The consultation process is the core workflow where veterinary practitioners meet with clients and patients. The complete workflow includes the following steps from a new appointment to the invoice.
1. Create an appointment.
The consultation workflow typically starts from a new appointment. You can book an appointment for a client in the appointment calendar or clients can book appointments for themselves online if your clinic uses Provet Cloud online booking. It is also possible to start a consultation without an appointment.
2. Create a draft consultation (optional).
You can create a draft consultation to start preparing for the consultation work before a patient arrives. In the draft consultation, you can add information that can be filled in beforehand, such as clinical notes or discharge instructions. When the patient arrives and the consultation begins, you can activate the draft consultation.
For more information, see:
2. Admit the patient (optional).
Admitting a patient is an optional step. It is typically used when a receptionist handles admissions before the veterinarian begins the consultation. When a veterinarian handles the admission process and begins the consultation directly, this step can be skipped. For more information, see:
- Admit a Patient With an Appointment
- Check a Patient In From a Draft Consultation
- Skip 'Mark as arrived' and Start a Consultation Directly
3. Process the consultation.
During the consultation, veterinary treatments or diagnostics are performed, and you can add clinical notes, treatment charges, discharge instructions and other information on the consultation page.
Clinical notes: Clinical notes are the main way to record patient medical history in Provet Cloud. They are meant for internal use and communication between veterinary professionals. For more information, see:
- Clinical Notes Overview and Basic Functions
- Clinical Notes Settings, Clinical Note Types, and Clinical Note Templates
- Write a Single Clinical Note Per Patient in One Consultation
- Write Multiple Clinical Notes Per Patient in One Consultation
- Draft Clinical Notes
- Clinical Note Approval Workflow
- Conflicts With Multiple Simultaneous Users
Diagnoses and complication reports: Depending on the department settings, a diagnosis may be optional or required information. Complication reports can also be used to track complications for the clinic. For more information, see:
- Diagnosis and Complication Report Settings
- Add a Diagnosis During a Consultation
- Add a Post-Consultation Diagnosis on a Patient Page
- Edit or Delete a Diagnosis
- Add a Complication Report
- Edit or Delete a Complication Report
Diagnostics: If the diagnostics and laboratory features are available, you can view all the diagnostic imaging and laboratory work done on the patient and add the relevant results and information on the consultation page. For more information, see:
- Diagnostic Imaging Overview and Requirements
- Create a Diagnostic Imaging Referral
- Create a Diagnostic Imaging Referral Without an Appointment or Consultation
- Link a Planned Diagnostic Imaging Referral to an Appointment or Consultation
- Search for Diagnostic Imaging Referrals
- View and Share Diagnostic Images
- Update Diagnostic Imaging Referral Status and Add Results
- Diagnostic Imaging Settings
- 3rd Party PACS Image Viewers
Treatment estimates: Treatment estimates can be used to communicate treatment costs to animal owners before beginning procedures or when additional treatments are needed over a more extended hospital stay. Treatment estimates can be easily changed into actual invoice items. For more information, see:
- Treatment Estimates Overview and Settings
- Create a Treatment Estimate
- Create a Treatment Estimate Bundle
- Create a Treatment Estimate Using a Bundle
- Copy a Treatment Estimate
- Print or Email a Treatment Estimate
- Mark Estimate Items as Declined by the Client
- View, Edit, and Archive Treatment Estimates
- Use a Treatment Estimate on a Consultation
Treatment items: During a consultation, you can add treatment items, such as procedures, medicines, foods and supplies, to the patient's medical records. These items are also used for invoicing purposes. For more information, see:
- Add Items Using the Search or Item Buttons
- Add Items From Item Bundles
- Add Previously Used Items
- Add Items from Health Plans
Treatment plans: Planned treatments are typically used in hospitals for patients during their stay in the hospital. You can create a treatment plan when adding treatment items during a consultation. For more information, see:
- Add Planned Treatment Items for a Patient
- Mark a Planned Treatment Item as Done, Started, Prepared, or Skipped
- Extend Planned Treatments
- Stop or Delete Planned Treatments
- Search for Planned Treatments
- Treatment Plan Settings
Discharge instructions: You can use discharge instructions for communicating follow-up information and instructions to the client. For more information, see:
- Add Discharge Instructions
- Send Discharge Instructions During a Consultation
- Send Discharge Instructions During Invoicing
- Print or Send Discharge Instructions From Patient History
- Discharge Instructions Settings
Planned future actions: The recommended consultation workflow includes planning future actions, such as scheduling a new appointment to make sure treatments and required care are completed, setting up reminders for follow-up services, or scheduling internal tasks for personnel, such as a follow-up call to the client to discuss laboratory results.
4. Mark the patient as waiting for discharge.
When the consultation and treatments have been completed, appointments may be updated to the 'Ready for discharge' status before invoicing or payments are finalised. During this phase, the clinic staff commonly reviews any discharge instructions and discusses medications to go home with the client. They then transfer the client and patient to the reception for invoicing to be completed.
Depending on your Provet Cloud settings, it is also possible to go to invoicing and payment straight from the 'In progress' status, or an additional 'Invoicing' status may be used after 'Ready for discharge'.
5. Finalise the invoice and process payments.
You can process the payment at the same time with finalising the invoice or do it later. When you finalise the invoice, but payment will be received later, the status of the appointment changes to 'Discharged'. For more information, see:
- Single-Step Invoice Finalisation and Payment
- Two-Step Invoice Finalisation and Payment
- Register Payments Manually