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.

When started, charting documents start as a status of ‘In Progress’. They can remain that way (and editable) for as long as needed. Once completed, documents are ready for signature (if set up that way, see below). From there they move to the status of Completed or Signed. More about document statuses can be found below.

Just like other parts of Instinct, all typing will autosave so you can feel safe typing and closing the side rail window and when you open it again, all of your information will be there waiting for you.

When starting to work on a Charting Document, if the treatment sheet has a doctor assigned, the doctor will automatically be assigned to this new document. If the treatment sheet does not have a doctor assigned, the doctor field will be blank and will need to be selected before it can be completed.

To open the Chart in full screen mode, simply click the Move to Full Screen icon at the top right of the panel.

Once in full screen mode, you can go back to the 1/4 panel display by clicking Move to Panel. Clicking Save and Close will save the document and exit out of full screen mode, taking you back to the patient’s Chart screen.

When opening a document pane, it is pinned by default—staying on the screen and allowing you to freely navigate the different sections of Instinct without having to search for this document to enter information.

Enhanced patient safety through eye-catching banners at the top of pinned panels (Chart, Comm Log, and RX) helps to eliminate any confusion while switching between patients.

A grey warning will appear when viewing patient A’s pinned panel but navigating away from patient A’s chart to other areas of Instinct.

A yellow warning will display when viewing patient A’s pinned panel in patient B’s chart.

Clicking an additional document on the Charts screen will display two 1/4 panels side by side, however you can only pin 1 document at a time. The arrow icon can also be used to easily switch which document is pinned to the right hand side.

If you have multiple panels open, and click Move to Full Screen on one of them, the second panel will pin itself to the right hand side for easy multitasking.

As you fill out the various fields of a Charting Document, there is a Snippets button which allows quick insertion of default text, canned responses, or patient variables. These can be set up by your Admin team to help fill out information in any notes field. To add a Snippet to a document, click inside a note box and the snippets icon will appear below the box (in addition to rich text formatting options including Bold, Italics, Underline, and Lists). You can also open snippets by using the keyboard shortcut of CTRL+S when in the text box or by typing two curly brackets.

In addition to custom built Snippets, you also have the option to insert a patient’s vitals from their current treatment sheet, including:

Standard variables that are available for use include the following:

Chart File Blocks allows you to upload and organize images, or insert Plumb’s Handouts directly into the Chart document.

To insert a file or a Plumb’s Handout into an already existing Chart File Block, select Upload File (for supported files) or Attach Handout (for Plumb’s Handout).

If there is not an existing File Block in the Chart, you can click Drag/Click to Upload Files located at the bottom of the Chart. By using this button, a new File Block will be created at the bottom of the document.

The File Block’s position can then be rearranged in the Chart via drag and drop.

Clicking the 3-dot menu associated to the File Block allows you to Replace, Remove, or Delete a File Block, unless the File Block is marked as Required in the Chart Admin.

If the File Block is marked as Required within the Chart Admin (indicated by an asterisk*), the option to Delete the File Block is not available.

Unlike uploaded images which are integrated within your Chart, the Plumb’s Handout PDFs and other uploaded PDFs will be attached as separate pages at the end of your Chart.

Collaborative Charting is not currently supported for File Blocks.

Drawing Block templates will appear containing the uploaded Drawing Block image with editing tools underneath.

Key for Editing Tools:

Any Chart document that contains Drawing Block sections will be visible when the record is printed or created as a PDF as shown below.

Shareville is a helpful portal where referring veterinarians can get automatic email notifications and review patient documents on demand as they are completed. Shareville automatically notifies the referring veterinarian on file via email whenever one of their patients has Checked-In or Checked-Out of Instinct.

Admin Users can set up Chart templates to be available in Shareville by default once completed, simply by using the drop down box shown below:

Available means this document won’t send to the rVet portal automatically, but users will be able to turn on sharing once this document is completed for a patient.

Automatically On means that this document will automatically go to the rVet portal when completed, though this can still be turned off at the patient and document level.

Never Allow means there will be no option to share this document in the portal for any patient.

For Available and Automatically On selections, you can toggle rVet sharing on/off at the bottom of the completed chart:

You can also click the Shareville button at the top of the main Charts screen to manually resend the initial ‘Check In’ email if a referring veterinarian was not selected at the time of Check-In.

See at a glance if a chart is shared on the Shareville portal with the rVet sharing column.

Documents set to ‘Never Allow’ for rVet sharing in Chart Admin will have the rVet Sharing Toggle disabled.

Interested in learning more about Shareville? Check out our Shareville User Guide for Instinct hospitals and specific rVet Shareville Guide that can be shared with your referring veterinarians!

When all required fields are filled out and a doctor is assigned to the document, the form can then be marked as Completed. You can also adjust the time this document was Completed using the dropdown to the left of the ‘Complete’ button.

Completed documents that require a client signature are available to sign via the ‘Sign’ button at the bottom of the document pane located at the right side of the screen.

Once the ‘Sign’ button is clicked, a signature box will appear, and the client can type their name into the signature box. The client must also check the terms checkbox before completing the signature which is required for legality.

After the signature has been completed, the bottom of the document pane will include the client name, signature, time of signature, checkbox confirmation (I approve this document), and the user witness (user logged in at the time of the signature completion). Please note that once a document has been signed, you may only leave an addendum and cannot void or edit the document.
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If needed, document templates can also require multiple client signatures. This is set up in the Chart Admin.

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