Table of Contents Medical History Auditing...2 Audit All:...3 Audit Deletes...5 Medical History Audit Search...5 Diagnosis Report (New):...6 APPOINTMENTS...8 Appointment Calendar Auditing...8 Appointment Calendar Audit Search...10 Appointment Type Report:...11 Inventory In-House Use...13 Reporting on In-House Inventory...14 New Inventory Reports...15 Changes to Current Inventory Reports:...16 LAB Interface Capabilities Added:...16 Referral Letters:...16 Rabies Certificates:...16 Invoices/Payment Information:...17 Discount Report...17 Clinic Summary Report...19 Boarding...20 DICOM:...20 Credit card and debit card integration: X-charge...21 X-Charge Setup for Merchant Services...21 Card Payment Types...26 Printer Setup...26 Making payments with X-Charge...27 Refunds through X-Charge...28 Voids...31 Forcing a transaction...32 Merchant Service Transaction Window...33 Reporting...34 EOD Transactions Report...35 Settlement of Batches...36 1
Medical History Auditing We now keep a copy of most things changed or deleted in Medical history along with the date changed and operator ID (if you have IntraVet set up to ask for them). These include the following: Edit History Reminders/Callbacks Logs (Medical Logs/SOAPS/Lab Results) Rx Labels Attached Files Images Problem List Doctor Change/Delete (Doctor Delete is now a utility) When an item is changed or deleted: 1. An OpId window pops up and the current date and time and a copy of the item is saved with the original. 2. An asterisk to the left of a line item in history denotes an audit exists for that item. The right click menu will now have an audit line, click this to show all the audits for that one item. Two new buttons are available to view/print audits from the medical history: Audit All and Audit Deletes. For both, there is an options button (a bulleted list icon) to choose what types of audits to show as your default. Be sure to click Save Parameters then OK after making your choices for the default view. 2
Audit All: The Audit All button appears in the bottom of the medical history window; it displays all the audits that exist for this patient. If you have the options set to not show details, you see a collapsed view (summary lines). If you have Show Details checked, you see the entirety of the original item whatever it may be (Soap/reminder/log/line item) and the entirety of the changed version(s). 3
No Details Show Details From the right-click menu, you do have the option to Collapse All or Expand All to remove or add details; you can also expand or collapse a single item. Changes on line items (but not freeform text boxes like logs) show in red. 4
Audit Deletes The Audit Deletes button appears in the bottom of the medical history window; it displays only the delete audits that exist for this patient. You have the same options (including collapse and expand) here as you do in the Audit All area. Medical History Audit Search You can also do a database wide search for particular types of audits by client/patient or other search criteria. The Medical History Audit Search is located under Tools -> Utilities -> Audit Utilities. It looks and works like the Recall Generator. You can search by Date, OPID, Audit Type, Audit From, or by Client. Right click to add parameters for each section and Double click to edit. Save your search parameters like in the Recall Generator for repeatable searches. (Right-click to save and load parameters). The Ignore Purge and Mass data changes.. is chosen by default since including them would generate a massive list and use a lot of system resources. 5
Diagnosis Report (New): Search to see number of each type of diagnosis within a certain period (may include SOAP assessment in search).enter in only one or two to narrow your search. Results display the client name, patient, the diagnosis code, and the date diagnosed. It will also give you a total of diagnosis codes that are used during that time frame. 6
SOAP Abnormality Default You may now select whether you want the abnormalities to default to Normal, blank, or Anomalies Noted. (In Setup/SOAP) 7
APPOINTMENTS Appointment Calendar Auditing Anything that can be changed on an appointment, including deletion, will now be reflected in the Audit areas inside the calendar window. There are 3 places that audits can be tracked: 1. Right-clicking on the individual appointment and going to Audit to see all activity on that appointment 2. Clicking <Audit All>, you can see all audit activity for a particular day in that group. <Audit Deletes> show only the deletions done for that day/group. 3. Going to Tools/Utilities /Audit Utilities/Appointment Calendar Audit Search to run a search with various criteria including date range, client, type of audit and operator ID. This search can be done for any time period after you begin the auditing function. 8
NOTE: There are options to select in the Audit All window. Check these and <Save Parameters> to set your viewing preferences. An audit is created from any of the following changes: Time Date Doctor Slot units Reason Type Patient name Notes Client request for specific doctor Calendar Group Deleting appointment An entry will always be made for the original appointment and then any additional entries for editing or deleting the appointment will also be logged with the operator ID, time and date. Changed or added fields appear in red: 9
An Edit Appointment entry will be made for changes made to patient, reason, type, slot units, notes, or client requests Dr. A Moved Appointment or Copy entry will be made for changes made to date, time, doctor, or when moved to a different calendar group. A Delete Appointment entry will be made for all deletions in the <Audit Delete> button windows. Appointment Calendar Audit Search All audits (including original appointments) for clients are kept indefinitely. You can use this search to see a history of a particular client s appointments or to monitor deletes and edits by operators. To perform a search: 1. Go to Tools/Utilities /Audit Utilities/Appointment Calendar Audit Search. 2. Right-click in each section to input parameters. You can also right-click and Save or load parameters from a previously saved search. 3. You have the choice of searching by date an audit is done or by date of appointment. (In other words, do you want to see all changes made to appointments on 9/02/06 or all changes done to appointments that were scheduled on 9/2/06?) 4. Click <Begin Search> to get your results. You can print them after they display. NOTE: Ignore Purge and Mass Data Change Utility Audits is checked by default; you may uncheck it if you do want to view them as well. 10
Appointment Type Report: This new report breaks down appointments by type and doctor, giving you a count of types within a selected period, the total hours and minutes for each type as well as the average length. Choose your own combination of doctors/types to customize the information. 11
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Inventory Valuation The Inventory Details report calculates the inventory value based on quantity X current cost. As long as your current costs are correct, your valuation will be on target. Inventory In-House Use The Inventory In-House Usage module allows for quick processing of inventory items that are used in-house. Unlike an inventory adjustment, multiple items can be depleted at one time noting why the item was depleted. You can create templates for weekly/monthly depletions for those items that are depleted on a regular basis. Once a template is loaded, additions or adjustments can always be made. In-house use adjustments show as a separate type of depletion in your reports so that you can track your in-house use accurately. To deplete for in-house use: 1. Go to Inventory\Inventory In-house Use. 2. Select the appropriate warehouse if you have more than one. 3. Enter in the codes and quantities and any notes on each line item. 4. Right-click on any line item to delete it. 5. To print the list, right-click and select Print. 6. If you would like to save the entries as a template to load and deplete again, give the template a name in the Template Description field and click Save as Template. 7. Click Save to deplete and record the depletions as in -house usage in all inventory reports. 13
Reporting on In-House Inventory In-house inventory numbers are available through the Inventory In-House Usage Report so that you may see the cost of in-hospital use at a glance. To run the In- House Usage report: 1. Go to Reports\Inventory Reports\In-house Usage Report. 2. Enter in a date range. 3. Select a department or leave blank for all. 4. Choose by code or description and whether to group by departments. 5. Select the appropriate warehouse if you have more than one. 6. Display or Print. 14
The in-house Usage report displays quantity, cost (per individual item) and amount (total cost for all items), Totals for all items (Quantity and amount) and Operator ID are also shown. NOTE: In-House use has been added as a type in all relevant inventory reports too: audit trail, purchase history etc New Inventory Reports Purchase Order History Report: Enter in one Purchase Order Number (or a range of numbers) to get all items within that PO regardless of when they were received. The Purchase History Report is a better option if you want to see al items received in a certain date range by vendor or by product (you can choose Receive in the Type field). This new report is solely to recreate a particular PO since they may contain items received on various dates. Hot Items Report This actually considers both procedures and inventory items so it is listed under Productivity Reports. This report may be run by department or only for a particular department. Rather than looking at quantity (in which pills would win 15
out), we look at number of times the product appears on an invoice to determine its ranking. Information on each product for the period: Number of Times Invoiced, Total Quantity Sold, Average Quantity per Invoice, Total (Dollar) Amount, Average (Dollar) Amount, Lowest Price, Highest Price. *Returned Items are not taken into account on this report. Changes to Current Inventory Reports: Reorder Report: option to print by description order added (as well as code). Inventory Details Report: Group codes by Department added Purchase History Report: Totals (Received) by Vendor/Warehouse/All Totals for transaction types within a date range. Inventory Transfer Report: Costs added. LAB Interface Capabilities Added: Vetscan II (VS2): This is a new Abaxis model that connects via a USB cable. See your Abaxis representative for details on the equipment. You ll need a driver disk for it from Abaxis. Marshfield/AVLC: File/Lab Interface/AVLC/Marshfield. This works the same as Antech. The same instructions may be followed ScilVet ABC (old Heska): File/Lab Interface/ScilVet ABC. See Dealer for setup details. VetConnect: Preliminary results are now distinguished from final results and may be mass-deleted from the lab results window if you do not wish to post them. Referral Letters: Logos may be printed on referral letters if Microsoft Word is installed on the computer that you are running IntraVet from. You may also choose different history print options for referral letter histories only. Rabies Certificates: Some additional formats are available under code setup/advanced tab: Kane County, Duval County (microchip/clinic address/2yr checkbox), Canada (Province, Postal Code, Colours instead of State, Zip Code, Colors ) and 16
Virginia (statement regarding 28 day period for animal to be considered immunized). Invoices/Payment Information: Payment method shows on invoices. You may choose the type of credit card when doing credit card refunds. The last 4 digits of the credit card show on the invoice for Merchant Services transactions only. You may select 2 receipts for Merchant Services transactions in the setup (Setup/Program/Merchant Services). Classifications (grid of which to include/exclude) added to Past Due Payments with no Payment Since report (it also will show only current payments) Discount Report Breaks down the discounts (given with percentage discounts) for all clients with discounts in the given period. The dollar amount to each client and the percent that amount represents compared to the whole for that period are also provided. 17
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Clinic Summary Report This report provides an overview of key productivity statistics for the clinic in a given period on one report. You can easily compare clinic productivity to a previous period alongside the current period as well. This report is found under Reports-Productivity Reports- Clinic Summary Report. You can customize your report by summary period (Day, Week, Month, and Year) and the same time unit will be used for your comparison period (if you choose the current week, your comparison period will be by the week too). In the example below, one day is chosen to compare to a daily average of 2 other days. 19
Boarding Scheduled Activities: You can schedule an activity on the check-out date. Boarding List Report: Shows arrivals, departures, and current boarders together regardless of status for a chosen date. DICOM: You can attach DICOM type files in the medical history and view them as long as you have a viewer installed (there are free ones to download). However, if you have a system that is truly DICOM standard compliant and wish to take advantage of true DICOM communication including the modality worklist: Contact support and tell us what equipment you have. There is a one-time $500.00 site licensing fee to use the required software. A passcode from IntraVet is needed to enter DICOM Setup. You will need to find out setup information from your DICOM provider. Each DICOM provider requires a custom interface so we may need to connect remotely or go onsite to adapt the IntraVet DICOM interface to your software/equipment. 20
Credit card and debit card integration: X-charge X-Charge is merchant services software that processes credit or debit card transactions which will eliminate duplicate efforts in transaction processing. Sales, voids, and returns are processed and approved through IntraVet by swiping a card reader connected to the workstation. This will eliminate the need to process through a separate credit card reader and then again through IntraVet. Contact our sales people to start the process (877-422-8838). What you need: IntraVet version 280 or higher (Look in Help/About for your version or build). An account with X-Charge Merchant Services and their software. One or more Magtek card swipers (Terminal Services must use a PS2 connection). One or more Verifone Pinpad1000s for debit cards (Connection via a serial port to the workstation). Available ports on the workstation(s) for both devices. A modem or broadband Internet connection. A Dymo printer dedicated to receipt printing with thermal receipt paper. *Some clinics may need additional serial ports added to a workstation; others can use a Y-connector to allow them to have both the keyboard and the swiper plugged into the same computer. All equipment and supplies are available through IntraVet. Note: If you are on Terminal Services, the card swiper must be a PS2 connector, not USB. Windows will only allow specific devices to work through a Terminal Services connection with a USB connection. Once you have an approved application through X-Charge and the equipment in place, there is very little setup required: a few steps in the X-Charge software and a few steps within IntraVet before you are ready to go. X-Charge Setup for Merchant Services In addition to selecting the option for Merchant Services within IntraVet, a path must be set to the folder that will store the Merchant Services information. 21
Single Account Setup If there are multiple Merchant Service accounts, skip this section and review the section regarding Multiple Merchant Services Accounts. 1. In IntraVet, go to Setup/Program/Merchant Services. 2. Check the X-Charge Merchant Services box. 3. In the X-Charge Data Path box, type the path to the MERC folder (located in the IntraVet folder on the server). 4. Type D:\Intravet\MERC\ or whatever the path is to your IntraVet folder on the server ( C:\intravet\Merc\ ). 5. The Require check boxes are optional and pertain to credit /debit card entries that are manually processed (over the phone). Requirement for verification can include: zip code, address, and/or CW code when numbers are manually entered. 6. If you have more than one branch set up, you will see a Selected Branch field on the bottom of the window. Multiple branches can be set to have all items sent to the same Merchant Services account or the option to use separate ones. Regardless of their choice, each branch must enter a path for Merchant Services. (Separate accounts require different folders and paths for each account.) 22
7. Next select <PinPad Setup>. 8. Choose VeriFone PinPad 1000 in the PIN Pad Device field. 9. Select the COM port (serial port) the PIN pad is connected to on the computer. The COM port must be the same for ALL workstations. 10. Click <TEST> to verify the connection and enter any 4-digit number. Press Enter on the PIN pad. A successful message should appear. 11. Click <OK> to close the PIN Pad setup window. 23
12. Click <Save> to save the changes and close the Merchant Services Setup window. X-Charge provides general installation and setup of their software which should be installed on the IntraVet server. We need to set the path in the X-Charge software: 1. On the server, select Programs/X-Charge/X-Charge 2. Click File and then X-Charge Server. 3. Click Setup in the upper left. 4. Check the Run X-Charge Server at Startup box. 5. In the Transaction Folder field enter the same path used above in IntraVet for the X-Charge data path. (C:\Intravet\MERC\ or D:\IntraVet\MERC\.) 24
. Although X-Charge is set up to run at startup we also want to turn it on as a service. To do so: 1. Right click on My Computer 2. Select Manage and choose Services and Applications 3. Click on Services 4. In the window on the right locate the service for X-Charge Server 25
5. Right click on the X-Charge Server and select Properties 6. Change Start up type to Automatic and click OK. 7. Close all the windows Card Payment Types IntraVet can automatically associate the card type with the correct credit card if an association has been created. Each credit card must be assigned a card type. Although debits usually reflect a Master Card or Visa Logo, they will also need a card type association. 1. Click Setup/Codes/Card Payment Codes. 2. Select the card type and click <Edit>. 3. Select a matching Merchant Services association from the drop-down box. 4. Click <Save>. NOTE: You will only see the corresponding card field if Merchant Services has been enabled. Printer Setup Be sure to also go to Tools/Maintenance/System Printer Setup to choose your Dymo printer with receipt paper as the default for the Receipt Printer. (It should be set to Portrait/Continuous Wide in Windows.) 26
Making payments with X-Charge Payments can be made from inside an invoice or from the payment screen on the client action window. Except for a different view, the procedure is essentially the same from either area. 1. Click the <Payment> button. 2. Type the amount in the Card field. 3. Choose the applicable button <Enter Credit Card> or <Enter Debit Card>. 4. The Credit or Debit Card information window appears. 5. Swipe the card through the Magtek card swiper. 6. A series of numbers will be visible while it processes. Click <OK> after the process is finished. 7. The card type (Visa/MasterCard/etc) will be populated automatically if an association was made to that card type. 8. Click <Save> or <Save and Print Receipt> to complete the transaction. 9. If the payment fails to process through X-Charge, an error with an X- Charge reason appears. (Failed payments will not be saved in IntraVet). 27
NOTE: Zip, address and CV code are only necessary if you do not have the card in hand (i.e. transactions over the phone) and the options for requirement were selected in IntraVet. A debit card cannot be manually keyed in, it must be swiped. Refunds through X-Charge Refunds and voids are 2 other transactions that should be reflected in both Merchant Services and in IntraVet. Refunds can be made at any time but voids will only work while the current batch is still open. Refunds can be done either through a Return or by right-clicking and choosing Refund. Either way, once you are in the refund field, the procedure is the same. Enter the amount in the Refund field and click Card as the refund type. 28
Choose either <Credit Card Refund> or <Debit Card Refund>. The Credit or Debit widow appears (the same window used when processing payments) Swipe the card. Click <OK> and <Save>. 29
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Voids Although a void and refund for a merchant service transaction both deduct payments from a client balance, there is a difference in how they are reported. If a purchase is made and refunded, then the client will see a purchase and a refund on their credit card statement. In a void, it is as if the transaction never occurred and there will be no notation of the transaction on the credit card statement. The key is that a void can only be applied to a transaction that has occurred within the current batch and is a credit card. Once the system is batched out, voids are no longer an option for transactions completed within the previous batch. To void a Merchant Services transaction: 1. Open the client s Transaction window. 2. Right-click on the payment or refund that you want to void and choose Expand. (It must be a credit card not a debit to void.) 3. Right-click on the expanded line item and select Void Transaction from the menu. 4. The credit card window appears. Swipe the card. 5. Click <OK>. NOTE: Transactions processed through Merchant Services have a Receipt ID in the expanded information line. If they were not processed through Merchant Services, there is no receipt ID (see below) and therefore cannot be voided. 31
Forcing a transaction At times it may be necessary to force a merchant service transaction due to loss of connection. Voice pre-approval for the transactions can be gained by contacting the company. The payment would be processed in IntraVet as you normally would without the use of Merchant Services. When you re back online, you could then force the IntraVet transaction using the approval code. This will enter the data into Merchant Services without creating a duplicate payment entry in IntraVet. To force a payment: 1. Open the client s transaction window. 2. Right-click on the payment or refund to force and choose Expand. 3. Right-click on the expanded (light grey) line item and select Force Transaction from the menu. 4. Enter the approval code into the approval window that appears. 5. Click <OK>. 32
Merchant Service Transaction Window The merchant service transaction window shows all the transactions processed through X-Charge for a specific client. The audit window shows: The card and transaction type The amount and date that the merchant service transaction was processed through X-Charge The last four digits of the credit/debit card processed The operator id of the person who processed the transaction A receipt id of the transaction. It is possible to perform actions from this window (refunds, voids, reprints) by right-clicking on the transaction. To view the Merchant Transactions window: Open the Transactions window on the client account. Right-click and select Merchant Services. 33
Reporting Merchant Service Audit Report This report shows all transactions processed through Merchant Services with the date the transactions were processed. (If you backdate a transaction through IntraVet, it still shows up here on the date processed (with the rest of the batch). To run the Merchant Services report: 1. Go to Reports\Accounting Reports\Merchant Service Audit Report 2. Select the date range and the Sort Order. 3. Select the appropriate branch if you have more than one. 4. Click Display or Print. 34
5. EOD Transactions Report Credit card refunds now appear under the appropriate card type (as long as you have chosen it/swiped it during the refund process). A Receipt Id is also added for Merchant Services transactions. 35
Settlement of Batches Set by X-Charge, the default time to automatically close out the batch is 2am EST. Clinics may choose to manually close their batches instead. Our preference is to let the batch close automatically to limit interaction with(x-charge) software. If manual, batches can be closed multiple times throughout the day. This process may be needed for clinics that need to close batches at specific times, say at 6 am and 6 pm. If there are multiple Merchant Services accounts, each account must be batched out separately. Even if the clinic chooses to force the batch, it will still automatically batch again at 2am. 24 hour clinics may not want this to occur and must arrange with X-Charge to eliminate the auto batch feature. Note that we have no control over this feature, this MUST be arranged through X- Charge. To manually close a batch: 1. Open the X-Charge software (Programs/X-Charge/X-Charge on the server. 2. Click Settlement at the top. 36
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3. Click Force to manually close the current batch (it tallies the current amounts for the open batch automatically; no numbers need to be entered). X-Charge Technical Support # 800-338-6614 38