The consultation process is the core workflow where veterinary practitioners meet with clients and patients. Provet Cloud follows the daily veterinary care workflow with statuses and colour highlighting to communicate the phase. The complete workflow from a new appointment to the invoice is as follows:
This article provides instructions for the tasks from admitting a patient to the clinic to handling the consultation and marking the patient as waiting for discharge before invoicing.
Admitting a Patient for Consultation
When a client and patient arrive at the clinic, you can mark the patient as arrived.
- In the Appointments calendar, right-click on the appointment and select Admit appointment from the pop-up menu.
- On the Mark as arrived to consultation page, select one of the Mark as arrived buttons depending on which page you want to be directed to.
You can also view and open appointments from your Dashboard, admit patients that do not have a booked appointment, or skip the 'mark as arrived' step and go directly to 'consultation'. For more information, see How to Begin a Consultation.
If a client does not arrive to a booked appointment, you can mark the appointment as 'no show'.
When the consultation part of the visit begins, you can fill in the relevant information, add treatment items and create future actions on the consultation page. When the consultation and treatments have been completed, you can mark the patient as waiting for discharge.
1. Find the patient's appointment.
You can find all arrived and active appointments under Recent consultations on your Dashboard. Using the filters above the table, you can view, for example, only appointments marked as arrived.
To open an appointment, select the green button at the end of the row ('Go to consultation').
You can also open appointments from the appointment calendar or the client and patient page. For more information on these options, see How to Begin a Consultation.
2. Begin the consultation.
The status of the appointment is automatically updated to 'Consultation' when you start adding information on the consultation page, but you can also update the status manually by selecting Start Consultation (1).
If you want to edit the general appointment information, select the pen icon next to the General Info - Consultation title (2). In addition, you can add notes or cost estimates to the consultation, as well as forms, such as consent forms or vaccination certificates, if they are available. To add notes, estimates or forms, select the + and Add buttons (3).
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. See the following steps for more information.
3. Add clinical notes.
Clinical notes are meant for internal use and communication between veterinary professionals. In a simple single-note mode, you can type notes directly in the text box or use templates or previous clinical notes of the patient, if they are available. The field may also include default text depending on department or appointment reason settings. Text is auto-saved in the field.
For more information and instructions for adding multi-note and multi-patient clinical notes, see Understanding Clinical Notes.
4. Add a diagnosis.
Depending on the department settings, a diagnosis may be optional or required information.
To add a new diagnosis, start typing in the search field and select the appropriate diagnosis from the list. If the patient has any previous diagnoses, you can also view and use them.
In the Diagnosis dialogue box, select whether the diagnosis is primary or secondary and final or differential. You can also add more information in the Description field. When ready, save the diagnosis (you can still edit it later).
For more information about adding and managing diagnoses, see Using Diagnoses.
5. Add diagnostics.
If the diagnostics and laboratory features are available in your organisation's Provet Cloud, 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. To view and add the patient's data, select the + buttons.
6. Add treatment items.
During the consultation, you can add treatment items, such as procedures, medicines, foods and supplies, to the patient's medical records and for invoicing purposes. You can search for all available treatment items using the search field or add different treatment items separately using the + buttons next to the section titles. You can also use predefined treatment item bundles or plans, if they are available.
For more information, see How to Add Treatment Items during a Consultation.
7. Add discharge instructions.
You can use discharge instructions for communicating follow-up information and instructions to the client. To add discharge instructions, you can type directly in the field, use a template, or use Bring data to copy other data from the consultation page, such as clinical notes or treatment item information. Text is auto-saved in the field.
You can also print or send the discharge instructions to the client by email.
8. Plan future actions for the patient.
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.
- Find the appointment from Recent consultations on the Dashboard with the status 'Consultation' and go to the consultation page. You can start creating future actions using the + buttons. Note that when you start from the consultation page of a specific patient and client, the client and patient information is automatically added to the new appointment, reminder or task.
For more information, see:
9. Mark the patient as waiting for discharge.
When the consultation and veterinary treatment part of the visit has been completed, the appointment status can be updated to 'Waiting for discharge'. 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.
- Find the appointment from Recent consultations on the Dashboard with status 'Consultation' and go to the consultation page. Select Mark as waiting for discharge (or View invoice to first go to the invoice page).