📝 Overview

Data (record) sharing allows multiple clinic accounts—often sister clinics or separate locations—to share client and patient profiles, including medical records, between accounts. This functionality is designed for clinics that operate more than one location while maintaining separate accounts to ensure accurate billing, inventory tracking, and reporting at each location.

⚠️ Important: Once data sharing is enabled between two clinics, it cannot be fully undone. Even if data sharing is later removed, any shared client or patient records will continue to update across clinics due to how patient history is stored by patient ID rather than business ID.

💡 Please reach out to our support team for more information as needed.

🔑 How to Enable Data Sharing - Authorizations

⚠️ Record sharing is only allowed if the businesses are all under the same ownership.

Record sharing requests must meet the following requirements:

Requests must come from a verified, currently active clinic admin or clinic owner
Requests must always be submitted in writing
The request must be sent from the email address listed on the clinic’s account

⚠️ Requests submitted by non-admin users or from unverified email addresses should not be processed.

💻 How Record Sharing Works

There are 2 sharing options for the clinics to choose:

Automatic Sharing: When a client is added to Account A for example, the client and associated records automatically share to Account B
Manual Sharing: If a client and patient exist in Account A, the following steps are needed to share them with Account B:

Create a new client in Account B and begin typing the client’s name. A drop-down list will appear showing the matching client from Account A. Select the client to automatically populate all client details. Once the client is saved, all associated patient records will automatically be shared with Account B.

What Records Are Shared

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Client Profiles

Client profiles and client information are shared between accounts
Client IDs will be different on each account

Patient Profiles

Once a client profile is shared, all associated patient profiles automatically share

Medical Records

Medical records under shared patient profiles appear in all connected accounts
Each record clearly indicates which location added the record

What is NOT Shared

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Billing

Billing is not shared between locations

Balances remain at the originating clinic
Clients can view balances from other clinics via a hyperlink
Payments cannot be taken for Location A while the client is physically at Location B

💡 If the clinic uses the Pet Care app, clients can pay invoices from either location through the app.

Inventory

Inventory is not shared

Each location maintains its own inventory counts
Users with access to multiple accounts must ensure records are added to the correct location

If inventory-related records are added to the wrong account:

Remove the record from the incorrect account
Re-add the record to the correct account

This is critical to maintain accurate inventory balances at each location.

Contacts & Companies

Contacts and Companies are not shared
These must be manually copied to each account if needed

Reminders & How They Work Across Locations

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Reminders are generated based on where the patient received the item or service.

Example Scenarios

Example 1:

Scooby receives a DHPP vaccine at Location A
The reminder for DHPP comes from Location A

Example 2:

Scooby receives a Rabies vaccine at Location B one week later
The Rabies reminder comes from Location B

Managing Reminder Completion Across Locations

Clinics must configure disable reminder actions for items originating from another location.

Example:

Scooby receives a Rabies vaccine at Location B
The Rabies vaccine is later updated at Location A
Location A must have a disable reminder action set for the Rabies item from Location B

This ensures the system knows the reminder has been completed.

💡 Clinics can search for items or usages and will clearly see when an item originated from another location.

⚠️ This setup should always be explained to clinics considering data sharing. Without proper configuration, clinics may experience duplicate reminders for clients who visit multiple locations.

How to Set a Client's Home Location

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When record sharing, there is a home location field which indicates which location is the client's primary clinic. The default is the account (location) that the client was created in.

The clinic can see all the shared locations in the dropdown and select the location that is the main location for the client.

A Home Location field will be displayed on the following reports:

New Engaged Clients
Active Engaged Clients
Active Client List
New Clients
Inactive Client List
Lapsed Clients

This field is only available if the clinic is doing record sharing with another location in case of multi-location record-sharing clinics. The clinic can change the home location of a client at any time by clicking the Edit Client option on the top gray bar.

✅ How Task Sharing Works

⚠️ Task sharing is currently in a limited release trial and will be available to all data sharing accounts in the near future.

This feature gives you a single Assigned To Me task list where you can see and manage all of your tasks across every clinic or business you have access to—without switching accounts or logging out. It’s designed to help multi-location users stay organized while clearly showing which clinic each task belongs to and keeping all data secure.

This is especially helpful for users who provide relief coverage at other locations. They can continue to approve client prescription requests, review lab results, and communicate with staff at another clinic—all without switching accounts.

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The clinic toggle is available only within the Assigned To Me task view.

The default view will be the tasks for the account you are logged into. In order to see tasks from different accounts, click the dropdown on the task header.

Once clicked, a dropdown will appear will all the linked clinics. Simply make your selection of the clinic(s) you would like to view your tasks from. On the bottom, you can use the Select All option, or Reset option as needed. Once your selection has been made, click the Apply button.

Dependent on the users permissions, you will have access to the same buttons, such as Mark in Progress, Complete Task, Edit Task and Delete Task.

💡 When editing a task, many fields are read only to retain the integrity of the original task created in the location of creation. The Repeat field and Notes field will be available to enter text into.

⚠️ If a client or patient is not shared with your current clinic, you’ll see a warning and have the option to switch to the correct account.

❓Frequently Asked Questions FAQs

Find answers to common questions or additional details that may not be covered in the main instructions.

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Can data sharing be reversed?

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No. Once data sharing is enabled, it cannot be fully undone. Even if sharing is removed, shared client and patient records will continue to sync across clinics.