📓 Please Note: To request the Vaccines and Service Reminders feature please contact us at [email protected].
This feature will allow you to administer vaccines to your patients, track vaccination status/due dates, as well as automatically notify clients about these reminders on a set schedule.
⚙ Setting Up Reminder Labels
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.
Reminder Labels are sorted alphabetically:
New Reminder Labels can be created by clicking the +New Label button at the top of the screen.
Up to three Valid For dates can be entered for each Reminder Label
The field will accept only whole numbers, with a maximum of 2 digits
Duplicate names are not permitted, and this field is not case sensitive
Ex. Lyme 1y would be considered a duplicate of lyme 1Y
Once a Reminder Label has been created it cannot be renamed or deleted, however you can inactivate a Reminder Label by flipping the Active toggle OFF. Inactivating a Reminder Label will automatically remove it from all associated products.
➕ Creating a Vaccine Class Product
You can create new Vaccine Class Products in the Admin section. When a Vaccine class is selected:
The Tx Category will default to Vaccines and will not be editable
The Formulation Unit will default to dose
The Frequency will default to Once
The Quantity will default to 1
At least one Reminder Label must be associated with the product
The Manufacturer field is required
Products with the Rabies Vaccine toggle ON will be eligible to 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:
💡 Pro-Tip: For Rabies Vaccines, including the lot/serial number and tag number within the default order notes of the Product makes it easy to quickly copy/paste into the required fields when completing the treatment.
Invoicing Section
Selling price is the price that is charged for the quantity of one of the product. The 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. The Max Price can be set for a product to cap the charge at a certain amount even if more quantities are used.
Invoice Tags allow for tagging products for reporting purposes. The most common use is to tag the products by the classification and subclassification to track costs. 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.
💉 If your hospital is utilizing Instinct Stockroom, Unit Cost will be managed directly within the system.
Advanced Ordering Section
Default Frequency (optional): This will be displayed when ordering this product on a patient’s treatment sheet and estimate as well as when attached to any product groups which can still be changed if needed.
Default Route (optional): This will be displayed when ordering this product on a patient’s treatment sheet and estimate as well as when attached to any product groups which can still be changed if needed.
Requires Tx Notes: If toggled on this would require all staff members to enter a treatment note before completing this item on a patient’s treatment sheet.
Default Provider: If needed, a default provider can be set for a product so that 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.
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.
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:
“You are about to change a staff member’s role to no longer be a doctor. Their name will not be available to select from any provider dropdowns/You are about to deactivate a staff member. They will no longer be able to login, and their name will not be available to select from any dropdowns. Additionally, they will be removed from 3 products that they are set as the default provider for. Are you sure you want to change this staff member’s role?/deactivate this staff member?”
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. Examples include medication administration, when to notify the doctor, and safety instructions.
Sort Order: This number determines the order of the product on the treatment sheet. For example, if the category for this product is Medications and the Sort Order is 2, it will appear towards the top of the category.. Note: lower number = top and high number = bottom.
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. Note: Automatic charges must be created first in Admin prior to attaching to the product.
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.
Advanced Prescribing Section
Default Rx Instructions: Enter instruction 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.