CLINIC HQ

22.30. Subsidy Settings

Create A New Subsidy

The first step to creating a subsidy for both types (pre-paid and invoiced) is actually setting up a Funding Partnership. If you have not created a Funding Partnership, please do this.

  1. Now that you have your Funding Partnership created, click on the Settings link up top.
  2. Click on the blue Subsidies link from the left-hand main menu.
  3. Click on the blue +Create Subsidy link in the upper right-hand corner of the grid.
  4. Enter the name of this subsidy in the Title field
  5. Choose the Funding Partnership that this subsidy will be tied to from the grant dropdown.
    Setting up a funding partnership
  6. A restriction on a subsidy is a unique and powerful data integrity feature in Clinic HQ. You can restrict the discount to only certain types of clients (those that live in a particular county, for example) or certain kinds of animals (feral cats or pit bulls). If your grant has restrictions on who is eligible for these discounts, click the “Restrictions” checkbox next to “There are no Restrictions.” This will expand the restrictions menu of options. This is done by editing a subsidy with the “edit” button.
    Uncheck the restrictions if there are limitations to when the discount can be applied.
  7. Enter any restrictions for this subsidy. For example: If this subsidy is only valid for public clients within a certain county or zip code, enter that information here. If there are no restrictions to using this subsidy, simply leave, or recheck the checkbox that indicates there are no restrictions.
  8. Click Save button.

This will then bring up one additional tab.

  1. Click on the Items This Subsidy Covers tab.

Setting up the Items a Subsidy Covers

A list of all of the services and products that you offer at your clinic will be displayed.

  1. For the items the partnership has agreed to cover/discount, click +Add.
  2. Enter the amounts in each field for the Client Discount and Pot Deduct/Invoiced Amount for the items that you have added.

Client Discount = The first input field here is the DISCOUNT THE CLIENT GETS STANDING IN FRONT OF YOU.
Invoiced Amount or Pot Deduct = The second input field is how much to deduct from the pot or invoice your partnership.
New Services Price = The third field, New Service Price, is rarely used. For most subsidies, ignore it.

Add, Edit and Save Prices for the Subsidy Setup
  1. Click the Save button at the end of the row to save the row edit.

Tax and Subsidies

If your clinic charges tax on items covered by a subsidy there are two options:

Option 1: The client discount amount is equal to the product price. Apply the subsidy discount to the item, leaving the tax amount to be paid by the client.

Option 2: Use the subsidy to also cover the taxed amount so the client does not pay the tax. In this case, you will need to edit the subsidy setup. Set the subsidy prices to include the tax amount.

Go to Settings > Subsidy > Edit the subsidy.
Under the tab Items this subsidy covers locate the added product.
Calculate the item’s regular cost plus tax for the item total. For example, if your e-collar is $10 and tax is 7%, the item’s total price will be $10.70.
This total price is the amount you want for the first column, Client Discount.
Update the Pot Deduct or Invoiced Amount to include the total with tax.
Save the changes.

This will make it so that the client bringing you the animal owes nothing and the item price and tax are applied against the funding partnership associated with the subsidy.

Using a Subsidy on a Special Priced Package

Sometimes a subsidy may be used to further discount the discounted package. For example, a TNR package where the cost of surgery changes from $80 to $50 but a grant will cover the $50 TNR surgery.

When setting up your subsidy, the client discount amount must be equal to or less than the price of the line item from the package.

In the subsidy setup, the system displays the regular prices as a guide. You need to review the package first and set the discount amount from that. Instead of setting the discount amount as the regular $80 cat surgery price, in this example, the client discount should be the $50 package price.
The pot deduct/invoice amount can be any price – whatever the grantor agreed to give per surgery.