Animal clinics and hospitals often have standard paper certificates and forms in use, such as consent forms for procedures or medicine use, health or vaccination certificates, or more complex discharge instructions.
This article shows how to use these kinds of forms if they've been set up with Provet Cloud's Word form feature.
Using the Forms in Provet Cloud
Client & Patient Forms
Forms that are opened through the Patient’s file will always stay linked to that animal. Take note that they will not be linked to any specific consultation. If the animal goes through several different consults, it might be harder to determine which patient form belongs to which consultation. The only way to determine that is through the date when the form was created.
The patient forms can be viewed in the Patient History. Patient History has various filter selections. You could select to filter the history in chronological order and then select to view forms in addition to other medical histories. This would help you to view the patient forms in the correct order in contrast to other clinical histories.
Forms can always be edited and deleted afterwards, as long as the form hasn’t been locked. If the form has been locked, editing or deleting won’t be possible, only the printing option is available.
You can access the Patient file by clicking on the patient’s name, or the patient number, basically anywhere where you can find it, written in blue, and you are able to click on it (same goes for the client name > client file). The forms are opened through the Forms section, which you can access by either scrolling down the page or navigating with the buttons on the right-side panel. If the Forms section is not available to you, it means that you don’t have any patient-type forms uploaded into your system yet.
When you find the correct section, click on the green button to add a form. Here you can see all the forms you have uploaded in your Provet Cloud as Patient forms.
Select the form you want to open for this animal:
All the forms that you have opened for this animal are also listed here and will remain as long as they are not deleted.
The Client forms work exactly as the Patient forms, only they are now specific to the client. These forms have no link to the patients. The Client forms are also not included in the Patient History, so they can only be viewed here, in the Client file. Debt letters are good examples of Client specific forms because they often have nothing to do with the patient itself.
The same Forms section exists in the Client file:
The Consultation forms can be opened when you have an open, ongoing consultation with the patient. The Forms section is located in the General info – Consultation section on the top of the consultation page. You will find a blue ‘Add’ button available. These forms will now be attached to this specific consultation. Past and closed consultations can always be accessed through the Patient file > Consultation history, so even if the consultation has closed, the consultation and its forms can always be accessed later as well. Consultation forms will also appear in the Patient file Forms section, and in the Patient History.
The Discharge instructions section is located at the very bottom of the Consultation page.
When you open forms from here, you are adding the form as an attachment to the other instructions you may have written. Next to the ‘Add form’ button is also the Email option, so you will be able to directly send the written instructions, and the form attachment, to your client. First, add the form and other instruction text and when finished, press Email to send. It is also possible to email these instructions after the consultation has closed.
Email to the client, form attached:
Referral Feedback Forms
Referral Feedback Forms can be opened in a Consultation when you have a referred patient. When you mark the patient as a referral in the Consultation, you will notice a new section: Feedback to referring vet. Here you can attach referral feedback forms in addition to other text and data, and send this information back to the referring vet. These forms work very similarly to the Discharge instruction forms since they will be included as an attachment to the email.
Using the Forms
Go to Add a form in the desired location, and click on the desired form.
"Open form" screen will pop up. Press open, and a separate edit/preview page will open up.
Now we can edit the form. On the left side, you can see all the placeholders you created to your Word document. Provet Cloud has automatically filled-in your client and patient information to the fields where you successfully made the mapping.
All the fields can still be filled in manually as well, so you can correct any text that is already in those fields. Keep in mind that if the automatically-filled patient info appears to be incorrect, the information is also incorrect in the patient file, as the information has been directly accessed (mapped) from there. Note that this preview only modifies the document in hand, not the actual information of the patient in the system.
If some fields were empty when you opened the document, it means that either the mapped information hasn’t been filled into the patient’s file, so there was no information available for autofill, or this field was left intentionally open, for you to type free text to it.
For example; if the pet’s age doesn’t appear on the form, but the field was mapped correctly, go and add the date of birth to the patient info in the patient file and then the age will appear on the field. Or alternatively, just type in the age manually to the form and correct the patient file information later.
See how the previously made checkboxes work in Provet Cloud:
In the preview page, you can only edit the fields that are available on the left side. If you wish to change the body of this document in some way or add pictures to the document, you will have to export (download) the document back to your computer.
When you export, you can leave this ‘Edit form’ page open. Then just modify the document in Word, and when done, save it on your computer. Come back to this Edit form page, and press import to upload the document back with the changes.
When you type text, or make any changes to the form, give some seconds for Provet Cloud to Autosave. When this happens, the document preview on the right side will update as well. You will get a notification ‘Autosaving…’, and when the document has been saved and updated, you will get a notification ‘Form saved successfully’.
After the document has autosaved, it is safe to completely close the preview screen. The document or the changes you made will never disappear unless you press the ‘Remove’ button to delete the form. If the autosave doesn’t happen automatically, you can also press the green ‘Save & Preview’ button, to do the same function manually.
If you are completely happy with the document, and you don’t want anyone to be able to edit or delete the document in the future, you can lock it. After locking the document, only printing is possible.
From this preview, you can also immediately print the document, or send it to the client by email. The ‘Remove’ button completely deletes the form. The form can always be deleted, as long as the form hasn’t been locked.
After you close the preview screen, the document will remain in the Forms section. From here you can always access the document; click the Print icon, Edit icon (goes back to the preview page), or Delete.