Concepts Overview
Core concepts for using Clinic HQ: client types, calendars, scheduling rules, and clinic workflow fundamentals.
Before diving into day-to-day operations, this section covers the foundational concepts that drive how Clinic HQ works. Understanding these ideas will help you make better scheduling decisions, avoid common mistakes, and get the most out of the software.
The Basics
- HQ Flow – The overall framework HQ uses to manage clinic operations efficiently.
- The Calendars – An overview of the Spay/Neuter and Wellness calendars.
- Client Types & Owner Roles – The difference between public clients, volume clients, and TNR — and when the client and owner are not the same person.
Scheduling Rules
- Scheduling Rules & Appointment Types – Who to schedule under, internal vs. external appointments, SN vs. wellness vs. recheck, and anesthetic classification.
- Priority Scheduling – Giving designated clients early access to appointment slots.
- Mobile Clinic Scheduling – Managing multiple mobile clinic locations in HQ.
- Appointments by Time – Using time-slot scheduling for spay/neuter.
- Overbooking – What happens when animals exceed daily capacity limits.
Special Cases
- Special Scheduling Situations – Walk-ins, already sterilized status, feral cats, address requirements, secondary owners, and medication pickups.
- Volume Client Portal – The self-service portal for shelters and rescues.