This section will guide you through creating a new volume client profile. 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!
- Click on Clients > Client Management > Create Volume Client.
- Fill in the fields with the primary contact person’s information.
- Enter at least one phone number. This is also considered an emergency number in case you need to get in touch during their appointment.
- Enter the email where invoices can be sent for billing.
- Enter physical, mailing, and billing addresses for client.
- If all are the same, check the use physical address box for mailing and billing sections.
- Click Save Changes to create a volume client.
Managing Volume Clients
Disabling Volume Clients
Volume clients can be disabled if you no longer want staff to schedule appointments under them.
- Go to Clients > Search Clients/Animals.
- Click the drop-down list to select Volume Clients. Type volume client name in the field and click the Search button.
- Click the settings icon, then Disable.
Delete Volume Clients
If a volume client record was accidentally created, you can delete it so long as no records are associated with that client.
- 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.
The Volume Client Portal (VCP)
How to Setup a Volume Client with a Portal
Check out our VCP Setup guide for detailed setup instructions HERE.
How to Explain to Volume Client what the Volume Client Portal (VCP) is
- Video: Watch this video on how to set up a VC with their own VCP.
- Video: Share this video with your volume clients so they can understand how the VCP works.
- Here is a guide to share with your volume clients about how the VCP works.
Logic Associated with the VCP
Here are a few things to know:
- Volume clients can delete appointments through the portal (if enabled on clinic side), 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.
Signing In
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.
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 Delete VCP Access Permanently button.
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.
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.
Login Issues
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.
If your volume client shows a last login on their profile, but has forgotten how to log in, 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.
