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Create a Blank Pre-Admission
If you click on the New Admission button at the top of the Admission Search screen, a blank PA Screen will load. If you click on the PA# field on a row of the Search Results, then PA Screen that was filled out for that episode will load, with all the data already included.
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A shortcut to a new PA screen is holding the Alt key and then clicking on the Admission icon on the header bar. A small green plus sign appears on this icon to indicate it will jump straight to a new admission and bypass the admission search screen.
Patient Demographics
The New Admission screen loads with everything empty. However, if your patient and client already exist in the system, they can be added to the PA without filling out the information again.
The PA screen is divided into several sections. At the top are the patient contacts, in the form of mock index cards. The admission details include the admitting unit and appointment type, the main reason that the patient is being seen, and options such as Field Service or ASAQ (Montreal only.) Below this section is a section for Personnel, Appointments, and Reminders.
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Add Patient
Click on the green plus sign on the Patient Card to open up the new patient form. This form also doubles as patient search on this screen, for any existing patients.
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Start searching for the Patient Name and Species. If too many results match, then you can enter in a client's name in the Search by Client Record field to limit the results. Matches will appear on the right hand side of this window, in the Search Results column. Double click on a match to add it to the PA. Note that matches for deceased patients will appear with a black background.
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If none of the existing patients and clients match, you can fill out the rest of the form with the new patient's information, and then click on Save to add the new patient.
Once Saved, the PA Screen will reload, and the patient's information will appear in the Patient card on the top part of the screen. If the patient has an Owner, RDVM, and Clinic already mapped, those will automatically fill in as well.
Add Owner
Adding the new patient's Owner is similar. Click on the small green plus sign on the Owner card to open up the contact search form.
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Enter in the owner's name and other parameters to see if they are already in your system, such as the phone number. Possible matches will appear on the right hand side.
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If there is no match, fill out the rest of the client's information and then click on the Save button to add the new owner into the system.
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For emergency services or other intake units where there may not be sufficient time to fill out the patient or client information needed before the patient is checked in, you can add only the bare minimum for the patient and owner to create the episode, and then go back and fill in the remaining information later on. The minimum demographic information needed to create a new PA is the patient name, patient species, and the owner's name.
Add RDVM and Clinic
The Referring DVM and Referring Clinic are optional on a new PA. You can add them to the PA if the RDVM has sent the patient to your hospital for a specialty service, and this allows you to send them automated updates as the episode progresses.
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Click on the green plus sign to open up the RDVM or Clinic Search windows.
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If there are no matches, fill out the information and click on the Save button to add the new RDVM or Clinic to the system.
Edit Patient, Owner, RDVM, or Clinic after they are added
To edit the demographic information of the patient or any of the contacts on the PA, click on the pencil icon on the contact card.
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For patients, this will reopen the standard Add Patient window with their existing information already filled in.
For Owners, RDVMs, and Clinics, it will open up a Communications Method window instead. This allows you to add the contact methods and indicate whether they should receive any owner or RDVM communications through that method.
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Click on the pencil icon to edit the selected type of contact. For example, the Mailing Address window will open like thiswith a place to edit the street, city, and zip or postal code. Fill out the information, and click on Save to add the method.
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You can indicate what communications should be sent to this method. An RDVM may want to have their medical record communications faxed, but have their accounting information sent to a physical mail addressed instead.Set RDVM or
Add Additional RDVMs or Clinics
More than one RDVM and clinic can be added to a patient. To add a second one, click on the Change Contact button on the index card, and fill out the information for the second RDVM or clinic.
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Set or Unset RDVM or Clinic as Primary
The referring DVM and clinic are not assumed to be the primary for the patient when they are first added. (For example, the patient may have been referred from another emergency clinic, not their usual DVM.)
If more than one RDVM is added to a patient, you can set one as the primary.
Click on the small icon on the right side of the card to set unset the contacts as the primary for this patient. The icon will change from grayscale to color to grayscale o indicate the primary flag has been assigneduassigned.
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Add Alert to Patient, Owner, RDVM, or Clinic
Click on the icon that looks like a yield sign with a small green plus on it to add a new alert or comment. These alerts will follow the patients or contacts throughout the system.
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Other Icons on the Contact Cards
Icon | Description |
Info Dot | Displays the full demographic information for the patient. Displays the full contact information for the Owner, the RDVM, and the Clinic. |
Pencil Icon | Opens up the patient demographic window for editing, or the Communication methods windows for Owner, RDVM, and Clinic. |
Alerts | Clicking on this icon will open a small window to add a comment or an alert for the Patient, Owner, RDVM, or Clinic. |
Remove Contact | Click on the red X to remove an RDVM or Clinic from the admission screen. |
Primary Bill Party (Credit Card icon) | By default, the owner will be considered the Primary Bill Party for the episode. This can be changed on the Patient Record, or a third party payor can be designated during the payment process on the Cashier screen. |
Left Facing Comment Balloon (Blue) | This icon indicates the owner will receive medical record communications that are flagged to go to the Owner. |
Left Facing Comment Balloon (Orange) | This icon indicates the RDVM and the Clinic are designated to receive medical record communications for this episode. |
Envelope |
Indicates that the patient contact has been granted release of information for this patient. This can be revoked on the Patient Contacts page if needed. |
Change Patient, Owner, RDVM or Clinic
One set on a PA, any of the contact cards on the top can be "changed" for another contact of the same type by clicking on the Change icon. This will open up the Search window matching the selected contact card (e.g. clicking on the RDVM change icon will load the RDVM search window.
Admission Details
When you have added the patient's demographic information (at a minimum identifying the patient's name, species, and an owner name for the bill party) you can begin to enter in the rest of the Admission Details in the section below. When a patient is added, the status changes from New to Pre-Admission.
Information that is required to check in the patient is indicated by an underline on the label.
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Add Another Admission will copy the patient demographic information already entered into a second PA, which will appear as Admission 2 at the top of the screen. You can use this option to schedule multiple visits, such as follow up shots or a surgery post-op visit.
Once you have started to enter information in this section or any of the sections below it, a Save button will appear beside the Add Another Admission button.
Field | Description |
PA#: | The automatically generated PA number. This will become the Episode number when the patient is checked in. |
Status: | The status of the PA and the Episode. Once a patient is added, the PA changes from new to Pre-Admitted. The PA can also change to Scheduled if an Appointment is set, or be marked as Hold, No Show, or Cancelled. |
Episode Order: | Indicates whether there is an order open for this episode or not. When the patient is checked in, an episode order will automatically be added. For multi-day visits, or for visits with multiple appointments, orders can be closed out and then new associated orders opened as necessary. |
Admitting Unit | The hospital unit that will be marked as the admitting unit for the patient. Only units that are labeled in Unit Setup as "Receiving units" will appear in this drop down menu. |
Appointment Type | The available appointment types for the selected admitting unit. Appointment types are linked to the episode type under Hospital Setup, and so may determine the underlying requirements of the episode once the patient is checked in. |
Field Service | Indicates that the patient is being seen off-site by a mobile unit |
ASAQ Eligible | (Montreal Only) Indicates that the patient and the selected episode are qualified for ASAQ reimbursement |
Main Reason | The primary reason the patient is at your hospital today. May be short or long and descriptive if desired. Note that the Reason search will look for key words in this field, so it is best to be accurate in this field to aid in future research. |
Check-In | Once the minimum information has been entered, clicking on this button will Check In the patient, open the episode and patient orders, and jump to the patient record. This also creates the time stamp for when the patient is assumed to now be under the supervision of the selected Admitting DVM. A patient location can be assigned on check-in as well. |
Hold | Puts the PA on Hold. PAs on Hold status cannot be checked in. Note that the ability to add and remove Holds is a privilege, and can be delegated to a supervisory role if that is needed by your hospital's organization structure. |
No Show | Indicates that the owner / patient did not appear at the scheduled time for this PA. An appointment can be marked as No Show and then rescheduled independently on the Schedule screen, or the entire PA can be marked as No Show and a new one created for a reschedule, if needed. |
Cancel | Indicates that the owner / patient cancelled the PA before the scheduled appointment time. An appointment can be cancelled independently, or the whole PA may be cancelled and a new one created. |
Consult | Indicates this PA is for a Consult episode with the RDVM, and the patient may not be seen on this particular PA. Requires an elevated privilege and should only be used when your hospital utilizes the Consult workflow in VetView. |
Personnel Section
This section allows you to start assigning personnel to the PA. At a minimum, you must designated an Admitting DVM who will be responsible for the intake of the patient, and also credited as the DVM on the patient's bill. If the episode is transferred to another unit or the DVM is changed, this can be changed to a new attending DVM after the episode is opened.
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Additional personnel can also be added via the Schedule screen when creating an appointment, or during the course of the episode depending on your staff's availability.
Icon | Description |
Attending DVM | The first check box indicates this Faculty, Resident, or Intern will be marked as the Attending for the episode. By default, the first qualifying DVM entered will have this flag turned on, but it can be changed prior to check in. Once an Attending has been added and Saved at the top of the screen, the warning at the top of the Personnel section will disappear, and the check in button should become available if all the other required fields have been added. |
Admitting DVM | The second check box indicates this Faculty, Resident, or Intern will be the Admitting DVM for the episode. By default, the first qualifying DVM entered will have this flag turned on. It can be changed any time prior to check in. The Attending and Admitting DVMs may also be different if your hospital separates the two. |
Receive Notifications | The third checkbox indicates that these personnel should receive notifications for the episode. VetView utilizes automated notices throughout an episode, and you can uncheck a user in the personnel section if they aren't required to receive the notices. |
Remove (X) | The X on each personnel row will remove that user from the episode. |
Appointments Section
The Appointments section will initially load with "Not Scheduled" and a button to Schedule Appointment. Clicking on this button will take you to the Schedule Screen for the designated unit of the episode. (CTRL+Click is not available with this button.)
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The PA information for the pre-admission you were just on will load in the left hand panel, where it can be dragged and dropped to an open time slot on the schedule.
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VetView supports multiple appointments and appointment task types on each PA. See our Schedule Screen pages for more details about Appointment Task Types.
Reminders Section
For a new patient, this section will initially load blank. For an existing patient or existing owner, the reminders for this patient and for all other patients will display in this section. This can be helpful when discussing scheduling of other services with your owner (e.g. a reminder for annual vaccines while in for grooming, or that another patient has an annual visit due soon.)
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Alerts
Patient, Owner, and other client alerts will appear on the right most panel within the PA screen.
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Admission Forms, Patient Labels, and other Tabs
Admission Forms appear as button buttons in the central section of the PA screen.
Pre-Admission
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Button and
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Forms
Clicking on the Pre-Admission button will open the Document window, and allo allow you to add a PA Document to the screen. This document will also appear in the PA section on the Episode record.
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The PA Document can be customized by your hospital or the intake unit. The name of the document will become the tab name. Click on the Save button to save the information, and the Print button to open the PDF report for printing.
Because this document must be filled out and saved on the PA screen, a separate set of privileges for adding, editing, and saving PA documents can be assigned to roles in VetView. Estimate Tab and FormPA documents can be assigned to roles in VetView.
The example below uses a Pre-Admission document as a place to scan the RDVM referral paperwork to ensure it’s attached to the patient record.
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Estimate Tab
Clicking on the Estimate button on Admission Details will add an Estimate tab to the PA screen. Multiple estimates can be added on each PA.
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Button or Field | Description |
Save & Accept | Saves the Estimate and indicates the owner has agreed to the estimate. |
Print Authorization/Estimate | Opens a PDF report of the estimate which can be printed and then signed by the owner to confirm acceptance. |
Pick List | Opens a prebuilt Pick List screen for the episode unit. |
Estimate List | Opens a prebuilt Estimate Pick List for the episode unit. |
Cancel | Cancels the estimate, but leaves the data visible and intact for legal records. |
Delete | Deletes the estimate entirely and removes it from the PA screen. |
Duplicate | Creates a copy of the estimate on the PA. Useful if the owner accepted a previous estimate, but additional issues were found with the patient and new items need to be included in the estimate, alongside the previous charges. |
Move Estimate | Moves this estimate from PA to a different PA for the same patient. |
Name | The name of the estimate. By default in VetView, a new estimate is named "Estimate - Date" but it can be customized according to your hospital's workflow. |
Final Estimate | The dollar amount range for the estimate, based on the total of the categories in the estimate details below. |
Comments | Any comments regarding this estimate that should be included or printed. |
Product Categories | A drop down menu that limits the products in the following line items to a specific set. Adding line items directly with line and seq numbers will automatically add the appropriate category. |
Line, Sequence, Description | The line item for each product or service being added to the estimate |
Low/High | The low and high amounts that will be added to the Final Estimate. The default tolerance in VetView is 10% of the product price. |
Print Details | Indicates that the estimate should include the line items on the Print Authorization. If this is unchecked, then only the Product Category and Low/High amounts for that product category will print on the estimate. |
Patient Label
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The Patient Label opens up a PDF view of the patient label report, which may be customized by your hospital. By default, this report is intended to be printed on a 2x8 label sticker sheet, and applied to the patient's intake forms, medical record, or pet carrier. It includes the patient's demographic information, owner information, and in large print, the Case Number and Client Number.
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Custom Admission / Intake
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Forms
This opens a PDF form that your hospital has the option to customize, such as a client intake form or a disclaimer form. By default in VetView, this form is blank. It is an optional form that your hospital may choose to include.
Another use for this Admission form may be having the Patient Label print to a custom label maker such a sticker intended to go onto a pet collar.
Attachments Tab
This tab allows you to attach documents to the Pre-Admission, such as the patient's medical record from the RDVM, or a scanned and signed copy of the estimate.
Click on Attach Document to upload and attach a file.
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Choose the file from your local system or a shared network drive and click on Open. The attachment will upload with the file name, the date time and user, and a default description of "Manually Attached Document.
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To delete an attachment, click on the X in the Delete column.
Contacts Tab
This tab contains the patient's Owner, RDVM, and Clinic as they were entered in the cards on the top of the screen. However, this tab allows you to enter additional patient contacts, such as other owners (in addition to the primary owner), additional RDVMs that the patient has visited, and other types of contacts such as their pet sitter / boarding service, insurance contacts, etc.
To add a new contact, search for an existing contact by name and click on Add Contact. You can create a new contact on the Client screen in another window, and then reload this page to search for the contact, if they aren't already in VetView. New contacts can also be added on the Patient Record itself, in the Patient Contacts tab.
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Episode Log Tab
This tab contains a brief overview of events that have occurred on the PA screen as well as status changes on the episode itself. A date and time stamp of each event is added as well as the user who performed the change. If an episode alert is added using the Add Alert button on this tab, it will appear here as well. (Patient and Client alerts that are added do not appear here, but instead on the Admission Details tab in the warning box.)
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