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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…

Making Recheck Appointments

Recheck Appointments to the Rescue—No, They’re Not for Regular Checkups When an animal experiences any complications or problems related to their spay or neuter surgery, a recheck appointment will be scheduled. This could include an infected incision,…

Changing Appointments

Master the Art of Appointment Tweaks with HQ’s Effortless Options! Changing appointments can mean any of the following five things. This section of the manual will go over how to make these changes. We’ll also cover when and why to use each of these…

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…

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…

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…

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…

Deleting Appointments

Changing Appointments » Canceling Appointments » Deleting Appointments

Delete or Don’t: Knowing When to Erase an Appointment! Deleting an appointment will erase it from the system. Deleting should happen if the appointment was mistakenly made or often, in the case of a Volume Client – more appointments were scheduled than…

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…

Approving e-Appointments

What To Do At The End of Your Day » Approving e-Appointments

Approving e-Appointments can happen anytime during your day. But at the end of your day before heading home, it’s a good time to double check that all appointments have been approved. Approving e-Appointments Go to Online Appointments Notice there are…

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…

Approve e-Appointments

What To Do Before Your Day » Approve e-Appointments

Approving e-Appointments can happen anytime during your day. But at the end of your day before heading home, it’s a good time to double check that all appointments have been approved. Approving e-Appointments 1. Go to Online Appointments 2. Notice there are…

Making Spay/Neuter Appts

In this section, you will learn how to schedule Spay/Neuter appointments step-by-step. We will cover how to schedule internal S/N appointments for public and volume clients and how to manage external appointment requests. The Spay/Neuter appointment is a core…

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…

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…

Bulking Volume Client Appointments

Making Spay/Neuter Appts » Volume Spay/Neuter Appointments » Bulking Volume Client Appointments

We’ve experimented with ways of letting volume clients make their own appointments. However, we’ve never been able to find a way that did not cause mayhem. We may look at this in the future, but right now, we try to make scheduling many appointments for volume…

Volume Spay/Neuter Appointments

Making Spay/Neuter Appts » Volume Spay/Neuter Appointments

Volume clients are clients that may bring multiple animals into the clinic at once. This section will show you how to set up a volume client, how to set up spay/neuter appointments for this type of client internally in HQ, and how to bulk…

Managing Volume Client Appointments

Making Spay/Neuter Appts » Volume Spay/Neuter Appointments » Managing Volume Client Appointments

In the VCP, a client can manage their released/scheduled appointments. Here they can confirm the species, sex, and size of the animals, sign consent forms, and more. Key Features of the VCP Entering Animal Data Once you provide access to your volume client, they…

Canceling Advanced Wellness Appointments

Changing Appointments » Canceling Appointments » Canceling Advanced Wellness Appointments

Canceling Advanced Wellness Appointments Wellness is handled from a different calendar. To cancel wellness appointments, You go to the Wellness Calendar Click on the appointment and click Cancel. Note: If the appointment has a deposit on it, you’ll…

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,…

Making Your Own Mini-Manual

Start Here » Getting Help » How to Use This Manual » Making Your Own Mini-Manual

Make your own booklet for the subjects that apply to your clinic. You may want to create a mini version of this manual tailored specifically to your clinic. If you want to create a manual just like we have here, we use the service Manula. For about $30 per month,…

Making a New Volume Client

Making Spay/Neuter Appts » Volume Spay/Neuter Appointments » Making a New Volume Client

In order to schedule appointments, the clinic must first create the volume client profile in HQ. To do that, follow these steps: Go to Clients > Client Management > Create Volume Client. The minimum required information is the Organization Name, at least one phone…

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…

Releasing Appointments to the VCP

Making Spay/Neuter Appts » Volume Spay/Neuter Appointments » Releasing Appointments to the VCP

Appointments will only be available in the Portal for volume clients once they are released, aka. scheduled, for the client. This section will show you how to make appointments available in HQ for a specific volume client. To schedule a VC spay/neuter appointment,…

Spay/Neuter Appointments by Time

Scheduling Concepts » Spay/Neuter Appointments by Time

Some clinics, such as mobile units, may opt to schedule specific times for spay/neuter appointment spots. This adds a layer of complexity to your day. Our time-based scheduling feature can help with that! If your clinic uses individually assigned appointment…

Making a PDF of the Manual

Start Here » Getting Help » How to Use This Manual » Making a PDF of the Manual

An online manual is convenient, but it requires an internet connection to access. To support offline use , you can also offer a downloadable PDF version that users can save to their computer or device—or even print if they prefer. This manual includes a built-in…

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…

Making Sure All Clients Have Paid By The End of Day

What To Do At The End of Your Day » Making Sure All Clients Have Paid By The End of Day

It’s important that all public clients pay for all services by the end of the day. We have a quick and easy way to double check that. Use Accounting > Public Clients > Apply Payment to make payments and double check at the end of the day that all are paid. Go…

Internal vs. External

Scheduling Concepts » Internal vs. External

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, though…

VCP Setup – Connect Account for Multi-Clinic

Volume Client Portal » Setting Up the VCP » VCP Setup – Connect Account for Multi-Clinic

If a Volume Client (VC) brings animals to multiple clinics using Clinic HQ, they can link all of these clinics under one Portal account. This allows them to easily access appointments across different clinics. Before Connecting a VC to Your Clinic set Up…

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…

Converting Public to Volume Clients & Vice Versa

Changing Appointments » Converting Public to Volume Clients & Vice Versa

Turn Public Client Bookings into Volume Appointments with These Simple Steps Let’s say a volume client goes online and books ten appointments, not realizing the online form is for public clients only. You can convert these to volume client appointments.…

Wellness Appts From the Calendar

Making Wellness Appointments » Wellness Appts From the Calendar

From the Advanced Wellness Calendar Click on the Wellness calendar in the left hand navigation menu. 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…

Rooms

HQ Settings » Wellness Settings » Rooms

Wellness Calendar Rooms Your clinic is in charge of deciding which “rooms” you’ll have on your calendar. Some clinics opt to repurpose the rooms with vets instead, and that’s fine. Notice on your clinic’s calendar which rooms you have available. Rooms can be…

Training Clinic

Start Here » Getting Help » Training Clinic

At HQ, every user gets the unique opportunity to have their own training site. This training site allows users to access Clinic HQ to its full capacity without the worry of making a mistake! Your staff can practice making appointments, drawing and wasting drugs,…

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…

Setting Up the VCP

Volume Client Portal » Setting Up the VCP

How To Set Up A Volume Client With Their Own VCP The process on the clinic’s end will always be the same when setting up a volume client to join the Portal with your clinic. When the client receives the email invite they will have two options and the next pages of…

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…

S/N From the Calendar

Making Spay/Neuter Appts » Public Spay/Neuter Appointments » S/N From the Calendar

Adding appointments for clients directly from the calendar is quick, easy, and efficient, helping your clinic stay organized and save time. Getting Started: Click the Spay/Neuter by Capacities tab in the left hand menu to navigate to the spay/neuter…

Capacity Management

HQ Settings » Capacity Management

Capacity management allows you to set individual categories like “large female dog” and “male cats,” and put some limits or caps on those categories for the number of appointments you’d like on any given day. The idea here is that set…

Public, Volume, TNR

Scheduling Concepts » Public, Volume, TNR

Before making appointments, it’s important to understand that we have two main client types in HQ: public clients and volume clients. Public Clients Public clients are regular, everyday pet owners that bring their animals to your clinic to get spayed and neutered.…

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…

Volume Client Portal

The innovative Volume Client Portal (VCP) is like a mini-website built specifically for your volume clients. It provides a way for your volume clients to enter data about the pets they bring you, allows them to sign consent forms, and, once they’ve been…

Things to Know About Walk Ins

Scheduling Concepts » Things to Know About Walk Ins

Walk-Ins Welcome, But Still Need an Appointment for Smooth Sailing Walk In appointments are when a client comes through the doors of your clinic requesting care for their animal. While this is a walk-in and cannot be scheduled ahead of time, it is still important to…

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…

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 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)…

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…

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…

Training Videos

HQ Related » All About HQ » Training Videos

Whether you are a new clinic or you have been with Clinic HQ for some time, these course training videos are essential for key administrative team members to watch in order to best understand the ins and outs of the software. Clinic HQ Setup Course This would be…

Anesthetic vs. Non-Anesthetic

Scheduling Concepts » Anesthetic vs. Non-Anesthetic

There are many types of appointments in HQ, including Anesthetic and Non-Anesthetic. Differentiating between these will make sure you have an easier time navigating in Patient Flow. Anesthetic appointments are any appointments where the animal is receiving a medical…

The Calendars

In this section, you will learn how to navigate through HQ’s scheduling calendar. HQ features two calendars: Spay/Neuter and Wellness. These calendars are usually the first thing you’ll see when logging in, offering a dashboard and visual display of…

Scheduling Concepts

Clinic HQ offers a streamlined approach to scheduling with various options to fit different needs, allowing clinics to easily manage appointments, track client availability, and optimize staff resources. This section outlines the key scheduling concepts within…

Appointment Scheduling Report

Reports » Appointment Scheduling Report

*THE BIG WHAT Track your employee performance with the Appointment Scheduling report. This productivity report will show by day how many appointments were scheduled and the user activity with scheduling. Go to Reports > Appointment Scheduling. Choose a date range to…

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…

User Role Permissions

HQ Settings » Users » User Role Permissions

Each user will have a user role. In the User Role setup, select the permissions. User roles are assigned to define the abilities that each user has. It limits areas of the software they can access and actions or functions the user has. Here we describe what each…

Schedule Vaccine Appointment (Externally)

Making Wellness Appointments » Vaccine Clinic Scheduling Strategies » Schedule Vaccine Appointment (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…

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…

Recheck overview

Making Recheck Appointments » Recheck overview

Why rechecks cannot be wellness appointments Recheck appointments cannot be considered wellness appointments because they are linked to an animal’s spay/neuter surgery. When selecting a recheck appointment, you’ll need to reference the animal and the surgery…

Setting Up Volume Clients

Client Management » Setting Up Volume Clients

This section will guide you through creating a new volume client profile. The volume client portal creates an easy-to-use space for your volume clients to manage their own animals and appointment information. Create a Volume Client Before you can even make an…

What is the Difference between Canceling and Deleting

Changing Appointments » Canceling Appointments » Deleting Appointments » What is the Difference between Canceling and Deleting

What is the Difference between Canceling and Deleting Deleting should only be done very rarely. It should only be used in two scenarios: 1. You accidentally made an appointment for someone, perhaps a duplicate. Here it’s appropriate to delete. 2. For Volume…

Correctly Scheduling Appts

Scheduling Concepts » Correctly Scheduling Appts

The cardinal rule in HQ is that appointments should be made in the name of the person/organization walking through the door with the animal. There are many tools available for diluting the payment to another entity. For example, if Jane Smith has a voucher and the…

Taking Payment

What To Do During Your Day » Step 2: Check In (Daily Task) » 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…

Accounting Public

Accounting » Accounting Public

*THE BIG WHAT There are two “Apply Payment” screens, one for public appointments and one for volume appointments. This chapter covers PUBLIC Apply Payment. Some clinics will collect payment in the AM, and some in the PM. If your clinic collects payments in the AM,…

Customizing Confirmations and Reminders

Communications » Customizing Confirmations and Reminders

Clinic HQ’s communication tools empower you to personalize messaging for clients while minimizing the need for constant updates. You can easily send targeted messages to specific groups, ensuring they receive information relevant to their…

All About HQ

HQ Related » All About HQ

Clinic HQ is a cloud-based software designed for high-volume spay/neuter and wellness clinics (HVSN). As of 2024, about six hundred HVSN clinics use HQ worldwide. Most are located within the US and Canada. We also have one clinic in New Zealand, Mexico, Nicaragua, and…

Canceling SN, Basic Wellness & Recheck

Changing Appointments » Canceling Appointments » Canceling SN, Basic Wellness & Recheck

Canceling S/N, Basic Wellness, and Recheck Appointments These three appointment types can all be canceled in the same way. The fastest way From the spay/neuter calendar, click on the date the appointment is on, then select Appointment Changes. Click the Cancel…

Spay/Neuter Calendar

The Calendars » Spay/Neuter Calendar

In this section, you will learn about efficiently navigating through the spay/neuter calendar, what all of the tiles and numbers mean, and how to use mobile locations. Understanding the contents of this section will ensure you can use and edit it smoothly.…

Linking Unmatched Deposits

Accounting » Deposits » Managing Deposits » Linking Unmatched Deposits

*THE BIG WHAT In certain cases, a payment may be received without an appointment being scheduled. Unmatched deposits occur when there is an issue with the staff’s appointment scheduling process. Staff charge a deposit from the client, but exit the scheduling…

Patient Metrics-Summary

Reports » Patient Metrics-Summary

*THE BIG WHAT The Summary reports are where you can view details surrounding the number and types of surgeries, animals, and appointments that were scheduled at your clinic. Each is broken down into smaller sections, giving you a general idea of how your clinic is…

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…

Revert a Canceled Appointment

Changing Appointments » Canceling Appointments » Revert a Canceled Appointment

Revert a Canceled Appointment If an appointment was canceled by mistake, you can undo that action. Follow these steps: Locate the animal in the Appointments tab in the Client Profile. Under the tab Appointments, find the canceled appointment. To the right, use the…

Step 4B: Wellness Flow (Daily Task)

What To Do During Your Day » Step 4B: Wellness Flow (Daily Task)

Patient Flow isn’t just for spay/neuter appointments – it’s a powerful tool for streamlining wellness visits too! By easily differentiating between anesthetic and non-anesthetic appointments, you can simplify the check-in and check-out process for either.…

Updating Prices

HQ Settings » Services & Products » Updating Prices

How to Update Prices Go to Settings > Services & Products When the time comes to increase your prices, you will simply edit the assigned price in Services & Products. Updating prices will only be applied to new appointments scheduled. This will not change the…

Missing Animal(s) in PF

What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Missing Animal(s) in PF

Cannot Locate Animal in Patient Flow The animal was checked in but is not found in Patient Flow. Check the Flow filters Are you under Dogs or Cats? Is it set to show All Teams? Is the status set to show All? (Here you can filter the page to show you all…

Printing

What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork) » Printing

Take home paperwork can be printed individually from Checkout or in bulk from Print/Email Paperwork. This page will cover how to print these documents. To print via Checkout, follow these steps: Navigate to Clients > Check In/Checkout > Check In/Checkout. Click…

Rechecks in Patient Flow

What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Rechecks in Patient Flow

All appointments can be processed in Patient Flow with a treatment sheet that includes notes and drugs used. In Clinic HQ, a “Recheck” appointment is for post-spay/neuter concerns and can only be scheduled for animals that had a spay/neuter procedure.…

Understanding Client Types

Client Management » Understanding Client Types

Before making appointments, it’s important to understand that we have two main client types in HQ: public clients and volume clients. Public Clients Public clients are regular, everyday pet owners that bring their animals to your clinic to get spayed and…

The Dashboard

Start Here » The Dashboard

The dashboard is typically where you start your day. You can see where you are in your flow, check for any new memos, make sure all microchips were registered, and make sure you have appointments that have not been checked out. Understanding The…

Subsidies Summary

Reports » Subsidies Summary

*THE BIG WHAT The subsidies summary provides a summary of all subsidies or discounts applied at your clinic. This report provides a a quick access to see how much of a grant has been used and how much is left. This summary shows the balance of the subsidy, how much…

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…

Invoicing & Payments Volume Clients

What To Do During Your Day » Step 5: Check Out (Daily Task) » Invoicing & Payments Volume Clients

ABC: Always Be Checking out Appointments can only be invoiced once they are in the checked out status. It is crucial to confirm what each appointment is charged before billing the volume client. This can be done from each animal’s Checkout page Financial tab.…

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…

Automations, What Are They?

What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » 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…

Start Here

This manual is your step-by-step guide to Clinic HQ, built to save time and “cut” down on the workload—just like at your clinic, but without the need for any anesthesia! Our goal is that this is your first stop when you or your staff run into any…

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…

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…

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…

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…

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…

Setting Vaccine Clinic Schedule in HQ

Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Setting Vaccine Clinic Schedule in HQ

Here are step by step instructions on how to set your HQ calendar up for your vaccine clinic. Step 1: Make sure the day is open on the spay/neuter calendar. If it is not, open the day and set your capacity for 0 for spay/neuters on that date. That way, no one will be…

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…

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…

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,…

Checkout Quick Entry

What To Do During Your Day » Step 5: Check Out (Daily Task) » Phased Out Tools » Checkout Quick Entry

PLEASE NOTE: Checkout Quick Entry is an older and less efficient way to check animals in and out. We have left it as a feature in HQ since some clinics still utilize this method of checkout. We highly recommend switching to Patient Flow and E-Lobby which are much…

Getting Clients to Pre-Sign Consent Forms

Understanding Various Paperwork (Templates) » Consent Forms » Getting Clients to Pre-Sign Consent Forms

How can they pre-sign consent forms? In Settings you can upload a template of your consent form. You can have forms for spay / neuter, wellness and recheck. Note: All wellness appointments from dentals to vaccines will have to make do with only one consent form for…

Non-Anesthetic (Wellness) Flow

What To Do During Your Day » Step 4B: Wellness Flow (Daily Task) » Non-Anesthetic (Wellness) Flow

The main difference here will be differentiating between anesthetic and non-anesthetic appointments. To set up Patient Flow with wellness, go to Settings > Wellness Settings. You will see a list of types of wellness appointments, and you can tag them as anesthetic,…