Overview
PetCare by DaySmart Vet is a mobile app where pet parents can easily stay connected to their veterinary team and manage their pet’s health from the palm of their hand. We also have an available online widget, which allows the clinic to embed a button on their website that directs to the PetCare platform.
With the mobile app and online widget, your clinic will be able to stay connected with your clients and provide them with a way to manage their pet's health anytime, anywhere. Here are highlights of what clients can do:
Manage Appointments - Easily Request New Visit, Confirm or Cancel Appointments
Submit Payments - Pay for appointment deposits and invoices
View Pet Health Data - Quickly access their pets medical records, reminders, and vaccine certificates
Request Prescription Refills - Request Refills for Patient Prescriptions
PetCare Overview Video:
Enabling PetCare
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1. Navigate to the "Settings"
2. Click on the "Add-Ons" tab
3. Scroll down to "Client Mobile app - PetCare"
4. Click the green icon on the right-hand side of the add-on. This is a paid Add On.
5. Click "Enable"
Once enabled you can have your clients download the app to their phone for full access to the portal. You can also use the PetCare Portal URL in the add on description to embed a browser accessible version to your website or social media pages (more information in the PetCare Online Widget Section).
When a user accesses the PetCare portal or app for the first time it will have them validate a phone number or email to sync up with an existing client. They will receive a verification code sent to the applicable contact email or number. Once logged in, the client will be auto directed to the "New Visit" page. They will be able to access the other features via the buttons along the bottom as well.
Internal Use: Once PetCare is enabled, you can access the configurations on the PetCare tab within the Settings module.
PetCare Online Widget
All the features of the PetCare Client Mobile app are easily accessible via any web browser. Create a custom button or embed the link to your social media pages to allow clients to create a new Client Profile, create new Patient profiles, access patient records & documents, create new appointment requests and more!
New clients can currently only be created from the online widget PetCare version, due to the URL associated to their website. This way, PetCare can search the clinic's client list for any active clients, and allow for creation of a new client that can link to the clinic's account.
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Enabling & Set Up
Navigate to "Settings"
Select the "PetCare" tab
Click the "PetCare Widget" option
In the Embed Button section, you can edit the color, font size, text & size of your button that will take clients into the portal. Once you have configured your button, click "Save" on the bottom right
The "Return URL" field allows you to enter the URL that the customer will be redirected to if they choose to use the "Exit" button when booking an online appointment through the app. This is a great spot to put your businesses URL so the customer will quickly be directed back to your website.
How to Embed the Online Widget into your Website
In the Code Section you can then copy the generated code and use it on your website to allow customers direct access to the portal.
In the Standalone URL section, you will find a basic URL that is specific to your clinic. You can use this to create more customized buttons with your web developer, or embed a link to your portal directly from Facebook or Instagram!
Simply click the red "Click to Copy" text on the bottom right of the links
Client Information
For a client to access their information on the app, the user must have a client profile with a valid email or mobile phone number that matches the information linked to their smartphone's app store account. Enabling the add-on will require any new client profile being added into your system, to require an email address or mobile phone number to save the client file.
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Multiple Owner Access: Please always put unique mobile numbers and email addresses on separate client files (and particularly for when they are different people like a spouse or partner). This allows for multiple people to access their own PetCare account.
Merge Client Implications: If a client is using the same email address on separate client profiles, the app will register this when the client logs in. It will prompt the client to select which profile they want to keep as their primary profile and merge the profiles together once they confirm.
Tip for Alternate Contact: If a client simply wishes to document a spouse or alternate contact without creating another profile, that person can be listed on a pop up note.
Notifications: We recommend having at least one clinic user being opted in for PetCare type notifications (which alerts them to when a user merges clients in PetCare). To learn more about notifications, click here.
Client Profile Changes: Your client's can update their profile information within PetCare, under the Profile tab on the bottom right. They can update their name, address, phone number and email address. Within your account, you can see any client profile information change made by the client. From the top right of a client's profile, select the 3 dots to see the "View Change Log". If a client changes their information, you can still search the client by their old data, and it will bring up their client profile.
Patient Information
Learn about what patient information can be accessed within PetCare.
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In order to access your patient(s) information, click the "Pets" button on the bottom bar.
Next, select the pet in order to access their PetCare profile. The top section will have a photo (if applicable) and their profile information below. Listed below the screenshot will be each section of the pets PetCare profile, and what is accessable.
Certificates: You can click on any certificate once in this folder. There is a share option on the top right, which allows for sending of the certificate.
Notes: The notes listed here will also show in the patient's profile within the clinic's system, under the "Notes" tab and within "PetCare Notes". A client can add a new note from the "New" button on the top right, which will transfer to the clinics account under "PetCare Notes".
Records: This folder will house any medical records that have been created in the clinic's system. Records with the field "Print on Invoice" listed to No, will not show under the patient's record.
Client's do not have access to the patients medical notes within PetCare.
Reminders: This section will list any medical or appointment reminders. The patient's reminders will also show within the home page, under "UPCOMING REMINDERS".
Visits: This section lists any upcoming or past appointments. The status of the appointment will be listed on the upper right. The client can click on the status, and confirm the visit from the green "Confirm Visit" button. From the main "Visits" page, a client can click "New" on the top right, which allows for online booking (if online booking is enabled and configured).
Wellness Logs: The logs listed here will also show in the patient's profile within the clinic's system, under the "Notes" tab and within "PetCare Logs". A client can add a new log from the "New" button on the top right, which will transfer to the clinics account under "PetCare Logs".
Wellness Plans: *This section pertains to clinics utilizing our Wellness Plans Add On. Any Active, Expired or Cancelled wellness plans will be displayed for the patient. You can click on any plan to see the plan details, all the items included in the plan, if any items have been used and if any quantity is left.
Rx Request Configurations & Workflow
The prescription refill request is currently available through the PetCare add-on. Prescription refills can be initiated by clients through the PetCare app or the online PetCare widget. Clients can see which of their patients prescriptions have refills remaining and request a new refill from the app.
Refill Overview Video: Client & Provider Workflow:
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RX Request Delivery Option
To configure your delivery option, navigate to Settings > PetCare tab > RX Request. Here you can determine if you will allow the "Mail" option for Prescription Requests made through the app/portal. The "Pickup" option is always enabled, but if you wish to offer shipped prescriptions, you can enable the mail option here.
Client Workflow
Click on the "Pets" tab at the bottom
Select the desired pet
Click "Records"
Click on the "Refillable" tab - This will show a list of all the prescriptions with remaining refills
Select the desired item
Click on "Request Refill" on the bottom of the record
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When the prescribing provider approves or denies the request, the client will receive an email to notify them of the providers decision.
Clinic Workflow
A provider will have to approve any refill request. When a refill request has been initiated by the client, a new task will be sent to the provider who initially made the medical record with the refills on it.
To learn about tasks, please click here.
In the task, a provider can click on the "Click here to review" button.
This will bring up the prompt to "Approve" or "Deny" the refill request. The "Message" field is optional but can be utilized for staff to enter their initials, time/date, or any other applicable information.
Once approved, the New Refill screen will pop up, and the user can proceed with entering any applicable information for provider, quantity, instructions, etc. After saving the record, the refill request status will automatically be updated from Approved to Completed and the refill quantity will be deducted by one.
If the Integrated Payments add-on is enabled, the client will be able to review their invoice and pay through PetCare.
Other Options for Managing Refill Requests
All refill requests can also be managed by a provider within the "Patients" module under the "Refill Request" tab.
Refill requests can be managed by a provider from the patient's profile by clicking on the "History" tab and selecting "View Request Refills".
Online Booking
Clients can seamlessly book appointments online using PetCare.
To allow clients to request a "New Visit" using the app, please enable and configure the online booking add on (optional). Click here to learn more.
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The available appointments are based on your appointment types, and schedule columns. You will first have to enable the appointment types you allow for online booking within the "View Appointment Types" from the configurations in "Settings".
Click here to learn more about configuring online booking.
When a client makes a "New Visit" from PetCare, it sends a request to the clinic's email address, which then needs to be approved. In order for a client to book an online appointment, they simply need to select the "New Visit" button from the home screen, fill out the form and submit.
Appointment Cancellation Configuration
There is a option within the PetCare settings for enabling the allowance of canceling online appointments. To enable this option, follow the below steps:
Navigate to Settings > PetCare
Click on "Online Booking"
Toggle on the configuration if you would like to allow client's to cancel appointments. Set the configuration "Prevent cancellations within hour(s)", which allows you to set a timeframe of how many hours before the appointment the client can cancel.
Click "Update"
If you ever need to turn off online booking, this will be done from Settings > Add Ons > Online Booking
Paying Invoices and Approving Estimates
When using our integrate payments, clients can seamlessly pay for their invoices through PetCare. Also, save time and have client's approve and sign their estimates before their patient's appointment.
To allow clients to pay outstanding invoices with "Pay Now" using the app, please enable Integrated Payments (optional). For more information, please contact [email protected].
Paying Invoices & Signing Estimates Video:
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Paying for an Invoice
Follow the steps to learn how a client can pay for an invoice:
From the "Home" page, navigate down to the "Outstanding Invoices" section and select the invoice that needs to be paid
Click "Pay Now" on the bottom of the invoice
Verify the payment amount, and select "Proceed with Payment" on the bottom
Enter in the card information, or select the "Scan Card" option on the top right. If a card is on file, the client can select that option
Select the "Pay (Amount)" button on the bottom
Approving Estimates
Once an estimate is created in the clinic's system, it will be available to the client in PetCare for approving and signing. Follow to steps below to learn how:
Click the "Billing" button on the bottom bar
Click on the applicable estimate by selecting from the list that appears, or select "Filter" on the top and filter for estimates
Once in the estimate, select "Sign & Approve" on the bottom
Draw with your finger to sign, or use the cursor if within the online version. There is a "Clear" button on the bottom if the signature needs to be redone. Click the "Sign and Approve" button on the top right
When an estimate is signed, staff members are notified based off the notification type of "Petcare" being toggled on within the staffs "Notification Settings".
Reporting
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PetCare Client Engagement Report
Under the "Clients" tab of the report module utilize the report "PetCare Client Engagement" to see all of the clients that have engaged with the PetCare client application by tracking if they have logged in the website portal or mobile app within the specified period of time.
Pending Appointment Report
Under the "Schedule" tab of the reports module, you can use the "Pending Appointments" reports in order to view online booking requests.
Any appointment that has not been approved, rescheduled or denied, will have a red hyperlink in the "Appointment Date" column. Click the appointment date, which will bring you directly to the appointment on the schedule for approval or denial.
Marketing Materials
You will find all marketing materials under Settings > Add Ons > Client Mobile app - PetCare. You can also access the material within the drop down below.
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Website content: Use this content to add information around the PetCare app to your practice’s website
Download Our Free Pet Portal Mobile App!
We’re excited to announce that we now have a pet portal mobile app! With the PetCare by DaySmart Vet mobile app, you can easily:
Book, confirm, or cancel appointments
Pay for appointment deposits and invoices
Quickly access pet vitals and medical records
To get started, simply download the PetCare app for iPhone or Android, create an account, and select "{Your_Clinic_Name_Here}" as your veterinarian within the app. It’s that simple!
Email Content: Use this content to create a client-facing email encouraging them to download the PetCare app
Subject: Introducing Our New Pet Portal Mobile App!
Hi there,
We’re excited to announce that we now have a free pet portal mobile app! With the PetCare by DaySmart Vet mobile app, you can easily:
Book, confirm, or cancel appointments
Pay for appointment deposits and invoices
Quickly access pet vitals and medical records
To get started, simply download the PetCare app for iPhone or Android, create an account, and select "{Your_Clinic_Name_Here}" as your veterinarian within the app. It’s that simple!
Sincerely,{Your_Clinic_Name_Here}
Flyer Content:
Click here to access the PetCare flyer. You may print the flyer and post it on your clinic's wall or counter. Your customer may use the camera app on their smartphone to scan the QR code to be redirected to the app download.