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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":65,"body":643,"color":15,"description":68,"extension":1253,"icon":15,"links":1254,"meta":1255,"navigation":1256,"path":66,"seo":1257,"sitemap":1258,"stem":67,"__hash__":1259},"docs\u002F02.concepts\u002F04.scheduling-rules-and-appointment-types.md",{"type":644,"value":645,"toc":1245},"minimark",[646,651,664,667,678,683,745,750,766,769,773,784,788,828,832,861,865,871,876,907,911,929,931,935,942,947,962,966,1012,1015,1046,1053,1056,1085,1089,1109,1111,1115,1129,1133,1145,1151,1155,1173,1176,1188,1194,1199,1202,1222,1226],[647,648,650],"h2",{"id":649},"who-to-schedule-under","Who to Schedule Under",[652,653,654,655,659,660,663],"p",{},"The ",[656,657,658],"strong",{},"cardinal rule in HQ"," is that appointments should always be made under the ",[656,661,662],{},"person or organization physically bringing the animal through the door",".",[652,665,666],{},"If billing needs to be directed elsewhere, HQ provides tools to handle subsidies. For example:",[668,669,670],"ul",{},[671,672,673,674,677],"li",{},"If Jane Smith has a voucher and the SPCA is paying, the appointment should still be under ",[656,675,676],{},"Jane Smith",", with the subsidy tool used to bill the SPCA.",[679,680,682],"h3",{"id":681},"examples","Examples",[668,684,685,694,704,713,723],{},[671,686,687,690,691,693],{},[656,688,689],{},"Individual Owner"," – Jane Smith brings in her cat → Appointment is made under ",[656,692,676],{},". She is both the client and owner.",[671,695,696,699,700,703],{},[656,697,698],{},"Organization"," – The Raleigh SPCA brings in 10 animals → Appointments are made under the client, ",[656,701,702],{},"Raleigh SPCA",", even if some of the animals have individual owners.",[671,705,706,709,710,712],{},[656,707,708],{},"Foster on Behalf of an Organization"," – Foster Betty Jones brings in a puppy for the SPCA → Appointment is made under the client, ",[656,711,702],{},". Betty can be associated as a volume client owner.",[671,714,715,718,719,722],{},[656,716,717],{},"Voucher\u002FThird-Party Payment"," – Jamie Connelly brings in her kitten with a shelter voucher → Appointment is made under owner ",[656,720,721],{},"Jamie Connelly",", with billing redirected to the SPCA via subsidy.",[671,724,725,728,729],{},[656,726,727],{},"TNR Trapper"," – Shirley Walker brings in 6 cats and plans to bring 3 more later →\n",[668,730,731,738],{},[671,732,733,734,737],{},"Option A: Keep as ",[656,735,736],{},"public appointments"," for now.",[671,739,740,741,744],{},"Option B (more efficient): Create a ",[656,742,743],{},"volume client profile"," (e.g., \"Shirley Walker TNR\") and merge her public appointments into it.",[652,746,747],{},[656,748,749],{},"VIDEO ON THIS TOPIC",[751,752],"iframe",{":mozallowfullscreen":753,":webkitallowfullscreen":753,"allow-full-screen":753,"className":754,"frame-border":758,"height":759,"name":760,"scrolling":761,"src":762,"style":763,"type":764,"width":765},"true",[755,756,757],"embeddedObject","shadow","resizable","0",400,"embedded_content","no","https:\u002F\u002Fwww.screencast.com\u002Fusers\u002FGinaClemmer\u002Ffolders\u002FCamtasia%20Studio\u002Fmedia\u002F1547e960-34a7-477b-ad0e-8a06dd6b34e8\u002Fembed","overflow:hidden;","text\u002Fhtml",600,[767,768],"hr",{},[647,770,772],{"id":771},"internal-vs-external-appointments","Internal vs. External Appointments",[652,774,775,776,779,780,783],{},"Clinic HQ supports two main appointment methods: ",[656,777,778],{},"internal"," (staff-booked) and ",[656,781,782],{},"external"," (client-booked online).",[679,785,787],{"id":786},"internal-appointments","Internal Appointments",[668,789,790,796,815],{},[671,791,792,795],{},[656,793,794],{},"Definition",": Scheduled by staff directly within Clinic HQ.",[671,797,798,801],{},[656,799,800],{},"Who uses them:",[668,802,803,809],{},[671,804,805,808],{},[656,806,807],{},"Volume clients"," (can only be scheduled internally).",[671,810,811,814],{},[656,812,813],{},"Public clients"," (can be scheduled either internally or externally).",[671,816,817,820],{},[656,818,819],{},"When to use:",[668,821,822,825],{},[671,823,824],{},"For clients who are elderly, unfamiliar with technology, or lack computer access.",[671,826,827],{},"For special cases where staff intervention is necessary.",[679,829,831],{"id":830},"external-appointments","External Appointments",[668,833,834,840,845],{},[671,835,836,839],{},[656,837,838],{},"Definition:"," Appointments clients make themselves online through your scheduling link.",[671,841,842,844],{},[656,843,800],{}," Public clients only.",[671,846,847,850],{},[656,848,849],{},"How it works:",[668,851,852,858],{},[671,853,854,855,663],{},"The scheduling engine only shows available slots, ensuring no ",[656,856,857],{},"overbooking",[671,859,860],{},"Once requested, the appointment is instantly reserved on your calendar, even before you \"confirm\" it.",[679,862,864],{"id":863},"best-practices","Best Practices",[652,866,867,870],{},[656,868,869],{},"Default strategy",": Encourage clients to schedule online whenever possible.",[652,872,873],{},[656,874,875],{},"Why:",[668,877,878,881,884],{},[671,879,880],{},"Reduces staff workload.",[671,882,883],{},"Proven effective across diverse communities.",[671,885,886,887],{},"Case studies:\n",[668,888,889,895,901],{},[671,890,891,894],{},[656,892,893],{},"Hopi Reservation",": 100 dog appointments, only 5 required follow-up calls.",[671,896,897,900],{},[656,898,899],{},"Laguna Reservation:"," 95% of clients preferred online scheduling (via link, QR code, or phone number).",[671,902,903,906],{},[656,904,905],{},"Myth busted:"," Most clients are capable and willing to schedule online.",[679,908,910],{"id":909},"volunteers-and-appointment-making","Volunteers and Appointment-Making",[668,912,913,919],{},[671,914,915,918],{},[656,916,917],{},"Access control",": Do not give volunteers full access to Clinic HQ.",[671,920,921,924,925,928],{},[656,922,923],{},"Alternative method",": Volunteers assisting clients can use the ",[656,926,927],{},"E-Appointment form"," (available on your website) instead. This allows them to help without needing HQ access.",[767,930],{},[647,932,934],{"id":933},"appointment-types-sn-wellness-rechecks","Appointment Types: SN, Wellness & Rechecks",[652,936,937,938,941],{},"The scheduling system allows clinics to book appointments based on ",[656,939,940],{},"sex, species, and weight"," of the animal. The system calculates how many spots are available and can also check mobile location availability.",[652,943,944],{},[656,945,946],{},"Key Rule:",[668,948,949,954],{},[671,950,951,953],{},[656,952,813],{}," may schedule appointments online.",[671,955,956,958,959],{},[656,957,807],{}," must be scheduled internally, but they can enter animal details through the ",[656,960,961],{},"Volume Client Portal.",[679,963,965],{"id":964},"spayneuter-sn-appointments","Spay\u002FNeuter (SN) Appointments",[668,967,968,974,980,1000,1006],{},[671,969,970,973],{},[656,971,972],{},"Primary purpose",": Spay\u002Fneuter surgery.",[671,975,976,979],{},[656,977,978],{},"Additional services",": Vaccinations, microchips, dentals (if paired with spay\u002Fneuter).",[671,981,982,985,986],{},[656,983,984],{},"Scheduling style",":\n",[668,987,988,991,994],{},[671,989,990],{},"Usually not tied to individual times.",[671,992,993],{},"Bulk check-in windows (e.g., 7:30–8:30 AM).",[671,995,996,997,663],{},"Focus on balancing ",[656,998,999],{},"species (dogs\u002Fcats) and sex (male\u002Ffemale)",[671,1001,1002,1005],{},[656,1003,1004],{},"Capacity depends on:"," Number of kennels and number of veterinarians.",[671,1007,1008,1011],{},[656,1009,1010],{},"Mobile clinics",": May schedule by timeslot to prevent overcrowding.",[679,1013,169],{"id":1014},"wellness-appointments",[668,1016,1017,1022],{},[671,1018,1019,1021],{},[656,1020,838],{}," Any non-spay\u002Fneuter appointment.",[671,1023,1024,985,1026],{},[656,1025,682],{},[668,1027,1028,1031,1034,1037,1040,1043],{},[671,1029,1030],{},"Vaccine clinics (most common)",[671,1032,1033],{},"Exams",[671,1035,1036],{},"Medication pickups",[671,1038,1039],{},"Dentals",[671,1041,1042],{},"Mass removals",[671,1044,1045],{},"End-of-life services",[652,1047,1048,1049,1052],{},"✅ ",[656,1050,1051],{},"Best practice:"," Pre-schedule wellness appointments. Walk-ins are allowed, but scheduled vaccine clinics run much faster.",[679,1054,174],{"id":1055},"recheck-appointments",[668,1057,1058,1063,1069,1079],{},[671,1059,1060,1062],{},[656,1061,794],{},": Follow-up exams only for spay\u002Fneuter surgeries.",[671,1064,1065,1068],{},[656,1066,1067],{},"When to use",": For incision checks after SN.",[671,1070,1071,1074,1075,1078],{},[656,1072,1073],{},"When not to use",": If the recheck is for another procedure (e.g., dental follow-up), schedule it as a ",[656,1076,1077],{},"wellness appointment"," instead. Over 10,000 items are available to label appointment services correctly (e.g., Dental Follow-Up).",[671,1080,1081,1084],{},[656,1082,1083],{},"Restriction",": Only book a recheck if the animal has had a spay\u002Fneuter.",[679,1086,1088],{"id":1087},"at-a-glance","At-a-Glance",[668,1090,1091,1097,1103],{},[671,1092,1093,1096],{},[656,1094,1095],{},"SN Appointment"," = Spay\u002Fneuter primary purpose, often bulk check-in.",[671,1098,1099,1102],{},[656,1100,1101],{},"Wellness Appointment"," = Any other service, ideally pre-scheduled.",[671,1104,1105,1108],{},[656,1106,1107],{},"Recheck Appointment"," = Only for post-SN incision checks.",[767,1110],{},[647,1112,1114],{"id":1113},"anesthetic-vs-non-anesthetic","Anesthetic vs. Non-Anesthetic",[652,1116,1117,1118,1121,1122,1125,1126,1128],{},"Appointments can be classified as ",[656,1119,1120],{},"Anesthetic"," or ",[656,1123,1124],{},"Non-Anesthetic",". Correct classification ensures smoother navigation in ",[656,1127,127],{}," and proper categorization of services.",[679,1130,1132],{"id":1131},"definitions","Definitions",[668,1134,1135,1140],{},[671,1136,1137,1139],{},[656,1138,1120],{},": Any appointment where the animal receives medication to block pain. Not limited to full surgical anesthesia — includes dentals or mass removals where drugs are required.",[671,1141,1142,1144],{},[656,1143,1124],{},": Appointments where no drugs are used for pain management. Common examples: vaccine clinics, wellness exams, medication pickups.",[652,1146,1048,1147,1150],{},[656,1148,1149],{},"Pro Tip",": Correctly categorizing allows you to filter Patient Flow by anesthetic vs. non-anesthetic if desired.",[679,1152,1154],{"id":1153},"configuration","Configuration",[668,1156,1157,1167],{},[671,1158,1159,1162,1163,1166],{},[656,1160,1161],{},"SN appointments"," are ",[656,1164,1165],{},"always anesthetic"," by default.",[671,1168,1169,1172],{},[656,1170,1171],{},"Wellness appointments"," must be manually set as anesthetic, non-anesthetic, or disabled in Patient Flow.",[652,1174,1175],{},"To configure:",[1177,1178,1179,1185],"ol",{},[671,1180,1181,1182],{},"Go to ",[656,1183,1184],{},"Settings > Wellness Settings",[671,1186,1187],{},"Edit each appointment type individually.",[652,1189,1190],{},[1191,1192],"img",{"alt":145,"src":1193},"\u002Fimages\u002F02-concepts\u002Fanesthetic-wellness-patient-flow.png",[652,1195,1196],{},[1191,1197],{"alt":145,"src":1198},"\u002Fimages\u002F02-concepts\u002Fanesthetic-patient-flow.png",[679,1200,682],{"id":1201},"examples-1",[668,1203,1204,1210,1216],{},[671,1205,1206,1209],{},[656,1207,1208],{},"Dental Appointment"," → Anesthetic (requires anesthesia).",[671,1211,1212,1215],{},[656,1213,1214],{},"Vaccine Clinic"," → Non-Anesthetic (no anesthesia).",[671,1217,1218,1221],{},[656,1219,1220],{},"E-Pharmacy Mail Order"," → Disabled in Patient Flow (not an in-clinic appointment).",[679,1223,1225],{"id":1224},"key-takeaway","Key Takeaway",[668,1227,1228,1233,1239],{},[671,1229,1230],{},[656,1231,1232],{},"SN = always anesthetic.",[671,1234,1235,1238],{},[656,1236,1237],{},"Wellness"," = must be classified individually in Settings.",[671,1240,1241,1242,1244],{},"Correct setup ensures appointments display properly in ",[656,1243,127],{}," with accurate treatment sheet and drug log reporting.",{"title":145,"searchDepth":1246,"depth":1246,"links":1247},1,[1248,1250,1251,1252],{"id":649,"depth":1249,"text":650},2,{"id":771,"depth":1249,"text":772},{"id":933,"depth":1249,"text":934},{"id":1113,"depth":1249,"text":1114},"md",[],{},true,{"title":65,"description":68},{"loc":66},"9ENehgwhKisrJhLa_QF82wyRJOZRPKQxtX1kUlir_hc",[1261,1262],{"title":60,"path":61,"stem":62,"description":63,"children":-1},{"title":70,"path":71,"stem":72,"description":73,"children":-1},1777048719985]