Hospital Administrative Functions
- Cathy Allison
This page was originally created for VetView version 2.2. It has been updated to reflect changes made in VetView versions 4.2 and later.
Hospital Administrative Functions Screen
This screen allows administrators and managers to have a single place to perform common large volume data cleanup actions and data import actions without having to run a script against the database.
These features currently include Recalculate Client Receipt Balances, Aggregate Inventory, Mass Write Off, and Duplicate Medical Records.
Recalculate Client Receipt Balances
This tool is used to fix problems on a client's statements due to the timing of payments, closed orders, etc. It will reprocess all accounting lines in the Charge Admin tables in the correct order to retrieve an accurate final balance.
Note that this feature does NOT correct any bad data in the accounting tables - if the prior balances had incorrect entries or other problems, these may need to be manually corrected. This can be used as a tool to identify when that bad data was entered, however.
Also note that Pending invoices are not included in the recalculations, only closed orders.
Select the name or the account number of the client from the drop down menu. The billing address will then appear to allow for an additional layer of verification that this is the correct client account.
Click on the Recalculate button next to the client's name. A warning will appear reminding you that this does not fix bad data, it only reruns the accounting transactions to correct timing issues.
After rerunning the transactions, they will appear in the log.
If there were no errors, it will say “Complete” without additional details.
Any errors noted between the balance expected and the actual balance listed will appear as a mismatch. This will allow you to pinpoint the exact order that bad data was introduced.
Aggregate Inventory
This feature is designed to collapse separate inventory entries with identical information into a single entry.
This process can be database and resource intensive and may take a long time to complete if you have never run it before. VetView recommends performing this task after hours when you run it for the first time. After the first time, it can be safely run during normal business hours.
The Aggregate Inventory Administrative Function performs this process for the entire inventory at once. If you only need to merge single products, this can be done under Manage Inventory instead.
To start, click on the Aggregate Inventory button on the Administration Functions screen.
A warning will display reminding you that this process may take an extended period of time.
Press Okay to begin the process. Inventory will be collapsed in the background.
The specific changes will not be displayed here, but a percentage completed will appear in the background.
Mass Write Off
This feature was added to allow for accounting cleanup of old accounting balances that have expired out of collections, or otherwise will need to be removed from the accounting balances.
This section is controlled with a unique privilege under Role management to access the feature.
There are three sections: Client Search, Mass Write off options, and a printable record of the Adjustments added to each account.
Client Search
This section allows you for to search for clients whose balances will be adjusted based on the criteria established by the accounting department.
For example, you can search for extremely old balances in the system. Note that this search can take several minutes, as the running client balances tables going back a long time will need to be checked.
If the search balances encounter clients with existing credits, these credits should be applied first before taking any other adjustment actions.
You will receive a warning if this is the case. Impacted accounts will appear at the top of the list, and will be highlighted.
The ability to search for accounts with Unapplied Credits is also available on the main Hospital Accounting screen.
Mass Write Off
Once you have search for clients and selected at least one client from the list, the available adjustments will appear on this screen in the second window panel on the right.
Select the appropriate Order Adjustment Type from the list, and the corresponding Debit Memo Adjustment Type. Enter in the Adjustment Reasons that will appear in the accounting logs.
Adjustment Type List
A brief accounting summary will appear on this screen. Clients with credits that need to be applied will load first and will be highlighted. All clients will display the current balance, the balance aging, and when the last collections letter was sent.
Client names will appear as a hot link, to allow you to further review and individual account.
Duplicate Medical Records
This feature is intended for Junior Surgery classes and other classes that utilize VetView software for teaching purposes. It allows you to create a model patient and then copy this patient to new patient records, while automatically assigning personnel.
What do you want to duplicate? Entire patient record or single episode
The first option allows you to choose between copying a whole patient record, or just one episode on the patient record. If you have a model patient with multiple episodes, you can use the second option to duplicate only the currently relevant one to your student’s VetView accounts.
Do you want to assign students?
Once you’ve chosen the type of patient record to duplicate, you can choose to keep the existing personnel on that episode, or to assign new students. You can assign one student per episode, or assign a group of students per episode.
Source Patient to Duplicate
Select the source patient. Enter in the case number, and hit the tab key to perform a quick search.
Once selected, the patient record will appear in text next to the search field for confirmation.
Starting New Patient Case No
Because this process will create new patient records, select a starting case number that has an available sequence following it that matches the number of records you’ll need to create for each student or group of students.
As this should be done in a test system without existing data, lower case numbers should be available. A common strategy is to start each class at the 100s or 1000s depending on how many records you need to make.
Source Episode to Duplicate
(Optional) If you are copying a single episode and not the whole patient record, enter in the episode number that you will copy in this field.
Number of Copies
Select the number of new episodes you’ll need to create. This should match the total number of students or groups that you’ll be assigning to these episodes.
Employee Records to Assign
This section allows for you to perform a search for employees based on positions, classifications, types, and tags. For example, a tag could be “class of 2024” and searching for 2024 will bring up those students within the keyword for tags.
When used in conjunction with the Mass Load Employee Accounts feature, you can pre-assign your students to groups and have those groups included as tags as well.
Execute Copy
Once you have all your criteria filled in, click on the Execute Copy button to create your new patients and episodes, and automatically assign students to each case.
If the process is not available to complete in its entirety for any reason, you will get a failure message and the reason why the process had to halt so you can correct the issue. The most likely reason is that it was not able to use a case number in the sequence you specified.