CLINIC HQ

4.1.1. S/N From the Calendar

Adding appointments for clients directly from the calendar is quick, easy, and efficient, helping your clinic stay organized and save time.

Getting Started:

  1. Click the Spay/Neuter by Capacities tab in the left hand menu to navigate to the spay/neuter calendar.
  2. Click on the date you’d like to schedule an appointment for.
  3. Select Make Spay/Neuter Appointment.
  4. The Public Client button is selected by default. To make an appointment for a public client, you can go to the next step. If it’s for a volume client, you will toggle to the Volume Client button.

For a public client, follow these steps:

Enter Client Information

  1. Input the client’s first and last name (HQ will auto-capitalize it).
  2. Input either a cell phone or home phone (at least one is required).
  3. Provide an email address or tick the No Email Available box. Many things in Clinic HQ are tied to an email, including the consent, E-pay, appointment confirmations, reminders, and receipts.
  4. Begin typing the address, select the correct one once it auto-populates, or enter a custom address if necessary. Read more about the legality of medical records and PO Boxes here

Note: HQ automatically searches if a client has previously been to your clinic. If they have, it is important to select the same client profile when creating a new appointment.

Client Quick Notes

A quick note is a private note about this client. This note is not printed anywhere. It is displayed when you are making subsequent appointments for this client. Clinics use this field to indicate things like the client owes money or is banned from making appointments. Although, a client tag is also very useful for these kinds of observations. To add a note, click Add Client Quick Notes

Enter Animal Information:

Click Animal Information to proceed to the next screen.

  1. Fill out the animal’s details.
  2. Click +Add Services, Products & Discounts to add any relevant services the animal will receive.
  3. If the animal requires special handling (e.g., anxious or has the potential to bite), tick the Caution: This animal is anxious and/or has a potential to bite box.
  4. Optionally, add an Animal Note (this note sticks with the animal over multiple appointments, e.g., allergies) or an Appointment Note (related to this appointment, but not a fact that will always be true for this animal e.g., may be pregnant) using the respective links.

Note: If an animal has previously been to your clinic, click Search Owned Animals and select the correct record.

Animal Age

When entering age during scheduling, set this as the animal’s current estimated age. Any updates to this can be made at the time of exam during the appointment.

Entering Multiple Animals at One Time

If the client has more than one animal coming in, click the +Add Another Animal button and scroll down. Notice a new record has been added to the right of this one where you can type in the second pet’s name and change any of the details.

Confirm Appointment:

  1. Once all information is entered, click Confirm Appointment.
  2. If a deposit is not required, click Make Appointment. If a deposit is needed, proceed to the next step.

Adding a Deposit:

1. Click the green Add Deposit button.

Select one of the following tender types:

  • Cash: Choose this option if the deposit is in cash.
  • Check: Choose this option if the deposit is made by check.
  • Credit Card (POS): Use this option if you are processing the deposit via HQ’s credit card machine (Dejavoo). You must be signed up with HQ’s processor to use this option.
  • Credit Card (E-Payment): Choose this option if you are manually entering the credit card information on the computer screen. You must be signed up with HQ’s processor to use this feature.
  • Credit Card (Manual): This option is for transcribing credit card details manually, when a card is processed outside of HQ. No charges are made using this method.

2. Enter the Deposit Amount in the specified field.
3. Click Save Deposit to record the deposit.
4. Finally, click the Make Appointment button to complete the process.

Changing the Date

What happens when, at the last minute, the client decides the date you agreed upon won’t work? Rather than type everything in again, click the date picker icon and select a different date. The appointment will now be made for this date.

Note: An email confirmation is not sent for same-day appointments. We don’t want walk-ins getting confirmation of their appointment after their animal has already been dropped off at the clinic.