In Instinct EMR, practices that accept donations to support pets in need can track and manage those funds using a dedicated donation account and a custom payment method. Completing the setup steps below before processing your first donation ensures accurate tracking and clean end-of-day reconciliation.
Before you begin
You must have admin access to configure payment methods in Instinct EMR.
Set up a donation account
Create a dedicated account to track all donation activity separately from regular client accounts.
Navigate to the Accounts section in Instinct EMR.
Create a new account. Set the Last Name to Fund and the First Name to Donation / Angel (or your practice's preferred naming).
Leave the Patients section empty—this account is for fund tracking only, not tied to a specific patient.
Select Save.
Tip: Using a consistent naming convention, such as "Donation / Angel Fund," makes it easy to locate this account and ensures it's clearly identifiable in reports and reconciliations.
Set up a custom payment method for donations
A dedicated payment method for donations keeps donation transactions separate from other payment types and simplifies end-of-day reconciliation.
Navigate to the payment method settings in Instinct EMR.
Select New Payment Method.
Enter a Label for the payment method (for example, Donation Balance Transfer). Labels are limited to 35 characters.
Toggle Require Notes? on. This ensures staff add context when processing a donation transaction.
Select Save.
Note: Creating a separate payment method for donations — rather than using an existing method like cash or credit — prevents donation transactions from being mixed with standard client payments during reconciliation.
Frequently asked questions
Do I need to add patients to the donation account?
No. The donation account is used solely for tracking donated funds and does not need to be linked to any patient records.
Can I name the account something other than "Donation / Angel Fund"?
Yes. Use whatever naming convention your practice prefers, as long as it's clear and consistent for your team.
Who should I contact if I need help configuring these settings?
Reach out to Instinct support via live chat or email at [email protected].
Still need help?
Contact the Instinct support team via live chat or email [email protected].