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signatures.",{"title":486,"path":487,"stem":488,"icon":15,"description":489,"color":15},"Prescription Labels","\u002Fsettings\u002Fprescription-labels","08.settings\u002F14.prescription-labels","Supported label printers for prescription labels: Zebra and Dymo setup.",{"title":491,"path":492,"stem":493,"icon":15,"description":494,"color":15},"Microchip Preferences","\u002Fsettings\u002Fmicrochip-preferences","08.settings\u002F15.microchip-preferences","Configure microchip integration preferences and auto-registration partners.",{"title":496,"path":497,"stem":498,"icon":15,"description":499,"color":15},"Capacity Management","\u002Fsettings\u002Fcapacity-management","08.settings\u002F16.capacity-management","Set daily spay\u002Fneuter capacity limits by species, sex, and weight.",{"title":501,"path":502,"stem":503,"icon":15,"description":504,"color":15},"Wellness Settings","\u002Fsettings\u002Fwellness-settings","08.settings\u002F17.wellness-settings","Set up wellness rooms, appointment types, and scheduling preferences.",{"title":506,"path":507,"stem":508,"icon":15,"description":509,"color":15},"Templates Settings","\u002Fsettings\u002Ftemplates-settings","08.settings\u002F18.templates-settings","Upload custom clinic forms with merge fields for auto-populated data.",{"title":511,"path":512,"stem":513,"icon":15,"description":514,"color":15},"E-Appointments","\u002Fsettings\u002Fe-appointments","08.settings\u002F19.e-appointments","Set up online appointment booking for clients via E-Appointments.",{"title":516,"path":517,"stem":518,"icon":15,"description":519,"color":15},"E-Payments","\u002Fsettings\u002Fe-payments","08.settings\u002F20.e-payments","Enable online payments by connecting your MP Group merchant account.",{"title":521,"path":522,"stem":523,"icon":15,"description":524,"color":15},"Mobile Location Settings","\u002Fsettings\u002Fmobile-location-settings","08.settings\u002F21.mobile-location-settings","Configure mobile clinic locations and schedules in HQ settings.",{"title":526,"path":527,"stem":528,"icon":15,"description":529,"color":15},"Confirmations and Reminders","\u002Fsettings\u002Fconfirmations-and-reminders","08.settings\u002F22.confirmations-and-reminders","Configure automated confirmation and reminder settings for all appointments.",{"title":531,"path":532,"stem":533,"icon":15,"description":534,"color":15},"Medical Records Request","\u002Fsettings\u002Fmedical-records-request","08.settings\u002F23.medical-records-request","Share your clinic medical record request form link with clients.",{"title":536,"path":537,"stem":538,"icon":15,"description":539,"color":15},"Email Attachments","\u002Fsettings\u002Femail-attachments","08.settings\u002F24.email-attachments","Attach documents like aftercare PDFs to confirmation or reminder emails.",{"title":541,"path":542,"stem":543,"icon":15,"description":544,"color":15},"Call & Text Add On","\u002Fsettings\u002Fcall-text-add-on","08.settings\u002F25.call-text-add-on","Set up text and robo-call reminders with the Call and Text add-on.",{"title":546,"path":547,"stem":548,"icon":15,"description":549,"color":15},"e-Lobby","\u002Fsettings\u002Fe-lobby","08.settings\u002F26.e-lobby","Configure auto-response messages for E-Lobby client communications.",{"title":551,"path":552,"stem":553,"icon":15,"description":554,"color":15},"Invoices","\u002Fsettings\u002Finvoices","08.settings\u002F27.invoices","Customize the email template sent with volume client invoices.",{"title":556,"path":557,"stem":558,"icon":15,"description":559,"color":15},"Donations","\u002Fsettings\u002Fdonations-campaigns","08.settings\u002F28.donations-campaigns","Set up donation campaigns and embed widgets for online giving.",{"title":561,"path":562,"stem":563,"icon":15,"description":564,"color":15},"Funding Partnerships","\u002Fsettings\u002Ffunding-partnerships","08.settings\u002F29.funding-partnerships","Create funding partnerships as a prerequisite for subsidy setup.",{"title":566,"path":567,"stem":568,"icon":15,"description":569,"color":15},"Subsidy Settings","\u002Fsettings\u002Fsubsidy-settings","08.settings\u002F30.subsidy-settings","Create and configure subsidy settings with funding partnerships.",{"title":571,"path":572,"stem":573,"icon":15,"description":574,"color":15},"Grantors","\u002Fsettings\u002Fgrantors","08.settings\u002F31.grantors","Set up grantors to track the source of every donation in HQ.",{"title":576,"path":577,"stem":578,"icon":15,"description":579,"color":15},"VC Custom Pricing","\u002Fsettings\u002Fvc-custom-pricing","08.settings\u002F32.vc-custom-pricing","Override standard pricing for individual volume clients on specific items.",{"title":581,"path":582,"stem":583,"icon":15,"description":584,"color":15},"Tax Info","\u002Fsettings\u002Ftax-info","08.settings\u002F33.tax-info","Configure tax categories and rates for taxable clinic items.",{"title":586,"path":587,"stem":588,"icon":15,"description":589,"color":15},"QuickBooks","\u002Fsettings\u002Fquickbooks","08.settings\u002F34.quickbooks","Map QuickBooks codes to HQ services and products for accounting sync.",{"title":591,"path":592,"stem":593,"icon":15,"description":594,"color":15},"Chat Settings","\u002Fsettings\u002Fchat-settings","08.settings\u002F35.chat-settings","Enable instant messaging between your clinic and volume client Portal users.",{"title":596,"path":597,"stem":598,"icon":15,"description":599,"color":15},"OneLink E-Appointments (Multi-Clinic Only)","\u002Fsettings\u002Fone-link","08.settings\u002F36.one-link","OneLink: a single E-Appointment booking link for multi-clinic organizations.",{"title":601,"path":602,"stem":603,"icon":15,"description":604,"color":15},"VCP Settings","\u002Fsettings\u002Fvcp-settings","08.settings\u002F37.vcp-settings","Control volume client Portal permissions and required fields.",{"title":606,"path":607,"stem":608,"icon":15,"description":609,"color":15},"Inventory","\u002Fsettings\u002Finventory","08.settings\u002F38.inventory","Track inventory through HQ custom reports since there is no built-in system.",{"title":611,"icon":612,"description":613,"color":614,"path":615,"stem":616,"children":617},"Resources & Perks","i-lucide-gift","Explore resources, tools, and perks available to your clinic.","text-rose-500","\u002Fresources-and-perks","09.resources-and-perks",[618,622,627,632,637],{"title":619,"path":615,"stem":620,"icon":15,"description":621,"color":15},"Overview","09.resources-and-perks\u002Findex","Explore HQ's top tools, downloadable templates, exclusive clinic perks, and discounted credit card processing options.",{"title":623,"path":624,"stem":625,"icon":15,"description":626,"color":15},"Top Tools","\u002Fresources-and-perks\u002Ftop-tools","09.resources-and-perks\u002F01.top-tools","Quick video overviews of HQ's most powerful features, including online scheduling, e-Pay, consent forms, patient flow, grant management, and more.",{"title":628,"path":629,"stem":630,"icon":15,"description":631,"color":15},"Templates & Resources","\u002Fresources-and-perks\u002Ftemplates-and-resources-copy","09.resources-and-perks\u002F02.templates-and-resources copy","Download ready-to-use HQ templates for consent forms, aftercare instructions, cage cards, curbside check-in flyers, and other clinic documents.",{"title":633,"path":634,"stem":635,"icon":15,"description":636,"color":15},"Perks","\u002Fresources-and-perks\u002Fperks","09.resources-and-perks\u002F03.perks","Exclusive benefits available to HQ clinics, including discounted credit card processing, microchips, vet supplies, text messaging, surgical packs, and volunteer opportunities.",{"title":256,"path":638,"stem":639,"icon":15,"description":640,"color":15},"\u002Fresources-and-perks\u002Fcredit-cards","09.resources-and-perks\u002F04.credit-cards","Learn about HQ's discounted interchange-plus credit card processing rates, supported hardware, and how to get a savings quote for your clinic.",{"id":642,"title":389,"body":643,"color":15,"description":392,"extension":1403,"icon":15,"links":1404,"meta":1405,"navigation":1406,"path":390,"seo":1407,"sitemap":1408,"stem":391,"__hash__":1409},"docs\u002F07.admin\u002F03.hq-administration.md",{"type":644,"value":645,"toc":1394},"minimark",[646,650,655,661,666,670,675,678,682,689,721,727,733,740,746,750,805,809,823,827,833,837,842,880,885,889,899,913,934,939,965,969,974,978,981,984,987,1008,1014,1018,1025,1030,1045,1050,1060,1065,1072,1076,1084,1087,1091,1096,1100,1103,1116,1119,1135,1139,1142,1145,1149,1152,1180,1186,1190,1196,1203,1206,1210,1215,1219,1226,1230,1235,1239,1246,1250,1255,1259,1263,1289,1293,1299,1303,1309,1313,1332,1335,1340,1349,1354,1358,1364,1387],[647,648,649],"p",{},"This section covers administrative aspects of your HQ account — data migration from legacy systems, account cancellation, terms of service, privacy policy, and security practices.",[651,652,654],"h2",{"id":653},"data-migration","Data Migration",[647,656,657],{},[658,659],"img",{"alt":145,"src":660},"\u002Fimages\u002F07-admin\u002F720-1920-x-225-px-1920-x-320-px-2025-08-21t141803-608.png",[662,663,665],"h3",{"id":664},"when-you-sign-up-for-hq-you-can-have-your-clinics-current-data-with-some-exceptions-transferred-over-to-hq","When you sign up for HQ, you can have your clinic's current data, with some exceptions, transferred over to HQ.",[662,667,669],{"id":668},"how-does-data-migration-work","How does data migration work?",[671,672,674],"h4",{"id":673},"starting","Starting",[647,676,677],{},"We ask that you begin using HQ right away, and once you are sure you want to do it, then we can work on the migration. We don't charge for the actual work of the migration, however we require clinics to purchase a one year subscription paid upfront, as it is important to ensure your clinic is sticking around. Some migrations are easier than others and the process can take a good bit of time and a lot of hard work from our team.  It may take an average of four weeks but up to eight to complete the migration.",[671,679,681],{"id":680},"the-migration-process","The Migration Process",[647,683,684,688],{},[685,686,687],"strong",{},"Step 1:"," Provide HQ with a database export from your old software. Once we receive the data, our developer will review and prepare it for the next step in the process. If you’re uploading the data, please rename the file(s) using your full clinic name.",[647,690,691,694,695,698,699,702,703,702,706,709,710,713,714,717,718],{},[685,692,693],{},"Step 2",": We informally call this phase \"translations.\" During this step, we manually clean and organize several pieces of data that have been pulled from your old system. The key areas we focus on include: ",[685,696,697],{},"Items"," (services\u002Fproducts\u002Fvaccines), ",[685,700,701],{},"colors",", ",[685,704,705],{},"breeds",[685,707,708],{},"declined surgery reasons"," (optional), ",[685,711,712],{},"deceased reasons"," (optional), and ",[685,715,716],{},"rabies manufacturers"," (optional). By hand we will go one by one through every single items that has ever been used by your clinic and match\u002Freclassify them to a standardized medical item in HQ. The length of time on the process varies. Some clinics only have a few hundred items to translate while others have thousands. ",[685,719,720],{},"It is a key step, since this is how we get your old data outfitted to Clinic HQ.",[647,722,723,726],{},[685,724,725],{},"Step 3",": Mock migration. This puts the data back together in a mock Clinic HQ environment to display how the data will look in the new format and for the final run.",[647,728,729,732],{},[685,730,731],{},"Step 4",": An HQ team member will schedule a meeting with your clinic to review the mock migration. During this review, we’ll examine sample appointments and reports to confirm the data transferred correctly into HQ. Sometimes, we may find errors during this process. If we do, the errors will need to be fixed, a new mock migration will be run, and another meeting will be scheduled to review the updates. This process will be repeated as many times as needed to create an ideal mock.",[647,734,735,739],{},[736,737,738],"em",{},"Please note:"," there may be minor differences between the data in HQ and your old software. While we aim to make the mock as accurate as possible, a small margin of discrepancy is expected—even in the final version.",[647,741,742,745],{},[685,743,744],{},"Final step:"," The actual migration! Once your clinic has agreed to the review of the final mock migration, our developers will push the data to your live Clinic HQ profile. Once this occurs we cannot make any changes to the data if you find a problem. When the final step is completed, Clinic HQ will erase the database export you provided at the beginning of this process. All data will now solely be in HQ. We cannot provide the original database reports used in the migration should you ever cancel your Clinic HQ subscription.",[662,747,749],{"id":748},"what-comes-over","What comes over:",[751,752,753,757,760,763,766,769,772,775,778,781,784,787,790,793,796,799,802],"ul",{},[754,755,756],"li",{},"Client name",[754,758,759],{},"Client address",[754,761,762],{},"Client phone",[754,764,765],{},"Client email",[754,767,768],{},"Animal name",[754,770,771],{},"Animal species",[754,773,774],{},"Animal breed",[754,776,777],{},"Animal sex",[754,779,780],{},"Animal age",[754,782,783],{},"Animal weight",[754,785,786],{},"Animal colors",[754,788,789],{},"Veterinarian",[754,791,792],{},"Services received, including vaccines",[754,794,795],{},"Rabies vaccine lot number",[754,797,798],{},"Rabies vaccine lot expiration",[754,800,801],{},"Rabies tag number",[754,803,804],{},"Microchip number",[662,806,808],{"id":807},"what-does-not-come-over","What does not come over:",[751,810,811,814,817,820],{},[754,812,813],{},"Future appointments",[754,815,816],{},"Veterinary notes",[754,818,819],{},"Test results",[754,821,822],{},"No financial information (all animals paid out)",[662,824,826],{"id":825},"how-much-does-it-cost","How much does it cost?",[647,828,829,832],{},[685,830,831],{},"It's free",", but you must pay for a year of service upfront. It's also non-refundable after we begin work on the migration. Once we receive your data and begin work, your clinic will be billed for a year of HQ. After this period, if you would like to return to a monthly subscription, please open a help ticket.",[662,834,836],{"id":835},"what-programs-can-you-migrate-from","What programs can you migrate from?",[647,838,839],{},[685,840,841],{},"We know for sure we can migrate data from:",[751,843,844,847,850,853,856,859,862,865,868,871,874,877],{},[754,845,846],{},"Avimark",[754,848,849],{},"Cornerstone",[754,851,852],{},"DVM Manager",[754,854,855],{},"Impromed",[754,857,858],{},"IntraVet",[754,860,861],{},"IntraVet (v3 the old one)",[754,863,864],{},"Quickbase",[754,866,867],{},"VIA",[754,869,870],{},"ezVet",[754,872,873],{},"Hippo",[754,875,876],{},"VetBlue",[754,878,879],{},"Any excel file",[647,881,882],{},[685,883,884],{},"If it's a program outside of these, you will need to provide a copy of the database, and we will determine if we are able to migrate it.",[662,886,888],{"id":887},"checklist-for-migrating-data","Checklist for Migrating Data",[647,890,891],{},[685,892,893,894,898],{},"After you have read about ",[895,896,897],"a",{"href":390},"how a data migration works",", follow these steps for Data Migration to Clinic HQ",[647,900,901,904,905,908,909,912],{},[658,902],{"alt":145,"src":903},"\u002Fimages\u002Fshared\u002Fcheckbox.jpg","  ",[736,906,907],{},"NOTIFY CLINIC HQ","\nContact Clinic HQ and let us know you are interested in doing a data migration. You can open a help ticket to get this communication started.\nWe need to know who the point of contact will be for the migration process and what software you are migrating from. See section ",[895,910,911],{"href":390},"(blank)Data Migration ","on known software we can migrate from.",[647,914,915,917,918,921,922,917,924,927,928,917,930,933],{},[658,916],{"alt":145,"src":903}," ",[736,919,920],{},"GO LIVE WITH CLINIC HQ","\nBegin using Clinic HQ fully to schedule and check in\u002Fcheckout animals.\n",[658,923],{"alt":145,"src":903},[736,925,926],{},"EXPORT YOUR OLD DATA","\nExport your complete database from the old software. If you are not sure how to do this, you will need to contact your tech support for your old software. This should be inclusive of appointments up until the time you went live with Clinic HQ.\n",[658,929],{"alt":145,"src":903},[736,931,932],{},"UPLOAD OLD DATA TO CLINIC HQ","\nBefore you upload the data, please rename the file(s) as your full clinic name. Please log in to Clinic HQ and go to 'HELP'. From this page, locate the button\u002Flink to 'upload your database for migration.\"",[647,935,936],{},[658,937],{"alt":145,"src":938},"\u002Fimages\u002F07-admin\u002Fmigrationscreen.png",[647,940,941,917,943,946,947,917,949,952,953,917,955,958,959,917,961,964],{},[658,942],{"alt":145,"src":903},[736,944,945],{},"PAY ONE YEAR SUBSCRIPTION OF HQ","\nClinic HQ will begin work on data prep and translations then bill the clinic for one year of HQ which is non-refundable. The payment method on file under Organization & Billing will be the card charged.\n",[658,948],{"alt":145,"src":903},[736,950,951],{},"SCHEDULE MOCK MIGRATION REVIEW","\nAfter data is translated you will be asked to schedule a meeting to review the mock migration\n",[658,954],{"alt":145,"src":903},[736,956,957],{},"SCHEDULE DATE OF FINAL RUN","\nOnce the final mock is approved, Clinic HQ will plan the date for the data to go live on your profile. If your clinic used the old software after the first data export was provided, we will need a more up to date export to include any of the latest appointments from the old software.\n",[658,960],{"alt":145,"src":903},[736,962,963],{},"MERGE CLIENTS","\nAfter the data is made available in your Clinic HQ Profile, you will need to merge clients. All of your old database rescues\u002Fshelters will be listed as Public Clients. You must merge these public clients into the newer Volume Client profile on HQ.",[651,966,968],{"id":967},"canceling-hq","Canceling HQ",[647,970,971],{},[658,972],{"alt":145,"src":973},"\u002Fimages\u002F07-admin\u002F720-1920-x-225-px-1920-x-320-px-2025-08-21t143008-439.png",[662,975,977],{"id":976},"canceling-your-hq-account","Canceling Your HQ Account",[647,979,980],{},"Over the past 15+ years, HQ has maintained an incredible 99.98% clinic retention rate. That’s because, unlike many other software companies, we focus on building great tools, not just making a profit.",[647,982,983],{},"HQ was created and is still run daily by animal activists who are personally out in the field doing this work. They deeply understand the unique challenges that come with this type of work, because they live it too. Their mission is to make the world a better place for animals.",[647,985,986],{},"That said, we understand that HQ might not be the right fit for every clinic. If that’s the case for you, we fully support your search for a solution that better meets your needs. Our priority is your clinic’s success and satisfaction. If you’re not happy with HQ, here are some options to consider.",[988,989,990,996],"ol",{},[754,991,992,995],{},[685,993,994],{},"Let us try and fix it",". We love to make the software better and spend thousands of hours a year working on it. 100% of changes come from users. So, if you haven’t already, please schedule a meeting to tell us what your deal breaker issue is and see if we can fix it (at no cost to you). It’s easier to fix HQ and you keep using it, than to go through an enormous change to another software. Why not try?",[754,997,998,1001,1002],{},[685,999,1000],{},"Schedule more training",". Sometimes, it’s not about a missing feature, it’s that there has been turnover within your staff and nobody knows all the ins and outs of the software. That’s a pretty easy fix – let us retrain your staff. Take our step-by-step video courses ",[895,1003,1007],{"href":1004,"rel":1005},"https:\u002F\u002Funiversity.clinichq.com\u002F",[1006],"nofollow","HERE",[647,1009,1010,1011],{},"Tried all this and still want to switch? Here is what you need to know. ",[685,1012,1013],{},"Please review this entire guide before taking any action.",[662,1015,1017],{"id":1016},"how-to-cancel","How to Cancel",[647,1019,1020,1021,1024],{},"You can now cancel your own HQ account. To do so, you must have the user permission set under ",[685,1022,1023],{},"Settings > Users > Roles > Edit (Role) > Has the ability to cancel your clinic's HQ subscription",". We recommend very few users have permissions set to cancel your subscription. If you modify this permission, you need to log out and back in for it to take effect.",[647,1026,1027],{},[658,1028],{"alt":145,"src":1029},"\u002Fimages\u002F07-admin\u002Fcancel-role.png",[647,1031,1032,1033,1036,1037,1040,1041,1044],{},"To cancel, go to ",[685,1034,1035],{},"Profile > Organization & Billing > Clinic Subscriptions",". Click on the ",[685,1038,1039],{},"Settings Dropdown"," gear icon and click ",[685,1042,1043],{},"Cancel Subscription",".",[647,1046,1047],{},[658,1048],{"alt":145,"src":1049},"\u002Fimages\u002F07-admin\u002Fcancel-subscription.png",[647,1051,1052,1053,1055,1056,1059],{},"Once you click on ",[685,1054,1043],{},", you will receive a popup letting you know this action is ",[685,1057,1058],{},"IRREVERSIBLE",". You will also have the option to cancel immediately or cancel at the end of the billing cycle:",[647,1061,1062],{},[658,1063],{"alt":145,"src":1064},"\u002Fimages\u002F07-admin\u002Fcancel-warning.png",[647,1066,1067,1068,1071],{},"Click ",[685,1069,1070],{},"Continue",", and your subscription will be canceled based upon the option you chose above.",[662,1073,1075],{"id":1074},"exporting-your-data","Exporting Your Data",[647,1077,1078,1079,1083],{},"Often other software companies will seek a “database export.” Since we have so few clients ever leave it has not been a priority for us to create a database export. In HQ Terms of Service agreement, which you can review ",[895,1080,1007],{"href":1081,"rel":1082},"http:\u002F\u002Fclinichq.com\u002Fpolicies\u002Fterms",[1006]," in section 13 it says “Please note, no backup file of your data will be provided. However, data for clients, animals and services can be exported from Clinic HQ’s report section as needed.”",[647,1085,1086],{},"Unfortunately, we will not be able to do anything to assist you.",[662,1088,1090],{"id":1089},"data-deleted-after-thirty-days","Data Deleted After Thirty Days",[647,1092,1093],{},[685,1094,1095],{},"Once you cancel your account, we delete your data from our database after thirty days. It will not be possible to get it back.",[662,1097,1099],{"id":1098},"steps-to-export-your-data","Steps to Export Your Data",[647,1101,1102],{},"To export your data, you can follow these steps.",[751,1104,1105],{},[754,1106,1107,1108,1111,1112,1115],{},"Go to ",[685,1109,1110],{},"Reports > Custom Reports",". Here you can choose to include any kind of information by clicking on all the displayed categories (e.g. Service Items, Subsidies, Animal details, Client details etc.) and export to an Excel spreadsheet by clicking the ",[685,1113,1114],{},"Run To Excel"," button.\nThe only caveat here is that you'd have to export the data year by year since the maximum range allowed is one year.",[647,1117,1118],{},"Here are other suggested data that may need to be exported.",[751,1120,1121,1128],{},[754,1122,1123,1124],{},"Patient Flow Drug Logs ",[895,1125,1007],{"href":1126,"rel":1127},"https:\u002F\u002Fapp.clinichq.com\u002Fcheckout\u002Fmedical\u002Fdrug-log",[1006],[754,1129,1130,1131],{},"Rabies report ",[895,1132,1007],{"href":1133,"rel":1134},"https:\u002F\u002Fapp.clinichq.com\u002Freports\u002Frabies",[1006],[671,1136,1138],{"id":1137},"what-happens-to-microchip-and-credit-card-processing-discounts","What happens to microchip and credit card processing discounts?",[647,1140,1141],{},"As you may know, we’ve negotiated discounted 24PetWatch microchip prices for $4.95 when you buy 500 or more at a time and the credit card processing is also discounted. Once your relationship has ended with HQ, these perks are no longer available. 24PetWatch has the right to raise your microchip fee, as does MP Group, our partner processor.",[647,1143,1144],{},"We value your business. If you’re considering switching software companies, please do schedule a time to sit down and chat. It ultimately could be a big time and money saver for your group. If you’d simply like to cancel, please open a help ticket and let us know which day to turn your service off.",[662,1146,1148],{"id":1147},"canceling-considerations-for-multi-clinics","Canceling Considerations for Multi-Clinics",[647,1150,1151],{},"If your clinic is closing one profile, but maintaining another, there are a few things to consider.",[751,1153,1154,1160,1174],{},[754,1155,1156,1159],{},[685,1157,1158],{},"Data Access",": If your organization is fully canceling one profile subscription, you will still need to export your data from that profile as suggested above. Once the subscription is canceled, you will not be able to view or click through any appointments or reports seen on that profile.",[754,1161,1162,1165,1166,1169,1170,1173],{},[685,1163,1164],{},"Patient Records",": Your clinic is still able to access the medical record for patients seen on the canceled profile. To do so, you must only access these through the ",[685,1167,1168],{},"Medical History"," popup, which you can open by searching for the patient, then clicking the blue or green ",[685,1171,1172],{},"Plus"," sign next to the animal's name.",[754,1175,1176,1179],{},[685,1177,1178],{},"Switching Accounts",": Please note, you are not able to do any action that requires your user to switch profiles to the cancelled account. For example, you cannot view or edit previous appointments if they were scheduled on the deleted account. If you need to maintain the ability to look up appointment details from that account, you should switch to the Read Only subscription, as discussed in the next section.",[647,1181,1182,1185],{},[685,1183,1184],{},"Caution: If a user switches to a cancelled profile, they will become \"stuck\" in that profile."," The only solution is to delete and recreate their user login.",[662,1187,1189],{"id":1188},"changing-to-a-read-only-account","Changing to a \"Read Only\" Account",[647,1191,1192,1195],{},[685,1193,1194],{},"Using HQ just for look up purposes only","\nWe provide a look up only option where you can still access HQ, but cannot make any appointments.  Currently that fee is $75 per month. Only one user will have access and will be able to retrieve data on clients and reports.",[647,1197,1198,1199,1202],{},"If you are interested in this option, please open a Help ticket. Go to ",[685,1200,1201],{},"Help & Support > Open New Help Ticket",": let us know when and why your clinic needs to make the switch. Please let us know which user login you'd like to retain access.",[647,1204,1205],{},"Any unused portion of your paid subscription will be converted to a client credit and applied to the new monthly subscription fee of $75. A separate invoice will be charged to the clinic for any texts sent via Medical Record Requests.",[651,1207,1209],{"id":1208},"terms-of-service","Terms of Service",[647,1211,1212],{},[658,1213],{"alt":145,"src":1214},"\u002Fimages\u002F07-admin\u002F720-1920-x-225-px-1920-x-320-px-2025-08-21t144207-351.png",[662,1216,1218],{"id":1217},"clinic-hq-terms-of-service","Clinic HQ Terms Of Service",[647,1220,1221,1222],{},"Please review our Terms of Service ",[895,1223,1007],{"href":1224,"rel":1225},"https:\u002F\u002Fclinichq.com\u002Fpolicies\u002Fterms",[1006],[651,1227,1229],{"id":1228},"privacy-policy","Privacy Policy",[647,1231,1232],{},[658,1233],{"alt":145,"src":1234},"\u002Fimages\u002F07-admin\u002F720-1920-x-225-px-1920-x-320-px-2025-08-21t144314-935.png",[662,1236,1238],{"id":1237},"privacy-and-security-policy","PRIVACY AND SECURITY POLICY",[647,1240,1241,1242],{},"Please review our privacy policy ",[895,1243,1007],{"href":1244,"rel":1245},"https:\u002F\u002Fclinichq.com\u002Fpolicies\u002Fprivacy",[1006],[651,1247,1249],{"id":1248},"security","Security",[647,1251,1252],{},[658,1253],{"alt":145,"src":1254},"\u002Fimages\u002F07-admin\u002F720-1920-x-225-px-1920-x-320-px-2025-08-26t143557-984.png",[662,1256,1258],{"id":1257},"keeping-your-hq-account-safe","Keeping your HQ account safe",[662,1260,1262],{"id":1261},"what-can-i-the-user-do-to-ensure-the-content-is-secure","What can I (the user) do to ensure the content is secure?",[988,1264,1265,1270,1278,1283],{},[754,1266,1267],{},[895,1268,1269],{"href":24},"Keep your Chrome browser up to date",[754,1271,1272,1273,1044],{},"Create limited user roles and ",[736,1274,1275],{},[685,1276,1277],{},"do not share user logins.",[754,1279,1280],{},[895,1281,1282],{"href":29},"Use Two-Factor Authentication.",[754,1284,1285,1286],{},"Review our manual page on ",[895,1287,1288],{"href":29},"Preventing Data Breaches.",[662,1290,1292],{"id":1291},"what-does-clinic-hq-do-to-ensure-the-content-is-secure","What does Clinic HQ do to ensure the content is secure?",[647,1294,1295,1296],{},"Read more on this in the ",[895,1297,1229],{"href":1244,"rel":1298},[1006],[662,1300,1302],{"id":1301},"user-roles-anti-theft-measures","User Roles & Anti-Theft Measures",[647,1304,1305,1308],{},[685,1306,1307],{},"To prevent employee theft, there are two important things you can do",":",[671,1310,1312],{"id":1311},"restrict-payment-removal-permissions","Restrict Payment Removal Permissions",[988,1314,1315,1318,1323,1326,1329],{},[754,1316,1317],{},"Limit the ability to remove payments to a single trusted individual.",[754,1319,1107,1320,1044],{},[685,1321,1322],{},"Settings > Users > User Roles",[754,1324,1325],{},"Create a new role (e.g., Accounting Admin).",[754,1327,1328],{},"Enable all privileges, including \"Remove Payments\".",[754,1330,1331],{},"Assign only one person to this role, typically a manager or trusted accounting staff member.",[647,1333,1334],{},"This ensures that any payment removal must go through an authorized individual. All other staff members should be assigned roles without the ability to remove payments. This creates a necessary control point and accountability for any adjustments to payments.",[647,1336,1337],{},[658,1338],{"alt":145,"src":1339},"\u002Fimages\u002F07-admin\u002Fadminss.png",[647,1341,1342,1345,1346],{},[685,1343,1344],{},"Consider which of these specific roles everyday users should have access to",":\n",[658,1347],{"alt":145,"src":1348},"\u002Fimages\u002F07-admin\u002Fuser-role-functions-to-limit.jpg",[647,1350,1351,1352],{},"See our full page about user roles ",[895,1353,1007],{"href":427},[671,1355,1357],{"id":1356},"reconciling-bank-deposits","Reconciling Bank Deposits",[647,1359,1360,1361],{},"At the end of each day, you should run the reconciliation report and count what you have in the cash drawer plus your credit card receipts to make sure everything balances out. ",[685,1362,1363],{},"Then put the following protocols in place:",[751,1365,1366,1369,1372,1375,1378,1381,1384],{},[754,1367,1368],{},"A manager should print the recon report and initial next to the totals to confirm everything is balanced at the end of the day.",[754,1370,1371],{},"Then fill out a bank deposit slip for the same amounts.",[754,1373,1374],{},"Photocopy the slip and attach it to the printed recon pages, and put it in a three-ring binder.",[754,1376,1377],{},"Paperclip the bank deposit slip and money together and store it in an appropriate place until a manager is ready to make the bank deposit.",[754,1379,1380],{},"Manager makes the deposit and gets the receipt from the bank, then attaches the receipt of the same deposit amount to the recon slip copy bundle.",[754,1382,1383],{},"For each deposit, there should be a print of the recon report, a photocopied deposit slip, and ultimately a bank receipt of that deposit.",[754,1385,1386],{},"Every month, the accounts person should go in and pull up the deposits via the bank software and again confirm the amounts deposited.",[647,1388,1389,917,1392],{},[685,1390,1391],{},"See more about reconciliation and how to run reports for them",[895,1393,1007],{"href":277},{"title":145,"searchDepth":1395,"depth":1395,"links":1396},1,[1397,1399,1400,1401,1402],{"id":653,"depth":1398,"text":654},2,{"id":967,"depth":1398,"text":968},{"id":1208,"depth":1398,"text":1209},{"id":1228,"depth":1398,"text":1229},{"id":1248,"depth":1398,"text":1249},"md",[],{},true,{"title":389,"description":392},{"loc":390},"_bebsQc2mfPuWNL3esC-QT-X0WyfPlmCoiAqAL8s2ao",[1411,1412],{"title":384,"path":385,"stem":386,"description":387,"children":-1},{"title":394,"path":395,"stem":396,"description":397,"children":-1},1777048722643]