IntraVet 4.5 New Features Guide communication organization practice marketing clinical services
General Changes in IntraVet 4.5 IntraVet 4.5 New Features Guide General All codes can be up to 8 characters, all descriptions can be up to 60 characters Different prices can be saved per branch Different background colors available per branch Change branch dropdown menu located within the top toolbar (eliminating the need to log in and out) Different setup options can be saved per branch (client defaults, statement setup, etc.) Searches available from main screen on freeform client/patient data (Wild and Advanced Searches) Inactive patients are listed at the bottom of the patient list in red Option to inactivate/reactivate Codes and Clients within the system Procedure codes can be marked as Lab Tests Codes can be linked to other items regardless if they are inventory or procedure codes Reminders for a code can be created and cleared for an unlimited amount of codes Option to add a discount to linked items The Estimate setup has an option to show/print estimates with Tax The Estimate setup has an option to customize the Estimate Header (i.e., Treatment Plan) Option to have Tasks print on the Boarding release form and the cage tag Existing Procedure codes can be linked to a Boarding Surcharge Unlimited Debit and Credit Adjustment Types can be added Integrated Time Clock Module added Client Setup: Required fields can be specified in order to save a new client Alternate name checkbox added to Edit Client (to include alternate name in correspondence) Unlimited phone numbers can be added for a client Print patient list option added Find first available (unused) account number option available when adding/editing a client Company Name field added to Edit Client Option to inactivate clients Option to save Directions to a client/patient location has been added Patient Setup: Breeds can be tied to Species Custom Sex codes can be added Long name field added Weights can be defined per species as lbs, lb/oz, or grams and a weight graph was added Print patient list option added 2
Reports: Option added to export to Excel Option added to print by page range Donations Report was added Time Clock Reports were added Batch reports available for daily/monthly templates Medical History Organized as visits a summary line of the Visit shows type of visit, primary diagnosis, date, main provider, any attachments (like images, Rx s, files) and can be expanded to see full details of the visit Multiple vitals sets can be entered each day as the patient is treated/observed Visit Templates are customizable SOAPs that can include pre-defined subjective, objective and assessment codes and notes; and a preset plan, with charges already defined and set tasks, like printing forms Visits can be started/managed from Control Center, Medical History or from an invoice being completed Forecasting of revenue and staffing can be done based on these scheduled visit templates (as long as the plans/charges are pre-defined in the setup) Modality was added to the Visit module The attachments icon acts as a hyperlink to the attached image/document Tabs have been added to the Medical History for Notes, Lab Results, Attachments, Weight and Prescriptions this allows easy access to specific history data Medical History Notes have taken the place of Logs in previous versions Lab Results can be assigned to specific Visits Option added to preview attachments prior to opening them Tasks functionality was added Option to right-click in the Plan section of a Visit and get the Current Estimate Total for the entered charges Option to create, edit and use estimates and estimate templates within a Visit Option to create Referral Letters per Visit these letters can include Medical History (for printing) and can be automatically emailed upon saving Multiple attachments can be added at once Visit Settings option to automatically mark a Visit as Ready to Invoice at check-in Control Center Shows patient tasks that can be assigned to specific users and marked as completed Direct links to invoice/estimate/payment/patient history from any line entry Provider s name is shown at the top right and in tooltip Boarding tab for separate Boarding Control Center Control Center Summary tells number of appointments, no-shows, hospitalized, boarders, checking in/out for the day, etc. Pending Charges show totals by patient and client Refreshes automatically If sorted by Time, automatically brings you to current time (the default is to sort entries by time) Option for scrolling announcements for internal use Lab Requests Option to add Documents (forms, handouts, routing sheets, etc.) to a Visit and set them to print automatically at check-in or check-out Option to show Boarding Reservations and Appointments/Visits in the same screen in the Control Center (this can be changed via user preference) simply sophisticated practice management. 3
IntraVet 4.5 New Features Guide Appointments Option to create recurring Blocks and Reserves Appointments are kept indefinitely, no longer limited to 30 days like previous versions Appointment Confirmation options have been added Option added to drag and drop to move an appointment or extend the appointment length by dragging the appointment down at the bottom to make it longer Flexibility with applying templates for providers Multiple templates can be applied to the same provider column (a main one with holidays, then more specific ones) Option to create templates for rotating Saturday shifts (every 3rd or 4th week, etc.) Blocking and Reserving in setup can be done while others are using the Appointment Calendar Appointment Calendar intervals can be changed in setup without losing appointments Refreshes automatically when it needs to (not on a timer) so appointments created on other computers are updated on all open Appointment Calendars immediately Unlimited Appointment Types can be added Appointment Types can be linked to Visit Templates so that a treatment plan is complete and preloaded when the patient is checked in Multiple patient appointments can be made simultaneously for recurring appointments for one patient or multiple patients within that client s account Temporary Clients can be created from the appointment entry screen Option added to right-click and check a patient in from the Appointment Calendar Inventory Inventory Cost Corrections allows cost entries on past Inventory receives/returns to be corrected Costs on Productivity Reports will also be corrected when an Inventory Cost Correction is done (no more deleting/re-entering invoices to fix productivity info) Physical adjustments will be fresh starting points for an inventory code; they will record a quantity and cost that will be reflected as a new beginning with that code moving forward Purchase Orders have a process all option to make it efficient to receive items (all received quantities will automatically be changed to match the ordered quantities of each code) More Vendor information displayed in Purchase Orders Items will load into a Purchase Order if a Primary Vendor is selected in setup (regardless of whether it has been previously ordered or not) Inventory Update Receive window and Purchase Orders have Trends button, which shows purchase vs. sold activity for various periods Buy/Sell terminology removed, instead Vendor Units can be specified per code such as bottle or case and indicate how many pills or cans were in each Passwords Though the ability to keep it simple and just use freeform Operator IDs is still available, optional Jobs can be created (with an unlimited number of password levels like owner, doctor, manager, technician, receptionist and kennel staff) and can be assigned to individual operators. Jobs define what each role has access to and can be applied to individuals as needed. Everyone else can do what is not password protected. Operator ID Settings options have changed to Username only or Username and Password. The first one is the real change if chosen, though no passwords are associated with Provider IDs, the program will check that entered IDs are valid and only allow valid IDs to be entered/recorded for auditing. 4
Invoices/Transactions Option to drag and drop line items to create the right order within the invoice Option to apply a different discount (percent or amount) to each Invoice line item Weight entries can be defaulted by species: grams for birds, lb/oz for canines, etc. and a weight chart is shown Estimates automatically prompt and can be loaded into the Invoice Option to print multiple patients on the same Invoice A Delete Pending Charges option has been added Line Items can be discounted by an amount or a percent Donation functionality has been added Option to Repeat Invoice for all patients on the Invoice has been added Canned Text function: Canned Text is broken down into Financial, Medical, Prescription and Operator warning sections these canned paragraphs have merge field capabilities and can be dropped into any text fields (use the Prescription canned text in an Rx label to see a list of default dosage directions; and the Medical canned text within any notes, Visits or emails) Other: A New Patient Search has been added to Communications The Audit Log Viewer has been expanded to allow you to see what has been done specific to Operator ID, client, patient, and date/time Built-in word processor allows Client Handouts to be created and edited from within IntraVet Microsoft Word is not needed to create or print documents (forms, handouts, etc.) When opening Printer Setup it is no longer necessary to close all open windows Integrations: Antech Zoasis Lab Request Functionality IDEXX ProCyte integration Option to have multiple connections to the same lab machine type (two of the same machine) Patterson Automatic Updates (PAU) allow for fixes, supplements and new versions to be released automatically and give the option to install or defer (This is similar to Microsoft Updates) simply sophisticated practice management. 5
Overview of New Features IntraVet 4.5 New Features and Enhancements This update is designed to bring your IntraVet system up to current technology standards, as well as provide numerous enhancements and new features. Please review the following information to familiarize yourself with these changes. If, after reading this, you continue to have questions, please contact our support team at 800.422.8875. IntraVet 4.5 New Features Guide Time Clock The Time Clock is fully integrated into the system. There is no need to have a separate time clock program installed. To access this module, your security options must be set to Username Only or Username and Password under Setup Program General Branch Setup Security Security Audit Method. Client List The Client List is taking the place of the Client Account Management in previous versions. The client list is a direct route to the client action screen (or client s account). 6 The system defaults to search by last name. If you want to search by account number, click the column header named ACCOUNT #.
Client List (cont.) The Auto Search option allows you to go to the first account that fits the search criteria that was entered without having to hit the tab key. When checked, the Show Inactives option shows inactive clients and allows you to search for them and reactivate their account. Inactive clients will show up in gray in the Client List. New allows you to create a new account. Account Numbers When an account is being set up there is the option to put in a specific number. It will automatically select the next available account number (one number higher than the highest account number in the system at the time). You can also select First Available to get the lowest, unused account number in the system. simply sophisticated practice management. 7
Client List (cont.) There may be required fields in the New Account/Edit Client Window. If the required information is not completed, the client cannot be saved. Red X s will be placed next to the missing field(s). The required fields can be set up under Setup Program General Branch Setup Account Setup Required Fields. IntraVet 4.5 New Features Guide The Inactivate option allows you to inactivate a client. If a client is inactivated it automatically inactivates the patients associated with that client. Once the client has been inactivated the button changes to Activate. This allows you to reactivate a client. Once a client is inactive, they will not show up on the Client List unless you check the Show Inactives box. 8
Client Account Management The client account management screen has many new features. The box on the upper left side of the Client Account Screen shows a list of active and inactive patients for the client. Black indicates an active patient and red indicates an inactive patient. Inactive patients will drop to the bottom of this list. If the patient has an operator warning, a red exclamation point will show on the right side, in this box. Hold the mouse over the red exclamation point and the warning will appear. Right-click in the patient list to choose between the following options: Add Patient Edit Patient Split Ownership Status Client Label simply sophisticated practice management. 9
Client Account Management (cont.) When a patient is selected, the weight chart and a general overview of the patient s information are provided to the right of the patient list. To edit the patient s weight from the general Client Account Management screen, right-click in the weight graph and then choose Edit Patient Weights. This window will allow you to edit an existing weight, add a new weight or even backdate a weight entry. IntraVet 4.5 New Features Guide The Weights tab in the New/Edit Patient window lists all of the weights recorded for the patient. There is also the capability to add, edit and delete weights. Weights can now be backdated from this window. There is no limit to the number of weights that can be recorded. 10
Client Account Management (cont.) In the Client Account Management screen, there are picture icons that can be selected to easily move through the different areas of the client and patient information. Split Ownership Split Ownership allows multiple client accounts to share financial responsibility for the same patient. Simply enter the clients who are responsible with the percentage that each account is responsible for. Once a client account is selected, and a percentage for that client entered, click the Add button. Repeat until all responsible parties have been added to the list with a corresponding percentage. The OK button saves the data entered and enables this feature. Directions Directions is a new window specifically for directions to a client s home or barn. An example would be a practice that does house calls for their clients. simply sophisticated practice management. 11
Client Account Management (cont.) Documents The Documents icon allows you to choose items to be printed out for the client by selecting a Patient, Provider, type of document, then the document itself. IntraVet 4.5 New Features Guide Types include: Documents Patient Certificates Labels When a type is selected, the list of available documents of that type displays in the list on the right. 12
The bottom portion of the Client Account Management screen is separated into 6 tabs: Account Invoice Payment Estimates Transactions Prescriptions Account When selected, this tab shows the client s current account balance and other setup information as well as any current and future appointments/visits and boarding reservations. Invoice The invoice tab is used to invoice clients if a visit is not necessary, for example, if the client is just coming in to purchase food. In this instance, you would not need all of the additional features the visit offers. The date listed on the top left-hand side is the invoice date. This can be backdated if needed. When in the invoice screen, make sure the correct patient is selected in the patient list at the top left of the client s account screen. Patients can be added and changed from inside the invoice screen as needed. Multiple patients can be invoiced on one invoice. Right-click and choose from the following options: simply sophisticated practice management. Add Invoice Line to add a new procedure, inventory or diagnosis code to the invoice Remove Invoice Line to delete the selected line item Remove Invoice to delete the entire invoice for that client Add Estimate brings up the estimate tab and allows you to add a saved estimate or estimate template to the invoice Add Line Note to add a line note to the invoice item Repeat Invoice For allows you to duplicate the charges for one patient s invoice for another patient in the account Delete Pending Charges to delete the temporarily saved invoice/pending charges for a patient Line Discount to discount an individual line item by amount or percentage Donate Item to donate this item and discount it at 100% 13
Invoice (cont.) IntraVet 4.5 New Features Guide The Invoice Tab has 6 additional tabs at the bottom of the screen that allow you to view and edit specifics of the current invoice for the client. Code Summary Discounts Prescription Payments Messages Documents 14 Repeat Invoice For Repeat Invoice For allows a quick way to enter items into the invoice for a different patient under the same account. This is typically used when the client has two or more patients, usually of the same species, and they bring them in at the same time for a wellness visit, vaccinations or boarding.
After you have added the charges for one patient, there is an option to Repeat Invoice For. It provides a sub-menu that lists all active patients on the account, and an option of All. When you select: All Adds all the entered codes to all the patients for this client on this invoice. A single patient Only that patient gets the codes added to the invoice. Line Discounts and Invoice Discounts are not applied when invoices are repeated, but Account Discounts and discounts set up within Linked items are applied. Delete Pending Charges The Delete Pending Charges feature is new to 4.5 and allows the user to delete pending charges without saving an empty invoice. Discounts Discount functionality has been expanded in 4.5. In order to improve the accuracy of discount tracking and reporting, you will no longer be able to invoice a negative amount. You still have the ability to do an Invoice Discount as in previous versions of IntraVet. Line Discount Click the Line Discount option in the right click menu it allows a discount to be applied to the selected line item within the invoice. You can set up Discount Type Codes to be applied to invoices. These Discount Type Codes can be tracked to see how often they are used and how much money was discounted by type. simply sophisticated practice management. 15
Line Discount (cont.) The basic code information is supplied within the apply discount window. Select a discount type if desired. These can be set up in Setup General Codes Discount Types. To manually discount, choose whether to apply a discount by dollar amount or percentage. After a discount amount is selected the total amount and the net total will show. The total amount is the original price of the item and the net total is the total amount minus the discount amount. This is what the client is charged for the discounted item. Click OK to apply the discount to the line item. If you want to use one of the discount type codes you have set up, simply select the discount type code and it will automatically apply that discount to the invoice line item. Keep track of all discounted items in the discounts tab, at the bottom of the invoice. IntraVet 4.5 New Features Guide Donate Item This new feature allows you to donate the selected item. It applies a 100% discount to the item and keeps track of these items in the discounts tab at the bottom of the invoice tab. These items will also be tracked within the Discounts Accounting report. 16
Estimates The Estimates tab allows a look at previously saved estimates for a patient. From here, a new estimate can be created either from scratch or by using an estimate template. Estimate templates can also be created within this window. The estimates tab shows red when the selected patient has a saved estimate. simply sophisticated practice management. Estimate Discount An Estimate Discount allows you to apply discounts to line items within estimates. This replaces the negative selling price functionality that was available in previous versions of IntraVet. Using Estimate Discount will allow your practice to efficiently track discounts and items using accurate reporting. Your practice is provided more control over who can give discounts within the system. 17
Estimate Discount (cont.) IntraVet 4.5 New Features Guide View the selected Code, the code Description, Quantity, Amount and the Amount after Discount. You can choose a Discount Type, add a Discount $ (discount amount) or add a Discount %. Only one of these options can be selected per line item. There is a discount column that lists the discount applied to the line item. To edit a discount, right-click on the Code and select Discount; the current discount will be listed in the Discount Form (see above). It can be edited as needed. Line item discounts can also be applied to Estimate Templates. Discounts are not applied to an item until the invoice is saved within the system. A discount cannot bring the code below a zero dollar selling price. 18
Prescriptions The Prescriptions tab lists all of the prescriptions for the selected patient. It offers a quick glance directly from the Client Account Management screen. Right-click on a selected prescription and select from the following options: Show Refillable Will list all prescriptions that have refills available. Click on the item(s) you would like to refill and they will automatically be placed in an invoice for this patient Print Label Prints an Rx label for the selected item Cancel Cancels the prescription simply sophisticated practice management. 19
Medical History The patient s Medical History is categorized into Visits. This makes it easier to see what items correlate to a specific Visit or invoice. Tabs were introduced so that it would be easy to filter and find specific information regarding the Visits, Medical History Notes, Prescriptions, Lab Results and Weight. Scroll through the Visits to view details and easily open the visit to edit. Medical History Notes have taken the place of Logs in previous versions. IntraVet 4.5 New Features Guide Attachments can be easily accessed and previewed by clicking on the paperclip icon. 20
Visits Visit is a new term to IntraVet 4.5 and takes the place of SOAPs in previous versions. A Visit is the documentation of a patient s medical information in IntraVet. The Visit can contain any combination of diagnostic information, treatment, information, demographics, body/body system information, notes, reminders and known problems. simply sophisticated practice management. The Visit includes the Subjective, Objective (Vitals, Weight, Modality and Body Systems), Assessment, Lab Results, Plan, Patient Activities (only pertains to Visits for Boarding Reservations) and Tasks. 21
Visits (cont.) You can easily navigate through the Visit by using the Navigation pane. The Visit is customizable for the practice and you can choose which parts you would like to utilize. Line notes and section notes are available for each section within the Visit. Use the canned text functionality to easily add notes. Attachments can also be added to specific Body Systems, Problems and Plan items. Estimates can be imported into the Visit plan. The plan fully integrates with the invoice so that items can easily be pulled into the invoice without double entry. IntraVet 4.5 New Features Guide Appointment Calendar Show in history before check in option Checking this box allows the patient s Visit information to be modified prior to being checked in. Additional Will add an additional appointment tab so another appointment can be scheduled for this patient, or schedule an appointment for another one of the client s patients. Use Visit Templates to easily set up routine procedures/visits to save time entering data into the system. Client Appointments Will list all the past and future appointments for the selected client. If you edit an existing appointment you have the option to click the Change Patient button to change the patient of the appointment. Length of appointments can be changed by dragging the top or bottom of the appointment to an earlier start time or later end time. Find The Find feature will allow you to search for future appointments scheduled for a specific client. Past appointments can also be included. 22
Find (cont.) Walk-Ins The Walk In option shows a list of walk-ins. Walk-ins are visits made without an appointment. These include: Straight invoiced items. Visits created from the Medical History screen. Visit services from Worklist entries made to Modalities for Digital Imaging. Right-click in the control center and select New Walk In to create a manual Walk In entry. simply sophisticated practice management. Columns The Column checkboxes in the lower left hand corner of the appointment calendar allow columns to be deselected and hidden from view. Only checked columns will show on the appointment calendar. 23
Control Center The Control Center, also known as the white board, is the hub of communication in IntraVet. It allows you to get to many different places within the software from one central location. It provides an overview of what is going on in the practice for that day. The top of the screen has three different tabs, Control Center, Boarding and Task Manager, which simplifies access to other areas of the software. When you enter the Control Center it always defaults to the main Control Center tab. You can get to other areas of the software by right-clicking and clicking the Go To options. IntraVet 4.5 New Features Guide Patient Status This shows the available status options for the selected patient. The status can easily be switched by clicking on the new desired status in this column. Custom Statuses are an option in 4.5. They allow you to create your own status to assign to Control Center entries. The Column Chooser Options and Control Center Options allow you to customize the Control Center to your preferences per computer. 24
To-do Items Notes The notes for the selected patient display here. New items can be added to the list easily by typing into the text box. These Notes do not save anywhere in the Visit. Announcements Shows the announcements set for that day, such as staff birthdays or meetings. To create an Announcement, right-click in the Control Center and choose Announcements Setup. Documents Allows certain documents to print now or later and to be be deleted from the list for the selected patient s Visit. These include labels, certificates, documents, check-in reports and routing sheets. Tasks Tasks are items that are being requested for the selected patient. These can be added by typing in the text box. Tasks are saved in the patient s Visit. They can be viewed, assigned and marked as completed within the Control Center and Task Manager. simply sophisticated practice management. Task Manager Task Manager allows a bird s-eye view of all the tasks, assigned or unassigned to operators, for patients. The tasks that show are the ones for the selected date. 25
Boarding Boarding Reservation Availability To check the boarding reservation availability, go to Boarding Boarding Reservation Availability. This screen will show the number of available cages by date range. The selection can be for a single day or up to two weeks. The graph at the bottom of the screen gives a quick glance of availability, and can show a single day, multiple days, one cage type or multiple cage types. Use the shift key to highlight multiple cage types at the same time. IntraVet 4.5 New Features Guide New Reservation When Cage Assignment is clicked, it opens a separate window that allows a quick view of which pet is in which cage, and if there are any additional pets in the same cage. 26
New Reservation (cont.) Drag and drop to move pets in with others, or separate them into individual cages. Click Add Patient and the tab will populate with the patient s name and provide the following options: Weight Visit template Visit templates can be entered at this time. All plan and other items added will be automatically attached to the Visit when the patient is checked in. Inventory Receive Inventory Units Number of units purchased from the vendor (bottles, cases, etc.). If the unit types have already been defined for this code it defaults to those descriptions. You can set up the unit types within the code setup. No. Per Unit Number of items in the unit purchased. If one case of dog food was purchased that has 24 cans, enter in 1 unit and the no. per unit would be 24. This takes the place of the Buy-Sell Ratio in previous versions. Sale/Free Check the Sale/Free box if this receive is to be treated as an exception. If this box is checked, the cost of this receive is ignored when calculating average costs for this product. There will not be a prompt to update the price based on this cost change. Inventory Cost Corrections The Inventory Audits feature has been reinvented as Inventory Cost Corrections. Here you can edit some of the information on the fly. To access, select Inventory Inventory Cost Corrections. If you are using the applicable Security settings, you will be prompted for your credentials prior to accessing the Inventory Cost Corrections screen. simply sophisticated practice management. 27
Inventory Cost Corrections (cont.) IF YOU ONLY HAVE ONE WAREHOUSE, MAIN WAREHOUSE WILL APPEAR BY DEFAULT IntraVet 4.5 New Features Guide Use the dropdown arrow to select an Inventory Code. Edit the following areas: Item Cost The cost of each individual item Total Cost The total cost (item x units = total cost) Description The name given to the code Notes Any additional information Sale/Free Goods The checkbox designating sale or free item Making changes to the Cost areas will trigger an update window requiring you to verify the changes. Code Setup The option to inactivate and reactivate codes is new to IntraVet 4.5 and is an option that applies to a majority of the codes within the software. 28 Patient Codes Breed Codes Species can now be associated with breed codes. This will help in setting up new patients. It will automatically narrow down the breed list after the Species has been selected. Species Codes Within the species code setup you can determine the weight unit in which you would like to record the patient s weight. The options include: pounds, ounces, pounds and ounces, kilograms, and grams. This setting is species code specific. Different weight units can be setup for Canines, Avians and Equines for example. There is also an option to set up the Body Surface Area (BSA) Constant.