This area controls scheduling, appointment types, clinic hours, compliance settings, prescribing rules, pricing, billing, inventory, pharmacy workflows, messaging, voice AI, model behavior, integrations, and printer setup.

Use this guide when setting up a new clinic or reviewing an existing configuration.

1. Profile

The Profile section stores the clinic’s basic identity and contact information.

Enter or review:

• Clinic name

• Phone number

• Address

• Website

• About / notes section

This information may be used across client communication, internal workflows, estimates, invoices, discharge documents, and public-facing clinic pages.

2. Scheduling

The Scheduling section controls the clinic calendar and visit flow.

Use this area to configure scheduling behavior, including:

• Timezone

• Clinic hours

• Room management

• Appointment types

• Online booking rules

• Visit availability

These settings determine how appointments are created, displayed, booked, and managed inside PawthosX One.

3. Clinic Hours

Use Clinic Hours to set the default operating hours for each day of the week.

These hours help control:

• Calendar availability

• Online booking windows

• Visit timing

• Room and staff planning

• Scheduling guardrails

After making updates, select Save Hours.

4. Appointment Types

Appointment Types define the different kinds of visits your clinic offers.

Examples include:

• Wellness exam

• Sick visit

• Urgent care

• Surgery

• Dental procedure

• Technician visit

• Emergency

• Farm / field visit

Each appointment type can include its own color, duration, buffer time, workflow, location availability, and online booking behavior.

5. Edit or Create an Appointment Type

To edit an appointment type, select the edit icon beside the appointment type.

To create a new appointment type, select Add Type.

Appointment types control the structure of a visit, including how long the appointment should take, what workflow should open, whether it can be booked online, and which services should appear by default.

6. Set Up Your Appointment

When creating or editing an appointment type, complete the appointment details.

Configure:

• Name

• Description

• Duration

• Buffer before appointment

• Buffer after appointment

• Color

• Sort order

• Default workflow

• Default duration

• Surgery room requirement, if needed

This helps PawthosX One understand how the appointment should behave on the schedule.

7. Set Appointment Rules and Locations

Configure any additional appointment rules.

These may include:

• Whether the appointment requires surgery room time

• Whether it should support litter, herd, or group visits

• Whether compassionate / end-of-life handling should apply

• Which clinic locations can offer the appointment type

Use Available Locations to control where the appointment can be scheduled.

8. Set Up a Custom Journey Map

The Journey Map defines the expected visit flow for an appointment type.

Typical journey stages may include:

• Patient arrival

• Physical exam

• Diagnostics

• Treatment

• Discharge

This helps standardize how the team moves through common visit types.

9. Add Default Services

Default Services are services that automatically populate for a specific appointment type.

Examples may include:

• Wellness exams

• Vaccines

• Lab panels

• Diagnostic tests

• Procedure fees

• Medical waste fees

• Wellness packages

Use this section to reduce repetitive charge entry and improve consistency.

10. Online Booking

Online Booking settings control how clients can schedule appointments.

Configure:

• Whether the appointment type is available online

• Default appointment duration

• Maximum advance booking window

• Minimum notice before appointment

• Maximum calendar visibility

These settings help prevent clients from booking appointments too soon, too far out, or into slots that should remain staff-controlled.

11. Species & Breeds

The Species & Breeds section manages species categories used throughout the system.

These categories may include:

• Dog

• Cat

• Bird

• Rabbit

• Reptile

• Small mammal / rodent

• Other

Species settings support records, appointment rules, vaccines, reminders, compliance tracking, and clinical workflows.

12. Lab Panels

The Lab Panels section is where clinic lab panels are configured.

Each panel may include:

• Code

• Name

• Test type

• Description

Lab panels can be used in estimates, visit workflows, treatment plans, diagnostics, and default appointment services.

13. Vaccine Types

The Vaccine Types section controls the vaccines used for reminders, compliance, patient records, and appointment workflows.

Use this area to review existing vaccines and confirm that core vaccines, non-core vaccines, species, durations, and thresholds are accurate.

14. Create Core and Vaccine Types

Select Add Vaccine Type to create a new vaccine.

Common examples include:

• Rabies

• DHPP / DA2PP

• Bordetella

• Leptospirosis

• Lyme

• FVRCP

• FeLV

Each vaccine can be marked as core or non-core.

15. Edit a Vaccine

To edit a vaccine, select the edit icon beside the vaccine type.

You can update:

• Name

• Code

• Species

• Duration

• Reminder thresholds

• Core status

• Active status

• Display order

Keep this section accurate so compliance tracking and reminders work correctly.

16. Enter Vaccine Details

When adding or editing a vaccine, enter the required vaccine information.

Fields may include:

• Name

• Code

• Description

• Species

• Duration

• Thresholds

• Core toggle

• Active toggle

• Display order

Thresholds help determine when reminders begin and when vaccines appear as due or overdue.

17. Compliance

The Compliance section controls care compliance tracking.

This includes vaccine compliance, recurring care requirements, and other clinic-defined standards.

Compliance settings help PawthosX One determine whether a patient is current, due soon, overdue, or missing recommended care.

18. CMA Compliance

The CMA Compliance section supports UK transparency requirements.

Settings may include:

• Public pricing page

• Prescription transparency

• Estimate before treatment requirements

• Ownership disclosure

• Public-facing clinic identity

These settings are especially important for UK clinics using PawthosX One.

19. Clinic Identity

Clinic Identity controls how ownership and clinic information appear publicly.

Configure:

• Ownership type

• Parent organization

• Public-facing clinic name

• Disclosure details

This information may appear on public pricing pages, estimate headers, invoices, and discharge document footers.

20. Prescribing Rules

The Prescribing Rules section controls prescription-related requirements.

This may include:

• Prescription transparency language

• Controlled substance rules

• Antimicrobial stewardship warnings

• Refill restrictions

• Pharmacy routing behavior

• Required prescription disclosures

Use this section to align system behavior with clinic policy and local regulation.

21. Knowledge Base

The Knowledge Base stores clinic-specific guidance used by PawthosX One.

This can include:

• Treatment protocols

• Clinical preferences

• SOPs

• Discharge guidance

• Internal policies

• Client education standards

• Reference documents

The Knowledge Base helps AI and team workflows stay aligned with how the clinic actually practices medicine.

22. Adding Knowledge

Select Add Document or the relevant add option to create a new knowledge item.

Enter:

• Title

• Type

• Diagnosis tags, if applicable

• Content

• Published status

Only published knowledge should be used in client-facing or workflow-supported insights.

23. Add Documents to Knowledge

Use this section to add documents such as:

• CKD protocols

• Dental protocols

• Vaccine protocols

• Surgery SOPs

• Anesthesia guidelines

• Discharge templates

• Client education documents

Add clear titles and tags so documents are easy to find and apply.

24. Transparency Page

The Transparency Page controls public-facing clinic information.

This may include:

• Pricing information

• Ownership disclosure

• Prescription policies

• Estimate policies

• Public service listings

For clinics in markets with transparency expectations or requirements, this page helps keep required information accessible.

25. Price Lists

The Price List section controls services and prices shown on the public pricing page.

Configure:

• Display name

• Category

• Customer-facing description

• Pricing or pricing range

• Display order

Use drag-and-drop ordering where available to control how items appear publicly.

26. Client Feedback / NPS

The Client Feedback section controls post-visit feedback collection.

Configure:

• Whether NPS surveys send after visits

• Google Place ID

• Review routing behavior

• Survey timing

• Follow-up logic

This helps collect structured feedback and encourage public reviews when appropriate.

27. Workflow Steps

Workflow Steps define the internal visit flow.

Common workflow steps may include:

• Recording

• Transcript

• Exam

• Diagnostics

• Treatment

• Estimate

• Discharge

• Checkout

Workflow steps help PawthosX One understand what should happen during each type of appointment.

28. Add Gates to the Workflow

Workflow gates create requirements before a visit can move forward.

Examples include:

• Recording required

• Transcript required

• Estimate required

• Treatment plan approval required

• Discharge documentation required

• Payment or checkout requirement

Gates help prevent missed steps and incomplete visits.

29. Pricing & Billing

The Pricing & Billing section controls financial configuration.

Use this area to configure:

• Tax settings

• Quick-add fees

• Operating expenses

• Discount codes

• Group codes and kits

• Price rules

• Payment types

• Accounting integration settings

This section shapes how invoices, estimates, payments, and pricing logic behave.

30. Tax Configurations

Use Tax Configurations to set tax rules for the clinic.

Configure tax rates for:

• Services

• Goods

• Prescriptions

• Combined tax rate

Tax settings are used when generating invoices, estimates, and payment totals.

31. Quick-Add Fees

Quick-Add Fees allow the team to quickly add common services at checkout or during a visit.

Examples may include:

• Wellness exam

• Urgent care exam

• Rabies vaccine

• RVT / LVT assistance fee

• Common medical waste or procedure fees

These buttons reduce repetitive searching and speed up invoicing.

32. Operating Expense

The Operating Expense section allows clinics to track recurring expenses.

Examples include:

• Rent

• Software subscriptions

• Utilities

• Vendor fees

• Equipment leases

• Insurance

• Other recurring overhead

This supports financial visibility and business reporting.

33. Discount Code Management

Use Discount Code Management to create and manage discounts.

Configure:

• Code

• Name

• Discount value

• Scope

• Valid from date

• Valid to date

• Minimum order amount

• Maximum discount amount

Discounts can be scoped to specific use cases, such as rescue organizations, wellness plans, promotions, or internal adjustments.

34. Group Codes & Kits

Group Codes and Kits allow clinics to bundle services, products, and medications.

Examples include:

• Puppy wellness kit

• Dental kit

• Surgery kit

• Wellness plan bundle

• Test kit

• Rescue intake bundle

This makes invoicing faster and keeps common care packages consistent.

35. Price Rules

Price Rules allow conditional pricing based on clinic-defined logic.

Rules may be based on:

• Tags

• Species

• Weight

• Quantity

• Service category

• Product group

• Specific item behavior

Use price rules carefully. This is the tiny goblin engine that can save time or cause chaos if configured lazily.

36. Mark as Paid Types

Use Mark as Paid Types to define payment methods that close an invoice without standard card processing.

Examples may include:

• Insurance

• CareCredit

• Cash

• Check

• External financing

• House account

• Write-off

• Other clinic-approved payment methods

These options should match the clinic’s real payment workflows.

37. Inventory & Pharmacy Settings

The Inventory & Pharmacy section controls inventory, vendors, storage, pharmacy settings, RX governance, and count behavior.

Use this section to configure:

• Vendors

• Storage locations

• Fulfillment methods

• Pharmacy relationships

• Inventory reports

• Controlled substance controls

38. Storage Locations

Storage Locations define where inventory physically lives.

Examples include:

• Pharmacy

• Controlled drug safe

• Treatment area

• Exam room

• Vehicle

• Mobile unit

• Off-site storage

Accurate storage locations improve inventory tracking and reduce stock confusion.

39. RX Governance & Pharmacies

RX Governance controls prescription fulfillment methods and pharmacy rules.

Configure fulfillment methods such as:

• In-house pickup

• Same-day delivery

• Online pharmacy

• Refill partner

Use this section to manage how prescriptions are routed and fulfilled.

40. Reports & Counts

The Reports & Counts section manages inventory reporting and counting.

Configure:

• Automated counts

• Count frequency

• Inventory valuation reports

• Slow-moving inventory reports

• Controlled substance reporting

• Cycle count behavior

This supports inventory accuracy and financial control.

41. Messaging Settings

Messaging Settings control clinic communication behavior.

Use this section to configure:

• SMS settings

• Consent language

• Email behavior

• Client communication defaults

• Notification routing

These settings affect how the clinic communicates with clients from inside PawthosX One.

42. SMS Consent

The SMS Consent section supports 10DLC compliance and text messaging consent.

Configure:

• Brand name

• Use case

• Consent language

• Consent preview

• HELP language

• STOP / opt-out behavior

The consent language should clearly explain what messages clients may receive.

43. Email Within ClinicOS / PawthosX One

The Email section allows clinics to enable inbound and outbound email behavior.

Configure:

• Inbound email

• Email username

• Clinic email address

• Default email footer

The footer may appear on outgoing client emails.

44. Phones & Voice AI Settings

Phones & Voice AI Settings control phone routing, SMS behavior, and AI-assisted phone handling.

Configure:

• Phone number formatting

• SMS consent

• Voice AI settings

• Call routing behavior

• AI escalation rules

These settings help PawthosX One manage phone and message workflows.

45. Phone Numbers

The Phone Numbers section shows active clinic numbers.

Phone numbers may be used for:

• Receiving calls

• Sending SMS

• Receiving SMS

• Voice AI routing

• Softphone setup

The number must be assigned correctly before calling and messaging workflows can function.

46. Clinic Context for AI

Clinic Context gives AI the basic information it needs to answer clinic-specific questions.

Enter:

• Custom greeting

• Clinic name

• Clinic address

• Clinic phone number

• Species seen

• Hours

• Services offered

• Emergency rules

• Important clinic policies

This information helps AI respond in a way that matches the clinic’s actual operations.

47. AI & Interactions

The AI & Interactions section controls how AI behaves inside the clinic environment.

Use this area to configure:

• Voice AI availability

• Common request handling

• Escalation behavior

• AI permissions

• Safety boundaries

• Client interaction rules

This determines what AI can handle independently and when it should hand off to a human team member.

48. AI & Integrations: Select Models

The AI & Integrations Hub allows clinics to select which AI models power different system features.

Model configuration may apply to:

• Chronicle

• Assistant

• VIP / provider tools

• SOAP notes

• Document generation

• Discharge documents

Choose model settings based on the desired balance of speed, cost, and intelligence.

49. B.O.N.D. AI Controls

B.O.N.D. controls client-facing AI conversation behavior.

Configure:

• Welcome message

• Intake handling

• Scheduling

• Medication requests

• Food and nutrition requests

• Triage behavior

• Emergency safety handling

• Conversation limits

• AI model

These controls help B.O.N.D. know when to help, when to escalate, and when to stop.

50. HomeAgain Microchip

The HomeAgain Microchip section configures HomeAgain microchip enrollment.

Enter:

• Clinic account number

• Vendor clinic ID, if applicable

• Connection settings

Once connected, the clinic can support microchip enrollment workflows.

51. Printers

The Printers section controls printing behavior.

Configure printers for:

• Prescription labels

• Cage cards

• Invoices

• Discharge documents

• SOAP notes

• Client documents

• Other clinic print needs

Printer setup should be completed before go-live so front desk, treatment, and pharmacy workflows do not bottleneck.

Final Setup Check

Before going live, confirm the following areas are complete:

• Clinic profile and contact information

• Scheduling, hours, rooms, and appointment types

• Vaccines, compliance, and prescribing rules

• Pricing, tax, discounts, and payment types

• Inventory, pharmacy, storage locations, and reports

• SMS, email, phones, and Voice AI

• AI model settings and B.O.N.D. controls

• HomeAgain, integrations, and printers

Once these settings are configured, PawthosX One has the operational foundation it needs to support scheduling, client communication, clinical workflows, billing, inventory, AI assistance, and day-to-day clinic operations.

See this step by step guide below.