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.
| 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.
Add Accession Contact
Click on Add Accession Contact to add a new contact to the accession. A small window will appear.
| 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.
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.
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.
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
Tags can be used to link accessions together based on an easy keyword system. This can be useful for query tracking and reports. Accession tags can also be searched for directly. This section lets you pre-define the tags that will be allowed for the accessions in this lab.
Add New Accession
Click on the Add button to create a new tag. A small window will open.
Enter in the name of the tag and a description.
These tags then become available on the Accession Search and Accession screens in the tag drop down menu.
If a tag will no longer be used, it can be set as Inactive. Tags cannot be deleted to preserve historical data.
Accession Report Charges Section Disclaimer
This section allows you to add a disclaimer to the charges that will appear on the accession report. Since the laws around this statement can be different, and your billing practices may differ from lab to lab in VetView, this section can be customized for each lab in accordance with that lab's policies.
Accession Report Pattern Disclaimer
This seciton allows you to add a disclaimer to any pattern results. If the results are processed using a specific third party system, you can include the name of that system in the disclaimer. This only appears for results of the Pattern type.
VetView Wiki Most recent releases of VetView: Version 4.2.5 Hotfix (Released 10/31/2024)