Search
Related topics are listed below.
Non-Anesthetic (Wellness) Flow
What To Do During Your Day » Step 4B: Wellness Flow » 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 » 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 » 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 » 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 » 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 » 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 » 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 » 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 » 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…
Surgery not performed, drugs not drawn, holding overnight
What To Do During Your Day » Step 4A: Surgical Flow » 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 » Occasional Situations » Rechecks in Patient Flow
*THE BIG WHAT All appointments can be processed in Patient Flow and have a treatment sheet (notes, and drugs used.) In Clinic HQ, a “Recheck” is an appointment for an animal that has post-spay/neuter concerns. Rechecks can only be scheduled for animals that…
Step 4B: Wellness Flow
What To Do During Your Day » Step 4B: Wellness Flow
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
What To Do During Your Day » Step 4A: Surgical Flow
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…
Patient Flow How Tos
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos
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. These topics…
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,…
Adding Other Controlled Substances to Patient Flow
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos » 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…
HQ’s Surgical Consent Form Template
Templates » HQ’s Surgical Consent Form Template
*THE BIG WHAT The legal language in the HQ Spay/Neuter Consent Form is the language the ASPCA Spay/Neuter Alliance (formerly Humane Alliance) uses. How great is that? The ASPCA’s stellar legal team has given it a thumbs up, but for good measure, your lawyer…
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…
Services & Products
HQ Settings » Services & Products
Services & Products VIDEO ON THIS HERE Line items are categorized into sections The services and products section is the most critical part of your setup. It includes all the services and products your clinic offers. A surgery in Clinic HQ is only for…
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 » Patient Flow How Tos » 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…
HQ’s Wellness & Vaccine Consent Template
Templates » HQ’s Wellness & Vaccine Consent Template
*THE BIG WHAT 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.…
Missing Animal(s) in PF
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos » Missing Animal(s) in PF
Cannot Locate Animal in Patient Flow h3.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…
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…
Exam Vet
What To Do During Your Day » Step 3: Exam & Pre-Med » 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…
AM Tasks
What To Do During Your Day » Step 4A: Surgical Flow » 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 » 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…
Auto-Triggered Medical Tags With Notes
What To Do During Your Day » Step 3: Exam & Pre-Med » 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.
Take Home Paperwork
Communications » Aftercare » Take Home Paperwork
*THE BIG WHAT 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…
Vets
HQ Settings » Vets
Creating the Vet & Surgical Profile Vet Info Setup Click the Settings link Click on “Vets” link from the left hand main menu Click on the blue “+Create Vet” link in the upper right hand corner of the generated grid Choose vet type from the…
Step 3: Exam & Pre-Med
What To Do During Your Day » Step 3: Exam & Pre-Med
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 » 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…
High Risk Waiver Bulk Processing
What To Do During Your Day » Step 4A: Surgical Flow » 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…
Patient Metrics-Summary
Reports » Patient Metrics-Summary
*THE BIG WHAT 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…
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 » 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
*THE BIG WHAT 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…
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…
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…
Short Exam
What To Do During Your Day » Step 3: Exam & Pre-Med » 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…
The Divvy
What To Do During Your Day » Step 2: Check In » 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 BIG WHAT 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…
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).…
Microchips
Integrations » Microchips
There are a few things to know about microchips and HQ. First, your clinic is welcome to use any chip you like with HQ. Second, we have a special partnership with Petstablished and 24PetWatch, which entitles your clinic to two things: discounted chips and…
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…
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 which is much faster and easy…
Creating Medical Notes (Short Tags)
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos » Creating Medical Notes (Short Tags)
*THE BIG WHAT Think of these as issues (or observations) about the animal. You “tag” an animal with this short medical tag, such as “Fleas/Ticks” or “In-Heat,” and a series of helpful things happen. You can do this in Patient Flow…
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 » 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…
HQ’s Vaccine Clinic Visit Summary Template
Templates » HQ’s Vaccine Clinic Visit Summary Template
*THE BIG WHAT 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…
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…
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
*THE BIG WHAT 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…
Being Safe Curbside
What To Do During Your Day » Step 2: Check In » 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…
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…
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 » 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…
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…
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…
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…
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…
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…
Healing Email
What To Do During Your Day » Step 5: Check Out (Daily Task) » Healing Email
*THE BIG WHAT Send clients follow up emails, texts, or robo calls to check in on their aimal and share with them what the post visit experience should be with their animal. This can include things like a healing email with information on post-surgical care and…
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…
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
*THE BIG WHAT 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…
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…
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 » 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.…
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…
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…
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…
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:…
Email Attachments
HQ Settings » Email Attachments
Email attachments include any attachments that you might want to send with your confirmations or reminder emails. A document/PDF such as “What to expect after your pet’s surgery” or a flyer for an upcoming event. !Note: It’s not very helpful to include an…
Step 5: Check Out (Daily Task)
What To Do During Your Day » Step 5: Check Out (Daily Task)
Check out includes texting owners for pick up, getting take home documents ready, having public clients pay for services and billing volume clients. There are a few things we know help when it comes to check out. Staggard pickups: Let HQ auto-text owners letting…
Patient Metrics- Master Report
Reports » Patient Metrics- Master Report
*THE BIG WHAT The master report shows you four different types of surgery: successful surgeries, rechecks, no show, and declined surgeries. This report gives your clinic important data on the results of your surgeries. To enter the Master report, locate the Patient…
Wellness Settings
HQ Settings » Wellness Settings
*THE BIG WHAT The Wellness Settings are where you create the appointment types, rooms, and assign other key configurations to how your clinic works with these type of appointments. VIDEO ON THIS TOPIC In Wellness Settings, you will see two tabs: Appointment Types…
Recheck
Reports » Recheck
*THE BIG WHAT This report is similar to the recheck report in the master report but provides more detailed information. Classifying an appointment as a recheck – Rechecks in Clinic HQ are only for animals that received a spay/neuter surgery. Scheduling a Recheck…
Recheck Appt Confirmation Example
Communications » Appointment Confirmations » Recheck Appt Confirmation Example
*Recheck Appointment Confirmations You can send appointment confirmations for rechecks to relay instructions for the post-spay/neuter visit. EMAIL RECHECK CONFIRMATION In this example, you can keep the confirmation generic.…
Packages
HQ Settings » Packages
Packages settings Packages are the next logical progression after services and products. Packages allow you to do two primary things. 1) Package Several Items. For example, for a feral cat package, you may want to include the surgery itself, vaccines, FeLV/FIV…
Item Prep
Reports » Item Prep
*THE BIG WHAT This report is designed to assist with preparing for the next surgery day, upcoming vaccine clinics, and help with ordering clinic supplies. The details here are, by default, “tomorrow’s” pending appointments. At the top of the…
Rescheduling Appointments
Changing Appointments » Rescheduling Appointments
Spay, Neuter, Reschedule: How to Keep Your Appointments Purring Along… There are two ways to reschedule a spay/neuter appointment. Rescheduling is contingent on whether you know the date of the appointment. It should be noted that with any reschedule, a…
