medical setup · medical setup v. 06272011 page 2 of 20 important note as of july 18th, the medical...

Medical Setup

Medical Setup | v. 06272011

Medical Setup v. 06272011 of 20

IMPORTANT NOTE

As of July 18th, the Medical screen on the Care menu will replace the Care Exam option, and the Medical setup screen replaces the Exam setup screen, and contains the Exam & Surgery Notes Templates.

Administrators wanting to set up their database to utilize all of PetPoint's medical features will need to go over the outlined steps. If your setup needs further customization, please see the Additional Setup Needed section of this help file prior to attempting to use this page.

ADDITIONAL SETUP NEEDED

ADDING MEDICAL PERSONNEL

How to add Medical Personnel to the drop down lists “Performed By,” "Provider" and "Assistant" - See Edit Person, and add the association Medical Personnel to the persons you wish to see in that list.

ADD/EDIT CONTRACT TEXT

Update the contract texts for the new custom contract text blocks on the following documents • Exam Certificate • Exam Consent Form • Surgery Certificate • Surgery Consent Form

Also, make changes to the currently available contract text options to utilize PetPoint’s custom contract text block

• Spay Neuter Certificate • Spay Neuter Voucher (see Spay/Neuter Voucher on Add/Edit Item) • Spay Neuter Waiver (see Waiver Type & Waiver Reasons on Add/Edit Field Value) • Vaccination Certificate

ADD/EDIT USERS

For existing users prior to July 18, 2011, they will be given a medical user role based on their existing primary role: • Managers will have “Medical – Manager” assigned • Power Users will have “Medical = Power User” assigned • Users will have “Medical – User” assigned

Going forward any new users that need to have access to the medical screen must have one of the new user roles on Add/Edit User. The new user roles are Medical - User, Medical - Power User, Medical - Manager. Administrator level login will also see the medical options, as will either of the Junior Administrator Roles.

ADD/EDIT FIELD VALUE

The following Field values are used within the medical module: • Animal Body Part • Danger Type • Item Category • Medical Condition (formerly Exam Condition) • Medical Status

• Pet ID Type • Temperament Status • Waiver Reasons (dependent on Waiver Types) • Waiver Types (NEW!)

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ADD/EDIT ITEMS

ITEM DEFINITIONS

Manufacturer: There are two instances where the manufacturer might be entered.

For Retail Sales: When entering retail items, you may choose a manufacturer from the drop down list based on what you set up in Add/Edit Field Value.

For Medical Items: You will set up linked Manufacturers and Products for each medical item. See below for information on setting up your medical items. There are two ways to accomplish this task.

1. Select a Manufacturer. The Product drop-down is populated with available items. Select an item from the Product drop-down.

2. Enter name of a product in the blank textbox. Click the green button. The drop-down located next to the button is populated with matching products. Select a product from search results. This will automatically populate the Manufacturer field.

Dose: Amount of substance, vaccine, medication etc that would be used. Enter the default dose and unit of measurement for that item, if applicable.

Default Review Date: (Previously called "Length") Enter the amount of time between when the item is recorded and when it should be provided again. Record this for Food, Medication, Vaccine, Test, Procedure, Euthanasia Substance, Task, Exam or Surgery, and also for Common items, License, Violation, Rent Equipment, Gift Card, Voucher or S/N Voucher in years, days, weeks or months. This unit will be used to calculate the Review Date of the corresponding Vaccine, License or other applicable item.

Default Body Part: This refers to the animal’s body part that the item would most often be applied to / through. Set up a default body part for the Food, Medication, Vaccine, Procedure, or Task item being set up. The choices in this menu are based on your setup in Add/Edit Field Values.

Default Route: The manner in which the item is most routinely given. Choices are Intramuscular, Intranasal, Intraperitoneal, Intravenous, Oral, Subcutaneous and Topical. The item types this is available for are Food, Medication, Vaccine, Procedure and Task.

Default Method: Choices are Treat, Script & Fill.

Enable Recurrence: Check this box if this item will recur.

Type: Used when setting up vaccines. Choices are Killed, Modified Live, Recombinant, Combination, Modified Live + Killed, Modified Live + Avirulent Live.


Enable Pet IDs: Use this check box on rabies vaccines to make the following default fields to be set up: Pet ID Type, Pet ID Issuer, Issuer Phone, Issued, Expires.

Is S/N Surgery: Check this box to separate surgeries from spay/neuters - when this box is checked it allows the S/N surgery types to automatically update the animals record from unaltered to altered, and impacts spay / neuter reports.

Class: Available for surgeries, use this drop down menu when setting up surgeries to indicate if it is an elective or non-elective surgery.

Default For (Symptom/Diagnosis): Drop down menu links to the "Medical Conditions" field value list so that you may indicate a medication, procedure, or task is related to a specific condition the animal is presented with.

Special Instructions: This free form text box can be utilized on medications, procedures and tasks for easy entry into the animal's medical record on a per item basis.

TEST FOR & RESULTS SETUP

This new options appears only on the setup for Tests. It allows for the automatic addition of “Medical Conditions” based on test results, and the requirement to schedule re-tests based on the test results also.

To set up your Test For & Results, simply select from the drop down lists which provide you the current list of Medical Conditions found on Add/Edit Field Values. Also select which result triggers the following condition, and select if a re-test should be required. Then click Add.

REVIEW DATE TRIGGERS SETUP

This new option appears in the setup for Test, Vaccine, Medication, Procedure, Food, Task and Medical Condition (on Add/Edit Field Values). Skipping this section is an option, and allows the review date to act as it always has. Review Date Triggers allow the administrator to control the behavior of a Review Date (such as a retest or revaccination date) when the item is completed during an exam. If a review date is automatically entered by the default set up in Add/Edit Items or Add/Edit Field Value, or if it has been manually entered by the end user during the exam, the item selected on the Review Date Triggers Setup will be scheduled in the future for that animal. This is helpful when needing to schedule revaccinations, retesting, or any series of medical procedures or treatments the animal must have.

First create your item, and the item that will be triggered as a result of completing your item. Select the initial item and move to the Review Date Triggers Setup section of the screen. Then select the checkbox for "Auto-Schedule Item based


on Review Date/Time." Select the Item Type and Item Name for the future scheduled item, and decide which provider and assistant it should be scheduled with Medical Personnel. The option of <<User Logged into PetPoint>> will assign the person who is logged in at the time, rather than a default person.

Review Date Triggers Setup is found on Add/Edit Field Value also for the new Customer Field “Medical Condition.”

MEDICAL ITEM TYPES

FOOD

List all foods currently used by your organization or veterinarians who provide care to your animals. This list will appear in the "Food" drop down on the Care Medical screen on the Treatments tab. When Food items are set up in PetPoint you can utilize the displayed drop down menus, selections and check boxes. An example of a food item setup to utilize the available options is shown below:


As shown, this food is set up with a Reference # (IRN) and UPC code, making it easy to search for when creating receipts, and also a cost, price, account code and tax code to assist in tracking the fees associated with this item. The item is categorized as "Medical," making it easy to access from this and other search tools. The check boxes are activated across the board, except for "Inactive," since this item is still in use by end users. Default choices have been selected in all cases for this particular item, saving the end user time when selecting this item on Care: Medical. Multi-Price Items, Inventory and Review Date Triggers are set up as options on this food, also.

MEDICATION

List all foods currently used by your organization or veterinarians who provide care to your animals. This list will appear in the "Medications" drop down on the Care Medical screen on the Treatments tab. When Food items are set up in PetPoint you can utilize the following drop down menus, selections and check boxes. An example of a medication item setup to utilize the available options is shown below:

As shown, this medication is set up with a Reference # (IRN) and UPC code, making it easy to search for when creating receipts, and also a cost, price and account code to assist in tracking the fees associated with this item. The item is


categorized as "Medical," making it easy to access from this and other search tools. The check boxes are activated across the board, except for "Inactive," since this item is still in use by end users. It has been marked as a controlled substance to have it appear on the controlled substance reports found on the Reports Website. Default choices have been selected in all cases for this particular item, saving the end user time when selecting this item on Care: Medical. Multi-Price Items and Review Date Triggers are set up as options on this medication, also.

VACCINE

List all vaccines currently used by your organization or veterinarians who provide care to your animals. This list will appear in the "Vaccine" drop down on the Care Medical screen on the Vaccinations tab. When vaccine items are set up in PetPoint you can utilize the following drop down menus, selections and check boxes. An example of a vaccination item setup to utilize the available options is shown below:

As shown, this vaccine is set up with a Reference # (IRN) and UPC code, making it easy to search for when creating receipts, and also a cost, price and account code to assist in tracking the fees associated with this item. The item is


categorized as "Medical," making it easy to access from this and other search tools. The check boxes are activated across the board, except for "Controlled Substance" and "Inactive," since this item is still in use by end users. "Enable Pet ID's" has also been selected so that the rabies vaccine will automatically have the rabies tag information filled in (except for the animal's individual rabies tag number.) Default choices have been selected in all cases for this particular item, saving the end user time when selecting this item on Care: Medical. Multi-Price Items and Review Date Triggers are set up as options on this vaccine, also.

TEST

List all tests currently performed by your organization or veterinarians who provide care to your animals. This list will appear in the "Test" drop down on the Care Medical screen on the Tests tab. When test items are set up in PetPoint you can utilize the following drop down menus, selections and check boxes. An example of a test item setup to utilize the available options is shown below:


As shown, this test is set up with a Reference # (IRN) and UPC code, making it easy to search for when creating receipts, and also a cost, price and account code to assist in tracking the fees associated with this item. The item is categorized as "Medical," making it easy to access from this and other search tools. The check boxes are activated across the board, except for "Controlled Substance" and "Inactive," since this item is still in use by end users. Default choices have been selected in all cases for this particular item, saving the end user time when selecting this item on Care: Medical. Multi-Price Items and Review Date Triggers are set up as options on this test, also.

PROCEDURE


List all medical procedures currently performed by your organization or vets who provide care to your animals. This list will appear in the “Procedures” drop down on the Care Medical screen on the Treatments tab. When these items are set up in PetPoint you can utilize the following drop down menus, selections and check boxes. An example of a procedure item setup to utilize the available options is shown below:

As shown, this procedure is set up with a Reference # (IRN), making it easy to search for when creating receipts, and also a cost, price and account code to assist in tracking the fees associated with this item. The item is categorized as "Medical," making it easy to access from this and other search tools. The check boxes are activated across the board, except for those that do not apply such as "Controlled Substance" and "Inactive," since this item is still in use by end users. Default choices have been selected in all cases for this particular item, saving the end user time when selecting this item on Care: Medical. Multi-Price Items and Review Date Triggers are set up as options on this procedure also.


EUTHANASIA SUBSTANCE

List all substances used when performing euthanasia by your organization or vets who provide care to your animals. This list will appear in the “Euthanasia Substance” drop down in the Care Final Euthanasia screen. When these items are set up in PetPoint you can utilize the following drop down menus, selections and check boxes. An example of a euthanasia substance item setup to utilize the available options is shown below:

As shown, this test is set up with a Reference # (IRN) and UPC code, making it easy to search for when creating receipts. The item is categorized as "Medical," making it easy to access from this and other search tools. The check boxes are activated across the board, except for "Inactive," since this item is still in use by end users.

You can learn more about recording an Outcome Euthanasia and Care Final Euthanasia in Online Help.

EXAM

List all exams currently performed by your organization or vets who provide care to your animals. This list will appear in the "Exam Subtype" drop down on the Care Medical screen on the Details tab. When these items are set up in PetPoint you can utilize the following drop down menus, selections and check boxes. An example of an exam item setup to utilize the available options is shown below:

http://www.petpoint.com/help/care_final_euthanasia.htm�


As shown, this exam is set up with a Reference # (IRN), making it easy to search for when creating receipts, and also a cost, price and account code to assist in tracking the fees associated with this item. The item is categorized as "Medical," making it easy to access from this and other search tools. The check boxes are activated across the board, except for "Inactive," since this item is still in use by end users. Multi-Price Items and Review Date Triggers are set up as options on this exam also.

TASK

List all tasks currently performed by your organization or veterinarians who provide care to your animals. This list will appear in the "Task" drop down on the Care Medical screen on the Treatments tab. When task items are set up in PetPoint you can utilize the following drop down menus, selections and check boxes. An example of a task item setup to utilize the available options is shown below:


As shown, this task is set up with a Reference # (IRN), making it easy to search for when creating receipts. The item is categorized as "Medical," making it easy to access from this and other search tools. The check boxes are activated across the board, except for "Enable Multi Price Item" and "Inactive," since this item is still in use by end users. Default choices have been selected in all cases for this particular item, saving the end user time when selecting this item on Care: Medical. Review Date Triggers are set up as options on this test, also.

SURGERY

List all surgeries currently performed by your organization or vets who provide care to your animals. This list will appear in the "Surgery Subtype" drop down on the Care Medical screen on the Details tab. When these items are set up in PetPoint you can utilize the following drop down menus, selections and check boxes. An example of a surgery item setup to utilize the available options is shown below:


As shown, this surgery is set up with a Reference # (IRN), making it easy to search for when creating receipts, and also a cost, price and account code to assist in tracking the fees associated with this item. The item is categorized as "Medical," making it easy to access from this and other search tools. The check boxes are activated across the board, except for "Inactive," since this item is still in use by end users. Multi-Price Items and Review Date Triggers are set up as options on this surgery also.

ADMIN - SETUP - MEDICAL

GENERAL TAB

DEFAULT PROVIDER / ASSISTANT

This section allows you to choose a specific person for both your default medical provider and default assistant. This can be chosen per site, allowing you to add in different medical personnel in each building.


TREATMENT RECURRENCE TIMES SETUP

To work with the Treatment Recurrence Times setup, navigate to this tab. You may set other treatment recurrence times of day for the recurrence options listed under # of Times.

CANCELLATION RULES FOR OUTCOME RELEASE

The other option on this tab is Cancellation Rules for Outcome Release, and will determine what happens to scheduled medical items when the animal has an outcome recorded.

To use this section, select the Outcome Type, and individual subtypes or select All Subtypes and click Add. Submit when done. Submit will also update the Treatment Recurrence Times.


SCREENS / TABS

This page will let administrators control what specific Medical Tabs, or content their users will see & use depending on which Exam or Surgery Type they select. An example of the Medical Tabs is shown below:

Begin by selecting an Medical Record Type and Exam or Surgery Type from the drop down. The content of the drop down menus is controlled on the Add/Edit Items setup section and must be in place before this step can be completed.


Include: You can choose to include all of them by checking the boxes, or customize it by leaving unchecked certain sections like Vaccines or Tests. For example, perhaps in an Emergency Exam it is standard procedure that no vaccinations take place. In this case, administrators can optionally take out the Vaccinations tabbed section completely whenever a user is adding in Emergency Exam. This system is in place to make certain processes less cluttered and more streamlined for the user.

Allow Multiple: You can also say if the user can add in multiple Tests per one Exam or if they are only allowed one entry per section. It is a good idea to allow them to add multiples.

One Required: You also have the ability to say if any of the sections are required in order to complete the exam. This will not allow them to save the exam without at least one exam item entered for that tab.

Check the boxes for the selected exam. Click on Submit to save your changes.

NOTE TEMPLATES

Note Templates are used on the Care Medical screen and will allow users to save time by selecting a list of pre-made note templates to use for their medical exams.


ADD A NEW EXAM NOTES TEMPLATE

Step 1 - Select the Note Type, and enter the name of the new template. If the Active check box is not selected, the template name will not be available in the template drop down list in the Care Exam screen. By default this is checked.

Step 2 - Type or cut and paste in text you want to use for the body of the note in the large text field.

Step 3 - Click the Add button to add the new template to your database.


WHERE THE EXAM NOTES TEMPLATE IS USED IN PETPOINT

The notes section on the Details tab of the medical record will include a Template drop down where you can choose your Note Templates. Click Override to begin again with your Note Template. Append will add the note to the end of any notes that are already there.


Then you will be able to read your notes on the Medical View Report (below) and some of the additional new medical reports which are being added.

ADDITIONAL SUPPORT

If you require assistance with the topics in this Guide, please contact the PetPoint Customer Support Team at (866) 630-7387 x 400 or [email protected]. While we do not provide third-party application or firewalls/router support, we will do our best to assist with configuration questions related to those areas.

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medical setup · medical setup v. 06272011 page 2 of 20 important note as of july 18th, the medical...

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