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e-Lobby

HQ Settings » e-Lobby

Here in settings, you can set up a custom or HQ default auto-response message for eLobby messages. Tick the relevant box and save. eLobby messaging

This section of settings allows you to input your merchant ID, Consumer Key, and Consumer Secret from MX Merchant in order to use the integrated terminal, take online payments and enable credit card vaulting. HQ works exclusively with MP Group’s merchant system.…

E-Appointments

HQ Settings » E-Appointments

This is where you set parameters for e-appointments. E-Appointments link The moment we set up your clinic in HQ, you will receive an active link, which is an iframe link. This is the link you put on your website so people can make appointments online. It begins here…

Troubleshooting E-Pay

Accounting » E-Pay & Card Vaulting » Troubleshooting E-Pay

Troubleshooting E-Pay The E-Payment option does not appear. Please contact MP Group and verify that your account is active and that the credentials in Settings > E-Payments are correct, HERE. “The E-pay Request is not going out. I click the button and…

Customizing E-Payment Email

HQ Settings » E-Payments » Customizing E-Payment Email

You can now customize the email sent with E-Payment links. Adjust the tone or add any details to match your clinic’s style. We hope this makes communication with your patients easier and more personalized. Here’s how to do it: Go to Settings Under…

E-Pay & Card Vaulting

Accounting » E-Pay & Card Vaulting

What is E-Pay? The ability to send public clients a request for payment via email. Your clinic must sign up with our card processing partner MP Group in order to utilize e-pay. By clicking the little credit card icon next to the client’s name in checkout, it…

S/N Online (E-Appointments)

Making Spay/Neuter Appts » Public Spay/Neuter Appointments » S/N Online (E-Appointments)

The online spay & neuter scheduler allows public clients to create appointments for any kind of appointment that your clinic offers. This gives you a clear picture of what’s ahead and allows you to open the line of communication with your client before they step…

Wellness Appts Online (E-Appointments)

Making Wellness Appointments » Wellness Appts Online (E-Appointments)

h3. Wellness appointments, like spay/neuter appointments, can also be made by public clients themselves online. This feature allows clients to choose the type of appointment their animal needs, the appointment time and asks the client for information about their…

Adding E-appointments to Your Website

HQ Settings » E-Appointments » Adding E-appointments to Your Website

Clinic HQ provides all clinics with a link to put on their website which is a way for clients to sign up for spay/neuter & wellness appointments. This link is ready to use and just requires that your organization add it to their website, share it via email, or post on…

OneLink E-Appointments (Multi-Clinic Only)

HQ Settings » OneLink E-Appointments (Multi-Clinic Only)

*THE BIG WHAT This tool is available for clinics that have more than one clinic profile. It provides “one link” for all clinics. It links all your clinics’ scheduling together. In “Settings > OneLink E-Appointments is where you will find the…

Approve Sign-Ups

Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Approve Sign-Ups

1. As the sign-ups come in, go to your Wellness calendar Wellness Calendar 2. Click on the ‘E-Apps’ button and approve the e-Appointments Here, it’s critical to refine services: Service Refinement Select the owner and animal if they’ve been…

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…

Canceling an Appointment with a Deposit

Changing Appointments » Canceling Appointments » Canceling an Appointment with a Deposit

Canceling an Appointment with a Deposit You cannot cancel an appointment with money/deposit attached. The money must be repurposed or refunded first. Here’s how: Start at Client Management > Manage Deposits page. We recommend pinning this screen your…

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,…

Canceling Appointments

Changing Appointments » Canceling Appointments

Mastering Cancellations What does it mean to “cancel” and appointment? It can mean one of two things: The client called or emailed you and asked you to cancel a confirmed appointment. This is different from deleting or rescheduling appointments. In…

Where do you see and send text messages

Communications » Texting » Where do you see and send text messages

When a client texts your clinic or staff needs to send a one-off message to the client, these one-on-one correspondences are in the E-Lobby. Sending Texts from the E-lobby To initiate a custom text to a client, you must open the e-Lobby. Remember the e-Lobby is like…

Signing Consent Forms Day-Of

Understanding Various Paperwork (Templates) » Consent Forms » Signing Consent Forms Day-Of

While pre pre-signing is always preferable, it may not always be possible. That’s okay, they can sign on a tablet using their finger. We do this through E-Lobby. Signing Consents Curbside E-Lobby provides an easy way to collect signatures. Simply pop up…

Texting

Communications » Texting

*THE BIG WHAT Clinic HQ offers the ability for your clinic to send automated confirmations/reminders, as well as text one on one via the e-lobby, and medical record requests. No physical phone is required. Texting occurs through Clinic HQ. Click here to jump to the…

If you have a circular driveway

What To Do During Your Day » Step 2: Check In » Curbside Check-in » Parking Lot Strategies » If you have a circular driveway

Circular Drive If you can run your clinic using a circular driveway, it is best. In this case, the admin person would approach the car and do the following: 1. Open e-Lobby and find the client by using the search field in the upper right corner. 2. Next, the admin…

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…

Sending Announcements to Clients

Communications » Other Common Communication Situations » Sending Announcements to Clients

*THE BIG WHAT If your clinic needs to notify clients of upcoming changes or important news you can use E-Lobby texts, VC Chat, and export email addresses to accomplish this. Here are three different options for getting important news out or notices of closure for…

Car Side Script (PAASS)

What To Do During Your Day » Step 2: Check In » Curbside Check-in » Car Side Script (PAASS)

PAASS is a straightforward acronym to help you verify all the necessary details during check-in. When you approach the car curbside, here’s what you do. Greet client with a smile and ask to roll up windows if not. They can crack the window to chat with you,…

Checkin Curbside Using Texting

Communications » Texting » Checkin Curbside Using Texting

Circular Drive If you can run your clinic using a circular driveway, it is best. In this case, the admin person would approach the car and do the following: 1. Open e-Lobby and find the client by using the search field in the upper right corner. 2. Next, the admin…

The Team

Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » The Team

Who should be on the team? Here are the roles you need on the team. 1 Veterinarian The veterinarian will do a one-minute exam and take a TPR. In some states, the veterinarian is required to administer rabies vaccines. Please check your state regulations on what…

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…

No parking lot, now what?

What To Do During Your Day » Step 2: Check In » Curbside Check-in » Parking Lot Strategies » No parking lot, now what?

No parking spot, now what? There’s a few clinics that may not have any type of parking lot. In this case, you’ll want to include your HQ medical texting number in your auto sending confirmations and reminders. You can ask them to text you when they have…

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,…

Non-circular driveway, parking spots only

What To Do During Your Day » Step 2: Check In » Curbside Check-in » Parking Lot Strategies » Non-circular driveway, parking spots only

Parking spot with texting If you do not have a circular drive available, you may want to have clients park and text. Here’s how: Build posts that have your HQ texting phone number. Your clients text this number and let you know they have arrived with their…

Features of the VCP

Volume Client Portal » Features of the VCP

*THE BIG WHAT The innovative Volume Client Portal (VCP) is like a mini-website for your volume clients to use. The things it can do are provide a way for your volume clients to enter data about the pets they can bring you, allow them to sign consent forms – and once…

Parking Lot Strategies

What To Do During Your Day » Step 2: Check In » Curbside Check-in » Parking Lot Strategies

Parking Lot Strategies: Streamlining Arrival and Reducing Stress at Your Clinic Your obligation to your clients begins the moment they arrive in your parking lot. This is also is where your liability begins. If something happens to a pet or a person in your parking…

Chaos Reducing Strategies

What To Do During Your Day » Step 2: Check In » Chaos Reducing Strategies

Chaos-Free Clinics: Tactics That Keep Your Day Flowing Smoothly Setting a goal for a 2 minute check-in time per animal will keep things running smoothly. Have public clients pre-make appointments and have volume clients pre-enter data in the Volume Client…

No-Showing Appointments

Changing Appointments » No-Showing Appointments

Managing No-Shows: Mark ‘Em and Move On If a client with an appointment doesn’t show up to their appointment, you can still move them through the HQ system by marking the appointment as a no-show. This information will then show up in the client’s…

Client Tags

Client Management » Client Tags

*THE BIG WHAT Client tags can be added in the client profile section. The client profile includes basic client information, a place to upload client documents, their communication settings, saved credit cards, and a notes section. This is a good place to keep…

Turning On/Off Reminders

Communications » Customizing Confirmations and Reminders » Turning On/Off Reminders

Client Communication Preferences & Settings *Communications can be turned on/off for individual clients. The client can opt-out themselves or staff can turn them on/off. This section will go over how you can manage communication preferences for certain clients or…

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…

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…

Externally

Making Wellness Appointments » Vaccine Clinic Scheduling Strategies » Externally

Click, Register, and Go: Streamline Your Vaccine Clinic with E-Appointments Vaccine clinic appointments should really be created through your e-appointments link online to make the process easier for everyone involved! Creating an E-Appointment link for your…

Call & Text Add On

HQ Settings » Call & Text Add On

This allows you to set up text and robo-call reminders. Please follow the setup instructions closely. They are outlined below. To see what all texting can do for your clinic, go here. In January 2023 new FCC requirements are in place. Businesses must register a…

Credit Card Processing Online

Accounting » Credit Cards » Credit Card Processing Online

*THE BIG WHAT Making a credit/debit card payment through Clinic HQ’s integrated site tools and not through a machine is what we call an “Online” payment. This process requires typing in a card number by hand. The card is charged at that time through…

Custom Fields

HQ Settings » Custom Fields

There are two types of Custom Fields. Those that appear on the Details tab(and e-appointments) and those that can be Medical Note Short Tags. Creating new Medical Note Short Tags or questions on your E-appointment form starts here with a Custom Field. Custom fields…

Donations

HQ Settings » Donations

Donation Campaigns The donation campaign allows the clinic to accept credit card donations online. The donation campaign widget can be incorporated into the E-Appointment form when clients submit their requests, use the unique URL widget to embed on your website, or…

Deposits on Online Appointments

Accounting » Deposits » Deposits on Online Appointments

*THE BIG WHAT A deposit is any kind of pre-payment for an appointment. This can take the form of $20 before every appointment, or it can be full payment for all services. The good thing to know is that once you’ve set up deposits (see the first section of…

How Credit Card Processing Works In HQ

Accounting » Credit Cards » How Credit Card Processing Works In HQ

*THE BIG WHAT Credit card processing means you use a client credit (or debit) card to collect payment. In HQ, this can happen in numerous ways, not just by receiving a client credit card and running it on a machine. Below are the various ways processing works. Using…

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…

Donation & Goal Widgets

Accounting » Donations » Donation & Goal Widgets

Donations through a Donation Campaign Widget Clients can donate online anytime and any amount. You can also create a General Donation Widget for automatic recurring donations! The campaign widget allows your clinic to collect donations through the E-appointment form…

Templates Settings

HQ Settings » Templates Settings

In the templates settings, you can upload custom forms that you will be using. Templates can be your consent, discharge paperwork, microchip registration information, and more! Templates save an enormous amount of time. Clinic HQ loves the endless ability to use merge…

Deposits

Accounting » Deposits

*THE BIG WHAT A deposit is any kind of pre-payment for a public appointment. This can take the form of $20 before every appointment, or it can be full payment for all services. Most clinics have moved to take some type of deposit. Are they a good idea? Yes, deposits…

Owner/Caretaker Payment on Volume Appointment

Accounting » Accounting Volume » Apply Payment for Volume Client » Owner/Caretaker Payment on Volume Appointment

*THE BIG WHAT A payment tool exists on the Financial tab of Volume Client appointments to apply a direct payment from the animal’s personal owner or caretaker. This direct payment will be deducted from the amount owed by the VC when…

Card Vaulting

Accounting » E-Pay & Card Vaulting » Card Vaulting

Public clients can save a card on file when paying through an e-payment request, while Volume clients can save a card on file when paying invoices through their Portal. Vaulting a Card When users receive the e-pay link, they enter their card information to complete…

Send Pre-Payment Link

What To Do Before Your Day » Send Pre-Payment Link

Send e-payment links Sending e-payments is an easy step that saves you time by collecting payment before the appointment. Follow these steps: Go to check in / check out, and view the credit card icon next to each client. Click the icon, then send payment…

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…

Wellness Calendar

The Calendars » Wellness Calendar

The advanced wellness calendar in HQ is designed to support clinics with complex scheduling needs by allowing for detailed, time-based appointments for various wellness services. Unlike basic wellness, it enables the assignment of different room types and appointment…

Template Troubleshooting

Templates » Template Troubleshooting

*THE BIG WHAT Templates are Word Documents that have been uploaded to Clinic HQ Settings > Templates. This section will go over the most common issues surrounding templates and e-consents and how to resolve them. Common Template and E-Consent Issues & Fixes If you…

Step 2: Check In

What To Do During Your Day » Step 2: Check In

Streamline Your Check-In Process with Clinic HQ: Faster, Smarter, and Stress-Free! With Clinic HQ, the check-in process is expedited. We have the option for you or your clients to fill out all their check-in forms online, saving time in the future. The HQ…

Animal Caution

Client Management » Client Tags » Animal Caution

*THE BIG WHAT An animal can be marked for staff needing to take precautions. When marking an animal as “caution” Clinic HQ will flag the animal with a red exclamation mark and animal notes that “Caution: This animal is anxious and/or has a potential…

Overbooking

Scheduling Concepts » Overbooking

Efficiently Manage Overbooking with Clinic HQ Overbooking appointments for spay/neuter occurs when the number of animals scheduled exceeds the capacity set for an individual species/sex or the max capacity (total number) set for the day. Overbooking appointments…

Reconciling

Accounting » Financial Reports » Reconciling

Reconciling It is imperative that you reconcile your transactions in MX Merchant with the transactions in HQ, weekly – if not daily. It should be understood that if your clinic takes payment online, clients can make payments any time of day, including after the…

Taking Payment

What To Do During Your Day » Step 2: Check In » Curbside Check-in » Taking Payment

Taking Payments in HQ Payments take a lot of time. Most clinics require payment for services. Non-profit clinics also often take donations. Many times clinics will subsidize appointments with grant funds. Another consideration are deposits. We’ll cover each of…

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…

Managing Deposits

Accounting » Deposits » Managing Deposits

*THE BIG WHAT A deposit is a pre-payment towards an appointment. If a client cancels or no-shows you must indicate what happens to their deposit. If the client needs to put more money towards their future appointment this is also done as a deposit. Deposits require a…

Making Wellness Appointments

Creating and Managing Wellness Appointments: A Guide to Internal and External Scheduling for Comprehensive Pet Care. Wellness appointments are any appointments that aren’t spay/neuter or recheck. These can include dental exams, vaccines, med-pickups, and even…

Decide on Services

Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Decide on Services

It’s best to limit services to only vaccines. vaccines are not weight-related, so they are efficient to administer. Microchips are difficult to implant in a car. It’s advisable that a veterinarian implant microchips. In HQ, Refine Services for the…

Prepayments

Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Prepayments

Set Deposit Amount Set the deposit amount in Settings > E-Appointments > Edit > Deposits. We suggest collecting the full amount due for the services ahead of time to minimize transaction time during your clinic. Note: You must be signed up with our credit card…

Multi-Clinic Considerations

Scheduling Concepts » Multi-Clinic Considerations

If your clinic has multiple locations, HQ has made it so that your client’s information will exist across all locations. This section goes over using your different clinics. Switching Between Clinics Multi-clinic scheduling allows you to manage multiple clinics or…

Open Scheduler

Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Open Scheduler

To open the vaccine clinic date: 1. First setup a room in Settings > Wellness Settings > Rooms and label it Vx Clinic. Enter the hours of the vaccine clinic. If you haven’t already, create an appointment type called Vaccine Clinic and set the duration for 2…

Communication Logs

Client Management » Communication Logs

*THE BIG WHAT The communication log will track the deliverability of email, text, and robo calls for automated communications such as appointment confirmation/reminders, e-consent emails, e-pay requests. If the client received the communication, a green check will be…

What To Do At The End of Your Day

Once your day is winding down, there are a few things you can do close your day out and get ready for the next day. These include: Make sure everyone is paid up for the day. Reconcile your cash drawer Get a deposit ready to go to the bank. Approve any pending…

Internal vs. External

Scheduling Concepts » Internal vs. External

h3. Internal vs. External Appointments: Best Practices for Scheduling Internal appointments are scheduled by staff within Clinic HQ, while external appointments are made online by public clients. The best practice is to encourage clients to schedule online,…

Deposits on Internal Appointments

Accounting » Deposits » Deposits on Internal Appointments

*THE BIG WHAT When you make an appointment internally for a client by phone, if your clinic requires a deposit for appointments, you will still need to take a deposit. Entering A Deposit on an Internal Appointment The only time staff enter deposits is when creating…

Priority Scheduling

Scheduling Concepts » Priority Scheduling

Priority Appointments help clinics prioritize timely care for vulnerable pets. At high-volume clinics, demand often exceeds appointment slots. The Priority Appointments feature helps by allowing first access to spots for focus clients, giving them greater…

Priority Appointments

Making Spay/Neuter Appts » Public Spay/Neuter Appointments » S/N Online (E-Appointments) » Priority Appointments

Priority Appointments help clinics prioritize timely care for vulnerable pets. At high-volume clinics, demand often exceeds appointment slots. The Priority Appointments feature helps by allowing first access to spots for focus clients, giving them greater…

Appointment Confirmations

Communications » Appointment Confirmations

No-shows are no-no’s Utilizing the confirmation and reminders is one of the best ways to reduce no-show rates. Appointment confirmations are essential communications sent immediately when an appointment is officially scheduled or confirmed. This process is…

Troubleshooting

The Calendars » Troubleshooting

If you’re experiencing calendar issues, start by reviewing the settings and ensuring everything is configured correctly. Troubleshooting often begins with identifying the basics before diving deeper. The Calendar Doesn’t Add Up. We often get help…

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…

No Shows

Reports » No Shows

*THE BIG WHAT The no shows report can help you to manage your no-show appointments by providing a list of clients who have been marked as a no-show in HQ. Clinics will often utilize this report to have volunteers or staff follow up with the client and make a new…

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…

Miscellaneous Templates

Templates » Miscellaneous Templates

*THE BIG WHAT Templates are, at their core, simply Microsoft Word documents. You create copies of your forms in Word. Then, you create “merge fields,” which pull data from HQ into the form. It can easily pull data such as owner and animal information, but…

Already Sterilized Status

Scheduling Concepts » Already Sterilized Status

Often clinics want to keep track of whether an animal is or is not already sterilized. This is most relevant when you are making wellness appointments, especially for animals who will be treated at your clinic repeatedly. Marking an Animal as Already Sterilized In…

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…

Quick Search Action Menu

Scheduling Concepts » Quick Search Action Menu

Previously called the “Jumbo Menu,” Quick Actions can now be found in Quick Search. These actions act as a guide for where to go to schedule different types of appointments. Think of it as a “shortcut” to get to the starting point for many types of…

Vaccine Clinic Scheduling Strategies

Making Wellness Appointments » Vaccine Clinic Scheduling Strategies

Skip the Lines, Save the Time: Pre-Sign Up for a Smoother, Safer Vaccine Visit The single best thing that you can do is make appointments for your vaccine clinic. The idea is that you space out the appointments throughout the day, so not everyone shows up at…

Donations

Accounting » Donations

*THE BIG WHAT There are several ways to add donations to Clinic HQ. Donations attached to an appointment are the most common. The second most common is general gift donations not linked to a client’s visit. We have several tools designed to help your…

Mobile Clinic Scheduling

Scheduling Concepts » Mobile Clinic Scheduling

Managing the mobile unit schedule can be complicated when your clinic location is always switching, but this section will help you with that! HQ does an excellent job of scheduling clinics in multiple locations. We call this Mobile Scheduling. For example, if a…

Credit Card Machines

Start Here » Technology » Credit Card Machines

To use integrated HQ credit card processing (where swiping automatically updates in HQ), you must use our processing partner, MP Group. You’ll need to purchase a Dejavoo credit card machine from MP Group, which comes pre-loaded with software that works seamlessly…

Item Sales

Accounting » Item Sales

*THE BIG WHAT An item sale is a non-medical item that a volume or public client may purchase from your clinic. Item sales will not show up in the animal’s medical record and can include things like t-shirts, over-the-counter medications, or e-collars. Item…

Priority Scheduling Setup

HQ Settings » E-Appointments » Priority Scheduling Setup

Getting Started with Priority Scheduling Priority Scheduling is a powerful E-appointment tool designed to help you manage high-demand appointments, ensuring your clinic can prioritize certain clients or patients based on specific criteria, such as income level, breed,…

Communications

*THE BIG WHAT There are many ways to communicate with your clients through HQ, including take-home paperwork, text/email/call reminders, and the animal’s medical record. Information will be pulled from the animal’s record and pre-set communications in HQ,…

Priority Appointment Metrics

Reports » Priority Appointment Metrics

*THE BIG WHAT Priority Appointments are allocated to public clients who request appointments online through the E-appointment system. The reporting for Priority Appointments provides insight into how many of these types of appointments have been completed(checked out)…

Appointment Reminders

Communications » Appointment Reminders

*THE BIG WHAT Utilizing the confirmation and reminders is one of the best ways to reduce no-show rates. Appointment reminders are automated communications sent to clients as their appointment date approaches. These reminders are only dispatched for appointments that…

Credit Cards

Accounting » Credit Cards

*THE BIG WHAT Clinic HQ is growing. With over 500 clinics using our software, we can receive volume discounts on credit card processing. To help our clinics save money, we’ve partnered with the MP Group to provide more affordable rates for credit card…

Scheduler Log

Scheduling Concepts » Scheduler Log

This log will show the activity of appointments created and changed. The user who confirmed the appointment will be logged and the user who last updated the appointment will be tracked in the Scheduler Log. Scheduler Logs Need to know who and when an appointment was…

Subsidies

Accounting » Subsidies

*THE BIG WHAT A subsidy (AKA discount) can be applied to line items on an appointment to change the price and/or pull money from a grant or bill a third party What is a Subsidy? The words “Subsidy” and “Discount” may be used interchangeably in…

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…

Funding Partnerships

HQ Settings » Funding Partnerships

Setting up Funding Partnerships Funding partnerships establish a relationship with another organization. Setting up a funding partnership is a precursor to being able to subsidize services for a client. Much more info can be found on this in the Subsidies…

Credit Card Machine Setup

HQ Settings » E-Payments » Credit Card Machine Setup

Setting up the Dejavoo Credit Card Machine Need to setup the credit card machine to work with your computer? When you receive a new terminal, MP Group will help you set it up but here are some of the steps. In MX Merchant go to Settings > Terminals and Add a…

Taking a Deposit on a Vaulted Card

Accounting » Deposits » Taking a Deposit on a Vaulted Card

*THE BIG WHAT If a client has vaulted a card you can charge a deposit to that card when making internal appointments. Vaulted Card for Deposits If the client has previously used e-Pay and vaulted their card, the saved card can be used to charge a deposit when…

Credit Card Via Machine

Accounting » Credit Cards » Credit Card Via Machine

*THE BIG WHAT Using a credit card machine to process a transaction is sometimes called “Face to Face” transactions. This means someone hands you a physical credit card and you either use the chip slot to stick the card into the terminal or if they do not…

Users

HQ Settings » Users

Setting Up Users Set up your users and input user roles, which include the ability to manage any task within Clinic HQ. First, set up user roles, then users. By default, HQ is set up with an “Admin” user role which provides access to all parts of the…

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…