Applies to: DVMAX v8.8 and higher

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

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.

• 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

• 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

• 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.

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 option configuration step.

• 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