Making Wellness Appointments

6.1. Wellness Appts From the Calendar

From the Advanced Wellness Calendar

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

#_ Create 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).

#_ Services, Products & Discounts:

  • On the right, click +Add Services, Products & Discounts and select the items needed.

#_ 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 – Dejavoo terminal, HQ processor required)
  • Credit Card (E-Payment – manual entry in HQ, HQ processor required)
  • Credit Card (Manual – external processor; HQ does not charge, only records)

#_ Enter the deposit amount.

  1. Click Save Deposit.
  2. 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.

6. Making Wellness Appointments

6.2. Wellness Appts Online (E-Appointments)