anesthetic or Mixed Service Wellness Considerations
*THE BIG WHAT Clinics offering comprehensive or mixed service wellness including sedated procedures should configure settings to encompass all wellness appointment types in one setup. Confirmations & Reminders, Consent Form, and Take-Home templates must not be…
Suggested Flow
What To Do During Your Day » Step 2: Check In (Daily Task) » Suggested Flow
Unlocking Efficiency: HQ’s Proven Method for Safer, Faster, and Less Stressful Clinics with Recommended HQ Flow Pre-everything – But Why? Check-in is often the most stressful part of your day, yet it’s also the moment when patients, staff, and owners are…
Surgery not performed, drugs drawn, holding overnight
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Holding Overnight » Surgery not performed, drugs drawn, holding overnight
How to use Holding Overnight If the surgery was NOT done, do NOT click the “Surgery Done” button. Using the hold overnight tool – selecting this option will decline this patient for surgery today, and create a new spay/neuter appointment for…
Enabling Patient Flow
HQ Settings » Patient Flow Setup » Enabling Patient Flow
If you have the following page labeled “Drug Protocols” in Settings, your clinic does not have access to Patient Flow. BUT! It can be enabled. Submit a Request to Enable Patient Flow If your clinic does not have access to Patient Flow in Settings, please…
Patient Flow Setup
HQ Settings » Patient Flow Setup
HQ’s Patient Flow Drug Log combines and expedites the process of moving your animals through the system, keeping everything in one spot. With this, the HQ Drug Log automatically calculates the necessary amount of a drug for each animal depending on the animal…
The HQ Flow
The HQ Flow
Here is a video that goes over these concepts. What is the HQ Flow? The HQ flow is a series of processes that have been optimized for high volume spay/neuter and wellness. If you follow this flow, you are guaranteed to have a safer and faster day. These…
Surgery not performed, drugs not drawn, holding overnight
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Holding Overnight » Surgery not performed, drugs not drawn, holding overnight
How to use Holding Overnight This tool should only be used in the event that the animal’s appointment was checked in but the surgical team did not have time to get to the animal or it was not fasted properly and the team chose to hold it for tomorrow. The animal…
Rechecks in Patient Flow
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Rechecks in Patient Flow
All appointments can be processed in Patient Flow with a treatment sheet that includes notes and drugs used. In Clinic HQ, a “Recheck” appointment is for post-spay/neuter concerns and can only be scheduled for animals that had a spay/neuter procedure.…
Automation Setup for Patient Flow
HQ Settings » Patient Flow Setup » Automation Setup for Patient Flow
Automations In Patient Flow, when an animal’s services are completed, staff click the “Done” button. Here, you can enable automatic actions to occur when the animal is marked as done. An automation can be set up for just public clients, all clients,…
Patient Flow How-To’s
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s
Patient Flow is a standardized flow tool where you do the same things over and over for each patient. But, sometimes, there are one offs, or edge case scenarios where you have to do something different. This section will cover those topics: Correcting…
Step 4B: Wellness Flow (Daily Task)
What To Do During Your Day » Step 4B: Wellness Flow (Daily Task)
Patient Flow isn’t just for spay/neuter appointments – it’s a powerful tool for streamlining wellness visits too! By easily differentiating between anesthetic and non-anesthetic appointments, you can simplify the check-in and check-out process for either.…
Step 4A: Surgical Flow (Daily Task)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task)
Intra-surgical flow includes drawing induction drugs, indicating suture type, indicating any surgical findings, writing more complex medical notes, prepping client correspondence including aftercare documents. In short, it’s means using the Drug Draw tab…
Adding Other Controlled Substances to Patient Flow
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Adding Other Controlled Substances to Patient Flow
Logging the Drug in Patient Flow 1. Using the Drug Action menu, choose Other Drug. Use the Drug Action menu to select the "Other Drug" option 2. From the pop-up window, select the drug from the dropdown menu. If it is controlled, you will be required to choose the…
Curbside is Best
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Curbside is Best
Curbside is the Absolute Best Flow for a One Team Vaccine Clinic! The best flow is one where clients stay in their vehicles and can proceed through the parking lot in a circular shape. Here’s an example. The road your check-in person is standing on is shaped…
SN, Wellness, Rechecks
Scheduling Concepts » SN, Wellness, Rechecks
Efficient Scheduling for Spay/Neuter Clinics Based on Animal Parameters Our unique scheduling system lets spay/neuter clinics make appointments based on the animals’ sex, species, and weight. The system will look at these parameters and let you know how many…
HQ’s Surgical Consent Form Template
Templates » HQ’s Surgical Consent Form Template
The legal language in the HQ Spay/Neuter Consent Form is the language the ASPCA Spay/Neuter Alliance uses. How great is that? The ASPCA’s stellar legal team has given it a thumbs up, but for good measure, your lawyer should review it also. Download HQ…
Services & Products
HQ Settings » Services & Products
Services and products constitute key elements of a patient’s medical record. This section will guide you on how to add items to your clinic and answer some common asked questions. Services & Products VIDEO ON THIS HERE How to Find Services & Products To…
Appointment Types
HQ Settings » Wellness Settings » Appointment Types
Wellness Appointment Types If your clinic provides any services to animals that do not involve spay/neuter surgery, those services would be scheduled as a Wellness appointment. The Wellness appointment is a broad category that includes sub-appointment types. Examples…
Automations, What Are They?
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Automations, What Are They?
“Automations” are time-saving actions that can be created and customized for completing a record in Patient Flow. When an animal’s services are completed, the team will mark “Done” for non-anesthetic appointments or “Surgery…
Staggard Pickups With AutoTexting
What To Do During Your Day » Step 5: Check Out (Daily Task) » Staggard Pickups With AutoTexting
The most efficient way to check patients out is to have HQ auto-text owners when staff mark “Surgery Done” in Patient Flow. What is a “staggard checkout?” A staggard checkout means HQ will auto-text owners a message that says something like…
The Calendars
The Calendars
In this section, you will learn how to navigate through HQ’s scheduling calendar. HQ features two calendars: Spay/Neuter and Wellness. These calendars are usually the first thing you’ll see when logging in, offering a dashboard and visual display of…
Printing
What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork) » Printing
Take home paperwork can be printed individually from Checkout or in bulk from Print/Email Paperwork. This page will cover how to print these documents. To print via Checkout, follow these steps: Navigate to Clients > Check In/Checkout > Check In/Checkout. Click…
HQ’s Wellness & Vaccine Consent Template
Templates » HQ’s Wellness & Vaccine Consent Template
The Wellness Consent form should reflect the services offered through your Wellness Calendar. Most clinics will simply offer vaccine clinics while others will offer a range of wellness care and miscellaneous anesthetic procedures outside of a spay/neuter. The consent…
Missing Animal(s) in PF
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Missing Animal(s) in PF
Cannot Locate Animal in Patient Flow The animal was checked in but is not found in Patient Flow. Check the Flow filters Are you under Dogs or Cats? Is it set to show All Teams? Is the status set to show All? (Here you can filter the page to show you all…
Exam Vet
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » Exam Vet
Pre-Surgical Exam: Ensuring Patient Readiness and Safety Before Surgery The exam veterinarian can be entered from the Exam & Premed tab in Patient Flow. Purpose of the Pre-Surgical Exam The purpose of the pre surgical exam is to determine if the patient is…
Aftercare Documents (Take Home Paperwork)
What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork)
Aftercare Documents: Ensuring patient safety and best recovery outcomes Getting aftercare instructions in the hands of owners is vital for a successful recovery. This section will walk you through the various ways to access and send this information. Accessing Take…
AM Tasks
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Rare Situations » AM Tasks
AM Tasks are used for clinics that keep all spay/neuter/anesthetic patients overnight. This tasking feature helps staff administer drugs to the patient the morning after their procedure while still in the care of the clinic. In your Patient Flow Setup, there are…
Documenting Deaths
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Documenting Deaths
In veterinary medicine, we experience animals of all shapes, sizes, and health conditions. While the need to document a death is not the most pleasant of topics, it can be a necessity when dealing with live animals who may react to anesthesia and surgical procedures…
Emailing
What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork) » Emailing
Emailing aftercare paperwork can be done manually, or the process can be automated through Patient Flow. This section will go over the various ways to email these documents. From Checkout Navigate to Clients > Check In/Checkout > Check In/Checkout. Click the…
Take Home Paperwork
Communications » Aftercare » Take Home Paperwork
The take-home paperwork is a great way to communicate details and instructions, as well as important certificates, with your clients. All of the details will be auto-generated and will show up in the paperwork for you to print. Clinic HQ has a recommended take home…
Auto-Triggered Medical Tags With Notes
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » SOAP » Auto-Triggered Medical Tags With Notes
Medical Notes (Short Tags) are helpful tags that help you quickly note observations. They are a huge time saver! Where to Access Medical Tags This field can be accessed in three main areas: Exam popup via Patient Flow Surgery tab via Patient Flow Treatment…
Phased Out Tools
What To Do During Your Day » Step 5: Check Out (Daily Task) » Phased Out Tools
About four years ago we built Patient Flow. Patient Flow is the recommended tool to process patients through your clinic. Clicking “Surgery Done” has many automations built in that facilitate the checkout.
Ensuring the Foster Gets the Paperwork
What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork) » Ensuring the Foster Gets the Paperwork
It is crucial that aftercare paperwork lands in the right hands for best recovery outcomes. This section will guide you through how to send the foster aftercare documents. Set the owner Typically, fostered animals are scheduled as volume client appointments. In…
Patient Metrics-Summary
Reports » Patient Metrics-Summary
The Summary reports are where you can view details surrounding the number and types of surgeries, animals, and appointments that were scheduled at your clinic. Each is broken down into smaller sections, giving you a general idea of how your clinic is functioning.…
Step 3: Exam & Pre-Med (Daily Task)
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task)
Clinic HQ makes it to easy to enter exam information in real-time in a paperless system. In a high volume spay/neuter clinic, the goal of a presurgical exam is to determine if the patient is healthy enough for anesthesia, detect any causes for increased…
Medical Notes Setup
HQ Settings » Medical Notes Setup
*Only clinics who have enabled Patient Flow will see Medical Notes in Settings. If your clinic does not have access to Patient Flow, please open a help ticket requesting that it be enabled. This is where you can write notes that will show up in the external client…
Internal Medical Notes (Manually Written)
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » SOAP » Internal Medical Notes (Manually Written)
The internal medical notes section is a crucial part of the medical record. All long or written medical notes go here for S/N, Recheck, or Wellness appointments. This section should be used in conjunction with Medical Notes (Short Tags), which are used for quick…
Death
Reports » Death
*THE BIG WHAT Is important for your clinic to have data on animal deaths at your clinic. This report tool provides a simple way to access an report on animal death at your clinic. Finding patterns to deaths by using standard reasons why will help clinics find route…
Drawing Induction Drugs (Drug Draw Screen)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Drawing Induction Drugs (Drug Draw Screen)
Drawing and logging drugs for induction is a major step in flowing a patient through surgery. In HQ, this step is done in the Drug Draw tab in Patient Flow. Once the patient is marked “Done” from the Exam & Pre-Med screen, they are pushed over to…
Email High-Risk Waivers
Understanding Various Paperwork (Templates) » High Risk Waivers » Email High-Risk Waivers
Email High-Risk Waivers First, it should be noted to use these tools, your clinic must be using Patient Flow. These tools are only available in Patient Flow. In HQ, we have automated the process of collecting high-risk waivers. We offer workflows to offer the…
HQ’s Visit Summary & Post Op Template
Templates » HQ’s Visit Summary & Post Op Template
Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes. HQ recommends a custom template instead of the built-in Spay/Neuter Certificate because the custom template is an all-in-one,…
Texting
What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork) » Texting
Surgery Done Text Automation Aftercare information can be texted to clients if no email is on file. This automation can be set up under Settings > Patient Flow Setup > Automation Setup. Check the box next to “Send Take Home Paperwork. Public Clients: Take home…
Drug Logging Issues
What To Do During Your Day » Step 6: Closing the Drug Log (Daily Task) » Uncommon Issues » Drug Logging Issues
REOPEN DONE BOTTLES How to reopen CS bottle that was marked as “done” too soon. Click the Drugs button and choose to mark as Given (if on Exam) or mark as Drawn (if on Drug Draw). From the pop up where you would record the drug amount, locate in the…
Vets
HQ Settings » Vets
This section will guide you through setting up vets and surgical profiles for your clinic. Vet Info Setup Click Go to Settings > Vets Click “+Create Vet” link in the upper right hand corner. Select the Vet Type and enter in the Vet Info. Note:…
Auto Included in Setup
HQ Settings » Medical Notes Setup » Auto Included in Setup
There are numerous common medical note items that come setup “out of the box” with HQ. You can delete or edit these as you like in Settings > Medical Notes. For your reference, they are included here. You can of course create your own also. Here is a Word…
Recording Medical Notes (Short Tags)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Recording Medical Notes (Short Tags)
Medical Notes (Short Tags) are quick tags that can be applied to an appointment in Patient Flow. They allow you to trigger a series of useful actions and are most often issues or observations about the animal, such as “Fleas/Ticks” or “In-Heat.”…
Short Exam
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » SOAP » Short Exam
The standard exam includes the basics when assessing if a patient is a surgical candidate. It includes the exam vet, TPR, and general SOAP notes. Short Exam Sections TPR: Notate whether the TPR is not within normal limits. HQ automatically has these sections…
High Risk Waiver Bulk Processing
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » High Risk Waiver Bulk Processing
High-Risk Waivers are a common part of the natural flow of an HVSN clinic. With hundreds of surgeries happening a week, you will inevitably receive a patient with an increased anesthetic and surgical risk. A high-risk waiver is a way to provide the owner with informed…
Open a Closed Bottle
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Open a Closed Bottle
Open a Closed Bottle There are two places you can open a closed bottle from, depending on the drug you are using. Patient Flow: This is where you will open and log bottles that are used on patients. It includes drugs you have setup protocols for, your available…
Items We Cannot Add
HQ Settings » Services & Products » Items We Cannot Add
Services and products constitute key elements of a patient’s medical record. They can only be medical items that accurately reflect what a patient received. Sometimes, clinics will request items that we cannot add. Typically it is to serve as a workaround to the…
The Divvy
What To Do During Your Day » Step 2: Check In (Daily Task) » The Divvy
Divvy Tool: Streamlining Animal Distribution Across Teams for Efficient Clinic Management The Divvy tool helps clinics assign animals to different teams or doctors, ensuring an even distribution. It’s especially useful for clinics with multiple doctors,…
HQ’s Surgical High Risk Waiver Template
Templates » HQ’s Surgical High Risk Waiver Template
The Surgical High-Risk Waiver template is generated from concerns found during a physical exam. The e-mailed template allows the client to read about the concern and choose to accept or decline the surgery. This HRW is not available for sending before an appointment…
Verbal High-Risk Waivers
Understanding Various Paperwork (Templates) » High Risk Waivers » Verbal High-Risk Waivers
Verbal High-Risk Waiver First, it should be noted to use these tools, your clinic must be using Patient Flow. These tools are only available in Patient Flow. HQ automates collecting high-risk waivers through workflows for verbal or email consent (see next section).…
Checkout Quick Entry
What To Do During Your Day » Step 5: Check Out (Daily Task) » Phased Out Tools » Checkout Quick Entry
PLEASE NOTE: Checkout Quick Entry is an older and less efficient way to check animals in and out. We have left it as a feature in HQ since some clinics still utilize this method of checkout. We highly recommend switching to Patient Flow and E-Lobby which are much…
The Library
HQ Related » All About HQ » The Library
General Protocols: High-Quality, High-Volume Spay and Neuter and Other Shelter Surgeries by Sara White High-Quality, High-Volume Spay-Neuter: Access to care and the challenge to private practitioners by Phillip A Bushby Histologic evaluation of parovarian nodules in…
HQ’s Vaccine Clinic Visit Summary Template
Templates » HQ’s Vaccine Clinic Visit Summary Template
Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes. HQ recommends a custom template. Download HQ Recommended Templates (follow link and open HQ Templates.) AVAILABLE IN ENGLISH &…
Wellness Appt Confirmation Example
Communications » Appointment Confirmations » Wellness Appt Confirmation Example
*Wellness Appointment Confirmations You can send appointment confirmations for wellness appointments. You cannot have different confirmations for different appointment types. Therefore you must make one communication that works for all of your appointment types. EMAIL…
Holding Overnight
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Holding Overnight
Clinics hold animals overnight for many reasons. It’s important for us to document on which date the surgery was actually done. A tool exists to help cut down on the work that you would need to do and to help properly document what occurred with the…
Close an Open Bottle
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Close an Open Bottle
Closing a bottle is a rare action. It is typically only used if you’ve opened a bottle by mistake. This section will show you how to mark a bottle closed. How to Close a Bottle Closing a bottle is different from marking the bottle as Done. If a bottle is…
Making Recheck Appointments
Making Recheck Appointments
Recheck Appointments to the Rescue—No, They’re Not for Regular Checkups When an animal experiences any complications or problems related to their spay or neuter surgery, a recheck appointment will be scheduled. This could include an infected incision,…
Confirmations and Reminders
HQ Settings » Confirmations and Reminders
Clinic HQ has a confirmations and reminders section located under settings. Communications has three subsections: confirmations and reminders, email attachments, call and text add-on. See the chapter on communications for detailed instructions on this subsection. On…
Feral Cats – Scheduling & Services
Scheduling Concepts » Feral Cats – Scheduling & Services
Scheduling spay/neuter appointments for feral cats is a critical aspect of managing community cat populations. This section will provide recommendations to the process of scheduling ferals, including how to use the e-apps system effectively. How to Schedule…
Drug Chart / Protocol Setup
HQ Settings » Patient Flow Setup » Drug Chart / Protocol Setup
Drug Chart Setup Your clinician will need to establish the protocols and drug doses used for standard and non-standard anesthetic procedures. To get started, go to Settings > Patient Flow Setup > *Drug Chart/Protocol Setup * You will need: 1. Your clinic’s…
Making Spay/Neuter Appts
Making Spay/Neuter Appts
In this section, you will learn how to schedule Spay/Neuter appointments step-by-step. We will cover how to schedule internal S/N appointments for public and volume clients and how to manage external appointment requests. The Spay/Neuter appointment is a core…
Aftercare
Communications » Aftercare
Providing clear and comprehensive aftercare instructions is crucial for ensuring the well-being of pets following surgery. Effective communication can significantly reduce post-surgery complications, allowing pet owners to better understand what to expect and how…
Being Safe Curbside
What To Do During Your Day » Step 2: Check In (Daily Task) » Curbside Check-in » Being Safe Curbside
Ensuring Safety and Efficiency with Curbside Check In Designate specific staff or volunteers to direct traffic and ensure that clients are properly instructed to keep their pets safely contained in their vehicles at all times. This helps minimize stress for the…
Patient Metrics- Details
Reports » Patient Metrics- Details
*THE BIG WHAT The details reports, unlike the summary report, provide you with specific details about the surgeries your clinic has and the animals your clinic sees. These reports show things like specific appointment dates and details about the animal and the services…
Wellness Appt Reminder Example
Communications » Appointment Reminders » Wellness Appt Reminder Example
Wellness Appointment Reminders You can send reminders for wellness appointments. The communication must encompass all wellness appointment types that you offer. You cannot have different confirmations for different appointment types. Therefore you must make one…
Recheck overview
Making Recheck Appointments » Recheck overview
Why rechecks cannot be wellness appointments Recheck appointments cannot be considered wellness appointments because they are linked to an animal’s spay/neuter surgery. When selecting a recheck appointment, you’ll need to reference the animal and the surgery…
The Healing Email
Communications » Aftercare » The Healing Email
Send clients an email a day or two after spay/neuter surgery to share what the animal’s healing expectations with images and instructions. These aftercare follow-ups are created using Item Reminders. These photos and concept were created by the ASPCA…
Divvy Setup
HQ Settings » Divvy Setup
The divvy setup allows you to divide up roles/groups within your clinic. You can create animal groups here like “male cat” or “puppy”. You can also create teams here, assigning a vet and naming the team. This is useful for larger clinics that…
Computers
Start Here » Technology » Computers
Buying computers for your clinic is like getting a new puppy—exciting at first, but you quickly realize the need for solid budgeting! We’re aware this is a significant expense for clinics, and hope we can guide you with some tried-and-true recommendations that…
Prescriptions (Bulk Printing Labels)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Prescriptions (Bulk Printing Labels)
Prescriptions are a normal part of clinic operations. Some clinics do prescriptions for every patient, some do only a couple per day. Either way, HQ makes it easy to print prescription labels. Prescriptions are tied to items. For example, if you do a…
Scheduling Recheck Appointments
Making Recheck Appointments » Recheck overview » Scheduling Recheck Appointments
Recheck appointments can only be made internally, meaning someone at your clinic creates the appointment in HQ. These are made internally to ensure the right type of appointment is being made for the animal. Rechecks cannot be booked through E-appointments and can…
Inventory
HQ Settings » Inventory
!Please Note: Clinic HQ does not have a separate inventory tracking system built into the software but there are ways to help you track inventory items through our reporting tools. Custom Reports One way to help track inventory in HQ is to run a Custom Report and…
Two Subsidies / One Item
HQ Settings » Subsidy Settings » Two Subsidies / One Item
Scenario: Two subsidies / One Item: In this scenario, one of your partners has agreed to pay part of a surgical fee but it doesn’t cover the whole cost. You then would like for your clinic to cover the remaining amount of the surgical fee. Example: Cat Neuter…
Executive Director Metrics
Reports » Executive Director Metrics
*THE BIG WHAT These are the things that executive directors like to know. This report provides many details and has two tabs: one regarding the clinic and one regarding the vets. The executive director metrics has two tabs: Clinic Breakdown and Vet stats. At the top…
Editing the Drug Log
What To Do During Your Day » Step 6: Closing the Drug Log (Daily Task) » Editing the Drug Log
Occasionally you may need to edit the drug log after it’s been finalized. You will have until midnight on the same day to adjust the drug log, otherwise there is no way to edit the drug log. If a mistake is caught after the drug log is locked, you can only…
Financial Reports
Accounting » Financial Reports
*THE BIG WHAT HQ has many different areas where you are able to see your accounting reports. These are automatically generated and saved for you when you need to view them. The Financial Export The financial export is the largest financial report in HQ. It provides…
Item Reminders
Communications » Item Reminders
Item reminders are used to send an automated communication after an appointment has been checked out. The item reminder communication is triggered to go out based on the line items on an appointment. This means, you can send an item reminder email/text for any…
The HQ Manifesto
HQ Related » All About HQ » The HQ Manifesto
A manifesto is “a public declaration of policy and aims.” I cannot think of a better word to describe what we’re about to get into here. Anything one does in life is guided by a core set of values. Those values create your intentions, your actions,…
Buoy & Lizzie’s Law
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Prescriptions (Bulk Printing Labels) » Buoy & Lizzie’s Law
Buoy’s Law Under Senate Bill S1289B (Buoy’s Law), New York State veterinarians are required to provide pet medication information to owners when prescribing and/or dispensing a drug to a dog, cat, or rabbit for use outside of the veterinary clinic.…
Managing the Wellness Calendar
The Calendars » Wellness Calendar » Managing the Wellness Calendar
Managing the Wellness Schedule The appointment hours for wellness services are controlled by the Wellness Rooms. However, if your clinic’s wellness services are not available on the same days as spay/neuter services or if you want to have different hours on…
Subsidy Settings
HQ Settings » Subsidy Settings
Create A New Subsidy The first step to creating a subsidy for both types (pre-paid and invoiced) is actually setting up a Funding Partnership. If you have not created a Funding Partnership, please do this. Now that you have your Funding Partnership created, click…
Weight-Based Pricing
HQ Settings » Services & Products » Weight-Based Pricing
It is common for clinics to use complex pricing for dog spay/neuter surgeries. This section will show you how to configure your settings to include weight charges. Spay/Neuter prices by weight Dog Spay/Dog Neuter are very unique line items that are automatically…
Microchips
Integrations » Microchips
Clinic HQ has partnered with Petstablished, 24PetWatch, and PetLink to save your clinic time and money! If your clinic utilizes any of these 3 companies for your microchips, you can enroll in automatic registration of microchips directly from HQ. This integration…
Templates
Templates
A template is a Microsoft Word document that has specific merge fields, like species and owner name, that can be populated with information from Clinic HQ. You can easily create consent forms, take home paperwork, travel sheets, cage cards, or any document,…
Tablets
Start Here » Technology » Tablets
Using tablets is a game-changer for high-volume veterinary clinics. This tool helps you save time by going paperless and offers greater flexibility in managing your workflow. Question: What can you use tablets for in HQ? Curbside Check-In: The pandemic pushed…
High Risk Waivers
Understanding Various Paperwork (Templates) » High Risk Waivers
High risk waivers are additional paperwork you have owner’s sign that indicates you’ve shared increased risks with them for their pet. The owner will either accept or decline the risks. These can be verbal high risk waivers or emailed high risk…
Geographic Metrics
Reports » Geographic Metrics
*THE BIG WHAT The geographic metrics page gives a visual representation of clients in a given area. It provides a map that can be saved and printed! The geographic metrics page contains a map with many yellow dots, each one indicating a successful surgery. In the top…
What To Do Before Your Day
What To Do Before Your Day
Our motto at HQ is “pre-everything.” By this we mean that you should pre-do everything that you can possibly do. This will make your day run faster and smoother. Here’s what you can and should do ahead of time. 1. Review consent forms to identify:…
