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How does site level accession numbering work?

VetView allows you to set each Accession Number independently depending on your lab sites.

These settings are controlled under the Sites/Users tab under Lab Setup.

How do I set up a Site to have its own series of acession numbers?

If you set the site level accession number setup to be unique (with it's own prefix, digits, and suffix), the system searches for and assigns (depending on whether or not you auto-accept at the site level or not) the next available number that includes all prefix and suffixes that match exactly.

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If you leave a setup blank at the site level, the system will pick up that setup from the laboratory level, so if you have a prefix assigned at the laboratory level, but not at the site level, the number assigned will have the laboratory prefix assigned to it. The same is true of null values at the digit or suffix setup at the site level. This allows the system to know how to number the accessions if no site specific setup is indicated at all, which is required for some institutions.

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I am getting an error trying to generate new accession numbers after setting up the site numbering.  How can I fix it?

Your lab level and site level accession numbers should have the same number of the Length value even if the prefix is inherited. 

The digit indicator drives the next accession number that typically changes, however, if an integer is found in your system that exceeds the number at your site level setup (your site is set at 5 digits, but your laboratory is set at 6 digits, and all other setup generates the exact same prefix and suffix information), then the accession number suggester is going to break when attempting to assign a site-level accession number. This is because if the database contains an accession number that has the exact same prefixes and suffix, and 6 digits, the suggester looks for the next available integer, and will return a 6 digit integer to suggest as the next number.

If, however, the site level specifies a 5 digit integer be assigned, the system will not accept the suggested number, and therefore you will get an error.   

As a result of the above-mentioned error, if you attempt to accept multiple requests from the request screen, and this scenario is happening, you will get errors on each of the accessions that you attempt to accept that runs into this issue. Your users will additionally see this same issue when they attempt to manually accept the accession from the accession screen if the number does not auto-generate. they'll hit the accept button, and the accession number suggester will suggest the 6 digit number, run the check to ensure it's a 5 integer number, and throw an error message, therefore not assigning the accession number. This issue/error will resolve if you take the steps mentioned below.

If you run into the scenario last mentioned above, you need to do one of the following two things:

• Check your database to see if there are erroneous accession numbers that somehow include 6 integer numbers rather than 5. Correct those to 5 integer numbers, and this should resolve your issues. by integer, I mean that if you padded the 5 digit number with a 0 at the beginning, the system reads that as a 5 integer number, so 6 digit numbers that were padded with a 0 at the beginning should not cause this problem.
• Change your setup such that would generate for the laboratory and the number that should generate for the site is slightly different (unique prefix or suffix). This should also resolve the issue.

How can I add questions to my Request forms?

Questions in VetView can be added at multiple levels.  For questions that need to be answered for every accession request for a given lab, you can add the questions at the Lab level.  For other questions, you can add these at the Catalog level under Catalog Setup.

How do I add new questions to VetView?

Lab questions are created under the Question Setup option in the Navigation menu.  See Labs Question Setup for more information on that screen.

These questions can be created once, and then used multiple times throughout the system.  This allows you to keep similar questions identical across different lab sites, but also create custom ones when one of your labs requires the information in a different format.

These questions can be used at the Lab level, and then at the Catalog level.

How can I add new questions to an entire lab?

Questions that will be applied to every accession at a single lab can be added under Lab Setup > Questions Setup.   These can be added at the Accession Level, the Patient Level, or the Specimen Level. 

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How do I add a new question to a single Catalog item?

Questions for individual catalog items and their associated tests can be added under the Catalog Item Setup, under Question Setup.

Unlike the Lab level questions, these questions will always be associated with the catalog item and its associated tests.

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How can I stop a test result from printing?

Whether or not a rest or result prints is set at the Result level on the test in set up.  You can see what the behavior is for each result by hovering over the printer icon displayed at the end of the result.

If the icon has a green gear, it is defaulted to print in the style that displays.  In the example below, the Comment result will print as a paragraph of text.

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To change the behavior of how results print on an accession, you can adjust the Printer Defaults from the rest result defaults to only print Finalized, or to not print any results at all.

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Then if a test result was not completed, set the status as Not Done. 

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If you set the Printing option to Only Finalized, this will block the non-finalized results from printing. 

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How do I add an addendum to a test?

For a test still in working status an Addendum can be added as a Result type.  You can then manually add this Result to the test by right clicking to the left side of the Result Name column where you want to add the addendum.

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You can also add a comment to any result using this right click option.

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For a test that has already been Finalized, you will need to have a supervisor with the right privilege set the test to Unfinalized status.   This will change the status to Review automatically. 

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Then  you can add a test or a result with the name of Addendum. 

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Once the Addendum Test has been finalized, the status of the Accession will automatically changed to Addended Status.

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How can I have priority fees automatically added to an accession?

Priority fees can be set on a per lab basis on Lab Setup > Priority / Accession Fee Setup.  You can define a standard fee charged for all accessions as a percentage or a specific product.  Or you can set a Priority and any associated products fees on the Accession Priorities.    Note that priorities sent via the Request process in VetView Hospital are limited to ASAP, STAT, and Routine, but any requests sent via a Custom Web App form can have a custom status pulled from your system setup.  Requests added via the standard Accession screen can also have these custom priorities and their fees.