Overview
When you have scheduled appointments, checking the patient in through the appointment first is needed in order to associate a medical note, create an invoice and easily take payment at check out.
Check In Appointment
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Click on the appointment
Click "Check In" at the bottom of the form.
3. You'll have a number of fields to fill out at this point, including:
Triage - Adding a color coded Triage label to identify priority on the Census
Weight (Optional)- Recording a patient's weight, which will create a vital sign record for that patient
Print Letter (Optional) - Printing a travel sheet, consent form, or other letter - Once the appointment is saved, the letter will pop up in another tab for printing
Send Forms (Optional) - This allows for a Form template to be emailed or texted directly to the client
Medical Note - Creating a medical note, which will then be available as a link in the appointment. A medical note can be selected after the appointment is checked in if necessary.
Bundle (Optional) - Selecting a bundle, which will automatically create multiple medical records (and those will in turn update your bill, inventory balance, create reminders, and perform other "actions" that have been defined for those items in the Inventory module)
Billing - Creating a new invoice or estimate for the appointment (you can also select an estimate or existing unpaid invoice, if one is available)
Cage Card (Optional) - You can have a cage card printed to a label printer if needed.
4. Click "Save" once done filling necessary fields
Medical Note Selection and Editing
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After checking in an appointment, you can edit the medical note field and change the selected medical note associated with that appointment. If you prefer to select a medical note after the check-in process, you can set the medical note field to "Do not create medical note." This allows the provider or technician to later access the appointment and select the appropriate medical note for the patient.
If a new medical note is changed during an appointment, any records and documents can be transferred to the new medical note. Before you save the new medical note, you will need to select the box verifying you want the data transferred. Note: The data entered into the medical note fields are not transferred to the new medical note.
Once you have made your selection, click the save button.
If you create a new medical note, the previous one will remain stored in the patient’s profile. This ensures the integrity of the original note and preserves any information that was entered into the fields.
Working in Appointment Overview
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Once you have checked in the appointment, you will want to work within the medical note that has been associated with the appointment. This medical note is tied to the appointment, and any medical records added through the medical note are automatically applied to the invoice associated with the appointment.
Follow these steps for quickly accessing and working with the medical note from the checked in appointment:
Click the associated medical note from the "Medical Note" Field of the appointment
Fill in the medical note sections that are below the patient's profile, such as Subjective, Objective, etc.
From the "Records" tab, add in New Vitals, New Bundle, New Record or New Diagnostic as needed. Any "New Record" added from the medical note will automatically be added to the associated invoice
From the "Documents" tab, you can attach a New Letter, New Attachment, or New Form
General Workflow Tips:
Any red text is a hyperlink to that specific data. Right click the medical note hyperlink from the appointment form, and open the link in a new tab. With DaySmart Vet being cloud based, you can have multiple tabs of your account open at once.
Quickly access the patient's reminders from the top right of the medical note.
If you have vital fields in the Objective section of the medical note, once you fill those fields in, that data will be transferred to the patient's profile. No need to enter in New Vitals from the "Records" tab
From the medical note, you can access the appointment invoice from the "Billing" field. This is hyperlinked, and we recommended to open it in a new tab so you can bounce between the medical note and invoice as needed. This is also a great way to review the invoice once the appointment is complete.
Checking Out Appointment
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Click on the appointment
Review the invoice with the client by opening the invoice in a new tab
If on a Windows computer, hold the ctrl key and click the invoice hyperlink, or right click on the hyperlink
If on an Apple computer, hold the command key and click the invoice hyperlink
The invoice will open in a new tab and can be reviewed and/or added to
When work is complete, close the invoice tab, dropping you back at the Appointment dialog
Click on "Check out" at the bottom of the form
You'll have a number of options to choose at this point, including:
Selecting which invoices to pay. By default, you'll see all of the client's open invoices. Click on the "x" to remove an invoice.
Applying any available credits. By default, you'll see all of the client's credits. Click on the "x" to remove a credit.
Specifying how much you're collecting. If the amount you're collecting is less than the total of the selected invoices, the amount will be applied to invoices in the order that they are listed.
Selecting the form of the payment
Selecting which documents to provide the client. The invoices will appear by default, and you can add rabies or vaccines certificates, a reminder summary, and any other letter or medical note created as part of the appointment. Click on this field to see the available documents.
In the Export field, be sure to select whether to email or print the documents you selected above or else your checkout documents will NOT be populated to be given to your client.
4. Click "Check Out"
An appointment can only be checked out after it has been checked in.
Click here to learn how you can change the appointment status through the invoice.