Update a consultation

You can update consultation notes and product lines, lock consultation notes, and unlock consultation notes if you have the appropriate user permissions.

Consultation notes can be modified on unlocked consultations, regardless of the consultation's 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.

Consultation product lines can be modified on draft consultations, regardless of the consultation notes being unlocked or locked.

Permissions:

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

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 Consultations 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.
    Note: 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.
  5. If your notes are complete, click Lock Notes.
  6. If the consultation is final, select the Is this invoice ready to be paid?
    check box and close the invoice.
     Note: Patient reminders are created, updated, or deleted and callback tasks are created when the invoice is closed (marked ready to be paid). See the end of this article for additional information
    If it isn't complete, click Save.
  7. 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.
  8. 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.
  9. 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

Note: Sales and sales tax report totals will be affected if closed invoices are opened and modified in a different reporting period.

  1. Search for and select the patient.
  2. Click the Consultations 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.
  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. 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).
  9. 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.
  10. 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.
  11. 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.

Note: Sales and sales tax report totals will be affected if closed invoices are opened and modified in a different reporting period.

  1. Delete the payment.
  2. Click the Patients tab, and then click the patient’s name.
  3. Click the Consultations 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.
  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. 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).
  10. 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.
  11. 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.
  12. If you are prescribing or refilling a medication and printing labels, see Create or refill a prescription.
  13. Click Pay to reenter the payment.

 

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

  • Patient reminders are created, updated, or deleted.
  • Callback tasks are created and assigned to the line item provider.

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.

Note: 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.