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Adding a New Client

Adding an Organisation Client

Adding a Referring Organisation or Veterinarian as a Client

Adding a Production Animal Client

Editing a Client

Deleting a Client

Overview of Clients and Patients

In Provet Cloud, clients can exist alone without any patients connected to them, but all patients must be connected to a client. Clients can have multiple patients or even groups of patients or herds connected to them. Relevant information, such as invoices, insurance claims, cost estimates, appointment information, patient medical history, prescriptions, forms, communication history etc., are connected to clients and/or patients.

To access your Provet Cloud client and patient records, go to the Clients & Patients view. For more information about finding and viewing client and patient information, see Search Functions and Viewing Client and Patient Information.

Adding a New Client

1. Create a new client.

New clients can be created from different locations in Provet Cloud.

• In the Clients & Patients view, select New client in the top right corner of the page.
  
  
  
  
• On the Dashboard, select Tools > +Client in the top right corner.
  
  
  
  
• When adding a new appointment, select New client in the New appointment dialogue.
  
  
  

2. Fill in the client details.

Regardless of where you begin creating a new client, the same client details page opens.

Required information:

• The client's Last name or Organisation name (for example, a farm). See more about organisation clients. 
• Phone number is by default required, but you can disable the phone requirement by clicking the red X button at the end of the row. To add additional phone numbers, select +Phone and mark one of them as the Default communication number.

Optional information:

Fill in any additional information necessary for your purposes. Available fields may vary depending on the department settings.

• Client's address and email address(es)
• Secondary owner: This can be used, for example, for a family pet to have another contact when the primary client is unable to deliver or pick up the animal. You can add the secondary owner's phone number at the bottom of the page and mark it as Secondary owner's phone. 
• ID number: The client's identity number from their proof of identity. This is different from the system ID number which is automatically generated when the client information is saved and shown in parentheses next to the client’s name. Both ID numbers and can be used to search for the client in the system.
• Referring organisation and Referring veterinarian:  See Referring Organisations and Veterinarians.
• Production animal client: See Production Animal Clients.
• Tags: You can add tags or select existing tags if available, for example, to provide extra information about the client or for discount purposes. Tags may be required depending on the department settings.
• Critical notes and Remarks: You can add any critical notes about the client as well as additional remarks. Critical notes are shown at the top of the client's consultation view.
• Invoicing client: You can select another client to be the payer for the client, for example, if a charitable organisation pays the invoice.
• Alternative invoicing address: Available depending on the department settings. Instead of another invoicing client, you can select this option to add a different address for invoicing, for example, a client's business address.
• Home department: The client's home department in your organisation. The home department information can be used, for example, for reporting purposes or in client search.
• Client type: Available depending on the organisation settings. The options include Internal, External, and Research, and each type can have a specific VAT rate associated with them (defined in the organisation settings) which overrides the default rate on the invoice. 
• Communication settings: You can disable sending emails and/or text messages to the client.
• On stop: If you have the required rights, you can mark a client as 'on stop'. For more information, see Using 'On Stop' Client Status.

3. Save the client details.

After saving the client details, you are directed to the client profile page or back to the appointment booking view depending on where you started adding the new client. 

Adding an Organisation Client

1. Create a new client.
2. Add the Organisation name. Additional fields appear below the field.
3. Select the Customer type: Private person, company or EU company.
4. Add the company's VAT number. 0% VAT rate can be applied for EU companies with a valid VAT number.
5. Add the company's Register number.
6. Fill in other required information and save.

Adding a Referring Organisation or Veterinarian as a Client

If you receive referred patients from other veterinary professionals of clinics, you must add the referring organization or veterinarian as a client in your Provet Cloud.

Patient referral is an add-on feature of Provet Cloud and is not available in your system by default. If you want to enable this feature, please contact Provet Cloud support or sales. For more information, see Patient Referrals.

1. Create a new client.
2. Select the Referring organisation or Referring veterinarian checkbox.
3. Fill in other required information and save.

Adding a Production Animal Client

1. Create a new client.
2. Select the Production animal client checkbox. Additional fields appear below.
3. Add the Unique farm code (for example, country code plus 12 digits in the EU area).
4. For the animal holding places, add Holding place number and Description. The holding place numbers are used when you create herds for the client.
   You can add more holding places using the Holding place number button. To remove a holding place, select the red X.
5. Fill in other required information and save.

See more about production animal features in Provet Cloud.

Editing a Client

To edit the data on the pages, click the pen icon next to the section title.

Note that you can also edit many of the fields directly: just click on the field to enter editing mode.

Deleting a Client

1. Select the pen icon next to the Client details title to go to the editing page.
2. Select Forget client in the bottom left corner of the page. 
   
   NOTE! The client's data is permanently deleted, including the data of their connected patients. If you need to keep patient data, archive the patients or transfer them to another client.
3. On the Forget client page, select the Confirm deletion checkbox (a) and then select Delete (b).

See Also

Adding and Editing Patients

Production Animal Features