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Setting Up Shepherd
General Clinic Settings
Clinic Settings
Clinic Settings

Add contact information, locations, discounts, referral sources, and more in your clinic's settings.

Updated over a week ago

Your clinic’s settings contain a lot of behind-the-scenes options and are crucial for getting your clinic running smoothly with Shepherd.

To access your clinic settings, navigate to Admin -> Clinic Settings

Note: If you’re unable to see any of these sections, it’s because the user role you’re assigned doesn’t have the appropriate permissions.

Clinic Info

Here's a breakdown of all the fields in your general clinic's settings:

  • Name: your clinic name

  • Email: your clinic's general email—or the best email for clients to reach you at

    • Note: you cannot use a Yahoo or AOL email address within Shepherd due to email filtering and delivery issues

  • Phone: the best phone number for clients to call

  • Fax: your clinic's fax number

  • Website: if your clinic has a website, add that here

  • Clinic ID: the clinic ID may be collected and used when setting up certain integrations

  • Address: the physical address for your clinic

  • Time Zone: needs to be selected for reminders, as well as logging activity within Shepherd (records, invoices, etc.)

  • Currency: currently Shepherd only supports United States Dollars

  • Tax Rate: adds the appropriate tax to charges on invoices

    • The tax rate is added as a number and not a decimal (i.e. add 8.3 and not .083)

    • You can set your Tax Rate based on either the Clinic Address or Client Zip Code

      • Clinic Address: this allows a single tax rate to be calculated based on performing services at the clinic location

      • Client Zip Code: this will allow multiple tax rates to be calculated based on performing services at the client's location rather than a single clinic location

  • Temperature unit: Fahrenheit or Celsius

  • Info: displays at the bottom of printed documents, so this can be a tagline, slogan, or practical information like business hours.

Settings

In the main settings, you’re able to do a bit of fine-tuning on the backend of Shepherd.

General

  • Enable whiteboard: enables the whiteboard feature in the main menu

    • Note: even without enabling the whiteboard, you will still be able to order and schedule Txs within a SOAP

  • Enable Boarding: enables the Boarding Calendar

  • Refills Count Toward Production: select if your clinic offers commission on prescription refills

  • Enable Insurance Quotes & Claim Submissions: allow insurance quotes and claim submissions to be sent directly from Shepherd

  • Automatic Sign Out: the amount of time a user is inactive before being logged out

    • Note: individual users may be assigned different sign out periods as needed

  • Schedule Interval: the interval period shown on your clinic's appointment schedule

  • Label Size: the size of prescription and cage card labels that you will be printing

Notes & Disclaimers

  • Invoice Notes: a default note that prints on every invoice. You can use this for business announcements, payment information, etc.

  • Estimate Disclaimer: a default note that prints on every estimate. You can use this as a reminder that an estimate is an estimate and may be different than the actual bill.

  • Postcard Note: a default note printed on reminder postcards

Diagnosis Settings

Shepherd uses the American Animal Hospital Association (AAHA), American Association of Equine Practitioners (AAEP), and Small Animal Specialty (SAS) subsets from SNOMED codes. AAHA codes are enabled by default and you may opt to also include AAEP and SAS codes. We recommend having all codes enabled as some diagnoses may only be included in one subset. You can disable any duplicates or irrelevant diagnoses you do not want to be listed as options within a SOAP.

The diagnosis list is used for the problems, diagnosis, and chronic conditions within a SOAP.

Automatic Print/Email Settings

  • Rabies Certificate - On Invoice: when enabled, Shepherd will automatically print a rabies certificate when the invoice is printed at the end of a visit

  • Discharge Instructions - On Invoice: when enabled, Shepherd will automatically print any discharge instructions when the invoice is printed at the end of a visit

Body Map Settings

Shepherd provides many default body maps that are used within physical exams. You may remove any unnecessary body maps that you do not need available in your account.

Locations

Locations are anywhere a patient can be in your practice—parking spots, the lobby, boarding, surgery, or exam rooms. To add a new location, select the + Add New button. You can also edit or archive an existing location (by selecting the pencil icon).

NOTE: You can filter the dashboard by location to see all of the patients within a specific location. You can also apply multiple filters at the same time such as location and doctor.

Referral Sources

A referral source is anything that sends business your way. It can be another referring practice, a digital campaign you’re running, or a search engine result. They’re a great way to track where new business is coming from. To add a new referral source, select the + Add New button. You can also edit or archive an existing source (by selecting the pencil icon).

You can add one or more referral sources when creating or editing a client.

Client Discounts

Client discounts are applied to discountable line items and are automatically calculated on invoices. All you need to do to make them is give them a descriptive name (‘Employee,’ ‘Teacher,’ 'Military', etc.) and a discount percentage. Client discounts are applied to the client profile when creating or editing a client.

Note: You’re able to control which items are discountable under each product's settings.

Office Hours & Closures

  • Clinic Availability: the clinic's hours of operation, as well as scheduled breaks

  • Office Closures: specific days/holidays the clinic is closed

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