Animal Hospital
Management System
World Class Veterinary Technology with Onsite Support
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.
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.
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.
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.
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.
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.
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.
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
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.
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.