Hospital Exception Log Screen

The Exception log is an accounting screen to identify billing issues in the system and resolve them.   Exceptions can occur if orders are closed prematurely, if products were changed during a patient's visit, or if there was a hiccup sending a billing message in HL7 from an external interface.  The most common issue is that an order was already closed when an interface attempted to remit a charge to the patient record.

Search Exception Log

The Exception log will load with all unprocessed issues by default.  To narrow down the results, you can search for a specific patient, episode, request, or within a date range.  You can also change the status from unprocessed to processed, to find a previously resolved issue.

Enter the parameters, and then click on Search to generate matching exception log entries below.

Resolve Exception Log Entries

The Exception Log will load the entries in a collapsed state.  Expand a row by clicking on the arrow next to it, to show more details about the issue.

Use CTRL+Click on the Case Number, Episode, or Order Status link to open it in a new tab and review the events on the episode or order.

Update Product Info

If the issue was an incorrector out of date product line and sequence,  the request charges will bounce to the error log. These will appear as the error type Request Charge, but you will be unable to post the charges even if the order is already open.  

Click on Update Product Info to open a small window and look up the correct Hospital product code.

Then you can click on the Post Charges button to have the charge added to the open order.

Open Order

If the issue is that the order was closed before the charge was applied, you can open a new related order and then post the charge to it.  These will appear in the log as the type Request Charge.  Click on the Open Order button.

A note will appear in the log showing that a related order was opened.

Click on the Post Charges button to apply this charge to the new related order.

Issue Client Credit

If a client was charged for a Request that was ultimately cancelled, but the order was closed, you will get the notice of type "Request Credit" and the option to immediately apply a credit to the client account using a Closed Order Adjustment.

Click on the Credit Client button to generate the client credit. 

Once the credit is added, the notes will display the description as it will show in the client's transaction log.

Mark as Processed

If an issue noted in the Exception Log was resolved elsewhere, either by manually creating a new open order and posting charges to it, or by manually generating a client credit, you can find the issue in the log and Mark As Processed.  

A warning box will appear that explains no further action can be taken once an issue is processed.

Add Comment

A comment can be added to any issue in the Exception log.  This may be helpful for forensic accounting in the future, to identify what an issue was and what steps were taken to correct it.  Note that all of the above automatic actions will also create a line in the Exception log that can be reviewed, so this comment field is best used for any situations in other parts of VetView or your hospital.