Set Up Rabies Vaccination Certificate (US)

You can automate the process of creating and printing rabies vaccination certificates in Provet Cloud by setting up your rabies vaccination certificates according to the following instructions. Note that these instructions only apply for departments with 'United States of America' selected in Settings > Department > Department Profile > Country.

Most commonly, rabies vaccinations are set up as a medicine item linked to an invoicing procedure item. This is because the same rabies vaccine product is typically shared as a 1-year or a 3-year invoicing item, but an invoicing distinction is usually preferred for client reference and reminder management. This workflow allows for stock management to occur in the background as anytime the invoicing procedure item is added during a consultation, the linked medicine item is pulled from the available inventory. Also, the linked medicine item carries any available batch and product expiry information for selection.

The rabies certificate is automatically fetched when the trigger rabies vaccination item is added during a consultation.

1. Define the rabies medicine item.

  1. Go to Settings Items & Lists > Items and create or find your rabies medicine item. Note that your item list may support several versions of a rabies medicine item. Complete the following steps for each version.
  2. Under Item description in the item dialogue, fill in the item Name field.
  3. Under Item options, select the Vaccination checkbox. The Vaccine options section appears under visibility options.
  4. Under Vaccine options, type 'Rabies' in the Vaccination against following disease field and select the Vaccination type.
  5. Add effect groups and effect expiration. Using the effect groups, you can set up how long the vaccine is good for. This is needed since many vaccines have different “terms” for how long the vaccine is valid for in the patient (for example, 3 weeks, 1 year, 3 years, etc.).
    1. Select + Effect expiration.
    2. Add a descriptive Name that is shown in the drop-down menu of the consultation for staff to recognise, for example, '1-year' or '3-year'.
    3. Add the number of days the vaccination is valid for in the Expiration days field. 
    4. If relevant, define an age interval that will help users to choose the correct effect group based on the patient’s age. Select the Use age interval checkbox and add the default suggested minimum and maximum ages the effect expiration would be selected for.
  6. Add any additional product information as needed. For example, the manufacturer information is typically added.
  7. Go to the Stock and pricing tab and add the Sales tax percentage. Make sure that the Selling price and any additional pricing fields are set to $0. Note that you can set the cost fields as you wish, but any pricing associated with the medicine product will be invoiced to the client in addition to the procedure level pricing. Typically, medicine level pricing is defined as $0.
  8. When you have added and reviewed all the necessary information, select Save.

2. Define the rabies vaccination procedure item.

  1. In Settings > Items & Lists > Items, create or find your rabies procedure item. Note that your item list may support several versions of a rabies procedure item. Complete the following steps for each version.
  2. On the Stock and pricing tab in the item dialogue, add the rabies medicine item you created in the Linked items field.
  3. Also add the rabies medicine item in the Auto open linked item modal field so that the medicine item is automatically opened when this procedure item is added on a consultation.
  4. In the Selling price field, add the procedure price.
  5. Add any additional product information as needed.
  6. When you have added and reviewed all the necessary information, select Save.

3. Set up the rabies tag custom field.

Note that custom field setup must be separately activated. If custom field setup page is not available, please contact Provet Cloud support.

  1. Go to Settings > Items & Lists > Custom Fields.
  2. In the Custom fields section, select Add.
  3. In the Name field, type 'Rabies Tag'.
  4. Select Save.
  5. In the Settings section, select the pen button to edit the settings.
  6. From the Patient vaccination tag field drop-down list, select the Rabies Tag custom field you created.
  7. In the Custom term for tag serial number field, type 'Rabies Tag'.
  8. In the Vaccination tag diseases field, select Rabies.
  9. Select Save.

4. Define the rabies vaccination certificate print settings.

Go to Settings > General > Print Settings > Vaccination Certificate and select the pen button to edit the settings.

1. Add the certificate Header information.

2. Add the certificate Body information:

  1. In the Document title field, type 'Rabies Vaccination Certificate'.
  2. In the Custom fields field, select Rabies Tag.
  3. Select the Enable disease specific printout checkbox.
  4. Select Printout settings.
    1. In the Document title field, type 'Rabies Vaccination Certificate'.
    2. In the Vaccination against following disease field, select Rabies.
    3. Under Fields to be printed, select Vaccination type, Manufacturer, and Instructions.
  5. Under Veterinarian signature information, select what you want to include in the certificate. If you select Autofill with veterinarian signature, the veterinarian's signature is automatically added to the certificate if the veterinarian has saved their signature in their user profile

3. Adjust the Footer settings.

You can select the text size and footer style.

4. Select Save.

Batch and Product Expiry Information

If you want the medicine level batch and product expiry information to be available for selection during the consultation and rabies vaccination certificate creation, this information must be defined by receiving stock into inventory. Stock can be received into inventory either through a purchase invoice or manually through a batch/expiry product entry.

See Also

Print Rabies Vaccination Certificates (US)

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