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Enabling Patient Flow
HQ Settings » Patient Flow Setup » Enabling Patient Flow
If you have the following page labeled “Drug Protocols” in Settings, your clinic does not have access to Patient Flow. BUT! It can be enabled. Submit a Request to Enable Patient Flow If your clinic does not have access to Patient Flow in Settings, please…
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…
Rechecks in Patient Flow
What To Do During Your Day » Step 4A: Surgical Flow » Occasional Situations » Rechecks in Patient Flow
*THE BIG WHAT All appointments can be processed in Patient Flow and have a treatment sheet (notes, and drugs used.) In Clinic HQ, a “Recheck” is an appointment for an animal that has post-spay/neuter concerns. Rechecks can only be scheduled for animals that…
Patient Flow How Tos
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos
Patient Flow is a standardized flow tool where you do the same things over and over for each patient. But, sometimes, there are one offs, or edge case scenarios where you have to do something different. This section will cover those topics. These topics…
Automation Setup for Patient Flow
HQ Settings » Patient Flow Setup » Automation Setup for Patient Flow
Automations In Patient Flow, when an animal’s services are completed, staff click the “Done” button. Here, you can enable automatic actions to occur when the animal is marked as done. An automation can be set up for just public clients, all clients,…
Adding Other Controlled Substances to Patient Flow
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos » Adding Other Controlled Substances to Patient Flow
Logging the Drug in Patient Flow 1. Using the Drug Action menu, choose Other Drug. Use the Drug Action menu to select the "Other Drug" option 2. From the pop-up window, select the drug from the dropdown menu. If it is controlled, you will be required to choose the…
Understanding Anesthetic vs. Non Anesthetic
What To Do During Your Day » Step 5: Check Out (Daily Task) » Understanding Anesthetic vs. Non Anesthetic
Key Aspects of Anesthetic Patient Flow The Exam and Pre-Med tab is where you do exam and pre-med. The Drug Draw tab will be where you do the anesthetic and induction drugs. The Surgical tab will be where you input any details about the surgery. The RX tab will 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…
Suggested Flow
What To Do During Your Day » Step 2: Check In » 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…
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…
Patient Metrics- Details
Reports » Patient Metrics- Details
*THE BIG WHAT The details reports, unlike the summary report, provide you with specific details about the surgeries your clinic has and the animals your clinic sees. These reports show things like specific appointment dates and details about the animal and the services…
Step 4B: Wellness Flow
What To Do During Your Day » Step 4B: Wellness Flow
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.…
Non-Anesthetic (Wellness) Flow
What To Do During Your Day » Step 4B: Wellness Flow » 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,…
Step 4A: Surgical Flow
What To Do During Your Day » Step 4A: Surgical Flow
Intra-surgical flow includes drawing induction drugs, indicating suture type, indicating any surgical findings, writing more complex medical notes, prepping client correspondence including aftercare documents. In short, it’s means using the Drug Draw tab…
Patient Metrics- Master Report
Reports » Patient Metrics- Master Report
*THE BIG WHAT The master report shows you four different types of surgery: successful surgeries, rechecks, no show, and declined surgeries. This report gives your clinic important data on the results of your surgeries. To enter the Master report, locate the Patient…
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…
Make a Patient Packet
What To Do Before Your Day » Make a Patient Packet
Print Cage Cards Go to https://clinichq.com/app#/checkout/paperwork Select the Correct Date, click Select All tick and click Print Selected button. Select your cage card under Custom Templates (assuming you have a cage card template). Note: you may only do…
Curbside is Best
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Curbside is Best
Curbside is the Absolute Best Flow for a One Team Vaccine Clinic! The best flow is one where clients stay in their vehicles and can proceed through the parking lot in a circular shape. Here’s an example. The road your check-in person is standing on is shaped…
Using PF with Paper Drug Logs (“Hybrid Version”)
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos » Using PF with Paper Drug Logs (“Hybrid Version”)
*THE BIG WHAT 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…
Aftercare Documents (Take Home Paperwork)
What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork)
Aftercare Documents: Ensuring patient safety and best recovery outcomes Getting aftercare instructions in the hands of owners is vital for a successful recovery. This section will walk you through the various ways to access and send this information. Accessing Take…
Appointment Types
HQ Settings » Wellness Settings » Appointment Types
Wellness Appointment Types If your clinic provides any services to animals that do not involve spay/neuter surgery, those services would be scheduled as a Wellness appointment. The Wellness appointment is a broad category that includes sub-appointment types. Examples…
Changing from Non-Anesthetic to Anesthetic
What To Do During Your Day » Step 4B: Wellness Flow » 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…
Staggard Pickups With AutoTexting
What To Do During Your Day » Step 5: Check Out (Daily Task) » Staggard Pickups With AutoTexting
The most efficient way to check patients out is to have HQ auto-text owners when staff mark “Surgery Done” in Patient Flow. What is a “staggard checkout?” A staggard checkout means HQ will auto-text owners a message that says something like…
Phased Out Tools
What To Do During Your Day » Step 5: Check Out (Daily Task) » Phased Out Tools
About four years ago we built Patient Flow. Patient Flow is the recommended tool to process patients through your clinic. Clicking “Surgery Done” has many automations built in that facilitate the checkout.
Missing Animal(s) in PF
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos » Missing Animal(s) in PF
Cannot Locate Animal in Patient Flow h3.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…
Logging Controlled Prescriptions
What To Do During Your Day » Step 4A: Surgical Flow » Prescriptions (Bulk Printing Labels) » Logging Controlled Prescriptions
*THE BIG WHAT 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…
Drawing & Giving the Pre-Med
What To Do During Your Day » Step 3: Exam & Pre-Med » 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…
Auto-Triggered Medical Tags With Notes
What To Do During Your Day » Step 3: Exam & Pre-Med » SOAP » Auto-Triggered Medical Tags With Notes
Medical Notes (Short Tags) are helpful tags that help you quickly note observations. They are a huge time saver! Where to Access Medical Tags This field can be accessed in three main areas: Exam popup via Patient Flow Surgery tab via Patient Flow Treatment…
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 which is much faster and easy…
Documenting Deaths
What To Do During Your Day » Step 4A: Surgical Flow » 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…
Drawing Induction Drugs (Drug Draw Screen)
What To Do During Your Day » Step 4A: Surgical Flow » 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…
High Risk Waiver Bulk Processing
What To Do During Your Day » Step 4A: Surgical Flow » Occasional Situations » High Risk Waiver Bulk Processing
High-Risk Waivers are a common part of the natural flow of an HVSN clinic. With hundreds of surgeries happening a week, you will inevitably receive a patient with an increased anesthetic and surgical risk. A high-risk waiver is a way to provide the owner with informed…
Internal Medical Notes (Manually Written)
What To Do During Your Day » Step 3: Exam & Pre-Med » SOAP » Internal Medical Notes (Manually Written)
The internal medical notes section is a crucial part of the medical record. All long or written medical notes go here for S/N, Recheck, or Wellness appointments. This section should be used in conjunction with Medical Notes (Short Tags), which are used for quick…
Email High-Risk Waivers
Understanding Various Paperwork (Templates) » High Risk Waivers » Email High-Risk Waivers
Email High-Risk Waivers First, it should be noted to use these tools, your clinic must be using Patient Flow. These tools are only available in Patient Flow. In HQ, we have automated the process of collecting high-risk waivers. We offer workflows to offer the…
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).…
Entering Weight, Age, TPR
What To Do During Your Day » Step 3: Exam & Pre-Med » Entering Weight, Age, TPR
To begin moving patients through Patient Flow, you will first need to record key information on the Exam & Pre-med tab. Follow these steps: Once the animal is weighed, record their official weight in the Kgs or Lbs column. If the weight is estimated, toggle…
Chaos Reducing Strategies
What To Do During Your Day » Step 2: Check In » Chaos Reducing Strategies
Chaos-Free Clinics: Tactics That Keep Your Day Flowing Smoothly Setting a goal for a 2 minute check-in time per animal will keep things running smoothly. Have public clients pre-make appointments and have volume clients pre-enter data in the Volume Client…
Checkin Curbside Using Texting
Communications » Texting » Checkin Curbside Using Texting
Circular Drive If you can run your clinic using a circular driveway, it is best. In this case, the admin person would approach the car and do the following: 1. Open e-Lobby and find the client by using the search field in the upper right corner. 2. Next, the admin…
Surgery Performed, Holding Overnight
What To Do During Your Day » Step 4A: Surgical Flow » Occasional Situations » Holding Overnight » Surgery Performed, Holding Overnight
How to use the Hold Overnight tool. Surgery was DONE TODAY but because of complications, the animal may remain in the clinic care overnight. If you are holding the animal overnight and the surgery was done, then you should be looking at the animal from the Surgery…
Animal Behavior Tags
Client Management » Client Tags » Animal Caution » Animal Behavior Tags
*THE BIG WHAT Animal behavior tags can be added in the exam portion in HQ. These tags include Fear, Anxiety, Stress (FAS) Scores 0-5. This feature will also include the tags ‘Will Bite’, ‘Bite History’, ‘Growling’, and…
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…
AM Tasks
What To Do During Your Day » Step 4A: Surgical Flow » 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…
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…
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…
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,…
Exam Vet
What To Do During Your Day » Step 3: Exam & Pre-Med » Exam Vet
Pre-Surgical Exam: Ensuring Patient Readiness and Safety Before Surgery The exam veterinarian can be entered from the Exam & Premed tab in Patient Flow. Purpose of the Pre-Surgical Exam The purpose of the pre surgical exam is to determine if the patient is…
Step 3: Exam & Pre-Med
What To Do During Your Day » Step 3: Exam & Pre-Med
Clinic HQ makes it to easy to enter exam information in real-time in a paperless system. In a high volume spay/neuter clinic, the goal of a presurgical exam is to determine if the patient is healthy enough for anesthesia, detect any causes for increased…
Take Home Paperwork
Communications » Aftercare » Take Home Paperwork
*THE BIG WHAT The take-home paperwork is a great way to communicate details and instructions, as well as important certificates, with your clients. All of the details will be auto-generated and will show up in the paperwork for you to print. Clinic HQ has a…
Documents
HQ Related » All About HQ » Our Story » Documents
HQ Generated Documents Templates HQ Templates & Resources Page: Aftercare, Intra-Team Flow Documents, and more. Medical Notes List of Auto-Populated Medical Notes for Patient Flow Aftercare Spay/Neuter Healing Email for Aftercare follow-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…
Declining Surgery
What To Do During Your Day » Step 3: Exam & Pre-Med » 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…
Short Exam
What To Do During Your Day » Step 3: Exam & Pre-Med » SOAP » Short Exam
The standard exam includes the basics when assessing if a patient is a surgical candidate. It includes the exam vet, TPR, and general SOAP notes. Short Exam Sections TPR: Notate whether the TPR is not within normal limits. HQ automatically has these sections…
The HQ Manifesto
HQ Related » All About HQ » The HQ Manifesto
A manifesto is “a public declaration of policy and aims.” I cannot think of a better word to describe what we’re about to get into here. Anything one does in life is guided by a core set of values. Those values create your intentions, your actions,…
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…
Automations, What Are They?
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos » 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…
Creating Medical Notes (Short Tags)
What To Do During Your Day » Step 4A: Surgical Flow » Patient Flow How Tos » Creating Medical Notes (Short Tags)
*THE BIG WHAT Think of these as issues (or observations) about the animal. You “tag” an animal with this short medical tag, such as “Fleas/Ticks” or “In-Heat,” and a series of helpful things happen. You can do this in Patient Flow…
Long Exam
What To Do During Your Day » Step 3: Exam & Pre-Med » SOAP » Long Exam
Some clinics prefer a more detailed exam… If that’s your clinic, enable the extended exam under Settings > Patient Flow Setup. It will then give you these options. Example of extended exam
Clinic Tags
HQ Settings » Clinic Tags
*THE BIG WHAT Clinic Tags are handy ways to flag a client with specific brief notices. These tags will appear all throughout HQ next to the client and are for internal view only. The tags will not print anywhere. Common examples are Owes $, Deaf, Volunteer, Difficult,…
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…
Converting Custom Fields to Medical Notes
HQ Settings » Custom Fields » Converting Custom Fields to Medical Notes
Converting Pre-Existing Custom Fields in the Details tab to Medical Notes Only clinics that used the Details tab and custom fields together prior to 2020’s Patient Flow launch should need to convert fields. Even if your clinic does not use Patient Flow, you…
The Calendars
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…
The Divvy
What To Do During Your Day » Step 2: Check In » The Divvy
Divvy Tool: Streamlining Animal Distribution Across Teams for Efficient Clinic Management The Divvy tool helps clinics assign animals to different teams or doctors, ensuring an even distribution. It’s especially useful for clinics with multiple doctors,…
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…
SOAP
What To Do During Your Day » Step 3: Exam & Pre-Med » SOAP
SOAP notes made quick and easy to help reduce time in front of the computer and focus on the patients in front of you. S ubjective = Information provided by the patient or owner. O bjective = Observable and measurable data. A ssessment = The healthcare…
Animal Caution
Client Management » Client Tags » Animal Caution
*THE BIG WHAT An animal can be marked for staff needing to take precautions. When marking an animal as “caution” Clinic HQ will flag the animal with a red exclamation mark and animal notes that “Caution: This animal is anxious and/or has a potential…
Surgery not performed, drugs drawn, holding overnight
What To Do During Your Day » Step 4A: Surgical Flow » 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…
Surgery not performed, drugs not drawn, holding overnight
What To Do During Your Day » Step 4A: Surgical Flow » Occasional Situations » Holding Overnight » Surgery not performed, drugs not drawn, holding overnight
How to use Holding Overnight This tool should only be used in the event that the animal’s appointment was checked in but the surgical team did not have time to get to the animal or it was not fasted properly and the team chose to hold it for tomorrow. The animal…
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…
Communicating with Volume Client Owners
Client Management » Volume Client Owners » Communicating with Volume Client Owners
When communicating with pet owners, fosters, and caretakers for pets scheduled under volume clients, it’s essential to provide appointment details directly to the person responsible for the animal. This ensures that the correct individual receives all 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…
ASNA Anesthetic Protocols
What To Do During Your Day » Step 4A: Surgical Flow » Drawing Induction Drugs (Drug Draw Screen) » ASNA Anesthetic Protocols
We seek to maximize safety, speed, and stress reduction at clinics. We endorse, support, and promote the ASPCA Spay/Neuter Alliance (ASNA) exam, anesthetic, and pain management protocols. These are outlined below. Dog Drug Charts The following formulas can be…
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…
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,…
HQ’s Vaccine Clinic Visit Summary Template
Templates » HQ’s Vaccine Clinic Visit Summary Template
*THE BIG WHAT 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…
Microchips
Integrations » Microchips
There are a few things to know about microchips and HQ. First, your clinic is welcome to use any chip you like with HQ. Second, we have a special partnership with Petstablished and 24PetWatch, which entitles your clinic to two things: discounted chips and…
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…
Tablets
Start Here » Technology » Tablets
Using tablets is a game-changer for high-volume veterinary clinics. This tool helps you save time by going paperless and offers greater flexibility in managing your workflow. Question: What can you use tablets for in HQ? Curbside Check-In: The pandemic pushed…
Client Tags
Client Management » Client Tags
*THE BIG WHAT Client tags can be added in the client profile section. The client profile includes basic client information, a place to upload client documents, their communication settings, saved credit cards, and a notes section. This is a good place to keep…
HQ’s Visit Summary & Post Op Template
Templates » HQ’s Visit Summary & Post Op Template
*THE BIG WHAT 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…
Prescriptions (Bulk Printing Labels)
What To Do During Your Day » Step 4A: Surgical Flow » 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…
Buoy & Lizzie’s Law
What To Do During Your Day » Step 4A: Surgical Flow » Prescriptions (Bulk Printing Labels) » Buoy & Lizzie’s Law
Buoy’s Law Under Senate Bill S1289B (Buoy’s Law), New York State veterinarians are required to provide pet medication information to owners when prescribing and/or dispensing a drug to a dog, cat, or rabbit for use outside of the veterinary clinic.…
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…
Animal Behavior Tags
What To Do During Your Day » Step 3: Exam & Pre-Med » Animal Behavior Tags
Behavior tags are an important marker to notify your staff on how to handle patients based on behavior Animal behavior tags are easily accessible from the exam popup, allowing staff to quickly tag and communicate with other team members about an animal’s…
Death
Reports » Death
*THE BIG WHAT Is important for your clinic to have data on animal deaths at your clinic. This report tool provides a simple way to access an report on animal death at your clinic. Finding patterns to deaths by using standard reasons why will help clinics find route…
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,…
Features of the VCP
Volume Client Portal » Features of the VCP
*THE BIG WHAT The innovative Volume Client Portal (VCP) is like a mini-website for your volume clients to use. The things it can do are provide a way for your volume clients to enter data about the pets they can bring you, allow them to sign consent forms – and once…
Vets
HQ Settings » Vets
Creating the Vet & Surgical Profile Vet Info Setup Click the Settings link Click on “Vets” link from the left hand main menu Click on the blue “+Create Vet” link in the upper right hand corner of the generated grid Choose vet type from the…
Being Safe Curbside
What To Do During Your Day » Step 2: Check In » Curbside Check-in » Being Safe Curbside
Ensuring Safety and Efficiency with Curbside Check In Designate specific staff or volunteers to direct traffic and ensure that clients are properly instructed to keep their pets safely contained in their vehicles at all times. This helps minimize stress for the…
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…
HQ’s Surgical High Risk Waiver Template
Templates » HQ’s Surgical High Risk Waiver Template
*THE BIG WHAT The Surgical High-Risk Waiver template is generated from concerns found during a physical exam. The e-mailed template allows the client to read about the concern and choose to accept or decline the surgery. This HRW is not available for sending before an…
Divvy Setup
HQ Settings » Divvy Setup
The divvy setup allows you to divide up roles/groups within your clinic. You can create animal groups here like “male cat” or “puppy”. You can also create teams here, assigning a vet and naming the team. This is useful for larger clinics that…
Multi-Clinic (More Than One Profile)
HQ Administration » Multi-Clinic (More Than One Profile)
*THE BIG WHAT A Multi-Clinic is a setup that consists of different profiles all linked under one organization. This would be used in the case of a clinic who has more than one physical location. Read how to use the multi-clinic setup in this section of the Manual:…
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…
Clinic HQ University
Start Here » Getting Help » Clinic HQ University
Whether you are a new clinic or you have been with Clinic HQ for some time, the course training videos we offer on Clinic HQ University are essential for key administrative and medical team members to watch to best understand the ins and outs of the software. HQ…
Drug Baggie Insert
Understanding Various Paperwork (Templates) » Drug Baggie Insert
Drug Baggie Inserts are for groups that are paperless. It’s a little piece of paper designed to fit inside of a zip lock bag with the patient’s drugs in it. This little piece of paper allows techs to write up any issues they need to get into the computer…
HQ Help & Training
HQ Help & Training
Ways to Get Help Use this awesome Manual to search for help topics. Type in the topic you need to know more about into the search box. Open a “help ticket” by clicking Submit a Request in the upper right corner near your user name on the Help page of…
What To Do Before Your Day
What To Do Before Your Day
Our motto at HQ is “pre-everything.” By this we mean that you should pre-do everything that you can possibly do. This will make your day run faster and smoother. Here’s what you can and should do ahead of time. 1. Review consent forms to identify:…
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…
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)…
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…
