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Client Search Screen |
The Client Search Screen and Client Details Screen in VetView allow you to search for existing clients, or create a new client that can then be associated with existing patients.
Client Search
When this screen first loads, you can search immediately by the most common parameters, such as client's last name or account number.
More Fields
Clicking on the More Fields button allows you to search for additional criteria, such as phone number, email address, or direct charge account number.
Set Default Search
Set Default Search will save your current select search parameters and reload them each time you load this screen. For example, if you only ever work with owners, you can set this as the default and filter out other client types of clients to avoid having them load alongside the owners.
Client List
Click on the Search button to find clients that match your criteria. All matches will display in the Client List below the search box.
Sort Columns
Results can be sorted by the Account Number column or the Name column on this screen, if there are multiple matches. Click on the header of the column that you want to sort by. A small upward triangle will indicated that they are sorted descending to ascending, and a small downward triangle indicates they are sorted ascending to descending.
Add New Client
Click on the Add New Client button to load a blank New Client window and create a new client. This is the same New Client window that is found on the Admission screen.
Fill in all the required details and click on Save to create the new client. Client Type and Client Name are necessary to create a new client, but items such as address, phone number, and email address can be added after client creation.
After Save, the Client Details screen will automatically load.
Client Details
This screen contains a series of detailed subtabs to control every aspect of how this client interacts with the system.
This screen is broken down into a series of tabs for easier navigation.
Client Information
At the top of this screen is an overview of the client details as they currently exist in the system. This includes the name and address, credit status, balance age through 150 days, and Client Alerts.
This information can be changed on the subtabs below.
Client Details Tab
This tab contains basic information about the client. Changes can be made in each field and applied by clicking on the Save button.
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The gender of the client. This information is collected for use in PMP reporting for prescription drugs, and can be left blank until the client receives a prescription for a scheduled drug where this information is required. (This field pulls in the same gender list as used for patients, so the gender list can be customized to accommodate trans and nonbinary if allowed by state PMP laws.)
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DVM clients have an option to enter in their state license information. This information may be necessary, especially if you utilize the Fill Outside Prescription workflow and the DVM client may be a prescribing DVM for your pharmacy. Check the box, and enter in their state license information to store it on their client record.
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Contact Info
This subtab of the Client tab is where you can add various contact methods for your clients. You can have an unlimited number of contact methods, but only one can be marked as preferred at a time.
Each contact method can have a flag set for what information should be sent. For example, a client may want to have accounting information sent via postal mail, but medical record communication sent by fax.
To add a new contact, choose the contact type from the drop down menu. A small box may open to enter in the billing or mailing address. For telephone number, fax number, and email, the information should be entered directly on the line that says Contact Value.
The Do Not Communicate flag will block automated communications, such as those sent out via the comm log or the reminders worklist, from being sent to the client.
Portal Information
This tab allows you to view the linked Hospital portal account, or create a new Hospital Portal account for the client.
Once created, you can also send a password reset link or a welcome email immediately. After a password reset, Hospital portal clients should have immediate access to their account information on the portal.
To manage accounts, please see the Web Portal Account Management (3.0 and earlier) screen under User Management or the Hospital Web Portal Account Management 3.1 depending on your version of VetView.
Billing Tab
The Billing tab lets you adjust the client's billing options, such as price sets, credit status, and any tax exceptions. ASAQ eligible clients must have the ASAQ information entered for them to show up properly on the ASAQ reports.
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This flag is for clients who should incur an additional charge when a payment is missed.
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Linked Contacts
The Linked Contacts tab allows you to make connections between contacts within VetView. For clinics, you can associate RDVMs with the clinic. For a farm or ranch, you can have individuals employed at the ranch listed as linked contacts.
You can also add any additional clients that this one individual client has a relationship with, such as groomers, kennels, etc.
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Linked Contacts are different from Client Mappings. Linked Clients have no impact on the system features in VetView, but are instead provided as a way for your team to record and verify relationships among your clients. |
Directions
The Directions tab is useful for your Field Service units that may have to physically drive out to the client's business address. Alongside the directions, any additional information such as landmarks can be included in this text field.
Mappings
Mappings are a formal connection between two clients within VetView.
Certain client mappings allow for faster new patient creation. If an RDVM is linked to a clinic, then when the RDVM is loaded, the linked clinics will appear on the left hand side of the Clinic window, so that you don't have to manually linked it up.
Patients Tab
The Patients tab gives you an overview of all the patients that are associated with a client. For individual clients, this would include only their personally owned pets. For RDVMs and Clinics and other group clients, it will display all of the patients that have ever been admitted to your hospital with an association to that client.
Basic patient demographic information is also included on this tab, as well as the date of the last visit, any upcoming scheduled appointments, and deceased date where applicable.
Use the CTRL+Click method to open up a patient record in a new tab without closing this window.
Accounting Tab
The Accounting tab displays a summary of client accounting information, broken out into A/R History, Billing History, and for legacy clients, UVIS or VetStar history that was migrated over from a previous system.
A summary of the entire account can be printed for offline records with Print Account History. You can jump to the Cashier screen to apply a payment with Go To Cashier. You can also manually create an adjustment for the client, open a new order, or manually add late fees, by clicking on the appropriate button. Note that these advanced accounting features are privileged locked and may not appear on every user's screen.
A/R History
This tab contains any accounting transactions against the Invoices and Orders associated with the client.
Use CTRL+Click to open an invoice or order in a new tab.
Mouse over the info dot next to an Invoice or Order to see a high level overview of the order without opening it.
Billing History
This tab is similar to the A/R history, but includes orders that have not yet been formally invoiced because they are still in a new or pending status.
UVIS Invoice History
Only applicable to clients imported from a previous UVIS installation. Contains tabular data from the accounting migration.
VetStar History
Only applicable to clients migrated over from a previous VetStar installation. Contains tabular data from the accounting migration.
Comments/Alerts Tab
The Comments/Alerts tab will record any important communication information sent to the client (such as an automatic patient reminder) and display specific Client Alerts that were manually added to the client.
Print Alert Log will load this information into a PDF that can be printed for offline record. Add Log Entry allows you to create a new note, as well as flag a special Client Alert associated with this client (such as VIP donor, faculty/staff, etc.)
Client alerts will be highlighted. System messages that are documented automatically will not be highlighted.
Document(s) Tab
The Document(s) tab will display any documents that were manually scanned and uploaded to this client record. It is also where any PDFs of previous client invoices will be stored after a client merge, so that the original accounting data is preserved for legal records.
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To see commonly used terms in VetView Hospital, please visit our Hospital Glossary of Terms. |
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This page was originally created for VetView 2.1on 7/16/2021. It has been updated to reflect changes in VetView 5.0 on 11/14/2024. |
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Client Search Screen
This screen allows you to search for any existing clients in the Hospital, or make new ones if necessary.
Client Search Panel
At the top of this screen is a simple Client Search panel.
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Primary Fields
The recommend method of searching is by last name and first name for individuals, or business name. You can also search by client account number or DVM license number.
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More Fields Button
This button opens up a secondary set of fields for more precise searching. Here, you can search by phone number, fax number, full address, or a client’s email address. You can also search by a direct charge account number or a project number where appropriate.
These fields can also be used in conjunction with the primary fields - for example, searching by last name and phone number, or by a business name and ZIP code / postal code.
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Client List / Search Results
The search results will output into a list in this section.
Use CTRL+Click on a name or account number to open the client’s account in a new tab without losing your search results.
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Add New Client Button
This button will load a blank Client Details screen.
For additional information, please see the Client Details in 5.0 section: Client Details in 5.0