CLINIC HQ

16.3. Shelterluv Integration


What does it do?

This integration between Shelterluv and Clinic HQ is currently one-directional, meaning data flows from Shelterluv into Clinic HQ. When an intake is completed in Shelterluv, the relevant animal information is automatically pulled into HQ. This eliminates the need for your clinic staff to enter the same data twice, significantly reducing time spent on manual entry and improving overall efficiency.

In the future, Shelterluv may choose to enable a two-way integration that allows data to be pulled from HQ back into Shelterluv. However, this functionality would be managed solely by Shelterluv, and we do not have control over if or when this will happen.

Even as a one-way integration, this system offers major time-saving benefits by streamlining your intake process and minimizing administrative workload. The first month to test the integration is free, then $99 per month.

To read more about how to set it up, visit the setup page.

Accessing the tool

You’ll notice a new link in your navigation panel.

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Importing data for pets with no foster

You can import Shelterluv animals into HQ by doing the following:

  1. Input a “From Intake Date” and click Search.
  2. Click the box next to the animal(s) and click the Import Selected button.
  3. When you import, it makes an appointment in HQ for the animal on the date they were entered into SL. It assigns the service “Shelterluv Intake.” HQ automatically checks out the appointment. This is the maneuver that gets them in the HQ database.
  4. When you’re ready to do medical services, simply make a new appointment for the pre-existing animal. All the data should be in there.

Import data for pets that have a foster

  1. For animals that have a foster, in HQ this is considered a Volume Client Owner (VCO) with animal type “Foster.”
  • You will click Import Selected, but then you will need to type a few characters of the owner/foster’s name and see if that person is pre-existing in your HQ database.
  • If so, select the person, and the animal will be attached to them. If they are not in the database, click Create New Owner to create a VCO for this animal.
  1. When you import, it makes an appointment in HQ for the animal on the date they were entered into SL. It assigns the service “Shelterluv Intake.” HQ automatically checks out the appointment. This is the maneuver that gets them in the HQ database.

Importing vaccines given at the shelter

It’s important to know what vaccines have already been given. When you import those vaccines into HQ so you can readily see vaccine history by clicking the + anywhere in HQ’s system. Note: It’s important to map the vaccines in settings so you are able to import them into HQ. When they are not mapped, the vaccines have a little red symbol next to them. This is how you know they are not mapped. Note: Other services are not imported, just vaccines.

Reminding fosters when vaccines are due

Since it’s not a two way integration, one of things coming up is, how do we remind fosters when the animal’s next vaccine is due. In HQ, you will setup this up as an Item Reminder. Here’s how to do that. As long as you have the foster as a VCO and include contact information, they will get a reminder, just like all of your other clients.

Sending the medical record to the new adopter

Once the pet is adopted, you will need to amend your flow to do the following:

  1. Find the animal’s last appointment (you can use quick search to find them).
  2. Update the patient’s record with the new pet parent’s info in the Owner section.
  3. Change ownership type from Foster to Owner.
  4. Use the Paperwork button to email the medical records to the adopter (the new owner you just put in).

How do vaccines get updated in HQ after an animal has been imported from Shelterluv?

Scenario: “An animal is imported into HQ on 7/11, but then a vaccine is given and documented in Shelterluv on 7/22. How does that vaccine get updated/loaded in HQ?”

Answer:
Use the Sync Vaccines feature in HQ to pull in vaccine updates from Shelterluv. This will add any new vaccines entered after the initial import, like the one on 7/22.