Special Reports - CLINIC HQ - Version 1

1. Start Here
- 1.1. Technology
- 1.2. HQ Uses Google Chrome
- 1.3. Logging In
- 1.4. Quick Search
- 1.5. The Dashboard
- 1.6. Getting Help
2. The Calendars
- 2.1. Spay/Neuter Calendar
- 2.2. Wellness Calendar
  - 2.2.1. Managing the Wellness Calendar
- 2.3. Mobile Locations
- 2.4. Troubleshooting
3. Scheduling Concepts
- 3.1. Correctly Scheduling Appts
- 3.2. Public, Volume, TNR
- 3.3. Owner vs. Client
- 3.4. SN, Wellness, Rechecks
- 3.5. Internal vs. External
- 3.6. Anesthetic vs. Non-Anesthetic
- 3.7. Priority Scheduling
- 3.8. Mobile Clinic Scheduling
- 3.9. Spay/Neuter Appointments by Time
- 3.10. Things to Know About Walk Ins
- 3.11. Multi-Clinic Considerations
- 3.12. Overbooking
- 3.13. Scheduler Log
- 3.14. Already Sterilized Status
- 3.15. Quick Search Action Menu
- 3.16. Feral Cats – Scheduling & Services
- 3.17. Address Requirements & Special Circumstances
- 3.18. Secondary Owners
- 3.19. Medication Pickups and Refills
4. Making Spay/Neuter Appts
- 4.1. Public Spay/Neuter Appointments
  - 4.1.1. S/N From the Calendar
  - 4.1.2. S/N Online (E-Appointments)
    - 4.1.2.1. Priority Appointments
- 4.2. Volume Spay/Neuter Appointments
5. Making Wellness Appointments
- 5.1. Wellness Appts From the Calendar
- 5.2. Wellness Appts Online (E-Appointments)
- 5.3. Vaccine Clinic Scheduling Strategies
  - 5.3.1. Schedule Vaccine Appointment (Internally)
  - 5.3.2. Schedule Vaccine Appointment (Externally)
6. Making Recheck Appointments
- 6.1. Recheck overview
  - 6.1.1. Scheduling Recheck Appointments
7. Changing Appointments
- 7.1. Canceling Appointments
- 7.2. Rescheduling Appointments
- 7.3. No-Showing Appointments
  - 7.3.1. Volume Client No-Shows
- 7.4. Converting Public to Volume Clients & Vice Versa
8. Understanding Various Paperwork (Templates)
- 8.1. Consent Forms
- 8.2. Drug Baggie Insert
- 8.3. Treatment Sheets
- 8.4. Cage Cards
- 8.5. Take Home Paperwork
- 8.6. The Medical Record
- 8.7. High Risk Waivers
  - 8.7.1. Verbal High-Risk Waivers
  - 8.7.2. Email High-Risk Waivers
- 8.8. The Rabies Certificate
- 8.9. The Spay/Neuter Certificate
- 8.10. The Roster
- 8.11. Print/Email Paperwork
- 8.12. How to create templates
9. What To Do Before Your Day
- 9.1. Review Consent Forms For Health Issues
- 9.2. Send Pre-Payment Link
- 9.3. Make a Patient Packet
- 9.4. Print Some Blanks
- 9.5. Approve e-Appointments
10. What To Do During Your Day
- 10.1. Step 1: Start Your Drug Log (Daily Task)
- 10.2. Step 2: Check In (Daily Task)
- 10.3. Step 3: Exam & Pre-Med (Daily Task)
- 10.4. Step 4A: Surgical Flow (Daily Task)
- 10.5. Step 4B: Wellness Flow (Daily Task)
  - 10.5.1. Non-Anesthetic (Wellness) Flow
    - 10.5.1.1. Changing from Non-Anesthetic to Anesthetic
- 10.6. Step 5: Check Out (Daily Task)
- 10.7. Step 6: Closing the Drug Log (Daily Task)
11. What To Do At The End of Your Day
- 11.1. Making Sure All Clients Have Paid By The End of Day
- 11.2. Creating Invoices for Volume Clients
- 11.3. Reconciling Your Drawer
- 11.4. Getting a Bank Deposit Ready
- 11.5. Approving e-Appointments
12. How to Discount Things (Subsidies)
- 12.1. Deducting From a Pot of Funds
- 12.2. Deducting When You’ll Invoice
- 12.3. Employee Discounts
- 12.4. Troubleshooting Subsidies
13. Templates
- 13.1. Merge Fields Master List
- 13.2. HQ’s Surgical Consent Form Template
- 13.3. HQ’s Wellness & Vaccine Consent Template
- 13.4. HQ’s Visit Summary & Post Op Template
- 13.5. HQ’s Vaccine Clinic Visit Summary Template
- 13.6. HQ’s Surgical High Risk Waiver Template
- 13.7. Miscellaneous Templates
- 13.8. Adding Custom Fields to a Template
- 13.9. Service Estimates
- 13.10. Template Troubleshooting
14. Volume Client Portal
- 14.1. Setting Up the VCP
  - 14.1.1. VCP Setup – New Account
  - 14.1.2. VCP Setup – Connect Account for Multi-Clinic
- 14.2. Features of the VCP
- 14.3. VCP Login Help
- 14.4. Managing VCP Users
15. Integrations
- 15.1. Idexx Tests
- 15.2. Microchips
  - 15.2.1. Petstablished Microchips
  - 15.2.2. 24PetWatch Microchips
16. Client Management
- 16.1. Understanding Client Types
- 16.2. Merging Clients or Animals
  - 16.2.1. Merging Clients
  - 16.2.2. Merging Animals
- 16.3. Changing Owners
- 16.4. Setting Up Volume Clients
- 16.5. Volume Client Owners
  - 16.5.1. Communicating with Volume Client Owners
- 16.6. Client Tags
  - 16.6.1. Animal Caution
    - 16.6.1.1. Animal Behavior Tags
- 16.7. Vaulting a Card
- 16.8. Uploading Documents to a Client File
- 16.9. Communication Logs
17. Communications
- 17.1. Appointment Confirmations
- 17.2. Appointment Reminders
- 17.3. Customizing Confirmations and Reminders
  - 17.3.1. Turning On/Off Reminders
- 17.4. Aftercare
  - 17.4.1. Take Home Paperwork
  - 17.4.2. The Healing Email
- 17.5. The Medical Record
  - 17.5.1. Providing Copies of Medical Records
  - 17.5.2. Rabies Certificates
- 17.6. Item Reminders
  - 17.6.1. Vaccine Reminders
- 17.7. Texting
- 17.8. HQ Chat
- 17.9. Other Common Communication Situations
  - 17.9.1. Sending Announcements to Clients
18. Accounting
- 18.1. Accounting Public
- 18.2. Accounting Volume
- 18.3. Item Sales
- 18.4. Subsidies
  - 18.4.1. Troubleshooting Subsidies
- 18.5. Deposits
- 18.6. Credit Cards
- 18.7. Client Credits
- 18.8. Write-Offs
- 18.9. Donations
- 18.10. Refunds
  - 18.10.1. Never Process Transactions in MX Merchant First!
- 18.11. Accounting Tools
- 18.12. Reconciliation
- 18.13. Financial Reports
- 18.14. Deleted Payment Log
- 18.15. Taxable Sales
- 18.16. Tax Setup & Exempts
- 18.17. E-Pay & Card Vaulting
  - 18.17.1. Card Vaulting
  - 18.17.2. Troubleshooting E-Pay
- 18.18. No Prices on Paperwork
19. Reports
- 19.1. Patient Metrics-Summary
- 19.2. Patient Metrics- Details
- 19.3. Patient Metrics- Master Report
- 19.4. Patient Metrics- Microchip Export
- 19.5. Service Metrics
- 19.6. Item Prep
- 19.7. Volume Client Metrics
- 19.8. Geographic Metrics
- 19.9. Executive Director Metrics
- 19.10. Partnership Metrics
- 19.11. No Shows
- 19.12. Drug Log
- 19.13. Donations Metrics
- 19.14. Death
- 19.15. Rabies Export
- 19.16. Recheck
- 19.17. Subsidies Summary
  - 19.17.1. Subsidies History
- 19.18. Appointment Scheduling Report
- 19.19. Priority Appointment Metrics
- 19.20. Custom Reports
  - 19.20.1. Cool Custom Reports
- 19.21. Tracking Colonies
- 19.22. Special Reports
  - 19.22.1. PetSmart Charities Report
20. Change / Audit Logs
21. HQ Administration
- 21.1. Data Migration
  - 21.1.1. Checklist for Migrating Data
- 21.2. Subscription
- 21.3. Multi-Clinic (More Than One Profile)
- 21.4. Canceling HQ
- 21.5. Terms of Service
- 21.6. Privacy Policy
- 21.7. Security
22. HQ Settings
- 22.1. Clinic Profile
  - 22.1.1. Breeds
- 22.2. Users
  - 22.2.1. User Role Permissions
  - 22.2.2. Don’t Use Generic Logins
  - 22.2.3. User Login Troubleshooting
- 22.3. Vets
- 22.4. Services & Products
  - 22.4.1. Updating Prices
  - 22.4.2. Items We Cannot Add
- 22.5. Packages
- 22.6. Custom Fields
  - 22.6.1. Converting Custom Fields to Medical Notes
- 22.7. Clinic Tags
- 22.8. Vaccine Setup
  - 22.8.1. Non-Rabies Vaccines
- 22.9. Idexx Setup
  - 22.9.1. Idexx Troubleshooting
- 22.10. Divvy Setup
- 22.11. Patient Flow Setup
  - 22.11.1. Drug Chart / Protocol Setup
  - 22.11.2. Setup and Manage Controlled Substances
  - 22.11.3. Automation Setup for Patient Flow
  - 22.11.4. Enabling Patient Flow
- 22.12. Medical Notes Setup
  - 22.12.1. Auto Included in Setup
- 22.13. High Risk Waiver Setup
- 22.14. Prescription Labels
  - 22.14.1. Dymo Set Up
    - 22.14.1.1. Dymo Troubleshooting
- 22.15. Microchip Preferences
- 22.16. Capacity Management
- 22.17. Wellness Settings
  - 22.17.1. Appointment Types
  - 22.17.2. Rooms
  - 22.17.3. Anesthetic or Mixed Service Wellness Considerations
  - 22.17.4. PetSmart Charities Report – Settings
- 22.18. Templates Settings
- 22.19. E-Appointments
  - 22.19.1. Priority Scheduling Setup
  - 22.19.2. Adding E-appointments to Your Website
- 22.20. E-Payments
  - 22.20.1. Customizing E-Payment Email
  - 22.20.2. Credit Card Machine Setup
- 22.21. Mobile Location Settings
- 22.22. Confirmations and Reminders
- 22.23. Medical Records Request
- 22.24. Email Attachments
- 22.25. Call & Text Add On
  - 22.25.1. Estimating Texting Costs
- 22.26. e-Lobby
- 22.27. Invoices
- 22.28. Donations
- 22.29. Funding Partnerships
- 22.30. Subsidy Settings
  - 22.30.1. Employee Discounts
  - 22.30.2. Two Subsidies / One Item
  - 22.30.3. Sliding Scale Discounts
- 22.31. Grantors
- 22.32. VC Custom Pricing
- 22.33. Tax Info
- 22.34. QuickBooks
- 22.35. Chat Settings
- 22.36. OneLink E-Appointments (Multi-Clinic Only)
- 22.37. VCP Settings
- 22.38. Inventory
23. Standard Operating Procedures (SOPs)
- 23.1. Awesome Vaccine Clinics
24. HQ Related
- 24.1. All About HQ
25. HQ Help & Training
- 25.1. Community Support
- 25.2. Quizzes

Download as PDF

19.21. Tracking Colonies

19.22.1. PetSmart Charities Report

Special reports includes a section for key funders. As of May 2025 the only report is the PetSmart Charities report. Others will be added as we incorporate them.

19.21. Tracking Colonies

19.22.1. PetSmart Charities Report