Care MedicalNew version of the Care Medical (formerly Care Exam) screens in PetPoint

July 18th, 2011

Learn more here: www.petpoint.com/help/Welcome_to_PetPoint_4.0.htm

Introduction

The existing Exam and S/N screens are combined into the new Medical screen that supports multi-animal functionality, and updating of the Animal details directly within the Exam/Surgery.

Exams, Surgeries, Tests, Vaccinations, and Treatments all have a Status, with the following choices: Pending, Scheduled, Completed, Historical, Cancelled.

An Exam, Surgery, Test, Vaccine, Food, Medication, Procedure, or Task can be created as Pending or Scheduled. This will allow organizations to create “to do’s” for new animals without any prior medical history.

Review Dates throughout Medical can now automatically trigger a pending or scheduled Exam, Surgery, Test, Vaccine, Food, Medication, Procedure, or Task.

Care Medical on the Main Menu

The main thing you will notice is that the Care Exam screen has been replaced by Care Medical, and provides the options for both Care Exam and Care Spay / Neuter on one combined screen.

Spay/NeuterWaiver & Voucher arenow on theEdit Animalscreen.

Additionalupdates arefound in the Admin Options section.

Setup Changes

Changes have been made in the setup screens shown below.

We will take you through the new setup options in the following slides.

The Exam Notes Template and SurgeryNotes Template pageshave been moved to theMedical page, which hasreplaced the Exam page.

Add/Edit Contract Text

Several new customizable forms are added in Add/Edit Contract Text Setup, used to add your own text to the new documents: ◦ Exam Consent Form◦ Exam Certificate◦ Surgery Consent Form ◦ Surgery Certificate

Additional new reports are available in the medical screenshowever not all of them utilizecustom contract text.

Add/Edit Users

On the Add/Edit Users screen we have added new user roles, needed to work with the medical data. Users without any of the Medical Roles will not see or be able to access Care – Medical.◦ Medical - User: read, create, but not edit

or delete◦ Medical - Power User: read, create,

edit, but not delete◦ Medical - Manager: read, create,

edit, and delete. These are add-on roles – logins will still

need User/Power User/Manager to use PetPoint as a whole.

There will be a mass update the day that Medical goes live, your logins will all have medical access. Add these user rolls going forward.

Add/Edit Item

Additional medical item types have been added to the Add/Edit Items screen.

The new item types for medical are:◦ Exam - has been moved

from Field Values◦ Task - New!◦ Surgery - New! You may

want to move some Procedures or exam typesto this list.◦ Spay/Neuter Voucher - New!

Define S/N Vouchers separatefrom other voucher types, to create custom contract text.

Items in 4.0

Review Date Triggers Setup Pet ID Default options Check Boxes – Boxes listed below appear

depending on the Item Type◦ Container # Required◦ Serial / Lot # Required ◦ Expiration Date Required◦ Enable Pet IDs? (for vaccines only)◦ Enable Recurrence◦ Is S/N Surgery?

Default Values – have PetPoint fill in multiple fields with your default choices for that item (these can be altered during the exam entry)◦ Default Dose◦ Review Date (was previously called

Length)◦ Body Part◦ Route◦ Type (for vaccines only)◦ Class (elective, non elective surgery)

Administrators will want to spend some time working with the items set up in their database to minimize the end user’s time spent entering exams. The main changes allow you to default choices based on the item name and also to set up future scheduled treatments, such as revaccinations. The additional options are:

Multi-Price

As with other multi priced items, such as retail sales or adoption fees - this feature allows you to have different prices for items entered based on the site, animal type and animal age group. Most Item Types already allow price per site.

A great example of this would be different prices for cat spays vs. dog spays or cat neuters vs. dog neuters.

The Item Types the price/animal type & price/age group have been added to are: ◦ Exam◦ Task

Review Date Triggers Setup

This new option appears in the setup for Test, Vaccine, Medication, Procedure, Food, Task and Condition. Skipping this section allows the review date to act as it always has.

Review Date Triggers allow the administrator to control the behavior of a Review Date (such as a retest or revaccination date) when the item is chosen during an exam.

If a review date is automatically entered by the default set up in Add/Edit Items, or if it has been manually entered by the end user during the exam, the item selected on the Review Date Triggers Setup will be scheduled in the future for that animal. This is helpful when needing to schedule revaccinations, retesting, or any series of medical procedures or treatments the animal must have.

By setting this vaccine up with a Trigger for itself, the review date entered will automatically set this item up to be scheduled in one year:

Previously this was done with a “review date”

Now PetPoint allows you to trigger the review date to actually schedule an upcoming exam.

Food

When adding or editing Food items, you have the following new options:◦ Default Dose, Review Date, Body Part, Route◦ Default Method: Treat, Script or Fill◦ Enable Recurrence?◦ Review Date Triggers Setup (Optional)

An example below shows setup options for canned food given daily.

Medication

Medication has similar options as the Food item type. The example below is for a medication given every other day.

Vaccine

Vaccination setup contains options that allow the admin to set the item up to automatically suggest creating a Pet ID (such as a rabies tag) and to default the Pet ID Issuer, Issuer Phone, Issued Date and Expires Date. In addition to the other options available for Foods and Medications seen in previous slides, such as default dose, body part & route, revaccination dates can also be scheduled using the Review Date Triggers Setup section.

Test

When setting up tests, a default review date helps to automatically trigger a retest during a future exam, if the Review Date Triggers Setup has been activated.

You may also include notes, or require Serial / Lot # or Expiration Date.

Procedure

Procedures also have the ability to require Container #, Serial/Lot#, Expiration Date, or indicate if it uses a controlled substance.

In addition, you may default dose, review date, body part, route and default method (treat, script or fill).

If you wish to enable recurrence, you can also set up your ReviewDate Triggerto make it schedule afuture item

Euthanasia Substance

Euthanasia substance has always been an item which you can check the Controlled Substance to allow it to show on the Controlled Substance report.

In addition, you may wish to check Container # Required to force the end user to record which container number the substance was supplied from.

Exam

We have converted the existing Exam Type list found in Add/Edit Field Values to now be considered an Item Type.

Your current Exams are now found on this screen, you may wish to move some of them to the Surgery list.

Exam Type is now a sub category to the type ‘Exam’ found in the search screens.

Task

The task item type is a treatment that is available for setup to have a recurrence.

The Task item type is similar to Procedure but can be medical or non-medical care.

When setting up tasks you can add Special Instructions or default the Body Part, Route, Method, For(Symptom/Diagnosis)

Surgery

Surgery is the other category and the Items listed under the Item Type Surgery are the sub categories for this option.

Two unique indicators are on the surgery option.◦ Is S/N Surgery? - to separate surgeries from spay/neuters -

when this box is checked it allows the S/N surgery types to automatically update the animals record from unaltered to altered.◦ Class - to record if the surgery is elective or non-elective

Spay/Neuter Voucher

The Spay/Neuter Voucher Item Type can be used to create separate vouchers for different types of spay/neuter surgeries, such as cat spay, dog spay, cat neuter, dog neuter, etc.

This item type allows for a default review date to be assigned.

Add/Edit Field Values

Changes made on this screen: The Exam Type Field Values list has now been moved to

Add/Edit Items, to allow further customization. The medical field values available for exams in the past are still

available here:◦ Exam Condition - has been changed to “Medical Condition”◦ Medical Status◦ Temperament

Status◦ Item Category

Add/Edit Field Values

When working with the Medical Condition field values, symptoms & diagnoses can be set up to utilize the Review Date Triggers option also.

Remember to flag your condition as either a symptom or a diagnosis.

Setup for Care Medical

Exam & Surgery setup can be done on the new Admin Options screen called Medical. This screen combines the setup screens for Exam, Exam Notes & Surgery Notes Templates.

From the first tab on this screen thetreatment recurrence times and cancellation rules are set up.

Default Provider & Assistant

On this tab of the Medical set up you will assign a Default Provider and Default Assistant for the medical information entered into the database.

The names in these lists are those who are marked with the “Medical Personnel” association on the Edit Person screen.

If your organization utilizes sites, you may have a separate default person per site, otherwise you are only able to choose one Provider and one Assistant.

These are only defaults and can be changed when recording the medical record.

Treatment Recurrence Times Setup

On this tab of the Medical set up you will define the times for any treatment that has been marked as “recurrence.”

The items marked for recurrence will have the choices shown below selected based on how many times of day the animal’s medical need should be addressed. Click Submit to save.

Cancellation Rules for Outcome Release

The other option on this tab is Cancellation Rules for Outcome Release, and will determine what happens to scheduled medical items when the animal is outcomed.

To use this section, select the Outcome Type, and individual subtypes or select All Subtypes and click Add. Submit when done.

Setup for Medical - Screens/Tabs

On the next tab, Screens/Tabs, you will indicate which sections of the various exam & surgery types will be shown when selecting that type. ◦ Treatments, Food, and Tasks are the new choices available

The “Include” & “Allow Multiple” checkboxes for all Record Types & Subtypes will be defaulted to checked when configuring a new Surgery or Exam Type. One Requiredwill be defaulted to unchecked.

Setup for Medical - Note Templates

On the next tab, Note Templates, text can be entered for selecting during the entry of an exam or surgery. The Note Type must be selected and a template name added, along with the text.

How to use the Care Medical screen

The Care Medical screen has been carefully redesigned to address many of the requests from shelter’s end users.

The tabbed format found in the Edit Agency screen has now been added to the Care Medical screen, allowing users to address any part of the medical record or the details on the animal record without leaving the page.

The Spay/Neuter section has been absorbed into the medical section, and the waivers & vouchers have been added to the Edit Animal details.

Search

When searching for an exam there are several new exciting options.

You may wish to search by the Exam/Surgery Type & Subtype, or by Exam number.

Exams can also be filtered by theirrecord status. The new record status options are:◦ Pending◦ Scheduled◦ Completed◦ History◦ Cancelled

The other options to search are:◦ Animal #◦ Last 10

When you have located the record, select it by clicking the E#. You may also click to Print to open the links for the Medical

Consent Form, Medical Certificate, or Medical View Report.

If you wish to start a new exam from this screen, select the exam type thenclick Create New Record.

Medical Consent Form

Clicking on Print under Consent Form will pop open a window that allows you to print a Consent Form for any Medical Record on that animal.

When you first see the window, it will be blank. Simply click the Record Number to display the information for that exam.

By default the Filters (the other exams listed at the top of the page) are hidden on the printout.

You may also wish to view the medical history report by clicking the blue link.

Medical Certificate

The Medical Certificate acts either as the Surgery or Exam Certificate, depending on which type of medical record is selected for display.

Medical View Report

The Filters Control allows the user to specify which records should be displayed on the Medical View Report when viewed/printed. The Control will be INCLUDED on the printout so it is clear that if filters were applied, which records were omitted.

The new Medical View Report (MVR) is a redesign of and replaces the current “Medical History Report.” The Medical View Report has a “Filter Control” at the top of it which allows PetPoint or the user to: select a different Animal to display (like the Animal View Report currently does) and show/hide various records based on the filters applied.

Animal

In these following slides we will walk through an example of entering a new exam for an animal record.

After clicking the Create New Exam button, the Animal tab is displayed. First you will search for and select an animal for the exam. When the animal is selected, the Edit Animal tabs appear, as part of the

Release 4.0 updates (as shown highlighted in yellow). This allows you to make changes to the various animal details without leaving the page.

Details

Exam details need to be added before any further information can be entered for the exam you are working with. The primary changes here are:◦ Status - as noted before, this is a way to keep track of

exams scheduled in the future, cancelled or completed.◦ Record Subtype - This is the exam type used in the past.◦ Animal Vitals -

Body Temp, Pulse, Respiration & BCS◦ Notes - type your

own notes or usetemplates.

Created/Updated & Status History

The Created & Last Updated Date, Time & Login information is a read-only portion of the record used to capture information on who worked with the record and when.

PetPoint will keep a history of all Status changes in the new Status History Table. Inserts into the Status History Table are created when the values for Status, Status Date/Time, Record Owner, or Site are changed and the record is saved.

Click on the Status History button to launch a pop-up window with a report, listed by Date/Time from newest to oldest.

Saving Your Work & PopUp Reports

When saving your work, use the Submit Exam or Submit Surgery button to save the record and move you to the Summary tab, Save Details to save your work and remain on the same page, or Clear to close the record without making any changes. The Delete button deletes the medical record, and will only appear to Medical -Manager & Administrator level users.

Along with the reports available on the Search tab, there are new reports that you may view from the Details tab.◦ Medical History Report◦ Exams Report - displays only exam records◦ Surgeries Report - displays only surgery records

Conditions

The conditionstab has the following sections: Unresolved

Conditions Condition

Details Condition

Notes Created/

Updated Date, Time & Login Exam Conditions Grid The Conditions Report We will break down these sections in the next slides.

Unresolved Conditions

The UnresolvedConditions are symptoms or diagnoses an animal has that do not have a resolution date & time.

This can be utilized to review past issues and update them with notes or a resolution, thereby removing them from the UnresolvedConditions list.

You can filter the listby Symptom/Diagnosisor Record #.

Tests

The Tests Tab contains the following sections: Scheduled &

Pending Tests Test Details Test Results Exam Tests Grid The new test

screens allow formultiple test results on one test, and also to easily access &edit follow up onpreviously run tests & results, or to schedule retests.

Scheduled & Pending Tests

This section displays all Pending & Scheduled Tests for the selected Animal regardless of which Exam/Surgery they are linked to.

This can be utilized to work with the tests that are not completed with a result and/or are scheduled for future testing.

You can filter the list by Test Type, Record# or Status.

Updating Scheduled Tests

When working with a specific scheduled or pending test, select it from the list, then make changes to the Status menu, add a Retest Date if needed, and update the Results.

Tests in this section can be displayed for multiple exams, and by clicking on the Record #, you are jumped to the details tab of the selected Medical Record, but your work on this exam is saved.

Notes can be added to the test itself, and results must be selected in order to save the test. To save a test as completed at least one test result is required.Otherwisethe statusshould bePending or Scheduled

Once tests & results are submitted as completed, the bottom test result grid will show the tests are no longer scheduled but completed and display any and all results.

Multiple Test Results

Multiple test results are helpful if the animal is having combo tests performed, or there is a potential for various diagnoses within one test, such as the fecal test example shown below. Comments can also be entered for each test result, along with a required result and result date/time.

Vaccinations

The Vaccinations Tab contains the following sections: Scheduled & Pending Vaccinations Grid Vaccination

Details Exam /

Surgery VaccinationGrid

Scheduled & Pending Vaccines

This area of the page makes it easy to work with vaccines that are scheduled for the animal.

The list can be filtered by Vaccine Type, Record # or Status. You may resort the list or delete from it.

Simply select the vaccine you wish to apply and update the information from Scheduled to Completed in the next section.

Vaccination Details

Click Update Vaccination. This will schedule the next vaccine (if set) for the Re-Vac date. In addition, there is a new Vaccination Notes section.

Pet ID Section

Working with vaccination types enabled to have a Pet IDoption, such as rabies tags, this section will appear automatically.

Filling in the Pet ID information is helpful in that you can print out a Vaccination Certificate.

Exam/Surgery Vaccination

When vaccinations are applied as completed for that exam, the table at the bottom of the section provides details, also provided on the Multi-Vaccination Certificate, regarding the exam being given.

You may select the vaccine for editing or delete it, with the proper Medical permissions.

Vaccination reports can be pulled up by clicking on any of the brown buttons from this page.

Multi Vaccination Certificate

Multi-Vaccination Certificate is an update to the current “vaccination certificate.” It will print multiple vaccinations that have been selected in the filters section at the top of the screen.

The filters section itself will not print out.

This document will not contain Scheduled or Cancelled vaccines.

Vaccination Certificate

The Vaccination Certificate Report provides printable documentation on vaccines given.

This differs from the Multi Vaccination Certificate in that only one vaccine can be selected at a time, which makes it a good choice for a Rabies Vaccination Certificate.

The filters section will not appear on the print out.

Treatments

Treatments in PetPoint are a combination of Medications, Procedures, Food and Tasks.

The Treatments Tab contains the following sections: Scheduled & Pending Treatments Grid, Treatment Details, and Exam / Surgery Treatments Grid.

Scheduled & Pending Treatments

Creating scheduled treatments can be an easy way to verify that the animal’s medical concerns have been addressed, and to record them correctly on the medical record.

In the example that follows, the animal is due for a special diet, bandage change every day and a pain reliever as needed. The Scheduled & Pending Treatments list alerts us to when he is due, which we can then select from and update as having been done, with any notes or special instructions necessary.

Marking Treatments Complete

Simply select the treatment from the list, change the status and details and add treatment notes if needed. Then click Update Treatment.

Recurrence

When defining a Treatment as having “recurrence” an additional set of options appear.

The options allow you to set up scheduled times for the treatment to occur.◦ As Needed◦ How Often◦ Frequency◦ Time of Day - Auto-Calculated◦ Duration◦ Total Treatments

Prescription Form

This is a NEW customizable Contract form, so it has the standard Company Info, Person Info, and Animal Info, Prescription Info, and a block of custom text footer that varies by Procedure, Medication, Food, and task Items.

Summary

The final tab of the Exam screen summarizes the selected exam, and you may choose to use any of the actions:◦ Jump To, Print Kennel Cards, Documents or Medical

Documents You can also view the Medical History Report, Medical

View Reportor Animal View Report.

Lock Record

Locking records is a highly requested update which disables changes to these medical records after they have been submitted.

The lock occurs once the check box is activated and the Submit Exam or Submit Surgery button is clicked - simply saving your work or moving between tabs does not lock the record.

This only applies to medical data, so for example on a locked Exam, a user could update an Animal’s Name, but would not be able to modify any of the following Tabs: Exam Details, Conditions, Tests, Vaccinations, or Treatments.

Only an Administrator or a Medical - Manager can unlock a locked record.

Multiple Animals on Exams

When working with multiple animals, such as a litter, that is having the same exam or surgery performed on them, you have the ability to select all of them at once and apply an exam one time to multiple animals.

The animals must be selected in the top section as shown below, while on the Animal tab, by clicking the Search tab for the animal details.

Apply / Delete Selected

You may find that some of the animals you have selected need to be removed, or that several of those animals need the same exam applied to them. Use the checkboxes and the Apply Selected or Delete Selected buttons to work with the records in the top grid.

Duplicate Selected Record

Duplicate Selected Record replaces what was previously known as Repopulate Previous Exam.

When this button is enabled, you may select an exam from the search criteria and click the button to recreate the same exam.

You may then go to the Search tab on the animal section of the duplicated record to apply the same exam to an additional animal.

Questions?

If you require assistance with the topics in this guide, please contact the PetPoint Customer Support Team at (866) 630-7387 x 400 or techsupport@petpoint.comor through the Admin Feedback section in PetPoint.

mailto:techsupport@petpoint.com�

Care MedicalIntroductionCare Medical on the Main MenuSetup ChangesAdd/Edit Contract TextAdd/Edit UsersAdd/Edit ItemItems in 4.0Multi-PriceReview Date Triggers SetupSlide Number 14FoodMedicationVaccineTestProcedureEuthanasia SubstanceExamTaskSurgerySpay/Neuter VoucherAdd/Edit Field ValuesAdd/Edit Field ValuesSetup for Care MedicalDefault Provider & AssistantTreatment Recurrence Times SetupCancellation Rules for Outcome ReleaseSetup for Medical - Screens/TabsSetup for Medical - Note TemplatesHow to use the Care Medical screenSearchSlide Number 37Medical Consent FormMedical CertificateMedical View ReportAnimalDetailsCreated/Updated & Status HistorySaving Your Work & PopUp ReportsConditionsUnresolved �ConditionsTestsScheduled & Pending TestsUpdating Scheduled TestsSlide Number 53Multiple Test ResultsVaccinationsScheduled & Pending VaccinesVaccination DetailsPet ID SectionExam/Surgery Vaccination Multi Vaccination CertificateVaccination CertificateTreatmentsScheduled & Pending TreatmentsMarking Treatments CompleteRecurrencePrescription FormSummaryLock RecordMultiple Animals on ExamsApply / Delete SelectedDuplicate Selected RecordSlide Number 86Questions?