User's Guide

Setup Tips for HS3 Users

After your partial migration

Here are some settings to look at soon after a partial migration from HS3. Some of these steps may have been done by the time you sit down to look at this, so don't be alarmed if so.

  • Go to Setup >> Item and Pricing >> Fee Schedules and disable the fee scheduled called (standard fees) because it's redundant to the Standard Fees imported from HS3. Keep the fee schedule Standard Fees enabled.

  • Go to Setup >> Options >> Clinic Options. Click on the Scheduling category and change your default fee schedule to "Standard Fees". This causes new clients you enter to have this fee schedule selected by default, saving a lot of redundant key strokes.

  • Important! As you play around with HS4, don't delete anything that you didn't enter in HS4. For example, don't delete species, veterianians or payment methods imported from HS3. If you do, then it complicates the subsequent final migration. It's okay to delete clients and patients you create in HS4 while testing and training; just don't delete anything that migrated from HS3.

  • Go to Setup >> My Clinic, look near the bottom, and set the Standard Fee Schedule to "Standard Fees". This associates the HS3 Owner and Volume prices with the equivalent categories in HS4.

  • Go to Setup >> Scheduling >> Locations and enable wellness, recheck, and walk-in settings as needed. If you enable rechecks, wellness, or walk-ins, the days of the week matter more than the start/end times. In fact, start/end times apply only to Wellness appointments, because they are scheduled by time slot. (Also, some of instructions say you must enter in 24-hour time format, but in fact you can use natural AM/PM syntax.)

    Also on the Locations page, disable or delete "Location1". This is needed only for clinics starting from scratch, but since you are coming from HS3 you will already have one or more locations already, and so the default is not needed.

  • Custom fields do import from HS3, but they require some additional setup to be really usable and to take advantage of HS4 capabilities. Basically, custom fields at the patient (animal) level have two flavors in HS4: patient-level and appointment-level. When imported from HS3, custom fields are set to the patient-level. You can import patient fields down to the appointment level, and you can also enable patient fields to be edited on the appointment page -- such as when they have the same value regardless of the appointment.

  • If you schedule by points, go to your My Clinic page and set the Minutes per Point field down near the bottom. The default value is 1, meaning 1 point = 1 minute. If you keep the default setting, then your available capacity will be displayed in various places as a time value (H:MM). If the value is other than 1, then HS will display points instead.

    Note that HS stores capacity as a decimal value that is converted to points or hours/minutes on the fly. Sometimes you may see points off by one due to a rounding error in the conversion from hours to points.

  • Even if you schedule by count only, go to Setup >> Scheduling >> Operating Capacity and set your daily operating hours and number of vets working at once, for all of your locations. These values mean more to point schedulers, but in fact these values must be set for all clinics regardless of schedule method.

    A point calculation is displayed on each day, but you cannot set points directly. To reach desired daily points, play with the operating hours value to reach the desired point value. For example, if your minutes per point = 5, and you want a daily point capacity of 124, then set operating hours = 5.15 and number of vets = 2. (2 x 5.15 hrs = 10.3 hrs = 618 minutes. 618 minutes / 5 points per minute = 123.6, which is rounded to 124.)

  • Go to Setup >> Options >> Veterinarians and import signature images, if you have any. Import link is at the bottom of page.

  • Go to Setup >> Options >> Patient Profiles and verify there's a list shown there. This list is every combination of sex, species, and modifier (in heat, pregnant, cryptorchid). HS uses this to classify patients for service and pricing purposes. If the list is empty, use the Build Default Profiles feature. This will create the default profiles that you may subsequently edit if needed. (For example you might delete profiles of species you no longer use.)

    Patient Profiles have weight range options, but you should not use them because they've been superceded by some different settings elsewhere. Rank is also available here, and it does have a use, but for now I recommend leaving blank. As in HS3, it's used as a tie-breaker when contradictory pricing applies to a patient.

  • Go to Setup >> Scheduling >> Appointment Profiles. Merely visiting the page will fill it with the right starter values automatically. Appointment Profiles associate a type of animal with a length of time for an appointment and optionally custom post-op paperwork. If you schedule by points, use this to set the number of minutes for each kind of appointment. Otherwise, you can leave the minutes at zero for all records.

    If you do rechecks, wellness or walk-ins (shot clinics), you should manually create profiles to represent these visit types. When selecting the type of patient, simply choose (Any Patient) and set the Schedule Minutes to zero. This can always be customized later.

  • Auto add rules do not migrate from HS3. The corresponding feature in HS4 is Service Profiles. A service profile is like a template that contains all the services and pricing for a type of patient. To create a service profile, choose options from the four dropdowns at the top of the page. When you choose all four options, the lower half of the page opens up and lets you start adding services and pricing that go with the options you chose above.

    One of the key differences from HS3 here is that it's a lot easier to set pricing that's volume client-specific. It may appear at first glance that you need to set prices for each volume client individually, but you don't. Look for the (any transport), and (no transport) options as well as the (no owner) option -- these let you express price rules in a generic way.

    Note that the word "transport" here is the same as "volume client" -- it was term I used for a while that later became obsolete, but I haven't removed all references to it.

After your final migration

Here are some settings you want to look soon after migrating from HS3:

  • On the Post Invoices page, you might see charges from years past showing up. HS3 had a 2-month rolling window for open invoices, but HS4 has no limit, so it's possible to see very old charges that had slipped out of view in HS3. You can verify this by logging into HS3, go to those clients' home pages and click "Post Old Invoice". If you see old charges there, it means there were never invoiced, and may be safely invoiced in HS4. You may need to alert your clients because the old charges are likely to be a surprise to them.

  • On the Check In page, you might see a link in red near the top that says "Repair HS3 Appointments". The standard migration process does not load appointments correctly in all cases. This link appears when there are known mismatches between the HS3 and 4 schedule on a given day, and the link will fill in the missing appointments.

  • Upon first loading from HS3, your capacity will show as 100% free on all days. Here's how to fix this:

    If you schedule by points, go to Setup >> Scheduling >> Appointment Profiles and set the number of minutes required for each type of patient shown there. After setting these values, go to . This page applies your new appointment profiles to future appointments in order to be compatible with HS4's scheduling model. You can go to this page multiple times without harm.

    HS4 does not currently report percent free capacity by count.

  • HS4 makes a distinction between "regular" volume clients and grants. For compatibility with HS3, all of your volume clients are loaded as "regular" volume clients -- that is, with the designation Rescue, Shelter, Transport. The other option is Grant. This choice is made on a volume client's home page. A regular volume client is invoiced like any other, but grants are not invoiced, and they have somewhat different ledger entries.

    Important! You should not change your existing volume clients to the Grant type. Use the grant type for new grants only.