You can associate a referring hospital (rHosp) or veterinarian (rVet) to a patient during check-in or at any time after. This ensures accurate tracking and automatic notifications via Shareville.
When adding or checking in a new patient, you will see an option to include:
Referring Hospital (rHosp)
Referring Veterinarian (rVet)
Additional veterinarians or hospitals for the patient’s care team
Click the hospital icon to:
Add a new rHosp to your Instinct database
Search for an existing rHosp or rVet
Tip: Adding a referrer at check-in is optional.
Adding or modifying referrers after check-in
Email Validation Errors
If you encounter an email validation error when adding a referring hospital that does not use email, follow these steps:
Navigate to the Referrers tab and edit the hospital's profile.
Leave the email field blank.
Add a note in the internal notes section, such as "no email communications."
Ensure that Shareville-related settings are not required for this referrer if they rely on fax communications.
This approach allows you to attach the hospital to a patient without triggering email validation errors.
Adding a referrer during this step is not required and you’ll still be able to add or modify this information after check-in with the following steps:
Navigate to the Business Office
Patient Registration
Search for the pet’s name and click to edit the patient information
Search for an existing rHosp/rVet to add or use the 3-dot menu to remove the rHosp/rVet
Red Triangle Error
A red triangle appearing next to a referral clinic name when saving a patient record indicates missing required information. To resolve this:
Verify that the clinic has a valid email address entered in its email field.
Save the patient record again after entering the email address.
This should resolve the error and allow the record to be saved successfully.
Note: You can also quickly add or edit the Referring Veterinarian by clicking directly on the Referred By header in the Patient Info Bar within the Patient Visit screen.
Adding Referrers Without Shareville Notifications
To add a pet insurance company or similar entity as a referrer while preventing them from receiving Shareville notifications:
Add the entity as a referrer in the system.
Disable Shareville notifications in the referrer’s settings.
This ensures that the referrer is available for workflow convenience, such as auto-filling emails, without sending them automated notifications.
Resending Shareville notifications
If a referrer was not added before check-in or missed the initial notification:
Open the Chart screen
Click the rVet Sharing button at the top
Select Resend Email to send the notification again
Tip: Ensure referring veterinarians and hospitals are added promptly to maintain accurate records and automatic notifications.
Tracking and Reporting Patient Transfers
To track patient transfers to specific hospitals or referrers and enable reporting, use a product-bundle approach:
Create a Primary Product: Set up a primary product (e.g., "Transferred to Referrer") that can be billable or non-billable. If billable, the charge can be set to $0.
Create Non-Billable Products: Create separate non-billable products for each destination/referring hospital (e.g., "Transfer to [Hospital A]").
Bundle Products: Add the non-billable referrer products to a bundle under the primary transfer product.
Use the Pick List: When the primary product is added to the treatment sheet, a pick list will appear to select the specific referrer.
This setup allows you to track transfer counts by referrer in analytics. The non-billable referrer selections will not appear on the invoice or treatment sheet, but the primary product will.