The HQ Flow
Watch this 5 minute video to learn HQ’s proven method of safer, faster, less stressed clinics.
HQ Top Tools
Click on any of the short videos below to get a quick understanding of how these features work in HQ.
ONLINE SPAY/NEUTER SCHEDULER
HQ has a proprietary algorithm that looks at the animals’ species + sex + weight and only offers an appointment spot where you have one. Fully automated scheduling for single or multiple stationary, mobile or MASH style high volume spay/neuter clinics.
ONLINE WELLNESS SCHEDULER
This scheduler is a time & room based calendar for all wellness visits. We specialize in high volume vaccine clinics, shelter medicine, light wellness such as dentals, eye enucleations, foster based appointments and everything in between.
MOBILE UNIT SCHEDULING
With mobile units, another layer of complexity is introduced to scheduling. Where will the mobile unit be located? And on what days will it be there? Reminders & confirmations also need to be tied to location. With HQ scheduling, we’ve got you covered.
ONE LINK SCHEDULING
If you have multiple clinics, you may want to put one link on your website, but have the scheduler check more than one location for the next open spot. With HQ’s unique “One Link,” we make this a seamless experience for your clients.
MULTI-CLINIC MANAGEMENT
HQ can easily handle any number of clinics your organization might have. The backend client database is shared across clinics. If a client goes to any of your clinics, they will pop up as a pre-existing client. But, clinics can have separate calendars, drug logs, and financials.
DIGITAL CONSENT FORMS
Patients need signed consent forms. We automate the entire process so they are pre-signed for both public and volume client animals. You can also get a curbside “finger signature” on any tablet. This is a game changer for HVSN and Vaccine Clinics.
TEMPLATES
Templates auto populate with data. We have over 300 data fields that can print in any kind of document using “magic merge fields.” Just drop them into a Word document, upload to HQ and you’re good to go. These are used for consent forms, treatment sheets, aftercare documents and anything else your clinic needs.
e-PAY
Collecting payment during check in is the most time consuming part of check in. We’ve developed unique tools to get that payment before the client hits your parking lot. The proprietary e-Pay allows you to send a payment link to clients before, during or after their appointment. Increase safety and speed at check in using this HQ power tool.
DEPOSITS
Deposits are a proven method of reducing no show rates. They are also a revenue generator for your clinic. HQ has a fully automated deposit collection tool that enables you to take deposits online. You can different deposits for spay/neuter, vaccine clinics, dentals and everything in between. We also have tools to help minimize chargebacks.
e-LOBBY
e-Lobby is a flex tool that gives a big assist at check in. Clients can text you from the parking lot with their parking spot number, or you can approach curbside and use it as a check list for check in. Get consents signed, tidy up services, insert a team note, tag as a caution animal, double check the phone number, add an extra animal — all from one easy to use screen.
PATIENT FLOW
Patient Flow is a digital drug log that allows your clinic to easily meet all state vet board requirements. It calculates drug doses based on your clinic’s specific drug protocols. You can document exam findings, including SOAP notes, vet surgical techniques, and medical notes. It also facilitates client communication in as fast a way as humanly possible.
MEDICAL RECORDS
Drop a link on your website where clients can instantly receive copies of their pets’ medical records. They can get the full medical record, or just the last aftercare visit summary, just in case they lose their aftercare instructions. HQ provides a “Treatment Sheet” for each visit and a full Medical Record inclusive of all visits.
Easily email or text clients copies if needed.
VOLUME CLIENT PORTAL
The Volume Client Portal (VCP) is pure genius. It allows your volume clients to pre-enter animal data and to sign consent forms before they drop off. Their invoices are stored in the VCP and this is where they pay them. The VCP has a robust stats section so your volume clients have all their paperwork in one spot. This is a free tool any of your volume clients can use. The VCP is a unique and big power tool.
TEXTING
Each clinic is assigned a phone number and it can be used for medical-based texting. With the lowest cost per outgoing text (.05 cents) of any texting program anywhere we seek to make this an affordable option to facilitate quick communication with clients. To reduce costs and improve efficiency, we also created a tool allowing free texting with volume clients. You will not find a cheaper texting option anywhere.
GRANT MANAGEMENT
With HQ’s unique grant management, you can keep track of how much you have left in the grant and on which pets and items the grant was spent — all in real time. With our robust grant reports you can easily report to any grantor about what happened with their funds. Through the use of “subsidies” you can restrict grants based on species, sex, weight, breed, zip code, city and state. Our grant management tools make it easy to track grants.
MICROCHIP REGISTRATION
We are integrated with 24PetWatch and Petstablished microchips. This integration means once animals are checked out, the registration happens without any intervention from the clinic or the client. Reuniting lost pets with owners is a core value of Clinic HQ. We want to make sure all pets get registered. Bonus: We’ve also negotiated discounted chip prices for our clinics.
HIGH RISK WAIVERS
We have automated both verbal and written high-risk waivers. This tool, built into Patient Flow, allows any staff member to get an owner’s approval to proceed with the surgery. HQ documents it, and attaches a record to the patient’s profile and tags it in all places. A standardized script ensures each client is read the same information reducing clinic liability and providing information to the client.
IDEXX INTEGRATION
HQ integrates seamlessly with IDEXX. All you need is a “Vet Connect Plus” account with IDEXX and you’re good to go. You can view test results from within HQ, print shipping labels for samples and order the tests directly from the HQ panel. All IDEXX tests are pre-keyed in to HQ for easy reference. We also have a handy tool where vets can be alerted with results arrive.
REMINDERS & CONFIRMATIONS
HQ has email, text and robo call reminders and confirmations. Reminders are a proven method for reducing no-show rates and improving safety with fasting reminders. Key communications include: appointment confirmations and reminders, consent form signing reminders, vaccine reminders, invoice late payment reminders and post-op healing reminders. You can set a schedule and these reminders fire up without your staff having to do anything at all. They auto-run in the background.
DONATION BOOSTER
We are advocates for clinics and we know how vital donations are for the sustainability of your clinic. Sustainability is a core HQ Value (read more about our values in the HQ Values section). We’ve created a set of powerful tools that are guaranteed to boost your donations significantly. We also have created supporting tools to make those donations easy to track and manage. For example, for each donation, the system will auto-send a thank you email that the client can use for tax-deductible purposes.