Consult, print or download an animal’s detailed history
It is possible to consult or print the complete medical file of an animal
Available informations and workable actions from the waiting room
The Waiting room window contains various informations (owner’s arrival time, meeting time) and allows various actions to be carried out using the small icons on the different appointment lines
Modify appointment confirmation e-mail message
You can create an email template for your calendar appointments confirmations and select it as the default sent text when you check the « email confirmation … » box
Create sms templates and use them by default according to the desired subject
Warning : Do not forget, when creating your templates, to take into account that any message of more than 160 characters is counted by SMS providers as 2 messages and therefore 2 SMS
Appointment confirmation and reminder concept
The software allows you, when adding an appointment in the calendar, to automatically send to the concerned customer a confirmation of this appointment and an appointment reminder the day before or a few days before the date set for this visit.
Quick user switch with a PIN code
It is possible, as a Vetup account user, to log into this account very quickly using the » PIN code identification » function.
This video shows you how to activate this function on your account, specify a PIN code for each user (this possibility is only accessible for the account administrator) and then how to switch very quickly from one user to another.
Training videos for Assistants
Settings
Management of a computer used by everyone at reception
Agenda
- Modify an appointment from calendar
- Have a look to customer’s or animal’s file from the scheduling appointment page
- Quickly schedule an appointment for a new customer
- Scheduling an appointment in vetup’s calendar
- Appointment confirmation and reminder concept
Animal sheet
Waiting room management
- Why do some appointment times appear in red in the waiting room ?
- Available informations and workable actions from the waiting room
Consultation end
- Medication preparation by an assistant after veterinarian’s prescription
- Quickly register a visit payment
The tags system
Managing a device, a computer used by several clinic’s users
A PIN code can be assigned to each Vetup account user to allow a very quick user switching.
This function is particularly useful when a workstation, a clinic’s computer is used alternately by different members of the team (computer in the radio room, in the hospital room, in the reception area, etc.).
The following link will then allow you to access a second video showing you how to activate the « quick user change » function and assign each team member a PIN code of their own: Quick user switch with a PIN code
Users management (general presentation)
Product and stock order management
Configure and establish my stock
First step: check my catalog and manage my unpackings
Then, configure the quantities of stocks of the products that I want to manage in stock :
Concept of current stock, replenishment stock and desired stock
Follow live Vetup’s last updates on Youtube
Subscribe to Vetup TV Channel so you can be notified each time a new users help video has been created by our team. You can subsrcibe if you hold a Gmail account or a Google Workspace one (formerly G Suite)
>> Follow this link to subscribe on Vetup TV
The subscription button is reachable from the top right corner, clicking the bell will activate notifications informing you that a new video is available
How to refund a client (credit)
Is there a way to change the name of the SMS sender when sending reminders?
How to add a new category to attachment categories
Configure the security level for deleting visits
Here is a video that explains how to configure the security level for the deletion of visits
Archive or unarchive a user
How to add an attachment in a visit and find it easily ?
History and appointments in progress
This video allows you to know how to access the honored appointment as well as those to come. You’ll also know how to check the details of an appointment and edit the content of an upcoming appointment.
Detailed animal’s history in a multiclinic mode (several clinics from a same group)
Access to an animal’s detailed history resuming all the visits done, even those from other clinics belonging to your group.
Internal communication and tasks management
Create and manage personal memos and affected task thanks to the « to do list » feature
Creating alerts
Creating alerts to remind you some important informations and display them automatically.
Know the contents of a pending reminder or a reminder already sent to an animal / customer
It is possible to know the text associated with a reminder already sent to a customer or waiting to be sent. This video tells you how to proceed.
Using the EXPORT TO CSV feature for orders
When you place an order with a purchasing company that is not connected to the software, you can still generate an excel file with all the necessary details relating to your order, which you can then send directly to the concerned purchasing company.
What is the commercial name used for ?
A product may have two denominations in the software. A denomination allowing you to find it easily in your database as well as a commercial name allowing the customer to have, on his invoice, a precise detail of the product sold.
Indicate an appointment cancellation initiated by a customer
This video will teach you how to enter, from the calendar, an appointment cancellation requested by a customer
Dealing with payment modes
This video will teach you how to add a new payment mode and link it to the corresponding account
Creating a register and associating products to it
This video will teach you how to create a register and how to associate corresponding products to it
Setting the visit’s practitioner drop down menu
In this video you will learn to set the available drop down menu in the visits in order to hide or keep visible specific practitioners
Setting the total billing’s display of sells and visits history
This video will show you how to hide or keep visible billing amounts from products sells and medical visits according to the user.
Send an animal detailed history to a colleague or a customer by e mail
This video will teach you how to send a detailed history by email to a colleague and to the animal’s owner.
Archive / delete an owner or an animal
This vidéo will guide you through the process of archiving an owner and /or an animal
Newsletter App
Thanks to this video you’ll learn how to send newsletters to your customers
Visit’s attachment files
It’s possible to associate attachment files (radio, Analysis PDF, etc..) to a visit or an animal directly.
The limit is set at 10MB for each file. List of accepted files: avi, bmp, csv, doc, docx, emf, gif, jpeg, jpg, mov, mp4, mpg4, odt, pdf, png, ppt, pptx, tif, tiff, xls, xlsx, xps
This video shows you how to add attachment files to a visit. You will also learn how to find these files through the history of visits for a specific animal or the whole files you have added for any animal.
Moving the animal from an owner to another one
Creating care contracts for my customers
This vidéo will teach you how to create a report model and a text model through a care contract achievement
Adding a comment to a phone number
This video will teach you how to add a personalized comment to a contact information
Creating an hospitalization sheet
Creating a therapeutic follow-up by email or scheduled medical service
This Video will teach you how to create and send reminds (by emails, sms, postal mail or phone calls), in a therapeutic follow-up context,
from two different ways :
- By using acts models
- creating a remind from the owner’s details
Vetup General Settings (14min)
Vetup Software Overview (duration: 17min)
How to use the search bar
Producing a quote
To create a quote
Open the animal’s file and click on NEW ESTIMATE
Select the different medical services and products that you wish to add to your quote.
By clicking on the product / medical service concerned, it will be possible to modify the quantity, the price, or to add a comment, which you wish to see appear next to the service/product, on the quote and the future invoice.
You can also add a comment at the end of your quote :
Either by using one of your text models previously created in MODELS / TEXT MODELS
Or by adding a new comment in COMMENT AREA
You can then SAVE, PRINT or SEND the quote to your client by email and even create a visit based on this quote should it be accepted by the client.
Create a down payment linked to a visit
To create an advanced payment for an animal during a visit (for example if it needs to be hospitalised), click on PAYMENTS
Select DEPOSIT, choose the PAYMENT TYPE and enter the AMOUNT of the DEPOSIT
You can now SAVE and PRINT a RECEIPT for the owner
Then, input any additional treatment carried out during the hospitalisation in INVOICING
Once this is completed, you can create your final invoice
To do this, click on PAYMENTS,
Then, on YES (under DEPOSIT)
Now click on CLOSE DEPOSIT
You will now see that your deposit is considered a real payment
Then, click on ADD A SETTLEMENT to obtain the overdue balance.
Input PAYMENT TYPE and SAVE or PRINT RECEIPT for the owner
Email models to write your message faster
Create a grouped invoice for the visit of several pets from a same owner
If an owner comes with several animals, you can create a single invoice grouping the visits of all his animals
Create an alert regarding an owner or an animal
You can add a comment to an owner’s or animal’s sheet.
To do that, open the owner’s page,
Click on EDIT in the owner’s or animal’s box (depending on whether you want to add your note for the animal or the owner)
Click on MISC (miscellous) and add the text of your alert
This alert will now appear on the animal’s sheet
You can specify in SETTINGS whether you want alerts to be automatically readable or whether you want them to be readable only when you place your pointer over them.
To do this, click on SETTINGS / GENERAL SETTINGS / DISPLAY and specify whether you want a pop-up window for alerts to appear each time you open a page and whether you want the alerts to be directly visible or not.
Edit a list of your reminders
To print the list of your reminders,
Click on MEDICAL / REMINDERS
Select:
- If you want to edit this list according to the sending date or the reminder date
- The period concerned,
- SMS, email, letter or phone call depending on what you want to see appear on your document
and click on EXPORT TO EXCEL
This will automatically produce a .csv list that you will be able to change to a .pdf list using your editing programme.
Colour coding for appointments
Each type of appointment can be colour coded, which will give you an overall picture of what type of appointments you will have on a specific day.
To do that,
Click on SETTINGS / APPOINTMENT TYPES
Then, click on NEW and create as many types of appointments as necessary, colour coding them at the same time.
Now, if you click on « COLOUR BY APPOINTMENT TYPE » in your diary, each appointment will appear in its designated colour.
How to change the address on my invoices
To change the adress in the header of your invoices,
Click on SETTINGS / INVOICE ADRESSES
and register your invoice details. SAVE
Creating a vaccination reminder for an animal that was not initially vaccinated in your clinic
To create this reminder, there are two options :
- Using the reminder creation function
- Creating a vaccination visit history