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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 (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.…
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,…
Patient Flow How-To’s
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s
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: Correcting…
Adding Other Controlled Substances to Patient Flow
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » 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 (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…
The HQ Flow
The HQ Flow
Here is a video that goes over these concepts. What is the HQ Flow? The HQ flow is a series of processes that have been optimized for high volume spay/neuter and wellness. If you follow this flow, you are guaranteed to have a safer and faster day. These…
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…
Patient Metrics-Summary
Reports » Patient Metrics-Summary
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 functioning.…
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,…
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…
Patient Metrics- Master Report
Reports » Patient Metrics- Master Report
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 Metrics…
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). Assuming you’re…
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.…
Step 4A: Surgical Flow (Daily Task)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task)
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…
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 (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…
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 (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…
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.
High Risk Waiver Bulk Processing
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » 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…
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…
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…
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…
Emailing
What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork) » Emailing
Emailing aftercare paperwork can be done manually, or the process can be automated through Patient Flow. This section will go over the various ways to email these documents. From Checkout Navigate to Clients > Check In/Checkout > Check In/Checkout. Click the…
Auto-Triggered Medical Tags With Notes
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » 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…
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…
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…
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…
Animal Behavior Tags
Client Management » Client Tags » Animal Caution » Animal Behavior Tags
Animal behavior tags are useful for communicating with staff an animal’s temperament and behaviors. This section will guide you through setting up and utilizing these tags. Tag Purpose HQ allows behavior tags to follow a patient through their appointments and…
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…
Internal Medical Notes (Manually Written)
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » 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 (Daily Task) » 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 (Daily Task) » 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…
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…
Applying a Non-Standard Drug Protocol
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Applying a Non-Standard Drug Protocol
Non Standard Protocols can be created to change the drug regimen for specific use cases. For example, a fractious dog protocol or a brachycephalic protocol. This section will instruct you on how to find and apply those protocols. Non-Standard Protocol Setup The…
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 (Daily Task) » 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…
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…
Exam Vet
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » 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…
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…
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…
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…
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,…
Step 3: Exam & Pre-Med (Daily Task)
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task)
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…
Ensuring the Foster Gets the Paperwork
What To Do During Your Day » Step 5: Check Out (Daily Task) » Aftercare Documents (Take Home Paperwork) » Ensuring the Foster Gets the Paperwork
It is crucial that aftercare paperwork lands in the right hands for best recovery outcomes. This section will guide you through how to send the foster aftercare documents. Set the owner Typically, fostered animals are scheduled as volume client appointments. In…
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.
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…
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…
Take Home Paperwork
Communications » Aftercare » Take Home Paperwork
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 recommended take home…
Occasional Situations
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations
Handling uncommon Situations at your clinic This section covers how to handle occasional or rare situations that may come up during clinic operations. These include: Documenting patient deaths Managing recheck appointments within patient flow. Processing…
Declining Surgery
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » Declining Surgery
Declining Spay/Neuter or Other Procedures How to decline treatment/surgery from Patient Flow If an animal showed for their appointment but it was is declined to be treated or receive surgery because of health, aggression, already sterilized – you should…
Short Exam
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » 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,…
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…
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…
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…
Recording Medical Notes (Short Tags)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Patient Flow How-To’s » Recording Medical Notes (Short Tags)
Medical Notes (Short Tags) are quick tags that can be applied to an appointment in Patient Flow. They allow you to trigger a series of useful actions and are most often issues or observations about the animal, such as “Fleas/Ticks” or “In-Heat.”…
Long Exam
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » 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 Divvy
What To Do During Your Day » Step 2: Check In (Daily Task) » 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,…
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…
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 (Daily Task) » 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…
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…
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…
Surgery not performed, drugs not drawn, holding overnight
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » 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…
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…
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…
Check In Via E-Lobby
What To Do During Your Day » Step 2: Check In (Daily Task) » Curbside Check-in » Check In Via E-Lobby
HQ’s e-Lobby is designed to let you do curbside check-in/checkout, reducing the amount of time animals have to spend inside the clinic. Less time for the client/animal in the clinic will reduce stress and increases safety and speed. How to use e-lobby:…
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…
HQ’s Vaccine Clinic Visit Summary Template
Templates » HQ’s Vaccine Clinic Visit Summary Template
Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes. HQ recommends a custom template. Download HQ Recommended Templates (follow link and open HQ Templates.) AVAILABLE IN ENGLISH &…
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…
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,…
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…
HQ’s Visit Summary & Post Op Template
Templates » HQ’s Visit Summary & Post Op Template
Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes. HQ recommends a custom template instead of the built-in Spay/Neuter Certificate because the custom template is an all-in-one,…
Prescriptions (Bulk Printing Labels)
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Prescriptions (Bulk Printing Labels)
Prescriptions are a normal part of clinic operations. Some clinics do prescriptions for every patient, some do only a couple per day. Either way, HQ makes it easy to print prescription labels. Prescriptions are tied to items. For example, if you do a…
Buoy & Lizzie’s Law
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » 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 (Daily Task) » 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 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 they’ve…
HQ’s Surgical High Risk Waiver Template
Templates » HQ’s Surgical High Risk Waiver Template
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 appointment…
Being Safe Curbside
What To Do During Your Day » Step 2: Check In (Daily Task) » 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…
