Change Logs in HQ allow you to track user activity for specific actions such as changing appointments, merging records, and much more. This section will detail the different types of auditing logs we have available and how to use them.
Auditing Logs
The auditing logs keep record of important, typically irreversible actions that have been made in HQ. To find it, go to Clients > Appointments > Auditing Logs. You can filter by date, user, and type of action. Actions include deleting appointments, invoices, and drug bottles, merging clients or animals, and editing your HQ subscription. The Audit Log will also capture E-appointment requests that were canceled as these are considered deleted appointments.
Here is what an auditing log looks like:
Animal Details Change Log
You can also find an audit log relating to a specific animal record. Search for the client or animal via Quick Search (Ctrl + K) or Search Clients/Animals. Once you find the client profile, go to the Animals tab. Find the animal’s record and click Action > Audit Logs.
This log will capture major changes made to the animal’s details as well as the user and time stamp details of that change.
Scheduler Logs
Need to know who scheduled an appointment and when? This info is stored in Clients > Appointments > Scheduler Logs. You can filter to see who created or edited an appointment and what the status is.
Communication Logs
The communication log allows you to see a record of reminders and confirmations sent to clients. In Clients > Client Management > 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.
Deleted Payments 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 > Reports > Deleted Payments 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 > Medical > Microchip Log.
Here, you can search by appointment date to make sure there were no errors with the registration process. You can filter for completed, pending, and failed microchips. 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 the green Checkout button to revise the checkout. It will send the information to be resubmitted to the microchip registry overnight.
Prescription Logs
The prescription log gives you an overview of and allows you to search through prescriptions created. It is found under Clients > Medical > Prescription Logs. The log shows you the drug, who generated it and when, 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.
