Services and products constitute key elements of a patient’s medical record. This section will guide you on how to add items to your clinic and answer some common asked questions.
Services & Products
VIDEO ON THIS HERE
How to Find Services & Products
To find your clinic’s services and products Go to Settings from your left-hand navigation menu. Next, click Services and Products.
Notice the two filtering menus at the top of the page. The first dropdown menu controls the type of line item you are seeing. Line items are broken down into the following categories in Clinic HQ:
- Service: This category contains all the services you will render at your clinic. Examples of this are heartworm testing, an exam, or dental cleaning.
- Product: A product is something you sell under a particular client/appointment, like flea medication or pain medication. Products are attached to an appointment.
- Surgery: In Clinic HQ, Surgery is only for spay/neuter line items. Dog and cat are automatically enabled for every clinic at startup. You can go here to add or disable S/N items.
- Vaccine: Vaccines are listed in their own category.
- Item Sale: Item sale is for over-the-counter items. They will not be attached to a client or added to a patient’s medical history. Good examples of this are a t-shirt or collar sale.
Add New Items
Our master database contains thousands of individual line items. To avoid jamming up your settings, we have made it so you only enable the items your clinic will utilize. Here’s how to enable items:
- Go to Settings > Services and Products.
- Click Add New Items
- Search for the item you are needing. You only need three characters to begin searching, and the system will find any matches for those characters. Note that the wording may be slightly different, so try a few basic searches to find the item you are looking for. For example if adding a cat vaccine, you may find different results for “FelV” versus “feline leukemia.”
Notice each item has a tag for which category it belongs to. Make note of this for when you want to set the price.
- Once you find the right item, click on it. It will be added to the “Selected Items” section below, so you can add in as many items as you need at once!
- Lastly, click + Add Selected.
Note: If you do not see the particular kind of animal surgery in the “Surgery” section that you’re looking for, head over to the clinic profile species and enable that species.
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 for cats or Cryptorchid service fees for males. You will notice some items that have a tag for the species or sex restriction we have set up. These items will only be available for selection when the parameters match the appointment.
Many services/products are available to be used on any species or sex. For example, a nail trim. However, some clinics may only want to offer a service/product to specific species due to pricing differences or availability of that service to clients. 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 your 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. 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 available 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 Settings > E-appointments 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 where you can add/remove services and products 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 inactivated, 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.
Note: One of the most important things after your initial setup in Clinic HQ is to go through all your services and products to make sure you’ve added in all the items that you sell.
Setting Costs
The last step in setting up your items is to indicate the costs. You can do this all at once at the beginning, simply go down each category and note the public and volume client default costs. Later on, you’ll want to filter by item type and search for the item in your search bar to save on time.
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.
Note: Normally, clinics are able to indicate that for most of their volume clients, they may give a slightly discounted price. It’s also possible that you give the same price for 99% of your volume clients, but you offer 1% of your volume clients a Volume Client Custom Price. Volume Client Custom Pricing can be found under Settings > Accounting > VC Custom Pricing. It allows you to adjust the pricing for individual volume clients.
Spay/Neuter prices by weight
It is common for clinics to use complex pricing for their dog’s spay/neuter surgery. Please check out our guide on how to set that up HERE.
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.
Item Order on Appointments
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.
