Booking Wellness Appointments

There are three ways to create a Wellness appointment in HQ. Use online booking or the Wellness Calendar whenever the visit needs a specific time and room. Basic Wellness Booking is a date-only convenience tool and is not recommended for normal scheduling.

Booking Online

Online Wellness booking lets public clients choose an available appointment type, date, time, and eligible services. The client submits a request; it does not become a confirmed HQ appointment until clinic staff review and confirm it.

Before Accepting Online Requests

Complete Set Up Wellness Appointments Online before publishing the booking link. That setup covers which appointment types appear online, the public link, release schedule, client-facing descriptions, Services & Products, Packages, document uploads, deposits, instructions, and testing.

Clients can pay a deposit directly on the online form when the clinic uses HQ's integrated credit card processor. The pending request displays the payment for staff review, and the confirmed appointment retains it as an Online Payment in HQ accounting.

What the Client Does

The client:

1. Opens the clinic's online appointment link.
2. Chooses a Wellness appointment type.
3. Selects the animal type and an available date and time.
4. Enters the client and animal information.
5. Selects eligible services, when enabled.
6. Pays the required deposit or online payment, when configured.
7. Clicks Request Appointment.

The client sees a message that the request is pending and receives an email notification. Same-day Wellness requests are not available online; only future dates are displayed.

Review and Confirm the Request

1. Click the green E-Apps button from the calendar, or open Online Appointments from the navigation menu.
2. Select the Wellness Appointments tab.
3. Review the requested appointment type, date, time, client information, animal information, notes, services, documents, and payment.
4. Click Edit if the client or animal details need correction.
5. Use the pencil next to Services to add, remove, and verify all known requested service items before confirming.
6. Click Confirm.
7. Search the possible owner and animal matches, then choose the correct action:
   • Owner and animal selected – Use the existing client and patient records.
   • Owner selected, but start new animal record – Use the existing client and create a new patient.
   • New owner and animal – Create both records.

After confirmation, the request becomes an appointment and the client receives the clinic's confirmation email.

Edit, Cancel, or Add Information

Before confirming an online request, staff can:

• Edit the client and animal details.
• Correct the selected services.
• Add an animal document.
• Save an appointment note.
• Cancel the request and provide a cancellation reason.

If Online Times Do Not Appear

Check all of the following:

• The Wellness appointment type is active and enabled for E-Appointments.
• An active Wellness room accepts the appointment type.
• The room is open during the requested time.
• The Spay/Neuter Calendar is open for the date. If the clinic is not performing spay/neuter that day, use Adjust Capacity for Today Only and set the spay/neuter capacities to zero.
• If Mobile Locations are enabled, a location is assigned on the Spay/Neuter Calendar.
• The date is within the configured future-booking window.
• The request is not for the same day.

Online requests for a date close at midnight in the clinic's time zone.

Wellness Versus Spay/Neuter Online

A Wellness appointment cannot include a spay or neuter as an add-on. If a client requests spay/neuter, cancel the Wellness request and create a spay/neuter appointment with the other eligible services attached.

Booking Manually (In Clinic)

Use the Wellness Calendar when clinic staff are scheduling by phone, in person, from a waitlist, or while reviewing a client request. This is the recommended staff-booking method because the appointment receives a specific time and room and appears on the Wellness Calendar.

Open the Wellness Calendar

1. Click Wellness Calendar in the left-hand navigation.
2. Use the arrows or Today to open the desired date.
3. Choose the view that fits the task:
   • Month – Find a date.
   • Day – Schedule within rooms for one day.
   • 3 Days – Compare several days.
   • Timeline – Compare room availability across the day.
   • Agenda – Review appointments as a list.
4. Select a calendar interval of 1, 5, 15, or 30 minutes.

Place the Appointment

1. Find the appointment type beside the calendar.
2. Drag it into the correct room and start time.
3. Confirm the proposed start and end times.
4. Choose Public or Volume client.
5. Complete the appointment workflow and click Make Appointment.

If the appointment type cannot be dropped into a room, confirm that the room is active, open at that time, and configured to accept that type.

Select or Create the Client

Enter the client's information. HQ searches for possible existing records while staff type.

• Always select the existing client when the correct match is found.
• For a Volume Client, search for and select the existing Volume Client profile.
• Enter the client's first and last name.
• Enter at least one phone number.
• Enter the email address, or select No Email Available when necessary.
• Enter and verify the address.
• Add Client Quick Notes only for private staff information that should persist during future scheduling.

An email address is required for many automated features, including electronic consent, e-payments, confirmations, and reminders.

Select or Create the Animal

1. Open Animal Information.
2. Search the client's existing patients with + Search Owned Animals.
3. Select the correct patient, or create a new animal record.
4. Use + Add Another Animal when scheduling multiple pets.
5. Complete the required animal information.
6. Add any relevant scheduling details:
   • Caution – The animal is anxious or may bite.
   • Animal Notes – Persistent information that should remain on the patient record.
   • Appointment Notes – Information specific to this visit.
   • Already Spayed/Neutered – The patient's known sterilization status.

Add Services and Review History

1. Click + Add Services, Products & Discount.
2. Add the specific items the clinic already knows will be needed.
3. For a returning patient, click View Animal History to review prior medical history while scheduling.

The appointment type describes why the patient is coming. Detailed service items document what is planned or performed. Staff can update the items during the visit when the final procedure or laterality is known.

Add a Deposit

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

After Booking

The appointment appears in the selected room and time on the Wellness Calendar. The Wellness appointment type also determines:

• Its Patient Flow classification.
• Which Wellness consent form applies.
• Which Wellness aftercare document will be resolved at Checkout.

Same-day appointments do not trigger email confirmations. This prevents a walk-in or same-day client from receiving a confirmation after already arriving.

Basic Wellness Booking (Not Recommended)

Basic Wellness Booking is a convenience tool available from the Spay/Neuter by Capacities Calendar. It creates a date-based Wellness appointment without asking staff to choose a specific time or room.

Create a Basic Wellness Appointment

1. Open the Spay/Neuter by Capacities Calendar.
2. Select the desired date.
3. Open the date's appointment menu.
4. Click Make Basic Wellness Appointment.
5. Select or create the client and animal.
6. Add any known services, products, notes, and deposit.
7. Confirm and save the appointment.

How It Differs

A Basic Wellness appointment:

• Has a date but no assigned start time.
• Has no Wellness room.
• Does not appear on the Wellness Calendar.
• Does not reserve space in the clinic's normal Wellness schedule.
• Is accessed through the date-based Spay/Neuter scheduling workflow.

Use this only when the clinic intentionally wants an unscheduled, date-only Wellness visit and has another way to manage arrival order, staffing, and capacity. It should not replace normal room-and-time scheduling for vaccine clinics, procedures, veterinarian appointments, or technician appointments.