Consultation Visit Workflow and Statuses
What is Provet Cloud?
Provet Cloud is a modern, cloud-based veterinary practice management system that helps all types of veterinary professionals to streamline their practice processes, improve the standard of care and increase practice performance and customer satisfaction.
At the heart of Provet Cloud is the consultation process — the core workflow where veterinary practitioners meet with clients and their pets, the patients. Clinic employees must be able to easily and confidently schedule shifts and book appointments, admit patients, oversee their care in the clinic, present invoices, and take payments for their work.
This is where Provet Cloud comes in — but it doesn’t stop there. Provet Cloud also offers a variety of supporting features to help you manage your clinic. You can capture client feedback, manage reminders, integrate with diagnostic devices, manage inventory, generate various financial reports, and much more.
A cloud-based application, service, or resource is available on-demand via the Internet and uses a remote server resource to make it all happen (we use Amazon Web Services). This means that Provet Cloud requires no local installations or extra devices, such as local servers.
You do, however, need a stable internet connection and computers for users since Provet Cloud works entirely through a web browser (Google Chrome is recommended). Your clinic's Provet Cloud is available for use from anywhere, but it can also be restricted if needed.
Provet Cloud User Interface
Main Navigation Menu
The black main navigation menu on the left provides access to Provet Cloud's main dashboard, client and patient database, appointments, reports, and settings. Note that some of the sections may be hidden depending on your permissions as a clinic employee.
- The Dashboard is the default view that is shown to users after login. At a minimum, it shows information about upcoming and ongoing consultations, but it can also show extra tabs for triage, treatment plans, laboratory functions, diagnostic imaging, and patient referrals.
- Clients & Patients provides access to your clinic's database of clients, patients, cost estimates, invoices, and reminders. It can also include tabs for insurance claims, prescriptions, and health plan subscriptions.
- Appointments contain Provet Cloud calendars. The shift calendar is used to plan and manage your personnel work shifts, and the appointment calendar is used to schedule and manage appointments based on the shifts.
- Reports contain all the main Provet Cloud reporting options, including practice performance reports, financials, inventory management, and client feedback reports. This view is not visible to regular users by default.
- Settings are the most extensive section in Provet Cloud. It provides clinic managers with a large number of customisation options as well as access to some features, such as inventory management, system logs and subscription management.
Top Header Bar and Main Content Area
Provet Cloud's header is shown in blue in the image above. This area is always visible and allows you to make searches, control your account and see notifications.
The main content area is shown with a light background. This is the area that changes depending on where you navigate. Content text is usually shown in black, while links to other pages are usually blue. Interaction options, such as buttons and menus, are usually displayed in green or blue if they initiate something, and in white or red, if they stop or cancel something or have a secondary function.
The black navigation menu on the left can be collapsed to show more of the main content area.
Consultation Visit Workflow and Statuses
Provet Cloud covers the whole consultation visit workflow from scheduling an appointment to consultation, invoicing and payments. The icons and colour highlighting in the Provet Cloud user interface make it easy to follow the consultation visit status.
The following sections give an overview of the consultation visit workflow steps and related statuses. For more information about each phase, see the links in the sections.
When a new appointment is booked, the appointment begins in the 'Upcoming' status. Upcoming appointments are shown in grey in the appointment calendar. On the dashboard, they are shown in the Scheduled appointments section with a grey status label.
If a client misses or cancels a scheduled appointment and the appointment is manually marked as a no-show or cancelled, the appointment status changes to 'No show'. If a missed appointment is not manually marked as a no-show or cancelled, the appointment status changes automatically to 'Passed' after the appointment start time. In the appointment calendar, cancelled and no-show appointments are shown in red and passed appointments in yellow. On the dashboard, they are shown in the Scheduled appointments section with red and yellow status labels.
Upcoming appointments can be manually marked as confirmed. Confirmed appointments are shown in the appointment calendar with the text 'Confirmed' in the calendar slot.
Once the client and patient have arrived at the clinic, the appointment can be updated to 'Marked as arrived'. This is an optional step and 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, the 'mark as arrived' step can be skipped.
In the appointment calendar, appointments marked as arrived are shown in purple. On the dashboard, they are shown in the Recent consultations section with a purple status label.
When the consultation visit begins, the appointment status is updated to 'Consultation'. During the consultation, veterinary treatments or diagnostics are performed, and clinical notes, treatment charges, discharge instructions and other information are added on the consultation page. The appointment status is automatically updated when a user starts to add information on the consultation page, but the status can also be updated manually.
In the appointment calendar, ongoing consultations are shown in blue. On the dashboard, they are shown in the Recent consultations section with a blue status label.
When the consultation and treatments are complete, the appointment status can be updated to 'Waiting for Discharge'. This step is optional depending on your organisation's process and department settings. 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.
It is also possible to go from the 'Consultation' status directly to invoicing and payment, or an additional 'Invoicing' status may be used after 'Waiting for discharge'.
In the appointment calendar, consultations waiting for discharge are shown in blue green. On the dashboard, they are shown in the Recent consultations section with a blue green status label.
Depending on your organisation's process and department settings, an additional 'Invoicing' status may be used after 'Waiting for discharge'. During this phase, the draft invoice and all charges are reviewed for accuracy and completeness. Additionally, any final sale items can be added.
In the appointment calendar, consultations in invoicing are shown in mint green. On the dashboard, they are shown in the Recent consultations section with a mint green status label.
Depending on your department settings, invoicing and payment may be completed with a single step or separately in two steps.
In the two-step invoicing and payment workflow, the appointment status is updated to 'Discharged' when an invoice is finalised. In this phase, the patient has been discharged from the consultation and the invoice has been finalised, but payments have not yet been received. If finalising the invoice and adding the invoice payment is done in a single step, the consultation status is updated directly to 'Invoice paid'.
In the appointment calendar, discharged consultations are shown in bright green. On the dashboard, they are shown in the Recent consultations section with a bright green status label.
When invoice payments have been added, the appointment status changes to 'Invoice paid' and the workflow is complete.
In the appointment calendar, completed consultations are shown in dark green. On the dashboard, they are shown in the Recent consultations section with a dark green status label.
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