Update a consultation

Consultations consist of five distinct sections that can be updated with appropriate user permissions:

1. Consultation notes
2. Provider
3. Vital signs
4. Problems
5. Consultation product lines (invoice)

Consultation notes can be modified until they are locked regardless of the consultation status (draft, unpaid, paid, partially paid). To protect your patient’s medical notes from being updated or deleted once complete, you can lock consultation notes. Locking consultation notes does not prevent users from being able to edit other areas of the consultation.

The rest of consultation sections can be edited from the consultation while it is in draft status.

When an invoice is closed (marked ready to be paid):

  • Users with the System Admin permission can still edit the consultation provider or line item provider(s), if needed.
  • Any payments must be deleted and the invoice must be reopened to in order to make additional updates (add /removed products, edit quantities, edit label notes, edit providers), if needed. 
    IMPORTANT: Reopening and closing invoices on a day other than the original close date may impact your accrual based sales and sales tax reporting, which is calculated from the last invoice close date. See Recommended workflows to correct closed invoices for a list of recommended workflows for updating closed invoices in different scenarios. For example, returning a product.
    • For practices with Aged Accounts Receivable activated. Invoices be permanently closed based on the last invoice close date plus the number of days selected in Administration > Financial Settings. For example, if an invoice was closed by a user on October 1, 2020; and invoices are set to permanently close the same day, you will have until midnight of October 1 to reopen, update, and reclose the invoice.
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  • Consultation notes can still be updated even if an invoice has been closed or permanently closed, unless the notes have been locked by a user from being further edited.

If you reopen an invoice, the following actions will update reminders and callback tasks created by special action when the invoice is closed again as follows:

  • Update a line item date: any patient reminders’ and callback tasks’ due dates will be updated.
  • Update a line item provider:any callback tasks will remain assigned to the line item provider the first time the invoice was closed.

If you delete a product, any reminders and callback tasks will still be in effect. You should manually update reminders on the Reminders tab in the patient record and callback tasks on the Callbacks tab, as needed.

Vital signs can be modified on draft consultations, regardless of the consultation notes being unlocked or locked. Vital signs on an unpaid, paid, or partially paid consultation can be edited from the patient Vitals tab. See Enter patient vital signs for more information. 

For users with the System Admin permission. The consultation provider and line item provider(s) can be modified regardless of the consultation’s status, if needed.

Permissions:

Edit Consultations - to update consultation notes and product lines, and to lock consultation notes.

System Admin – to update consultation provider and line item provider(s) on closed invoices.

Unlock Notes - to unlock previously locked consultations.

See the following articles for more information:

Update a draft consultation

Permissions required: Edit Consultations

You can edit or update consultation product lines on a draft consultation at any time. A draft consultation is one that has not yet been paid.

  1. Search for and select the patient.
  2. Click the Consults tab.
  3. In the History area, click View to open an existing draft consultation for editing.
    Note: You will receive a notification if one or more users are accessing the same consultation at the same time. For more information about making changes to a consultation at the same time as other users, see FAQs: Consultations and procedures.
  4. Ensure the correct provider is selected in the Provider drop-down list and update the information as needed.
  5. Enter the patient vital signs, as needed. See Enter patient vital signs for more information.
    • Weight - Enter the weight in the Weight box up to 3 decimals. Then review or update the weight units, as needed.
    • Temp - Enter the temperature in the Temp box up to 1 decimal.
    • Pulse - Enter the pulse in the Pulse box as a whole number.
    • Resp - Enter the respiration rate in the Resp box as a whole number.
  6. Edit the consultation product lines, as needed.
    • Label - Enter information to be printed on labels or forms. For example, prescription instructions, location of administered vaccine.
    • Quantity - Quantity sold.
    • Provider - Veterinarian or staff who should be credited for the sale.
    • Price - Sell price without tax and sell price with tax.
    • Date - Date the product was sold, performed, administered, prescribed, etc.
      Note: If you edit the date of a consultation product line, the due date of any reminders created by a special action will automatically update.
  7. Optional. Review any auto discounts, as available; and update or apply any discounts, as needed. See Apply or update a discount on consultation or estimate product lines for more information.
  8. To rearrange the order of product lines, click the Rearrange icon mceclip0.png on the product line you want to move. Then continuing to hold down your mouse button, drag the product line or grouped procedure template product lines up or down until a blank line appears where you’d like to move the product. See Rearrange product lines on consultations, estimates, and refunds for more information.
  9. Optional. If the client has declined any products or services and you want to save them to the patient record, click the menu button menu_button_consultation_line.png, then select Decline. See Decline products on estimates and consultations for more information.
    Note: If the consultation was converted from an estimate, any declined products from the converted estimate were transferred to the consultation.
    Tip:
     You can re-add declined products and services back to the consultation by clicking the Revert button Revert_button.png, as applicable.
  10. If your notes are complete, click Lock Notes.
  11. If the consultation is final, select the Is this invoice ready to be paid?
    check box and close the invoice.
    If it isn't complete, click Save.
    Note: Patient reminders are created, updated, or deleted and callback tasks are created when the invoice is closed (marked ready to be paid). If you delete a product from a saved consultation, any reminders created by a special action will still be in effect and you should update them manually on the Reminders tab in the patient record. See the end of this article for additional information
  12. Optional: You will receive a notification if another user has saved changes to the same consultation after you click Save.
    • Click Cancel to return to the consultation.
    • Click Yes, continue to save your changes.
      • Note: We recommend you confirm any changes made by the other user(s) before clicking this button to reduce data loss.
  13. Optional: You will receive a notification if another user has locked a consultation note before you click Save.
    Tip: To review changes to the consultation notes, click the Note Activity tab.  For more information about the Note Activity tab, see Lock consultation notes and track edit history.
  14. If you are prescribing or refilling a medication and printing labels, see Create or refill a prescription.

 

Update an unpaid consultation

Permissions required: Edit Consultations

  1. Search for and select the patient.
  2. Click the Consults tab.
  3. In the History area, click View to open the existing consultation for editing.
    Note: You will receive a notification if one or more users are accessing the same consultation at the same time. For more information about making changes to a consultation at the same time as other users, see FAQs: Consultations and procedures.
  4. Modify the notes, if needed.
    Note: If the consultation is locked, you will need to unlock the consultation before you can modify the notes.
  5. If your notes are complete, click Lock Notes.
  6. If you need to modify consultation product lines, clear the Is this invoice ready to be paid? check box and open the invoice.
    Note: Reopening and closing invoices on a day other than the original close date may impact your accrual based sales and sales tax reporting, which is calculated from the last invoice close date. See Recommended workflows to correct closed invoices for additional information.
  7. Edit the consultation product lines, as needed.
    • Label - Enter information to be printed on labels or forms. For example, prescription instructions, location of administered vaccine.
    • Quantity - Quantity sold.
    • Provider - Veterinarian or staff who should be credited for the sale.
    • Price - Sell price without tax and sell price with tax.
    • Date - Date the product was sold, performed, administered, prescribed, etc.
      Note: If you edit the date of a consultation product line, the due date of any reminders created by a special action will automatically update.
    Note: If you delete a product from a reopened invoice, any reminders or callback tasks created by a special action will still be in effect and you should update them manually, as needed. See the end of this article for additional information.
  8. To rearrange the order of product lines, click the Rearrange icon mceclip0.png on the product line you want to move. Then continuing to hold down your mouse button, drag the product line or grouped procedure template product lines up or down until a blank line appears where you’d like to move the product. See Rearrange product lines on consultations, estimates, and refunds for more information.
  9. Optional. If the client has declined any products or services and you want to save them to the patient record, click the menu button menu_button_consultation_line.png, then select Decline. See Decline products on estimates and consultations for more information.
    Note: If the consultation was converted from an estimate, any declined products from the converted estimate were transferred to the consultation.
    Tip:
     You can re-add declined products and services back to the consultation by clicking the Revert button Revert_button.png, as applicable.
  10. When you are finished making changes, select the Is this invoice ready to be paid? check box and close the invoice. 
    Note: If you updated line item dates, any previous reminders or callback tasks due dates will be updated when the invoice is closed (marked ready to be paid).
  11. Optional: You will receive a notification if another user has saved changes to the same consultation after you click Save.
    • Click Cancel to return to the consultation.
    • Click Yes, continue to save your changes.
      • Note: We recommend you confirm any changes made by the other user(s) before clicking this button to reduce data loss.
  12. Optional: You will receive a notification if another user has locked a consultation note before you click Save.
    Tip: To review changes to the consultation notes, click the Note Activity tab.  For more information about the Note Activity tab, see Lock consultation notes and track edit history.
  13. If you are prescribing or refilling a medication and printing labels, see Create or refill a prescription.

 

Update a partially paid or paid consultation

Permissions required: Users must have Edit Consultations and Deactivate Records permission in order to delete payments.

  1. Delete the payment.
  2. Click the Patients tab, and then click the patient’s name.
  3. Click the Consults tab.
  4. In the History area, click View to open the existing consultation for editing.
    Note: You will receive a notification if one or more users are accessing the same consultation at the same time. For more information about making changes to a consultation at the same time as other users, see FAQs: Consultations and procedures.
  5. Modify the notes, if needed.
    Note: If the consultation is locked, you will need to unlock the consultation before you can modify the notes.
  6. If your notes are complete, click Lock Notes.
  7. If you need to change the provider or products, clear the Is this invoice ready to be paid? check box and open the invoice.
    Note: Reopening and closing invoices on a day other than the original close date may impact your accrual based sales and sales tax reporting, which is calculated from the last invoice close date. See Recommended workflows to correct closed invoices for additional information.
  8. Edit the consultation product lines, as needed.
    • Label - Enter information to be printed on labels or forms. For example, prescription instructions, location of administered vaccine.
    • Quantity - Quantity sold.
    • Provider - Veterinarian or staff who should be credited for the sale.
    • Price - Sell price without tax and sell price with tax.
    • Date - Date the product was sold, performed, administered, prescribed, etc.
      Note: If you edit the date of a consultation product line, the due date of any reminders created by a special action will automatically update.
    Note: If you delete a product from a reopened invoice, any reminders created by a special action will still be in effect and you should update them manually on the Reminders tab in the patient record.
  9. To rearrange the order of product lines, click the Rearrange icon mceclip0.png on the product line you want to move. Then continuing to hold down your mouse button, drag the product line or grouped procedure template product lines up or down until a blank line appears where you’d like to move the product. See Rearrange product lines on consultations, estimates, and refunds for more information.
  10. Optional. If the client has declined any products or services and you want to save them to the patient record, click the menu button menu_button_consultation_line.png, then select Decline. See Decline products on estimates and consultations for more information.
    Note: If the consultation was converted from an estimate, any declined products from the converted estimate were transferred to the consultation.
    Tip:
     You can re-add declined products and services back to the consultation by clicking the Revert button Revert_button.png, as applicable.
  11. When you are finished making changes, select the Is this invoice ready to be paid? check box and close the invoice. 
    Note: If you updated line item dates, any previous reminders or callback tasks due dates will be updated when the invoice is closed (marked ready to be paid).
  12. Optional: You will receive a notification if another user has saved changes to the same consultation after you click Save.
    • Click Cancel to return to the consultation.
    • Click Yes, continue to save your changes.
      • Note: We recommend you confirm any changes made by the other user(s) before clicking this button to reduce data loss.
  13. Optional: You will receive a notification if another user has locked a consultation note before you click Save.
    Tip: To review changes to the consultation notes, click the Note Activity tab.  For more information about the Note Activity tab, see Lock consultation notes and track edit history.
  14. If you are prescribing or refilling a medication and printing labels, see Create or refill a prescription.
  15. Click Pay to reenter the payment.