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Vet invoice template for Customer Support

hi my name is jeff and i'm with vetter software and today we're going to go through standard clinic workflow when the clinic starts with an invoice we're going to start the training by creating an appointment i'm going to do that by clicking on the schedule time i want the appointment created in this case i'm going to choose the canine wellness exam appointment type i'm going to enter the complaint which is the exam with vaccines and i'm going to enter the client here select the patient here and you'll notice that as i selected the client there's some information about the client that popped up on the top so alerts also one related to the patient that the patient needs restraint next review the information with the owner make sure everything is still accurate it is select next and we're prompted for a confirmation email um and a reminder message a couple of notes in this case it's a same-day appointment i don't need to do a confirmation however if i kept it clicking save here would automatically send the information for this appointment to the owner so it's like no confirmation in addition creating a reminder so let's say this appointment were out in the future and you wanted to create a reminder for the appointment you can modify the reminder text here so if i wanted to let's say it's a surgery appointment say please ensure that mafi doesn't eat or drink for 12 hours prior to appointment there and if i were to click save this reminder would be saved with this additional text i'm not going to it's a same-day appointment no reminder is needed and with that i'm going to click save that adds the appointment to the schedule now next step i'm going to check in the appointment the check-in process embedder is important particularly in this example as i will show you now now you'll notice since i'm checking in the appointment here this appointment type has been configured to automatically include a medical note so i know for sure that the canine wellness exam is going to use the annual canine exam medical note which is a medical note template or a soap template that i created specific for my canon realm canine wellness exams i am not going to check in with a bundle that's not part of this particular workflow because in my clinic the receptionist does not know what's going to be done in the appointment we'll leave that to the tech and the doctors to decide next billing we default to new invoice and i'm going to select save now when i select save you'll notice that the appointment status has been changed to check in and if i click on the colored part of the appointment you'll see that a medical node has been created and an invoice has been created now to start this appointment i'm going to click on the medical note here's the medical note now again i'm being prompted that this animal bites with that warning we need to restrain the first column of the medical note includes all of the information about the patient second includes information about this particular appointment and third includes information about vaccines in this case all the reminders are are still valid the vaccines are still valid down below you'll see that the medical note layout includes some default text this was set up in the medical note template so if i wanted to go in and make any changes it's very easy i simply come in and make the change just like that a side note if you're using a mobile device with vetter say a phone or a tablet you can bring the medical note up on that tablet tap into the field and when that virtual keyboard pops up on your mobile device you'll see immediately to the left of the spacebar there's a microphone icon tap on that microphone icon and start speaking the text that you want entered into this section of the medical note when you're done speaking simply tap the microphone and your voice will translate into text in the medical note it works pretty well um i recommend you try okay so if i scroll down you'll notice that we've got our objective section with tpr's i'm going to enter the weight the weight for this appointment is going to be 40.7 pounds diagnosis so let's say in this case the patient presented for diabetes and i need to add a diagnosis i'm going to do that through the add diagnosis option and i'm going to include diabetes mellitus and i'm going to select it as chronic and i'm going to select save and done so now i have a diagnosis on the medical node on invetter if you add a diagnosis to a patient and the diagnosis is open every subsequent medical note will automatically include this diagnosis now if i scroll down you'll see that there's a section called the client communication section this is a special field in the veteran medical note if you enter information into the client communication section a client communication record will automatically be created to include that content also a communication record will be added to the patient so the implication of this field is that you've actually spoken to the person the owner about what you type into this field now in this case since we um we have a diagnosis for diabetes and we want to convey to the owner some information about this we might want to include it into the client communication section and i'm going to do that here so i actually have canine diabetes content that i created as a content snippet under templates and i'm going to add it here by clicking on the medical note tab selecting add template content and i'm going to add it to the client communication section and i'm going to choose canine diabetes and when i do that and i select add i can go to the bottom of my medical note and you'll see that that content is now included right in the section and you can see that it fully populated so it's a really easy way to get information into a medical note quickly so content snippets they're pretty handy okay so say the medical note is finished we've entered all the information that we needed to enter now at the same time the doctor would be entering text into the medical note the tech may be preparing basically the charges for this appointment we're going to do that through the records tab in the medical note so i'm going to click on records and i'm going to create records first via bundle so i'm going to select bundle and you'll exam k9 it's going to go to the invoice that was created today for this appointment and i'm going to select next now my bundle i basically set it up to include everything that i would possibly use for a canine wellness appointment say one in ten times so you can see that i've got both of my rabies vaccines in this case moppy's gonna get a three-year vaccine same thing with the distemper um bordetella yes lepto yes um open parasite yes uh don't need a cbc i will do the nail trim and i will do gloves doctor has two hands so the quantity is two now if there were changes in quantity that were required you could simply come up here and change the quantity now i'm going to select create and when i do that all of the records that i left selected will be created in the quantities that were specified so we'll see here that under the records tab um in the medical note these records are going to be created like this and you'll notice that they're all tied to the invoice 497. so now that the invoice has been populated with information you'll see that there is an invoice link directly in the medical node now if i hold down my the control key on my keyboard actually i'm on i'm on an apple computer right now so i'll pull down the command key but if you're on a windows computer you hold down the control key and click on the invoice what have watch what happens on the top of the screen you'll see that the invoice opens in a brand new tab now when i click here you'll see that i have the ability to view all of the charges in addition to the outstanding balance now going back to the medical node is easy i could either simply click on the tab on the top or i could close this takes it right back to where i was working so it provides a really quick way to basically see something else and then go right back to where you were working i'll do it one more time so i'm going to click on the command key on my computer again windows computer you click on the control key hold it down and then click on the link when you do that pops open in a new tab do the quick review you wanted to review make any changes you needed to make close it back out you're right back to where you were it's a handy tip for uh being able to work in multiple places at the same time that's that another note when you're working in vetter it's recommended that you use your medical note as kind of the container for all of the work for an appointment what i mean by this is you've got your medical note here you've entered all of your information you have all of your records that are tied to the medical note that you've entered within the note so you've got your note you've got your records and you can also include things like attachments so if you needed to take a picture of this animal in your appointment you could so you could simply click on new attachment and again if you're using a mobile device a phone or a or a tablet the first thing you would see in the new attachment dialog is the option to take photo or video the camera will appear and you can take a picture directly into the medical note as an attachment or a video you could do the same thing so another another handy feature when using a mobile device with better now in this case i'm not going to take any pictures or take any videos instead what i'm going to do is i'm going to create a new letter in this case i'm going to use a template that i created before called the discharge letter and this is a letter that i created specifically to get information from an appointment out to the owner quickly now in this case i don't remember if i set it up to be a recipient that's going to be getting the information or the owner so i'm going to specify both because we do break that up in terms of the fields that are available in a letter because the recipient is not necessarily the owner when i create a new letter i always specify both just to be safe i'm going to click save now when i do this you'll see that the discharge letter appears it takes all of the information from the patient and puts it into a nice easily readable format that can be provided to someone else now if i wanted to make a change to this letter that i just created from template i simply click on the edit icon and for instance the microchip was a field that that doesn't have any data so i'm just going to remove it i'm going to click save now when i do that the microchip field is gone now i'm interested in seeing what this looks like on my clinic letterhead i simply go up to the export option and i select print letter this pops up the letter in a brand new tab and it populates the letter below the header for my clinic so you can see that everything appears here with the doctor's signature close that out takes me directly back to where i was working so i finished the medical part of my appointment now i'm going to go back to the schedule and i'm going to check out this appointment so now the patient and the owner are back at the front desk the receptionist is talking to the owner and we're going to go through and we're going to actually check this appointment out now in my clinic the receptionist is responsible for um doing upsells so basically asking the owner if they need any food asking them if they need any more flea medication that sort of a thing kind of doing a last-minute check to see if there's anything that the the patient might need that the owner wants to buy now again i'm going to use that handy trick that i mentioned earlier i'm going to hold down the command key on my keyboard again control key on a windows computer and i'm going to open up the invoice in a new tab and i'm doing it from this dialogue so i can actually see the invoice here and if required the the receptionist could review this with the owner one more time in this case the receptionist can ask the owner hey you know your dog's looking a little thin you think it might need some food yeah yeah i think so i think moppy needs some food okay cool so let's get you some food and i'm gonna add food to the invoice directly through the items tab new item and i'm going to add food and it's going to be the canine food bag large 35 and in this case we're going to sell two bags so 70 tax is going to be applied um let's see i am going to assign it to the medical note from today and i will create a record so i'm going to select next and save and done and i've just added food to this invoice owner's happy dog is happy everything's great i'm going to close this tab takes me directly back to the schedule dialog so the reception has done the upsell now it's time to charge them out we're going to do that through the checkout dialog now the reason why i didn't do it through the invoice just then is because you have additional helpful features when you check out an appointment through the checkout dialog so again the appointment information is open on the schedule and i select checkout now when i select checkout you'll see that the invoice shows for payment you'll also see that any available credit is automatically showing up for application now in this case i happen to know that this owner has two deposits for future work that are sitting out here waiting to be applied so i'm not going to apply them to this appointment in this case the invoice is 312.53 and the credit is 10.68 so netting the credit against the invoice results in a balance of 301.85 now in this case the owner is going to pay cash so we're going to choose cash as the payment method and he doesn't have the 301.85 instead he's going to pay 320 and you'll notice that we automatically calculate the cash back now let's just say that um maybe your clinic is running out of cash you did a lot more cash business today than you anticipated and you asked the owner instead hey do you mind getting a credit on your account owners is fine that's no problem we'll be back again soon so that's fine just put the credit on my account cool thank you all right next um and this is probably the the best feature of the checkout dialogue through the schedule you can actually print out all of the needed documents for the appointment all in one go you simply click into the open space and select the and select the documents that you wish to provide to the owner now you choose how you want to provide them down here under export do you want to email them to the owner or print them most of the time you're going to want to email if the owner has an email on file in this case i'm going to print just to show you the way it looks and also in my clinic the um the receptionist is responsible for giving out the rabies tag so in this case we're going to type in the tag three four five there we go so there's the tag number and we're going to print all of the documents so just to recap using the checkout dialog you have the option to take payment and apply any available credits you also have the ability to print any documents or email any documents that you want to provide to the owner or to the recipient on checkout and you have the option here whether you want to email or print and to enter a rabies tag i'm going to select checkout now when i select checkout all of these things happen in addition to the status of the appointment changing so you'll see that here is the rabies certificate for moppy includes all of the information we just entered also a vaccination certificate the invoice of the paid stamp and um the medical or the discharge letter that includes medical information from the appointment so if i wanted to print this i simply go to the top of the screen right hand corner select print and you'll see that your default printer appears and you just send it to the printer by clicking print i'm going to cancel because i don't need to print and i'm going to close this out and the appointment is complete the client is leaving happy the patient is leaving happy the receptionist is happy all is well in the world thank you for taking the time to watch this video have a great day