4.5. Simply Sophisticated Practice Management Software

Transcription

1 4.5 Simply Sophisticated Practice Management Software

2 Introduction What is IntraVet software? Patterson Veterinary is one of the nation s largest distributors of small animal veterinary supplies and pharmaceuticals. We are also proud to serve equine practices through our Patterson Veterinary Equine division. Work with us and you ll partner with a true value-added veterinary supplier. You ll see it in our breadth of products, business-focused services and dedicated employees. As a full-service supplier, Patterson Veterinary is your single contact for everything your practice needs including IntraVet Practice Management Software, which we acquired in This industry-leading software is the complete solution to managing your veterinary practice. In addition to IntraVet, Patterson Veterinary also offers a full spectrum of equipment, digital radiography, epethealth a comprehensive suite of client communication services; DIA Diagnostic Imaging Atlas software with more than 3,000 3D and surgical animations to better illustrate medical conditions to clients; dental consulting services and solutions; emagine supply management software electronic ordering system; Patterson Financial Services, training, installation and more; Practice Design Services; and Patterson Office Supplies for printing services, client communication tools and a wide variety of office supplies. IntraVet provides total turnkey solutions for veterinary practices with single-source accountability for hardware, software and financing. Since 1986, IntraVet has brought the veterinary field innovative software solutions with more than 2,300 installations nationwide. IntraVet represents the industry standard for excellence, combining flexibility with ease-of-use for maximum integration of medical information. A one-stop provider of premium hardware and veterinary practice management software solutions, IntraVet lets you quickly create, store and retrieve extensive client and patient records. IntraVet also facilitates full medical history record-keeping with Visit/SOAP entries and includes all essential modules including invoicing, financial reporting, lab and digital imaging interface, patient reminders, marketing, inventory management, appointment scheduling, boarding, a built-in time clock and much more. At IntraVet, we truly do things differently. We take the time to listen to your questions, comments and concerns. We build a lasting partnership with you and your practice. We respond quickly and efficiently whenever you need us. In fact, our number-one customer support has been recognized by AAHA s Trends Magazine user s choice software survey for excellence in onsite education, training and customer service. Now in its third generation, IntraVet uses the Microsoft SQL database and the Microsoft.NET framework. This latest update includes new functionality and continues the IntraVet tradition of innovative software that you can rely on for maximum productivity. 2 3

3 Appointment Calendars Scheduling appointments is a breeze with IntraVet. In fact, IntraVet has one of the industry s only schedulers that allows you to view both the details of each appointment and an overall view of an entire day for every provider on one screen. Create and apply templates to quickly set up and change schedules. Set up all providers in the same calendar or use different calendars for specialists and technicians, depending on how you want to view and manage them. There is no limit to how many groups you can set up or how many providers you can put in each group it s all up to you! IntraVet s appointment calendar lets you: Define appointment columns based on doctor, appointment types or exam rooms Block or reserve specific time slots for emergencies, surgeries or other specific appointments Tag different types of appointments with color coding for at-a-glance viewing Move fluidly between appointment calendars with a dropdown menu Display a single day, a five- or seven-day work week, or a full month Check in a patient when they arrive for their appointment Hover over an appointment block to display more appointment details Locate available time slots or existing appointments quickly with the Search and Find features Use the double-booking capabilities to schedule simultaneous or staggered appointments Effortlessly move appointments with drag-and-drop or cut-and-paste capabilities Track and report no-shows Add new clients and patients directly from the calendar Schedule recurring appointments or multiple pets in one screen Mark appointments as just scheduled, confirmed, left message, callback or cancelled The new IntraVet appointment calendar brings you a simple and flexible scheduling tool. 4 5

4 Control Center/Whiteboard IntraVet s Control Center serves as the hub of your practice by allowing you to view the status of all patients and manage them easily. Staff are kept up to date on patient status, related notes, tasks and announcements. Individual workstations can be customized for viewing options so that staff members can see the information that is relevant to them. Estimates An unlimited number of estimate templates can be created to quickly pull together a treatment plan. Templates assist with minimizing missed charges and create greater staff efficiency through standardization. Templates can be modified to suit a particular patient and charges can then be loaded directly into an invoice or visit plan. Percentage or dollar discounts can be applied to each line item to allow for more detailed and accurate estimates. Your clients will appreciate receiving IntraVet s line-by-line estimates for their pets treatment plans. Plus, you ll enjoy the ease and convenience of preparing this information in a consistent, yet customizable format. Go to Menu allows you to move quickly and easily to different areas in the program including client accounts, estimates, patient history, prescriptions, edit patient, invoicing and more. Scrolling Announcements lets you create and view custom announcements at any time from anywhere in your practice. With custom columns and status icons your entire staff can be more organized than ever. The Control Center s To-Do Bar lets you schedule tasks, view and enter client and patient notes, or view scheduled client balances and pending charges. You can easily define, assign and recognize tasks with convenient visual indications. The Notes space gives you a customizable free-form space to enter notes for each patient. 6 7

5 Invoicing IntraVet s unique system allows you to be an invoice- or medical-history driven practice, or anything in between. Practices that want to maintain a paper record can access the invoice directly from the client account, appointment calendar or from the Control Center. Open invoicing gives you the flexibility to continue entering charges as treatments is delivered until the patient is discharged or treatment is complete. Keep clients up to date about administered treatments by printing and reviewing the open invoice with them. Visit features make it easy to manage an electronic health record: Visits An enhanced SOAP form, that is completely customizable and can include Lab Results, a Referring Provider and Modality Ability to view an estimated total in the Plan from the Visit Access Documents and Estimates directly from the Visit Attached files and images can be added to individual lines or to the entire Visit as a whole Canned text makes adding medical notes to patient Visits a breeze When opened from the Control Center, templates can be customized for the particular patient, but the main elements for treatment are already entered Visit Templates can help eliminate missed charges and standardize treatment, yet still provide the flexibility to modify expected treatment efficiently so you can spend more time attending to clients and their patients Visit Templates Can be tied to appointments to quickly enter medical information, expected treatments and charges based on appointment type An unlimited number of visit templates can be created that contain a step-by-step layout of the prescribed treatment including presenting complaint, vitals, diagnosis, treatment plan, educational handouts and visit-related tasks Other Invoicing features include: Multiple patient invoicing with repeat options Multiple providers included on one invoice Real-time updating for all related files as each invoice is generated While invoicing, view patient reminders, callbacks, history, weight and more Reprint previous invoices and vaccine certificates at any time With IntraVet, you can quickly create detailed client invoices. Integrated merchant services Use pre-printed letterhead or let IntraVet print your logo and address information Print vaccine certificates, take-home instructions or other documents Quickly reference patient and financial information Enter percentage or dollar discounts per each line item Print prescription labels from an invoice, visit or patient history 8 9

6 Medical History IntraVet organizes medical history by patient visit. Everything done within a visit is grouped together and may include inventory and procedures, diagnostics, lab results, forms, prescriptions and radiographs. Visits may be only one day or may extend over several days of treatment. They start as appointments, reservations, dropoffs or just as charges in the invoice. In medical history, visits and all of their details display automatically as you scroll. Medical history options are available and allow you to customize your viewing options. Use the filter tabs to review all dispensed prescriptions, lab work or notes. To protect the integrity of your data, IntraVet offers a medical history audit that records vital information when modifications are made. IntraVet lets you record important notes in one convenient location, then recall that information at any time. No paper needed! Patient & Client Information All client and patient information is easily accessible through IntraVet s Client Account window as well as from the Control Center and Appointment and Boarding Reservation entry screens. Pop-up warnings alert your staff to important information and patient warnings can be added for special handling considerations. Import patient pictures that print on invoices and forms to create a more personalized look and feel. Other features include: View all patient histories and client financial information from any location Require specific fields such as phone number and address to be entered prior to saving a new client Enter an unlimited number of phone numbers Add an alternate name to correspondence if desired Change patient status Print educational materials with respective client and patient information Dedicated area to include directions to a client s farm or facility Assign ownership percentages for shared financial responsibility Add an additional long name for show animals or horses Prescriptions tab allows easy reference of patient s prescription history and available refills Each of your clients, and all of their patients, will have a unique account in your IntraVet system. Comprehensive information for both clients and patients is just a click away! 10 11

7 Imaging Inventory IntraVet allows you to store, retrieve and annotate images captured from cameras, radiography modalities and more. Images are linked to patient records and easily retrievable for viewing. Plus, IntraVet lets you send images via to colleagues or specialists anywhere in the world. IntraVet is pleased to now offer an integrated imaging solution that works with your modalities. With this module, you can send and receive data from your radiography and ultrasonography equipment. Integrated image capabilities: DICOM conformant solution Compatible with modalities that support DICOM MWL standard Full MWL functionality Pre-populates modalities with client/patient data from within IntraVet, avoiding mistakes Post-acquisition notification within IntraVet DICOM Query/Retrieve functionality allows viewing study within IntraVet IntraVet helps you effortlessly manage and track your practice inventory. Inventory items are depleted in real time so you ll know exactly what you have on hand. If you re one of the many practices that need to track where their inventory is located, our warehouse feature allows you to distinguish different areas of stock and gives you the ability to manage those areas independently. Items used in your practice can be depleted at cost with the ability to generate in-house usage reports. Other features include: Inventory items can be linked to service codes to deplete inventory as used related to the service Easily fix mistakes with the ability to recalculate productivity Physical adjustments that let you start over on counts Single- or multi-vendor purchase orders make ordering a breeze; all items can be processed at once when received Compile purchase histories by vendor and/or item for cost comparison Update pricing by dollar amount or percentage as items are received or en masse Set target points for stock levels and run reorder reports Weighted averages give you a better idea of the value of your inventory Trends feature allows you to see purchased items vs. items sold over a period of time Vendor units offer a clear indication of how products are bought and sold Create detailed inventory reports with date-specific information for purchases, sales, on-hand quantities, cost and mark-up percent Mark items as taxable or discountable, both with the option to confirm this choice during invoicing Run reports for usage of items marked as controlled Quickly enter and/or update dispensing and minimum charge fees Print prescription labels with an option for preformatting Use quantity pricing to set pricing based on unit quantity sold Create messages and set them to print on a client s invoice when items are sold Correct inventory costs that were entered incorrectly for previous purchases IntraVet lets you store and link digital images to individual patient records

8 IntraVet Reminder and Marketing Capabilities IntraVet offers extensive search capabilities. Generated results can be printed as a list, postcards, letters or labels. s can be sent as an additional contact method to cards and letters or sent by themselves. Results can also be exported for use with other programs or uploaded to IntraVet s Online Reminder solution. Marketing Your IntraVet client database serves as an invaluable foundation for successful marketing. Use the Recall Generator Search engine to pull targeted lists for informational purposes or for mailings. Set multiple parameters based on Client, Patient or History data. Templates can be created for easy entry on those searches you run regularly. Ideas for marketing and data collection: Senior Wellness exams for pets older than seven years Pets with a specific diagnosis, problem codes, breeds, species, etc. Target patients missing essential services with special offers and incentives Unaltered pets of a specific age range Clients within a specific search code, classification, yearto-date services Create and customize a practice newsletter Referring doctor, stable, patient status and much more! Integrated with epethealth another marketing solution for your practice IntraVet s Recall Generator lets you easily create recall notices for clients using a wide array of parameters

9 Reports Employee Time Clock IntraVet offers a wide array of easy-to-understand reports to help you manage your practice: Accounts Receivable Report This report shows clients who have an outstanding balance including how old the balance is. End Of Day Transactions Report This report lists all clients seen that day and includes detailed accounting information on each service performed, payment, and payment type making it easy for you to balance your drawer at closing. Use this report to track your practice s achievements and budget more effectively. End Of Day Services Report This report will list the procedures done that day and organize them by provider. You ll see exactly which patients were treated by which providers and what services were performed. Inventory Details Report This report is used to analyze inventory by date range and includes purchase and sold quantities as well as quantity and dollar amount on hand. Departmental Productivity Report This report is often run monthly to monitor services and products sold during that period. It can be used for business forecasting of future sales and ordering. And many more... Any report in IntraVet can be exported to Microsoft Excel to allow you to create customized reports and make the most of your valuable report data. Employees can clock in and out using password security. You can easily manage staff hours using employee time sheets as well as print out detailed time sheets to assist with payroll calculations. Transaction Analysis Report This report shows all clients who have had charges, payments, and/or adjustments during a specified period. Reminder Compliance Report This report displays a list of reminders due within a date range broken down by the number of each reminder due, the number satisfied at this point in time as well as the percentage of those compliances

10 Branching Client Education IntraVet s branching capabilities let you operate multiple practices or businesses with one dataset. You ll enjoy the ease and convenience of separate financial and inventory reports. When you log into IntraVet, you can simply choose the financial branch or change the branch anytime by selecting Change Branch on the top menu bar. IntraVet lets you easily set up and switch between several branches; this feature is ideal for practices with locations throughout a region or for running multiple businesses under the same roof. With IntraVet forms, LifeLearn handouts and DIA content, you will bring even more value to the products and services offered by your practice. Customize your practice s own handouts and link them to procedure, inventory or diagnostic codes for automatic printing or on-the-fly as needed. Further enhance your treatment plans and help your clients better understand their pets needs with IntraVet s comprehensive, easy-to-understand informational handouts. A wide variety of topics covers practically every need

11 Boarding Software Services and Support IntraVet s extensive boarding capabilities allow you maximum efficiency in your boarding kennels with: Option to charge by weight, species or cage type Split reservations Store feeding/exercise/medication instructions Daily to-do lists Cage tags with pet picture Check-in forms Tracking no-shows Full view of cage availability for the next 10 days Automatic transfer of boarding charges to patient s invoice Multiple patients per cage Our standard annual software maintenance contract provides ongoing assistance with toll-free telephone support. IntraVet is recognized for its excellent support program, which is unparalleled in the industry. One phone call As a Service Club member, your calls are FREE, UNLIMITED and RECEIVE PRIORITY. Non-Service Club members pay a rate of $55 per 15-minutes of support rendered. Software updates FREE software updates for your current IntraVet products. Non-Service Club members pay $900 per missed update. support Unlimited support simply the support team at support@intravet.com. Live Help Get answers without picking up the phone. Access Live Help by visiting intravet.com. Simply select Live Help, then choose from the listing of supported products. Within seconds a chat window appears, connecting you to the first available support specialist. Remote support This diagnostic tool allows the IntraVet support team to work directly with your computer system to pinpoint concerns. Having your support specialist physically see the problem makes it easy to walk through solutions on-screen. Access to online FAQ database 24/7 Search our solution database, questions directly to our support specialists. Training IntraVet offers many opportunities to meet your specific educational needs whether you re a first-time user or you ve used IntraVet for years. We offer training for new staff members, advanced training for you and/or your staff and regular user meetings. Our experienced team can help customize your needs so you can receive the maximum benefit either through onsite or phone/web training. You can access our online, self-guided training via the IntraVet 4.5 Cloud Demo, which allows you to log into the software via the web and test drive all of the great features within a sample practice database. Visit FAQ #17796 for instructions on how to log in. User meetings keep you abreast of new enhancements and supply you with helpful tips. We will also be offering educational webinars on a variety of topics including inventory management, going paperless and more! Our toll-free phone lines are available: 7:00 a.m. - 7:00 p.m. CST Monday - Thursday 7:00 a.m. - 6:00 p.m. CST Friday 8:00 a.m. - 12:00 p.m. CST Saturday We also provide 24-hour support at an additional fee

12 Additional Services from Patterson Veterinary epethealth The epethealth suite of client communication tools integrates with IntraVet software to capture and upload data that your clients can access on our secure website. Clients can view their animal s medical records 24 hours a day, request appointments and prescription refills and browse a library of educational materials, including animal health articles and videos, breed information and an interactive dog, cat or horse. The service also includes several emarketing tools including newsletters, surveys, reminders and more. DIA (Diagnostic Imaging Atlas) Diagnostic Imaging Atlas is an innovative software that allows you to better illustrate medical conditions to clients, with more than 3,000 3D and surgical animations, radiographs, ultrasounds, and endoscopic and clinical images. PattLock PattLock uses an Internet connection to transmit your valuable data (encrypted, of course) and store it in a safe and secure location. Best of all, the software is compatible with IntraVet and all practice management software programs as well as all file types providing seamless and trouble-free backup of your veterinary practice s database files all for a low monthly fee. Continuing Education Patterson is a RACE-approved distributor for continuing education with our own Patterson Executive program, Patterson Veterinary University and Patterson Dental Wet Labs. We also sponsor local, regional and national conventions and symposia. Blueprint F O R S U C C E S S Blueprint for Success Patterson is pleased to now offer Blueprint for Success! This program provides veterinarians with important tools and information that will help them succeed when starting a new practice. Financial considerations, key business information, practice design, equipment, technology and many other topics are covered. Ask your Patterson Veterinary representative for more details. emagine emagine supply management software will dramatically simplify your ordering and everyday supply inventory management. For fast, convenient restocking, the program comes preloaded with your practice s order history; plus, a wireless bar code scanner makes tracking products from the supply room a breeze. VetSource > Enter the New World of Veterinary Pharmacy and Home Delivery VetSource comprehensive online veterinary pharmacy will help your practice improve patient care, increase client compliance and enhance business outcomes. It s convenient and easy to use, with business-building tools and simplified inventory management. Plus, clients will enjoy the automatic refills and Remind Me Home Delivery Program. VetSource is included with an epethealth subscription! 22 23

13 Support: Sales: Fax: intravet.com Patterson Technology Center 1201 Althoff Drive Effingham, IL I (8/13)