Here you will set up your clinic’s information and preferences. This section will guide you through what each setting does.
General
The General section of the clinic profile houses your clinic’s core information such as the clinic name, contact details, etc. Let’s review each of these sections.
- Clinic Name: This is where your Clinic Name is established. Your clinic’s name populates on all sorts of documents, including but not limited to rabies certificate, invoices, the spay/neuter certificate, and email reminders.
- Clinic Abbreviation: This abbreviation is what you will find in the upper left corner of the screen in HQ. If you click on it, it will open your user profile menu.
- Clinic Main Phone: This is the phone number that will populate in various places and many documents, including but not limited to various certificates and invoices.
- Clinic Email: This email is what is used to send confirmations and reminders. It also populates in many places across the system.
- Time Zone: Typically, we will preselect this for your clinic. Here you can edit your time zone.
- Clinic Addresses: The addresses can easily be taken from the website and put into the relevant fields of HQ in the Addresses Section. This address populates on invoices, certificates, and other places in the system.
Here you can add your different clinic addresses, like physical, mailing, and billing. - Clinic Logo: A simple way to add the logo is to download it from your website by right-clicking on the logo and saving it, then uploading it to HQ. In order to upload it into HQ, click Choose File, select the logo, and click Save. It will be uploaded, and you will be able to see it. If it needs to be resized, you can use a program like Microsoft Paint if needed.
Preferences
The Preferences section features many important functions you can turn on and off for your clinic. When each of these is ticked, you must click Save Clinic Profile in order for the setting to take effect. Let’s discuss each preference in detail.
Turning on time based spay/neuter scheduling
When you tick the “Use time-based spay/neuter scheduling” tick box it turns on another calendar where you assign times throughout the day for patients to come in for their spay/neuter appointments. This is a rare setting, as most clinics have bulk check-in time from 7:30 AM to 8:30 AM. If your clinic uses bulk check-in time, it’s handled via HQ’s normal calendar. There is no need to tick this setting.
Enable Mobile Locations
“Enable mobile locations” is an important setting. It turns on a new section in Settings which enables you to set up all locations where your mobile unit offers services. This, in turn, makes these locations selectable on the general spay/neuter calendar. When this box is ticked and you save your settings, a new setting inserts itself on the left navigation panel for use under Scheduling.
Kilograms Instead of Pounds
When “Use kilograms instead of pounds” is selected, it will insert “kg” instead of “lb” in various places across the system. Note: If you update this setting after drafting your drug charts, you will need to go back and adjust your dosages for each weight.
Default Vet
Default vet can be set up so that when you begin an appointment, HQ auto-assigns the veterinarian in checkout, which is a time saver because your staff will not need to select who the veterinarian is for the day. This is very helpful if your clinic only has one vet, but equally helpful if you have multiple vets but only one works per day. In the morning, you can select this veterinarian as the default, and then all day long, when staff check patients in via the Check-in/Checkout menu, this vet is auto-assigned.
Label Size
There’s an entire chapter on setting up prescription labels, but this is where you input what label size you are using in your Dymo LabelWriter. Without this, label printing will display errors.
Closed Days
By ticking days here, you will be closing these days on the spay/neuter calendar. For example, if your clinic is closed every Monday, this is a quick way to close all Mondays. If you decide to open on a random Monday, you can open that specific Monday by clicking the “Mark day as Open” link on the calendar.
Invoice CC Email 1 & 2
This field cc’s copies of all the invoices your clinic generates to a person of your choosing. This comes in handy for the accounting staff. Simply input one email per line in these fields.
Setting Up Species
You can add the species (one or more than one) for which you perform surgeries. In general, dogs and cats would be enabled. However, if your clinic only serves cats, you would turn dogs off. If your clinic also serves rabbits and guinea pigs, here’s where you turn those species on.
Then go to Settings > Services & Products > Add New Item and search for the spay/neuter surgeries for each new species. For example, if you enabled Goats as a new species, you would find the Goat Spay and Goat Neuter and turn those surgical types on and input a price.
Setting Up Colors
Here you will indicate Animal key colors for your clinic. You can always enable or disable any colors you like in the color section. By default, all colors are enabled in HQ.
Setting Up A Custom Text
The custom text section allows you to type a standardized message that you would like to appear on every rabies certificate, receipt, and/or spay/neuter certificate. Perhaps this is a message thanking clients for their business or providing them with some information about your rabies vaccines.
