CLINIC HQ

14.1.2. VCP Setup – Connect Account for Multi-Clinic

If a Volume Client (VC) brings animals to multiple clinics using Clinic HQ, they can link all of these clinics under one Portal account. This allows them to easily access appointments across different clinics.

Before Connecting a VC to Your Clinic set Up Appointments in Clinic HQ. To connect a VC to your clinic, you first need to create appointments for them in Clinic HQ. For detailed instructions on how to set up appointments, refer to the Making Appointments and Releasing Appointments to the Volume Client Portal..

Your clinic will not appear in the Portal until there are appointments scheduled for the VC. Ensure the VC has upcoming appointments at your clinic before attempting to connect them to the Portal.

Key Points for Multi-Clinic Portal Setup

  1. Single Login for Multiple Clinics:
    The Portal allows Volume Clients to use one login to access appointments from multiple clinics. There is no need for a separate Portal account for each clinic they visit.
  2. One Portal per Rescue/Shelter:
    Each rescue or shelter organization has one Portal account, which can support multiple users. Each user can have their own login and role permissions, but they must all belong to the same rescue or shelter.

Linking the Existing VC Portal with Your Clinic

1. Click Search Clients / Animals and find your volume client. Open their profile and click on the VCP tab.
2. Click the Invite to Volume Client Portal button, and a pop-up will ask you for an email to send an invitation. This email should be the same email address the VC already uses to log into their Portal account.

3. If the email address matches that of an existing VC Portal user, a prompt will appear asking if you would like to link the existing client portal with your clinic.

Link existing Portal users to your clinic.

USE CAUTION! Review the information closely before proceeding and linking a Portal with your clinic. The action is irreversible.

Linking VC Portal – Multiple Clinics

If a volume client already has HQ VC Portal access with another clinic, you’ll need to link that portal following these steps:

  1. Create a VC Profile following these steps (link to setting up a new VC)
  2. Click Search Clients/Animals from the Client page. Search for the volume client.
  3. Click View to view the volume client’s profile.
  4. Go to the VCP tab.
  5. Click Invite to Volume Client Portal.
  6. Add the client’s email.
  • Note: This should be the same email they use in HQ already.
    Click Send Invitation.
  1. If the email is associated with a pre-existing VCP login, a Link with Account button will appear. Go ahead and click it!
  2. Once completed, the volume client should be able to view appointments, invoices, and documents for patients from both clinics.

If a Volume Client Portal is already active, you cannot add a pre-existing user unless you permanently delete VCP access and reset this up. Instead, you would need to use an alternate email address.