CLINIC HQ

6.1.1. 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 only be scheduled from the spay/neuter calendar. This allows the clinic staff to discuss the need and urgency of the visit. Some clinics may not offer rechecks, so these clients/owners are referred to another vet.

  • Tip: If you would like your recheck appointments in Patient Flow, go to Settings > Patient Flow Setup and enable Recheck appointments to flow to Patient Flow.

Using a Recheck “Appointment” to Document Post Operative Client Concerns

Recheck appointments are intended for post-operative follow-ups related to an animal’s spay or neuter surgery. To document post-operative conversations with clients, schedule a recheck appointment on the day of the discussion and keep it active until the issue is resolved. It’s not necessary to physically examine the patient during these appointments. To distinguish these from in-person visits, consider adding a service item labeled “Recheck (by phone, email, or text)” in your scheduling system.

You can make a recheck appointment and go to checkout and input data. Information that would be useful here to put in would be the:

  1. Type of recheck: Internal, External, or Phone/Text Conv.
  2. The client’s reason for the recheck (why are you having a conversation)
  3. The outcome – document whether or not the recheck was related to a surgical complication.

Details to record on a surgical Recheck

You can then document the conversation in the Internal Medical Notes field. Note, this is not a private field as it prints on the medical record. You can input specifically what you want to communicate with the client in the External Client Communication field.
This text will then be dropped into your Recheck Takehome Template if you have the client communication merge field input into that template.

Input boxes for documenting client communication

Uploading Images

Clients can email or text you images of the incision. You can then upload that to the documents section of the Recheck Appointment. This is located on the Appointment tab from Check In/Checkout.

Document the type of recheck.

From the Treatment sheet of the recheck appointment you will select the where/how the recheck was performed for your reports.

  1. An Internal recheck is one performed by your clinic and vet in house.
  2. An External recheck means it was done at another veterinarian’s office. If it was external, you get other fields such as cost of the
  • External recheck and where it was done. These all output to Reports so you can keep track of how much external rechecks are costing you.
  • A Phone/Text Conversation is where you spoke to the client and perhaps, they sent you photos of the incision. The conversation can be documented in Internal Medical Notes and the photos added to the documents. Then when you click the + sign for the animal, or look at the medical record, the documented conversation is on record.

Sending the Client Documentation of the Conversation

You can then go to the Print/Email Paperwork link under the Clients section, and email the client the recheck takehome paperwork. You will need to have a template uploaded for this. Feel free to download HQ’s template here.

Reports about Rechecks

These rechecks will then be available in the rechecks report and in the Executive Director metrics report.

Easily Seeing a Recheck Was Done

It’s very easy to see a recheck was done when it’s entered in as a recheck appointment. Note in the example below, the service item is Recheck (by phone, text or email).

Displaying the Recheck