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Purpose: The SmartFlow Setup - Standard document walked you through our most common configuration steps. This document will provide information about additional options available for configuring the application to work best for your hospital workflows.

Additional Setup Options

Manual Options to Send Patients to SmartFlow

• Workflow

  • Open the appointment record, patient General Information tab, or patient History tab

  • Click on the SmartFlow icon at the bottom of the appointment window

  • Choose Send Patient to SmartFlow

  • A Send Patient to SmartFlow window will open. Select a Whiteboard, Template, and Provider. (Reason will be added as a comment in SmartFlow).

  • Click Send Patient

• Configuration

  • No additional configuration necessary

Combined PDF in DVMAX for multiple PDFs sent from SmartFlow

With this option you will not receive SmartFlow documents into history until after the patient has been discharged. This includes Anesthetic Sheets and Dental Charts.

In SmartFlow 

• SmartFlow Settings choose Document Management 

• Set Merge Reports into One PDF to Yes

In DVMAX

• From the Section pull-down, choose General Management

• Choose Utilities

• Select Integration Setup Wizard

• Choose IDEXX SmartFlow

• Uncheck Separate MREs for discharge PDFs

Separate PDFs and MREs in DVMAX

With this option all the SmartFlow PDFs will be attached to their own MRE. This allows for each PDF to be individually searchable and if using rVetLink allows you to choose which PDFs are shared to the portal. If you do not want all PDFs to be shared on the portal you will need to use this option. 

 In SmartFlow 

• SmartFlow Settings choose Document Management 

• Set Merge Reports into One PDF to No

In DVMAX

• From the Section pull-down, choose General Management

• Choose Utilities

• Select Integration Setup Wizard

• Choose IDEXX SmartFlow

• Check Separate MREs for discharge PDFs

If you don’t want all attachments to be shared to rVetLink open each SmartFlow Medical Record Code and check ‘Exclude from web’.

Discharge Configuration Options

User is unable to finish an invoice until the patient has been discharged from SmartFlow

This option prompts your users to verify all charges from SmartFlow have been captured in DVMAX prior to finishing the invoice.

With this workflow, the patient must be discharged from DVMAX and not SmartFlow.

• Workflow

  • Open the invoice. If the patient is in SmartFlow, you will see the SmartFlow icon to the right of the invoice total information 

  • If you check the Finished box, you will receive the message 'Invoices cannot be finished while patients are in Smart Flow'

  • Click OK on the alert message

  • Click Cancel to close the invoice

  • Determine why the patient has not yet been discharged

  • When ready, discharge the patient from the patient General Information tab, the patient History tab, or the patient appointment in the Appointment Scheduler by clicking the SmartFlow button and choosing Discharge from SmartFlow

  • You can now re-open the invoice and finish the invoice

• Configuration

  • While holding down the shift key, choose System Constants from the Section pull-down

  • Read the warning and click I Understand

  • In the bottom of the window, filter for sf

  • Scroll until you find the setting sf.smartflow_preventInvFinishActivePatient

  • Change this setting to True

Patient will be automatically discharged from SmartFlow when finishing the invoice

With this workflow, it is important that you have checks in place to ensure that ALL the patient charges have been entered from SmartFlow AND all patient details are completed in SmartFlow prior to finishing an invoice. A discharge means the patient will no longer be in SmartFlow.

• Workflow

  • Open the invoice. If the patient is in SmartFlow, you will see the SmartFlow icon to the right of the invoice total information

  • Verify that all activities have been completed in SmartFlow and charges entered in DVMAX.

  • Enter payment information and Finish the invoice. The patient is automatically discharged from SmartFlow upon completion of the DVMAX invoice.

• Configuration

  • From the Section pull-down, choose General Management

  • Click on the Utilities tab

  • Choose Integrations Setup Wizard

  • Click OK

  • From the Provider pull-down, choose IDEXX SmartFlow 

  • Check off the box 'Auto-Discharge from SmartFlow'

Assign patients to different whiteboards in SmartFlow

If you would like patients to be assigned to different whiteboards in SmartFlow, instead of going to the default whiteboard, you can configure this by assigning different DVMAX departments to different SmartFlow whiteboards. This is an optional configuration step. 

• To learn more about DVMAX departments and how to create them, visit the Departments page of our knowledgebase here - Departments

• Click Test Connection to enable the Map Codes button

• Choose Map Codes and click on the Departments tab

• Click the double arrows to the right of the SmartFlow Whiteboard column and choose the SmartFlow whiteboard to which a patient should be assigned when they are checked in to a specific department. (Note: For this to work, your appointment columns will need to be linked to different departments. Instructions for this setup can be found here - Departments#AssigningDepartmentstoAppointmentColumns

• If you do not assign a whiteboard to a specific department, the patient will be added to the default whiteboard.

Tip: After check-in, the patient whiteboard can be changed in DVMAX by clicking on the SmartFlow icon in the scheduler or patient record and choosing Edit SmartFlow Selections. In the window that opens, choose the whiteboard to which you’d like to assign this patient. This will move the patient to a different whiteboard, but won’t change the assigned template.

Assign appointment scheduler staff to SmartFlow providers

Your DVMAX appointment scheduler staff may not necessarily correspond to your providers. You must link DVMAX appointment scheduler staff to staff providers so that items can be associated with the correct provider. If there are several doctors that could be treating patients under a specific column (like a Surgery column), a provider does not need to be linked. If a provider is not linked, DVMAX will still send the patient, but it will not be assigned a provider. You will be asked in SmartFlow to select a provider that should be assigned to each treatment item as it's being performed. This is an optional configuration step.

• Click Test Connection to enable the Map Codes button

• Choose Map Codes and click on the Appt Staff tab

• Double-click in the Staff Provider field and choose the provider associated with the Appointment Scheduler Staff

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