Physical Medical Record Tracking

Although the ideal is that your office is "paperless" we are aware of the importance of paper copies of medical records for backup purposes, and also for types of documents that are not yet supported in VetView, such as body charts. 

VetView has a system that allows you to track the physical copy of each patient's records from your library as it is checked out and returned by your clicking staff.

Medical Record Tracking is found under the Medical Record Management screens under Navigation.

How do I create a new volume for a physical medical record?

The first time a patient checks in and you create a physical medical record for them, you can record this volume in VetView.

First, search for the patient, and if no volumes appear, click on Add Another Volume to start tracking their physical record.

Give this new volume a name.  We recommend including the VetView case number as part of the name, but you can name it according to the medical record system you are using for your physical records, such as owner's last name first.

As soon as you hit Save, a link between the physical record volume you just created and the patient in VetView will be stored in the system, and you can check out the volume to your clinical staff.

How do I check out or check in a single medical record?

With at least one volume created, you can check out the record to a specific user or unit.

Select the date, the reason, the user it is being checked out to, and the unit where the physical record will be stored until it is returned.

(Reasons are a custom field that is set up under Hospital Setup > Medical Record Setup > Medical Record Transfer Reasons.)

When you have finished filling out the details, click on the Save button to add a log entry of the record being checked out.

How do I check out or check in multiple medical records at once?

VetView allows for bulk processing of medical records via Multi-Record Tracking.  This is useful if a department is checking out a large number of cases for a research study, or is returning records after all their patients have gone home for the day.

You can also use this tool for after your Medical Records staff have confirmed that the episodes are complete, and that all necessary parts of the physical record match the digital copies in VetView via the Medical Records Management screen.