Facility: Pet Vaccinations

Many facility pet-care businesses require clients to keep their pets up-to-date on their vaccinations. Time To Pet can help you track vaccinations and their due dates and run vaccination reports to see what pets are missing vaccinations, which are past due, and which have upcoming due dates. Time To Pet also supports optional features that allow pet parents to upload their vaccination records and block pet parents from requesting services if their pets are past due on their required vaccinations.

Creating Vaccinations & Vaccination Settings

First, let's review how to create new vaccinations for your company and some vaccination settings. Your master list of vaccinations can be found in the "Vaccinations" tab in Client Settings.

There are two Vaccination Settings options. First is the Send Vaccination Reminder Email. When enabled, Time To Pet can send your admin team a reminder email for pet vaccinations that are past due, due, or upcoming. This can be set to Never, Daily, Weekly, or Monthly.

Next is a tool that allows your clients to manage their own vaccinations. This feature allows pet parents to upload their vaccination records via the Client App or the Client Portal.

Let's now review how to add a new vaccination to your account. To add a new vaccination, simply click the "Add Vaccination Type" button.

When creating a new Vaccination, you can choose whether that Vaccination is automatically added to new pets that are created and set as required. You can also choose whether the vaccination is added to existing pets and set it as required. If this is added to existing pets, Time To Pet will set the Vaccination due date as today.

Time To Pet will show you a list of the vaccinations you have added, and you can edit or delete any vaccinations from this section.

Adding Vaccinations To Pet Profile

After creating the vaccinations you will be tracking, let's navigate to a pet profile. This can be found in the "Pets" tab of any client profile. Each pet will have a "Vaccinations" tab below its name.

To add a new vaccination to a pet, click the "Add Vaccination" button. Time To Pet will allow you to select from the list of vaccinations you have created and set an expiration date for that vaccination.

After adding all of the vaccinations to a pet profile, you will see them in a list format with the vaccination name, the due date, and a countdown showing you how many days til that vaccine is due. Vaccines that are past due or due today will show up in red, vaccines that are due within the next 30 days will show up in orange, and vaccines that are due more than 30 days in the future will not be highlighted.

You can click the "+" symbol next to any vaccine for more details.

From here, you can change the expiration date of the vaccine or upload records (like a vaccination report from this client's vet). Time To Pet will track the complete history of this vaccine.

Vaccinations can also be added to Pet Profiles in Bulk from the Client Settings. 

Adding Records From Conversation Feed Attachment

If your client has included their vaccination records as an attachment to a message sent via their conversation feed from their client portal, Time To Pet makes it easy to save this attachment to the vaccinations section.

Time To Pet will show you a copy icon ("dog-eared" page icon) to the far right when viewing a message with an attachment in the conversation feed. This can be clicked to save this attachment.

The attachment can be saved to two separate places in Time To Pet. First, you can save this as a client document in the "Docs" section of the client profile.

You can also choose to copy the attachment directly to the pet vaccination records section. Time To Pet will ask you to choose a pet and the vaccinations that are included in the vaccination report.

After clicking the "Copy Attachment" button - Time To Pet will automatically save this as a new record associated with that vaccination.

Reviewing and Approving Vaccination Records Uploaded by Client

After your pet parents have uploaded new vaccination records, your admin team can review and approve them. There are two places you can do so. First is the Approvals → Pets section:

The second area is directly on a Client Profile:

You can click on the attachment to review the records and can then Approve or Decline the Vaccination.

Keeping Track Of Vaccinations

Time To Pet supports several notifications and reports related to vaccination records. First is the Vaccination Reminder Email report.

Vaccination Reminder Email

You can enable a daily, weekly, or monthly vaccination reminder email in Pet Settings under the "Vaccinations" tab.

Vaccination Reminder Notifications

Time To Pet will also notify you if a pet has a past due vaccination or a vaccination due within the next 30 days when viewing their client profile.

You will also see a notification when opening the Client Hub for the client:

And lastly, you will see a notification when a client has pending service requests:

Vaccination Reporting

Time To Pet provides robust vaccination reporting in the "Vaccinations" tab of the Pet List. Reports can be run to see a list of all pet vaccinations. You can filter this by expiration date and vaccination type and sort the list by each column.

You can also view reports for pets with missing vaccinations. This can also be filtered by vaccination type and sorted by column.

Deleting And Removing Vaccinations In Bulk

If a vaccine is accidentally added to all pets, it can be removed from all pet profiles in bulk. If a vaccine type is accidentally added, a vaccine type can be deleted from the list of vaccines. Please note that these actions are not reversible. 

Vaccines can be removed or deleted by navigating to the "Vaccinations" tab in Client Settings. 

To remove or delete a vaccine, click "Delete" next to that vaccine in the list. 

The following options will appear: 

Then, click directly on the option needed and click the red button to complete the option: 

FAQs

Q: Who gets the pet vaccination reminder email?

Currently, only Admin and Scheduler roles will get this email.

Q: What if my company does not require vaccinations?

Vaccination notifications are only shown if vaccinations have been created and added to a pet profile. The vaccination reminder email will only be sent if enabled in Pet Settings.

Q: Can I send vaccination reminder emails to clients?

We do not currently support automated reminders, but you can view reports for pets that have vaccinations set to expire soon and create a Saved Reply to contact these customers quickly.

Q: Can clients update vaccination records themselves?

Because vaccinations are so important and require verification of vaccine records, clients cannot update this information themselves.