Client Search Screen
- Cathy Allison
Client Search Screen
The Client Search Screen and Client Details Screen in VetView allow you to search for existing clients, or create a new client that can then be associated with existing patients.
Client Search
When this screen first loads, you can search immediately by the most common parameters, such as client's last name or account number.
More Fields
Clicking on the More Fields button allows you to search for additional criteria, such as phone number, email address, or direct charge account number.
Set Default Search
Set Default Search will save your current select search parameters and reload them each time you load this screen. For example, if you only ever work with owners, you can set this as the default and filter out other client types of clients to avoid having them load alongside the owners.
Client List
Click on the Search button to find clients that match your criteria. All matches will display in the Client List below the search box.
Sort Columns
Results can be sorted by the Account Number column or the Name column on this screen, if there are multiple matches. Click on the header of the column that you want to sort by. A small upward triangle will indicated that they are sorted descending to ascending, and a small downward triangle indicates they are sorted ascending to descending.
Add New Client
Click on the Add New Client button to load a blank New Client window and create a new client. This is the same New Client window that is found on the Admission screen.
Fill in all the required details and click on Save to create the new client. Client Type and Client Name are necessary to create a new client, but items such as address, phone number, and email address can be added after client creation.
After Save, the Client Details screen will automatically load.
Client Details
This screen contains a series of detailed subtabs to control every aspect of how this client interacts with the system.
This screen is broken down into a series of tabs for easier navigation.
Client Information
At the top of this screen is an overview of the client details as they currently exist in the system. This includes the name and address, credit status, balance age through 150 days, and Client Alerts.
This information can be changed on the subtabs below.
Client Details Tab
This tab contains basic information about the client. Changes can be made in each field and applied by clicking on the Save button.
| Field | Description |
|---|---|
| Active Flag | Indicates that this client is active in the system. Accounts can be disabled for any reason accounting to your hospital's policy, but duplicate accounts can be merged by an administrator as well. |
| Merge Client | This feature will take you through a series of windows (a "wizard") to allow you to compare and contrast system two clients who are the same person. Clients should be merged after any duplicate episodes and patients have been merged. Any existing paperwork on a client that is merged into another will be permanently stored in PDF format with their original data for legal and accounting compliance. Once merged, clients cannot be restored within the system. |
| Client Account Number | The account number for the client in the system. Depending on your hospital settings, this can be manually created during client setup if one is not assigned. |
| Individual or Business | This radio button allows the distinction between two clients, usually veterinarians or farmers, who may have their own personal account for personal pets as well as their business account for their role as the RDVM or business owner. Per best practices, it is generally advised to keep billing separate for these roles even if the person is the same. |
| Name | The client's name. A prefix is not required. |
| DVM? | Indicates that this client's accounting is acting in the capacity of a DVM. When the flag is turned on, the line will prompt for the state and license number for their registration. |
| Referral Source | If your organization tracks specific referral or marketing sources (which can be customized under Referral Source Setup) this field will allow you to enter it for the client. Examples of referral sources, besides RDVMs, could be radio or newspaper advertisements, billboards, Twitter or Facebook, etc. This field is optional. |
| Language | The primary language for this client. For clients in Quebec this includes choices of standard French and Canadian French. The default in all other countries and provinces is English, unless additional localization is added within the system. |
| Birth Date | The birth date of the client. This information is collected for use in PMP reporting for prescription drugs, and can be left blank until the client receives a prescription for a scheduled drug where this information is required. |
| Gender | The gender of the client. This information is collected for use in PMP reporting for prescription drugs, and can be left blank until the client receives a prescription for a scheduled drug where this information is required. (This field pulls in the same gender list as used for patients, so the gender list can be customized to accommodate trans and nonbinary if allowed by state PMP laws.) |
| Client Types | Available custom client types as defined under Client Type Setup. A client can be multiple client types, so this information can be used for demographic tracking as well as setting unique flags for the client (for example, Insured as a client type to indicate the client has pet insurance.) |
DVM Clients
DVM clients have an option to enter in their state license information. This information may be necessary, especially if you utilize the Fill Outside Prescription workflow and the DVM client may be a prescribing DVM for your pharmacy.
Check the box, and enter in their state license information to store it on their client record.
Contact Info
This subtab of the Client tab is where you can add various contact methods for your clients. You can have an unlimited number of contact methods, but only one can be marked as preferred at a time.
Each contact method can have a flag set for what information should be sent. For example, a client may want to have accounting information sent via postal mail, but medical record communication sent by fax.
To add a new contact, choose the contact type from the drop down menu. A small box may open to enter in the billing or mailing address. For telephone number, fax number, and email, the information should be entered directly on the line that says Contact Value.
The Do Not Communicate flag will block automated communications, such as those sent out via the comm log or the reminders worklist, from being sent to the client.
Portal Information
This tab allows you to view the linked Hospital portal account, or create a new Hospital Portal account for the client.
Once created, you can also send a password reset link or a welcome email immediately. After a password reset, Hospital portal clients should have immediate access to their account information on the portal.
To manage accounts, please see the Web Portal Account Management (3.0 and earlier) screen under User Management or the Hospital Web Portal Account Management 3.1 depending on your version of VetView.
Billing Tab
The Billing tab lets you adjust the client's billing options, such as price sets, credit status, and any tax exceptions. ASAQ eligible clients must have the ASAQ information entered for them to show up properly on the ASAQ reports.
| Field | Description |
|---|---|
| Price Set | The base price set for all product pricing for this client. These options can be customized under the Product Setup screen. |
| Payment Type | Normal billing is the default for the majority of clients. Research accounts may be set as Direct Charge, or for clients who have agreed to keep their billing information stored in your organization (outside of VetView), you can select Credit Card on File. VetView does not actually have a place to store credit card information directly; this must be done via a third party app. |
| Credit Status | Credit statuses can be customized, and each status can have certain settings such as blocking check-in or sending a warning when the client checks in. |
| Collection Agency | This flag indicates that the client's account has been sent to collections and no further payments should be accepted by the hospital. |
| Allow Service Fees | This client is eligible for service fees. This can be waived for certain types of client accounts, such as research accounts or government animal welfare services, based on your organization's policies. |
| `Late Fee Exempt | This flag indicates that the client should not be charged any late fees. For example, if they have negotiated an installment plan with accounting, this flag can be turned off to avoid interest charges. |
| Payroll Deduction Plan | This flag is for organizations who have an agreement with their employees to charge any incurred fees via payroll deduction. |
| No-Payment Penalty | This flag is for clients who should incur an additional charge when a payment is missed. |
| ASAQ Eligible | This client is eligible for ASAQ reimbursement. (Montreal only.) This flag must be turned on and all of the information filled out for the client to receive reimbursement. |
| Client Limit Amount | The maximum amount this client is qualified to receive under the current ASAQ rules. It will default to the current limit as defined under the ASAQ Setup on the Hospital Setup screen, and reset annually. Note that this reimbursement only applies to ASAQ eligible products in the system, and all other items on the client's bill will be billed under their normal billing method. |
| Remaining Balance | The balance calculated based on any ASAQ eligible order items on the client's orders. The clip board icon will load and identify these items from the client's order history. |
| ASAQ Region Code | The region code for the client based on the current ASAQ defined regions. This field may be important for ASAQ reports. |
| ASAQ Number | The assigned ASAQ number to this client from the Quebec government. |
| Expiration Date | The expiration date for the client's ASAQ Account. A client who has renewed their ASAQ account must provide the new expiration date, or else the ASAQ discounts will not be applied to orders in VetView. |
| Tax Exemptions | Clients who are eligible for tax exemptions can have these taxes disabled automatically on all future orders. For example, a local government agency (such as an animal shelter) may be exempt from state and local taxes. |
Linked Contacts
The Linked Contacts tab allows you to make connections between contacts within VetView. For clinics, you can associate RDVMs with the clinic. For a farm or ranch, you can have individuals employed at the ranch listed as linked contacts.
You can also add any additional clients that this one individual client has a relationship with, such as groomers, kennels, etc.
Linked Contacts are different from Client Mappings. Linked Clients have no impact on the system features in VetView, but are instead provided as a way for your team to record and verify relationships among your clients.
Directions
The Directions tab is useful for your Field Service units that may have to physically drive out to the client's business address. Alongside the directions, any additional information such as landmarks can be included in this text field.
Mappings
Mappings are a formal connection between two clients within VetView.
Certain client mappings allow for faster new patient creation. If an RDVM is linked to a clinic, then when the RDVM is loaded, the linked clinics will appear on the left hand side of the Clinic window, so that you don't have to manually linked it up.
Patients Tab
The Patients tab gives you an overview of all the patients that are associated with a client. For individual clients, this would include only their personally owned pets. For RDVMs and Clinics and other group clients, it will display all of the patients that have ever been admitted to your hospital with an association to that client.
Basic patient demographic information is also included on this tab, as well as the date of the last visit, any upcoming scheduled appointments, and deceased date where applicable.
Use the CTRL+Click method to open up a patient record in a new tab without closing this window.
Accounting Tab
The Accounting tab displays a summary of client accounting information, broken out into A/R History, Billing History, and for legacy clients, UVIS or VetStar history that was migrated over from a previous system.
A summary of the entire account can be printed for offline records with Print Account History. You can jump to the Cashier screen to apply a payment with Go To Cashier. You can also manually create an adjustment for the client, open a new order, or manually add late fees, by clicking on the appropriate button. Note that these advanced accounting features are privileged locked and may not appear on every user's screen.
A/R History
This tab contains any accounting transactions against the Invoices and Orders associated with the client.
Use CTRL+Click to open an invoice or order in a new tab.
Mouse over the info dot next to an Invoice or Order to see a high level overview of the order without opening it.
Billing History
This tab is similar to the A/R history, but includes orders that have not yet been formally invoiced because they are still in a new or pending status.
UVIS Invoice History
Only applicable to clients imported from a previous UVIS installation. Contains tabular data from the accounting migration.
VetStar History
Only applicable to clients migrated over from a previous VetStar installation. Contains tabular data from the accounting migration.
Comments/Alerts Tab
The Comments/Alerts tab will record any important communication information sent to the client (such as an automatic patient reminder) and display specific Client Alerts that were manually added to the client.
Print Alert Log will load this information into a PDF that can be printed for offline record. Add Log Entry allows you to create a new note, as well as flag a special Client Alert associated with this client (such as VIP donor, faculty/staff, etc.)
Client alerts will be highlighted. System messages that are documented automatically will not be highlighted.
Document(s) Tab
The Document(s) tab will display any documents that were manually scanned and uploaded to this client record. It is also where any PDFs of previous client invoices will be stored after a client merge, so that the original accounting data is preserved for legal records.
VetView Wiki Most recent releases of VetView: Version 4.2.5 Hotfix (Released 10/31/2024)
To see commonly used terms in VetView Hospital, please visit our Hospital Glossary of Terms.