Wellness Appointments

From the Calendar (Staff-Booked)

Opening the Wellness Calendar

1. Click Wellness in the left-hand navigation.
2. Use the arrows to navigate to the desired date.

Creating an Appointment

• Drag and drop the appointment type (e.g., vaccine, dental) into the correct time slot.
• The Public Client button is selected by default. Toggle to Volume Client if needed.

For Public Clients

• Enter Client Information:
  • First and last name (HQ auto-capitalizes).
  • At least one phone number (cell or home).
  • Email address, or check No Email Available (note: many HQ features require email, such as consent, e-pay, confirmations, and reminders).
  • Address (HQ will auto-populate; enter custom if necessary).

HQ automatically searches for existing clients. Always select the existing profile if one is found.

• Add Client Quick Notes (optional): Private notes for staff reference only (e.g., client owes money, banned). Displayed during future scheduling but not printed. Client tags are also useful for these types of notes.

For Volume Clients

1. Begin typing the volume client's name in the dropdown.
2. Select the correct profile.

✅ Pro Tip: You must create a Volume Client Profile before scheduling.

For All Clients

1. Animal Information:
   • Click Animal Information.
   • Enter details or search for an existing patient (+Search Owned Animals).
   • To add more pets, click +Add Another Animal.
   • Optional fields:
     • Caution (anxious or bite risk).
     • Animal Notes (persist across appointments, e.g., allergic to penicillin).
     • Appointment Notes (specific to this visit, e.g., up to date on vaccines except rabies).
2. Services, Products & Discounts: On the right, click +Add Services, Products & Discounts and select the items needed.
3. Confirm Appointment: Adjust start and end times if necessary. If no deposit is required, click Make Appointment. If a deposit is required, follow the steps below.

Adding a Deposit

1. On the Confirm Appointment screen, click + Add Deposit.
2. Choose a tender type: Cash, Check, Credit Card (POS), Credit Card (E-Payment), or Credit Card (Manual).
3. Enter the deposit amount.
4. Click Save Deposit.
5. Select Make Appointment.

✅ Pro Tip: Same-day appointments do not trigger email confirmations. This prevents walk-ins from receiving appointment confirmations after already arriving at the clinic.

Making a Basic Wellness Appointment

• From the Spay/Neuter by Capacities Calendar, select the desired date.
• Click Make Basic Wellness Appointment.
• Enter owner and animal information as outlined above.
• Confirm and save the appointment.

Basic Wellness appointments do not have assigned times or rooms. They only appear on the Spay/Neuter calendar.

Viewing Patient History

For returning patients, after selecting the client and animal, click View Animal History (bottom right). This opens the complete medical history for quick review during scheduling.

Online (E-Appointments, Client-Booked)

Like spay/neuter appointments, wellness appointments can also be scheduled online by public clients. The e-appointment form allows clients to select the type of appointment, choose an available time, and provide client and animal details in advance.

For details on how the online scheduler works generally, see the Online Appointment Scheduler section of this manual.

Enabling Wellness Appointment Types

1. Verify that all wellness appointment types are created.
2. Open your wellness rooms (see Wellness Settings guide).
3. Go to Settings > E-Appointments.
4. Enable the appointment types for online scheduling.
5. Test your form by clicking Preview in New Tab under your e-appointment link.
   • If appointments don't appear, ensure:
     • The Spay/Neuter Calendar is open.
     • Wellness Calendar rooms are open.
     • Appointment types are enabled.

✅ Pro Tip: Wellness rooms only stay open if the Spay/Neuter Calendar is also open. If you aren't performing spay/neuter that day, set capacities to zero by selecting Adjust Capacity for Today Only.

What Clients See in the E-Form

• Choose appointment type.
• Select animal type and available date.
• Enter client and animal information.
• Select services (if enabled).
• Provide payment if required (deposit or online payment).
• Submit by clicking Request Appointment.

Clients then see a pop-up confirming their request is pending and receive an email notification.

Confirming an E-Appointment

1. Click the green E-Apps button (top left of calendar) or go to Online Appointments in the navigation menu.
2. Open the Wellness Appointments tab.
3. Click Confirm for the appointment.
   • If the client already exists in HQ, select their profile.
   • If the animal is new, use Owner selected but start new animal record.

Once confirmed, the client automatically receives your clinic's confirmation email.

Editing Services While Confirming

Use the pencil edit tool to:

• Remove inappropriate items (e.g., rabies vaccine selected for too young a puppy).
• Add requested items from notes that weren't selected on the form.

Timing Rules

• Online requests close at midnight in your time zone.
• Same-day requests are not available — only future dates appear online.
• To adjust how far out clients can book: go to Settings > E-Appointments > Edit > Number of months to book in the future.

Adding or Restricting Services

In Settings > E-Appointments, you can:

• Restrict available services by appointment type (e.g., only vaccines for vaccine clinics).
• Require clients to select at least one service.
• Add item descriptions to make options clearer.

Key Difference: Wellness vs. Spay/Neuter Online

• Spay/Neuter appointments: Can include other add-on services.
• Wellness appointments: Cannot include spay or neuter as add-ons. If requested, you must cancel and recreate as a spay/neuter appointment with additional services attached.

Appointment Ideas

• Telemedicine: Create a wellness appointment type requiring a payment (e.g., Telemedicine Consultation). HQ does not currently support video calls directly.
• Food Pantry Pickups: Use HQ products (pre-loaded food bag sizes). Do not allow clients to select bags online — assign the correct size during confirmation so pantry staff know what to prepare.
• Mailed Preventatives (E-Pharmacy): Allow clients to choose flea/tick medications for mailing.