IntraVet 4.5 RC4. New Features Guide. Revision Date: 3/14/12

Transcription

1 IntraVet 4.5 RC4 New Features Guide Revision Date: 3/14/12

2 Volume by Webster Veterinary Supply, Inc. All rights reserved. Microsoft and Windows Explorer are trademarks of Microsoft Corporation. All other trademarks, which appear in these pages, are the property of their respective owners. COPYRIGHT NOTICE This software and operations manual are both protected by U.S. Copyright Law (Title 17 United States Code.) This software and publication have been provided subject to a license agreement which restricts their use. No part of this software or user manual may be copied or distributed, disclosed, transmitted or reduced to any electronic medium without the express written permission of IntraVet Software, A Webster Company. Infringement of copyright can result in criminal prosecution, fines and imprisonment, in addition to civil damages. DISCLAIMER This software and manual are provided on an as is basis. Except for the warranty described in the IntraVet software license agreement, there are no warranties expressed or implied, including but not limited to implied warranties of merchantability or fitness for a particular purpose, and all such warranties are expressly and specifically disclaimed. In no event shall IntraVet Software, a Patterson Company, be responsible for any indirect or consequential damages or lost profits, even if IntraVet Software, a Patterson Company, had been advised of the possibility of such damage. Patterson Technology Center 1201 Althoff Drive Effingham, IL Technical Support Technical Support Fax IntraVet 4.5 New Features Guide ii

3 Contents Overview of New Features 1 IntraVet 4.5 New Features and Enhancements... 1 Main Screen... 1 Menu Bar... 1 General Branch Setup... 2 Time Clock... 2 Client List... 4 Client Account Management... 7 Medical History Appointment Calendar New Tab Print Tab Delete Viewing options Search Find Walk-Ins Columns Slot Setup Control Center Boarding Control Center Task Manager Boarding Boarding Reservation Availability Inventory Inventory Update Code Setup Patient Codes General Codes Procedure Code Mass Price Update IntraVet 4.5 New Features Guide iii

4 Overview of New Features IntraVet 4.5 New Features and Enhancements Main Screen This update is designed to bring your IntraVet system up to current guidelines with numerous enhancements and new features. Please review the following information to familiarize your office with these changes. If, after reading this, you continue to have questions, please contact our support team at Menu Bar The following icons take the user to the client list. Once the appropriate client is chosen it will open the selected window. These icons allow the user to access the most used portions of the software more quickly than previous versions. Icons have also been added to access their patient s prescription history and lab results on separate screens. Open Account Invoice Payments Estimates Transactions Prescriptions Lab Results IntraVet 4.5 New Features Guide 1

5 The following icons take the user to the section of the software which was chosen. Control Center Appointment Calendar Boarding Availability Pending Charges Time Clock Change Branch/Warehouse (if you only have 1 warehouse or branch this option will not appear). Close Wild Search General Branch Setup The majority of setup options are located in Setup Program General Branch Setup. There can be different setups per branch and each branch can have different background colors. This will help in differentiating between branches, so you know what branch you are currently logged into and know your charges are being applied to the correct branch. Time Clock The Time Clock is completely integrated into the system. There is no need to have a separate time clock program installed. It will begin with a new database. To access this module, your security options must be set to Username Only or Username and Password under Setup Program General Branch Setup Security Security Audit Method. To clock in: Click on Time Clock within the Menu Bar. The login window will appear. Select the User. Type in the associated password (this password is assigned within the User Setup Window). Click OK. IntraVet 4.5 New Features Guide 2

6 The Time Clock module will open and the User Name will appear on the top portion of the window. Click Clock In. NOTE: It shows the current status and only allows the next option. The screen shot below shows the Office Staff user is currently Clocked Out and only allows them to Clock In. Once the user is clocked in, a job code must be selected. Click OK. The user is now clocked in. Once the user is clocked in they have 3 options: o Clock out for a Break o Clock out for the End of their Shift o Change Job Code IntraVet 4.5 New Features Guide 3

7 Client List The Client List is taking the place of the client search in the previous version. The client list is a direct route to the client account management screen (or client s account). To access the Client List, click on the Open Account icon. To Search, type the client s last name, first name or account number and hit Enter on your keyboard. The system defaults to search by name if you want to search by account number click the column header named Account #. The Auto Search option allows the user to go to the first account that fits the search criteria that was entered without having to hit the tab key. IntraVet 4.5 New Features Guide 4

8 When checked, the Show Inactives shows inactive clients and allows the user to search for them and reactivate their account. Inactive clients will show up in gray in the Client List. The patients are listed in the box on the left side under the search option. General information about the patient is provided as well as a weight graph. Inactive patients fall to the bottom of the list in alphabetical order. The Use option is the default option selected. When clicked it goes into the selected client s account. Other options are to hit Enter on your keyboard, or double click on the line. This will open the selected account as well. New allows the user to create a new account. IntraVet 4.5 New Features Guide 5

9 Account Numbers when an account is being setup there is not an option to put in a specific number. It will automatically select the first open account number. There are required fields in the Client Setup Window. If the required information is not completed, the client cannot be saved. Red Xs will be placed next to the missing field. If it is the phone number field there will be a red '!'. o The required fields can be setup under Setup Program General Branch Setup Account Setup Required Fields. The Edit option allows the user to edit the client information. IntraVet 4.5 New Features Guide 6

10 The Inactivate option allows the user to inactivate a client. If a client is inactivated it automatically inactivates the patients associated with that client. Once the client has been inactivated the button changes to Activate. This allows the user to reactivate a client. Once a client is inactive they will not show up on the Client List unless you check the Show Inactives Box. The Print Report tab allows the user to print a list of clients and their account numbers. Client Account Management The close tab closes the client list screen. The client account management screen has many new features. There are now picture icons that guide the user to certain areas within the Client Account Management screen. The clients account number and name is listed at the top of this screen. The client s patient(s) are listed on the left near the top. Clicking on a patient s name gives you additional patient information to the right. IntraVet 4.5 New Features Guide 7

11 The blue arrow in the top left hand corner returns the user back to the client list where they can then select a different client. In the Client Account Management screen there are picture icons that can be selected to easily move through the different areas of the client and patient information. Medical History The Medical History icon takes the user to information regarding the patient s medical history. For detailed information on Medical History see page 36 of this guide. Add Patient The Add Patient icon brings the new patient screen up, where all the patient information can be added, as well as weights, and setup options. IntraVet 4.5 New Features Guide 8

12 The Patient tab is where the general information about the pet is kept such as Name, new Long Name, Species, Sex, Breed, Color, Date of Birth, and Status. The Weights tab lists all of the weights recorded for the patient. There is also the capability to add, edit, and delete weights. Weights can now be back-dated from this window. IntraVet 4.5 New Features Guide 9

13 The Setup tab houses features such as patient operator warning, preferred provider, tag id, microchip, reminder options, and epethealth id. Print Label, located at the bottom of the screen prints the default patient information label. Edit Patient The Edit Patient icon takes the user to a screen that allows the selected patient s data to be updated. It is now easier to change the patient s name. There is no longer the need to run a utility; you can now simply open the edit patient window to change a patient s name. IntraVet 4.5 New Features Guide 10

14 Edit Client This tab allows the office to edit or update the client information, as well as their setup, and general options. The Client tab has general information such as name, address, phone numbers, and alternate contact information. There is now the option to setup unlimited phone numbers, each with their own description. The Setup tab features Financial, Statements, Terms, Credit Limit, Discount, Search codes, Classification, and Referral information. IntraVet 4.5 New Features Guide 11

15 The General tab houses the operator warning, , branch and other custom information depending on the Branch settings. The client s Branch association can be changed by using the Client Branch drop-down and selecting the appropriate branch. The Client Label located at the bottom of the screen, prints the default client information label. Split Ownership Split Ownership allows multiple client accounts to share financial responsibility for the same patient. The office has the ability to determine the percentage for which each account is responsible. Once a client account is selected, and a percentage for that client entered, click the Add button. Repeat until all responsible parties have been added to the list with a corresponding percentage. The OK button saves the data entered and enables this feature. IntraVet 4.5 New Features Guide 12

16 Account Notepad Account Notepad previously known as Client notepad, allows users to add any notes special to that account. New notes can be added; previously saved ones can be edited. Notes can also be deleted as well as printed. Directions 'Directions' is a new window specifically for directions to a client s home or barn. An example would be for a practice that does house calls for their clients. The icon takes the place of the Client button in previous versions. IntraVet 4.5 New Features Guide 13

17 This allows an to be sent to a client directly from IntraVet. Attachments can be added. Reminders, callbacks, recommendations, and appointments can be automatically included within the by checking the appropriate checkboxes. Within the , Medical Notes Canned Text can be used or the can be typed by hand. The Preview tab allows the to be previewed as it will appear to the recipient. IntraVet 4.5 New Features Guide 14

18 Documents The Documents icon allows the user to choose items to be printed out for the client by selecting a Patient, Provider, type of document, then the document itself. Types include: Documents Patient Certificates Labels When a type is selected, the list of available documents of that type display for selection. Print Preview allows the office to preview the document before they decide to print it. IntraVet 4.5 New Features Guide 15

19 Reminders/Recommendations The reminders/recommendations window houses all the reminders, recommendations, and callbacks for the selected patient. Reminders show in black, overdue reminders show in red, recommendations show in purple, and callbacks show in blue. This will help differentiate between the different types of items within this window. This window includes the following options: New allows the creation of a new reminder, recommendation, or callback. Select the reminder type, the code, the provider, and the due date. Click OK to save the information. The selected reminder, recommendation, or callback code can be edited. The due date, provider, reminder type and code can all be changed. IntraVet 4.5 New Features Guide 16

20 Manually Clear Select the code to manually clear the reminder. Once the reminder is cleared, you will have the option to Undo Manually Clear. Print Report Print report will print a report of the reminders, recommendations, and callbacks for the selected patient. IntraVet 4.5 New Features Guide 17

21 Audit Trail This prints a list of all of the reminders the selected patient has ever had. It details out what code generated the reminder, the provider attached to the code, the date it was created, the reminder due, if it was cleared, the number of recalls it had in a reminder search, if it was a manually created reminder, and the date it is due. Print ID Collar Print ID Collar icon provides the option to print Pet Detect ID collars. It allows for several collar sizes as well as special notations. IntraVet 4.5 New Features Guide 18

22 Print Patient List This icon prints a list of patients for the client, and will note if they have a patient operator warning. Patient Check-In This icon allows a patient check-in report and label to be printed. IntraVet 4.5 New Features Guide 19

23 The box on the upper left side of the Client Account Screen holds that client s list of patients. This list holds both active and inactive patients. Black means active and red inactive. Inactive patients will drop to the bottom of this list. If the patient has an operator warning a red exclamation point will show on the right side, in this box. Hold the mouse over the red exclamation point and the warning will appear. Right-click in the patient list to choose between the following options: Add Patient Edit Patient Split Ownership Status Client Label When a patient is selected, the weight chart and a general overview is provided of the patient s information to the right of the patient list. Items such as the species, breed, sex, color, microchip #, rabies tag #, weight, date of birth, status, patient s picture (if one is uploaded for that patient) and the client account balance will appear. IntraVet 4.5 New Features Guide 20

24 To edit the patient s weight from the general Client Account Management screen, right-click in the weight graph and then choose Edit Patient Weights. This window will allow you to edit an existing weight, add a new weight, or even back-date a weight entry. A patient s photo can easily be uploaded. Right-click in the picture pane and choose Load. This will allow you to browse your machine to locate a patient photo, and upload directly from there. The bottom portion of the Client Account Management screen is separated into 6 tabs: Account Invoice Payment Estimates Transactions Prescriptions IntraVet 4.5 New Features Guide 21

25 Account When selected this tab shows the client s current account balance as well as any current and future visits and boarding reservations. Invoice The invoice tab is what offices use to invoice clients if they do not wish to create a visit. For example, if the client is just coming in to purchase food. In this instance you would not need all of the additional features the visit offers. The date listed on the top left-hand side is the invoice date. This can be backdated if needed. When in the invoice screen, make sure the correct patient is selected in the patients list at the top left of the client s account screen. Patients can be added and changed from inside the invoice screen, as needed. Multiple patients can be invoiced on one invoice. Right-click and choose from the following options: Add Invoice Line to add a new procedure, inventory, or diagnosis code to the invoice Remove Invoice Line to delete the selected line item Remove Invoice to delete the entire invoice for that client Add Estimate brings up the estimate tab and allows the user to add a saved estimate or estimate template to the invoice. Add Line Note to add a line note to the invoice item. IntraVet 4.5 New Features Guide 22

26 Apply Discount Click the Apply Discount option - It allows a discount to be applied to the selected line item within the invoice. You can setup Discount Type Codes to be applied to invoices. These Discount Type Codes are traceable to see how often they are used and how much money was discounted by type. The basic code information is supplied within the apply discount window. Select a discount type if desired. These can be setup in Setup General Codes Discount Types. To manually discount, choose whether to apply a discount by dollar amount or percentage. After a discount amount is selected the total amount and the net total IntraVet 4.5 New Features Guide 23

27 will show. The total amount is the original price of the item and the net total is the total amount minus the discount amount. This is what the client is charged for the discounted item. Click OK to apply the discount to the line item. If you want to use one of the discount type codes you have setup, simply select the discount type code and it will automatically apply that discount to the invoice. It keeps track of the discounted items in the discounts tab, at the bottom of the invoice tab. Donate Item This new feature allows the office to donate the selected item. It applies a 100% discount to the item and keeps track of these items in the discounts tab at the bottom of the invoice tab. These items will also be tracked within the Discounts Accounting report. The Invoice Tab has 6 additional tabs at the bottom of the screen which allow you to view and edit specifics to the current invoice for the client. IntraVet 4.5 New Features Guide 24

28 Code Summary Code Summary provides the summary of the code that is selected within the invoice. Prescription The Prescription tab shows the prescription label information for the selected invoice item (if the line item selected is setup to create a prescription label). This is also where any changes to the prescription label information would be made. Provider Refills and Refills Expiration Date Expiration date Estimated days supply Directions Label Information There is an option to print now, as well as checkbox options to print label and create prescription. Both of these boxes default as IntraVet 4.5 New Features Guide 25

29 checked. If Print Label is unchecked it will not print a label when you save the invoice but it will save the label information to the patient s medical history. When Create Prescription is unchecked it will not create a prescription for the item or save the label information to the patient s medical history. Messages This tab allows a message, or multiple messages, to be added to the invoice. Invoice message codes that the office has setup in their system can be added and edited or a freeform message may be typed. Discounts The Discounts tab shows the discounts and donations applied to the invoice. Right-click allows the applied discounts to be edited and/or removed. IntraVet 4.5 New Features Guide 26

30 Payments The Payments tab shows the applied payments within the open invoice. Right-click allows the payment to be edited or removed. Multiple payment types can be applied within this window as well as multiple entries for the same payment type, such as two separate card payments. Documents The Documents tab shows the documents setup to print when certain codes are added to the invoice. Check to indicate the document has already been printed. Right-click to add a new document to print with the invoice (if it is not attached to a code). Right-click and select Print to print the document now, or Action to set it to print automatically at check-in or check-out. Right-click and select Remove to remove a document from the list. IntraVet 4.5 New Features Guide 27

31 Add Payment The Add Payment button allows a payment to be added to the invoice. It has a description, type, and amount fields that can be filled in with the appropriate information. Click on add payment again to add another payment, even one of the same type (i.e. two different credit card payments). There is also a branch drop-down to assign the payment to a specific branch (if there is more than one branch setup). IntraVet 4.5 New Features Guide 28

32 The Confirm Change button implies that the customer wants change back. If the Confirm Change button is not clicked, the customer will get a credit on their account for the amount of the change. Delete When the Delete button is clicked it will delete the selected line item in the invoice. IntraVet 4.5 New Features Guide 29

33 Payment The Payment tab on the Client Account Management screen applies a customer s payment to their current account balance. The branch assignment, description, type, date, and amount can all be edited. Multiple types of payments can be added to one overall payment and multiple payments of the same type can be added. Estimates The Estimates tab allows a look at previously saved estimates for a patient. From there a new estimate can be created either from scratch or by using an estimate template. Estimate templates can also be created within this window. IntraVet 4.5 New Features Guide 30

34 The estimates tab shows red when the patient has a saved estimate. There are two options to choose from at the top of the estimates tab. Estimates Shows the previously saved estimates for that patient. Estimate Templates Shows the list of estimate templates that have been created. These can be selected and edited for the current patient s needs. IntraVet 4.5 New Features Guide 31

35 There are 4 options to choose from at the bottom of the estimates tab. All of these options are also available by right-click in the estimates screen. Click Use to load the selected estimate or estimate template into the invoice screen. Click New to create a new estimate for the selected patient. Click Edit to edit the selected estimate or estimate template that had previously been saved. Click Delete to permanently remove the selected estimate for the patient or estimate template from the system. Transactions The Transactions tab allows all of the client s financial transactions to be viewed. There are checkboxes at the top of the transactions tab IntraVet 4.5 New Features Guide 32

36 that when checked show the information for those items or when unchecked, exclude it. When an office has multiple branches setup they can switch branches easily from within the transactions screen. To view the menu, right-click in the transaction screen. IntraVet 4.5 New Features Guide 33

37 Return Item Refund Financial Adjustment Void Transaction Force Transaction Merchant Transactions Edit Invoice line Delete Print Receipt Reprint Card Receipt Reprint Invoice Print Transactions o o Options Refresh Go Top Print Go Bottom Display Expand All Invoices Collapse All Invoices Advanced o o Split Invoice This new option is used to manually split a percentage of an invoice s total dollar amount to another client account after it has already been permanently saved. Financial Transaction Transfer The new Financial Transaction Transfer allows the transfer financial transactions to other Clients and\or Patients after they have already been permanently saved. At the bottom of the transaction tab it lists the balance for the client. Prescriptions The Prescriptions tab lists all of the prescriptions that the selected patient has been prescribed at a quick glance right from the Client Account Management screen. IntraVet 4.5 New Features Guide 34

38 Right-click on a selected prescription and select from the following options: Refill (if a refill is available for the prescription) o The refill option will automatically place this item in the invoice for the patient. Print Label Cancel Refill Medical History The patient s Medical History is categorized into visits. With visits it is easier to see what items correlate to a specific visit or invoice. Depending on the features the office would like to use, they can either have minimal information or provide detailed information. IntraVet 4.5 New Features Guide 35

39 The available options are listed under the Add / Remove box on the left-hand side of the screen. This allows offices the ability to only add the categories that correlate with the visit and leave the others out. The options are: Subjective Vitals Weight Body Systems Assessment Lab Results Plan Tasks Appointment Calendar If a patient is only invoiced out for items and a visit is not created, the items on the invoice will fall under the plan section and the other categories will not be included in the medical history for that invoice. New Tab The New menu within the appointment calendar has three options: Appointment, Block, and Reserve. IntraVet 4.5 New Features Guide 36

40 Appointment If the user selects Appointment they will be taken to the screen where they can create a new appointment. Click the Client List icon or type in the client s account number. Select the client from Client List and click Use to continue making an appointment for this client. To create a new client, click New. IntraVet 4.5 New Features Guide 37

41 A general overview of the selected patient is provided here. The Client Account Management tabs can be accessed from the new appointment screen. Medical History New Patient Edit Patient Edit Client Split Ownership Account Notepad Directions Documents Reminders\Recommendations Print ID Collar Print Patient List Patient Check-In Fill in the appropriate information that applies to the appointment: IntraVet 4.5 New Features Guide 38

42 Provider Provider for the visit Column Column appointment is to be booked for (Provider, room, etc.) Reason Reason for appointment (optional) Type Appointment Type code (optional) Template Visit Template (optional) Referring Provider (optional) Appointment start and end time Modality For digital radiography integrations (optional) Client notes For additional appointment notes / information Check box stating that the client requested this provider specifically. Drop off checkbox if this appointment is a drop off and will not be associated with an actual appointment time slot. Show in history before check in checkbox Checking this box allows the patient s visit information to be modified prior to being checked in. At the top of the new appointment screen there are the following options: Save and Close to save this appointment. Additional will add an additional appointment tab so another appointment can be scheduled for this patient, or schedule an appointment for another one of the client s patients. Client Appointments will list all the past and future appointments for the selected client. IntraVet 4.5 New Features Guide 39

43 Block and Reserve Select Block to block a selected space or a time frame for one or all columns. 1. Change your Start and End times, if needed. 2. Choose your Block Type. 3. Click Save and Close. IntraVet 4.5 New Features Guide 40

44 Select Reserve to reserve a selected space or time frame for one or all columns. 1. Change your Start and End times, if needed. 2. Choose your Reserve Type. 3. Click Save and Close. Recurrence Setup This feature, which allows you to setup a recurring block or reserve in your Appointment Calendar, was added to the Appointment Calendar in the Block and Reserve screens. It can also be accessed through the Block and Reserve screens within the Appointment Calendar Template Setup window. When entering or editing a Block or Reserve, click Recurrence in that window s Menu Bar to setup the frequency and duration for the recurrence. Frequency choices include: Daily (can exclude weekends) Weekly Monthly Yearly IntraVet 4.5 New Features Guide 41

45 Duration can be set: To have no end date, To end by a certain date, or To end after a set number of repeats. Once these factors have been determined: Click Ok to save and close the screen, Click Cancel to close and not save, or Click Remove Recurrence to delete a recurrence from a Block or Reserve. IntraVet 4.5 New Features Guide 42

46 Print Tab The Print menu has four options. Print by Column previously called Print Print by Time Slot previously called Daily Print Check-in Batch prints all Patient Check-In Reports for one or all columns appointments for a specific date. Calendar Print a new, calendar-style print option for a quick glance view. Delete The Red X, when clicked, will delete the selected appointment from the calendar. Viewing options Appointment Calendar viewing Options include: Today Day Work Week Week Month Search Search (previously Search Available Slots ) allows available appointment times to be searched by criteria. This will help locate the earliest open appointment for a client. IntraVet 4.5 New Features Guide 43

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48 Find Find will allow future appointments for a specific client to be searched. Past appointments can also be included. Right-click on an available time in the appointment calendar to receive the following options: New Appointment Block Reserve Edit to edit a Block or Reserve Change View to allows the appointment calendar viewing option to be changed to view by day, work week, week, or month. Search (previously Search Available Slots ) allows available appointment times to be searched by criteria. Find will allow appointments for a specific client to be searched. Cut, copy, paste allows these options to be used on the selected Appointment, Block, or Reserve. IntraVet 4.5 New Features Guide 45

49 Drag and Drop - to Drag and Drop appointments from one time or column to another. Length of appointments can be changed by dragging the top or bottom of the appointment to an earlier start time or later end time. Options - appointment calendar viewing options. Clear Blocked/Reserved Time to un-block or un-reserve time slot(s). At the bottom of the appointment screen are viewing options: The + and symbol allow the view of the screen and how many columns show without having to scroll to be altered. Find results shows the results of a Find search. Search results shows the results of a Search available slots search. Drop offs shows list of all patients that had the box checked on their appointment or control center entry that they were Dropped Off appointment. Walk-Ins The Walk In option shows a list of walk-ins. Walk-ins are visits made without an appointment. These include: Straight invoiced items. Visits created from the Medical history screen. Visit services from Worklist entries made to Modalities for Digital Imaging. Right-click in the control center and select New Walk In to create a manual Walk In entry. IntraVet 4.5 New Features Guide 46

50 Columns The Column checkboxes in the lower left hand corner of the appointment calendar allow columns to be deselected and hidden from view. Only checked columns will show on the appointment calendar. Slot Setup Within the appointment calendar setup window (Setup Appointment Calendar Appointment Calendar Setup) a new appointment group can be created by clicking on New. Click Edit to modify an existing appointment group. o o o o Change start and ending time. Change name. Change time interval. Add, edit or remove appointment columns. Click Delete to remove the selected appointment group. Use the up and down arrows to change the order in which appointment groups appear. Setup up the Slot Setup and Appointment calendar Templates. o New to Slot Setup/Templates Recurrences with block and reserve slots. This will assist when setting up the schedule for meetings or scheduling days off when they happen every other week, once a month, every three weeks, etc. IntraVet 4.5 New Features Guide 47

51 Control Center The Control Center, also known as the white board, is the hub of communication in IntraVet. It allows the user to get to many different places within the software from one central location. It provides an overview of what is going on in the practice for that day. The top of the screen has three different tabs that switch from different places within the Control Center. This simplifies access to other areas of the software. When you enter the Control Center it always defaults to the Control Center tab. IntraVet 4.5 New Features Guide 48

52 Boarding The Boarding button takes the user to the boarding control center, which details the boarding reservations schedule for the selected day. The boarding control center has options to choose on the top of the screen: New When New is clicked, it opens a window where a new boarding reservation can be created. From there: Click the blue man icon which opens the client list. Select a client. Select a patient. Click Add Patient at the top of the screen. It will add a tab with the patient s name that was selected to start the boarding reservation for them. Select a cage assignment for the patient. Add a cage at the top click add, then drag and drop patients into that cage. When making a boarding reservation, select a date and time for the start and end date. There are options to: Add patient weight. Choose a visit template. Add notes. Select a service to be performed during the boarding reservation. Select a provider for the services added. Select a date for the service to be done. Enter the amount for a specific service which will be added to the patients visit. Add a reservation note. Choose from canned text. Additional options from the Boarding Control Center screen include: Edit to modify an existing reservation. Delete to remove a reservation permanently. IntraVet 4.5 New Features Guide 49

53 Find to locate a saved reservation by client, confirmation number or date. View to filter the reservations displayed by status. Print o Allows the current view of the boarding control center to be printed. Control Center New (walk in) First choose the client and patient. Once a patient is selected, choose: Provider Column Reason Type Template Referring Provider Modality Decide if it is a drop-off, and if the appointment should show in history before check-in. The Additional button at the top allows additional appointments to be made for the client or patient. The Client Appointments button provides access to all past and future scheduled appointments for the selected client. Delete is displayed with a red X. Print is displayed with a printer icon. IntraVet 4.5 New Features Guide 50

54 Patient Status This shows the available status options for the selected patient. The status can easily be switched by clicking on the one to be changed. To-do Items Notes The notes for the selected patient display here. New items can be added to the list easily by typing into the text box. These Notes do not save anywhere in the visit. Tasks Tasks are items that are being requested for the selected patient. These can be added by typing in the text box. Tasks are saved in the patients visit. They can be viewed, assigned, and marked as completed within the Task Manager. Announcements Shows the announcements set for that day, such as staff birthdays or meetings. IntraVet 4.5 New Features Guide 51

55 Current balance Shows the selected client s current balance due. Documents Allows certain documents to print now, later, or delete them from the list for the selected patient s visit. These include labels, certificates, documents, check in reports, and routing sheets. Right-click in the Patient Appointment Status Area to do the following: New Walk In Walk in is a way to show the staff that a client brought in the pet without having a scheduled an appointment. A walk in can also be marked as a drop-off. New Reservation Allows a boarding reservation to be made without having to be in the boarding control center or reservation window. Print Allows printing of different items such as documents, labels, certificates, medical history, etc. for the selected patient. Available Status The status that the visit is set to at the time determines which options appear for selection. Check in Check out No Show Ready to invoice (if this feature is enabled) Scheduled Hospitalized Reset Status Custom Statuses Open Visit Opens the selected visit for that patient. Open Invoice Opens the selected patient s temporarily saved invoice. Go To Allows access to areas within the selected client s Client Account Management screen. IntraVet 4.5 New Features Guide 52

56 Announcements Setup Create an announcement for everyone to see. Can create, edit, inactivate, and print a report. Click new Opens a window that allows creation of an announcement with a subject, type and date. Custom Status Setup Create custom statuses for patients. Settings Legend Task Manager Task Manager allows a bird s-eye view of all the tasks assigned or unassigned to operators for patients. The tasks that show are the ones assigned for the selected date. Right-click for the following options: Open o Delete Allows you to edit the saved task. Can be assigned to a staff member Mark the task as complete Boarding To setup your cage types go to Setup Boarding Cage Type Setup New. IntraVet 4.5 New Features Guide 53

57 Boarding Reservation Availability To check the boarding reservation availability, go to Boarding Boarding Reservation Availability. This screen will show the number of available cages by date range. The selection can be for a single day or up to 2 weeks. The graph at the bottom of the screen gives a quick glance of availability, and can show a single day, multiple days, one cage type, or multiple cage types. Use the shift key to highlight multiple cage types at the same time. New reservation New reservations can be generated in several different ways: Click on New Reservation from the menu bar. Double click on a cage. Select New Reservation from the search window. When creating a new reservation, click the blue man icon and then select the correct client from the client list. It will show the selected date range and number of assigned cages and patients. IntraVet 4.5 New Features Guide 54

58 When Cage Assignment is clicked, it opens a separate window, that allows a quick view of which pet is in which cage, and if there are any additional pets in the same cage. Drag and drop to move pets in with others, or separate them into individual cages. Click Add Patient and the tab will populate with the patient s name and provide the following options: Weight Visit template Visit templates can be entered at this time. All plan items added, etc., will be automatically attached to the visit when the patient is checked in. Notes Check box to Show visit in history before check in. Services o Additional services can be selected and will populate to the plan items when the patient is checked in. IntraVet 4.5 New Features Guide 55

59 o o o Provider Date Quantity Reservation Note o Reservation Note can be selected from canned text or free form. Save Reservation o o Once reservation is saved a prompt appears with the number of patients, days, cages, and estimated total. Confirm at the prompt to complete the save. If preferences are selected a confirmation number box will appear. Search The Search option allows the user to search by client, by the confirmation number generated (if preference is selected), or by date. This screen will show all past, present, and future reservations. To edit a particular reservation, select the reservation and click edit. IntraVet 4.5 New Features Guide 56

60 Options Click on the options tab to select only those cage types desired. Save for all branches Saves permanently for all the branches. Save for branch Saves permanently for this branch. Save for session Saves only for this session. Inventory Create purchase orders and process them or just receive inventory as it arrives. IntraVet has a flexible inventory management system. Inventory Update Receive Inventory Units Number of units purchased from the vender (bottles, cases, etc). If the unit types have already been defined for this code it defaults to those descriptions. No. Per Unit Number of items in the unit purchased. If 1 case of dog food was purchased that has 24 cans, enter in 1 unit and the no. per unit would be 24. This takes place of the Buy-Sell Option in previous versions. Product Code, Description, & Note These are optional and are where the vendor s product information is entered, as well as any note for this item specific to this instance. IntraVet 4.5 New Features Guide 57

61 Sale / Free Check the Sale / Free box if this receive is to be treated as an exception. If this box is checked, the cost of this receive is ignored when calculating average costs for this product. There will not be a prompt to update the price based on this cost change. Trends Click the Trends button to see the statistics on how much of this product has been purchased and sold for the current and past month and year. Turnover ratios (purchased/sold) and average sold per week are also calculated. Inventory Barcode A search can be done by barcode or inventory code and find the associated barcode or inventory code. Code Setup The option to inactivate and reactivate codes is new to IntraVet 4.5, and is an option that applies to a majority of the codes within the software. The character limitation within code setup has been extended as well. Patient Codes Breed Codes Species can now be associated with breed codes. This will help in setting up new patients. It will automatically narrow down the breed list after the Species has been identified. Species Codes Within the species code setup you can determine the weight unit in which you would like to record the patient s weight. The IntraVet 4.5 New Features Guide 58

62 options include: pounds, ounces, pounds and ounces, kilograms, and grams. This setting is species code specific. Different weight units can be setup for Canines, Reptiles, and Equine for example. There is also an option to setup the Body Surface Area (BSA) Constant. Sex Codes The functionality has been added so offices can create new Sex Codes. o General Codes Once the sex code is setup it can be associated with a patient. Debit and Credit Financial Adjustment Codes There is no longer the limitation of four debit and four credit adjustment types. Discount Codes Standard Discount Codes functionality has been added to setup. o o o Document Codes Discount Type Codes can be setup to allow for a specific discount amount or percentage. There are reports for tracking the discount codes. They include how frequently they are used and for what purpose. Right-click within an invoice, select apply discount, then select the discount type you would like to apply. Click OK to apply the discount type. Microsoft Word is no longer required to use the Document Codes within IntraVet. IntraVet 4.5 has a built in Word Processor that allows offices to generate and edit documents within IntraVet. There is still the ability to add Microsoft Word Documents into Document Codes. Inventory and Procedure Codes Reminders, Call backs, and Recommendations can be setup to generate at the time of invoice. You can also setup to take quantities into account when these are generated. For example, if you sell 2 1 month supplies of an item and have the quantity box checked, IntraVet will automatically take the IntraVet 4.5 New Features Guide 59

63 reminder interval and multiple it by 2 (the quantity invoiced) and adjust the reminder date accordingly. An inventory or Procedure code can also clear for an unlimited amount of codes. Within the Inventory and Procedure Code Setup Window, you can link other procedure and inventory codes to each other. This takes place of the group code option in previous versions. o The option to edit and update was added. This allows the quantity to be edited while invoicing, but still keeps these items from printing on the client s invoice. Procedure Codes have a new selling price option. The ability to charge by a standard price, by weight, or by species has been added to IntraVet. Procedure Code Mass Price Update Procedure Codes Mass Price Update is used to globally update prices. You can globally update by a percentage or an amount for one department or update all. You can also browse for and update the selling price and cost of just one code at a time. Go to Tools Utilities Code Utilities Procedure Code Mass Price Update. IntraVet 4.5 New Features Guide 60