The Visits Page contains a Non-Visit Documents section and Visit Cards for each patient visit in addition to the master problem/dx list and account patients.
Non-Visit Documents
This section allows you to create, edit, and attach Standalone documents to a patient’s chart without having to check them in.
Suggested uses for a Standalone Chart includes:
Seizure log.
i131 treatment log.
Chemo flow sheet.
Blood glucose curves.
Medication change log.
Radiation treatment log.
Pet sitter authorization form.
Long term recurring blood test log.
Preparing documents in advance of appointments.
referring hospital medical records.
Creating Chart Documents
Create a Chart Document by clicking on the New Document button, to search for and select a charting template. The Chart Document will show No Visit at the top of the document. To move this document to a Visit Card, click on No Visit and select the Visit Card Date you would like to move the document to. For a more detailed process, you can follow these steps:
Upload the file to the patient’s Non-Visit Documents section.
Locate the document and click the appropriate icon to move it.
Select the visit you want to attach the document to. This action moves the document from Non-Visit Documents into the selected visit.
Uploading Documents
You can upload documents by dragging or dropping onto the document screen or using the Upload Document button. You can also select multiple documents to upload by clicking the Shift key on your keyboard while selecting the documents. The Document Label and Type are required, but the Source field is optional. You can also toggle to share the documents to the Shareville portal if needed.
Only the listed accepted file types can be uploaded:
An upload can be edited within 24 hours of the initial upload. Editable fields include associate to a Visit, the document’s name, Type, or adding the Source.
Sorting & Icons
Each column in the Non-Visit Documents is sortable, and the row actions allow you to:
Preview
Opens the file in the Media Preview screen.
Open Document or File in Side Pane
Opens the right Chart panel.
3-Dot Menu
Duplicate, Print, Toggle rVet Sharing, and Void.
New Patients Without Previous Visits
The 3-dot menu next to the patient’s name allows you to Check In, Schedule Appointments, view the Patient’s Chart, access the Patient’s Comm Log, Payments & Ledger, and Upload Attachments before appointments/visits, even without a previous check-in.
The Chart screen will be visible for patients who have never been checked into Instinct; however, all other navigation tabs will be grayed out until the patient’s first check-in. You can upload records or create documents in preparation for their upcoming visit.
Printing or Emailing Patient Documents
Patient Documents will be listed at the top of the options to Print Record or to email from the Comm Log. PDFs, Charts, and common image files are the only file types that will display as options. All other file types are not supported for emailing or printing.
Visit Cards
Each card has an overview section and a Visit document section.
Overview Section
The Overview section displays:
Reason for Visit
Check-In/Out
Alerts
Visit Problems/Dx
Visit Details
Service
Provider
Invoice Total
To edit the reason for visit, you can click on the 3-dot menu within the Visit Card.
Clicking on Edit Reason For Visit opens up a text box allowing you to modify the reason for visit. When finished, click on the check icon to save.
Visit Documents Section
The Documents section displays any Documents created or uploaded to the Visit.
Note: Diagnostics cannot be moved between visits in Instinct. If a diagnostic document needs to be associated with a different visit, you must recreate it under the desired visit. Unfortunately, there is no direct functionality to transfer diagnostics between visits.
Each column is sortable, and the row actions allow you to:
Preview
Opens the file in the Media Preview screen.
Open Document or File in Side Pane
Opens the right Chart panel.
3-Dot Menu
Duplicate, Print, Toggle rVet Sharing, and Void.
Visits within the past year will automatically show their Visit card in expanded form, while Visits older than a year will be collapsed by default. To expand a collapsed Visit, just click on the icon located at the top left of the card.
Re-ordering Documents
Re-ordering documents within a visit is possible under certain conditions:
If the documents are created as chart document templates, you can arrange them as needed. Create the documents as templates and place a blank instance of the template on the patient’s chart whenever required.
Outside of using templates, there is no way to re-order existing visit documents without duplicating, voiding, or discarding items. Using templates is the recommended approach for maintaining flexibility in document organization.
Creating Chart Documents
Create a Chart Document by clicking on the New Document button, to search for and select a charting template. Clicking on a document template creates a new document for that patient’s visit and appears as a side pane on the right side of the screen. This will stay open until you close it.
The dropdown menu will show your most frequently used Chart document templates at the top. Each logged-in user will have a unique sort order, so your list will be personalized based on the Charts you use most frequently. Additionally, using chart document templates allows for re-ordering flexibility within a visit, making it easier to organize documents effectively.
Uploading Documents
You can upload documents by dragging/dropping onto the document screen or using the Upload Document button. You can also select multiple documents to upload by clicking the Shift key on your keyboard while selecting the documents. The Document Label and Type are required, but the Source field is optional. You can also toggle to share the documents to the Shareville portal if needed.
Only the listed accepted file types can be uploaded:
An upload can be edited within 24 hours of the initial upload. Editable fields include, associate to a Visit, the document’s name, Type, or adding the Source.