10.4.5.4. 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 Done” for anesthetic appointments. Choose options such as emailing paperwork, texting the client, and more.

Checkout with Appointment Done Automation

HQ created a tool to assist with end of the day actions to save time for you and your team. In a high volume fast-paced clinic, time-saving actions are really important to keep the flow going.
An “Automation” can be established to combine several processes into fewer clicks.

The time-saving action options include:

• marking the animal as ready for checkout
• emailing paperwork to the Public client
• texting the client a copy of paperwork if no email is available
• sending the paperwork to the printer
• texting the client to notify them of pick-up time.
  

When the services are complete and all medical notes, drugs, and data have been entered into the treatment sheet, click “Surgery Done” for anesthetic appointments or “Done” for non-anesthetic appointments.
This done action button indicates the record is complete.

Click Surgery Done for anesthetic appointments.

Click Surgery Done when the treatment sheet is finished and animal is in recovery.

Click Done when the treatment sheet is finished.

The preset automation will appear in a pop-up window for you to confirm the actions. You can adjust the action if need be.
Click * Proceed.*

Confirm options to apply for the done automation.

*Clicked Done too soon? You can click “Not Done” if you need to go back into the treatment sheet and make changes or additional notes.
Once the newest notes are added and the record is done again, click Done. The automation will ask if you want to execute the done action again – such as re-emailing records, or texting the client again.

Clicking Done Again

Marking the appointment as Done after the action was already completed and automations were performed, the system will ask if the automation should be completed again.

Marking Done Again - system asks if automations should occur a again

Setting Up Automations

Go to Settings > Patient Flow Setup Automations
This section of the HQ Manual will cover how to create the time-saving actions, HERE.