Managing Immunizations Records

Overview: What are we talking about?

Immunization/Vaccination records are crucial to the health of your business, so Gingr has made it easy for you to keep accurate immunization records of each pet you care for by integrating these records into the app. In this article, you will learn how to identify expired immunization records, update records, and how to book reservations for pets with expired immunization records.

This article includes:

• Icon Display
• Making Reservations for Pets with Expired Immunizations
• Updating Immunizations
• FAQ

Helpful Hints: Before you begin.

• If the send immunization email setting is turned on on your System-Wide Settings page, customers will receive an email 30 days prior to any of their pets' required immunization records expiring.

• Important! If this setting is turned on when you turn on your Global Email setting, ALL CUSTOMERS WHOSE PETS HAVE EXPIRED RECORDS IN YOUR APP WILL BE EMAILED.

• Updating immunization records requires the can manage immunizations user permission is turned on for the user.
  
  
• If the immunization type is required, but you do not have current records for it: enter the last known expiration date or the current date and type a note to explain why. This is to be done at your own discretion.

How to: Manage Immunizations Records.

Icon Display

If a pet has expired or missing immunization records that are required for their species, their name will display in most places in the app with a red shield icon beneath it. If a pet has required immunization records that will expire within 30 days, their name will display in most places in the app with a yellow shield icon beneath it.

Immunizations that are not required will not trigger yellow or red shield icons.

 

Making Reservations for Pets with Expired Immunizations

To override an expired immunization when making a reservation, the user must have the can override immunizations user permission turned on.
 

Update by Clicking Shield Icons:

1. Click on the red or yellow shield icon, wherever it displays:
   
   
   
   
2. This will open a panel where you can update the pet's immunization records.  Entering notes is optional.
   
   
   • Red backgrounds indicate required records that are either expired or missing.
     
     
   • Yellow backgrounds indicate records that will be expiring within 30 days. 
     
     
   • White backgrounds indicate records that are either current or are optional (not required).
     
     

 

 

 

 

Owner Files (Customer Portal): 

 

Through the customer side of the app, customers can upload scanned or photographed copies of their pets immunization records. (Your business can also upload files to the customer's Owner page.) If a customer has any uploaded files, they will appear in the Owner Files tab of the Immunizations interface.

 

 

 

 

FAQ: Check this out!

Can I view owner files instead of downloading them?

When you click the Download File button for a file on an Owner's page, your browser may download the file when you really just want to view it. We understand! What happens when you click that "Download File" button will be different depending on four things: 

1. Your browser (i.e. Chrome, Safari, Firefox, etc.)
   
   
2. Your operating system (i.e. Windows 7, MacOS, iOS, Android...)
   
   
3. The settings in your browser and operating system.
   
   
4. The File Type. 

For example, in Chrome for MacOS, with the default settings, PDF and .png files open a new tab, where you can view the file, as well as download it, whereas the browser will just download a .MOV file instead of letting you view it in another tab. 

Personalized browser configurations (i.e. pop-up blockers, spam filters, etc.) may cause issues when attempting to view owner files. However, we've built it so that, regardless of your browser, operating system, or file type, you can view the file, provided your settings allow.

 

Why did my Immunization Reminder Email send out to a pet whose vaccines won't expire for another few months? 

If an Immunization Reminder Email is sent out to a customer, whose pet's immunizations won't expire for over 30 days, this is likely because they were recently booked for a future reservation that falls under dates that immunization type is set to be expired. 

There is a criteria that, if the End date of the reservation is greater than the immunization expiration date OR the expiration date falls within the reservation's start date and end date, then the Immunization Reminder Email will trigger. 

Example: My pet's immunizations expire in 5 months. If I book that pet today for a reservation in 5 months, the system will send the immunization reminder email to the customer today to give them a heads up that the vaccine will be expired by the time they come into your facility. 

This is in order to alert customers as soon as possible that they will need updated records for that reservation, otherwise they may not be able to attend with outdated/expired records.