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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":90,"body":643,"color":15,"description":93,"extension":1310,"icon":15,"links":1311,"meta":1312,"navigation":1313,"path":91,"seo":1314,"sitemap":1315,"stem":92,"__hash__":1316},"docs\u002F02.concepts\u002F09.special-scheduling-situations.md",{"type":644,"value":645,"toc":1300},"minimark",[646,651,655,666,671,697,708,714,718,721,753,756,760,767,770,778,782,796,802,829,834,838,841,847,884,888,895,916,920,951,953,957,962,969,973,990,995,1023,1034,1045,1049,1059,1064,1098,1100,1104,1115,1119,1126,1133,1137,1155,1157,1161,1168,1172,1194,1198,1224,1226,1230,1233,1237,1242,1257,1262,1287,1290,1294],[647,648,650],"h2",{"id":649},"walk-ins","Walk-Ins",[652,653,654],"p",{},"A walk-in appointment is when a client arrives at your clinic without a scheduled time, requesting care for their animal.",[652,656,657,658,662,663,665],{},"Even though walk-ins cannot be scheduled in advance, it is still important to ",[659,660,661],"strong",{},"create an appointment in HQ",". This ensures a medical record is created and allows the visit to move smoothly through ",[659,664,127],{},".",[667,668,670],"h3",{"id":669},"scheduling-a-walk-in","Scheduling a Walk-In",[672,673,674,682,688,691,694],"ol",{},[675,676,677,678,681],"li",{},"Open ",[659,679,680],{},"Quick Search"," (Ctrl + K).",[675,683,684,685,665],{},"Select ",[659,686,687],{},"Walk-In Appointment",[675,689,690],{},"Choose the purpose of the appointment.",[675,692,693],{},"Enter the client and patient details.",[675,695,696],{},"Save to create the appointment.",[652,698,699,700,703,704,707],{},"Walk-ins can be scheduled as ",[659,701,702],{},"any appointment type"," and will follow the same ",[659,705,706],{},"check-in and check-out process"," as regular appointments.",[652,709,710],{},[711,712],"img",{"alt":145,"src":713},"\u002Fimages\u002F02-concepts\u002Fwalk-in-appointment-types.png",[667,715,717],{"id":716},"why-create-an-appointment-for-walk-ins","Why Create an Appointment for Walk-Ins?",[652,719,720],{},"Documenting walk-ins in HQ ensures:",[722,723,724,727,732,743,746],"ul",{},[675,725,726],{},"Client and patient information is captured.",[675,728,729,730,665],{},"The visit moves through ",[659,731,127],{},[675,733,734,735,738,739,742],{},"Proper ",[659,736,737],{},"check-in"," and ",[659,740,741],{},"check-out"," steps are followed.",[675,744,745],{},"Accurate take-home paperwork is generated.",[675,747,748,749,752],{},"A complete ",[659,750,751],{},"medical record"," is created.",[754,755],"hr",{},[647,757,759],{"id":758},"already-sterilized-status","Already Sterilized Status",[652,761,762,763,766],{},"Many clinics need to track whether an animal is already sterilized. This is especially useful when making ",[659,764,765],{},"wellness appointments"," for animals that will be treated repeatedly.",[652,768,769],{},"In HQ, you can:",[722,771,772,775],{},[675,773,774],{},"Mark an animal as already sterilized internally.",[675,776,777],{},"Make this question available (optional or required) for clients booking online.",[667,779,781],{"id":780},"marking-an-animal-as-already-sterilized","Marking an Animal as Already Sterilized",[652,783,784,787,788,791,792,795],{},[659,785,786],{},"Internally"," — When creating a ",[659,789,790],{},"Wellness appointment",", on the ",[659,793,794],{},"Animal Information"," step you'll see a field to mark whether the animal is already sterilized. Once selected, this status will carry over to the animal's subsequent appointments.",[652,797,798,801],{},[659,799,800],{},"Externally (Online)"," — To enable this question for online wellness appointments:",[672,803,804,810,817,823],{},[675,805,806,807],{},"Go to ",[659,808,809],{},"Settings > E-Appointments.",[675,811,812,813,816],{},"Select the ",[659,814,815],{},"Wellness appointment type"," (note: this does not apply to spay\u002Fneuter appointments).",[675,818,819,820,665],{},"Check ",[659,821,822],{},"Enable \"previously sterilized\" question",[675,824,825,826,665],{},"Optionally, check ",[659,827,828],{},"Make response required",[652,830,831],{},[711,832],{"alt":145,"src":833},"\u002Fimages\u002F02-concepts\u002Falready-sterilized-status-e-form.png",[667,835,837],{"id":836},"automatic-status-updates","Automatic Status Updates",[652,839,840],{},"If an animal has been spayed\u002Fneutered through HQ, the system will automatically recognize them as sterilized. You do not need to manually update their status.",[652,842,843,846],{},[659,844,845],{},"Troubleshooting"," — If a previously sterilized pet does not display the correct status:",[672,848,849,855,874,877],{},[675,850,851,852,665],{},"Locate the original ",[659,853,854],{},"spay\u002Fneuter appointment",[675,856,857,858,861,862],{},"Open the ",[659,859,860],{},"treatment sheet"," and confirm:\n",[722,863,864,869],{},[675,865,866],{},[659,867,868],{},"Surgical Candidate = Yes.",[675,870,871,665],{},[659,872,873],{},"Plan: Surgically Sterilize = Accept",[675,875,876],{},"Click Done to update the exam.",[675,878,879,880,883],{},"Complete ",[659,881,882],{},"Checkout"," again to push the update through the system.",[667,885,887],{"id":886},"merge-field-for-templates","Merge Field for Templates",[652,889,890,891,894],{},"The ",[659,892,893],{},"AlreadySpayedNeutered"," merge field can be used in custom templates.",[722,896,897,906,909],{},[675,898,899,900,738,903,665],{},"By default, this field is included in the ",[659,901,902],{},"HQ Treatment Sheet",[659,904,905],{},"Medical Record",[675,907,908],{},"If you are customizing documents, add the merge field where needed.",[675,910,911,912,915],{},"See the ",[659,913,914],{},"Merge Field Document"," for reference.",[667,917,919],{"id":918},"where-to-update-sterilization-status","Where to Update Sterilization Status",[722,921,922,932,941],{},[675,923,924,927,928,931],{},[659,925,926],{},"Appointment\u002FCheckout Page",": In the ",[659,929,930],{},"Treatment Sheet tab",", use the \"Sterilization Status\" box and click Update.",[675,933,934,936,937,940],{},[659,935,127],{},": On the ",[659,938,939],{},"Treatment tab",", the Sterilization Status box appears on the right-hand side.",[675,942,943,946,947,950],{},[659,944,945],{},"Online Appointment Queue",": While approving appointments, click the ",[659,948,949],{},"blue Edit button"," to update the sterilization status as needed.",[754,952],{},[647,954,956],{"id":955},"feral-cats","Feral Cats",[652,958,959],{},[711,960],{"alt":145,"src":961},"\u002Fimages\u002F02-concepts\u002Fferal-cats.png",[652,963,964,965,968],{},"Scheduling spay\u002Fneuter appointments for feral cats is a critical part of managing community cat populations. This section explains how to schedule ferals using the ",[659,966,967],{},"E-Appointments (E-Apps) system",", along with pricing recommendations.",[667,970,972],{"id":971},"how-to-schedule-feral-cats-on-e-apps","How to Schedule Feral Cats on E-Apps",[672,974,975,980],{},[675,976,806,977,665],{},[659,978,979],{},"Settings > E-Appointments > Edit Spay\u002FNeuter appointment type",[675,981,982,983,986,987],{},"Under ",[659,984,985],{},"General Preferences",", check ",[659,988,989],{},"Allow clients to mark if a cat will be arriving in a trap.",[652,991,992],{},[659,993,994],{},"How it works:",[722,996,997,1003,1013],{},[675,998,999,1000,665],{},"By default, the animal type for all e-appointments is ",[659,1001,1002],{},"Owned",[675,1004,1005,1006,1009,1010,665],{},"If a client selects the ",[659,1007,1008],{},"trap checkbox",", the system automatically switches the animal type to ",[659,1011,1012],{},"Community Cat Feral",[675,1014,1015,1016,1019,1020,1022],{},"If your ",[659,1017,1018],{},"Capacity Management settings"," assign different animal types to separate calendar tiles, the appointment will be moved from the Owned tile to the ",[659,1021,1012],{}," tile.",[652,1024,1025,1026,1029,1030,1033],{},"✅ ",[659,1027,1028],{},"Pro Tip:"," If the animal's sex is unknown, enter ",[659,1031,1032],{},"female",". Female surgeries typically take the most time, ensuring the schedule allows enough capacity. You can adjust later if needed.",[652,1035,1036,1037,1040,1041,1044],{},"❌ ",[659,1038,1039],{},"Important:"," Do ",[659,1042,1043],{},"not"," use \"lion\" or other species labels to differentiate ferals. This causes incorrect consent forms and creates confusion for staff and clients.",[667,1046,1048],{"id":1047},"pricing-adjustments-for-feral-cats","Pricing Adjustments for Feral Cats",[652,1050,1051,1052,738,1055,1058],{},"In Clinic HQ, all cats must use the same surgery line items: ",[659,1053,1054],{},"Cat Spay",[659,1056,1057],{},"Cat Neuter",". Custom items such as Feral Cat Spay or Feral Cat Neuter cannot be created.",[652,1060,1061],{},[659,1062,1063],{},"Options for adjusting pricing:",[722,1065,1066,1075],{},[675,1067,1068,1074],{},[659,1069,1070],{},[1071,1072,1073],"a",{"href":442},"Create Packages",": Set up bundled packages specifically for feral cat surgeries (e.g., surgery + vaccine at a discounted rate).",[675,1076,1077,1080,1081],{},[659,1078,1079],{},"Set Up Subsidies",": Apply subsidies in two ways:\n",[722,1082,1083,1089],{},[675,1084,1085,1088],{},[659,1086,1087],{},"Using a grant",": Apply discounts based on external funding for feral surgeries.",[675,1090,1091,1094,1095],{},[659,1092,1093],{},"Billing for discounted portions",": Charge clients only for the subsidized portion. ",[1071,1096,1097],{"href":567},"See Subsidies for setup guidance",[754,1099],{},[647,1101,1103],{"id":1102},"address-requirements-special-circumstances","Address Requirements & Special Circumstances",[652,1105,1106,1107,1110,1111,1114],{},"Addresses are often the most time-consuming data field to enter — sometimes taking ",[659,1108,1109],{},"twice as long"," as other client information. Asking for the address ",[659,1112,1113],{},"at the time of appointment booking"," helps spread out the workload and prevents delays during checkout.",[667,1116,1118],{"id":1117},"address-requirements-for-medical-records","Address Requirements for Medical Records",[652,1120,1121,1122,1125],{},"Many municipalities require a ",[659,1123,1124],{},"physical address"," for medical records and rabies certificates. This ensures accurate documentation and proper tracking for public health and safety.",[652,1127,1128,1129,1132],{},"When an animal is microchipped, it should be registered under a ",[659,1130,1131],{},"physical address (not a PO Box)",". This improves the chances of reuniting the animal with its owner if the pet is lost.",[667,1134,1136],{"id":1135},"special-circumstances","Special Circumstances",[722,1138,1139,1145],{},[675,1140,1141,1144],{},[659,1142,1143],{},"Native American Reservations",": In some cases, only a PO Box may be available. This is acceptable when no physical address exists.",[675,1146,1147,1150,1151,1154],{},[659,1148,1149],{},"Houseless Clients",": If a client does not have a permanent address, use ",[659,1152,1153],{},"the last known long-term address",". This approach aligns with federal standards and helps keep client records consistent and up to date.",[754,1156],{},[647,1158,1160],{"id":1159},"secondary-owners","Secondary Owners",[652,1162,1163,1164,1167],{},"Sometimes multiple people share responsibility for the same pet. To maintain accurate medical records, each patient in HQ must have ",[659,1165,1166],{},"one primary owner"," assigned to their account.",[667,1169,1171],{"id":1170},"how-to-record-a-secondary-owner","How to Record a Secondary Owner",[722,1173,1174,1181,1191],{},[675,1175,1176,1177,1180],{},"Record the ",[659,1178,1179],{},"primary owner"," as usual.",[675,1182,1183,1184,1187,1188,915],{},"Add the ",[659,1185,1186],{},"secondary owner's name"," in the ",[659,1189,1190],{},"animal's notes section",[675,1192,1193],{},"You may also include details in appointment notes (e.g., \"Husband Dave is picking up\").",[667,1195,1197],{"id":1196},"important-notes","Important Notes",[722,1199,1200,1210,1221],{},[675,1201,1202,1203,1206,1207],{},"Veterinary records are ",[659,1204,1205],{},"legal documents"," and must remain tied to a ",[659,1208,1209],{},"single primary owner.",[675,1211,1212,1213,1216,1217,1220],{},"Secondary owner information is ",[659,1214,1215],{},"for reference only"," and is ",[659,1218,1219],{},"not searchable"," within HQ.",[675,1222,1223],{},"This approach ensures records stay legally accurate while still allowing staff to note shared responsibilities.",[754,1225],{},[647,1227,1229],{"id":1228},"medication-pickups-refills","Medication Pickups & Refills",[652,1231,1232],{},"Medication pickups and refills should be scheduled in HQ to help your clinic track when medications need to be prepared and when clients are expected to arrive.",[667,1234,1236],{"id":1235},"scheduling-medication-appointments","Scheduling Medication Appointments",[652,1238,1239],{},[659,1240,1241],{},"If related to a recent spay\u002Fneuter appointment:",[722,1243,1244,1250],{},[675,1245,1246,1247],{},"Schedule a ",[659,1248,1249],{},"Recheck appointment.",[675,1251,1252,1253,1256],{},"Add the medication under the ",[659,1254,1255],{},"Services"," section of the new appointment.",[652,1258,1259],{},[659,1260,1261],{},"If unrelated to spay\u002Fneuter:",[672,1263,1264,1274,1280],{},[675,1265,1266,1267,1270,1271,665],{},"Create a ",[659,1268,1269],{},"Medication Pickup\u002FRefill appointment"," on the ",[659,1272,1273],{},"Wellness Calendar",[675,1275,1276,1277,665],{},"Add medication pickup details to the ",[659,1278,1279],{},"appointment confirmation",[675,1281,1282,1283,1286],{},"Ask the client for an ",[659,1284,1285],{},"estimated pickup time"," so the appointment can be added in HQ.",[652,1288,1289],{},"This ensures staff know when to fill the medication and when to expect the client.",[667,1291,1293],{"id":1292},"setup","Setup",[652,1295,1296,1297],{},"To create a dedicated Medication Pickup\u002FRefill appointment type, see the guide: Creating Appointment Types ",[1071,1298,1299],{"href":502},"HERE",{"title":145,"searchDepth":1301,"depth":1301,"links":1302},1,[1303,1305,1306,1307,1308,1309],{"id":649,"depth":1304,"text":650},2,{"id":758,"depth":1304,"text":759},{"id":955,"depth":1304,"text":956},{"id":1102,"depth":1304,"text":1103},{"id":1159,"depth":1304,"text":1160},{"id":1228,"depth":1304,"text":1229},"md",[],{},true,{"title":90,"description":93},{"loc":91},"9mNv_FgOE4cyrNEW_3guEnunp4Gl3UqPqbFDNCAYodQ",[1318,1319],{"title":85,"path":86,"stem":87,"description":88,"children":-1},{"title":95,"path":96,"stem":97,"description":98,"children":-1},1777048720888]