The patient record has a large number of privileges. In order to make navigation on this page easier, th Table ese privileges aese are broken out into workflows and functional areas.
Access Patient Record is the root level privilege for this page. Without any other privileges, this access privilege grants view only access to the patient records.
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All other privileges below can be granted to users based on your hospital's policies regarding billing, prescriptions, and editing of medical records.
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| title | Basic Episode Functionsand Patient Information |
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These are the basic privileges available to modify the contents of an episode. You can customize these for specific roles, e.g. lock down certain episode actions from students and techs, or from non-clinical personnelprivileges involve the creation and processing of episodes and the data of the patient. | Privilege | Type | Definition | Example / Screenshot | Verified |
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| Create Episode Button | Access | Allows the user to create a new episode from the patient record, instead of Admissions |
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| | Open/Check In Episodes | Function | Allows the user to check in a patient and change the episode status from New to Open |
Add Episode Document | Function | Allows the user to add a document to the episode |
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| | Add Episode Personnel | Function | Allows the user to add personnel to the episode |
Add Request| Personnel | Function | Allows the user to |
submit a request on an episodeAdd Episode Problem | Function | Allows the user to add a problem to the episode | Add Episode TPR | Function | Allows the user to ad a TPR to the episode | Edit Episode TPR | Function | Allows the user to edit an existing TPR an an episode | | change information about the personnel, or delete them, from the episode |
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| | Update Episode Location | Function | Allows the user to change the patient location when the patient is relocated |
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| | Admit Patient | Function | Allows the user to change the patient from Outpatient to Inpatient (Admit status) |
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| | Discharge patient | Function | Allows the user to Discharge the patient (indicate the patient has been entrusted back to the client) |
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| | Readmit patient | Function | Allows the user to change the status of the patient from Discharge back to Admitted |
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| | Undo Discharge | Function | Allows the user to change the status of the episode from Discharge back to Open/Checked-in |
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| | Close Episode | Function | Allows the user to change the status of an episode from Discharged to Closed (all paperwork completed; episode cannot be modified) |
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| | Reopen Episodes | Function | Allows the user to change the status of an episode from Closed back to Discharged for further work |
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| | Request Transfers | Function | Allows the user to request that a patient's episode unit be transferred to another unit |
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| | Approve Transfers | Function | Allows the user to approve a transfer request from another unit |
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| | Create Patient Alerts | Function | Allows the user to add patient alerts to the patient record |
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| | Edit Patient Alerts | Function | Allows the user the ability to make changes to the Patient Alerts |
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| | Add Episode Alert | Function | Allows the user to add an alert to this episode only |
Edit Episode Problem
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| | Add patient Notes | Function | Allows the user to |
edit problems added to the episodeAdd Diagnosis| add notes onto the Patient Details tab |
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| | Edit Patient Notes | Function | Allows the user |
to add a new diagnosis to the episodeEdit Diagnosis| the ability to make changes to existing patient notes |
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| | Edit patient details | Function | Allows the user |
to edit an existing diagnosis on the episodeAdd Attachments| the ability to modify information about the patient, such as age, weight, breed, etc |
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| | Add Patient Tags | Function | Allows the user to add |
attachments episode or requestEdit Request Attachments| patient (e.g. rabies tags) |
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| | Edit Patient Tags | Function | Allows the user to |
edit the meta information about an attachment on a requestEdit Episode Attachments| modify any existing tags |
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| | Update Episode ASAQ Status | Function | Allows the user |
to edit the meta information about attachments on the episodeEdit Patient Attachments| the ability to change whether this episode qualifies for ASAQ |
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| title | Documents, Requests, and Attachments |
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These privileges concern the digital documents that contain the reports and other content of the episode itself. | Privilege | Type | Definition | Example/Screenshot | Verified |
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| Add Episode Document | Function | Allows the user to add a document to |
modify the meta information about attachments at the patient levelDelete Attachments| the episode (reports filled out by the attending unit) |
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| | Add Episode Request | Function | Allows the user |
the ability to remove attachments from the episode Edit Episode Personnel| to submit a request on an episode (work to be performed by another unit during this episode) |
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| | Verify Episode Items | Function |
Allows user to change information about the personnel, or delete them, from the episodeCreate SOAPs| ability to Verify documents and other items on the episode |
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| | Add/Edit Global Hospital Macro | Function | Allows the user to |
add a SOAP to the episodeManage SOAP| create a macro and then set it as a global macro for that document+document item, allowing users who utilize that same document to have access to the macro template as well |
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| | Resend Request Button | Function | Allows the user to |
add text for Subjective Objective Assessment Plan on the SOAPAdd patient Notes| resend a request that was rejected by the other unit |
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| | Add Attachments | Function | Allows the user to add |
notes onto the Patient Details tabEdit Patient Notes| attachments to the episode or request |
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| | Edit Request Attachments | Function | Allows the user |
the ability to make changes to existing patient notesEdit patient details| to edit the meta information about an attachment on a request |
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| | Edit Episode Attachments | Function | Allows the user to edit the |
ability to modify the patient, such as age, weight, breed, etc| attachments on the episode |
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| | Edit Patient |
Alerts| Attachments | Function | Allows the user |
the ability make changes to the Patient AlertsAdd Patient Tags | Function | Allows the user to add tag numbers to the patient (e.g. rabies tags) | Edit Patient Tags| modify the meta information about attachments at the patient level |
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| | Delete Attachments | Function | Allows the user |
to modify any existing tags| the ability to remove attachments from the episode |
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| title | Supervisory Privileges |
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| These are the privileges recommended for clinician supervisors, such as unit heads or attending DVMs. These privileges allow the user to monitor and review a student or technician's work. | SOAPs, TPRS, and Diagnosis |
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These privileges revolve around the non-document content of the episode, aka "smart objects", which have their own workflows within the episode. | Privilege | Type | Definition | Example / Screenshot | Verified |
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Verify ItemsVerify DiagnosesGrants the ability to Verify documents and other items on the episode | | Allows the user to add a problem to the episode |
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| Edit Episode Problem | Function |
Grants the ability to Verify a diagnosis| Allows the user to edit problems added to the episode |
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| | Merge Episode Problem | Function | Allows the user to Merge episode problems if they have been determined to have the same cause |
Unapprove Diagnosis
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| | Add Episode TPR | Function | Allows the user to |
remove a verification from a diagnosisAdd/Edit Global Hospital Macro| ad a TPR to the episode |
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| | Edit Episode TPR | Function | Allows the user to edit an existing TPR an an episode |
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| | Create SOAPs | Function | Allows the user to |
create a macro and then set it as a global macro for that document+document item, allowing users who utilize that same document to have access to the macro template as wellDelete Unapproved Diagnosis| add a SOAP to the episode |
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| | Manage SOAP | Function | Allows the user to |
remove a diagnosis that was not approved| add text for Subjective Objective Assessment Plan on the SOAP |
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| | Review SOAP | Function | Allows the user to review and approve Subjective Objective Assessment Plan that has been entered by a student |
Resend Request Button
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| | Add Diagnosis | Function | Allows the user to |
resend a request that was rejected by the other unitUpdate Episode ASAQ Status| add a new diagnosis to the episode |
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| | Edit Diagnosis | Function | Allows the user to edit an existing diagnosis on the episode |
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| Verify Diagnoses | Function | Grants the ability |
to change whether this episode qualifies for ASAQ| to Verify a diagnosis |
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| | Unapprove Diagnosis | Function | Allows the user to remove a verification from a diagnosis |
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| | Delete Unapproved Diagnosis | Function | Allows the user to remove a diagnosis that was not approved |
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| title | Privileges related to order managementOrder Management |
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These privileges allow the user to add items to the bill. The Pick List option is the most restrictive minimum privilege, and will allow the user to add items only from a pre-established list. | Privilege | Type | Definition | Example / Screenshot | Verified |
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| Go to Order Management | Access | Allows the user to access the Order Management screen from the patient record |
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| | Go to Cashier Screen | Access | Allows the user to access the Cashier Screen from the patient record |
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| | Go to Pick List | Access | Allows the user to open a billing pick list from the patient record (minimum recommended access) |
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| | Add Open Order | Function | Grants the ability to open an order for the episode |
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| | Set Bill Party | Function | Grants the ability to change the bill party from the current designated to a different client |
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| | Create Estimate | Function | Grants the ability to generate a formal estimate and include it on the patient record |
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| title | Privileges related to prescriptionsPrescriptions and Medications |
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These privileges allow users to request, approve, and modify prescriptions on the clinical side. Privileges on the pharmacy side are handled through Pharmacy Setup. | Privilege | Type | Definition | Example/Screenshot | Verified |
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| Add Rx | Function | Grants the ability to add a new prescription to the patient outside of the current episode |
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| | Add Episode Rx | Function | Grants the ability to add a new prescription to the patient within the current episode |
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| | Add Episode Medication | Function | Grants the ability to add a new medication or OTC item to the patient within the current episode |
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| | Prescription Transfer | Function | Grants the ability to transfer the prescription upon refill |
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| | Fill Outside Prescriptions | Access | Allows the user to fill an outside Rx from a different pharmacy |
|  This is a pharmacy privilege and should not be on the patient record | | Create External Prescriptions | Function | Allows the user the ability to generate a prescription for fill at a different pharmacy |
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| | Edit Episode Medication | Function | Allows the user to make changes to episode medication that was already entered |
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| | Edit/Print CDM Label | Function | Allows the user to edit or print the label generated by an item added via CDM for client use |
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| | Approve Rx | Function | Allows the user to approve an Rx that was requested by a student |
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| | Edit Rx | Function | Allows the user to edit an Rx that has not yet been approved |
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| | Prescription Approver | Function | Allows the user to approve an Rx that was requested by a student (duplicate) |
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| | Prescription Approver non-DVM | Function | Allows the user to approve an Rx requested by the student without being a DVM (e.g. pharmacists) |
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| | Prescription Refill | Function | Allows the user to refill a prescription from the patient record |
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| | Prescription Renewal | Function | Allows the user to Copy Rx |
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| title | Communication Privileges |
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These privileges allow users to manage communications for a patient. These may be given to non-clinical personnel, such as client coordinators, who handle call backs and appointment reminders | Privilege | Type | Description | Example/Screenshot | Verified |
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| View Episode Communication Log | Access | Grants the ability to open and view the Comm Log pane |
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| | Add Episode Communication Log | Function | Allows the user to add a new entry to the communication log |
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| | Print Patient Comm Log | Function | Allows the user to open a PDF of the comm log and print it |
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| | Add Episode Contact | Function | Allows the user to create a new contact for the episode, allowing communications to be sent to them |
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| | Grant Release of Information | Function | Allows the user to set a contact as available to receive communications on the episode |
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| | Add New Contact | Function | Allows the user to add a new contact to the patient, not just this episode |
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| | Modify Existing Contacts | Function | Allows the user to make changes to existing contacts on an episode, such as address info |
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These privileges are elevated and recommended only for users at the administrative level. These allow you to fix mistakes made on medical records, such as duplicate clients or episodes. | Privilege | Type | Description | Example/Screenshot | Verified |
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| Set Patient Record Status | Admin Function | Allows the user to change the status of the episode outside of the normal workflow |
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| | Merge Patient | Admin Function | Allows the user to merge two patients, if it is determined the patients are in fact the same animal |
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| | Merge Episode | Admin Function | Allows the user to merge two episodes if an episode was created by mistake |
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| | Edit Episode Header | Admin Function | Allows the user to access the Episode Header (required for other admin functions) |
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| | Edit Admitting DVM/Unit | Admin Function | Allows the user to edit the admitting DVM and the admitting unit via the episode header |
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| | Edit Case No | Admin Function | Allows the user to change the patient on an episode |
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| | Edit Document Created Time | Admin Function | Allows the user to modify the time of document creation outside of the normal workflow |
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| | Delete New Episode | Admin Function | Allows the user to delete an episode in New status only |
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| | Admin Delete Episode | Admin Function | Allows the user to delete an episode, regardless of status. Warning: ALL DATA is destroyed in this Delete. |
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| | Remove Episode Hold | Admin Function | Allows the user the ability to change an episode from Hold status back to New or Open. |
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| | Undo Episode No Show | Admin Function | Allows the user to change an episode that was marked as No Show back to New status. |
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