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Help Section for QuickVet and our Animal Hospital
Management System
Processing Fees and Departures
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Processing Patient for
Departure
 | Accounting Tab |
| Pictures Tab
(this is an advanced function
requiring a scanner) |
| Objects & Data Tab
(this is an advanced function) |
Payment Process
and Departure
Apply Discounts -
Percentage or Specific Dollar Amounts
Record a
Payment on Account
Optional Functions
(To edit billables, cancel processing, or
provide a client receipt)
1. Go to MENU->DEPARTURES->HOSPITAL
2. The Departures Screen comes up.
You can select one of the visits that are highlighted or search for a
particular client by typing their name in the blackened field (or
entering the visit number or account number if known). Press ENTER.
3. If a message appears that no client is
available by that name or number, check for:
| Reconfirm the accuracy of
the name spelling or number. |
| Confirm that all required
entries were made in processing the patient to the point of
departure. NOTE: If fees and procedures have NOT been processed,
departure cannot be performed. |
4. When correct client is found either
click twice to view the file, or press DETAIL VISIT button at
bottom center of screen to view the Client & Pet information. This is the
screen for all veterinary entry during the Pet's stay in the Clinic. The
content of the form is organized in Tabbed Notebook style to allow rapid
access to ALL aspects of the Visit for each Pet -- Visit Details Tab, Fees &
Charges Tab, Accounting Tab, Pictures Tab, and Objects &
Data Tab.
5. You now have several options to
choose from. It is advised to start with the
Visit Details Tab,
and continue with the Fees & Charges Tab
(Each one is described below for detailed steps. Once you have
completed these sections press FINISH button to complete the process
for this pet, or press the UPDATE button to return this pet's record
onto the visit sheet without yet departing, or select another pet for
processing. Follow the above steps for each pet.
or you can proceed to Payment Process
from Departure Screen.
1. From the Departures Screen for this
pet, Press the VISIT DETAILS Tab and the lower section of the
patient's record will then reveal any activity that has been recorded for
this visit. Press EDIT button and Entries can be made for:
| Activities |
| Location |
| Time |
| Doctor who saw the patient |
| Area to log the Complaint |
| Findings |
| Treatment. |
2. If Drugs have been entered, you will be
prompted to enter further details:
| Delivery is a drop down list, only 2
options, use the down cursor key to select Administered/Dispensed,
then press TAB to enter Date, TAB to move to time, both of
these default to today's date and time, but you can edit them if you
wish. |
| Dosage and Location are drop down or
a look-up using the ? Button, select the pre-entered code for the
dosage and location description you want to use. |
| Press OK when details are
finished and labels printed. |
3. Update any field as needed and when
completed you can continue to process this pet for departure by clicking on
the next tab (FEES & CHARGES) or press OK on lower right to
exit this procedure. While the Visit details are being edited and
viewed the Record is locked and the Pet cannot be processed for departure.
Once all changes are made you should press OK button to return to Departures
form.
1. From the Departures Screen for this
pet, Press the FEES & CHARGES tab and the lower section of the
patient's record will reveal lines per procedure performed with appropriate
code and fees. If not filled you can complete the field entries here.
You have three options for placing charges across the three TABS -
PROCEDURES Tab, DRUGS Tab, and STOCK Tab. Press EDIT
button and Click once on any of these tabs to enter a charge.
1. Press Procedures Tab to begin,
click on the next available line in the CODE Column.
2. Enter the Code for each procedure
that was performed. If the Code is not known, you can press F2
to look up the code number in the list of procedures. Scroll down the
procedure list until you locate the one performed and click on the
highlighted procedure. Press OK to transfer the Code for
this procedure into the Code Column. You should now be at the Departures
Screen with the Code Column filled.
3. Move your mouse to the Procedure Field
to the right of the Code Column and click once. The procedure,
quantity, work, Price and Subtotal fields should automatically fill.
(If they do not, reconfirm that the Code is correct and that there is a
procedure in the Procedure list with price, and quantities completed for
this code).
4. When all codes, procedures and fees are
completed, you can continue to update this pet's visit by clicking on the
ACCOUNTING Tab, enter Drugs or Stock purchases by clicking on the
DRUGS tab or STOCK Tab, or press OK on the
lower right to exit this procedure.
1. Press DRUGS Tab to begin,
click on the next available line in the CODE Column.
2. Enter the Code for each drug
that was provided. If the Code is not known, you can press F2
to look up the code number in the list of drugs. Scroll down the drug
list until you locate the one provided and click on the highlighted drug.
Press OK to transfer the Code for this drug into the Code Column. You
should now be at the Departures Screen with the Code Column filled.
3. Move your mouse to the Drug Name Field
to the right of the Code Column and click once. The drug, Price
and Subtotal fields should automatically fill. (If they do not,
reconfirm that the Code is correct and that there is a drug in the drug list
with price completed for this code).
4. Quantity field will now be highlighted
in black. Enter the quantity of drugs provided. Press ENTER
and the price and totals will be automatically adjusted.
5. When all codes, drugs and fees are
completed, you can continue to update this pet's visit by clicking on the
ACCOUNTING Tab, enter Stock purchases by clicking on the STOCK
Tab, or press OK on the lower right to exit this procedure.
6. If Drugs have been entered, a
Drug Administration Screen will be visible and prevent you from returning to
Departures until it is completed. You will be prompted to enter
further details:
| Delivery is a drop down list, only 2
options, use the down cursor key to select Administered/Dispensed,
then press TAB to enter Date, TAB to move to time, both of
these default to today's date and time, but you can edit them if you
wish. |
| Dosage and Location are drop down or
a look-up using the ? Button, select the pre-entered code for the
dosage and location description you want to use. |
| Press OK when details are
finished and labels printed. and this will return you to
Departures Screen. |
1. Press STOCK Tab to begin,
click on the next available line in the CODE Column.
2. Enter the Code for each item
that was provided. If the Code is not known, you can press F2
to look up the code number in the list of stock. Scroll down the stock
list until you locate the one provided and click on the highlighted item.
Press OK to transfer the Code for this item into the Code Column. You
should now be at the Departures Screen with the Code Column filled.
3. Move your mouse to the STOCK Name Field
to the right of the Code Column and click once. The stock item,
Price and Subtotal fields should automatically fill. (If they do not,
reconfirm that the Code is correct and that there is an item in the stock
list with price completed for this code).
4. Quantity field will now be highlighted
in black. Enter the quantity of items provided. Press ENTER
and the price and totals will be automatically adjusted.
5. When all codes, drugs and fees are
completed, you can continue to update this pet's visit by clicking on the
ACCOUNTING Tab, or press OK on the lower right to exit this
procedure.
1. Go to DEPARTURES -> HOSPITAL,
and click on HOSPITAL. This will produce
the Departures screen which lists all pets at the clinic that have been
categorized as arrivals. The Departure list is in numerical order by visit
number.
2. Scroll down the list by using the scroll
bar located along the right hand side of the screen until the desired client
is located in the list.
3. Verify the client’s account number and pet
name(s) in their respective fields.
4. Select the desired client and pet by
single clicking in the yellow highlighted Visit # field. (Note: if a
single client has more than one pet currently categorized as an Arrival,
each pet will be listed individually and will have a unique Visit #
displaying in the Departures list.)
5. Push either the PROCESS PET or PROCESS
CLIENT button located at the bottom, right-hand side of screen.
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Choose the PROCESS PET button if
you are wishing to process a single pet for the client whose Visit # you
single clicked on (now highlighted blue). A Data Entry for Billables
form for the pet will appear. |
|
Press PROCESS CLIENT Button in
lower right if you wish to process all pets for a single client. A
Data Entry for Billables form for the lowest numbered pet categorized as
an Arrival for the particular client will appear. |
6. Enter the relative charges in the
Data Entry for Billables form for the particular pet. When completed, push
the UPDATE or FINISH button located at the bottom, right-hand
side of the screen. (Note: If you had chosen the PROCESS CLIENT button in
Step #6 above, upon pushing the UPDATE or FINISH button, a Data Entry for
Billables form will appear for the next higher numbered pet that is
categorized as an Arrival for the particular client. This will occur each
time the UPDATE or FINISH button is pushed until all pets for the client
have had billables entered.)
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Choose the UPDATE button to record
the billables for the pet but not produce a Final Billing form for the
client. The pet will be categorized as still remaining at the clinic. |
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Choose the FINISH button to record
the billables for the pet and to produce a Final Billing form for the
client. The pets listed on the Final Billing form will be categorized as
having left the clinic. |
7. If the FINISH button had been chosen for
any of the pets of a particular client in Step #7 above, a Final Billing
form will appear after all billables for all pets of the client have been
entered.
8. Enter the relevant information in
the Final Billing form. You should specify the Employee collecting
the payment and Payment Method, using the drop-down lists. Then press
the TAB key, and enter the amount received. Press TAB,
and you will be given further information concerning change, incomplete
payment, etc. If payment is inadequate then you will be prompted to change
the amount or transfer to Accounts. Press the
OK Receipt button to complete the transaction, automatically
printing a receipt. If no receipt is requested, press the OK
button.
1. To apply an adjustment/discount
to the client’s final billing, push the DISCOUNT button located at
the bottom, left-hand side of the Final Billing form. The Discount form will
appear. You may choose to apply either a percentage of the total charges as
a discount, or a specific dollar amount. You may also choose when to apply
the discount (FUTURE ONLY, APPLY NOW ONLY, or APPLY NOW & FUTURE).
2. To apply a percentage of
the client’s final billing as a discount:
| Select the percentage by clicking
the diamond shaped area in front of the desired percentage amount. A
black dot will appear in the diamond. |
| Push one of the buttons at the
lower, right-hand side of the form to select when to apply the
discount (FUTURE ONLY, APPLY NOW ONLY, or APPLY NOW & FUTURE). |
| The percentage discount will be
applied to every invoice (Visit #) listed on the Final Billing form
and the calculated amount will appear in the Adj column on the form.
The amount(s) in the Balance column of the Final Billing form will
reflect the total charges less the discount. |
3. To apply a specific dollar
amount of the client’s final billing as a discount:
1. To record a payment on account for
previous, unpaid charges of the client, push the POA button located
at the bottom, left-hand side of the Final Billing form.
2. Enter the amount of the payment on
account in the Payment on Account box on the Payment on Account form.
3. Push the OK button located at the
bottom, right-hand side of the Payment on Account form. The amount of the
payment on account will appear on the Final Billing form and will be
assigned its own visit number.
4. Push the OK or OK RECEIPT
(to print a receipt, if desired) button located at the bottom, right-hand
side of screen to finalize departing the client and their pet(s) listed on
the Final Billing form. This will remove the pet(s) from the Departures
list.
| To edit billables, press
EDIT button located at the bottom, right-hand side of the screen to
return to the Data Entry for Billables form for the selected visit number. |
| To cancel processing the final
billing for the client, push the CANCEL button located at the
bottom, right-hand side of the screen. You will be returned to the
Departures (list) screen. |
| If a client requests a receipt
after completing departures, go to BUSINESS->End of Day Processing.
The form will appear, and after highlighting the specific visit, press the
PRINT RECEIPT button. OR |
| If a client requests a receipt after
completing departures, go to Departures->Daily Invoices. The form
will appear, and after highlighting the specific visit, press the PRINT
RECEIPT button. |
Last Modified on
03/31/03 12:26:11 PM
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