Send patient to Smart Flow

You can easily send patients from Neo to Smart Flow, to track and complete treatments related to surgical and non-surgical procedures, boarding, and more.

Once treatments are completed in Smart Flow, charges can automatically be captured on the patient consultation in Neo.


Prerequisites: Practice must have an active Smart Flow account integrated with Neo.

See Set up Smart Flow to learn how to integrate Smart Flow with Neo.
See FAQs: Smart Flow integration with Neo for answers to common questions.


Send patient to Smart Flow from patient consultation

You can send a patient to Smart Flow from a saved, draft consultation.

  1. Create a new consultation or update an existing consultation.
  2. Click the Send to Smart Flow button.
    Tip: If you created a new consultation, you must click Save for the Send to Smart Flow button to display.
  3. Review and update, as needed, the information in the Send to Smart Flow window.
    • *Provider – the consultation provider. This will be listed as the Doctor on Duty in Smart Flow.
    • Start Date & Time – the treatment start date and time. This can be backdated, if needed.
    • Whiteboard – synced from Smart Flow, the whiteboard the patient will be sent to.
    • *Template – synced from Smart Flow, the treatment or flow sheet template to use for the patient’s current surgery, procedure, disease state, etc.
    • *Sex - You will only see the *Sex drop-down field if the patient sex is “Unknown” or blank on the patient Overview tab. The selected value will be saved to the patient Overview tab.
      Note: An asterisk (*) denotes a required field.

    sf_send_to_sf_without_dropdown.jpg.png sf_send_to_sf_with_dropdown.jpg.png
  4. Click Send.

Note: Once the patient has been sent to Smart Flow, the Send to Smart Flow button changes to Open in Smart Flow. You can click the Open in Smart Flow button to open the patient in Smart Flow. The patient’s flowsheet will open in a new browser tab.


Send patient to Smart Flow from Procedures

If your practice uses Procedures, you can send a patient to Smart Flow and create a consultation from the patient procedure.

IMPORTANT: To prevent sending the patient to Smart Flow twice, do not add a patient to Procedures if you've already sent the patient to Smart Flow from a consultation.

  1. Create a new procedure.
  2. On the procedure card, click the Send to Smart Flow link.
  3. Review and update, as needed, the information in the Send to Smart Flow window.
    • *Provider – the consultation provider. This will be listed as the Doctor on Duty in Smart Flow.
    • Start Date & Time – the treatment start date and time. This can be backdated, if needed.
    • Whiteboard – synced from Smart Flow, the whiteboard the patient will be sent to.
    • *Template – synced from Smart Flow, the treatment or flow sheet template to use for the patient’s current surgery, procedure, disease state, etc.
    • *Sex - You will only see the *Sex drop-down field if the patient sex is “Unknown” or blank on the patient Overview tab. The selected value will be saved to the patient Overview tab.
      Note: An asterisk (*) denotes a required field.

    sf_send_to_sf_without_dropdown.jpg.png sf_send_to_sf_with_dropdown.jpg.png
  4. Click Send.
    Tip: To view the consultation, click the View Consultation link in the green success message or the Desc link in the procedure.

Note: Once the patient has been sent to Smart Flow, the Send to Smart Flow button changes to Open in Smart Flow. You can click the Open in Smart Flow button to open the patient in Smart Flow. The patient’s flowsheet will open in a new browser tab.

 

How to determine whether a patient is in Smart Flow

From Neo, you call tell a patient is currently in Smart Flow when viewing a consultation:

    1. The green Smart Flow icon next to the Consultation ID
    2. The Open in Smart Flow button
    3. The Patient is currently on whiteboard warning at the bottom of a consultation. 



Note: You will also see the green Smart Flow icon when you view the consultation history from the Consultation tab.

A note about updating or deleting completed treatments from Smart Flow

If you update the quantity/volume on a completed treatment in Smart Flow and the associated Neo consultation is in draft status:

  • The corresponding product line quantity is updated.
  • The following records are also updated if they are related to the product line:
    • Vaccines
    • Prescriptions
    • Diagnostic orders

If you delete a completed treatment on the Smart Flow treatment sheet and the associated Neo consultation is in draft status:

  • The corresponding product is removed from the consultation.
  • The following records are also deleted if they are related to the product line:
    • Vaccines
    • Prescriptions
    • Diagnostic orders

Note: If you update or delete a completed treatment in Smart Flow and the Neo consultation status is unpaid, paid, or partially paid, no changes will be made to the corresponding product and any related records in Neo.

Depending on your practice’s workflow, you may either create a refund for the product or update the consultation. See Refund or return a product and Update a consultation for more information.

A note about discharging a patient from Smart Flow

At the end of a patient visit, a patient must be discharged in Smart Flow to remove them from the whiteboard. Marking a consultation ready to be paid will not discharge a patient from Smart Flow.

When you discharge a patient from Smart Flow, in Neo:

  • The Smart Flow reports (Medical records, Billing, Notes, Flowsheet, etc.) will automatically download to the associated consultation and patient Files tabs.
  • If a patient weight was entered in Smart Flow, the weight will be added in to the patient’s Weights tab.
    Important: If the default weight unit in Smart Flow is different than the default weight unit in Neo, the weight and weight unit that is recorded in Smart Flow will be recorded in Neo without conversion.
  • If a patient photo was entered in Smart Flow, the photo will be added to the patient’s Files tab with the following properties:
    • Title = Smart Flow Patient Photo
    • Category = Smart Flow
  • Note:
    • The Smart Flow patient picture will display as the Neo patient ID photo if there is no existing patient ID photo.
    • The Smart Flow patient picture will not display as the Neo patient ID photo is there is already an existing patient ID photo.
  • You will see a black Smart Flow icon:
    • next to the Consultation ID when viewing the consultation.
    • when you view the consultation history from the Consultation tab.The Open in Smart Flow button will no longer be available.
  • The Patient is currently on whiteboard warning will no longer appear at the bottom of the consultation.

Tip: If you sent the patient to Smart Flow from a procedure, you will need to manually delete the procedure from Procedures.