20. Change / Audit Logs

*THE BIG WHAT
Change Logs in HQ allow you to see information on specific actions/details regarding things like changing appointments, sending reminders, and many other details you will want to have a record of. These can all be accessed in the side panel of the Clients tab.

Auditing Logs

The auditing log keeps a record of a variety of actions that have been made in HQ. All of this info can be accessed by going to Clients > Auditing Log. To find specific actions, you can filter by date, user, and type of action. These include deleting appointments and invoices, merging clients or animals, and more. The Audit Log will also capture E-appointment requests that were canceled.

Here is what an auditing log looks like:

Auditing Log

You can also find an Audit Log for an animal. Go to Clients > Search Client/Animals > View Client Profile > Animal tab.
From the animal’s Action menu, access the audit log to view major changes to the animal’s details.

Audit log for animal details

Scheduler Logs

Need to know who and when an appointment was scheduled? This info is stored in Client > Scheduler Logs. You can filter to see who created or edited an appointment and what the status is.

Here is what the scheduler log looks like:

Scheduler log

Communication Logs

The communication log allows you to see a record of reminders and confirmations sent to clients. In Clients > Communication Logs you can filter for types of communication, like appointment reminders and payment requests via email, text, and calling. You can also search for only completed or only failed ones.

Here is what the communication log looks like:

Communication Logs

Deleted Payment Log

Deleting or voiding payments should be an uncommon action within a clinic and must be restricted to authorized users based on their specific roles. Accessible through the Accounting section, this report tracks activities related to appointment financials, specifically focusing on any actions involving the deletion or voiding of payments. In Clinic HQ “delete” and “void” terms are used interchangeably and both refer to the removal of a payment.

The log provides key details, including the date and time of the payment deletion, the amount, payment type, associated appointment, and the user responsible for the action. This feature enhances security and accountability within your clinic’s accounting system, serving as a safeguard against fraud and errors. Additionally, the log data can be easily exported to an Excel spreadsheet for further analysis and record-keeping.

Microchip Log

You can also view the status of registration for all microchips via the Microchip Log located in Clients > Microchip Log.

Here, you can search by appointment date to make sure there were no errors with the registration process. If you hover over the red x, it will tell you the reason for the error. You can correct the error in checkout and click “revise checkout,” and the information will be resubmitted to the registry. You can filter for completed, pending, and failed.

This is what the Microchip Log looks like:

24PetWatch Microchip Log

Prescription Logs

The prescription log gives you an overview of and allows you to search through prescriptions created. The log shows you the drug, when and who generated it, the animal it was prescribed to, the vet it was prescribed by, the client’s name, and the prescription instructions. Here it allows you to reprint the prescription or delete it.

Here is what the prescription log looks like:

Prescription logs