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General Description

This tab is used to format the accession number that is assigned to each accession. It also is used to setup accession contacts, templates, and types.

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Lab Information

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name	Lab Setup Accession Tab 0.4.6

Number	Name	Description
1	Accession Example	This shows an example of the Accession Number that will be generated based on the chosen settings.
2	System Generated	If this is checked, the system will not allow users to edit/change Accession Numbers. If unchecked, Accession Numbers will still be suggested on the Accession Screen, but they will be editable.
3	Prefix	This is alphanumeric field of up to five characters that forms the beginning of an automatically generated accession number.
4	Year	These fields choose between whether you want your accession numbers to track along with your fiscal year or a calendar year.
5	Fiscal Year Starting Date	If you've opted for a fiscal calendar, this lets you specify the beginning of the year.
7	Length	This represents the total number of digits in the number part of the accession (following the prefix). This length is enforced even if you allow editing accession numbers (i.e. you have "System Generated" unchecked). Entering "20" or "00020" as your number would result in the same accession number.
8	Starting Value	This is the number that your accessions will start at, once you begin a new year. For instance, if your Starting Value is 20 and your Length is 5, the first accession number of your new year might be A12-00020.
9	Default Animal Status	This determines the status an patient is listed in by default when added to an accession.

Accession Contact Setup

This section sets up the contact types that will show up on each lab's Accession Screen Header. VetView is very flexible with a lab's contacts in terms of types, number, etc.

Gliffy

name	Accession Contact Setup 0.5.1

Number	Name	Description
1	Add Accession Contact Button	Launches the Create Accessions Contact Dialog, which allows the user to add a new contact slot.
2 & 3	Up/Down Buttons	This alters the order that this contact type will show up on the Accession Screen (in the accession header).
4	Client Type	This is the client type of the contact being added.
5	Required	A client type being "Required" means that it must be filled in before you can click the Release New Tests button.
6	Default Bill Pay	This is the contact that will be selected by default as the Bill Party on the accession screen.
7	Report Order	This is the order that the contacts will show up in the accession report.
8	Report Format	The options here are Name Only/Name and Address/No Print. This represents what you want to show up on the accession report.

Accession Templates Setup

This section allows editing and deleting Accession Template information. Templates are like stored blueprints of accessions. They can contain client information in the header and/or patient-specimen-test data in the accession tree. They are useful when a laboratory uses the same accession structure over and over again (e.g. Like if a lab performs many coggins tests each day).

Templates cannot be created on this screen; they are created on the accession screen via the Other Options button. This section is where the names and descriptions can be changed, and where a template can be deleted.

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Accession Tag Setup

This section allows for creating/editing/deleting Accession Tags. Accession types function like generic labels that can be added to accessions for classification and organizational purposes. They can be used for searches on the Accession Search Screen or Accession Tag Widget. They don't have any affect on the accession or anything else.

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Accession Setup Tab

The Accession Setup tab is where you can define the requirements and appearance of an accession for this lab in VetView. Because each lab may have a different default pattern of clients, patients, and tests to run, this page lets you customize certain settings as defaults and determine workflow patterns. You can also view and edit templates defined by your users (and delete them when no longer in use) and assign specific accession tags for use in this lab.

Accession Appearance and Workflow

This section is where you set the appearance of the accession number, the start date of the fiscal year, and certain defaults for animal status.

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Field	Description
Accession Example	How the accession number will appear based on the settings you currently have on this tab. You must hit the Save button at the top for this to update with the changes. This example, L21-0001, has a prefix of L, the year 2021, and four digits of numbers padded out, creating a unique accession number that is instantly identifiable as belonging to this lab from this year.
Prefix	The accession prefix. This should be one or two letters to clarify which lab this accession is associated with. For example, your hospital's diagnostic lab may want to use DL. Or a state lab could use the state abbreviation, such as GA. A prefix is optional, and a suffix may be used instead.
Year	The year is included as part of the accession number. You can base this on the calendar year (accessions start on Jan 1) or set a custom start date to match the organization's fiscal year. The last two digits of the year will be added to the accession in the position.
Position	Where the last two digits of the year (based on the calendar or fiscal year start date) are added. This may be before the lab prefix, after the lab prefix, before the lab suffix, or after the lab suffix.
Starting Value	The initial value for your accessions for this lab. If you do not want accession 0001, you can set this as 1000 and start with 1000 instead.
Length (Number Padding)	How many digits long you want the accession number to be. To keep accession number length consistent, you can consider a padding of 5 or 6 digits.
Default Animal Status	If your lab performs tests only on live animals, you can select Living. If your lab performs necropsies, you may choose Dead instead. This will fill in the selected option on all new patients. You can also choose to leave this blank, but then a user will have to select a status each time a patient is added to an accession.
Diff Counter Undo Key	This lets you select the key on the number pad to undo an entry on the Diff Counter. This may be different depending on user preference, but can only be set at the lab level at this time.
Default Diff Counter Sample Size	The number of samples that are required to meet the requirements on a diff counter at this lab.
Max Age Character Limit	The maximum age that can be entered for a patient at this lab.
Workflow on All Tests cancelled	If all tests on an accession are cancelled, the the entire accession may be cancelled, or the accession can go to review to see if additional tests should be ordered instead.
Workflow on Last Test Finalization	Once the last test on an accession is finalized, it can either go to Review status in all cases, or only go to Review status if there is a case coordinator assigned. For tests performed by a machine on large numbers of batch samples without a case coordinator, the latter option may be better if the test results do not need to be reviewed before reporting the results. Otherwise, once all tests are finalized, the accession will also become finalized.
Enable Delayed Charging	This option separates the accession charge calculation from being performed in real time as tests are added and processed, to being performed at a later time by an API job. For very large accessions with hundreds of tests, the delayed charging may improve system performance.

Accession Contact Setup

This section allows you to add and sort the contacts that will be required for the accession type. Each type of accession can have three contacts (four if you are using version 2.1 or later, to support COVID testing of human subjects.) For example, most accessions for labs external to your site may want the owner, the RDVM, and the clinic. Contact types are custom based on your Client Type setup, so the accession can exactly match the format needed by any state reporting agencies when applicable.

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Add Accession Contact

Click on Add Accession Contact to add a new contact to the accession. A small window will appear.

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Field	Description
Client Type	The client type that will be added to the accession. These client types are custom under Client Type Setup, so they can be matched to any reporting requirements requested by the outside organizations who will submit these accession as well as your own organization.
Required	Indicates that this client type will be required to accept the accession. Some client types may not be necessary, but can still be included in the request.
Default Bill Pay	This client will be listed as the payor by default. The bill payor may be adjusted on accessions as necessary.
Label Contact	This contact will be printed on the accession labels.
Receive Report	This contact can receive the accession report upon finalization, if the option is selected. The user must have appropriate contact information, such as an email address, for the reports to send successfully.
Report Order	If this client type should always appear first on the accession report, they can have a number entered here. Report order must be unique.
Report Format	Choices between Name Only, Name and Address, and No Print.

Sort Accession Contacts

The order of how accession contacts will appear on the Accession screen itself can be adjusted by using the Up and Down arrows.

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Accession Templates

Accession Templates are created and saved on the Accession Screen itself. They can be otherwise managed on this screen, and deleted when no longer necessary.

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Edit Accession Template

Click on the Edit button on the right and side of an accession row to open the Edit window.

You can edit the template name and description on this screen. Major changes will require opening the template on the Accession screen itself, and saving it as a new template.

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Delete Accession Template

If an accession template was replaced with a newer version, you can delete the old one by clicking on the Delete button on the accession template row.

You will get a prompt confirming that you want to delete the accession template. Once deleted, it will no longer be available to apply to a new accession on the Accession screen.

Accession Tag Definition

Accession Report Charges Section Disclaimer

Accession Report Pattern Disclaimer

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	Setup & Admin Guides
	Setup & Admin Guides
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Table of Contents

Versions Compared

Old Version 2

New Version 3

Key

General Description

Screenshots

Lab Information

Accession Contact Setup

Accession Templates Setup

Accession Tag Setup

Accession Setup Tab

Accession Appearance and Workflow

Accession Contact Setup

Add Accession Contact

Sort Accession Contacts

Accession Templates

Edit Accession Template

Delete Accession Template

Accession Tag Definition

Accession Report Charges Section Disclaimer

Accession Report Pattern Disclaimer