Boarding setup

Setup the following components and defaults to customize the boarding and grooming module to best manage your boarding patients and charges. 

Boarding invoice items

Invoice items can be linked to both cage and reservation types. This helps automate boarding fee calculations when scheduling reservations and when capturing at time of reservation check out.  

Types of boarding items: 

• Boarding fees based on kennel space or weight. See tip below.
• Shared space fees, if applicable.
• Related boarding services for feeding, medications, exercise and other types. 

Tip: If boarding charges are based on the pets weight, create an invoice item called ‘Boarding day counter’ to calculate the days of boarding. See Additional information for more details.

Reservation types

Reservation types define the following:

• Booking method: Hotel or daycare.
• Documents to print.
• Feeding, exercise, medication and other services included with boarding.
• How often to charge for additional services with boarding.
  Example: The hospital charges an additional fee each time the pool is used by the pet.

The Items associated with the reservation type are:

• Transferred to the boarding instructions for the reservation.
• Printed on the boarding reports.
• Sent to the Patient Visit List when a reservation is checked out.

Navigate to Activities > Boarding > Reservation Types. 

Add new reservation type

1. Click New.  
2. Enter a description for the reservation type, up to 40 alphanumerical characters and spaces. 
   Examples: Basic boarding, boarding plus, boarding with one on one time, daycare with medications.
3. Select option for Number of times to charge for cage: 
   • Once per visit: The client is charged one fee for each boarding pet, regardless how long each pet stays. 
   • Once each hour: The client is charged for every hour a pet stays at the boarding facility. 
   • Once each day: The client is charged for each day a pet stays at the boarding facility, even if the boarding unit is occupied for only part of a day. 
   • Once each time it passes the cutoff time: Indicate the cut off time. The client is charged only after the specified cutoff time has passed.
     • It is recommended that the cutoff time be set to a minimum of one hour after the closing time listed in the Appointment Scheduler’s practice hours.
     • This helps to avoid charging the client for one extra day if the client is a little late picking up the pet, or if staff is busy with patient checkouts at closing time.
   •  Examples: 
     • If Once each day is selected and the pet occupies the cage from 5:00 P.M. Wednesday to 10:00 A.M. Thursday, the client would be charged for two full days.
     • If Once each time it passes the cutoff time is selected with a cutoff time of 6pm, and the pet occupies the cage from 5:00 P.M. Wednesday to 10:00 A.M. Thursday, the client would be charged for one day. 
4. Select Hotel Style or Daycare Style for the booking method. 
   • Hotel style means the pet will stay for at least one overnight. 
   • Daycare style means the pet will arrive and leave that same day. 
5. Select any of the following document preferences as needed: 
   • Click Print check-in report to automatically print a boarding check-in report when patients are checked-in.
     Note: the boarding check in report is hard coded and not customizable.
     
      
   • Click Print first document then enter the document ID or press F2 to search and select the document from the Document Template List. Indicate if only one document is needed per client by selecting the check box. If cleared, a document will print for each patient on the reservation being checked in. 
     Example: Cage card, release form, activity sheet, etc.
   • Continue with Print second document and Print third document, as needed.
6. Select Charge Items based on frequency to charge for each time an invoice item or service associated with the reservation is provided.
   Example: If the exercise instructions for a reservation type indicate that the pet should receive play time twice a day at $10.00 per service, charges for exercising the pet for one day would be $20.00.  
   Note: If you have set your reservation type to charge once each hour, the instruction quantity will remain one. 
7. Add invoice items to associate with the Reservation Type. 
   • Select the item Type from the drop-down list: Feeding, Exercise, Medication or Other. These designations are also tied to boarding list reports.
      
   • Enter the Item ID or press F2 to search and select from the Invoice Item List.
   • Select the Frequency: Once, Daily, Daily AM, Daily PM, Twice a day, Three times a day or Every other day. This can be changed at time of making or checking in reservation. 
   • Enter the appropriate billing Staff ID or press F2 to search and select from the Staff List. This will be used when transferring boarding charges to the Patient Visit List. 
   • To remove an item, click within the row and press Ctrl + D. 
8. Click OK. 
9. Repeat steps as needed for additional reservation types.    

Modify existing reservation types

1. Select the reservation type in the list.
2. Click Update. 
3. Modify any of the following: 
   • Description of up to 40 alphanumerical characters and spaces. 
   • Charge method.
   • Booking method.
   • Document preferences. 
   • Instruction items and frequencies.
   • To remove an item, click within the row and press Ctrl + D. 
4. Click OK. 

Notes:  

• Existing reservations (scheduled, checked in) will display the modified reservation description.  
• Changes to the charge method, booking style, and items on the reservation type will apply to new reservations only. 
• Existing reservations should be reviewed at the time of check out for accuracy, in case any changes were made to the reservation type’s charge method and booking style. 

Delete a reservation type

1. Select the reservation type in the list.
2. Click Delete .
3. Click Yes or No to confirm. 
   • If the reservation type was used, a message will display. Click OK.
     
   • Modify the reservation type description to start with Z or add Do not Use. Adding Z to the beginning will move it to the bottom of the list, as the list is displayed alphabetically.

Cage types

Cage types define the type and number of boarding units available in the boarding facility. You can also link invoice items to the cage type for billing, order cages and assign cage numbers. 

Navigate to Activities > Boarding > Cage Types. 

Add a new cage type

1. Click New.
2. Enter a description for the cage type, up to 40 alphanumerical characters and spaces.
3. Specify how many are available in the Nbr of cages field.
   • If you use a room or play area instead of a cage for day care or training, enter the number of pets you will accept in the room or play area.
4. Specify how many overbooks can be made in the Nbr of overbooks field.
5. Select Hotel Style or Daycare Style for the booking method.
   • Hotel style means the pet will stay for at least one overnight.
   • Daycare style means the pet will arrive and leave that same day.
6. Enter an item ID in the Primary item ID and Multiple item ID fields to use for the boarding charge. These charges will automatically be included in the reservation.
   • You can also use a ‘Boarding day counter’ item when boarding charges are based on patient weight. This item will calculate the number of days to charge for when the actual charge is added to the boarding items. See Additional information for more details.
   • The boarding defaults also determine how primary and multiple items are applied when pets are sharing cages. If sharing cages is not used, leave the Multiple item ID field blank.
     Example: Depending on the default settings, here are some scenarios that could occur:
     • The primary designated pet on the reservation is charged the primary invoice item. Any additional pets sharing the cage are charged the multiple item ID charge
     • All pets on the reservation sharing the same cage are charged the multiple item ID charge.
7. If your practice is using the assign cage numbers default setting, click Show Cages. Number and name the cages, and set the order in which cages should be occupied. when scheduling and checking in a reservation.
   • Cage Description: Enter the cage name/ number and press Tab. If this is an initial setup, you are prompted to name the remaining cages, except overbooks, in the same format.
     • Example: If the first cage is 1, the rest of them will be numbered accordingly.
     • Click Yes or No.
       
   • Move the cage numbers up or down by clicking the onscreen arrow buttons, until cages are listed in the order you want them occupied.
   • Click Hide Cages to no longer view the cage list.
     

Modify an existing cage type

1. Select the cage type in the list.
2. Click Update.
3. Modify any of the following:
   • Description, up to 40 alphanumerical characters and spaces.
   • Nbr of cages.
   • Nbr of overbooks allowed.
   • Booking method.
   • Primary item ID.
   • Multiple item ID.
4. Click Ok.

Delete a cage type

1. Select the cage type in the list.
2. Click Delete.
3. Click Yes or No to confirm.
4. If the cage type was used, a message will display. Click OK.
   
   • Modify the cage type description to start with Z or add Do not Use. Adding Z to the beginning will move it to the bottom of the list, as the list is displayed alphabetically.

Block reservations for cages

Block a cage to keep reservations from being made while it is being cleaned or repaired. Blocking a cage will reduce the number of available cages during the time that the cage is blocked. If using assign cage numbers, specific cages can be blocked. Blocking cages does not include overbooks.

Navigate to Activities > Boarding > Block Cages.

1. The Block Cages List window displays. Do one of the following:
   • Click New to add a new block.
   • Select an existing record and click Update.
   • Select an existing record and click Delete. Click Yes or No to confirm.
2. If this is a new block, select the Cage type from the drop down.
3. If Assign cage numbers is selected in Boarding defaults, the Cage # field will be active. If not selected, go to the next step, of adding notes.
   • Press F2 in the field to display the Reservation Book.
     • In the Reservation Book, click the cage that you want to block and click Select.
     • In the Beginning field, enter the date or press F2 to select a date to start blocking reservations. A specific time can also be added.
     • In the Ending field, enter the date or press F2 to select a date to stop blocking reservations. A specific time can also be added.
4. Enter any notes in the Notes field.
5. Click OK.
6. Repeat as needed for each cage to be blocked.

Boarding defaults and holidays

Navigate to Controls > Defaults > Practice and Workstation > Boarding.  

Set up boarding defaults

General area  

Set the following defaults as needed for your practice.

• Reservation type: Select a default reservation type to use for making boarding reservations. You can also choose <None>. 
• Staff ID: Specify the default billing staff ID for boarding services be entering the staff ID or pressing F2 to search and select from the Staff List.  
• Click Assign cage numbers to assign a specific cage when making or checking in reservations. If selected, you cannot check-in a reservation without first assigning a cage number. 
  • Cage types and numbers of available cages must be set up first, if using this option.
  • If you select this option and pets are already checked-in for boarding, a list of the checked-in pets displays and prompt you to enter valid cage numbers. You must manually enter the cage name/number as its setup under cage type settings There is no F2 lookup available. See Additional information for tips.
     
  • Once entered, you are prompted to clear any cage assignments from scheduled reservations. Click Yes or No. 
• Hotel Style check-in time: Specify the default check-in time when making hotel style boarding reservations.  
• Hotel Style check-out time: Specify the default check-out time when making hotel style boarding reservations.  
• Daycare Style check-in time field: Specify the default check-in time when making daycare style boarding reservations. 
• Daycare Style check-out time: Specify the default check-out time when making daycare style boarding reservations. 

Notes:

• Hotel style reservations are reservations that are made for more than one day. 
• Daycare style reservations are reservations with check-in and check-out occurring on the same date. 

How to bill for multiple pets 

Select one of the following fee options.

• Use primary fee for first pet if: 
  • None of your cages are shared. 
  • Cages are shared, but you only want to charge one fee for the cage and not a separate fee for each pet sharing the cage.
    Example: If this option is selected and the cage is shared, the same price is charged for cage occupancy whether one pet or three pets occupy the cage. 
• Use primary fee for first, multiple fee for all others, if cages are shared and you want to charge a separate fee for the first pet and a different fee for additional pets sharing the cage. 
• Use multiple fee for each pet, if cages are shared and you want to charge the same fee for each pet occupying the cage.  

Tip: You can automatically link an invoice item with the fee to charge for cage occupancy, or use a boarding counter item. Each time a reservation is made for a cage, the invoice item and its price is automatically included on the reservation. If necessary, this invoice item and price can be changed. 

Round down reservation hourly charge  

This default is only for reservation types set up to charge once per hour.

Select the time increment that you want to round down to. Choices are 15, 30 or 60 minutes. Charges are calculated based on 15, 30 or 60-minute increments. Rounding down means the increment is not charged until the full increment has passed.
Example: A pet is checked in at 1:00 p.m. and checked out at 5:48 p.m. (4.8 hours).

• When rounding to 15 minutes, charges will be calculated for 4.75 hours. 
• When rounding to 30 minutes, charges will be calculated for 4.5 hours. 
• When rounding to 60 minutes, charges will be calculated for 4 hours. 

Grooming appointment   

• Staff classification: Select the default staff classification to use for making grooming appointments. 
• Reason for visit: Select the default reason for visit to use for making grooming appointments.
• Check rooms to use for grooming: Select the check box in the Use For Grooming column for each room you will use for grooming appointments. These rooms will be used when searching for available grooming appointments.

Click Apply to save your changes and continue setting defaults or click OK to save your changes and close the window. 

Set up boarding holiday defaults

Set up boarding facility holidays to allow or avoid scheduling boarding check-ins/outs on holidays, based on if staff is available or not to do so.

Navigate Controls > Defaults > Practice and Workstation > Boarding > Holidays – Boarding.

1. Specify the date of the holiday, or press F2 to use the calendar. Press Tab.
2. Enter a description of the holiday.
3. Indicate the boarding facility’s availability for check-in/out on a holiday. Click No in the Open column, to change the No to Yes.
   • If No is selected, scheduling boarding check-ins/outs on holidays will not be permitted.
   • If Yes is selected, enter the boarding facility Start and Close times, if they are different from the practice hours for that date.
   • The standard office hours for the specified date (from the Appointment Scheduler), display in the Start and Close columns.
4. Repeat for each holiday.
   Tip: Set up several years in advance and set a calendar reminder to update the list, when needed.
5. To remove a holiday from the list, select a field in the holiday line that you want to delete and press Ctrl +D.
6. Click Apply to save your changes and continue setting defaults or click OK to save your changes and close the window.

Additional information