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Microchip Preferences
HQ Settings » Microchip Preferences
In Settings, configure your clinic’s microchip preferences for the default provider and whether you would like to enable autoregistration for the integrated partner. There are a few things to know about microchips and HQ. First, your clinic is welcome to use any…
Microchip Auto Registration
What To Do During Your Day » Step 5: Check Out (Daily Task) » Microchip Auto Registration
Microchip auto-registration ensures pets quickly and accurately linked to owners, increasing their chances of a safe return if lost. HQ is currently integrated with both Petstablished and 24PetWatch for chip auto-registration. Enable Auto-registration for 24PetWatch…
Patient Metrics- Microchip Export
Reports » Patient Metrics- Microchip Export
*THE BIG WHAT The microchip export gives you a summary of all of the microchipped animals you have seen at your clinic. It can also show the unchipped animals, making for easy comparison. To enter the Microchip Report, locate the Patient Metrics group. Finding the…
Drug Log
Reports » Drug Log
*THE BIG WHAT First, it is important to know that if your clinic uses Patient Flow, your official Drug Logs are on the Client tab. The logs here are for the “old drugs tab” and/or medication dispensed as a prescription. This is an important record to have,…
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…
Deleted Payment Log
Accounting » Deleted Payment Log
Deleted Payment Log The Deleted Payments Log will capture all data surrounding the removal of a cash, check, credit card (manual), or client credit as payment on an appointment. The report will help identify theft within the clinic. The only time a payment should be…
Editing the Drug Log
What To Do During Your Day » Step 6: Closing the Drug Log (Daily Task) » Editing the Drug Log
Occasionally you may need to edit the drug log after it’s been finalized. You will have until midnight on the same day to adjust the drug log, otherwise there is no way to edit the drug log. If a mistake is caught after the drug log is locked, you can only…
Drug Log Printing (Not Common)
What To Do During Your Day » Step 6: Closing the Drug Log (Daily Task) » Uncommon Issues » Drug Log Printing (Not Common)
What is a Macro? It is “an action or set of actions that you can use to automate a task.” So, basically, it tells Excel to change column size, remove unnecessary columns, change font size, margin size, and so much more with one click. At the end of each day,…
Change / Audit Logs
Change / Audit Logs
Change Logs in HQ allow you to see information on specific actions/details regarding things like changing appointments, sending reminders, and many other details you will want to have a record of. These can all be accessed in the side panel of the Clients tab.…
Who Should Start the Drug Log?
What To Do During Your Day » Step 1: Start Your Drug Log (Daily Task) » Who Should Start the Drug Log?
Who should start the drug log? Different states have different regulations about how drug logs are started and maintained. There are three options that exist for pulling drugs out of the safe and starting the HQ drug log. 1. A veterinarian pulls the drugs out and…
Where Does the Drug Log Save?
What To Do During Your Day » Step 6: Closing the Drug Log (Daily Task) » Where Does the Drug Log Save?
Integrations
Integrations
Clinic HQ currently integrates with Idexx for laboratory services and with Petstablished and 24 Pet Watch Microchips. Please see the next sections for details on these integrations!
Appending a Note to the Drug Log
What To Do During Your Day » Step 6: Closing the Drug Log (Daily Task) » Editing the Drug Log » Appending a Note to the Drug Log
Because it’s not possible to edit the drug log after the next day has been started, if you need to correct something, the only tool to do that is by appending a non-editable note to the drug log. Here’s how: 1. Go to Clients > Medical > Drug Logs 2.…
Step 1: Start Your Drug Log (Daily Task)
What To Do During Your Day » Step 1: Start Your Drug Log (Daily Task)
The very first thing a clinic must do in their day is pull your drugs out of the drug safe and START YOUR DRUG LOG. It’s critical to understand this very important point: >>>>NO PART OF PATIENT FLOW WILL WORK WITHOUT STARTING THE DRUG…
Step 6: Closing the Drug Log (Daily Task)
What To Do During Your Day » Step 6: Closing the Drug Log (Daily Task)
Closing Out the Drug Log Once all of the animals get through Patient Flow, you will need to close out the drug log for the day. Go to Clients > Drug Log Review the log before finalizing. Click View/Export Drug Log Download the log and review before finalizing the…
The Vault
HQ Related » All About HQ » What To Do When HQ is Down » The Vault
The Vault is your backup plan if Clinic HQ goes down! Chrome Extension Our Chrome Extension is a storage center of your Drug Log and Roster in case Clinic HQ goes down. Both the drug log and roster are backed up every five minutes. If Clinic HQ goes down, you can…
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…
Petstablished Microchips
Integrations » Microchips » Petstablished Microchips
Petstablished Microchips The Bissell Foundation and Petstablished teamed up with Charity HQ to donate 10,000 chips through HQ’s RezCare program. We asked nearly all microchip companies to partner with us to get microchips out to reservations across the US.…
24PetWatch Microchips
Integrations » Microchips » 24PetWatch Microchips
24PetWatch Ordering 24PetWatch Chips There are various kinds of microchips. Please contact 24PetWatch for pricing details. Schip Mchip Tchip To order, call: 1.866.597.2424 or email: microchips@pethealthinc.com and let them know you are a Clinic HQ client in…
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…
Barcode Scanners
Start Here » Technology » Barcode Scanners
A handheld barcode scanner makes clinic life easier. You can simply place your cursor in the microchip field, scan the microchip sticker, and it will automatically populate the field with the chip number. It’s a huge time-saver at checkout. Initially, we…
Surgery (Surgical Screen)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Surgery (Surgical Screen)
The Surgery tab is where you document all things that happen in surgery. Here is what the screen looks like and here are the general steps to complete the surgery screen. Steps to complete: When you give the induction drugs, click Action > Given > Yes,…
Canceling HQ
HQ Administration » Canceling HQ
Canceling Your HQ Account Over our twelve-year history, our retention rate for clinics is an astronomical 99.98%. That’s because unlike other software companies we prioritize creating good tools over profitability. HQ was created (and continues to be operated daily)…
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…
Client Management
Client Management
In this section, you will learn different options for finding clients in HQ, understanding different client types, and managing your clients. Find Clients And Animals The easiest way to search for clients or animals is through our new Quick Search feature.…
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,…
PetLink
Integrations » Microchips » PetLink
Activating the PetLink Integration with your Clinic HQ Software Clinic HQ is fully integrated with PetLink for automatic registration of your PetLink microchips. This will save you time and money plus ensure each microchip is registered. How to activate the…
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…
Treatment Sheets
Understanding Various Paperwork (Templates) » Treatment Sheets
A treatment sheet is where a physical exam, anesthesia, services, and other notes are included. HERE is an example of a treatment sheet. Note: This is the HQ Treatment Sheet but you can create your own as a template. Accessing the Treatment Sheet A live,…
Templates
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,…
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…
Car Side Script (PAASS)
What To Do During Your Day » Step 2: Check In (Daily Task) » 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,…
Shelterluv Add On Setup
HQ Settings » Integrations Setup » Shelterluv Add On Setup
What does it do? This integration between Shelterluv and Clinic HQ is currently one-directional, meaning data flows from Shelterluv into Clinic HQ. When an intake is completed in Shelterluv, the relevant animal information is automatically pulled into HQ. This…
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…
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…
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,…
Finalizing From the Day Before
What To Do During Your Day » Step 1: Start Your Drug Log (Daily Task) » Finalizing From the Day Before
Finalizing From the Day Before At the end of every clinic, a vet or tech should “finalize” the drug log. We cover what that means in other sections. However, what happens if they don’t finalize the drug log from the day before. What that means for…
Two-Factor Authentication
Start Here » Logging In » Two-Factor Authentication
Two-factor authentication enhances security by requiring both a password and a second form of verification. This makes it more difficult for unauthorized users to access your account. This means that when you log into Clinic HQ, you must enter your email, password,…
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…
Shelterluv
Integrations » Shelterluv
What does it do? This integration between Shelterluv and Clinic HQ is currently one-directional, meaning data flows from Shelterluv into Clinic HQ. When an intake is completed in Shelterluv, the relevant animal information is automatically pulled into HQ. This…
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…
Using PF with Paper Drug Logs (“Hybrid Version”)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Using PF with Paper Drug Logs (“Hybrid Version”)
If your clinic isn’t quite ready to switch from your old drug log to the drug log in HQ, you can still use Patient Flow! We call this hybrid Patient Flow, as you are still using your own paper drug logging system but using the ease of Patient Flow in HQ to move…
Drug Logging Issues
What To Do During Your Day » Step 6: Closing the Drug Log (Daily Task) » Uncommon Issues » Drug Logging Issues
REOPEN DONE BOTTLES How to reopen CS bottle that was marked as “done” too soon. Click the Drugs button and choose to mark as Given (if on Exam) or mark as Drawn (if on Drug Draw). From the pop up where you would record the drug amount, locate in the…
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…
Closed vs Done Bottle
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Closed vs Done Bottle
Closed vs Done Bottles Closed and Done are not interchangeable terms in HQ’s drug log. When you first add a bottle to your container inventory, it is automatically marked Closed. This is so only bottles actively in use are open on the drug log. When you finish a…
Mixing & Adding a Bottle of TTDEX (or other compounded drug)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Mixing & Adding a Bottle of TTDEX (or other compounded drug)
Compounded or “pre-mix” controlled substance (CS) drugs are often a part of HVSN drug protocols. HQ has an easy tool for adding and logging controlled drugs that are pre-made by the bottle. Add in Your CS Drug Bottles The first step of creating a…
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…
Close an Open Bottle
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Close an Open Bottle
Closing a bottle is a rare action. It is typically only used if you’ve opened a bottle by mistake. This section will show you how to mark a bottle closed. How to Close a Bottle Closing a bottle is different from marking the bottle as Done. If a bottle is…
HQ OnePass
Start Here » Logging In » HQ OnePass
HQ One pass is your key to enter all of Clinic HQ. You can access all 3 Clinic HQ sites— Clinic HQ, Clinic HQ University, and Clinic HQ Training Clinic using a single login. Simply use your Clinic HQ credentials to log into OnePass. If you are already logged into…
Correcting Mistakes (Undo Drugs)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Correcting Mistakes (Undo Drugs)
If drug logging error on a patient record is caught before the drug log is closed for the day, you can make corrections in Patient Flow. This section will guide you through undoing drugs. Undo Drug If all of the drugs were drawn but you realized one of the doses is…
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…
Other Common Communication Situations
Communications » Other Common Communication Situations
Other Communication Useage Creating a Call Log or Communication Reference For Public and Volume Clients, we have the “Long Notes” internal section where you can stash a note about a client communication. Search the client and open their profile. Long…
Changing from Non-Anesthetic to Anesthetic
What To Do During Your Day » Step 4B: Wellness Flow (Daily Task) » Non-Anesthetic (Wellness) Flow » Changing from Non-Anesthetic to Anesthetic
Did you know you can change either a wellness appointment or a recheck appointment from non-anesthetic to anesthetic? By changing an appointment to anesthetic, you will have access to the controlled drug log and surgical information. Take a look below to see…
Patient Flow Setup
HQ Settings » Patient Flow Setup
HQ’s Patient Flow Drug Log combines and expedites the process of moving your animals through the system, keeping everything in one spot. With this, the HQ Drug Log automatically calculates the necessary amount of a drug for each animal depending on the animal…
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…
Logging Out
Start Here » Logging In » Logging Out
Logging out of Clinic HQ is simple. Go to Profile > Logout. There are many places in HQ where your user login is tracked. Always log in with only your login. NEVER share your login information.
Centralized vs Decentralized Drug Drawing
What To Do During Your Day » Step 1: Start Your Drug Log (Daily Task) » Centralized vs Decentralized Drug Drawing
Centralized versus Decentralized Drug Logs – Which One Are You? In HQ, most clinics use a Centralized drug draw, meaning one person or team pulls up the drugs. The most common flow for this is you have one or two people that draw up the induction drugs for the…
Security
HQ Administration » Security
What can I (the user) do to ensure the content is secure? 1. Keep your Chrome browser up to date. Here is how. 2. Create limited user roles and do not share user logins. 3. Use Two-Factor Authentication Read how to do this and more on security below. What does Clinic…
Invoices
HQ Settings » Invoices
Invoices under Communications settings, is where you can create a custom email for your volume clients when invoices are emailed to them. You will write in the box the text in the email that accompanies an invoice. To get started faster, you can add our default…
Open a Closed Bottle
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Open a Closed Bottle
Open a Closed Bottle There are two places you can open a closed bottle from, depending on the drug you are using. Patient Flow: This is where you will open and log bottles that are used on patients. It includes drugs you have setup protocols for, your available…
Confirming AM Bottle Balances
What To Do During Your Day » Step 1: Start Your Drug Log (Daily Task) » Confirming AM Bottle Balances
Why Do You Have to Confirm Bottle Balances Every Morning? Every state has laws about drug logging controlled substances. At a minimum, you must verify the total of drugs you are beginning your day with. Here’s why. Preventing theft: You will be documenting…
Merging Clients
Client Management » Merging Clients or Animals » Merging Clients
Merge Clients This tool allows you to merge one or multiple clients into one client record. You can merge any combination of public and volume clients into one record. Caution: Once an animal or client record is merged, there is no way to reverse this action. Client…
Getting Started
Start Here » Logging In » Getting Started
Logging into HQ for the First Time You will receive an email prompting you to create a password and log in to HQ. Use Google Chrome for the best experience. Each user must log in using a unique email address. If you haven’t received the email: Check your…
User Login Troubleshooting
HQ Settings » Users » User Login Troubleshooting
Troubleshooting User Setup & Existing Logins New User Setup Issues “I added a new user but they did not get an email from Clinic HQ.” If this occurs, please use the following suggestions: Double-check with the person that the email spelling is correct…
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…
Setup and Manage Controlled Substances
HQ Settings » Patient Flow Setup » Setup and Manage Controlled Substances
Controlled Substance Bottle Setup To begin this setup, you will need controlled substance bottles currently in use at the clinic. This process of adding bottles will also be performed every time an order of controlled drugs is received by the clinic. Go to…
VCP Login Help
Volume Client Portal » VCP Login Help
Volume Client Portal Login Troubleshooting If your Volume Client (VC) is having trouble logging in, please follow these steps before submitting a help ticket: 1. Are they in the right place? Be sure the VC is attempting to log in to the Portal website and not the…
AR Status & Resending Invoices
Accounting » Accounting Volume » AR Status & Resending Invoices
Accounts Receivable Invoice Report In Accounting > Invoice History, run a report to review the accounts receivable status for volume client invoices. Use this report to know if a VC should be notified of a past-due invoice. Invoice History will show how many days…
Changing Your Password
Start Here » Logging In » Changing Your Password
It’s a good idea to change your password if it’s been compromised, too simple, shared, or forgotten—keeping your account safe and secure is always worth the extra step! Here’s how: Go HERE. Paste your old password into the first field,then enter your…
What To Do When HQ is Down
HQ Related » All About HQ » What To Do When HQ is Down
In the event that Clinic HQ’s site is down here is what you can do. Be in the Know and Have Back-Up Plans Go to the status page: https://status.clinichq.com/ Subscribe to alerts: click Get Updates. Sign up for status alerts Updates include notifications…
Split a Dose Between 2 Bottles
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Split a Dose Between 2 Bottles
Drawing From More than One Bottle Drawing from two bottles on one animal. When you reach the end of a bottle and need to draw more drugs for the patient, follow these steps: Click the blue “Open New Bottle” button. This will create two open bottles on…
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…
Grantors
HQ Settings » Grantors
In Clinic HQ, you must always indicate where/who a donation came from. Donations will come from either an individual or an organization. In Settings > Grantors you can create and manage profiles of organizations and entities that donate via grants or foundational…
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…
Merging Clients or Animals
Client Management » Merging Clients or Animals
Merging clients and animals is an extremely helpful tool for when you inadvertently have more than one of the same client or same animal. This tool will allow you to combine them into one profile or record. Be Cautious This is a handy tool, but it’s also a…
Verbal High-Risk Waivers
Understanding Various Paperwork (Templates) » High Risk Waivers » Verbal High-Risk Waivers
Verbal High-Risk Waiver First, it should be noted to use these tools, your clinic must be using Patient Flow. These tools are only available in Patient Flow. HQ automates collecting high-risk waivers through workflows for verbal or email consent (see next section).…
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…
Reopen a Done Bottle
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Reopen a Done Bottle
You may close a drug bottle that is not actively in use, or by accident! Here’s how you open a closed bottle. Reopen a Done Bottle If a bottle was marked Done, but still has a physical remaining balance, here’s how you can reopen that bottle. Navigate…
Manual Donation Attached to Appointment
Accounting » Donations » Manual Donation Attached to Appointment
If a client has a scheduled appointment and chooses to give a donation, the donation should be collected and paid through the appointment so the client’s information can be recorded on the donation reports and donor log. Donation through Overpayment This…
Start Here
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…
Volume Client Portal
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…
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…
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…
AM Tasks
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Rare Situations » AM Tasks
AM Tasks are used for clinics that keep all spay/neuter/anesthetic patients overnight. This tasking feature helps staff administer drugs to the patient the morning after their procedure while still in the care of the clinic. In your Patient Flow Setup, there are…
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…
Drug Chart / Protocol Setup
HQ Settings » Patient Flow Setup » Drug Chart / Protocol Setup
Drug Chart Setup Your clinician will need to establish the protocols and drug doses used for standard and non-standard anesthetic procedures. To get started, go to Settings > Patient Flow Setup > *Drug Chart/Protocol Setup * You will need: 1. Your clinic’s…
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…
Volume Client Owners
Client Management » Volume Client Owners
Volume Client Owners are individual public owners listed underneath a volume client appointment. This could include pet parents through volume client’s transport or adoption. What is a Volume Client Owner (VCO)? Within a volume client appointment, there…
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…
Checklist for Migrating Data
HQ Administration » Data Migration » Checklist for Migrating Data
After you have read about how a data migration works, follow these steps for Data Migration to Clinic HQ NOTIFY CLINIC HQ Contact Clinic HQ and let us know you are interested in doing a data migration. You can open a help ticket to get this communication started.…
Suggested Flow
What To Do During Your Day » Step 2: Check In (Daily Task) » Suggested Flow
Unlocking Efficiency: HQ’s Proven Method for Safer, Faster, and Less Stressful Clinics with Recommended HQ Flow Pre-everything – But Why? Check-in is often the most stressful part of your day, yet it’s also the moment when patients, staff, and owners are…
ASNA Anesthetic Protocols
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » 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…
Merging Animals
Client Management » Merging Clients or Animals » Merging Animals
Merge Animals Animal Merge Restrictions Merging animals can only be done under the same client, not between two clients. Cannot merge an animal with a pending or in progress appointment. (suggestions below for this scenario) Cannot merge an animal with a 0 ID# at…
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…
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…
Drawing & Giving the Pre-Med
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » Drawing & Giving the Pre-Med
Streamlining Pre-Med Flow: Enhancing Efficiency and Patient Care in Your Clinic Suggested Flow for Pre-medicating: Dogs Once the weight and the maturity of the patient are put in, pre-medication doses are auto-populated in HQ. The drug drawer (either the…
Surgery not performed, drugs drawn, holding overnight
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Holding Overnight » Surgery not performed, drugs drawn, holding overnight
How to use Holding Overnight If the surgery was NOT done, do NOT click the “Surgery Done” button. Using the hold overnight tool – selecting this option will decline this patient for surgery today, and create a new spay/neuter appointment for…
Drawing Induction Drugs (Drug Draw Screen)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Drawing Induction Drugs (Drug Draw Screen)
Drawing and logging drugs for induction is a major step in flowing a patient through surgery. In HQ, this step is done in the Drug Draw tab in Patient Flow. Once the patient is marked “Done” from the Exam & Pre-Med screen, they are pushed over to…
Bill Volume Clients
Accounting » Accounting Volume » Bill Volume Clients
Volume Clients Invoices Volume Clients should always pay through an Invoice. You may generate an invoice for volume clients who are paying for services rendered on an animal or for an invoiced partnership such as vouchers. An invoice can be created the same day of…
Documenting Deaths
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Documenting Deaths
In veterinary medicine, we experience animals of all shapes, sizes, and health conditions. While the need to document a death is not the most pleasant of topics, it can be a necessity when dealing with live animals who may react to anesthesia and surgical procedures…
