What you will learn in this course
Setting up your practice details: In Settings, fill in your practice name, location, phone number and time zone, and upload your logo (we recommend at least 300 x 150 pixels). You can reset your password under Login & Security.
Choosing your default view: Pick List or Calendar so HappyDoc opens the same way for everyone at the practice.
Client communications email: Add and verify the address your practice sends client emails from, and choose whether to CC it.
Managing your doctors: Check your doctors are listed, set how their names appear, and put them in the order you like with the Move up and Move down arrows.
Before you start
This article is for the practice owner or manager setting HappyDoc up for the first time. Allow about thirty minutes, once, on a computer in Chrome, before your first real visit. To open Settings, click the Account menu at the top right and choose Settings.
Step 1: Fill in your practice details
Click General on the left.
Fill in your practice name, location, phone number and time zone.
Upload your practice logo.
Click Organization on the left and set Default View to List or Calendar. This applies to everyone at the practice.
Step 2: Check your doctors and rooms
The doctors list is who a visit can be assigned to, and whose name signs the finished document. It's separate from who can sign in.
Click Schedule on the left and stay on the Staff tab.
Check every clinician who sees patients is listed. Click Add Doctor for anyone missing.
Open How staff names appear at the top and pick the format you want, such as Dr. Jane Smith or Exactly as in your PIMS.
Use the Move up and Move down arrows to put doctors in the order you like.
Click the Rooms tab and click a room's Included or Excluded label to choose which rooms show on your schedule.
⚠️ If your practice system feeds us your doctor list. Names can arrive in your practice system's format, such as "Smith, Jane", and an edit you make here can be replaced the next time we sync. Use How staff names appear first. If one name still reads oddly, tell us and we'll sort it out on our end.
Step 3: Give everyone a login
Everyone at the practice can have their own login. We recommend that over sharing one, because it keeps each document attributed to the right person.
Click Team & Access on the left.
Click Add User, type the person's email address and click Send Invite.
Set their role in the Role column.
For a tablet that several people share, go to Device access and set Mode to User PIN or User Switch, so people unlock it instead of signing in and out all day.
Team & Access needs switching on for your practice. If you see it in Settings, it's on. If you don't, message us and we'll switch it on.
Step 4: Choose your documents
Click Documents on the left.
Use the switch next to each document to turn on the ones your practice will use. HappySOAP is the best place to start.
Record one real visit, read the result, then come back and adjust.
There's no need to design the perfect template before you've recorded anything.
Step 5: Check your practice system connection
Click Integrations on the left.
Find your practice system's card. It says Pulls appointments, and Writes documents if notes go back into it.
Click Visits at the top and check today's appointments are there. They show a circular arrow.
If today looks empty and shouldn't, click the sync button, wait about thirty seconds and refresh the page.
Step 6: Set up client emails, if you'll use them
Sending a visit summary to a pet owner stays off until your practice verifies a sending address, so set it up before you need it.
Click Send Emails on the left.
Add the address your practice sends client mail from and complete the verification step.
Turn on CC if you want a copy of every client email.
Add an Email Signature if you like.
Client replies go to this address, not into HappyDoc, so use an inbox somebody watches, such as your front desk.
Troubleshooting / FAQs
Q: A doctor is missing from the list.
A: If your practice system feeds us the list, they may not have come across yet. Tell us who is missing and we'll check.
Q: What's the difference between the doctors list and Team & Access?
A: The doctors list is who a visit belongs to. Team & Access is who can sign in. A doctor can be on the list without ever logging in, and a practice manager can have a login without being a doctor.
Q: A doctor shows up twice.
A: Tell us which name is the duplicate and we'll tidy it up. See Doctors and Rooms on Your Schedule 🩺 for more.
💬 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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