Use Vaccines and Reminder Labels to administer vaccines, track due dates, and automatically notify clients when vaccines or services are due.
The Reminder Labels are under the Inventory section of the Admin. In order to view the Reminder Labels screen, your practice must have the Vaccine & Service Reminders feature enabled, and a hospital administrator will need to add the admin_reminder_labels permission to the appropriate user role (or create a new one) in order to create and edit reminder labels.
Note: To request the Vaccines and Service Reminders feature, please
Contact us at [email protected].
Create a new reminder label
Reminder Labels are sorted alphabetically:
New Reminder Labels can be created by clicking the +New Label button at the top of the screen.
Enter a unique label name. Duplicate names are not permitted, and this field is not case sensitive.
Ex. Lyme 1y would be considered a duplicate of lyme 1Y
Add up to three “Valid For” values.
Once a Reminder Label has been created, it cannot be renamed or deleted, you can inactivate a Reminder Label by flipping the Active toggle OFF. Inactivating a Reminder Label will automatically remove it from all associated products.
Create a vaccine class product
You can create new Vaccine Class Products in the Admin section. When a Vaccine class is selected, the following defaults apply automatically:
Tx Category: Vaccines (not editable)
Formulation Unit: Dose
Frequency: Once
Quantity: 1
Required fields:
To save a Vaccine Class product, you must:
Associate at least one Reminder Label
Select a Manufacturer
At least one Reminder Label must be associated with the product
The Manufacturer field is required
If the Rabies Vaccine toggle is enabled, the product can generate a Rabies Certificate PDF.
Once a Vaccine class product has been created, all fields are editable except:
Class
Tx Category
Rabies Vaccine toggle
Due to the nature of impacting information on previously administered vaccines, you’ll see a warning message before any edits to a Vaccine Product can be saved:
Note: For rabies vaccines, add the lot/serial number and tag number to the product’s default order notes. This makes it easy to copy and paste when completing treatments.
Invoicing section
Configure how vaccine products appear on invoices, including pricing, fees, discounts, and reporting tags.
Selling price: is the price that is charged for the quantity of one of the products.
Dispensing fee: is a fee that is added to the selling price and can represent a fee for dispensing prescriptions, an administration fee, hazard waste fee, etc. The
Min Price: can be set for a product to always charge at least that amount, no matter how little quantity is used.
Max Price: can be set for a product to cap the charge at a certain amount, even if more quantities are used.
Invoice tags
Use Invoice Tags for reporting and cost tracking. For example, a tag could be medications oral and another could be medications injectables. Multiple invoice tags can be added to a single product.
If the Product has the “Excluded from Discounts” toggle on, any discounts applied to an invoice will not be applied to the the product cost.
If the Product has the “Excluded from Commissions” toggle on, the cost of the product will not be included in the totals of the Provider Summary report.
Inventory section
The Unit Cost is the price the hospital paid for the item multiplied by the Markup to equal the Calculated Price.
Note: If your hospital is utilizing Instinct Stockroom, Unit Cost will be managed directly within the system.
Advanced ordering section
These settings control how the product behaves on Tx Sheets, Ax Sheets, and invoices.
Default Frequency (optional): Pre-fills when ordered.
Default Route (optional): Pre-fills when ordered.
Requires Tx Notes: Staff members must enter a treatment note before completion.
Default Provider: If needed, a default provider can be set for a product so that the provider will be the provider listed on the Instinct invoice by default, regardless of who the provider is on the pet’s visit at that time.
Tx Sheet & Ax Mode: When a product with a Default Provider is ordered on the TX or AX sheet, the product will automatically be assigned to the Default Provider. A tooltip will also display that reads “This product has a default provider, which may be different from the visit provider.
One-Off Orders: If a One-Off order with a Default Provider is completed, the order will be added to the TX Sheet with its Default Provider.
Product Groups: If a Product Group is ordered that includes products with a Default Provider, those products will be added to the TX Sheet with the Default Provider that is assigned to the individual Product.
Invoices: When entering or editing an invoice line item that has a Default Provider, the DR column will display the Default Provider, and the field will be disabled unless you have the product_override_default_provider permission.
Fees: If a Product with a Default Provider has an Automatic Fee attached, the Automatic Fee will be assigned to the Default Provider when added to the Invoice.
Managing provider changes
If you need to override any Default Provider that has been set for a Product on the Invoice, you’ll need to add the product_override_default_provider permission to a user role. See Create and Assign User Roles for information on how to edit permissions.
Deactivating a Doctor or Changing Doctor Class
When a staff member who is assigned as a Default Provider changes from the Doctor Class to the Staff Class, or is being deactivated, Instinct will display the following warning:
Default Ax Tag: Select an Ax Tag that will default on when ever the product is used in the Ax Mode sheet.
Default Note: These are specific instructions that can pre-populate as order notes for this item on the treatment sheet.
Sort Order: This number determines the order of the product on the treatment sheet.
Automatic Charges: This allows for automatic charges to be attached to products. Automatic charges are used for items that bill in the background and appear on the invoice when other items are ordered, such as timed charges like fluid pump fees or daily blood pressure fees.
Workflow Tags: Allows for “tagging” of treatments and filtering the Instinct status board by patients with those active treatments. The workflow tags must be created first in Admin prior to attaching to the product.
Note: Automatic Charges and Workflow Tags must be created in Admin before they can be attached.
Advanced prescribing section
Default Rx Instructions: Enter instructions that will pre-populate at the time of dispensing an Rx.
Auto-Printing of Prescription Labels: Easily configure the ability to disable auto-printing for certain medication or treatment labels by moving the toggle to off.