Start a consultation and record patient information

A consultation is the appointment record and invoice for the patient. Depending on the appointment type, you can use procedure templates to ensure the correct products and services are applied to the consultation record.

Permission required: Edit Consultations 

Create a consultation

  1. Click Schedule.
  2. Locate the patient appointment and single click on it below the appointment status.
  3. Click Create Consultation.
    Tip: If you need to create an estimate for this visit, click Create Estimate
  4. From the Provider drop-down list, select the staff member seeing the patient. 
  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. In the Procedure Templates area, select a template in the list. See Add a procedure template for more information.
  7. In the template window, preview the template and click Add Lines to Consultation. Note that any products, services, or diagnostics that are linked to the template will populate the consultation.
  8. Complete the information in the note. You can use the formatting tools to update the note.
    Tip: Press CTRL (or CMD) + right-click on a misspelled word (underlined in red) to display a list of spelling recommendations. 
  9. In the Master Problem List box, search for and select the problem. You can also add a new problem. These terms are supplied by the American Animal Hospital Association. 
  10. In the Product/Service area, search for and select the product or service.
  11. Update the consultation product line details, 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.
      Note: You will also see the sell price with tax plus any applied discount, as applicable, if your practice has the Display Price Inc Tax turned on in Company Settings.
    • Date - Date the product was sold, performed, administered, prescribed, etc.
  12. If you ordered diagnostics, you can change the lab ID.
  13. 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.
  14. 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.
  15. To save the consultation as a draft, click Save. Do not mark the consultation as complete unless the visit is final.
  16. To finalize the consultation, select the Is this invoice ready to be paid? or This consultation is complete 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.
  17. To lock consultation notes from additional updates, click the Lock Notes button. Do not lock a consultation until the notes are complete.
    Note: You cannot lock consultation notes until you have saved the consultation. Only users who can edit consultations can lock notes.
  18. If you want to print multiple dispensing labels, click Print Labels

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.