Provet Cloud follows a daily veterinary care workflow process with easy to identify icons and colour highlighting to communicate the appointment status.
The appointment status workflow updates as follows:
Preliminary, an appointment begins in the 'Scheduled Appointment' status. Once the client & patient(s) have arrived at the clinic, the appointment is updated to 'Marked as Arrived'. Next, the appointment status is updated to 'Consultation' to indicate the consultation portion of the visit has begun.
Once the consultation and any treatments are complete, the appointment status can be updated to 'Waiting for Discharge' which will update the appointment status to signify the consultation is ready to be discharged or 'Invoicing' to indicate the appointment is ready for invoicing to be completed.
Once invoicing is finalized, the appointment status is updated to 'Discharged', to signify the patient(s) have been discharged from the consultation portion of the visit. And finally, once invoice payment(s) have been applied, the appointment status is updated to 'Invoice Paid' to indicate the visit is complete, including invoice payment.
Scheduled Appointments & Marked as Arrived
Scheduled appointments can be viewed either from the 'Scheduled Appointments' section located on the dashboard homepage or from the 'Appointments Calendar'.
Once a scheduled appointment arrives at the clinic, you will update the appointment status to 'Marked as Arrived' and the appointment will be moved to the 'Recent consultation' section on the dashboard homepage.
If a scheduled appointment is missed by the client and the appointment is not manually marked as a 'no show', the appointment remains within the 'Scheduled Appointments' section, however, the status is automatically updated to 'Passed', and a yellow indication bar is added to the appointment block on the appointment calendar visual.
Alternatively, if a scheduled appointment is indicated as 'No Show' or cancelled, with or without a cancellation reason, the appointment status is updated to 'No Show' and a red indication bar is added to the appointment block on the appointment calendar visual.
Once the consultation portion of the visit has begun you will update the appointment status to 'Consultation'. During the consultation portion of the visit, you will be performing any veterinary treatments or diagnostics, clinical notes can be entered at this time, and as well as treatment charges.
Waiting for Discharge
When the consultation and veterinary treatment portion of the visit are completed, the appointment status can be updated to 'Waiting for Discharge' to indicate the appointment is ready for the next phase to begin, visit discharge and invoicing. In this appointment status, clinic staff commonly review any discharge instructions and discuss medications to go home with the client, and then transfer the client and patient(s) to reception for invoicing to be completed.
Please note, the waiting for discharge status can be bypassed and the appointment transferred directly from the consultation page to the invoice page to complete billing and payment.
Next, pending customisable settings are enabled, the appointment status can be updated to the "Invoicing" phase to indicate the financial portion of the visit can begin. During the invoicing phase, the draft invoice and all charges should be reviewed for accuracy and completeness. Additionally, any final sale items can be added at this time prior to finalization. Once the invoice is confirmed complete, it can be finalized. Please note again, that this appointment status is a customisable setting and will be discussed in further detail below.
A common workflow for routine medication refills is to utilize a consultation and transfer the status into 'Invoicing' to indicate to front desk staffing that only invoicing and payment are outstanding. Additionally, this organizes medication refill consultations into a category for staff to easily filter and review.
Discharged & Invoice Paid
Once the invoice is finalized, the appointment status is updated to Discharged to indicate the medical portion of the visit is complete, however, invoice payment(s) have not yet occurred or been received. Invoice payment(s) can be applied simultaneously when finalizing the invoice, or subsequent finalization. Once invoice payment(s) have been received, the appointment status is updated to Invoice Paid.
And to conclude, the veterinary visit is complete.
Planning Future Actions
A recommended consultation workflow is to schedule and plan future actions such as appointments, reminders or tasks. Future actions can be planned from within the consultation page prior to indicating a visit as 'waiting for discharge' or before beginning the invoicing phase, you are able to plan future actions for the patient. These include scheduling a future appointment to ensure future treatments and care are completed, creating a reminder for any follow-up services or needed procedures, or scheduling a task for internal personnel, like a follow-up call to the client to check on the patient's status or to discuss laboratory results when available.
To use each action, simply click on the appropriate blue button and follow the creation prompts. Since you are beginning the future action planning from a defined consultation, the client and patient information is carried forward in the creation process to assist with workflow efficiency. For example, if "create appointment" is selected, the user is transferred directly to the appointment calendar with the client and patient information retained and pre-selected for immediate use within the appointment scheduling process.
Planned future actions assist you and your client with ensuring any upcoming treatments and services are scheduled to maximize patient care.
Settings > General > Department > Department Settings > Enable Invoicing Status for Consultations and Counter Sales
This setting will enable the appointment status “Invoicing.” This is an intermediate status workflow after “Waiting for Discharge” and before “Discharged/Invoice Paid.”