Before you start
This article is for practices using Avimark. If you use Cornerstone or Impromed, see those guides instead.
We set the integration up with you. It involves installing a small piece of software on the computer that hosts your Avimark database, and our technical support team runs that with you, so you're never doing it alone. There's nothing for you to download or configure by yourself.
What we need from you is two things, and occasionally a third.
Someone who can get onto your Avimark server when we arrange the session.
A screenshot of your Avimark schedule.
If Avimark is installed somewhere other than the default folder, the full path.
⚠️ It has to be the server, not a workstation. The software lives on the computer that hosts your Avimark database, so whoever has access to that machine needs to be available for a short session. If you aren't sure which computer it is, your office manager or whoever looks after your IT will know. Lining that person up early is the single thing that speeds this up.
Step 1: Tell us you're ready, and who to work with
Message us on chat or email [email protected] and say you're ready to start your Avimark integration.
Tell us who looks after your server. If that's an outside IT provider, give us their name and contact details, because we'll usually need them on the call.
We'll come back with a time to run the install together. It normally takes well under an hour.
Step 2: Send us your schedule
In Avimark, open your schedule view for a normal working day.
Screenshot the whole window so the column headings are visible. Those column names are what we use to map your clinicians.
Reply to any email from us and attach it.
If Avimark is installed somewhere other than the default folder, send the full path to the program file as well, for example C:\AVImark\Avimark\AVImark.exe. If you don't know it, whoever installed Avimark will. This one detail causes most of the delays we see.
Step 3: What happens next
On the session we run the installer and confirm it can see your database. After that we configure the connection and map your clinicians on our side, which usually takes one to two business days. Appointments typically begin appearing about 24 hours after the install, so don't worry if nothing shows up straight away.
We'll tell you when it's live. You can start recording visits before then if you want to; notes recorded early can still be exported once the connection is up.
Step 4: Check that appointments are syncing
Log in at app.gohappydoc.com.
Look at today's date.
Appointments from Avimark show a circle arrow icon next to the patient name.
If you see the circle arrow, the connection is working. Anything without it was added in HappyDoc by hand. This is the quickest way to check the integration at any point in the future.
If a clinician is missing entirely while everyone else is fine, that's the column mapping and it's a quick fix on our side. Tell us which one.
Step 5: Appointments booked today
Check the date, and set the doctor dropdown to All Doctors.
Press the sync button in HappyDoc.
Wait about 30 seconds, then refresh.
Keeping it working
Check new patients in before you record. This one is specific to Avimark. If an appointment is booked for a patient who hasn't been checked in, it can come across without a patient record attached, showing as a blank or zero patient ID, and it won't export. Checking the patient in, or linking them to their client record, prevents it. Walk-ins are the common case.
Tell us before you change or move your Avimark server. Replacing, migrating, renaming or a major Avimark upgrade will all break the connection and the installer has to be run again.
Tell us when a clinician joins, so we can map them before their first day.
Exporting a note into Avimark
Open a synced appointment with a generated document.
Click Export in the icon bar at the top.
In Avimark, open that patient. The note will be a new row in the Medical History.
If there's no Export button, one of these four is missing:
Export is enabled for your account.
The visit came from Avimark, or has a matching patient ID. Check for the circle arrow.
The clinician on the visit is mapped. We do this.
The document type has an export template linked to it.
The second is the most common, and on Avimark it's usually the check-in issue above.
Known limitations
Export handles one patient at a time. For appointments with more than one pet, see the multi-pet guide.
The exported record carries the date it was sent, not the date of the exam, and that can't be changed afterwards. We can include the visit date in the note title instead. Tell us and we'll switch it on.
Troubleshooting / FAQs
Q: Can we do the setup ourselves?
A: We run the install with you, so there's nothing for you to download. Tell us you're ready and we'll arrange a time.
Q: Does it have to be the server?
A: Yes. The software has to sit on the computer hosting your Avimark database. Anywhere else will appear to work and then nothing will sync.
Q: Do we need our IT provider on the call?
A: If they're the only people with access to that machine, yes. Tell us early and we'll arrange a time that suits them.
Q: A new patient's visit has a blank patient and won't export.
A: They haven't been checked in yet. Check them in or link them to their client record and the visit updates on the next sync. If you've already recorded, don't re-record. Send us the patient name and visit time.
Q: No appointments at all are coming through today.
A: An entirely empty day usually means the connection to your server has dropped. Check the server is on and whether anything changed recently, then tell us.
Q: We replaced our server and now nothing works.
A: Expected. The installer needs to run again on the new machine. Tell us and we'll set up a time to run it with you.
💬 Need a hand? Chat with us in the app (bottom right corner) or email [email protected]. We're always happy to help.
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