Manage patient species, breeds, and sexes

Neo provides standardized patient species, breed, and sex lists to help optimize:

  • Administration, including any diagnostic reference mappings (IDEXX, Antech)
  • Patient record entry
  • Reporting

From the Patient Settings administration page, you can customize these lists to meet your practice’s needs including the ability to add, edit, deactivate, and reactivate, as necessary.

You can even eliminate duplicate breeds and species, and quickly reassign patients to the correct values.

When you view the species, breed, or sex list, you will see the number of patients assigned to each selection. These numbers can be useful when deactivating or reassigning items.

Permissions: System Admin

Species list

Add or edit a species

Before you add or edit a new species, we recommend you search the list first to avoid duplicates with different spellings (for example, Canine, K9).

When you edit an existing species name, all patient records with that species will automatically be updated.

  1. Click your name in the menu bar. Then click Administration.
  2. Under System Admin, click Patient Settings.
  3. To filter the list, enter a full or partial search term in the Search Species box.
  4. To add a species, click +Add Species
    or
    To edit a species, hover over the row you want to edit. Then click the pencil icon Edit_pencil_icon.png when it appears.
  5. Enter or update the species in the Species Name box.
    Note: You will see a duplicate warning if the name already exists.
    PS_species_duplicate_warning.png
  6. Click the green check to save.
    Or click the red X to cancel.
  7. Repeat steps 3-6 for each additional species you need to add.

Note: New species will remain at the top of the Species list until you refresh the page or navigate away and come back to it.

Reassign a species

You can combine and clean up duplicate species names and misspellings (for example, Canine, Caninne, Can, K9) for your practice, right when you need it.

When you use the Reassign function, the following actions take place automatically when you save your changes.

  • All patient records will be updated.
  • All breeds in the Breed list will be reassigned.
  • The reassigned species name will:
    • be deactivated.
    • no longer be available in patient Species drop downs (patient Overview, create new patient from an appointment)
  1. Click your name in the menu bar. Then click Administration.
  2. Under System Admin, click Patient Settings.
  3. To filter the list, enter a full or partial search term in the Search Species box.
  4. Select the checkbox(es) to the left of the species name(s) you want to reassign to another species. For example, K9, Can, can.
    Tip: You can select more than one checkbox, as needed.
  5. Click Reassign.
  6. From the Species drop-down, search for and select the species you want to reassign patient records to. For example, Canine.
  7. Click Reassign.
  8. Click Continue.
    Or click Cancel.
  9. Repeat steps 3-8, as needed.

Deactivate- or reactivate - a species

When you deactivate a species, it will automatically deactivate all breeds associated with that species. The deactivated species and breeds will continue to display on associated patient records until you either:

  • Reassign the deactivated species and breeds in Patient Settings. See Reassign a species in the previous section of this article.
  • Select a new species and breed on the patient record(s).
  1. Click your name in the menu bar. Then click Administration.
  2. Under System Admin, click Patient Settings.
  3. To filter the list, enter a full or partial search term in the Search Species box.
  4. To deactivate a species, click the toggle.
    To reactivate a species, click the toggle again.
    toggle_on_and_off.png

Deactivated species will automatically be hidden from the default list view. To view deactivated species, select the Show deactivated species checkbox.

 

Breeds list

Every breed in Neo is linked to a species, creating a specific breed list per species.

Add or edit a breed

When you edit an existing breed name or existing species associated to a breed from the Breeds list, all patient records will automatically be updated, as applicable.

  1. Click your name in the menu bar. Then click Administration.
  2. Under System Admin, click Patient Settings.
  3. Click the Breeds tab.
  4. To filter the list, enter a full or partial search term in the Search Breed or Species box.
    Tip: You can search by breed or species.
  5. To add a breed, click the +Add Breed link.
    or
    To edit a breed, hover over the row you want to edit. Then click the pencil icon Edit_pencil_icon.png when it appears.
  6. Enter or update the breed in the Breed Name box.
  7. Review or search for and select a species from the Species drop-down.
    Note: You will see a duplicate warning if the breed and species combination already exists.
  8. Click the green check to save.
    Or click the red X to cancel.
  9. Repeat steps 4-8, as needed.

Reassign a breed

You can combine and clean up duplicate breed names and misspellings (for example, Labrador Retriever, Lab, Lab Retreiver, Laboratory Retriever) for your practice, right when you need it.

When you use the Reassign function, the following actions take place automatically when you save your changes.

  • All patient records will be updated.
  • The reassigned breed name will be deactivated.
  • The reassigned breed name will no longer be available in any Breeds drop down lists on patient records (patient Overview, create new patient from an appointment).
  1. Click your name in the menu bar. Then click Administration.
  2. Under System Admin, click Patient Settings.
  3. To filter the list, enter a full or partial search term in the Search Breed or Species box.
  4. Select the checkbox(es) to the left of the breed name(s) you want to reassign to another breed. For example, Labrador Mix, Lab Mix, Mixed Lab.
    Tip: You can select more than one checkbox, as needed.
  5. Click Reassign.
  6. From the Breed drop-down, search for and select the breed name you want to reassign patient records to. For example, Labrador Retriever.
  7. Click Reassign.
  8. Click Continue.
    Or click Cancel.
  9. Repeat steps 3-8, as needed.

Deactivate- or reactivate - a breed

Deactivated breeds will continue to display on patient records until you either:

  • Reassign the deactivated species and breeds in Patient Settings. See Reassign a breed in the previous section of this article.
  • Select a new breed on each patient record, as needed.
  1. Click your name in the menu bar. Then click Administration.
  2. Under System Admin, click Patient Settings.
  3. To filter the list, enter a full or partial search term in the Search Breeds or Species box.
  4. To deactivate a breed, click the toggle.
    To reactivate a breed, click the toggle again.
    toggle_on_and_off.png

Deactivated breeds will automatically be hidden from the default list view. To view deactivated breeds, select the Show deactivated breeds checkbox.

 

Sex list

Neo provides you with a standard list of patient sexes that you can customize to your practice’s patient base.

Add or edit a sex

  1. Click your name in the menu bar. Then click Administration.
  2. Under System Admin, click Patient Settings.
  3. Click the Sex tab.
  4. To add a sex, click the +Add Sex link.
    or
    To edit a sex, hover over the row you want to edit. Then click the pencil icon Edit_pencil_icon.png when it appears.
  5. Enter or review and update the sex details.
    Note: Unknown is the system default sex used when a sex is not selected for a patient; but you can update its name and code, if needed.
    a. Name = Enter the name how it should display in patient Sex drop-downs, including reports.
    b. Sex = Select Male, Female, or Unknown.
    c. Altered = Select Yes or No whether this patient sex is a modified sex. If you selected Yes, skip to step 5e.
    Tip: Create the altered version of the sex first before creating the unaltered version.
    d. Altered Sex = Select the altered sex the patient record should be updated to when invoiced for a product with the Set patient sex to neutered/spayed special action.
    Note: This drop-down will be grayed out if you selected Yes in step 5c.
    e. Code = Enter up to a 3 character code that will display in the patient quicklist and patient signalment.
    PS_sex_altered_and_non_altered.png
  6. Click the green check to save.
    Or click the red X to cancel.
  7. Repeat steps 4-6, as needed.

Deactivate - or reactivate - a sex

Deactivated sexes will continue to display on patient records until you select a new sex on each patient record, as needed.

  1. Click your name in the menu bar. Then click Administration.
  2. Under System Admin, click Patient Settings.
  3. Click the Sex tab.
  4. Select the Show deactivated sexes checkbox.
  5. Deactivate the sex.
    Note: You must deactivate an altered sex before you can deactivate its corresponding unaltered sex(es). For example, before you can deactivate Gelding, you must remove it from Stallion.
    mceclip0.png
    • To deactivate an altered sex (Altered = Yes):
      • Locate each unaltered sex where the altered sex is selected, click the pencil icon to edit, and update Altered Sex = Select or other sex, as appropriate. 
      • Click the green check to save.
      • Click the toggle to deactivated.
    • To deactivate an unaltered sex (Altered = No), click the toggle.
    • To reactivate a sex, click the toggle again. Make any additional updates, as needed.

toggle_on_and_off.png

Deactivated sexes will automatically be hidden from the default list view. To view deactivated sexes, select the Show deactivated sexes.




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