Services & Products
VIDEO ON THIS HERE
Line items are categorized into sectionsThe services and products section is the most critical part of your setup. It includes all the services and products your clinic offers.
A surgery in Clinic HQ is only for spay/neuter line items. (Read more about pricing by weight for dogs below.)
A service denotes an item where you provide an actual service, such as heartworm testing.
A product is something you simply sell, like flea medication.
Services and Products is divided into five sections. Services, products, surgeries, and vaccines are fairly self-explanatory, but “item sales” may require an explanation.
An item sale is something you sell over the counter, like a T-shirt or a collar for which no client or patient information is taken. There’s a whole chapter on this later in the manual.
Selecting an item typeAdd New Items
The concept for ‘Add New Items’ is that you can simply add items from our pre-existing database to your menu using the green add new items button and then insert new pricing.
Add new line items from the database.Once this button is selected, you’ll see a pop-up box. Here, you’ll see five-item categories. For example, to add a vaccine, you would click on the Vaccine category and then enable which items you would like to use going forward.
Enter one or two keywords and expand the coordinating section for matchesAfter adding items, your clinic sells, a list of the selected items corresponding to the public and volume prices is built.
Species & Sex Specific Services & Products
There are many items you may need to only use on certain species or sexes. Common examples are the FelV/FIV Test is only for cats. Cryptorchid service fees should only be available for males. When Clinic HQ creates new services, products, or vaccines in the database these parameters can be set. This allows users to only apply the appropriate item to the appropriate animal. Put shortly, you will not be able to add the FelV/FIV Test on a dog appointment.
Some services/products should be available to use on any species or sex. Examples such as Nail Trim or Pyrantel Dewormer. However, some clinics may only want to offer a service/product to specific species. In these cases, you would want to use a line item from the database that is clearly defined as species specific. If your clinic doesn’t offer nail trims to cats, then you may choose to enable the item titled “Nail Trim (dogs).”
Manufacturers for flea/tick control will often produce species specific products. Let’s use Revolution as our example. Revolution is available for both cats and dogs. If you clinic offers this product for both species and the sale price will be the same, a generic and simple line item titled “Revolution” will do the job for your clinic. Alternatively, your clinic may only offer this product for cats or charges different prices for cat vs. dogs. This is when you should enable a line item that is species specific. The item name will include the species in it, like “Revolution (cat flea/tick prevention).” This way the product is only available for who you want to offer it to and the price is correct.
If the item you need to restrict is not available in the database, submit a request for it to be added. Remember to let us know if the item request should be for a specific sex or species.
Making Certain Services & Products Available to the Volume Client Portal
You can enable or disable particular items to be pushed out to the VCP. If you would like your volume client to be able to select particular services like certain vaccines, then you would enable those here by clicking the “toggle” under the Portal column to turn it on.
Making Certain Services & Products Available to the Public on E-Appointments
Go to E-appointments in Settings and edit the appointment type. On the general tab, turn on the ability for the client to select services when scheduling. A new tab will appear for you to select which services and products are available for that appointment type.
Turning Certain Services and Products Off
You can also disable a service. Simply click the disable button, and the service will be disabled, meaning it will no longer be shown on any future drop-down lists. It does not delete this item from any patient records. It simply takes it off menu items in other parts of the system.
Setting Costs
The last option of ‘Services and Products’ is inputting price.
The Public Cost represents what you would charge the everyday person walking through the door with no grants or discounts. It’s the basic cost.
A Volume Cost represents what you would charge most of your volume clients.
Spay/Neuter prices by weight
It is common for clinics to use complex pricing for their dog’s spay/neuter surgery. Dog Spay/Dog Neuter are very unique line items that are automatically triggered by scheduling a spay/neuter appointment and choosing the species. These line items on a visit are what tell the system there was a successful surgery. When a surgery is declined they automatically come off. They create clean and precise reporting. Plus many other factors that make these services special!
For a clinic that charges based on size, you will set the dog neuter and dog spay at the base price. The base price will be what you charge for dogs at your lowest weight range.
Let’s say this is your pricing structure:
under 30lbs = $100
31-70lbs = $125
71-130lbs = $150
Then, you will need to add from the database the weight fees to tack on to the services for your larger dogs. These can be found in the database by searching under +Add New Item and searching by “Weight.”
Your weight fee will be a line item called “Weight: 31-70lbs” and the price of this line item will be $25. the next line item Weight 71-130lbs would be priced at $50.
If a female dog weighing 45lbs is at your clinic, your services would look like this:
Dog Spay $100
Weight: 31-75lbs $25
= $125
If your prices change between male and female like this:
Female under 30lbs = $100 Male under 30lbs = $100
Female 31-70 = $125 Male 31-70 = $115
Female 71-130 = $150 Male 71-130 = $140
Then enable a weight fee for both sexes such as Weight: Female 31-70lbs $25 and Weight: Male 31-70lbs $15.
A female dog weighing 45lbs will have two line items Dog Spay $100 + Weight: Female 31-70lbs $25 = $125 total.
Export Price List
In Settings > Services & Products, click the Action button at the top of the item list.
Choose Export.
A complete list of all services, products, surgeries, and item sales with prices will be downloaded to a spreadsheet.
Ordering of Items
The display order of line items in the Checkout screen, Patient Flow, E-appts approval screen, Invoices, Receipts, Roster, VCP, and item merge field follow a set logic.
The line items will display by category. Followed by the order of how items were added to the service list. First displayed are surgery items such as spay or neuter followed by vaccines. After this, the services and products will be listed based on the order they were applied to the appointment.
1st = Surgery
2nd = Vaccines
3rd = Services and/or Products by the order they are added.
In the case of Wellness and Recheck appointments the order will be Vaccines first, then Services/Products by the order they are added.
