Applies To: DVMAX v7.0.12 and higher

Purpose: This document describes the workflow process recommendation for paperless practices that would like to enter exam notes at the same time that the client is being checked out by the front desk staff.

Scenario One - Guaranteed Charge Capture is ON

In this scenario, DVMAX is configured so that all charges entered on a patient history are automatically captured. There is no chance that charges will be missed.

To verify your system constants setting:

• Log into DVMAX as a user that has access to System Constants
• From the Section pull-down, choose System Constants
• Click on Invoice Settings
• Under Processing & Printing Statements verify both Automatic Invisible Invoice and Invisible Invoicing: Disable 'No Invoice' are checked

Workflow Overview

1. Patient record is open on a workstation in the exam room.
2. Patient is seen by the doctor and Medical Record Entries (MREs) are added to the patient history and invisible invoice
3. Patient record is closed in the exam room
4. Client invoice is opened at the front desk
5. Patient history can now be opened again by the doctor. Medical notes can be added to existing MREs.

Detailed Instructions 

In the exam room

1. Click on the history tab of the patient record
2. Choose the Primary Provider who will be seeing the patient today
3. When the history tab opens, verify that the Invisible Invoice opens to the right of the patient history information
4. Click the New MRE icon to add history entires. 
5. Search for the code or description of the item you would like to add
6. Enter notes
7. Click OK or OK & New MRE to save and/or add additional entries. (Verify the item was added to the Invisible Invoice)
8. Upon completion of the visit, click OK to close out of the patient and client record (if open)

At the front desk

1. Open the client's invoice

On the doctor's workstation 

1. AFTER the invoice has been opened on the front desk computer, the patient history can be opened again.

*You will get an alert that states- Another user is working on that invoice - a new invoice will be created. Clicking Ok to the alert will open the patient history and a new invisible invoice. Any new MREs will be added to a new invoice. These charges will not be added to the invoice the front desk is currently viewing. Adding notes to existing MREs will not affect any invoices.

Scenario Two - Guaranteed Charge Capture is OFF

In this scenario, DVMAX is configured so that users will have the option to choose 'No Invoice' when opening the patient history. There is a chance that charges will be missed in this scenario.

To verify your system constants setting:

• Log into DVMAX as a user that has access to System Constants
• From the Section pull-down, choose System Constants
• Click on Invoice Settings
• Under Processing & Printing Statements the setting Automatic Invisible Invoice can be checked, but Invisible Invoicing: Disable 'No Invoice' should NOT be checked

Workflow Overview

1. Patient record is open on a workstation in the exam room.
2. Patient is seen by the doctor and Medical Record Entries (MREs) are added to the patient history and invisible invoice
3. Patient history remains open and invisible invoice is stopped.
4. Client invoice is opened at the front desk
5. Medical notes can be added to existing MREs.

Detailed Instructions 

In the exam room

1. Click on the history tab of the patient record
2. Choose the Primary Provider who will be seeing the patient today
3. When the history tab opens, verify that the Invisible Invoice opens to the right of the patient history information
4. Click the New MRE icon to add history entires. 
5. Search for the code or description of the item you would like to add
6. Enter notes
7. Click OK or OK & New MRE to save and/or add additional entries. (Verify the item was added to the Invisible Invoice)
8. Upon completion of the visit, choose Stop Invisible Invoice from the History pull-down.
9. Read the alert carefully and click OK  After the invisible invoice is stopped, no new charges will be added to any invoice if new medical record entries are added.
10. Users can continue to add notes to existing history entries.

At the front desk - Opening the Client Record

1. Open the client record. You will get an alert that states 'The record is already being edited'.
2. Click Ok
3. You will get an alert that states 'This client has an unfinished invoice on file. Do you want to reopen it?'
4. Click Reopen to open the invoice
5. Any additional charges added to this invoice will be added to the patient history; the user already in the patient history won't see these additional entries until their history session is closed and re-opened.

OR

At the front desk - Opening the Patient Record

1. Open the patient record. You will get an alert that states 'The record is already being edited'
2. Click OK
3. Open the invoice. You will get an alert that states - The patient record is locked! Somebody else is working with this record at this time. Locked by user: 
4. Click OK
5. You will get an alert that states ' This patient (Name) has an unfinished invoice on file. Do you want to reopen it or start a new one?
6. Click Reopen
7. Any additional charges added to this invoice will be added to the patient history; the user already in the patient history won't see these additional entries until their history session is closed and re-opened.