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Vaccine Clinic Scheduling Strategies
Making Wellness Appointments » Vaccine Clinic Scheduling Strategies
Skip the Lines, Save the Time: Pre-Sign Up for a Smoother, Safer Vaccine Visit The single best thing that you can do is make appointments for your vaccine clinic. The idea is that you space out the appointments throughout the day, so not everyone shows up at…
Setting Vaccine Clinic Schedule in HQ
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Setting Vaccine Clinic Schedule in HQ
Here are step by step instructions on how to set your HQ calendar up for your vaccine clinic. Step 1: Make sure the day is open on the spay/neuter calendar. If it is not, open the day and set your capacity for 0 for spay/neuters on that date. That way, no one will be…
HQ’s Vaccine Clinic Visit Summary Template
Templates » HQ’s Vaccine Clinic Visit Summary Template
Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes. HQ recommends a custom template. Download HQ Recommended Templates (follow link and open HQ Templates.) AVAILABLE IN ENGLISH &…
HQ’s Wellness & Vaccine Consent Template
Templates » HQ’s Wellness & Vaccine Consent Template
The Wellness Consent form should reflect the services offered through your Wellness Calendar. Most clinics will simply offer vaccine clinics while others will offer a range of wellness care and miscellaneous anesthetic procedures outside of a spay/neuter. The consent…
Vaccine Setup
HQ Settings » Vaccine Setup
Vaccine Setup The Vaccine Setup section is where you input information related to the rabies vaccines your clinic uses. This information is then passed through to the medical record (in checkout) and the rabies certificate. To create a rabies vaccine, click the +…
Vaccine Reminders
Communications » Item Reminders » Vaccine Reminders
*HQ’s communication settings allow you to send item reminders, including vaccine reminders, to your clients. This helps clients keep their animals up to date with their vaccines and requires very little work from you. Creating A Vaccine Reminder 1. To create a…
Awesome Vaccine Clinics
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics
This section provides a detailed overview of how to run high-volume vaccine clinics. It will be specifically useful for clinics using Clinic HQ software, but it’s also useful to any clinic wishing to do high-volume vaccine clinics. This guide is an SOP…
Clinic Tags
HQ Settings » Clinic Tags
*THE BIG WHAT Clinic Tags are handy ways to flag a client with specific brief notices. These tags will appear all throughout HQ next to the client and are for internal view only. The tags will not print anywhere. Common examples are Owes $, Deaf, Volunteer, Difficult,…
Training Clinic
Start Here » Getting Help » Training Clinic
At HQ, every user gets the unique opportunity to have their own training site. This training site allows users to access Clinic HQ to its full capacity without the worry of making a mistake! Your staff can practice making appointments, drawing and wasting drugs,…
Pre-Clinic
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic
There are many things to get ready prior to your clinic. Please read through this section of the manual to help you prioritize all of the essential tasks that need to be done. This section will take you through pre-clinic, intra-clinic, and post-clinic! …
Clinic Profile
HQ Settings » Clinic Profile
Here you will set up your clinic’s information and preferences. This section will guide you through what each setting does. General The General section of the clinic profile houses your clinic’s core information such as the clinic name, contact details,…
Consent Forms
Understanding Various Paperwork (Templates) » Consent Forms
What is a “Consent Form?” In 2007, the American Veterinary Medical Association (AVMA) ruled that “owner consent” refers to when an owner agrees to treat their animal. They stated that the informed consent doctrine from human medicine…
Schedule Vaccine Appointment (Externally)
Making Wellness Appointments » Vaccine Clinic Scheduling Strategies » Schedule Vaccine Appointment (Externally)
Click, Register, and Go: Streamline Your Vaccine Clinic with E-Appointments Vaccine clinic appointments should really be created through your e-appointments link online to make the process easier for everyone involved! Creating an E-Appointment link for your…
Schedule Vaccine Appointment (Internally)
Making Wellness Appointments » Vaccine Clinic Scheduling Strategies » Schedule Vaccine Appointment (Internally)
You can schedule clients for your vaccine clinic internally through your clinic. While it speeds up the process being able to have them do it online, they can also call your clinic for a time slot. Scheduling Your Vaccine Clinic Through Your Office First, make sure…
Mobile Clinic Scheduling
Scheduling Concepts » Mobile Clinic Scheduling
Managing the mobile unit schedule can be complicated when your clinic location is always switching, but this section will help you with that! HQ does an excellent job of scheduling clinics in multiple locations. We call this Mobile Scheduling. For example, if a…
Multi-Clinic Considerations
Scheduling Concepts » Multi-Clinic Considerations
If your clinic has multiple locations, HQ has made it so that your client’s information will exist across all locations. This section goes over using your different clinics. Switching Between Clinics Multi-clinic scheduling allows you to manage multiple clinics or…
Clinic HQ University
Start Here » Getting Help » Clinic HQ University
Whether you are a new clinic or you have been with Clinic HQ for some time, the course training videos we offer on Clinic HQ University are essential for key administrative and medical team members to watch to best understand the ins and outs of the software. HQ…
Deleting, Resending Consent Forms
Understanding Various Paperwork (Templates) » Consent Forms » Deleting, Resending Consent Forms
Occasionally it maybe necessary to delete, resend or otherwise manipulate consent forms. Resending a consent form due to an incorrect email Let’s say your client or staff typed in an incorrect email address for the client. The consent form never reaches the…
Signing Consent Forms Day-Of
Understanding Various Paperwork (Templates) » Consent Forms » Signing Consent Forms Day-Of
While pre pre-signing is always preferable, it may not always be possible. That’s okay, they can sign on a tablet using their finger. We do this through E-Lobby. Signing Consents Curbside E-Lobby provides an easy way to collect signatures. Simply pop up…
Open Scheduler
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Open Scheduler
To open the vaccine clinic date: 1. First setup a room in Settings > Wellness Settings > Rooms and label it Vx Clinic. Enter the hours of the vaccine clinic. If you haven’t already, create an appointment type called Vaccine Clinic and set the duration for 2…
OneLink E-Appointments (Multi-Clinic Only)
HQ Settings » OneLink E-Appointments (Multi-Clinic Only)
*THE BIG WHAT This tool is available for clinics that have more than one clinic profile. It provides “one link” for all clinics. It links all your clinics’ scheduling together. In “Settings > OneLink E-Appointments is where you will find the…
Multi-Clinic (More Than One Profile)
HQ Administration » Multi-Clinic (More Than One Profile)
A Multi-Clinic is a setup that consists of different profiles all linked under one organization. This would be used in the case of a clinic who has more than one physical location. Read how to use the multi-clinic setup in this section of the Manual: Multi Clinic…
Review Consent Forms For Health Issues
What To Do Before Your Day » Review Consent Forms For Health Issues
Review Consent Forms Often, consent form have health related questions such as “Has this animal been eating and drinking normally?” or “Has this pet been to the vet in the past thirty days?” If that’s the case, then you will need to…
HQ’s Surgical Consent Form Template
Templates » HQ’s Surgical Consent Form Template
The legal language in the HQ Spay/Neuter Consent Form is the language the ASPCA Spay/Neuter Alliance uses. How great is that? The ASPCA’s stellar legal team has given it a thumbs up, but for good measure, your lawyer should review it also. Download HQ…
Getting Clients to Pre-Sign Consent Forms
Understanding Various Paperwork (Templates) » Consent Forms » Getting Clients to Pre-Sign Consent Forms
How can they pre-sign consent forms? In Settings you can upload a template of your consent form. You can have forms for spay / neuter, wellness and recheck. Note: All wellness appointments from dentals to vaccines will have to make do with only one consent form for…
VCP Setup – Connect Account for Multi-Clinic
Volume Client Portal » Setting Up the VCP » 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…
The Team
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » The Team
Who should be on the team? Here are the roles you need on the team. 1 Veterinarian The veterinarian will do a one-minute exam and take a TPR. In some states, the veterinarian is required to administer rabies vaccines. Please check your state regulations on what…
Selecting Patients for Surgery
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Selecting Patients for Surgery
What’s the best approach to selecting patients for surgery? There are many ways to select which patient is next for surgery. Instead of randomly selecting patients, we recommend an approach that select siblings be done sequentially so the whole family…
Templates Settings
HQ Settings » Templates Settings
In the templates settings, you can upload custom forms that you will be using. Templates can be your consent, discharge paperwork, microchip registration information, and more! Templates save an enormous amount of time. Clinic HQ loves the endless ability to use merge…
Non-Rabies Vaccines
HQ Settings » Vaccine Setup » Non-Rabies Vaccines
*THE BIG WHAT Clinic HQ’s “Vaccine Setup” is currently only for generating certificates for rabies vaccines. If your clinic is looking for ways to document the details of other vaccines, we have provided some options here. Documenting Other…
Template Troubleshooting
Templates » Template Troubleshooting
Templates are Word Documents that have been uploaded to Clinic HQ Settings > Templates. This section will go over the most common issues surrounding templates and e-consents and how to resolve them. Common Template and E-Consent Issues & Fixes If you have not…
Templates
Templates
A template is a Microsoft Word document that has specific merge fields, like species and owner name, that can be populated with information from Clinic HQ. You can easily create consent forms, take home paperwork, travel sheets, cage cards, or any document,…
Canceling HQ
HQ Administration » Canceling HQ
Canceling Your HQ Account Over our twelve-year history, our retention rate for clinics is an astronomical 99.98%. That’s because unlike other software companies we prioritize creating good tools over profitability. HQ was created (and continues to be operated daily)…
Forms
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Forms
Consent to Treat Form Here is our preferred Consent to Treat Form Here is a template you will edit for your clinic and upload in HQ. For more information on how templates work, please see Section 17: Templates…
Anesthetic or Mixed Service Wellness Considerations
HQ Settings » Wellness Settings » Anesthetic or Mixed Service Wellness Considerations
*THE BIG WHAT Clinics offering comprehensive or mixed service wellness including sedated procedures should configure settings to encompass all wellness appointment types in one setup. Confirmations & Reminders, Consent Form, and Take-Home templates must not be…
The Vault
HQ Related » All About HQ » What To Do When HQ is Down » The Vault
The Vault is your backup plan if Clinic HQ goes down! Chrome Extension Our Chrome Extension is a storage center of your Drug Log and Roster in case Clinic HQ goes down. Both the drug log and roster are backed up every five minutes. If Clinic HQ goes down, you can…
24PetWatch Microchips
Integrations » Microchips » 24PetWatch Microchips
24PetWatch Ordering 24PetWatch Chips There are various kinds of microchips. Please contact 24PetWatch for pricing details. Schip Mchip Tchip To order, call: 1.866.597.2424 or email: microchips@pethealthinc.com and let them know you are a Clinic HQ client in…
Quick Search Action Menu
Scheduling Concepts » Quick Search Action Menu
Previously called the “Jumbo Menu,” Quick Actions can now be found in Quick Search. These actions act as a guide for where to go to schedule different types of appointments. Think of it as a “shortcut” to get to the starting point for many types of…
Managing Volume Client Appointments
Making Spay/Neuter Appts » Volume Spay/Neuter Appointments » Managing Volume Client Appointments
In the VCP, a client can manage their released/scheduled appointments. Here they can confirm the species, sex, and size of the animals, sign consent forms, and more. Key Features of the VCP Entering Animal Data Once you provide access to your volume client, they…
Case Studies
HQ Related » All About HQ » The Library » Case Studies
Better Vaccine Clinics with Clinic HQ This case study was done in Brownsville, Texas, at a large vaccine clinic. View slideshow here Reservation Clinics The Hopi Nation held a two-day spay/neuter clinic and a walk-in vaccine clinic at the Tewa Community Center in…
Checkin Curbside Using Texting
Communications » Texting » Checkin Curbside Using Texting
Circular Drive If you can run your clinic using a circular driveway, it is best. In this case, the admin person would approach the car and do the following: 1. Open e-Lobby and find the client by using the search field in the upper right corner. 2. Next, the admin…
Confirmations and Reminders
HQ Settings » Confirmations and Reminders
Clinic HQ has a confirmations and reminders section located under settings. Communications has three subsections: confirmations and reminders, email attachments, call and text add-on. See the chapter on communications for detailed instructions on this subsection. On…
The HQ Manifesto
HQ Related » All About HQ » The HQ Manifesto
A manifesto is “a public declaration of policy and aims.” I cannot think of a better word to describe what we’re about to get into here. Anything one does in life is guided by a core set of values. Those values create your intentions, your actions,…
Step 2: Check In (Daily Task)
What To Do During Your Day » Step 2: Check In (Daily Task)
Streamline Your Check-In Process with Clinic HQ: Faster, Smarter, and Stress-Free! With Clinic HQ, the check-in process is expedited. We have the option for you or your clients to fill out all their check-in forms online, saving time in the future. The HQ…
Decide on Services
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Decide on Services
It’s best to limit services to only vaccines. vaccines are not weight-related, so they are efficient to administer. Microchips are difficult to implant in a car. It’s advisable that a veterinarian implant microchips. In HQ, Refine Services for the…
HQ Settings
HQ Settings
Settings is the foundation for your Clinic HQ application. The calendar, email reminders, and pricing – every important field in HQ – are driven by what has been input by your clinic in the Settings section. Can’t get your calendar to do what you want it…
SN, Wellness, Rechecks
Scheduling Concepts » SN, Wellness, Rechecks
Efficient Scheduling for Spay/Neuter Clinics Based on Animal Parameters Our unique scheduling system lets spay/neuter clinics make appointments based on the animals’ sex, species, and weight. The system will look at these parameters and let you know how many…
Understanding Various Paperwork (Templates)
Understanding Various Paperwork (Templates)
Paperwork makes the world go round! Especially for spay/neuter clinics. This section includes a discussion of key paperwork used by most spay/neuter and wellness clinics. Here are the most common types of paperwork you’ll need. You can download all of our…
Approve e-Appointments
What To Do Before Your Day » Approve e-Appointments
Approving e-Appointments can happen anytime during your day. But at the end of your day before heading home, it’s a good time to double check that all appointments have been approved. Approving e-Appointments 1. Go to Online Appointments 2. Notice there are…
Curbside is Best
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Curbside is Best
Curbside is the Absolute Best Flow for a One Team Vaccine Clinic! The best flow is one where clients stay in their vehicles and can proceed through the parking lot in a circular shape. Here’s an example. The road your check-in person is standing on is shaped…
Approving e-Appointments
What To Do At The End of Your Day » Approving e-Appointments
Approving e-Appointments can happen anytime during your day. But at the end of your day before heading home, it’s a good time to double check that all appointments have been approved. Approving e-Appointments Go to Online Appointments Notice there are…
Wellness Appt Confirmation Example
Communications » Appointment Confirmations » Wellness Appt Confirmation Example
*Wellness Appointment Confirmations You can send appointment confirmations for wellness appointments. You cannot have different confirmations for different appointment types. Therefore you must make one communication that works for all of your appointment types. EMAIL…
Item Reminders
Communications » Item Reminders
Item reminders are used to send an automated communication after an appointment has been checked out. The item reminder communication is triggered to go out based on the line items on an appointment. This means, you can send an item reminder email/text for any…
Wellness Appt Reminder Example
Communications » Appointment Reminders » Wellness Appt Reminder Example
Wellness Appointment Reminders You can send reminders for wellness appointments. The communication must encompass all wellness appointment types that you offer. You cannot have different confirmations for different appointment types. Therefore you must make one…
How Many Can You Do?
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » How Many Can You Do?
Seventy animals x Three Hours x Six Staff If you follow the recommendations laid out in this guide, you will be able to vaccinate about 70 animals over a three-hour period. This flow is supported by one veterinarian, three technicians, and two Clinic HQ admins. Two…
Data Migration
HQ Administration » Data Migration
*THE BIG WHAT When you sign up for HQ, you can have your clinic’s current data, with some exceptions, transferred over to HQ. How does migration work The first step of the migration process is for your clinic to provide HQ with a database export of your…
Wifi Hotspots
Start Here » Technology » Wifi Hotspots
Internet is the obvious must-have for cloud-based software—without it, everything else is just a pricey paperweight with a power button! If you are running a mobile veterinary clinic, making sure you have secure wi-fi is the backbone of keeping your clinic…
Check In Via E-Lobby
What To Do During Your Day » Step 2: Check In (Daily Task) » Curbside Check-in » Check In Via E-Lobby
HQ’s e-Lobby is designed to let you do curbside check-in/checkout, reducing the amount of time animals have to spend inside the clinic. Less time for the client/animal in the clinic will reduce stress and increases safety and speed. How to use e-lobby:…
Appointment Types
HQ Settings » Wellness Settings » Appointment Types
Wellness Appointment Types If your clinic provides any services to animals that do not involve spay/neuter surgery, those services would be scheduled as a Wellness appointment. The Wellness appointment is a broad category that includes sub-appointment types. Examples…
Appointment Reminders
Communications » Appointment Reminders
Utilizing the confirmation and reminders is one of the best ways to reduce no-show rates. Appointment reminders are automated communications sent to clients as their appointment date approaches. These reminders are only dispatched for appointments that remain…
Volume Client Owners
Client Management » Volume Client Owners
Volume Client Owners are individual public owners listed underneath a volume client appointment. This could include pet parents through volume client’s transport or adoption. What is a Volume Client Owner (VCO)? Within a volume client appointment, there…
HQ’s Surgical High Risk Waiver Template
Templates » HQ’s Surgical High Risk Waiver Template
The Surgical High-Risk Waiver template is generated from concerns found during a physical exam. The e-mailed template allows the client to read about the concern and choose to accept or decline the surgery. This HRW is not available for sending before an appointment…
S/N Online (E-Appointments)
Making Spay/Neuter Appts » Public Spay/Neuter Appointments » S/N Online (E-Appointments)
The online spay & neuter scheduler allows public clients to create appointments for any kind of appointment that your clinic offers. This gives you a clear picture of what’s ahead and allows you to open the line of communication with your client before they step…
Wellness Appts From the Calendar
Making Wellness Appointments » Wellness Appts From the Calendar
From the Advanced Wellness Calendar Click on the Wellness calendar in the left hand navigation menu. Navigate to the date you’d like to create a wellness appointment for using the left and right arrows. For more info on how to navigate the wellness…
Item Prep
Reports » Item Prep
*THE BIG WHAT This report is designed to assist with preparing for the next surgery day, upcoming vaccine clinics, and help with ordering clinic supplies. The details here are, by default, “tomorrow’s” pending appointments. At the top of the…
Approve Sign-Ups
Standard Operating Procedures (SOPs) » Awesome Vaccine Clinics » Pre-Clinic » Approve Sign-Ups
1. As the sign-ups come in, go to your Wellness calendar Wellness Calendar 2. Click on the ‘E-Apps’ button and approve the e-Appointments Here, it’s critical to refine services: Service Refinement Select the owner and animal if they’ve been…
Rabies Export
Reports » Rabies Export
*THE BIG WHAT The rabies export is a record of all rabies vaccines given at your clinic and each animal’s details. Some animal control, health departments, or state/county facilities will require information on all rabies vaccines administered, to who, and where…
Managing the Wellness Calendar
The Calendars » Wellness Calendar » Managing the Wellness Calendar
Managing the Wellness Schedule The appointment hours for wellness services are controlled by the Wellness Rooms. However, if your clinic’s wellness services are not available on the same days as spay/neuter services or if you want to have different hours on…
High Risk Waivers
Understanding Various Paperwork (Templates) » High Risk Waivers
High risk waivers are additional paperwork you have owner’s sign that indicates you’ve shared increased risks with them for their pet. The owner will either accept or decline the risks. These can be verbal high risk waivers or emailed high risk…
Microchip Auto Registration
What To Do During Your Day » Step 5: Check Out (Daily Task) » Microchip Auto Registration
Microchip auto-registration ensures pets quickly and accurately linked to owners, increasing their chances of a safe return if lost. HQ is currently integrated with both Petstablished and 24PetWatch for chip auto-registration. Enable Auto-registration for 24PetWatch…
HQ’s Visit Summary & Post Op Template
Templates » HQ’s Visit Summary & Post Op Template
Every appointment should receive an emailed or printed visit summary detailing the services rendered and any client communication notes. HQ recommends a custom template instead of the built-in Spay/Neuter Certificate because the custom template is an all-in-one,…
High Risk Waivers
What To Do During Your Day » Step 3: Exam & Pre-Med (Daily Task) » High Risk Waivers
High risk waivers are additional paperwork you have owner’s sign that indicates you’ve shared increased risks with them for their pet. The owner will either accept or decline the risks. In Clinic HQ, the high-risk waiver is for concerns found during the…
Car Side Script (PAASS)
What To Do During Your Day » Step 2: Check In (Daily Task) » Curbside Check-in » Car Side Script (PAASS)
PAASS is a straightforward acronym to help you verify all the necessary details during check-in. When you approach the car curbside, here’s what you do. Greet client with a smile and ask to roll up windows if not. They can crack the window to chat with you,…
Appointment Confirmations
Communications » Appointment Confirmations
No-shows are no-no’s Utilizing the confirmation and reminders is one of the best ways to reduce no-show rates. Appointment confirmations are essential communications sent immediately when an appointment is officially scheduled or confirmed. This process is…
Communication Logs
Client Management » Communication Logs
The communication log will track the deliverability of email, text, and robo calls for automated communications such as appointment confirmation/reminders, e-consent emails, e-pay requests. Communication Logs The communication log allows you to see a record of…
Services & Products
HQ Settings » Services & Products
Services and products constitute key elements of a patient’s medical record. This section will guide you on how to add items to your clinic and answer some common asked questions. Services & Products VIDEO ON THIS HERE How to Find Services & Products To…
Subsidies
Accounting » Subsidies
*THE BIG WHAT A subsidy (AKA discount) can be applied to line items on an appointment to change the price and/or pull money from a grant or bill a third party What is a Subsidy? The words “Subsidy” and “Discount” may be used interchangeably in…
How to Discount Things (Subsidies)
How to Discount Things (Subsidies)
A subsidy (AKA discount) can be applied to line items on an appointment to change the price and/or pull money from a grant or bill a third party. What is a Subsidy? The words “Subsidy” and “Discount” may be used interchangeably in most…
Handling Tax for Subsidized Services
Accounting » Taxable Sales » Handling Tax for Subsidized Services
When a clinic sells taxable items, state tax laws typically require tax to be collected from the purchaser (client), even if a third party (like a nonprofit) is covering the cost of the item. Taxes are not waived simply because the item is subsidized. How It…
Tax for Subsidized Services
HQ Settings » Subsidy Settings » Tax for Subsidized Services
When a clinic sells taxable items, state tax laws typically require tax to be collected from the purchaser (client), even if a third party (like a nonprofit) is covering the cost of the item. Taxes are not waived simply because the item is subsidized. How It…
Features of the VCP
Volume Client Portal » Features of the VCP
The innovative Volume Client Portal (VCP) is like a mini-website for your volume clients to use. The things it can do are provide a way for your volume clients to enter data about the pets they can bring you, allow them to sign consent forms – and once they’ve…
If you have a circular driveway
What To Do During Your Day » Step 2: Check In (Daily Task) » Curbside Check-in » Parking Lot Strategies » If you have a circular driveway
Circular Drive If you can run your clinic using a circular driveway, it is best. In this case, the admin person would approach the car and do the following: Open e-Lobby and find the client by using the search field in the upper right corner. Next, the admin…
Wellness Appts Online (E-Appointments)
Making Wellness Appointments » Wellness Appts Online (E-Appointments)
h3. Wellness appointments, like spay/neuter appointments, can also be made by public clients themselves online. This feature allows clients to choose the type of appointment their animal needs, the appointment time and asks the client for information about their…
Documenting Deaths
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » Documenting Deaths
In veterinary medicine, we experience animals of all shapes, sizes, and health conditions. While the need to document a death is not the most pleasant of topics, it can be a necessity when dealing with live animals who may react to anesthesia and surgical procedures…
Volume Client Portal
Volume Client Portal
The innovative Volume Client Portal (VCP) is like a mini-website built specifically for your volume clients. It provides a way for your volume clients to enter data about the pets they bring you, allows them to sign consent forms, and, once they’ve been…
Communications
Communications
h3.There are several ways to communicate with your clients through HQ: This includes take-home paperwork, text/email/call reminders, and the animal’s medical record. Information will be pulled from the animal’s record and pre-set communications in…
Terms of Service
HQ Administration » Terms of Service
Date Last Revised: July 19th, 2017 This Agreement sets forth the terms and conditions that apply to your access and use of the Internet Web site Clinic HQ, located at clinichq.com, as owned by New Urban Research, an Oregon corporation. By using Clinic HQ you agree to…
Public Spay/Neuter Appointments
Making Spay/Neuter Appts » Public Spay/Neuter Appointments
Public clients are individual clients that may make an appointment or bring their animals into the clinic. This section will show you how to set up spay/neuter appointments for this type of client internally in HQ. This page previews the client and animal details,…
Donation & Goal Widgets
Accounting » Donations » Donation & Goal Widgets
Donations through a Donation Campaign Widget Clients can donate online anytime and any amount. You can also create a General Donation Widget for automatic recurring donations! The campaign widget allows your clinic to collect donations through the E-appointment form…
Wellness Settings
HQ Settings » Wellness Settings
*THE BIG WHAT The Wellness Settings are where you create the appointment types, rooms, and assign other key configurations to how your clinic works with these type of appointments. VIDEO ON THIS TOPIC In Wellness Settings, you will see two tabs: Appointment Types…
Feral Cats – Scheduling & Services
Scheduling Concepts » Feral Cats – Scheduling & Services
Scheduling spay/neuter appointments for feral cats is a critical aspect of managing community cat populations. This section will provide recommendations to the process of scheduling ferals, including how to use the e-apps system effectively. How to Schedule…
Inventory
HQ Settings » Inventory
!Please Note: Clinic HQ does not have a separate inventory tracking system built into the software but there are ways to help you track inventory items through our reporting tools. Custom Reports One way to help track inventory in HQ is to run a Custom Report and…
What To Do When HQ is Down
HQ Related » All About HQ » What To Do When HQ is Down
In the event that Clinic HQ’s site is down here is what you can do. Be in the Know and Have Back-Up Plans Go to the status page: https://status.clinichq.com/ Subscribe to alerts: click Get Updates. Sign up for status alerts Updates include notifications…
Suggested Flow
What To Do During Your Day » Step 2: Check In (Daily Task) » Suggested Flow
Unlocking Efficiency: HQ’s Proven Method for Safer, Faster, and Less Stressful Clinics with Recommended HQ Flow Pre-everything – But Why? Check-in is often the most stressful part of your day, yet it’s also the moment when patients, staff, and owners are…
Anesthetic vs. Non-Anesthetic
Scheduling Concepts » Anesthetic vs. Non-Anesthetic
There are many types of appointments in HQ, including Anesthetic and Non-Anesthetic. Differentiating between these will make sure you have an easier time navigating in Patient Flow. Anesthetic appointments are any appointments where the animal is receiving a medical…
Spay/Neuter Appt Confirmation Example
Communications » Appointment Confirmations » Spay/Neuter Appt Confirmation Example
Spay/Neuter Appointment Confirmations One of the best things you can do to boost your “show” rate is to send confirmations and reminders using a variety of tools. The tools we offer are via email, texting and robo calling. All are customizable. EMAIL…
Medical Notes Setup
HQ Settings » Medical Notes Setup
*Only clinics who have enabled Patient Flow will see Medical Notes in Settings. If your clinic does not have access to Patient Flow, please open a help ticket requesting that it be enabled. This is where you can write notes that will show up in the external client…
Estimating Texting Costs
HQ Settings » Call & Text Add On » Estimating Texting Costs
Clinic HQ offers the cheapest texting of all veterinary and texting-based software, period. You WILL NOT find a cheaper option. The charge for text messages is 5¢ per segment. Each segment consists of up to 160 characters, including spaces. To reduce cost, shorten…
Non-Anesthetic (Wellness) Flow
What To Do During Your Day » Step 4B: Wellness Flow (Daily Task) » Non-Anesthetic (Wellness) Flow
The main difference here will be differentiating between anesthetic and non-anesthetic appointments. To set up Patient Flow with wellness, go to Settings > Wellness Settings. You will see a list of types of wellness appointments, and you can tag them as anesthetic,…
High Risk Waiver Bulk Processing
What To Do During Your Day » Step 4A: Surgical Flow (Daily Task) » Occasional Situations » High Risk Waiver Bulk Processing
High-Risk Waivers are a common part of the natural flow of an HVSN clinic. With hundreds of surgeries happening a week, you will inevitably receive a patient with an increased anesthetic and surgical risk. A high-risk waiver is a way to provide the owner with informed…
