tips and tricks for using medical 4 - petpointtips and tricks for using medical 4.0 why the change?...
TRANSCRIPT
Maximizing Medical Tips and Tricks for using Medical 4.0
Why the change? User Feedback Quality Data Medical Inventory Transfer Network Medical National Statistics Look & Feel
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Why the change? PetPoint Medical 4.0 was a drastic change from the previous version of medical in PetPoint. Let’s look at some high level reasons for change, and then we’ll get into the specifics of each point in the next slides. 100% of the changes that we made were in response to user feedback asking for various functionality. Quality Data: the data that PetPoint recorded previously on medical was well above the industry standard. However, it fell short in some areas where treatments were assumed to have happened, or tricking the system was a necessary means of operation to achieve functionality. That process of “tricking the system” deteriorates the quality of your data, which can hinder grants as well as other reporting. Since the creation of the retail inventory system over 2 years ago, groups have been asking when the medical inventory will be in place. Without some of the features that we added, medical inventory is impossible. Most groups’ only complaint about the amazing PetPoint Transfer Network is that the medical doesn’t transfer “as medical” – it doesn’t set up scheduled things, or record that it’s been done in a way that the adopter would see a complete picture. The changes that we made earlier in the year to standardizing medical items started the pathway toward being able to transfer this information, and now the changes to Medical pave the way to allow that to happen in the future. There is a movement afoot in the national veterinary associations to compile meaningful national statistics. PetPoint is uniquely positioned to report on that aggregate data with over 1700 licensed users across the United States and Canada, but only if the medical record-keeping system in PetPoint is robust. As you’ve noticed with Edit Animal, Edit Person, Edit Agency and Case, PetPoint is moving toward the modern web layout of tabbed-format interfacing. We’ve now moved Medical into that category, and by this time next year, all of PetPoint should be in the “tab-style” format.
User Feedback
Schedule items without an initial treatment
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As I said, everything that was done for PetPoint 4.0 was in direct response to user feedback. Here are some examples of that feedback: Scheduling items – previously, if a newborn puppy needed to be scheduled for shots, or dewormer, or anything medical, it had to be recorded in memos, because you couldn’t schedule things in PetPoint without a review date, and the review date was on a previous item. By adding statuses, users can now schedule shots or treatments, or even put something as “pending” instead of having to use a stage or memo of “vet check needed.”
User Feedback
Charge for exams, surgeries
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Some groups wanted to be able to charge for exams or surgeries. Since these were field values, that wasn’t an option. We’ve now made them items, which means you can have all the functionality of an item – including setting up the triggered items, using multi-price options, and auto-populating on receipt.
User Feedback Record & Schedule other surgeries
besides spay/neuter
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Previously, if you put other non-spay/neuter surgeries as surgery types in spay/neuter surgeries, completing those surgeries would change the animal’s spay/neutered status to “yes,” and inaccurately report a higher than accurate number of spay/neuter surgeries completed. We’ve now made surgery have a characteristic of “is spay/neuter surgery,” as well as indicate whether the surgery was elective or non-elective.
User Feedback
Add full medical functionality to surgeries
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- Another frequently requested piece of functionality that Medical addressed was the need to enter medications, vaccines, tests, and procedures to a surgery. Previously, users had to create a separate exam to record that information, then go to Care: Spay/Neuter surgery to record the surgery. Now that’s all handled in one screen, and you have access to the various tabs based on admin setup. From one medical record, you can now record the amount of anesthetic used, the procedure of bandaging or suturing, set up review dates and auto-trigger.
User Feedback Set defaults for common fields
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Many groups have appreciated the addition of the “body part” and “route” fields on medications, but wanted to set specific defaults that their organization uses. We’ve now added those as options to default from the item setup. We’ve also added the capability to automatically trigger other items based on the review date. If, for example, you gave a treatment of “advantage,” and you wanted to schedule a task of checking for fleas, you can automatically trigger that from the “review date trigger setup” functionality added here.
User Feedback
Set requirements for specific fields
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Some groups wanted the ability to force a user to enter a serial number or container number from vaccines for their state or local rabies reporting requirements. That’s now an option from add/edit item, too.
User Feedback Modular Security
User Role View/
Create Edit Limited
Delete & Unlock Record
Medical – User
Yes No No
Medical – Power User
Yes Yes No
Medical - Manager
Yes Yes Yes
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With modular security, there are medical-specific user roles. That means that certain users can be blocked from accessing medical records at all, or users can have different levels of user status than their medical status – an example might be that a Vet Tech should have permissions to add and edit animals and profile information, etc (i.e., power user), but not “manager” status, while needing “medical-manager” status to oversee their particular department in medical. Groups have been asking for this since the beginning of PetPoint.
User Feedback Locking medical records
Release 4.0 Operation
Operation Status
Lock Checkbox Default Setting
Un-lockable once Locked?
Exam/Surgery Pending Unchecked & Disabled N/A Exam/Surgery Scheduled Unchecked & Disabled N/A Exam/Surgery Completed Unchecked & Enabled Yes Exam/Surgery History Unchecked & Enabled Yes Exam/Surgery Cancelled Checked & Disabled Yes
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Locking medical records – for legal reasons, many groups had requested to “lock down” medical records so that only specific users could modify those records. We added this functionality with the “lock record” logic in conjunction with the modular security roles and record statuses.
User Feedback Customizable Medical View Report
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Customizable Medical View Report – with over 1700 licensed PetPoint users, you can imagine that we get many different requests for the same thing, a little different. We had many requests to do something or not do something specific with medical view reports, so the solution was to make it fully customizable – now you can filter out based on statuses, summarize or use detail for recurring treatment, and even filter based on the specific medical component!
User Feedback Access Printable Records
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Previously, you had to go into the Care: Medical module to access the medical documents for an animal, and there were limited forms available. With the addition of the “actions” section on Summary of Medical (and all upcoming PetPoint 4.0 changes), as well as this addition to Edit: Animal, you can now print any of the records from anywhere in PetPoint. Just use the “kennel card” drop down to access the kennel cards, the “documents” drop down to access Animal View Report, Transfer History Report, Vouchers, Waivers and Medical History. Use the “Medical Documents” drop down to access Conditions Report, Test Reports, Treatment Reports, Certificates, Forms and more.
User Feedback Multiple animals
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One of the best functionality changes of the new medical, which will be repeated on all the new PetPoint 4.0 operations, is the ability to add more than one animal to the exam. This is far more sophisticated than “repopulate previous exam,” and can really cut down entry time if you have several animals that have received the same thing or are getting scheduled for the same series of things. Multiple animals on one exam is definitely the easiest route to go if you know in advance that you have multiples of the same exam. Duplicate selected record, which we’ll go over next, is what you would use if you realize that you have the same exam after it’s been completed.
User Feedback Duplicate Selected Record
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Previously, there was an option for “repopulate previous exam.” That was basically a fancy copy / paste functionality from the most recent record onto a new animal. These steps had to be repeated for multiple animals. With duplicate selected record, the copy / paste functionality can happen to any completed medical record. Tip: keep in mind that the duplicated record will retain the original dates for the exam or surgery as well as the items, and the review dates will also be from the previous record. This information should probably be updated if you’re using records from days that have passed.
Quality Data How do we know if “recurring items” were
actually completed? Cancelled? Discontinued?
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With the previous PetPoint Medical system, we just assumed that it was completed. But that doesn’t give the accurate picture, does it? Did you give half the dose, and then discontinue it? Did the animal react poorly to the medication and it was discontinued? Maybe it wasn’t strong enough, and the dosage had to be increased? With the old PetPoint medical, each recurring medication showed up on the medical “to do” list, and it was assumed that if the date had passed, it had been done. For all of the reasons I’ve already explained, that was a false assumption. Not to mention creating an impossible situation for medical inventory! How would we know when to take out medication from inventory? How much? What if it was discontinued? The path would quickly lead to a very inaccurate and worthless medical inventory system. For all of the reasons I’ve mentioned, it is absolutely critical to accurate data management and record keeping to “complete” recurring items timely. The original plan, and best practice, was to only show those items that were truly “scheduled” on the medical treatment express report. In response to user feedback, we modified that report to include all theoretical future scheduled treatments, even if the daily treatments hadn’t been marked “complete.” While the report will get you through working with daily treatments, if any of those treatments should be discontinued, or dosages changed, if you aren’t “completing” records daily, there is no accurate way to show at what point the dosage was increased and a medication discontinued. We’ve had some great suggestions about re-activating scheduled items once an animal comes back in to inventory, or differences between in & out of foster, but those great pieces of functionality won’t be put in place until users are actually “completing” treatments – otherwise, there’s no point, the data wasn’t accurate to begin with.
Quality Data
Times of day for treatment?
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Previously, if the animal was scheduled to have pills twice a day for 14 days, there was no indication on the to-do list about what time of day was remaining or that the medication was due. Now administrators can set up time of day defaults for recurring medications that happen more than once per day.
Quality Data
Test Results
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Previously, users could only enter one test result for each test. This is fine for some tests, but what about combo tests? With the improvements in PetPoint 4.0, users can indicate which conditions the animal was positive for, and which they were negative for. With admin setup, these test results can automatically add a condition to an animal’s record, schedule a follow-up treatment, and require a re-check! In this example, the test is set up to add conditions that might be found through this test if the animal tests positive, and automatically schedules a follow-up retest! There is also a comments field on each test result, which you can use to record the actual values that you get in the result.
Medical Inventory
Scheduled Recurrences Treat / Script / Fill
Medical Inventory
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We’ve already talked about scheduled recurrences, and how it would lead to inaccurate medical inventory if we just “assumed” that every recurring treatment was completed. Another part of medical in the previous system that prevented us from developing medical inventory was the concept of treating, prescriptions, or filling a prescription. With that medical system, it was assumed that medications on an animal’s record were to be treated. But that’s not always what happens in every situation. Some groups only record those medications that they actually treat the animal with. Others need to indicate if it was a prescription for the animal, in which case the foster or adopter should get the prescription filled and complete the treatment outside the shelter. Still others would be that filling pharmacy and would fill a prescription for an animal owner. By adding treat/script/fill, we know whether to schedule items as recurrences (treat), simply record the recommendation / prescription from the vet (script), or take the entire dose out of inventory at one time (fill).
Transfer Network Medical
Standardizing medical items
Transfer Network
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Beginning mid-2010, our teams behind the scenes began compiling lists of medications, euthanasia substances, vaccines and tests that are used throughout the veterinary medicine industry. We then compared those lists to the lists of items that users had in their databases. We used some computer programming to match up as many items as we could, and then spent hundreds of man and woman hours hand matching items that didn’t fit according to the computer. We did all of this to minimize the impact to the users and administrators of PetPoint, while adding the value of standardizing medical items. The big problem with transferring medical items from one organization to another was that since each database could have it’s own items, we weren’t able to translate medical items from Organization A to Organization B. By standardizing manufacturers and products, it now doesn’t matter what the organization calls the item, if the manufacturer and product match, we should be able to transfer medical when an animal changes care through the PetPoint Transfer Network. PetPoint is the first in not only software, but in the Animal Welfare industry, to standardize products and manufacturers!
Transfer Network Medical
Recurrences and scheduled items
Transfer Network
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As I’ve stated several times, it is critical to “complete” medical items, for consistency in data and thorough and accurate reporting. For Transfer Network to utilize medical, it will also be crucial. How would the new organization know how many recurrences were left in a treatment? How would they know if certain medications had been discontinued, or dosages changed, if you aren’t keeping up with your scheduled medical items? Transferring medical simply will not work without accurate scheduled item information. The same is true with conditions – if you aren’t recording a “resolution date” for conditions, how would the new organization know if the animal still has that medical condition, or if it’s actually resolved?
National Statistics
PetPoint Portfolio
National Statistics
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If you haven’t seen a PetPoint Portfolio report before, this is what they look like. We compare your organization’s data with that of your state, and that of the nation. We compare intakes, outcomes, and select other data, and present it graphically for those with the user role of “Executive Contact.” With over 1700 licensed users, PetPoint is in a unique position to report aggregate data like this, and that has caught the attention of national veterinary movements and coalitions that would like to see standardized reporting of medical trends. By improving the quality of data collected, and trying to ensure consistency with standardized medical items, we can help further these national movements and even help groups qualify for grant and other funding on the basis of their quality data.
National Statistics Partnerships with Manufacturers?
National Statistics
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Have you taken advantage of our purchasing partner arrangements? The concept is that as one organization, you might have 2 or 200 employees, but you’re still considered a “small business” to corporations. Discounts are given to companies that have more purchasing power, like big companies. It makes sense, then, to combine the purchasing power of our 1700+ organizations and get those same discounts for large businesses and extend those to you, whether you are one person or the largest organization we have. Don’t you like saving money? We would like to create similar partnerships with pharmaceutical companies, to get you discounted medical supplies and even set up ordering through PetPoint. We can’t do that without standardized items and quality data. We have no way to give an accurate picture of how much of a product is used without “completing” treatments – otherwise it’s just “assumed” that you gave all 28 pills that you planned on. And that’s not the kind of accurate data that potential partners need to see.
Look and Feel
Tabbed Format
Look and Feel
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All of PetPoint 4.0 is going to the tabbed format that is the current trend in online applications. This tabbed format is also more compatible with tablet-style devices.
Look and Feel
Notes
Look and Feel
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Each tab now has their own set of notes, with spell check available. We’ve made that consistent with the new look & feel design.
Look and Feel
New Summary Tab
Look and Feel
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The Summary tab now has all the details that you have been asking for – complete animal details, including Point in Time tables, complete operation details (in this case, medical), and complete options for actions – you can print all of your documentation from the “action” section, and utilize “jump to’s.” You’ll see this same functionality and format on all the new PetPoint 4.0 operations – Ownership, Foster, Licensing, and Intakes and Outcomes.
Tip: Defaults, Defaults, DEFAULTS!
Operation Without Defaults With Defaults Percent time saved
Intake Exam 8 min. 45 sec. 2 min. 77%
Spay/Neuter Surgery (w/Medical)
7 min. 23 sec. 1 min. 38 sec. 78%
Vaccination Booster
45 seconds 31 seconds 31%
Totals 16 min. 55 sec. 4 min. 9 sec. 76%
Tips and Tricks
Tip: User Roles User Role View/
Create Edit Limited
Delete & Unlock Record
Medical – User
Yes No No
Medical – Power User
Yes Yes No
Medical - Manager
Yes Yes Yes
Tips and Tricks
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Consider what access your staff needs to medical records. Check out this table on what the various user roles can do.
Trick: Update Animal from Exam!
Tips and Tricks
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You don’t need to go to Edit: Animal any more – you can edit the animal right from the animal tab on medical. Make sure to click “update animal” after this is complete, though!
Tip: Locking Records
Release 4.0 Operation
Operation Status
Lock Checkbox Default Setting
Un-lockable once Locked?
Exam/Surgery Pending Unchecked & Disabled
N/A
Exam/Surgery Scheduled Unchecked & Disabled
N/A
Exam/Surgery Completed Unchecked & Enabled
Yes
Exam/Surgery History Unchecked & Enabled
Yes
Exam/Surgery Cancelled Checked & Disabled Yes
Tips and Tricks
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Certain statuses cause medical records to become “locked,” and sometimes the “lock” box is available. Users with Medical-Manager or Administrator roles can unlock these records, but here’s a table explanation of how statuses affect the “lock record” checkbox.
Trick: Completing scheduled items
Tips and Tricks
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Search the “scheduled / pending” items from the search screen! Use the treatment or vaccine express reports, with the status set to “scheduled” for the time period you’re updating. That makes it easy to look up a medical record to update it.
Tip: Medication Labels
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Correct label size is Avery 5163. You do not need a “label printer” – these print out from your standard printer, on an Avery labels sheet that is a standard 8 ½ x 11.
Trick: Multi-Vaccine Certificates
Tips and Tricks
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Check off which vaccines you want to appear!
Tip: I don’t want it to recur!
Tips and Tricks
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Default to check off recurrence, or remove it from the user screen directly.
Tip: Notes
Tips and Tricks
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The notes that appear on kennel cards and printouts are on the “details tab” – the individual item notes do not appear on kennel cards.
Trick: DVM on Vaccine Certificate Tips and Tricks
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If you want the “Provider” to appear on the vaccination certificate, and a place for them to sign, make sure that the provider that is a DVM has their DVM license number recorded on their Person record.
Tip: Medical View Report
Tips and Tricks
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Utilizing checkboxes, Detail vs. Summary
Tricks: Reports Detail vs. Express Statuses & Status Date Extended Crosstab
Tips and Tricks
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Express vs. Detail Statuses Filtering Collapsing Parameters
Tip: “Advanced Animal Search”
Tips and Tricks
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On September 26th, we will be adding the “advanced animal search” functionality, which will allow users to look for medical records on animals by searching on all of the animal criteria. Clicking the “animal search” button will open a pop-up window where users can utilize the full animal search menu. Once an animal is selected, the pop-up closes, and the animal number is filled in to the search box on medical. Press find to locate the animal’s records. In the upcoming changes to PetPoint 4.0, including intakes, outcomes, ownership, licensing and more, this animal search will be included.
Try it Out! http://sms.petpoint.com/sms3 Shelter ID: USAC00 User ID: summituser1 User ID: summituser2 User ID: summituser3 Password: summit
Tips and Tricks
Final Points Complete treatments / tests / conditions /
vaccines! Setup defaults! Utilize templates where appropriate Set up triggers
Quality Medical
The Follow Up Module A sneak peek!
Follow Up
Follow Up
Follow Up
Follow Up
Follow Up
Care: Medical
Thank You! Questions? PetPoint Technical Support
[email protected] 866-630-7387 ex400 Via Admin: Feedback
PetPoint Training [email protected] 866-630-7387 ex496
Follow Up