Scheduling Savvy
Matthew Kelly calls to change Walter's appointment today to 11 am.
(multiple correct answers)
-> Appointment Calendar
-> Find appointment
-> Click and drag to correct time
-> Submit
A cat-sitter brings Walter Kelly in for vomiting. The owner will pay for the appointment over the phone. Demonstrate how to add a payment method to his account.
(multiple correct answers)
-> Navigate to client record
-> Edit client
-> Add payment method
How do I lock a medical record? What does this mean?
Press the lock medical record button at the bottom right of the SOAP. Locking a medical record removes it from the provider's dashboard and will not allow any edits.
BONUS!: How long do you have before a clinic user cannot re-open the medical record
What medication has Benji Belew previously been prescribed?
Metronidazole 250mg #30
A client comes in with records from a previous veterinarian. The CSR scans the records. How do they attach these records to a patient's account?
Simply drag and drop the file anywhere in the patient record
Bonnie Belew calls to schedule Benji for a dental. Demonstrate scheduling him, ensuring you use all necessary functionality.
HINT: dont forget to take a $50 deposit!
Did you:
Take a deposit?
Toggle the drop off/pick up option?
Schedule in the proper designation?
Describe the differences between a quick invoice and a SOAP invoice. What is the use case for both?
Quick invoice -> standalone invoice for med pickups and charges not related to a medical visit
SOAP invoices -> directly tied to a medical visit. Think services that were rendered in hospital/charges tied to an appointment
What are the two ways to bring up the voice dictation panel in a soap?
1) Click the three dots in the top right of the SOAP and then click Voice Dictation
2) Press the "V" key on your keyboard
What is a draft prescription, and what is it used for?
Draft prescriptions are RXs that have not yet been authorized. These will show up on the prescriber's dashboard for approval at their convenience.
Benjamin Swift is allergic to the FVRCP vaccine. How would you document this in the patient record?
HINT: This should be in one of the most visible places on the patient record
Did you add a patient alert? If so, good job!
BONUS POINTS (100) if you went to the patient sider and added it to the allergies section
A tech needs help understanding how to approve an online booking request. Demonstrate where they would find appointments booked through OBT and what status they come in under.
These appointments come in under a client booked status. Will turn to unconfirmed once the clinic approves the appointment
If I was a CSR, how would I complete my end-of-day reporting?
Navigate to the billing tab, start the end-of-day flow
Keep in mind, credit card transactions are already synced with the PIMS! No need to enter card amounts/card types :)
Walter's owner states that walter recieved a nail trim 2 months ago. How would you verify this without leaving the medical record?
Demonstrate how to access the upcoming Home Delivery autoships that need renewal
Benny Poli had an ear cytology on 6/11/26. How do we mark the results as reviewed and schedule a task for the CSRs to inform the owner?
1) Navigate to the lab via the patient record or the dashboard
2) Mark the lab as reviewed and add any notes
3) Click "New task" to create a communication task for the CSRs
Lindsay Turnbull wants to schedule an appointment for her dogs Birdie and Fluffy 2. Do this in the most efficient way possible
Did you use the multi-pet selector? If so, congrats!
DONNA's DAILY DOUBLE (kinda)
This question is for Donna ONLY. If she gets this right, her team GAINS 400 points. If not, her team will LOSE 400 points.
Question: Describe the difference between the following refund options: Refund, mark as not rendered, and void payment
Refund- simply takes the money from a selected service and puts it back on the clients card
Mark as not rendered- refunds the item/invoice and adds the invoiced items back to the clinic's inventory
Void payment - will revert the payment on an invoice.
Walter Kelly presents with vomiting and diarrhea. The DVM is worried about a possible foreign body or stress-induced gastroenteritis. After radiographs, the DVM rules out a foreign body. How would you notate this in the assessments section of the SOAP?
Did you add an assessment with the two stated differentials? Did you rule out the foreign body differential?
Demonstrate the process of adding a medication to a SOAP. How would I change this from a dispensed medication to a medication given in-clinic
(Matthew to demonstrate)
The pet "Link Kirkorian" shows up under both Matthew Kelly's account and Hanna Kirkorian's account? Why is this?
Link has shared ownership, meaning two accounts own this one pet.
BONUS POINTS (100) -> How is this different from co-ownership
Describe and demonstrate the differences between copying an appointment in the scheduler and rescheduling an appointment. What are the use cases?
Copying-> duplicates the appt to be scheduled at a different time. Perfect for recurring appointments (librela inj, puppy vaccines, etc)
Rescheduled -> simply changes the time of an existing appointment. Used when a client cannot show up to their existing appointment
Describe the differences between credits and deposits. Where can you find the amount of credits or deposits that a client has?
Credits -> a usable number of dollars off a payment that the client did not pay for directly. Think refunds or transferred negative balances
Deposits -> money put down by the client for future services. EX: $100 down to schedule a surgery
These can be found on the client record in the billing tab.
Walter was diagnosed with diabetes in today's appointment. The DVM would like to call the owner back in one month to follow up, as well as set an appointment for the patient to come in for a BG curve in 3 months. How would you do this without leaving the SOAP.
Did you use the task and appointment buttons in the follow-up section of the SOAP?
Matthew Kelly calls in for 6 months of Revolution Plus for Skyler. He wants 6 months of medication from the clinic, but will order the rest on Home Delivery. Demonstrate the medication prescription flow.
(ensure you make the script applicable for in-clinic and HD pickup)
Did you:
Create the script?
Add it to a quick invoice & print label?
Mark the invoice as Ready for payment?
Walter is undergoing surgery to be neutered. Clinic policy states that the client should fill out an anesthesia form prior to the procedure. Send this form to a client and tie the form to his upcoming neuter
1) Navigate to the Forms tab under the patient record
2) Click +Form
3) Send the consent form and tie it to the upcoming neuter