Client Information Screen in 5.0
- Cathy Allison
This page was originally created for VetView 2.1 on 7/16/2021. It has been updated to reflect changes in VetView 5.0 on 11/18/2024.
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Client Information Screen
This screen contains all of an individual client’s information. This includes the client’s demographic details, including all their contact information, their billing and accounting information and history, a list of patients and a link to patient accounts, and any previously attached documentation.
In version 5.0 we have added the ability to add encrypted client data, including scans of IDs and documentation, with privileges around the storing and viewing of this encrypted data. These new fields are found under Client Details. However, they must be purposefully turned on under the new Client Identification Setup tab on Client Setup, and thus won’t be visible until your hospital has turned them on. Thus, identifiers are pulled out into a separate section in this page.
Client Contact Summary
At the top of these screen is a quick summary of the contact information of the client.
The client’s account number and official account name is at the top of the panel, but additional information such as the contact name for a business account, the address, any phone numbers or fax numbers, and the credit status will appear displayed.
If information you expect does not display in this summary, it means it is missing - blank lines are hidden to conserve space. You can review the details under Contact Info and add missing contact information there.
Accounting Balance Age
Immediately next to the contact information summary is the Balance Age summary. This gives you a quick overview of the client’s recent accounting history. Used in conjunction with the current balance and credit balance from the client’s overview to the left, you can have an immediate understanding of the current status of the client’s accounts with your hospital. In this case, the client has not had any recent activity, and has paid off any outstanding balances over 150 days.
Client Alerts
This section displays any highlights that were added to the client or automatically generated by actions performed on the client at some point.
In this example, an alert is added to indicate it’s a test account, but client alerts can be used for warnings for your clinical and accounting staff as appropriate.
Client Tab
This tab contains the demographic information about the client.
Client Details without Client Identifiers
If your hospital has not turned on any required client identifiers, then this is the information as it will appear in the Client Details window. The only required information will be the Client Account number, which can be automatically assigned, and the Contact Name.
Client Details with Client Identifiers
If your hospital will be using additional Client Identifiers as required fields, they appear on this screen. Client Identifiers can be encrypted or clear text, and may or may not require a scanned image upload, depending on the settings.
The most common client identifiers might be a student ID or driver’s license, if your billing department has requested it for a specific client type.
Client Types
The Client Types panel is where you can set what kind of client this is. Client Types are customized by your hospital to match your community’s unique clientele, so the list on this example may be different than what you have available at your hospital.
A client can be more than one type. For example, if you have an equine RDVM that also is a horseback trainer, they can have both flags on their client account and the appropriate notes explaining the situation.
Client types also act as a filter on the Admission screen.
Contact Info Subtab
It is on this tab that you can view and modify all of the client’s addresses, phone numbers, fax numbers, and email addresses.
A client can have more than one of every type of contact information, but only one method of contact can be designated as the primary.
To add a new method of contact, select the type from the drop down menu. For phone numbers and email addresses, you can immediately enter in the value. For addresses, a small pop up window will appear to enter the information.
Portal Information Subtab
If the client account does not have an email address, this tab will be completely blank. No action for portals can be taken without an email address under the Contact Info tab.
Existing Portal Clients
If the client account was previously linked to a portal account, the link will display here. You can send a password reset, or resend the welcome email.
Link Existing Portal Web Account to Existing Client Account
If the client account has an email address that matches a portal account, but there is not a link, you can manually link the two accounts. Once it has been linked, you can send the welcome email or reset the password.
Create a New Web Portal Account
If the client account has an email address that does not match an existing portal account, you can create a new portal account in a single step by clicking on Create Portal Account button. Once it has been created, you cand send the welcome email or reset the password.
Billing Subtab
Linked Contacts Subtab
This page is where you can build client relationships to one another. For example, if an RDVM works for a clinic, you can establish the relationship here. You can also link family members if they have granted a release of medical or billing information (for example, if an elderly client has a child who assists them with billing, you can link that relationship on this page.)
If a relationship is no longer active, it can be unchecked.