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Animal Hospital

Management System

World Class Veterinary Technology with Onsite Support

BWCi Animal Hospital Management System

Processing Fees and Departures

Processing Patient for Departure
Visit Details Tab

Fees & Charges Tab

PROCEDURES

DRUGS

STOCK

Accounting Tab

Pictures Tab (this is an advanced function requiring a scanner)

Objects & Data Tab (this is an advanced function)
Payment Process and Departure
Apply Discounts - Percentage or Specific Dollar Amounts
Record a Payment on Account
Optional Functions  (To edit billables, cancel processing, or provide a client receipt)


Processing Patient for Departure

1. Go to MENU->DEPARTURES->HOSPITAL
2. The Departures Screen comes up.  You can select one of the visits that are highlighted or search for a particular client by typing their name in the blackened field (or entering the visit number or account number if known). Press ENTER.
3. If a message appears that no client is available by that name or number, check for:
    Reconfirm the accuracy of the name spelling or number.     Confirm that all required entries were made in  processing the patient to the point of departure.  NOTE: If fees and procedures have NOT been processed, departure cannot be performed.
4. When correct client is found either click twice to view the file, or press DETAIL VISIT button at bottom center of screen to view the Client & Pet information. This is the screen for all veterinary entry during the Pet's stay in the Clinic. The content of the form is organized in Tabbed Notebook style to allow rapid access to ALL aspects of the Visit for each Pet -- Visit Details Tab, Fees & Charges Tab,  Accounting Tab,  Pictures Tab,  and Objects & Data Tab. 
5. You now have several options to choose from.  It is advised to start with the Visit Details Tab,  and continue with the Fees & Charges Tab  (Each one is described below for detailed steps.  Once you have completed these sections press FINISH button to complete the process for this pet, or press the UPDATE button to return this pet's record onto the visit sheet without yet departing, or select another pet for processing. Follow the above steps for each pet.
 or you can proceed to Payment Process from Departure Screen.


Visit Details Tab

1. From the Departures Screen for this pet, Press the VISIT DETAILS Tab and the lower section of the patient's record will then reveal any activity that has been recorded for this visit.  Press EDIT button and Entries can be made for:
Activities Location Time Doctor who saw the patient Area to log the Complaint Findings Treatment.
2. If Drugs have been entered, you will be prompted to enter further details:
Delivery is a drop down list, only 2 options, use the down cursor key to select Administered/Dispensed, then press TAB to enter Date, TAB to move to time, both of these default to today's date and time, but you can edit them if you wish. Dosage and Location are drop down or a look-up using the ? Button, select the pre-entered code for the dosage and location description you want to use. Press OK when details are finished and labels printed.
3. Update any field as needed and when completed you can continue to process this pet for departure by clicking on the next tab (FEES & CHARGES) or press OK on lower right to exit this procedure.  While the Visit details are being edited and viewed the Record is locked and the Pet cannot be processed for departure. Once all changes are made you should press OK button to return to Departures form. 


FEES & CHARGES

1. From the Departures Screen for this pet, Press the FEES & CHARGES tab and the lower section of the patient's record will reveal lines per procedure performed with appropriate code and fees.  If not filled you can complete the field entries here.  You have three options for placing charges across the three TABS - PROCEDURES Tab,  DRUGS Tab, and  STOCK Tab.  Press EDIT button and Click once on any of these tabs to enter a charge.


PROCEDURES

1. Press Procedures Tab  to begin,  click on the next available line in the CODE Column.
2. Enter the Code for each procedure that was performed.  If the Code is not known, you can press F2 to look up the code number in the list of procedures.  Scroll down the procedure list until you locate the one performed and click on the highlighted procedure.  Press OK to transfer the Code for this procedure into the Code Column. You should now be at the Departures Screen with the Code Column filled.
3. Move your mouse to the Procedure Field to the right of the Code Column and click once.  The procedure, quantity, work, Price and Subtotal fields should automatically fill.  (If they do not, reconfirm that the Code is correct and that there is a procedure in the Procedure list with price, and quantities completed for this code).
4. When all codes, procedures and fees are completed, you can continue to update this pet's visit by clicking on the ACCOUNTING Tab, enter Drugs or Stock purchases by clicking on the DRUGS tab or  STOCK Tab,  or press OK on the lower right to exit this procedure.


DRUGS

1. Press DRUGS Tab  to begin,  click on the next available line in the CODE Column.
2. Enter the Code for each drug that was provided.  If the Code is not known, you can press F2 to look up the code number in the list of drugs.  Scroll down the drug list until you locate the one provided and click on the highlighted drug.  Press OK to transfer the Code for this drug into the Code Column. You should now be at the Departures Screen with the Code Column filled.
3. Move your mouse to the Drug Name Field to the right of the Code Column and click once.  The drug, Price and Subtotal fields should automatically fill.  (If they do not, reconfirm that the Code is correct and that there is a drug in the drug list with price completed for this code).
4. Quantity field will now be highlighted in black.  Enter the quantity of drugs provided.  Press ENTER and the price and totals will be automatically adjusted.
5. When all codes, drugs and fees are completed, you can continue to update this pet's visit by clicking on the ACCOUNTING Tab, enter Stock purchases by clicking on the  STOCK Tab,  or press OK on the lower right to exit this procedure.
6.  If Drugs have been entered, a Drug Administration Screen will be visible and prevent you from returning to Departures until it is completed.  You will be prompted to enter further details:
Delivery is a drop down list, only 2 options, use the down cursor key to select Administered/Dispensed, then press TAB to enter Date, TAB to move to time, both of these default to today's date and time, but you can edit them if you wish. Dosage and Location are drop down or a look-up using the ? Button, select the pre-entered code for the dosage and location description you want to use. Press OK when details are finished and labels printed.  and this will return you to Departures Screen.


STOCK

1. Press STOCK Tab  to begin,  click on the next available line in the CODE Column.
2. Enter the Code for each item that was provided.  If the Code is not known, you can press F2 to look up the code number in the list of stock.  Scroll down the stock list until you locate the one provided and click on the highlighted item.  Press OK to transfer the Code for this item into the Code Column. You should now be at the Departures Screen with the Code Column filled.
3. Move your mouse to the STOCK Name Field to the right of the Code Column and click once.  The stock item, Price and Subtotal fields should automatically fill.  (If they do not, reconfirm that the Code is correct and that there is an item in the stock list with price completed for this code).
4. Quantity field will now be highlighted in black.  Enter the quantity of items provided.  Press ENTER and the price and totals will be automatically adjusted.
5. When all codes, drugs and fees are completed, you can continue to update this pet's visit by clicking on the ACCOUNTING Tab,  or press OK on the lower right to exit this procedure.


Payment Process and Departure

1. Go to DEPARTURES -> HOSPITAL, and click on HOSPITAL.  This will produce the Departures screen which lists all pets at the clinic that have been categorized as arrivals. The Departure list is in numerical order by visit number.
2. Scroll down the list by using the scroll bar located along the right hand side of the screen until the desired client is located in the list.
3. Verify the client�s account number and pet name(s) in their respective fields.
4. Select the desired client and pet by single clicking in the yellow highlighted Visit # field. (Note: if a single client has more than one pet currently categorized as an Arrival, each pet will be listed individually and will have a unique Visit # displaying in the Departures list.)
5. Push either the PROCESS PET or PROCESS CLIENT button located at the bottom, right-hand side of screen.
Choose the PROCESS PET button if you are wishing to process a single pet for the client whose Visit # you single clicked on (now highlighted blue). A Data Entry for Billables form for the pet will appear.
Press PROCESS CLIENT Button in lower right  if you wish to process all pets for a single client. A Data Entry for Billables form for the lowest numbered pet categorized as an Arrival for the particular client will appear.
6. Enter the relative charges in the Data Entry for Billables form for the particular pet. When completed, push the UPDATE or FINISH button located at the bottom, right-hand side of the screen. (Note: If you had chosen the PROCESS CLIENT button in Step #6 above, upon pushing the UPDATE or FINISH button, a Data Entry for Billables form will appear for the next higher numbered pet that is categorized as an Arrival for the particular client. This will occur each time the UPDATE or FINISH button is pushed until all pets for the client have had billables entered.)
Choose the UPDATE button to record the billables for the pet but not produce a Final Billing form for the client. The pet will be categorized as still remaining at the clinic.
Choose the FINISH button to record the billables for the pet and to produce a Final Billing form for the client. The pets listed on the Final Billing form will be categorized as having left the clinic.
7. If the FINISH button had been chosen for any of the pets of a particular client in Step #7 above, a Final Billing form will appear after all billables for all pets of the client have been entered.
8. Enter the relevant information in the Final Billing form. You should specify the Employee collecting the payment and Payment Method, using the drop-down lists. Then press the TAB key, and enter the amount received. Press TAB, and you will be given further information concerning change, incomplete payment, etc. If payment is inadequate then you will be prompted to change the amount or transfer to Accounts.  Press the  OK Receipt  button to complete the transaction, automatically printing a receipt.  If no receipt is requested, press the  OK  button.


Discounts - Percentage or Specific Dollar Amounts

1. To apply an adjustment/discount to the client�s final billing, push the DISCOUNT button located at the bottom, left-hand side of the Final Billing form. The Discount form will appear. You may choose to apply either a percentage of the total charges as a discount, or a specific dollar amount. You may also choose when to apply the discount (FUTURE ONLY, APPLY NOW ONLY, or APPLY NOW & FUTURE).
2.  To apply a percentage of the client�s final billing as a discount:
Select the percentage by clicking the diamond shaped area in front of the desired percentage amount. A black dot will appear in the diamond. Push one of the buttons at the lower, right-hand side of the form to select when to apply the discount (FUTURE ONLY, APPLY NOW ONLY, or APPLY NOW & FUTURE). The percentage discount will be applied to every invoice (Visit #) listed on the Final Billing form and the calculated amount will appear in the Adj column on the form. The amount(s) in the Balance column of the Final Billing form will reflect the total charges less the discount.
3. To apply a specific dollar amount of the client�s final billing as a discount:
Enter the exact amount of the discount in the Dollar Discount box on the Discount form. Push one of the buttons at the lower, right-hand side of the form to select when to apply the discount (FUTURE ONLY, APPLY NOW ONLY, or APPLY NOW & FUTURE).
The specific dollar amount discount will be applied to every invoice (Visit #) listed on the Final Billing form and the amount will appear in the Adj. column on the form. The amount(s) in the Balance column of the Final Billing form will reflect the total charges less the discount


Record a Payment on Account

1. To record a payment on account for previous, unpaid charges of the client, push the POA button located at the bottom, left-hand side of the Final Billing form. 
2. Enter the amount of the payment on account in the Payment on Account box on the Payment on Account form.
3. Push the OK button located at the bottom, right-hand side of the Payment on Account form. The amount of the payment on account will appear on the Final Billing form and will be assigned its own visit number.
4. Push the OK or OK RECEIPT (to print a receipt, if desired) button located at the bottom, right-hand side of screen to finalize departing the client and their pet(s) listed on the Final Billing form. This will remove the pet(s) from the Departures list.


Optional Functions

 To edit billables, press  EDIT button located at the bottom, right-hand side of the screen to return to the Data Entry for Billables form for the selected visit number. To cancel processing the final billing for the client,  push the CANCEL button located at the bottom, right-hand side of the screen. You will be returned to the Departures (list) screen. If a client requests a receipt after completing departures, go to BUSINESS->End of Day Processing. The form will appear, and after highlighting the specific visit, press the PRINT RECEIPT button. OR If a client requests a receipt after completing departures, go to Departures->Daily Invoices. The form will appear, and after highlighting the specific visit, press the PRINT RECEIPT button.