Create a Blank Pre-Admission 

If you click on the New Admission button at the top of the Admission Search screen, a blank PA Screen will load.  If you click on the PA# field on a row of the Search Results, then PA Screen that was filled out for that episode will load, with all the data already included.

Open

New Admission Button

A shortcut to a new PA screen is holding the Alt key and then clicking on the Admission icon on the header bar.  A small green plus sign appears on this icon to indicate it will jump straight to a new admission and bypass the admission search screen.

Patient Demographics

The New Admission screen loads with everything empty.  However, if your patient and client already exist in the system, they can be added to the PA without filling out the information again.

The PA screen is divided into several sections.  At the top are the patient contacts, in the form of mock index cards.  The admission details include the admitting unit and appointment type, the main reason that the patient is being seen, and options such as Field Service or ASAQ (Montreal only.)  Below this section is a section for Personnel, Appointments, and Reminders.

Open

Blank Pre Admission screen

Add Patient 

Click on the green plus sign on the Patient Card to open up the new patient form.   This form also doubles as patient search on this screen, for any existing patients.

Start searching for the Patient Name and Species.  If too many results match, then you can enter in a client's name in the Search by Client Record field to limit the results.  Matches will appear on the right hand side of this window, in the Search Results column.  Double click on a match to add it to the PA.  Note that matches for deceased patients will appear with a black background.

If none of the existing patients and clients match, you can fill out the rest of the form with the new patient's information, and then click on Save to add the new patient. 

Once Saved, the PA Screen will reload, and the patient's information will appear in the Patient card on the top part of the screen. If the patient has an Owner, RDVM, and Clinic already mapped, those will automatically fill in as well.

Add Owner

Adding the new patient's Owner is similar.  Click on the small green plus sign on the Owner card to open up the contact search form.

Enter in the owner's name and other parameters to see if they are already in your system, such as the phone number.  Possible matches will appear on the right hand side.  

Note that the Search Results on the right hand side are weighted, and all fields that match may appear.  Be sure to scroll through and confirm if there is a match at the bottom of the list.

If there is no match, fill out the rest of the client's information and then click on the Save button to add the new owner into the system.

For emergency services or other intake units where there may not be sufficient time to fill out the patient or client information needed before the patient is checked in, you can add only the bare minimum for the patient and owner to create the episode, and then go back and fill in the remaining information later on.  The minimum demographic information needed to create a new PA is the patient name, patient species, and the owner's name.  

Add RDVM and Clinic

The Referring DVM and Referring Clinic are optional on a new PA.  You can add them to the PA if the RDVM has sent the patient to your hospital for a specialty service, and this allows you to send them automated updates as the episode progresses.  

Click on the green plus sign to open up the RDVM or Clinic Search windows.

The search is similar to the Owner search window, with the addition of a new panel on the left hand side for any prior associations for your owner, the RDVM, or the clinic.  Prior associations can be doubled clicked to add, just like the matching search options on the right hand side.

If there are no matches, fill out the information and click on the Save button to add the new RDVM or Clinic to the system.

Edit Patient, Owner, RDVM, or Clinic after they are added

To edit the demographic information of the patient or any of the contacts on the PA, click on the pencil icon on the contact card.

For patients, this will reopen the standard Add Patient window with their existing information already filled in.

For Owners, RDVMs, and Clinics, it will open up a Communications Method window instead.  This allows you to add the contact methods and indicate whether they should receive any owner or RDVM communications through that method.

Click on the pencil icon to edit the selected type of contact.  For example, the Mailing Address window will open with a place to edit the street, city, and zip or postal code.  Fill out the information, and click on Save to add the method.

You can indicate what communications should be sent to this method.  An RDVM may want to have their medical record communications faxed, but have their accounting information sent to a physical mail addressed instead.

Add Additional RDVMs or Clinics

More than one RDVM and clinic can be added to a patient. To add a second one, click on the Change Contact button on the index card, and fill out the information for the second RDVM or clinic.

Set or Unset RDVM or Clinic as Primary

The referring DVM and clinic are assumed to be the primary for the patient when they are first added.  (For example, the patient may have been referred from another emergency clinic, not their usual DVM.)

If more than one RDVM is added to a patient, you can set one as the primary.

Click on the small icon on the right side of the card to unset the contacts as the primary for this patient.  The icon will change from color to grayscale o indicate the primary flag has been uassigned.

Add Alert to Patient, Owner, RDVM, or Clinic

Click on the icon that looks like a yield sign with a small green plus on it to add a new alert or comment.  These alerts will follow the patients or contacts throughout the system.

Other Icons on the Contact Cards

Change Patient, Owner, RDVM or Clinic

One set on a PA, any of the contact cards on the top can be "changed" for another contact of the same type by clicking on the Change icon.  This will open up the Search window matching the selected contact card (e.g. clicking on the RDVM change icon will load the RDVM search window.

Admission Details

When you have added the patient's demographic information (at a minimum identifying the patient's name, species, and an owner name for the bill party)  you can begin to enter in the rest of the Admission Details in the section below.  When a patient is added, the status changes from New to Pre-Admission.

Information that is required to check in the patient is indicated by an underline on the label.

Add Another Admission will copy the patient demographic information already entered into a second PA, which will appear as Admission 2 at the top of the screen.  You can use this option to schedule multiple visits, such as follow up shots or a surgery post-op visit.

Once you have started to enter information in this section or any of the sections below it, a Save button will appear beside the Add Another Admission button.  

Personnel Section

This section allows you to start assigning personnel to the PA.  At a minimum, you must designated an Admitting DVM who will be responsible for the intake of the patient, and also credited as the DVM on the patient's bill.  If the episode is transferred to another unit or the DVM is changed, this can be changed to a new attending DVM after the episode is opened.

Additional personnel can also be added via the Schedule screen when creating an appointment, or during the course of the episode depending on your staff's availability. 

Appointments Section

The Appointments section will initially load with "Not Scheduled" and a button to Schedule Appointment.  Clicking on this button will take you to the Schedule Screen for the designated unit of the episode.  (CTRL+Click is not available with this button.)

The PA information for the pre-admission you were just on will load in the left hand panel, where it can be dragged and dropped to an open time slot on the schedule.

To go back to the PreAdmission screen for this episode, right click on the newly created appointment and click on Go To Admission.

The appointment you added will now appear in the Appointments Section.

Appointments are not required to check-in a PA, if your emergency services workflow does not use the scheduling system.  Appointments for requests can also be scheduled independently after an episode is checked in.

VetView supports multiple appointments and appointment task types on each PA.  See our Schedule Screen pages for more details about Appointment Task Types.

Reminders Section

For a new patient, this section will initially load blank.  For an existing patient or existing owner, the reminders for this patient and for all other patients will display in this section.  This can be helpful when discussing scheduling of other services with your owner (e.g. a reminder for annual vaccines while in for grooming, or that another patient has an annual visit due soon.)

Alerts

Patient, Owner, and other client alerts will appear on the right most panel within the PA screen.

Admission Forms, Patient Labels, and other Tabs

Admission Forms appear as buttons in the central section of the PA screen.

Pre-Admission Button and Forms

Clicking on the Pre-Admission button will open the Document window, and allow you to add a PA Document to the screen.  This document will also appear in the PA section on the Episode record.

The PA Document can be customized by your hospital or the intake unit.  The name of the document will become the tab name. Click on the Save button to save the information, and the Print button to open the PDF report for printing.

Because this document must be filled out and saved on the PA screen, a separate set of privileges for adding, editing, and saving PA documents can be assigned to roles in VetView. 

The example below uses a Pre-Admission document as a place to scan the RDVM referral paperwork to ensure it’s attached to the patient record.

Estimate Tab

Clicking on the Estimate button on Admission Details will add an Estimate tab to the PA screen.  Multiple estimates can be added on each PA.

Patient Label

The Patient Label opens up a PDF view of the patient label report, which may be customized by your hospital.  By default, this report is intended to be printed on a 2x8 label sticker sheet, and applied to the patient's intake forms, medical record, or pet carrier.  It includes the patient's demographic information, owner information, and in large print, the Case Number and Client Number. It can also be adapted to print a bar code.

Custom Admission / Intake Forms

This opens a PDF form that your hospital has the option to customize, such as a client intake form or a disclaimer form.  By default in VetView, this form is blank.   It is an optional form that your hospital may choose to include. 

Another use for this Admission form may be having the Patient Label print to a custom label maker such a sticker intended to go onto a pet collar that contains a bar code.

Attachments Tab

This tab allows you to attach documents to the Pre-Admission, such as the patient's medical record from the RDVM, or a scanned and signed copy of the estimate.

Click on Attach Document to upload and attach a file.

Choose the file from your local system or a shared network drive and click on Open.  The attachment will upload with the file name, the date time and user, and a default description of "Manually Attached Document.

These attributes can be edited by clicking on the pencil icon.

To delete an attachment, click on the X in the Delete column. 

Contacts Tab

This tab contains the patient's Owner, RDVM, and Clinic as they were entered in the cards on the top of the screen.  However, this tab allows you to enter additional patient contacts, such as other owners (in addition to the primary owner), additional RDVMs that the patient has visited, and other types of contacts such as their pet sitter / boarding service, insurance contacts, etc.

To add a new contact, search for an existing contact by name and click on Add Contact.  You can create a new contact on the Client screen in another window, and then reload this page to search for the contact, if they aren't already in VetView.  New contacts can also be added on the Patient Record itself, in the Patient Contacts tab.

Episode Log Tab

This tab contains a brief overview of events that have occurred on the PA screen as well as status changes on the episode itself.  A date and time stamp of each event is added as well as the user who performed the change.  If an episode alert is added using the Add Alert button on this tab, it will appear here as well.  (Patient and Client alerts that are added do not appear here, but instead on the Admission Details tab in the warning box.)