Create A New Client, Co-Owner, and Authorized Agent

Congrats on adding a new client! 🥳

Hopefully that means your practice is growing and your reputation for quality animal care is becoming well established in your community.

To add a new client:

  1. Click 'Clients/Patients' on the left side of the screen

  2. Click the 'Add New Client' button in the upper right corner of the screen. This will take you to the client creation screen.

See our walkthrough for creating a client.

Adding Client Information

Since there are a few fields for creating a client, we'll break them down so you'll know exactly what they do:

  • First/Last Name: The client's first and last name

  • Email: The best email to contact the client

  • Phone: The best phone number to contact the client

  • Phone Type: Denotes which kind of phone number this is (i.e. 'Cell' or 'Work.')

  • Add Another Phone: An alternate phone number to try in case the client can't be reached on the first number

  • Email Notification On: Enables this client to receive automatic appointment reminders over email (this defaults to 'on.')

  • SMS Notification On: Enables this client to receive automatic appointment reminders over text (this defaults to 'on.')

  • Address information: The client's physical address

  • Alert: a notification about the client that surfaces on the front end. Useful for warnings ('Don't accept their checks') or other information ('Pronounced 'Keer-stin')

This is what a client alert looks like when you hover over the 'i' on the dashboard.

  • Referral Source: how the client heard about your practice (these are created in the 'Clinic Settings' of Admin)

  • Client Discount: any discounts that apply to this client (these are created in the 'Clinic Settings' of Admin)

  • Additional Text: any other relevant information about the client (like why you don't accept checks from them)

Once you've added all the information you need, click the 'Save' button at the bottom of the screen. Or, if you want to add a co-owner or authorized agent, you can add those before saving.

Adding a Co-Owner

If this client owns the animal with another person or a group of people, you can add a co-owner by clicking the 'Add Co-Owner' button at the bottom of the client creation screen (or the edit client information screen if the client's already been created).

When you add a co-owner, you'll need to provide their:

  • First name

  • Last name

  • Email

  • Phone (optional)

Once you've added all the information you need, click the 'Save' button at the bottom of the screen. Or, if you want to add an authorized agent, you can add that before saving.

Adding an Authorized Agent

Authorized agents are parties that don't own the patient, but are trusted with specific duties and tasks in caring for the patient. They should be added by the client and not add themselves.

To add an authorized agent, click the 'Add Authorized Agent' button at the bottom of the client creation screen (or the edit client information screen if the client's already been created).

When you add an authorized agent, you'll need to fill in:

  • First name

  • Last name

  • Role (i.e. 'Owner's Sister)

  • Phone number

  • Approval Note: specifies what the authorized agent is permitted to do by the client

Once you've added all the information you need, click the 'Save' button at the bottom of the screen.

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