Practice Profile
Your logo, contact information, and address will appear in the header of all documents (e.g., invoices and certificates) created by the software, as well as in all emails sent from your account.
Logo
Click on “Settings” at the top of the page
Click on “Upload Logo” in the upper left
Click on "Choose File"
Navigate to the location of your logo on your computer and select the logo file
Click the “Save” button
Clinic Information
Click on “Settings” at the top of the page
Click on “Edit Profile” in the upper left
Add or Edit your contact information as needed
Click on “Save Changes” in the upper left
Tip: Be sure to enter the email address you intend to use as the FROM address for emailed clinic correspondence
Clinic Email Verification
After clicking save on the Clinic Information step, you will receive a task notifying you that your clinic email needs to be verified
Navigate to the inbox for your clinic email address
You will see an email from Amazon Web Services (AWS), open that email and click on the big hyperlink in the middle of the message
When you see the “Congratulations!” screen, your email has been verified
Address
Click on “Settings” at the top of the page
Click on the “Configuration” tab and select the “View Addresses” option
In the upper right, click the "+" icon next to the search bar to add a new address
Fill out the form with the proper address
Click "Save"
DaySmart Vet utilizes Google Maps to automatically complete your address. As you begin to fill in your address, select your address from the options that appear, and the rest of your address will automatically be filled in for you. If your clinic address includes a suite number or room number, please select the appropriate address, then go back to edit the street address to include the suite number at the end.
Clinic Hours
The Schedule module uses your clinic hours to automatically grey out the times that the practice is closed. In addition, clinic hours are used by the online appointment booking add-on if you choose to use it.
Click on “Settings” at the top of the page
Click on the “Configuration” tab and select “View Clinic Hours”
Set your clinic hours the form that appears and click “Save”
Account Balance on Invoice
If a client owes more money than the total of their current invoice, do you want for the total amount owed to display on the invoice? The default is no. If you prefer this amount to be displayed:
Click on “Settings” at the top of the page
Click on the edit icon at the far right for the “Account Balance on Invoice” row and update to “Display Account Balance”
Click the Save icon at the far right
Appointment Confirmations
When you make a new appointment, there is an option to automatically send an email confirmation to the client that includes all the appointment information. Default is no confirmation. If you want to automatically send confirmations:
Click on “Settings” at the top of the page
Click on the edit icon for the “Appointment Confirmations” row and update the field as “Email” or "SMS" if using our text messaging services.
Click the Save icon at the far right
Check In Billing
When checking in an appointment on the schedule there is an option to default to create either an invoice, estimate, or not to create anything. Default is to not create anything. If you wish to automatically create an invoice during appointment check in:
Click on “Settings” at the top of the page
Click on the edit icon for the “Check In Billing” row and choose your desired default
Click the Save icon at the far right
Please note that when checking in an appointment, the default option can be updated as needed.
Services Location
The service location defines the type of practice you operate. This value is used to calculate taxes (see below), as well as to enable certain functionality (e.g., the Google Maps integration for mobile practices). To set your services location:
Click on “Settings” at the top of the page
Click on the edit icon at the far right for the “Services Location” row and update the fields as applicable
Click the Save icon at the far right
Timezone
Click on “Settings” at the top of the page
Click on the edit icon at the far right for the “Timezone” row and select your timezone
Click the Save icon at the far right
General Configurations
Appointment Types
Appointment types are used when creating an appointment and are color-coded to help organize the schedule visually. To add an appointment type:
Click on “Settings” at the top of the page
Click on the “Configuration” tab and select “New Appointment Type”
Name and Duration are required, and you can configure many more aspects by filling out the form
Click the Save icon at the far right
More details and information on setting up Appointment Types can be found in the Managing Appointment Types article.
Schedule Columns
Columns can be created for a specific staff member (e.g., a specific doctor), or for non-staff purposes (e.g., dropoffs or technicians). To create a schedule column:
Click on “Settings” at the top of the page
Click on the “Configuration” tab and select “New Schedule Column”
Select the Type (Staff or Non-Staff), Name (Provider) & Display Name of the column which will be shown on the Schedule
Click the Save icon at the far right
The “Available for” field on the form is used for specific appointment types only when enabling the Online Appointment Add On.
For more information on setting up Schedule Columns see the Managing Custom Columns on the Schedule article
Payment Types
Payment types are used when recording a payment. Several payment types are available in your account by default, but you can add or remove payment types as desired.
To add a payment type:
Click on “Settings” at the top of the page
Click on the “Configuration” tab and select “New Payment Type”
Complete the form that appears
Click the Save icon at the far right
If you are using our Integrated Payments for your card processing, the payment types for the integration will be created automatically to tie to your devices. In this case you may wish to remove the default Credit Card Payment Types.
To delete a payment type:
Click on “Settings” at the top of the page
Click on the “Configuration” tab and select “View Payment Types”
Click on the gear icon next to the payment type you wish to delete and select “Delete Payment Type”
Integrated Payments
Enabling and using the integrated payments in DaySmart Vet allows you to streamline your payment transactions all inside one account. We can also lower what you’re currently paying for credit card processing.
Click on “Settings” at the top of the page
Click on the “Add-Ons” tab
Find Integrated Payments in the list and click the “Integrated Payments Registration” link in the description
Click the Save icon at the far right
Payment Terms and Late Fees
Click on “Settings” at the top of the page
Click on the edit icon for the “Payment Terms” row
Set Up your payment terms and late fees to your preference
Click the Save icon at the far right
Late fees are optional. When enabled, late fees will automatically apply to past due amounts once an outstanding balance is older than the payment terms and the optional grace period that is set in the “starting” field.
Taxes
Our software will automatically calculate taxes for you based on your clinic’s address (when the “services location” is set to “on premise”) or based on the client’s address (when the “services location” is set to “mobile”).
When the “services location” is set to “both,” the software will look at the services location value in the appointment or invoice to determine how to calculate taxes. Taxes are applied automatically to items as they are added to an invoice.
To set up your taxes:
Click on “Settings” at the top of the page
Click on the “Configuration” tab and select “New Tax”
Complete the form that appears
Click the Save icon at the far right
Repeat as needed for all applicable tax types (City/State/etc)
We use Google Maps to automatically identify city, county and state information depending on the “type” of tax that you select. Select the applicable city, county or state from the list that appears as you type the name of the specific jurisdiction.
You can specify which inventory category or categories the tax should apply to by setting the “applies to” field to “specific inventory categories” and select the applicable inventory category or categories from the list that appears.
Staff
Adding Staff Profiles
Each employee that will have access to your DaySmart Vet account should have their own staff profile. This ensures that each user has access to the portions of the software needed to handle their day-to-day responsibilites in the practice.
To add a Staff Profile:
Click on “Settings” at the top of the page
Click on the “Staff” tab
Click "New Staff" in the upper left
Complete the form that appears. First and Last Name along with Email address are required. The Email address must be unique as that will be the users log in for the account.
Set the Role, which defines what the staff member will be able to access in the software (See below for more detail)
Click "Save + Done" in the upper left
For more information about the additional settings on the Staff Profile, see Managing Staff Accounts and Permissions
Permissions
Permissions in DaySmart Vet are managed in the Permissions tab under Settings. Permissions are assigned per role. There are seven roles available, in descending order of default permissions level:
Administrator
This role has full rights to the clinic account
Office Manager
Normally a Practice Manager or non-doctor Practice Owner would be assigned to this role.
Veterinarian
Anyone assigned to this role will be a “provider” for medications
Technician
This role is setup for medical records access and not for billing by default. If technicians at your clinic cover for receptionists, you should add billing permissions to this role
Receptionist
This role is setup for access to schedule and billing by default.
Groomer
Staff