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Begin by choosing the Unit you would like to setup in the Unit Setup tab of the Hospital Setup Screen.  If your Unit does not exist already, you may also Add a Unit by clicking the Add Unit button.

                                                                                

Unit Details

This is where you will set up the various Units operating in your hospital or clinic. 

  • Receiving Unit: Check this box if you determine that the Unit is a request area (Unit needs to receive internal requests for services, like radiology would).
  • DVM required on requests: Checking this box will require that a new request have a DVM associated with it (students will be unable to submit requests to this unit without indicating who the requesting DVM is).
  • Inventory Area: Check this box if you determine that the Unit is a Inventory area.
  • Auto Receive Inventory: Checking this box will automatically receive any incoming inventory that was transferred to it from another inventory area.  This will bypass the manual process of confirming that what you ordered was received. This is typically used for floor stock areas such as surgical suites, etc., where there may not be staff to follow any formal receiving check-in process of stock.
  • Inherit contact information from parent unit: Check this box to inherit the parent units' contact information.

Catalog Setup

Create the Catalogs that need to be in each UNIT.  Catalogs are the space you use to set up the medical record request forms that your clinical staff will use to request service or items from other hospital units, or the documents your clinical staff will utilize to document the medical care that was given to patients during their visit to your hospital or clinic.     

 To add a new catalog, click on the Add New Catalog button. The Add Catalog button is displayed. On this pop up you will find:

  • Label: Enter the name of the Catalog here.
  • Description: Enter a description for the catalog here.
  • Type: Specify what type of Catalog it is: Document, Request, External
    • If the UNIT is a Receiving Unit, receiving requests from other areas of the hospital for services, you will need a REQUEST CATALOG.  For example, if you were setting up a radiology service, and they are not a stand-alone service, as in this scenario they only perform radiology for services within the hospital, you would create a single Catalog, and perhaps name it RADIOLOGY REQUESTS.  If your radiology department wishes, they could also set up a separate catalog for the various items within their unit, so perhaps an MRI catalog, an Ultrasound Catalog, a CT catalog, and an X-Ray Catalog.
    • If the UNIT, on the other hand, receives patients who are there to see the Radiology Service without the need for any other hospital services, then the service is a stand-alone service, and would need to be set up without the Receiving Unit checked, and would need a DOCUMENT CATALOG only. 
    • If your Radiology service CAN see patients who are not seeing anyone else OR it can also receive requests from UNITs within the hospital, you would want to set them up as a Receiving Unit AND you’ll want to set them up with both a RADIOLOGY REQUESTS Catalog as well as a RADIOLOGY DOCUMENTS Catalog.
  • External ID:  If the catalog being created is meant for lab requests, then this field will hold the laboratory site ID of the lab to submit the request to. This is applicable to catalog types VetView Internal Lab and VetView External Lab.
  • Ext Hospital ID: This will be the Client ID assigned to the hospital on the lab side which is used for billing purposes. For e.g. if you are setting up this catalog to hold requests that will be sent to Clinpath, then the ID assigned to the teaching hospital in the Clinpath lab setup should be entered here so that Clinpath can bill the hospital for the requests within the catalog when applicable.
  • Specimen Exists: This prompts the specimen type question on the secondary request screen on the patient medical record. So if you are setting up a catalog for a laboratory, the assumption is that you should have this checkbox checked, as there should be some type of specimen upon which to run the laboratory tests.
  • Display URL:  This field holds the Radiology Viewer URL used with the MedQ type requests.
  • Priority Flag: This checkbox allows the ability to set priority when submitting requests that will be included in the catalog being setup.
  • Active:  This indicates whether or not the catalog is an active catalog in the system. It is advised that while setting up a new catalog, you set it up in a live system as inactive, and only activate the catalog once you have completed and reviewed that the setup is how you prefer it to be.  
  • Questions: Add any questions that users must answer before completing a document/request associated with this catalog. 

Appointment Type Setup

The Appointment Types tab allows you to set up appointment types for the schedule(s) assigned to this unit.  It also allows you to map your appointment type to a default episode type so that the order opens under the default episode type, bringing in the necessary auto-add components (set up for this will be shown below) and the verification parameters for that type of episode.  If you click the  button, you will get a pop-up asking you to name the appointment type, and assign it to a default episode type. 

  • Episode Types are setup on the next tab over, and can be found in the next main section.

Schedules

The schedule tab allows you to set up the schedules needed for receiving and/or incoming requests to the Unit selected.  This is where you can set up a receiving schedule, an internal resource schedule, or any other schedule you need for your unit. 

  • To add a schedule to your unit, click the Add button at the top left of the window.  In the resulting pop-up, name your schedule, indicate the schedule type, and save your schedule, adding comments if need be. 

Product Mapping

This was designed for Units that feed input or interact through an interface with VetView.  This basically was set up so that incoming new charges would on first hit to VetView create a corresponding new product in VetView with the appropriate multipliers.  This tells the system how to set the new product up correctly for that unit. 

  • Auto Add Product:  The concept here is that if you have a product that the lab is charging for that does not have a mapped link to the hospital side, this option would auto-build the product and insert it into the hospital side of VetView.  This requires additional information to be included, which are detailed below:    
  • Default Product Line:  If you are auto-adding products, this is where you will indicate that the auto-generated product should be assigned to this Product Line.  Basically, when the system auto-creates a new product code, it will assign the code to this product line, then search for the next available sequence number for the creation of the new product code.  
  • Default Mark Up: If you are having the system auto-adding products, and you want those products to include a default mark-up this is where you indicate that default markup.
  • Default Service Fee: Indicate service fee to be applied to auto-added products.
  • Add Charges On: Indicate when you want the charges added by default for this newly added product (the current options are "requested" or "accepted").

Assigned Users

Assigning users to a Unit allows those personnel to see private schedules, accept incoming requests to that Unit, and drives other unit-specific future items in VetView. 

Request Setup

This allows you to set up the statuses your unit will use for incoming requests, and what automatic notifications will be sent upon updating the status of those requests. 

Patient Locations

If the Unit has cages or stalls in the unit, the patient locations within the ward should be populated into the patient locations for that Unit.  Doing so provides a quick list for those within that hospital unit when assigning patients to that location.  Doing so also allows hospital staff to accurately track the whereabouts of a patient during their stay.  This information feeds to the census and patient location indicators. 

  • To add locations to a unit, simply click the Add button, and type in your location name or tag.  Make sure you activate your location, or it will not show up as an option on your census.
  • To add default boarding charges (or other default charges) to your patient locations, simply make sure the location you wish to add charges to is highlighted in the list, then click the Add button on the Default charges for BH1 tab, and enter and save the charge or charges you desire to associate with that location.

Inventory Locations

If your unit has an inventory receiving or holding area, you will need to set the system up to recognize the inventory area as part of that unit.  To do so, simply click the Add button and assign the inventory area a name.  Make sure to mark it active, or it will not show up where it needs to for inventory control!

 

 

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