Applies to: DVMAX v7.0.12 and higher

Purpose: This checklist will provide a list of recommendations for practices to consider when transitioning to a paper-lite practice.

Clinic Preparation

Legal Considerations

Verify with state and/or federal agencies that electronic or scanned signatures on consent forms is acceptable.
Verify with state and/or federal agencies that electronically generated or submitted controlled substance reports are acceptable.
Determine how long the paper portion of the records must be kept and determine best method for storing these files as they are rotated out of use.

Will you have computers in each exam room?
Where will they be located? Is there enough space?
Will laptops, desktop computers, or tablets work best in the space?
Do you have connectivity to the server in each exam room? (Hardwired or Wireless)?
- If wireless, is there a stable connection? (If there are wireless disconnects, the client application will immediately lose connection with the server and any data entered that wasn't saved, will be lost).
Are there enough computers in the hospital to ensure everyone will be able to access the information they need in a timely manner?
Do your computers meet or exceed system requirements?
If you are going to start scanning patient history from other hospitals, attaching images, or other scanned documents, you will want to make sure there is enough space on the server to store these attachments. (With proper configuration, DVMAX automatically puts the images in a folder on the server).
Do you need any other technology to improve the user experience? (Large televisions to display appointment visit report or treatment plans to do items)

Are all your staff comfortable entering data in DVMAX? Do they need additional training? Are they going to start using new areas of DVMAX?
Would they benefit from a typing class for quicker, more accurate, data entry?
Are they familiar with the Operating System you've chosen (Mac vs Windows)?
Have you determined how you're going to keep track of patients? How will you know who is in each exam room?
Do you have necessary staff buy-in? What do you need to do to ensure staff are excited about the transition?
How are you going to determine which patients have electronic records and which have paper records?
How will existing paper records get transitioned to electronic records?
Have you reviewed clinic workflows to understand how making this transition will impact/change/improve those workflows?
- Entering Patient Notes During Checkout
Would staff benefit from having remote training from a DVMAX field support representative?

Are your clients aware of the transition? They should be aware that it may cause some slowness in the beginning, but it will have a positive impact on the care they, and their pets, receive.

Is your staff aware of all the features that will help them use DVMAX efficiently?
Are your bill item and medical record code descriptions clear and concise?
Do you have medical record codes for staff to use to make general notes in a patient record?
Do you have finding classes, finding item options, super items, macros, and saved treatment plans configured for quicker data entry?
Are word processing documents created to pull information from patient history?
- Creating Word Processing Documents (DVMAX v7.0.12-v8.7.3)
Are you prepared to integrate with your lab and digital X-ray systems?
If a referral practice, are you using our rVetLink integration? (rVetLink Integration)
Have you configured the Internal Messaging feature? (Internal Messenger)