Your clinic’s settings are crucial for getting your practice running smoothly with Shepherd. ‘Clinic Settings’ contains a lot of behind-the-scenes information about your clinic, and even contains a few things that pop up on invoices, medical records, and reports.
To navigate to your clinic settings:
Click ‘Admin’ on the left side of the screen
Then click ‘Clinic Settings’
Note: if you’re unable to see either of these buttons, it’s because the role you’re assigned doesn’t have the appropriate permissions. If you feel like you should be able to access these, talk to your supervisor.
Clinic Settings is broken down into 5 sections:
Let’s dive into each section a bit more and learn what’s there.
The ‘General’ section of ‘Clinic Settings’ contains the information about your practice’s physical location, as well as other information like your practice’s logo, and notes that populate on certain printed documents like invoices. There are 3 main sections to this page:
Note: if you don't see one of the fields, you'll likely need to click the 'Edit Clinic Settings' button to see it.
Here's a breakdown of all the field in your clinic's settings:
Name: your practice's name
Email: your practice's general email—or the best email for clients to reach you at
Phone: the best phone number for clients to call
Fax: your practice's fax number
Tax Rate: adds the appropriate tax to charges on patients invoices
Address: the physical address for your clinic
Time Zone: needs to be selected for reminders, as well logging activity within Shepherd (records, invoices, etc.)
Temperature unit: Fahrenheit or Celsius
Website: if your practice has a website, add that here
Info: displays at the bottom of printed documents, so this can be a tagline, slogan, or practical information like business hours.
In the advanced settings, you’re able to do a bit of fine-tuning on the backend of Shepherd. Here’s a breakdown of the 8 fields:
Enable whiteboard: Enables Shepherd’s standard whiteboard feature
Refills count toward production: Select if your practice offers commissions on prescription refills
Automatic Sign Out: The amount of time a user is inactive before being logged out
Invoice Notes: A practice-specific note that prints on every invoice. You can use this for business announcements, payment information, etc.
Estimate Disclaimer: A client-facing reminder that an estimate is an estimate and may be different than their actual bill. This appears on all estimates you send/give to clients.
SMS Number: This is the number your clients will receive text notifications from. Once you pick this number, you aren't able to change it.
Each notification can be sent via email or text.
Send Appointment Notifications: Sends automated appointment reminders to clients. These are triggered by scheduled appointments.
Send Appointment Notifications: Also sends reminders to clients to make appointments. These are triggered by products.
Notification Setting Defaults When Creating a Client: These set communication preference defaults when you're creating a new client (see below)
(from the Create Client section)
Shepherd uses American Animal Hospital Association (AAHA) codes as standard. However if you want to add in the American Association of Equine Practitioners (AAEP) and/or the Small Animal Specialty (SAS) codes, you can activate those here.
Other Clinic Settings
Locations are any part of your practice where patients may be. They can be exam rooms, waiting areas, boarding areas, and places around your clinic (like 'On a Walk').
To add a new location, click the ‘Add New’ button over to the right. You can also edit an existing location (by clicking the pencil icon), or archive it (by clicking the box icon).
A referral source is anything that sends business your way. It can be an existing client, a digital campaign you’re running or a search engine result. They’re a great way to track where new business is coming from and which people are telling others about your practice.
They're also super easy to make. You only need a name, but can add a description if you want some more detail.
You’ll add a referral source when you create a client (or are editing an existing client).
You can give a client a discount for any reason you want. All you need to do to make them is give them a descriptive name (‘Employee,’ ‘Teacher,’ etc.) and an amount. Adding a discount is done through creating/editing a client.
Tip: You’re able to control which items are discountable in the ‘Products’ section of admin.
If you’re using Banquet, our integrated payment solutions partner, this is where you’ll put in the Source Key and the PIN provided by your customer success associate.