16.4. Setting Up Volume Clients

*THE BIG WHAT
Following all of the steps below, you will easily be able to set up and manage your volume clients. The volume client portal creates an easy-to-use space for your volume clients to manage their own animals and appointment information.

Create a Volume Client

Before you can even make an appointment for a Volume client, you have to create a profile for them under the Calendar section of Clinic HQ. The ability to have a pre-set profile for this type of client makes appointment-making easier and billing a snap. Let’s get started!

1. Click on Clients.

2. Select the Create Volume Client link from the left-hand main menu.

3. Fill in the fields with the primary contact person’s information.

4. Enter at least one phone number.

5. Enter the email where invoices can be sent for billing.

6. Enter physical, mailing, and billing addresses for client.

7. If all are the same, check the use physical address box for mailing and billing sections.

8. Click Save Changes to create a volume client.

Disabling Volume Clients

1. Click Clients in the top navigation bar.

2. Click Search Clients and Animals on the left.

3. Click the drop-down list to select Volume Clients. Type volume client name in the field and click the Search button.

4. Click the Disable button.

Disabling a volume client

Delete Volume Clients

To delete, click the delete button instead of disable.

*Note: The system will not let you delete a volume client that has already been used in any capacity in HQ. You can only disable it.

Deleting a volume client

How to Explain to Volume Client what the Volume Client Portal (VCP) is

1. Video: Watch this video on how to set up a VC with their own VCP.

2. Video: Share this video with your volume clients so they can understand how the VCP works.

3. Here is a guide to share with your volume clients about how the VCP works.

How to Setup a Volume Client with a Portal

1. Click Search Clients / Animals and find your volume client. Open their profile and click on the VCP tab.

2. Click the Send button, and a pop-up will ask you for an email to send an invitation. This is how your volume client will establish their password. Enter their password.

Setting up your client with a portal

3. An invitation will be sent via email. They will click the Volume Client Portal link, which will ask them to establish a password.

Client setup link

4. They click the New Account button. Unless their organization takes animals to multiple spay/neuter clinics, and they already have an account with another clinic. This would be highly unusual but possible.

5. Here, they’ll enter their name, password, and Create a new account button.

Choosing a new account

How your volume client signs into the VCP

After they set up their credentials, they will be taken to the main portal page. If not, they can navigate to https://portal.clinichq.com and log in. Here they input their login and password and click the Sign In button.

Logic Associated with the VCP

Here are a few things to know:

• Volume clients can delete appointments through the portal, but they cannot add to the appointments.
• Once the appointment has been started in HQ (in progress or checked out), it can no longer be modified by the volume client.

Revoking access to the VCP

You can revoke access instantly to the Volume Client Portal by going into that volume client’s profile and clicking the Close Access button.

Revoking access to the VCP

Resending the signup link

If your volume client says they did not receive the link, it will be necessary to send them a new link. Once you send the link the first time, the volume client profile, VCP tab, will display a new button labeled Generate New Invite.

Generating a new invite link

To resend the link again, simply click the Generate new invite button and input the email address again to send another invite. A new invite will be sent, and it will be logged under History. If your volume client still does not receive the email, have them double-check their spam folder. The email will be from portal@clinichq.com.

Viewing Logins

Follow the instruction HERE if your volume client is unable to log in.

In this case, if your volume client has forgotten how to log in, or has no recollection of establishing a password, have them go to https://portal.clinichq.com and click the Need help Logging in? link. An email will be sent to them, asking them to create a new password.

If your volume client has, in fact received the invite and logged in, it will update in the volume client profile, client portal tab indicating when they last logged in.