Using the Patient Visit List

The Patient Visit List (PVL) is a key part of Cornerstone workflow. It captures and stores charges from activities that are then transferred to an invoice, when ready to check the patient out. This prevents missed charges. Learn about all its features and capabilities in this article.   

PVL Overview

In addition to ensuring all charges are captured, the Patient Visit List has the following features and capabilities:

• Indicate items as recommended, accepted, declined, or performed.
• Comment lines that serve as internal communication or are saved to patient history when an item is declined to history.
  Example: A prescription from the prior month can be declined to history with comment “meds not picked up” that returns inventory to stock and adds the information to patient history. 
• PVL items display in patient history and convert to billed items when transferred to an invoice.
• Adding items to the PVL does not impact patient reminders or revenue reporting.
• When items are added to an invoice, whether saved or posted, the patient’s reminder file is updated, and revenue reported when the invoice is posted.

Accessing the PVL

• To manually start or view a specific patient’s PVL, navigate to:
  • Patient Clipboard > right-click patient > Patient Visit List
• To view all and work with specific PVLs for a specific staff ID or all staff, navigate to:
  • Toolbar > Daily Planner > Patient Visit List tab

Using the Daily Planner PVL tab

1. The staff ID defaults to the logged in user. Change the staff ID to view PVLs with items for a specific staff or select View for all staff.
2. Patients with PVL items, that meet the staff selection, will display. The following information will also display:
   • Patient status Inactive (I) or Deceased (D)
   • Hospital status, if used when the patient was checked-in
   • Client ID and name
   • Staff name
   • A brief view of the selected patient’s PVL.
3. Change from View by staff to View by item classification, if needed. Select the invoice item classification.
4. Click any column heading to sort list, such as Patient Name or Client Name.
5. Right-click on a patient line to:
   • Update the Patient Visit List, including transferring the PVL to invoice.
   • Open the Patient Clipboard.
   • Print the patient’s Patient Visit List report.
   • Refresh the patient’s PVL.
6. Click Refresh to update the Daily Planner with current information from other workstations.
7. Click Close or select another tab.

Viewing the PVL

Only one workstation can actively work with a specific PVL. If other workstations open the same PVL, they will get a ‘view only’ version. The ‘view only’ alert will show which workstation and user is logged in.

You can get a preview a PVL, including totals, from the PVL tab on the Patient Clipboard.

Patient/Owner area

• Patient information:
  • View basic patient information and Petly Plans status.
  • Add, edit or remove the patient picture.
  • Add or edit patient vital signs.
• Owner information:
  • View primary owner name and basic client account information.
  • Change patient owner, if applicable.
  • Applied taxes and discounts will display based on the selected owner.

PVL grid

Use the toggles below to learn about the charge source, item status and inventory status columns.

1. Charge Source

Source	Icon	Description
Appointment		Appointment items transfer at the time of patient check in
Boarding		Boarding charges from a reservation transfer at the time of reservation check out
Correspondence		Items from the item pane of the document editor. Items will be transferred to the PVL with the same status from the document.
Medical Note		Items from the item pane of the document editor. Items will be transferred to the PVL with the same status from the document.
Electronic Whiteboard		Items from completed treatments
Estimate		Manually finalized or electronically signed
Imaging request		Requests made for imaging
Lab request		New requests and add on
Prescription		Prescription
Patient Advisor Exam
Integrations		SmartFlow®, Instinct® or Cubex®

2. Item Status

Status	Icon	Description
Recommended		Item is recommended by staff.
Accepted		Item has been accepted by the client.
Performed		Item has been performed/completed by staff and quantity is depleted from inventory.
Declined		Item has been declined by the client. The item will not display in patient history.
Declined to History		Item has been declined by the client and will display in patient history. Tip: Enter reason for decline on the blue line.

Which statuses are transferred to the invoice are determined by Invoice defaults.

3. Inventory status

Icon	Status
	Expiration date, lot number and/or location of quantity depletion, has not been verified.
	Expiration date, lot number and/or location of quantity depletion, has been verified.

For information on when and how quantity can be be verified, click here.

Actions

• OK: Save any changes and close the PVL
• Close/Cancel: Close the window or cancel any changes and close the window. Close displays until any changes are made on the PVL. After changes are made, the button displays as Cancel.
• Perform: Mark all recommended and accepted items as performed. Perform depletes the quantity of the items on the PVL.
• Sort by Date: Sort in ascending order date, oldest to newest.
• Departing: View the departing instructions linked to the invoice item and add additional instructions, as needed.
• Pharmacy: Access Veterinary Pharmacy Reference. A subscription is required.
• Special: View and process any special actions.
  Example: Rabies tag, lab request, print document
• Travel Sheet: Open a travel sheet to select items to add to the PVL.
• Print: Print the displayed PVL (Patient Visit List report).
• Invoice: Transfer the PVL to an invoice. Displays as Transfer when accessing the PVL from an invoice.
• Discount: For Petly Plan subscribers, check for and apply Petly Plan discounts to eligible items.
  
  Note: Customers who do not subscribe to Petly Plans can add or remove line item discounts from the Disc column.
  
• Down arrows: Move items in preferred order.
  

PVL options and details

1. Transfer details: Indicates which item statuses are included in charge totals and transfer to invoice. This is based on invoice defaults and can be modified as needed.
2. Display comment line: Show blue lines (selected) or the note column (cleared).
3. Charge totals: Total of all items, including applied discounts and taxes.

Colored text in item rows indicate duplicate items and price discrepancies.

• Duplicate items display with red text.
• Items with a manual price change display their price with green text.

Maintaining the PVL

Add, modify, remove, or rearrange items on the PVL, as needed. The order of items on the PVL is retained when transferring to an invoice. 

The ability to manually delete items from the PVL is dependent on security settings. 

Add items to or update items on the PVL

1. Open a patient’s PVL from their Patient Clipboard or from the Daily Planner PVL tab. 
2. To add items, do one of the following: 
   • Enter the item ID in the next available ID field or F2/double-click to search and select from the Invoice Item list. If items are duplicated on the PVL, they will display in in red text. 
   • Click Travel Sheet to select items and click Transfer.
     • Enter the billing Staff ID and click OK.
     • Items are added to the PVL in order of classification and item ID order. This is regardless of the order selected from the travel sheet.
3. Address any group, pick, dispensing item, or special actions as needed.
   Example: prescription label, in house lab or imaging requests, vaccine tag, print document, etc.  
4. Modify billing details, as needed.
   Example: Quantity, pricing, discounts, taxes, staff, revenue center, date  
   • Staff ID will copy from the previous line to the next line
   • Revenue center will default in based on the revenue center hierarchy. 
   • Current date is used by default. 
5. Prices that have been changed on the PVL will display in green text. Right click a row to view the price calculation. 
6. Do any of the following: 
   • Update item status by clicking the icon to cycle through icon rotation or right-click and select. You can also select Perform to update all recommended and accepted status items at once. 
   • Complete any inventory detail verification triggered by Performed status items. 
   • Click the RX button to create a prescription label, if needed. (if not using prescription label special actions). 
   • Add a comment/note.
     • Entered notes are only seen on the Patient Visit List and the corresponding report.
     • They are not transferred to the invoice.
     • Notes only save to history when the item status is marked as declined to history. 
7. Repeat as needed for additional items.
8. Other available actions as needed: 
   • Click onscreen arrows to rearrange the order of individual items. 
   • Click Departing to view, add, modify, or remove departing instructions. Departing instructions display on the printed invoice and save to patient history. 
   • Click Special to view and process any remaining special actions.
     Example: prescription labels, print document, vaccine tag, etc.
   • Review totals at the bottom of the window.  
   • Click the Petly Discount button to apply discounts to available plan items. 
9. Click OK to save changes or click Cancel and No on the confirmation message to close the PVL. Any declined items are deleted or saved to patient history. 
10. Complete orders for any IDEXX reference lab items added to the PVL in the VetConnect PLUS window. Once ordered, print the lab barcode form. 

Invoicing with PVL

There are two ways to transfer items from the Patient Visit List (PVL) to an invoice: 

• On the Patient Visit List window, click Invoice.  
• On the Client Invoice window, follow the prompt to transfer PVL items. The prompt type is based on invoice defaults and the workflow used. 

PVL

1. Recommended workflows:
   • Start the invoice from the PVL to review charges. Make any changes prior to transferring. Note: Items cannot be transferred to the invoice from a ‘view only’ PVL.
   • Invoice from the Daily Planner PVL tab.
     • Sort by client to see the number of PVLs to process for the client.
     • Note the patient and hospital status before proceeding.
       Example: Was the patient marked as deceased? Is the the hospital status Ready to Go, if the patient was checked in?
2. Open the patient’s PVL.
3. Review charges with the client and make changes as needed:
   • Add, remove, or decline items.
   • Adjust the order of items.
   • Adjust quantities or prices. Right-click the row to view cost calculations.
   • Apply/remove discounts/taxes by clicking the Yes/No in the Disc and Tax columns.
   • Modify the item status selections to transfer items to the invoice, if needed.
     Example: Change an item’s status on the PVL from recommended to performed.
4. Click Invoice.
5. Continue invoicing as usual. Transfer any other PVLs per patient for the client, as prompted.

Invoicing

The prompt type is based on the invoice defaults and workflow used.
Example: Adding the patient to the invoice or attempting to post the invoice without selecting the specific patient.

1. Navigate to Patient Clipboard > right-click patient > Invoice.
2. Follow the prompt for the PVL, based on invoice defaults.
3. From the PVL window, review charges with the client. Make any changes as needed:
   • Add, remove, decline items.
   • Adjust the order of items.
   • Adjust quantities or prices. Right-click the row to view cost calculations.
   • Apply/remove discounts/taxes by clicking the Yes/No in the Disc and Tax columns.
   • Modify item status selections to transfer items to the invoice, if needed.
     Example: Change an item’s status on the PVL from recommended to performed.
4. Click Transfer.
5. Continue invoicing as usual. Transfer any other PVLs per patient, for the client, by either:
   • Selecting the patients from the client’s patient list
   • Following special action prompt(s) when clicking Post.

Additional Information

Related Reports

These Cornerstone reports provide information from the actions outlined in this article. Each report has its own security access under the Reports tab of the Security Setup window.

• Patient Visit List report
• Patient Visit List By Date report
• Patient Visit List By Type report
• Daily Inv. and PVL Entries reports

Resources

• Patient Visit List quick reference guide
• Invoicing quick reference guide
• Daily Planner quick reference guide