24.1. Clinic Profile

Clinic Profile Setup Overview

Here you will set up your clinic’s information and preferences. This section guides you through what each setting does and how it affects system behavior.

General

The General section of the clinic profile houses your clinic’s core information, such as the clinic name and contact details. Each field below impacts how information appears throughout the system.

• Clinic Name
  ** Establishes your official clinic name.
  ** Appears on rabies certificates, invoices, spay/neuter certificates, and email reminders.
• Clinic Abbreviation
  ** Displays in the upper-left corner of HQ. Clicking it opens the user profile menu.
• Clinic Main Phone
  ** Populates across the system, including certificates and invoices.
• Clinic Email
  ** Used to send confirmations and reminders and appears throughout HQ.
• Time Zone
  ** Typically preselected for your clinic, but editable if needed.
• Clinic Addresses
  ** Stores physical, mailing, and billing addresses. These addresses populate on invoices, certificates, and other system documents.
• Clinic Logo
  ** Upload your clinic logo by saving it from your website and selecting Choose File in HQ.
  ** After uploading, click Save to apply the change.
  ** If resizing is required, use an external program such as Microsoft Paint.

Preferences

The Preferences section contains clinic-wide settings that control how HQ behaves. After enabling or disabling any preference, you must click Save Clinic Profile for the change to take effect.

Turning On Time-Based Spay and Neuter Scheduling

Enabling Use time-based spay/neuter scheduling activates Spay/Neuter appointments on the Advanced Wellness Calendar. This allows you to assign specific appointment times for spay/neuter visits.

This setting is rarely used. Most clinics rely on bulk check-in times (for example, 7:30 AM to 8:30 AM), which are managed through the standard spay/neuter calendar. If your clinic uses bulk check-in, do not enable this option.

Enable Mobile Locations

Enabling Mobile Locations creates a new section in Settings where you can configure all locations served by your mobile unit. These locations then become selectable on the spay/neuter calendar.

After saving, a new page appears in the left navigation panel under Scheduling.

Kilograms Instead of Pounds

Selecting Use kilograms instead of pounds replaces lb with kg throughout the system.

If this setting is changed after drug charts are created, all dosages must be reviewed and adjusted accordingly.

Default Vet

The Default Vet setting automatically assigns a veterinarian of record when an appointment is checked in. This alleviates staff from manually selecting a veterinarian for each appointment.

This is especially useful for clinics with one veterinarian, or clinics with multiple veterinarians where only one works per day. Each morning, you can set the default vet, and all patients checked in that day will be assigned automatically.

Closed Days

Selecting days in this section closes those days on the spay/neuter calendar. For example, selecting Monday closes all Mondays.

If you need to open on a specific closed day, click Mark Day as Open directly on the calendar. This change applies across your entire calendar.

Invoice CC Email 1 and 2

These fields send copies of all generated invoices to designated email addresses. This feature is commonly used for accounting purposes.

Enter one email address per line.

Setting Up Species

This section defines which species your clinic schedules surgeries for. Dogs and cats are typically enabled by default.

• Disable species your clinic does not serve.
• Enable additional species such as rabbits, guinea pigs, or goats.

After enabling a new species, complete the following steps:

1. Open Settings.
2. Select Services and Products.
3. Click Add New Item.
4. Search for the appropriate spay or neuter services for the new species.
5. Enable the services.
6. Enter pricing.
7. Click Save.

For example, if goats are enabled, activate Goat Spay and Goat Neuter services and enter pricing for each.

Setting Up Colors

This section controls animal key colors used by your clinic. You may enable or disable colors at any time.

By default, all colors are enabled in HQ.

Setting Up a Custom Text

The Custom Text section allows you to create a standardized message that appears on rabies certificates, receipts, and spay/neuter certificates. This is commonly used for thank-you messages or important vaccine-related information.