Treatment sheets allow you to easily track what services, treatments, and medications your patients have received while visiting your clinic or hospital. Treatment Sheets also connect directly to your charts for medical records, invoices for charging, and your Scheduler and Whiteboard for easy updating.
How to access a patient’s treatments:
- Navigate to the patient Whiteboard. Check out this article if you need help with the Whiteboard.
- When the Whiteboard is brought up, it will display all patients with any kind of in-hospital status (Checked In, Dropped Off, In Room, In Surgery, Ready for Checkout, Recovery, Waiting for Pickup). You will also see patient/client/appointment information, as well as a Count column. This is to show how many Treatment Sheet items for the pet have been completed out of the total number of items on the Treatment Sheet. Example: 3/5 means that 3 items have been completed and 2 have not been completed.
- Select the patient whose treatments you would like to access.
- Click the Treatment Sheet icon at the bottom right side of the widget popup to make the patient your active patient in the patient reserve, and open their treatment sheet.
How to add/edit a patient’s treatment sheet:
- Select the patient on the Whiteboard whose treatments you would like to access and click the Treatment Sheet icon.
- To add a new treatment or therapy item, click on the + in the upper right corner.
- In the Treatment Name field, you can type any therapy needed for the patient. This can be any task that needs to be done for the pet that day, for example, feedings, blood draws, or potty breaks needed. These therapy items do NOT have to be actual Items & Services from Hippo Manager.
- Instead, if you do wish to add an actual Item/Service to the Treatment Sheet and therefore charge the client on their invoice, start typing in the Items field to locate any inventory items/services that are set up from your Items & Services widget, and select the appropriate line item and Quantity. When this item/service is completed, it will automatically add it to the invoice and record it in the Chart Note.
- Continue making your selections about the therapy item as appropriate (Assign to, Date/Time, Select Chart Note, and if it should Recur or not). Click OK when done. This item will now increase your outstanding to-do count on the Whiteboard.
How to complete/reject treatment items:
- Navigate to the patient’s Treatment Sheet from the Whiteboard, as described above.
- From the Treatment Sheet, select the treatment/therapy item you wish to change from a To-Do status to a COMPLETE status, then click on the Complete Treatment checkmark icon on the bottom right side of the window.
- The system will automatically stamp in the selected Chart Note that the item was completed, who it was completed by, and the timestamp. If you wish to make an additional comment, you can do so in the Notes/Comments for Chart field. Click Accept when done. The count on the Whiteboard will update to reflect the new outstanding items left needing completion in relation to the total count.
- If completing a treatment was done in error, simply select the item and click the Un-Complete Treatment icon in the bottom right side of the window, and it will revert back to a To-Do status. NOTE: The note(s) added to the chart will remain even when an item is un-completed, so you will need to make any edits/deletions to the chart note to reflect any changes in the completion of items.
- To Reject a treatment item, select the treatment/therapy item you wish to remove and click the Reject Treatment icon in the bottom right of the window. You will be able to select the reason for rejecting the treatment - Owner Declined, Not Medically Necessary, or Other - select the appropriate reason and click Accept. The count will be updated to reflect this change and the Reason for rejection will stamp in the associated chart note.
- If rejecting a treatment was done in error, or needs to be reversed, simply select the item and click the Un-Reject Treatment icon in the bottom right side of the window. It will revert back to a To-Do status. NOTE: The note added to the chart will remain, so you will need to make the corresponding adjustment in the chart note to reflect your changes.
ALL treatments must be either completed or rejected before you can change a patient’s status to Checked Out from the Whiteboard. To auto-populate Items/Services on Treatment Sheets for your most common appointments, check out this article on Scheduler Templates.
When linking items/services to appointment events, it is best to associate only the items/services you would do almost all the time for those types of visits. Otherwise, you’ll have to remove several items from the Treatment Sheet, making extra steps for your team. For example, if you ALWAYS charge an Exam Fee and perform an Ear Swab/Cytology for ear infection patients, you can associate both those items to your Ear Infection event so they always go on a pet’s Treatment Sheet upon check in. From there, you can then mark as complete when done and it will automatically go to your chart note and invoice. You can then use Chart Templates to further automate chart notations and invoicing for the items/services that may vary from patient to patient based on your cytology results. Click here for help with Chart Templates.
If you try to close an invoice with items/services still “to do” on the Treatment Sheet, a window will pop up to alert you that the pet has incomplete treatments. You can either select to mark all remaining treatments as Complete from the drop down menu OR select Do Nothing. Marking all remaining treatments as complete WILL stamp that completion in the medical notes, BUT it will not create another invoice - this means you could MISS charges if you do not complete treatments PRIOR to closing the invoice. If you choose Do Nothing, you will not be able to change the status of the pet to Checked Out until you resolve the outstanding treatment sheet items. Therefore, if that warning window pops up, navigate to the Treatment Sheet for the pet and resolve any outstanding items as appropriate. If one of those items is an inventory item, you may need to process another invoice to collect the correct total for the day. If you select Cancel, the pet’s status on the Whiteboard and outstanding treatment items on the Treatment Sheet will remain unchanged. You can then complete/reject/collect payment as needed and check the pet out fully from the Whiteboard.