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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…
Item Prep
Reports » Item Prep
*THE BIG WHAT This report is designed to assist with preparing for the next surgery day, upcoming vaccine clinics, and help with ordering clinic supplies. The details here are, by default, “tomorrow’s” pending appointments. At the top of the…
Item Reminders
Communications » Item Reminders
Item reminders are used to send an automated communication after an appointment has been checked out. The item reminder communication is triggered to go out based on the line items on an appointment. This means, you can send an item reminder email/text for any…
Taxable Sales
Accounting » Taxable Sales
After setting up the taxable items for your clinic and recording payments for those items, you can run a Financial Export to provide the total sales tax collected. This section discusses the report for sales tax. To learn how to set up tax, go to the manual section…
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…
Services & Products
HQ Settings » Services & Products
Services and products constitute key elements of a patient’s medical record. This section will guide you on how to add items to your clinic and answer some common asked questions. Services & Products VIDEO ON THIS HERE How to Find Services & Products To…
Handling Tax for Subsidized Services
Accounting » Taxable Sales » Handling Tax for Subsidized Services
When a clinic sells taxable items, state tax laws typically require tax to be collected from the purchaser (client), even if a third party (like a nonprofit) is covering the cost of the item. Taxes are not waived simply because the item is subsidized. How It…
Tax for Subsidized Services
HQ Settings » Subsidy Settings » Tax for Subsidized Services
When a clinic sells taxable items, state tax laws typically require tax to be collected from the purchaser (client), even if a third party (like a nonprofit) is covering the cost of the item. Taxes are not waived simply because the item is subsidized. How It…
Accounting Tools
Accounting » Accounting Tools
*THE BIG WHAT Accounting Tools consists of the ability to remove Volume Client payments and delete Volume Client invoices most commonly performed to correct mistakes with billing. Unbilling & Unpaying An Invoice There might be a time when, for some reason, you need…
Service Metrics
Reports » Service Metrics
*THE BIG WHAT The service metrics report gives a summary of the surgeries, vaccines, services, products, and item sales. Each category/type of these that your clinic uses will be listed, and it will show how many were done/sold/given each month. To access the…
Volume Client No-Shows
Changing Appointments » No-Showing Appointments » Volume Client No-Shows
To charge a Volume Client a no-show fee, the best method is to mark the animals as no-shows and generate an Item Sale invoice. You can find Item Sales in the Navigation Panel under Accounting. The sale line item should be labeled No-Show Fee, and the quantity should…
Inventory
HQ Settings » Inventory
!Please Note: Clinic HQ does not have a separate inventory tracking system built into the software but there are ways to help you track inventory items through our reporting tools. Custom Reports One way to help track inventory in HQ is to run a Custom Report and…
QuickBooks
HQ Settings » QuickBooks
Disclaimer: CHQ is not affiliated with, maintained, authorized, endorsed, or sponsored by Intuit Inc. ® or any of its affiliates. Input codes here that can be output in a financial export with each item. These often correspond to QuickBooks account codes. You will…
Prescriptions (Bulk Printing Labels)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Prescriptions (Bulk Printing Labels)
Prescriptions are a normal part of clinic operations. Some clinics do prescriptions for every patient, some do only a couple per day. Either way, HQ makes it easy to print prescription labels. Prescriptions are tied to items. For example, if you do a…
The Healing Email
Communications » Aftercare » The Healing Email
Send clients an email a day or two after spay/neuter surgery to share what the animal’s healing expectations with images and instructions. These aftercare follow-ups are created using Item Reminders. These photos and concept were created by the ASPCA…
Vaccine Reminders
Communications » Item Reminders » Vaccine Reminders
*HQ’s communication settings allow you to send item reminders, including vaccine reminders, to your clients. This helps clients keep their animals up to date with their vaccines and requires very little work from you. Creating A Vaccine Reminder 1. To create a…
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…
How to Discount Things (Subsidies)
How to Discount Things (Subsidies)
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 most…
Weight-Based Pricing
HQ Settings » Services & Products » Weight-Based Pricing
It is common for clinics to use complex pricing for dog spay/neuter surgeries. This section will show you how to configure your settings to include weight charges. Spay/Neuter prices by weight Dog Spay/Dog Neuter are very unique line items that are automatically…
Healing Email
What To Do During Your Day » Step 5: Check Out (Daily Task) » Healing Email
Send clients follow up emails, texts, or robo-calls to check in on their animal and share with them what the post visit experience should be with their animal. This can include things like a healing email with information on post-surgical care and expectations or how…
Tests (Non-Idexx)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Prescriptions (Bulk Printing Labels) » Tests (Non-Idexx)
Recording Test Results In house testing such as combo, heartworm, fecal floats, etc. must be a Service item for the appointment. Recording results on these services is easy! The results can be updated in many places throughout Clinic HQ. Pretty much wherever the…
Subsidies History
Reports » Subsidies Summary » Subsidies History
*THE BIG WHAT The subsidies history provides more details for the report above, subsidies summary. You can look at each subsidy individually and how it has been used. This report will assist with accounting as it includes the details of price change and reimbursement…
Texting
What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork) » Texting
Surgery Done Text Automation Aftercare information can be texted to clients if no email is on file. This automation can be set up under Settings > Patient Flow Setup > Automation Setup. Check the box next to “Send Take Home Paperwork. Public Clients: Take home…
Auto Included in Setup
HQ Settings » Medical Notes Setup » Auto Included in Setup
There are numerous common medical note items that come setup “out of the box” with HQ. You can delete or edit these as you like in Settings > Medical Notes. For your reference, they are included here. You can of course create your own also. Here is a Word…
Confirmations and Reminders
HQ Settings » Confirmations and Reminders
Clinic HQ has a confirmations and reminders section located under settings. Communications has three subsections: confirmations and reminders, email attachments, call and text add-on. See the chapter on communications for detailed instructions on this subsection. On…
Deducting From a Pot of Funds
How to Discount Things (Subsidies) » Deducting From a Pot of Funds
Need to apply a discount that pulls from a pot of funds such as a grant or client donations? HQ has an easy tool for that! Subsidies are discounts you apply to line items such as surgeries, vaccines, or other services/products. They can pull from a funding pot…
Updating Prices
HQ Settings » Services & Products » Updating Prices
How to Update Prices Go to Settings > Services & Products. If an adjustment needs to be made to your standard pricing, you will simply edit the assigned price in Services & Products. Edit the price, then click Save for each line item you alter. Note: Updating…
Items We Cannot Add
HQ Settings » Services & Products » Items We Cannot Add
Services and products constitute key elements of a patient’s medical record. They can only be medical items that accurately reflect what a patient received. Sometimes, clinics will request items that we cannot add. Typically it is to serve as a workaround to the…
High Risk Waiver Setup
HQ Settings » High Risk Waiver Setup
There are two types of High Risk Waivers and each require their own setup. Follow these instructions to set each up. First, it should be noted to use these tools, your clinic must be using Patient Flow. These tools are only available in Patient Flow. Verbal High Risk…
Subsidy Settings
HQ Settings » Subsidy Settings
Create A New Subsidy The first step to creating a subsidy for both types (pre-paid and invoiced) is actually setting up a Funding Partnership. If you have not created a Funding Partnership, please do this. Now that you have your Funding Partnership created, click…
Vaccine Setup
HQ Settings » Vaccine Setup
Vaccine Setup The Vaccine Setup section is where you input information related to the rabies vaccines your clinic uses. This information is then passed through to the medical record (in checkout) and the rabies certificate. To create a rabies vaccine, click the +…
Deducting When You’ll Invoice
How to Discount Things (Subsidies) » Deducting When You’ll Invoice
Need to invoice a third party to cover the bill? HQ’s Subsidies tool makes diverting payment to a third party simple. When to Use Invoiced Subsidies A subsidy is used to discount services for the client and can divert payment to another entity. The…
Troubleshooting Subsidies
Accounting » Subsidies » Troubleshooting Subsidies
Subsidies Not Showing Up There are only four reasons why a subsidy would not show up. 1. You have no funds in your pot of funds. To check, go to Settings > Funding Partnerships and look at the balance for the partnership. If it is a zero, this subsidy will not be…
Medical Notes Setup
HQ Settings » Medical Notes Setup
*Only clinics who have enabled Patient Flow will see Medical Notes in Settings. If your clinic does not have access to Patient Flow, please open a help ticket requesting that it be enabled. This is where you can write notes that will show up in the external client…
Logging Controlled Prescriptions
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Prescriptions (Bulk Printing Labels) » Logging Controlled Prescriptions
Patient Flow allows your clinic to create a drug log that will track the amount of waste, administered, and dispensed controlled drugs. For prescriptions of controlled substances, you will need to log the drug as dispensed for the log and also print the prescription…
HQ’s Vaccine Clinic Visit Summary Template
Templates » HQ’s Vaccine Clinic Visit Summary Template
Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes. HQ recommends a custom template. Download HQ Recommended Templates (follow link and open HQ Templates.) AVAILABLE IN ENGLISH &…
Troubleshooting Subsidies
How to Discount Things (Subsidies) » Troubleshooting Subsidies
Subsidies Not Showing Up There are only four reasons why a subsidy would not show up. You have no funds in your pot of funds. To check, go to Settings > Funding Partnerships and look at the balance for the partnership. If it is a zero, this subsidy will not…
Financial Reports
Accounting » Financial Reports
*THE BIG WHAT HQ has many different areas where you are able to see your accounting reports. These are automatically generated and saved for you when you need to view them. The Financial Export The financial export is the largest financial report in HQ. It provides…
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…
15.1.1 Ordering Tests
Integrations » Idexx Tests » 15.1.1 Ordering Tests
Adding IDEXX Tests to an Appointment The first step in ordering an IDEXX test (either Send Out or In-House) will be to add the correct line item to the animal’s services. The service must begin with “IDEXX ###” (Send out tests) or “IDEXX VetLab” (In-house…
Anesthetic or Mixed Service Wellness Considerations
HQ Settings » Wellness Settings » Anesthetic or Mixed Service Wellness Considerations
*THE BIG WHAT Clinics offering comprehensive or mixed service wellness including sedated procedures should configure settings to encompass all wellness appointment types in one setup. Confirmations & Reminders, Consent Form, and Take-Home templates must not be…
Sliding Scale Discounts
HQ Settings » Subsidy Settings » Sliding Scale Discounts
A subsidy is designed to be inflexible to ensure proper use of grant money and reporting. A subsidy is rigid in its setup and the discount amount or pot deduct amount should not be changed between each use. However, some grants or discounts will require that you offer…
HQ’s Visit Summary & Post Op Template
Templates » HQ’s Visit Summary & Post Op Template
Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes. HQ recommends a custom template instead of the built-in Spay/Neuter Certificate because the custom template is an all-in-one,…
VC Custom Pricing
HQ Settings » VC Custom Pricing
Volume client custom-pricing is yet another tool that provides a way to set up custom pricing for various services and products. Here you can add the deviated value for a particular service or product that is not mentioned in the shelter. *VC Custom Prices will…
Non-Rabies Vaccines
HQ Settings » Vaccine Setup » Non-Rabies Vaccines
*THE BIG WHAT Clinic HQ’s “Vaccine Setup” is currently only for generating certificates for rabies vaccines. If your clinic is looking for ways to document the details of other vaccines, we have provided some options here. Documenting Other…
Employee Discounts
How to Discount Things (Subsidies) » Employee Discounts
How To Create In-House Discounts An in-house discount would be a subsidy discount that is applied to services but does not use grant funding or invoicing a partner to replace the cost the client was discounted. Common examples are Employee Discounts, Military…
Declining Surgery
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » Declining Surgery
Declining Spay/Neuter or Other Procedures How to decline treatment/surgery from Patient Flow If an animal showed for their appointment but it was is declined to be treated or receive surgery because of health, aggression, already sterilized – you should…
Tax Setup & Exempts
Accounting » Tax Setup & Exempts
Not all clinics will have to charge tax, and not all clients will be charged tax. You can set up a Volume Client as TAX EXEMPT so that they will not be charged tax on any of the services/products associated with their appointment. To set up a taxed item, follow the…
Rabies Certificates
Communications » The Medical Record » Rabies Certificates
Get Rabies Ready: Generate Your Pet’s Pawsport! Pet owners may need a rabies certificate when traveling, visiting veterinary facilities, or following local regulations. How to generate a Rabies Certificate in HQ After adding the proper Rabies Service Item to…
Communication Logs
Client Management » Communication Logs
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. Communication Logs The communication log allows you to see a record of…
Recording Medical Notes (Short Tags)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Recording Medical Notes (Short Tags)
Medical Notes (Short Tags) are quick tags that can be applied to an appointment in Patient Flow. They allow you to trigger a series of useful actions and are most often issues or observations about the animal, such as “Fleas/Ticks” or “In-Heat.”…
Employee Discounts
HQ Settings » Subsidy Settings » Employee Discounts
How To Create Employee Discounts An in-house discount would be a subsidy discount that is applied to services but does not use grant funding or invoicing a partner to replace the cost the client was discounted. Common examples are Employee Discounts or Military…
Reconciling Your Drawer
What To Do At The End of Your Day » Reconciling Your Drawer
Reconciling your drawer at the end of the day means looking at the Reconciliation Report and ensuring it matches the cash and checks you have in your drawer, and the credit card receipts you have on hand. Balancing your cash and checks Go to Accounting >…
Changing Owners
Client Management » Changing Owners
The change owner tool is used when an animal once belonging to one person now belongs to another. When to use Change Owner Changing the owner of the animal will not move any scheduled appointments to the new owner’s profile. Appointments remain under the…
Scheduling Recheck Appointments
Making Recheck Appointments » Recheck overview » Scheduling Recheck Appointments
Recheck appointments can only be made internally, meaning someone at your clinic creates the appointment in HQ. These are made internally to ensure the right type of appointment is being made for the animal. Rechecks cannot be booked through E-appointments and can…
Volume Client Deposits
Accounting » Deposits » Volume Client Deposits
*THE BIG WHAT Clinic HQ does not have a tool in place to accept deposits for Volume Client appointments. Deposits can only be collected for Public Clients during scheduling and applied directly to an appointment. Please refer to the following alternatives to collect a…
Tax Info
HQ Settings » Tax Info
Tax info is where you set up taxes for any items that your clinic sells that are taxable. You can add a new tax by Clicking Start Here. Enter the name of the tax and select the items/services that are taxable. For each item/service, enter the tax percentage and…
HQ Settings
HQ Settings
Settings is the foundation for your Clinic HQ application. The calendar, email reminders, and pricing – every important field in HQ – are driven by what has been input by your clinic in the Settings section. Can’t get your calendar to do what you want it…
Aftercare
Communications » Aftercare
Providing clear and comprehensive aftercare instructions is crucial for ensuring the well-being of pets following surgery. Effective communication can significantly reduce post-surgery complications, allowing pet owners to better understand what to expect and how…
Microchips
Integrations » Microchips
Clinic HQ has partnered with Petstablished, 24PetWatch, and PetLink to save your clinic time and money! If your clinic utilizes any of these 3 companies for your microchips, you can enroll in automatic registration of microchips directly from HQ. This integration…
Adding & Deleting Items from VC Invoices
Accounting » Accounting Volume » Adding & Deleting Items from VC Invoices
*THE BIG WHAT Once an invoice is generated the services within the invoice cannot be removed, new items cannot added, and prices cannot be changed. To make changes, to an invoice it must be “unbilled.” Invoicing a volume client will lock down the…
Prescription Labels
HQ Settings » Prescription Labels
Setting up prescription labels has a few different parts. Please follow the instructions below to print prescription label. Setup Dymo Label Printer See Dymo Set Up to setup your machine. The number one tip here is to get the correct driver. The recommended printer…
Public Spay/Neuter Appointments
Making Spay/Neuter Appts » Public Spay/Neuter Appointments
Public clients are individual clients that may make an appointment or bring their animals into the clinic. This section will show you how to set up spay/neuter appointments for this type of client internally in HQ. This page previews the client and animal details,…
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 how…
Data Migration
HQ Administration » Data Migration
*THE BIG WHAT When you sign up for HQ, you can have your clinic’s current data, with some exceptions, transferred over to HQ. How does migration work The first step of the migration process is for your clinic to provide HQ with a database export of your…
Idexx Setup
HQ Settings » Integrations Setup » Idexx Setup
Here is the Idexx Setup screen in Settings: Idexx setup In the relevant fields, add your Idexx username and password, and tick the checkbox to enable Idexx integration. IDEXX Integration HQ has a wonderful integration with IDEXX. At this time, we have no plans to…
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…
SN, Wellness, Rechecks
Scheduling Concepts » SN, Wellness, Rechecks
Efficient Scheduling for Spay/Neuter Clinics Based on Animal Parameters Our unique scheduling system lets spay/neuter clinics make appointments based on the animals’ sex, species, and weight. The system will look at these parameters and let you know how many…
Communications
Communications
h3.There are several ways to communicate with your clients through HQ: This includes 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…
Estimating Texting Costs
HQ Settings » Call & Text Add On » Estimating Texting Costs
Clinic HQ offers the cheapest texting of all veterinary and texting-based software, period. You WILL NOT find a cheaper option. The charge for text messages is 5¢ per segment. Each segment consists of up to 160 characters, including spaces. To reduce cost, shorten…
Clinic Profile
HQ Settings » Clinic Profile
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,…
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…
