Scheduling patient orders on the Whiteboard

Estimated reading: 28 minutes

The Patient Orders window is used to schedule and manage treatment orders for patients on the Whiteboard. Patients can be added to the whiteboard through the check in process or added manually.

Before you start

Security

Setup

Important!

  • Once an order is entered and saved, it cannot be deleted, but can be discontinued.
  • Make sure your whiteboard defaults and frequencies are customized to your practice’s needs before placing orders and completing treatments. This ensures patient care delivery is not compromised and billing for completed treatments is accurate.

Viewing the Patient Orders window

Understanding the function and applications of the fields will help you to best tailor the whiteboard to your practice’s needs.

Navigate to the Patient Orders window from any of the following:

  • Toolbar > Whiteboard > right-click a patient > Patient Orders.
    • If the patient is not already on the Whiteboard, select Orders for New Patient from the right click menu.
  • Patient Clipboard > right-click patient name > Electronic Whiteboard > Patient Orders.

Patient order information area

This area shows the patient’s details and hospital information that be modified as needed.

Field/OptionDescription
Patient IDIndicates which patient’s orders are being scheduled. The patient’s information displays the patient’s name, client name, client ID, age, weight and body score (if activated), species, breed, and sex information. A picture will also display if present. You can add or change the picture as needed.
Vital signs/WeightClick to open the Vital Signs window to view and/or update the weight and/or other vital signs for the patient.
Note: The button displays in red/yellow as an alert if at least one vital sign (other than weight and body score), has not been entered for the patient within the past 10 days.
StatusIndicates the patient’s standing within the hospital. Options include:
Inpatient: Patient is currently being treated.
Ready to go home: Patient’s treatments are completed.
Discharged: Client has been invoiced and the patient has been checked out of the hospital or was manually removed from the Whiteboard.
Any custom status that has been set up for the hospital will also display.
Note: A custom status will be considered equal to the Ready to go home status in Cornerstone only if it contains one of the following keywords: Ready, Home, Pick, Release, or Discharge.
CriticalSelect this check box if you want to flag a patient as critical. The critical icon will display for the patient on all Electronic Whiteboard windows, Patient Clipboard, the Check-in/out window, and the Census List window.
PrimaryThe general reason for visit for the patient to be in hospital such as Dental, Emergency, or Surgery. A color-coded circle displays with the patient information on the Whiteboard and Patient Treatments window to indicate the reason for visit, based on primary reason settings.
SecondaryThe detailed reason for visit for the patient to be in hospital such as, laceration, vomiting, or spay. If a secondary reason for visit is specified, it displays with the patient information on the Whiteboard and Patient Treatments windows. 
Note: A primary reason must be specified to activate the secondary field. The secondary reason can then be selected from the predefined drop-down list, or manually entered. 
Admit date/timeIndicates when the patient was checked in / manually added to the Whiteboard. 
Discharge dateIndicates when the patient is scheduled to leave the hospital. By default, Cornerstone adds three days to the admit date and inserts this date.
SupervisingThe admitting doctor and who is the overriding decision maker for the case.  
Current CareThe doctor making medical decisions for the patient for the day/shift.
CageSpecific location where the patient will be located while hospitalized.
WardGeneral location where the patient will be staying while hospitalized and can be used as a filter for main Whiteboard. 

Item transfer buttons

Available methods to add items to patient orders.

Field/OptionDescription
PVLTransfer invoice items to the Patient Orders entry grid from existing unperformed Patient Visit List items.  
Travel SheetTransfer invoice items from travel sheets to the Patient Orders entry grid.

Patient Orders entry grid

The center of the window displays the scheduled orders/completed treatments in an hourly grid format. Double clicking any cell within the grid will open the patient’s corresponding treatment window.

Field/OptionDescription
Hide completed and discontinued treatmentsSelect this check box if you want to display only uncompleted treatments for the patient.  
AlertsView, add or update Whiteboard alerts. 
 
If there is more than one alert for the patient, a down arrow indicates there are more alerts to view. Rest the mouse pointer on the displayed alert to view the patient’s full alert list in a popup window. 
 
To open the Whiteboard Alerts window to edit or add to the patient’s alert list, click the blue edit link, located to the right of the Alerts field. 
Left column for numbering patient treatment ordersThe order in which treatments should display on the Whiteboard and Patient Treatments windows can be specified by renumbering them and pressing Tab in this column. 

 
Note: For group items, you cannot change the order of the individual items until after the patient orders have been saved by clicking OK on the Patient Orders window. You can then reopen the window and reorder the individual items as desired.  
Item IDInvoice items used for treatment orders. Items can be added manually or transferred from the PVL or a travel sheet. 
Blue lineUse the blue line below each treatment item to enter any special instructions for the item. These instructions will appear on the Patient Treatments window and are saved in the Whiteboard medical notes when the treatment is completed. 
QuantityThe number to be charged for each completed treatment. (can be changed later).
BillingSelect how many times a completed treatment item appears on the invoice. Billing options include: 

1 line each time: The item appears on the invoice each time the treatment is completed. 
1 line each day: When a treatment is completed several times during the day, only one line item displays on the invoice showing the total quantity and price for the day. 
1 line each visit: When a treatment is completed several times during the patient’s stay, only one line item displays on the invoice showing the total quantity and price dated as the last day of the visit. 
Example: If a treatment is performed on January 22nd and 23rd, the item appears on the Patient Visit List (PVL) dated the 23rd at a quantity of 2. 
No billing or inventory reductionThe treatment item is not placed on the invoice which means the invoice item is not pulled from inventory and the client is not charged.
Examples: Walking, feeding.
When the treatment is processed, a Whiteboard medical note will be added to the patient’s history for the item if the Save to history option is not deselected.  
If the No billing…. option is selected, a No Billing icon displays in the blue line below the line item and also appears on the Patient Treatments window. 
Note: Inventory items can only use only 1 line each time or No billing or inventory reduction. 
CategoryIndicates the type of care for the treatment order item. Examples include Medication, Diagnostics, Daily Care, Treatments, and any custom category that has been set up for the hospital. 
FrequencyHow often the treatment should be performed. Based on provided frequencies and your practice’s customized frequencies and settings. The type of frequency will impact the display style (specific time blocks or each hourly block) and color on the Whiteboard main view. Examples: 
Continuous: Treatment is continued until the end of the specified duration occurs, the treatment is discontinued, or the patient is checked out. It Does not display as overdue and displays in light blue.
Until Completed: Used when a specific due time is not needed, but creates an hourly ‘reminder’, such as staff needs to obtain a urine sample. This frequency will display continuously on the Whiteboard until it is completed. This does not display as overdue and displays in light blue.
One time: Treatment will be added for the start date and time indicated on the order.  
Every X hours: Treatment will be added for the start date and time listed on the order and for every number of hours indicated until either a duration date entered or by the discharge date. Example: Every 4 hrs, every 6 hrs, etc.
Every X days: Treatment will be added for the start date and time listed on the order and for every number of days indicated until either a duration date entered or by the discharge date. Example: Every 2 days
X times per day: Treatment will added for the start date and time listed on the order for a specific number of times per day. The time of the day is based on the set up of the frequency. Example: Frequency is QID (4x per day) at 7a.m, 11a.m., 3p.m., and 7p.m.
NoteIndicates whether a Whiteboard medical note entry is required when the selected treatment is marked as Completed or Did not perform.   
Vital Signs Prompt Select to prompt for vital sign entry when the treatment is completed.
PRN (pro re nata)Indicates the treatment or task is to be completed as needed.  
Dose NowIndicates if the dose should start now, before the prescheduled time. Example: BID set at 8am and 5pm. When entering orders at 10am, Dose now will place order for current hour and next treatment at 5pm. 
Start Date/TimeWhen to start the patient treatment.  
Duration Days/HrsThe number of days and/or hours to continue the treatment or action. If a number is not entered, the treatment order remains on the Whiteboard until the treatment is completed completed or discharge date is reached (recurring treatments).
AreaIndicates where the treatment will be performed. This allows staff to narrow the list of treatments that display on the Whiteboard and Patient Treatments windows to a specific area.  
Staff ClassUsed to indicate the level of staff who should perform the treatment. Example: Can a technician perform the treatment or is the doctor needed.

Adding a patient to the Whiteboard

A patient must be selected as an Inpatient to be added to the Whiteboard automatically. You can select this status using the Patient Check-in/out window, Daily Planner Checked-in tab or Census List. Manually add a patient from the Patient Clipboard or Whiteboard window. 

Check in the patient or update a checked-in patient

Select the Inpatient option to automatically place the patient on the Whiteboard upon check-in. Based on reason for visit settings, Inpatient may be preselected for you.
Example: Surgery or Dental.

From the Patient Check-in/out window

Navigate to either:

  • Right-click Appointment > Check in. 
  • Patient Clipboard > right-click patient > Check In.  
  1. Select Inpatient. Based on reason for visit settings, Inpatient may be preselected for you. Example: Surgery or dental.
  2. Click Check in. 

From the Daily Planner

Navigate to Checked-in tab > Right-click the patient > Update.  

  1. Do the following in the Check-in/out window: 
    • Change the reason for visit, if needed.
    • Select Inpatient. Based on reason for visit settings, Inpatient may be preselected for you. Example: Surgery or Dental.
  2. Click Update.  

From the Census List

Navigate to Census List, > Select the patient > click Update

  1. Do one the following in the Check-in/out window: 
    • Change the reason for visit, if needed.
    • Select Inpatient. Based on reason for visit settings, Inpatient may be preselected for you. Example: Surgery or Dental.
  2. Click Update.  

Manually add a patient

From the Patient Clipboard

Navigate to Right-click the patient’s name > Electronic Whiteboard > Patient Orders.  

  1. The patient’s information displays in the Patient Orders window with Inpatient status selected by default. Modify as needed. 
  2. Enter additional information as needed/available. Note: A Supervising and Current Care doctor must be entered. These can be the same provider and changed as needed. 
  3. Select Critical to flag a patient as such and display the Critical icon for the patient on all Electronic Whiteboard windows, Patient Clipboard, the Check-in/out window, and the Census List window.  
  4. Select a Primary reason for visit. The designated reason color displays as a dot on Whiteboard main window.
  5. Select or enter a Secondary reason for visit. If entered, this displays on the Whiteboard main window in place of the Primary reason description. 
  6. Modify the Admit and Discharge date/time details.
    • Admit date/time defaults to current system date/time. 
    • Discharge defaults to 3 days from the current date. Information can be updated as needed. 
  7. Enter the Supervising ID or F2 to search and select from the staff list. Typically, this is the admitting doctor. 
  8. Enter the Current Care ID or F2 to search and select from the staff list. Displays on Whiteboard main window and is typically doctor making medical decisions for the patient for the day/shift. 
  9. Enter Cage details (name, number, etc.).
  10. Select a Ward. This is general location of the patient and can be used as a filter for the whiteboard main window. 
  11. Add whiteboard Alerts if needed, click Edit and do the following: 
    • Select the alert from the drop down or manually enter an alert in the text box. Maximum of 20 alphanumeric characters/spaces. Note: alert type will display as Manually entered 
    • Click Add.   
    • Continue as needed for additional alerts. 
    • Click OK to exit the alert list. 
  12. Do one of the following: 
    • Click OK to finish adding patient and return to the Clipboard and enter orders at another time. 
    • Continue to add patient orders.

From the Whiteboard

Navigate to Toolbar > Whiteboard > right-click in patient column > Orders for New Patient.  

  1. Do one of the following: 
    • Select a recently accessed patient from the ID field drop down. 
    • Enter the patient’s ID. 
    • F2 to search and select the patient from the patient list.  
  2. The Inpatient status is selected by default. Modify as needed. 
  3. Enter additional information as needed/available. Note: a Supervising and Current Care doctor must be entered. These can be the same provider and changed as needed. 
  4. Select Critical to flag a patient as such and display the Critical icon for the patient on all Electronic Whiteboard windows, the Check-in/out window, and the Census List window.  
  5. Select a Primary reason for visit. Designated reason color displays as a dot on Whiteboard main window.
  6. Select or enter a Secondary reason for visit. If entered, displays on Whiteboard main window in place of the Primary reason description. 
  7. Modify the Admit and Discharge date/time details. Admit date/time defaults to current system date/time. Discharge defaults to 3 days from current date. Information can be updated as needed. 
  8. Enter the Supervising ID or F2 to search and select from the staff list. Typically, this is the admitting doctor. 
  9. Enter the Current Care ID or F2 to search and select from the staff list. Displays on Whiteboard main window and is typically doctor making medical decisions for the patient for the day/shift. 
  10. Enter Cage details (name, number, etc.) 
  11. Select a Ward. This is the general location of the patient and can be used as a filter for the whiteboard main window. 
  12. Add whiteboard Alerts if needed, click Edit and do the following: 
    • Select the alert from the drop down or manually enter an alert in the text box. Maximum of 20 alphanumeric characters/spaces. Note: alert type will display as Manually entered 
    • Click Add.   
    • Continue as needed for additional alerts. 
    • Click OK to exit the alert list. 
  13. Do one of the following: 
    • Click OK to finish adding patient and return to the main Whiteboard and enter orders at another time. 
    • Continue to add patient orders.

Scheduling orders

Use the Electronic Whiteboard’s Patient Orders window to add treatment orders for a patient.

For patients already on the Whiteboard, navigate to either:  

  • Toolbar > Whiteboard > right-click in patient column > Patient Orders  
  • Patient Clipboard > Right-click the patient’s name > Electronic Whiteboard > Patient Orders.

For patients not yet on the Whiteboard, navigate to Toolbar > Whiteboard > right-click in patient column > Orders for New Patient. Follow the instructions in the section on how to manually add patients from the Whiteboard.

  1. Add treatment orders for the patient using invoice items by any of the following methods:
    • Manually add group, pick or individual items by entering the item ID or F2 to search and select from the item list.
    • Transfer items from the Whiteboard Patient Visit List, by clicking selecting unperformed items from the PVL and moving them to Patient Orders.
    • Transfer items from travel sheet(s).
      Note: If there are Whiteboard defaults set up for items, those default values, change rules, and editing permissions settings will be applied to the applicable Patient Orders entry grid fields.
  2. Modify item descriptions, if item set as miscellaneous, as needed.
  3. Type any special instructions for an item on the blue line below the white invoice item line.
    • These instructions will appear when hovering over the treatment on the main view, in the Patient Treatments window below the item, and in the finalized Whiteboard note.
    • Example: If item description is Monitor fluids, instructions could detail the fluid type and drip rate.
  4. Enter/adjust fields per order line as needed: Important: category and frequency are required fields. Fields may auto-fill based on item last use/item whiteboard settings.
    • Quantity: Enter the number to be charged for each completed treatment. This can be changed when completing the treatment if necessary. Quantities less than 1 will be displayed with a leading 0 (e.g., 0.5).
    • Billing: Select how many times a completed treatment item appears on the invoice.
      Notes Inventory items can be only 1 line each time or No billing or inventory reduction.  Items set as No billing… display with a No Billing icon <icon> in the blue line below the line item and also on the Patient Treatments window for the order item.  Patient history (Whiteboard notes) will appear for each completed treatment regardless of billing type used. 
    • Category: Select the type of care/task for the order. 
    • Frequency: Select how often the treatment should be performed.  
    • Note: Select an option for requiring a medical note entry when the selected treatment is marked as Completed or Did not perform. 
    • Vital Signs: Select to prompt for vital sign entry when the treatment is completed. 
    • PRN (pro re nata): Select items that are to be completed as needed.
      • PRN will display on WB main view (in hover) and in Patient Treatments window.
      • When marked as did not perform, it is recommended to enter a medical note explaining why the treatment was not needed at the scheduled time. 
    • Dose Now: Select if the treatment should be administered starting immediately for frequencies such as SID for once a day, BID for twice a day, TID for three times a day, or QID for four times a day. 
    • Start Date and Time:  Modify the date and time to start the treatment, if necessary. You can specify an on-the-hour time (10 AM, 2 PM, etc.) or an incremental on-the-minute time (10:15 AM, 2:30 PM, etc.). 
      Note: If you want to enter orders for a treatment that must be completed every X minutes within a single hour, you would need to add a separate treatment order line for each occurrence. Example: A Glucose Curve test every 10 minutes.
    • Duration Days and Hrs fields: Type the number of days and/or hours to continue the treatment, if necessary. If no duration is entered, the treatment orders continue on the Whiteboard until completed or the discharge date is reached (recurring treatments). 
    • Area: Select where the treatment will be performed. This can be used as a filter for the whiteboard main window. 
    • Staff Class: Select the staff level who should perform the treatment. This can be used as a filter for the whiteboard main window. 
  5. Repeat steps for any additional patient treatment orders. 
  6. Rearrange the orders if needed by changing the numbers in the left column and press TAB.
    • The order of treatments specified on the Patient Orders window is the order used to display the treatment lines in the patient’s treatment block for each hour on the Whiteboard and in the Patient Treatments window.
      Notes:
      • The Whiteboard main view displays the first three scheduled treatments. Additional treatments are indicated with a down arrow and can be viewed by hovering over the treatment block or opening the Patient Treatment window. 
      • For group items, you cannot change the order of the individual items until after the patient orders have been saved by clicking OK on the Patient Orders window. You can then reopen the window and reorder the individual items. 
  7. Click OK to save the orders and return to the previous window.  
    Note: You can return to the Patient Orders window at any time to add additional orders. To access the patient orders from the Whiteboard, right-click the patient in the Patients column > Patient Orders

Transferring patient order items from the Whiteboard Patient Visit List

Avoid duplicate charges by moving unperformed items from the PVL to Patient Orders in cases where items were transferred to the PVL from other areas of Cornerstone, such as a finalized estimate. 

  1. On the Patient Orders window, click PVL button. The Whiteboard Patient Visit List displays invoice items transferred from other areas of Cornerstone.  
  2. Do one of the following: 
    • Click Ord check box next to each applicable item. 
    • Click Select all check box to select all invoice items not marked as Performed.
      Note: Any item marked as Performed, with the exception of the performed lab requests, cannot be transferred. It is recommended to NOT transfer performed lab requests to avoid duplicate requests and inventory reduction. Use a non billing item on Patient Orders. 
  3. As needed, complete other Whiteboard Patient Visit List tasks or actions using the buttons on the right side of the window:  
    • Perform: Change the item status for all Recommended and/or Accepted invoice items on the Whiteboard PVL to Performed, indicating that you are ready to bill for these items.  
    • Sort by Date: Sort the items on the PVL in ascending date order.  
    • Departing: Open the Departing Instructions window to view or modify departing instructions linked to invoice items on this PVL.  
    • Pharmacy: Access the Pharmacy Formulary (Pharmacy Formulary module only).  
    • Special: View and process any special actions linked to the invoice items on this PVL.  
    • Travel Sheet: Select items to transfer from your practice’s travel sheet.  
    • Arrow buttons: Use the  and  arrow buttons to reorder the invoice items.  
  4. Click Order to transfer the selected items and return to the Patient Orders window.  
  5. Items transferred from the PVL to the patient’s orders are removed from the PVL. These items are rewritten to the PVL when they are marked Completed on the Whiteboard. 

Transferring invoice items from a Travel Sheet

When adding invoice items to an estimate, Patient Visit List, Patient Orders, or invoice, you can click Travel Sheet to select items from multiple classifications and travel sheets and transfer to Patient Orders. 

  1. Click Travel Sheet; if multiple travel sheets exist, select one from the list. 
  2. In the Classification area, narrow the list of invoice items by doing one of the following:  
    • Click <All Classifications> to view travel sheet items for all classifications. 
    • Click the specific classification.  
    • Use Shift + Click or Ctrl + Click to select multiple sequential or non sequential classifications.   
  3. To choose an item, click on it. The item row turns green. The quantity will change to 1.  
    • Click again to add to the quantity or enter quantity.  
    • To deselect the item or reduce the quantity, right-click it until quantity is correct or item row no longer green. Red indicates a negative quantity. 
  4. Click on another classification or travel sheet to continue selecting items.  
  5. To view the items that are selected for a patient, click <View Selected Items>
  6. To transfer selected items to Patient Orders, click Transfer. Enter the appropriate Staff ID and click OK.  
  7. Address any group or pick actions as needed.

Note: Items are added in classification, item ID order regardless of the selected order. Rearrange in Patient Orders window as needed, so the orders display as preferred. 

Update, discontinue, reinstate orders

You can update, delete, discontinue, or reinstate orders listed within the Patient Orders window. 

Update orders

Update existing or enter additional orders as a patient’s condition changes, such as changing the frequency for recurring treatments from QID to BID, set as PRN or modify display order of scheduled treatments.
Note: Changes are not retroactive and are only applied to current and future scheduled treatments. 

  1. To modify an existing order (scheduled vs completed/in progress if recurring).
  2. Once frequency is set to Until completed, it cannot be changed. 
  3. Optional: Select the Hide completed and discontinued treatments check box. This option is generally selected if the patient has existing orders.  
  4. If Whiteboard alerts exist for the patient, you can view and edit those alerts on the Patient Orders window:  
    • If there is more than one alert for the patient, a down arrow displays to the right of the Alerts area. Rest the mouse pointer on the displayed alert to view the patient’s full alert list in a popup window.  
    • To open the Whiteboard Alerts window to edit or add to the patient’s alert list, click the blue edit link (located to the right of the Alerts area).  

Delete an unsaved order

Remove items added in error (at time of use only). Once saved, orders cannot be deleted, but can be discontinued. 

  • Within the Patient Orders window, click the line item you want to delete.  
  • Press CTRL+D.

Discontinue a treatment

Discontinue current and future treatments as a patient’s progress changes, or for saved orders entered in error or no longer needed. Any overdue past treatments will remain on the Whiteboard. 

  1. Within the Patient Orders window, right-click the line item and select Discontinue treatment. The line item appears grayed out.  
  2. Repeat as needed for other treatment orders. 
  3. Click OK and return to the previous window.  
  4. When viewing the Whiteboard or Patient Treatments window, a gray Discontinue block appears for an order that was discontinued. 

Reinstate a discontinued treatment

  1. Previously discontinued orders can be reinstated, if the order was discontinued in error or the treatment needs to resume.
    • Treatment instances between discontinue and reinstate will appear as overdue.
    • These ‘missed’ treatments can be marked as Not completed. Alternately, you can enter a new treatment order.
  2. Within the Patient Orders window, right-click the grayed-out line item and select Restart treatment.
    • A warning message informs you that restarting this line will reinstate the line as if it was never discontinued and asks if you would like to continue. Click Yes or No.
  3. Click OK and return to the previous window.
  4. When viewing the Whiteboard or Patient Treatments window, a Scheduled appears for a reinstated order.

Additional information

General

Travel sheet

Patient orders

Critical patients

Non billing items

Getting started with Whiteboard tips

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. 

Whiteboard Patient Orders Report

Other Resources

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