Client Information Screen

This screen contains all of an individual client’s information. This includes the client’s demographic details, including all their contact information, their billing and accounting information and history, a list of patients and a link to patient accounts, and any previously attached documentation.

Client Contact Summary

At the top of these screen is a quick summary of the contact information of the client.

The client’s account number and official account name is at the top of the panel, but additional information such as the contact name for a business account, the address, any phone numbers or fax numbers, and the credit status will appear displayed.

If information you expect does not display in this summary, it means it is missing - blank lines are hidden to conserve space. You can review the details under Contact Info and add missing contact information there.

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Accounting Balance Age

Immediately next to the contact information summary is the Balance Age summary. This gives you a quick overview of the client’s recent accounting history. Used in conjunction with the current balance and credit balance from the client’s overview to the left, you can have an immediate understanding of the current status of the client’s accounts with your hospital. In this case, the client has not had any recent activity, and has paid off any outstanding balances over 150 days.

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Client Alerts

This section displays any highlights that were added to the client or automatically generated by actions performed on the client at some point.

In this example, an alert is added to indicate it’s a test account, but client alerts can be used for warnings for your clinical and accounting staff as appropriate.

Client Tab

This tab contains the demographic information about the client.

Client Details without Client Identifiers

If your hospital has not turned on any required client identifiers, then this is the information as it will appear in the Client Details window. The only required information will be the Client Account number, which can be automatically assigned, and the Contact Name.

Client Details with Client Identifiers

If your hospital will be using additional Client Identifiers as required fields, they appear on this screen. Client Identifiers can be encrypted or clear text, and may or may not require a scanned image upload, depending on the settings.

The most common client identifiers might be a student ID or driver’s license, if your billing department has requested it for a specific client type.

Client Types

The Client Types panel is where you can set what kind of client this is. Client Types are customized by your hospital to match your community’s unique clientele, so the list on this example may be different than what you have available at your hospital.

A client can be more than one type. For example, if you have an equine RDVM that also is a horseback trainer, they can have both flags on their client account and the appropriate notes explaining the situation.

Client types also act as a filter on the Admission screen.

Contact Info Subtab

It is on this tab that you can view and modify all of the client’s addresses, phone numbers, fax numbers, and email addresses.

A client can have more than one of every type of contact information, but only one method of contact can be designated as the primary.

To add a new method of contact, select the type from the drop down menu. For phone numbers and email addresses, you can immediately enter in the value. For addresses, a small pop up window will appear to enter the information.

Portal Information Subtab

If the client account does not have an email address, this tab will be completely blank. No action for portals can be taken without an email address under the Contact Info tab.

Existing Portal Clients

If the client account was previously linked to a portal account, the link will display here. You can send a password reset, or resend the welcome email.

Link Existing Portal Web Account to Existing Client Account

If the client account has an email address that matches a portal account, but there is not a link, you can manually link the two accounts. Once it has been linked, you can send the welcome email or reset the password.

Create a New Web Portal Account

If the client account has an email address that does not match an existing portal account, you can create a new portal account in a single step by clicking on Create Portal Account button. Once it has been created, you cand send the welcome email or reset the password.

Billing Subtab

Linked Contacts Subtab

This page is where you can build client relationships to one another. For example, if an RDVM works for a clinic, you can establish the relationship here. You can also link family members if they have granted a release of medical or billing information (for example, if an elderly client has a child who assists them with billing, you can link that relationship on this page.)

If a relationship is no longer active, it can be unchecked.

Directions Subtab

For Field Services clients, you can note the directions to the location or add any notes regarding the location at the address that would be helpful for the client.

This is a rich text field and can support formatting and even a link to an outside map, such as a Google Maps link.

For example, at a farm, the mailing address may not be the same location as the animals for the site visit. A note that describes the correctly location to enter to find the production

Mappings Subtab

Unlike the Linked Contacts tab, which are manual links provided by the client, the Mappings subtab is where automatic links generated by the Admission screen are added for RDVMs and Clinics to Owners as clients.

You can also manually add these links to associated RDVMs and Clinics to Owners and to each other on the Admission screen in the future.

Filter Types

For businesses with many child clients, you can use the filter to narrow down the list if you are looking for a specific type of client.

In this example, the filter was set to ROI (release of information) clients to clear out all the individual clients on the list.

Patients Tab

This tab contains a list of all the patients associated with the specific account. To find a specific patient, you can sort every column - including the case number, the patient name, etc.

You can use CTRL+Click to open a specific patient in a new tab.

Accounting Tab

This tab contains a list of the accounts receivable transaction history for the client, the billing invoices and statements for the client, and for legacy clients from UVIS systems, their UVIS accounting history (maintained for legal purposes.)

A/R History Subtab

This is a list of the accounting transactions associated with the client. Mouse over the info dot to view details about the specific line item of the order.

Billing History Subtab

This tab displays the Order history. All Pending, Finalized, and Closed orders are displayed here, as well as the remaining balances.

Mouse over the info dot to preview the details, or use CTRL+Click to open the order in a new tab.

UVIS Invoice History Subtab (Optional)

If your hospital imported the database from UVIS, the accounting transaction list as it was imported will appear here.

The original files can no longer be viewed, but this will display the transactions themselves exactly as they were imported from UVIS - and the UVIS files themselves can reference previous imported databases, as is the case with this example.

Comments/Alerts Tab

Notes about the client can be entered here . Notes can be linked to Client Alerts, which will then appear in the Client Alerts panel.

Notes with linked alerts appear highlighted in this list.

Add New Log Entry or Alert

Click on the Add Log Entry to add a new client note or alert to the client’s account.

A small window will open.

Documents Tab

Any automatically attached or manually attached Client documents will appear on this list.

Attach Document

To add a new document, click on the Attach Document button. A local file selector window will appear.

Edit or Delete Document

If you need the document’s details, double click the document to open the Edit window.

This is also where you can delete a document from the Client screen.