CLINIC HQ

5.1. Wellness Appts From the Calendar

From the Advanced Wellness Calendar

  1. Click on the Wellness calendar in the left hand navigation menu.
  2. Navigate to the date you’d like to create a wellness appointment for using the left and right arrows. For more info on how to navigate the wellness calendar, check out this section.
  3. Drag and drop the appointment type (i.e. vaccine, dental, etc.) to the time slot.
  4. The Public Client button is selected by default. To make an appointment for a public client, you can go to the next step. If it’s for a volume client, you will toggle to the Volume Client button.

For a public client, follow these steps:

Enter Client Information

  1. Input the client’s first and last name (HQ will auto-capitalize it).
  2. Input either a cell phone or home phone (at least one is required).
  3. Provide an email address or tick the No Email Available box. Many things in Clinic HQ are tied to an email, including the consent, E-pay, appointment confirmations, reminders, and receipts.
  4. Begin typing the address, select the correct one once it auto-populates, or enter a custom address if necessary. Read more about the legality of medical records and PO Boxes here

Note: HQ automatically searches if a client has previously been to your clinic. If they have, it is important to select the same client profile when creating a new appointment.

Client Quick Notes

A quick note is a private note about this client. This note is not printed anywhere. It is displayed when you are making subsequent appointments for this client. Clinics use this field to indicate things like the client owes money or is banned from making appointments. Although, a client tag is also very useful for these kinds of observations. To add a note, click Add Client Quick Notes

For volume clients, follow these steps

  1. Begin typing the volume client’s name in the drop down.
  2. Select the correct Volume Client.

Note: To start creating a volume client appointment, you must first create a volume client profile. Click here to learn more.

For all clients, follow these steps to confirm the animal and appointment

  1. Click the Animal Information button, to go to the next screen.
  2. On the Animal Information screen, fill out the animal’s details. If the animal has previously been to your clinic, type in the animal’s name and select +Search Owned Animals.
  3. To add multiple animals, click the +Add Another Animal button.
  4. On the right side of the screen, click +Add Services, Products & Discounts link. Add in all services the animal will receive.
  5. If caution should be taken with the animal, tick the Caution: This animal is anxious and/or has a potential to bite tick box.
  6. An Animal Note can be added by clicking the +Animal Note link. An animal note is used when a piece of information will stick with the animal over multiple appointments. Ex: Allergic to penicillin.
  7. An Appointment Note can be added by clicking the +Appointment Note link. An appointment note is used when a there’s a note to put in about the appointment specifically. Ex: Up to date on vaccines except rabies.
  8. Next, click Confirm Appointment button. (Note: For Volume Clients, once you make the appointments here, they will be released to the VCP. Volume clients cannot make their own appointments. This is the ONLY way to make volume client appointments.)
  9. On the Confirm Appointment screen, confirm the correct start and end time are input.
  10. If you do not have a deposit to add, you can click Make Appointment button. If you do have a deposit to add, read on.

Animal Age

When entering age during scheduling, set this as the animal’s current estimated age. Any updates to this can be made at the time of exam during the appointment.

Entering Multiple Animals at One Time

If the client has more than one animal coming in, click the +Add Another Animal button and scroll down. Notice a new record has been added to the right of this one where you can type in the second pet’s name and change any of the details. You may consider lengthening the time of the appointment slot for multiple pets.

Adding a Deposit

  1. From the Confirm Appointment screen, click the green $ Add Deposit button.
  2. Select one of the following tender types:
    Cash
    Check
    Credit Card (POS) – This means taking the card with HQ’s credit card machine the Dejavoo. You must be signed up with HQ’s processor to use this feature.
    Credit Card (E-Payment) – This means typing in a credit card into the computer screen. You must be signed up with HQ’s processor to use this feature.
    Credit Card (Manual) – This means using a different processor outside of HQ to take a card. Note, we don’t charge it using this method. It’s merely transcribed in HQ.
  3. Type in the Deposit Amount.
  4. Select Save Deposit button.
  5. Then select Make Appointment button.

Note: An email confirmation is not sent for same-day appointments. We don’t want walk-ins getting confirmation of their appointment after their animal has already been dropped off at the clinic.

Making a Basic Wellness Appointment

  1. From the Spay/Neuter by Capacities Calendar, click on the date you’d like to schedule a basic wellness appointment for. (Note: Basic wellness appointments do not have a time or room assigned to them. They will show up on the Spay/Neuter calendar only.)
  2. Select Make Basic Wellness Appointment.
  3. Follow the guidelines for adding owner and animal information as stated above. Then, confirm and make the appointment.

Quick View Of Patient History For Wellness Appointments

One of the biggest things you’ll want to access is patient history, especially for wellness patients. After you locate the client and animal (since they’ve been in your clinic previously, it’s a selection, not typing in their information from scratch), and you select the patient, notice in the lower right corner, you’ll see View Animal History. Click here to view the animal’s complete history.