VetPoint Users Guide (Updated February 24, 2009)

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1 VetPoint Users Guide (Updated February 24, 2009) VetPoint Access VetPoint is currently available on the CSU VMC Citrix Server (VMC ICA Login). You can access VetPoint from either CSU VTH computers or from outside computers including your home computer if you are able to log into Citrix. In order log into Citrix, the computer you are using must have the Citrix ICA Client installed. If you are accessing VetPoint from a wireless computer or from a home computer you need to also have the VPN (Virtual Private Networking) utility installed and running. Accessing VetPoint from your Personal Computer: o Installing Citrix ICA Client: Download the Citrix software by going to the VTH HomePage and then linking to the Remote Access to VTH Apps site. From there, click on the line that says Click here for Win-200, Win-XP (use default settings) link. Save the program to your computer and then run it to install the Citrix ICA client on your computer. o Installing VPN: Download the VPN utility by going to the VTH HomePage, then link to the ACNS site and from their scroll down to the section on Connecting to the CSU Network. Link to VPN (Virtual Private Networking) and download the most current VPN software and save to your computer. Then run the VPN program to install it on your computer. Alternatively, you can go directly to the VPN download page at ( Once you have installed Citrix and VPN (if needed) you can get to VetPoint by going to the VTH HomePage ( and linking to VMC ICA Login. From there, open VetPoint by double clicking the VetPoint icon sure that VPN is connected.. If you are using a wireless computer, make VetPoint Main Page The VetPoint Main Page is developed to allow you, the user, to select the items you want to see and use. The VetPoint Main Page currently has a VetPoint Menu on the left edge, a tab for the Home page, and a tab for Calendars. More items will be developed in the future. VetPoint Menu: This menu on the left allows you to select the window options that you would like to use for your personal VetPoint setup. o The thumbtack in the top right hand corner of the VetPoint Menu is the menu AutoHide button. If you would like more room to view the main pages on the screen you can click on this 1

2 button and the VetPoint Menu will slide to the left side. o To get the menu to slide back, just move your mouse over the VetPoint Menu tab on the left and it will slide back. o To restore the VetPoint Menu so that it is always fully visible, click on the icon. o In a future revision of VetPoint, you will be able to select a default service area so that the Patient Appointment and Recent Patients list will open showing only the cases in that specific service area. Searches: The Medical Search function allows for very extensive searches of medical records based on patient, visit, service area, procedures, and diagnostic criteria. Trying some simple searches on your own is the best way to learn to use this. Preferences: o Default Service Area: There is a drop down list of service areas from which you can select the service area that you are currently working in. By selecting a default service area, only patients from that service area will show up on your patient lists when you open VetPoint. VetPoint Home: The default VetPoint Home page has three open windows; Patient Appointments, Action Items, and Web Browser. Other windows can be selected and opened from the VetPoint Menu on the left. You can open, close, move, and resize the windows that you want on your VetPoint Home page. o To close a window, click on the X in the top right corner of the window. o To resize a window, click and drag the window s top menu bar. o To open a new window, click on the item in the VetPoint Menu. Your last used settings will be saved and VetPoint will show that view the next time you open it. If you ever want to go back to the default settings, you can just click on the Reset Default Layout on the VetPoint Menu bar. o Patient Search: There is a very simple patient search at the top of the VetPoint Main Page. Search criteria includes Case Number, Invoice Number, Owner Last name, Owner First Name, Animal Name, and Year. Input your search criteria Click on GO You can use an * as a wild card either at the start or the end of a name or word. You will get a list of cases that match your search criteria. If only one case matches your criteria, VetPoint will automatically open that specific patient record. Patient Name will be added as a searchable criterion in the next revision of VetPoint. 2

3 o Patient Appointments: This window will list all of the patient appointments scheduled for that day and appointments that are scheduled for the future (Preadmit). When opened, the list initially includes all VTH appointments for all service areas. You can readily narrow down the list by sorting from any of the columns or by selecting your current service area as the DEFAULT SERVICE AREA on the side menu. The funnel tool at the top right of the column opens a drop down menu that allows you to select a specific criteria in the column. For example, you could select a specific service area from the service column and only see the appointments for that service. You could also select by status, date, clinician, species, etc. If you click on the name heading at the top of the column, it will sort the list by ascending or descending order for the column. o Recent Patients: While the patient appointment list contains the appointments for the day and future scheduled appointments, the Recent Patients list contains all cases that are currently active, or were active within the last 10 days, and preadmits. This page is particularly useful if you want to access hospitalized patients or patients that were here recently but are now checked out. By selecting your service area and then clicking on the top of the status column you can quickly organize your patients for the area that are currently active. You can also select your DEFAULT SERVICE AREA on the side menu so that only cases for that service are displayed on your list when you initially open VetPoint. o Action Items: The Action Items window contains the current actions assigned to the person logged into the VetPoint portal. The default Action Items list includes, History Reports, Physical Exam Reports, Prescriptions, Surgery Reports, Discharge Summaries, and Referring Veterinarian Letters. This area will be developed to inform you of items related to a medical record that need your attention or completion. Currently, there nothing in the Action Items section that pertains to students so you can remove this from your main page if you like. A Plus Sign + indicates that you have Action Items to complete. When you complete your actions, the Plus Sign + disappears and the action is removed from your list the next time you log in (or if you close the window and re-open it). In the records process, students, staff, or clinicians will fill in record forms. Drafts can be saved at any time. Once a student or staff has completed a form they can submit it for approval by the clinician or house officer. The medical record can not be finalized and closed until all medical record forms are approved by a DVM with their electronic approval or signature. When a form is approved, it is time stamped and made read only so that no further editing can be done. Patient Records To access a patient record you simply click on the case in the patient list. This will open the patient record window with the Patient Menu and Patient Overview displayed. Multiple patient 3

4 records can be opened at one time and will have individual tabs that allow you to move between patient records. Patient Menu: The patient menu allows you to select aspects of a patient record to work with. o Currently available pages include: Fee Estimate Edit Fee Estimate Printable View o You can also use the AutoHide function for the Patient Menu to get more room on your screen for the patient record. o The and arrows on the Patient Menu allow you to expand or collapse a specific group in the menu. Attending Clinician: You can select and change the attending clinician from either the Patient Info in the patient menu or from the patient overview by selecting the appropriate clinician in the box. Patient Overview: The patient overview window gives the basic information about the case including signalment, owner, and referring veterinarian. It also lists the previous visits with the specific complaint and provides basic financial information including the financial estimate and current charges. In the future, there will be the ability to link an image to the place where the sex status image is located so that you can include a picture of the patient on the patient overview page. 4

5 Current Visit: The current visit tab provides access to the medical records for the active invoice. o History Form: This standardized history form is available for all service areas. The printable version is initially viewed by default. By clicking on the edit tab you get access to a form with multiple input fields. Drafts can be saved at any time. Once a student or staff member completes the history, they should submit it for approval by a DVM (clinician or house officer) who then will approve the history with a time stamped electronic signature. Once approved, the form can not be edited any further. Additional history forms can be opened if additional information becomes available by clicking on the add record tab. Note that you can also click on the Prior Visits tab to open the history up into two windows, one allowing you to view prior histories and the other allowing you to input information to the current history. You can also copy (ctrl C) and paste (ctrl V) information from prior histories to the current history. o Rx Tab: Currently contains previous prescriptions for the patient. In the future will provide an electronic pharmacy prescription form. o Weight Tab: Currently opens a table of previously recorded body weights including a table of weights that have been entered on paper physical exams and weights that have been entered electronically. In the future this will phase to only electronic entries. o Physical Exam: A General physical exam form is available for all services. Many specialty physical exam forms are available and a few more are in development. These will be released as they become available. A general physical exam must be done at least once for a patient before any specialty exams can be entered. 5

6 o SOAPs: Currently, electronic SOAPs are only available for equine and livestock services. This will be developed for all sections in the future. o Surgery Reports: Currently, electronic surgery reports are only available for equine and livestock services. This will be developed for all sections in the future. The electronic surgery reports will have the ability to create standardized surgical procedures that can be pasted and edited. o Diagnostics: The diagnostics tab will display a table of all of the diagnostics performed on the patient and recorded at CSU. This will include tests for the current visit as well as all previous visits. o Attachments: The attachments tab will display all of the invoiced items, including image attachments, diagnostic tests, and referring veterinarian letter for the invoice selected. You can also view all of the procedures recorded for the visit. You can upload image files for storage with the record from this page. In the future, there will be a separate area that will provide better storage and organization of file attachments including images, videos, scanned PDFs, sound files, etc. o Communications: Misc.: This links to the current electronic communication log. Click the edit button to open the form with input fields. Ref Vet Letters: This will link you to the current electronic Ref Vet Letter editor. RTGs: This will link you to the current electronic RTG forms for the various small animal services. Discharge Summary: This links to the current version of the combined electronic medical and discharge summaries used for equine, livestock, and dermatology services. This electronic form contains all of the fields 6

7 required for a complete medical summary and discharge instructions without having to repeat this information in more than one place. Further, the information in these forms can be automatically imported into the Ref Vet Letter. In the future, all service areas will go to a system similar to this so that medical summary information only needs to be completed once. Also, the discharge summary will be moved up to have a tab of its own for the patient. Prior Visits: Clicking on the Prior Visits tab will open up all of the previous electronic medical records for the patient. You can access all of the read only records from previous visits. Records can be selected either by date of visit or by numerical order. 7