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.
Several setting customisation options for consultation workflows are available. To access the referenced settings please follow 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.”
Enable mandatory responsible person for consultation items
When this setting is enabled, it is required a responsible user be chosen for every consultation treatment item invoiced.
Default responsible person for consultation items
This setting controls the default responsible person defined for consultation treatment items. It is very useful in ensuring a consistent and predictable workflow for staff. Three selections are available to choose from:
- Supervising veterinarian of the consultation
- Currently active user
- Left empty
Enable suggesting the current user as the supervising veterinarian for consultation
When a veterinarian user who is not a consultation's current supervising user accesses an ongoing consultation, the user will be prompted whether the general consultation information should be updated to his or her current accessing veterinarian user as the consultations' supervising veterinarian.
Enable mandatory supervising veterinarian for consultations
This setting prevents virtual users from remaining assigned as the supervising veterinarian during the consultation admission process. An active veterinarian user must be chosen to proceed.
Consultation general info settings
These settings define what features or fields are used in consultations.
Consultation advanced settings
Advanced consultation workflow set-up settings can be found under this section.
Settings such as:
- Allow users to create their own view mode
- Allow admitting the patient to another department
- Require ward when admitting consultations