You have been given the key to your customized EMR kingdom! This guide will provide you with everything you need to know in order to keep things running smoothly.
To access the Admin screen click on the gear icon (Admin) in the left navigation bar. Admin categories will be available on the left based on user permissions.
💊INVENTORY
Products
The Product section is where all billable and nonbillable items are created and managed in Instinct EMR.
Any user with the “admin_products” permission can manage Products.
Adding a New Product:
To add a new Product, click “+ New Product” at the top of the Products Admin page.
Enter a Name and unique PIMS ID for the Product and select a Class from the drop down menu.
Product Class
- Product – Regular products (walk patient, inventory supplies, etc.).
- Product + Calculator – Medication items that utilize a calculator.
- Automatic Charge – Items that bill in the background when other items are ordered.
📓 Please Note: A Vital Sign Class can only be created by Instinct support. To have a Vital Sign created or modified, please reach out to support@instinct.vet.
Enter the relevant information into the Product Form screen. Hover over any label to get instructions for the given field. All required fields are notated with an asterisk after the label. When filled out, Default fields will automatically populate the information for ordering the Product on the Treatment Sheet.
🚨 Important Note: Once a product is saved, the Billable toggle will no longer display when editing the product. If you would like to switch this product from billable to non-billable or vice versa, please create a new product.
If the Product has the “Excluded from Discounts” toggle on, any discounts applied to an invoice will not be applied to the the product cost.
If the Product has the “Excluded from Commissions” toggle on, the cost of the product will not be included in the totals of the Provider Summary report.
Once complete, click “Save”. The new Product has now been added to Instinct EMR.
💡 ProTip: Looking for more information? Check out our Automatic Charges Guide, EMR Discount Guide, EMR Invoice Tags, EMR Tax Guide, Patient Safety Warning Guide, and Workflow Tags Guide!
Editing a Product:
Search for the existing Product using the search bar in the top right corner of the Product Admin page.
Clicking on the Item Name will open the Product Form for editing. Once all edits have been made, click “Save”. The Product has now been updated in Instinct EMR.
⚡️ IMPORTANT: Stocking a different strength of a medication? Please do not change the name/strength of an existing medication as this will retroactively change all previous medication orders. Instead, you’ll want to deactivate it, put something like ‘DONOTUSE’ in front of the name and the PIMS ID (this frees up that ID if you need to use it for your new product), and create a brand new product.
Bulk Editing Products:
To edit multiple Products, place a checkmark next to the any Products that need to be updated. Then click on the “Edit” button at the top of the Product Admin page. Once edits have been made, click on “Save” and all selected Products will be updated.
Provider Default for a Product
If needed, a Provider Default can be set for a product so that Provider will be the Provider listed on the Instinct Invoice by default, regardless of who the Provider is on the pet’s visit at that time.
To add a new Default Provider for a Product, head to the Admin > Products, and search for (or add) the Product you would like to assign a Default Provider to.
In the Default Provider dropdown, simply select the provider’s name and click save.
Tx Sheet & Ax Mode
When a product with a Default Provider is ordered on the TX or AX sheet, the product will automatically be assigned to the Default Provider. A tooltip will also display that reads “This product has a default provider, which may be different from the visit provider”.
One-Off Orders
If a One-Off order with a Default Provider is completed, the order will be added to the TX Sheet with its Default Provider.
Product Groups
If a Product Group is ordered that includes products with a Default Provider, those products will be added to the TX Sheet with the Default Provider that is assigned to the individual Product.
Invoices
When entering or editing an invoice line item that has a Default Provider, the DR column will display the Default Provider and the field will be disabled unless you have the product_override_default_provider permission.
Fees
If a Product with a Default Provider has an Automatic Fee attached, the Automatic Fee will be assigned to the Default Provider when added to the Invoice.
If you need to override any Default Provider that has been set for a Product on the Invoice, you’ll need to add the product_override_default_provider permission to a user role.
Deactivating a Doctor or Changing Doctor Class
When a staff member who is assigned as a Default Provider changes from the Doctor Class to the Staff Class, or is being deactivated, Instinct will display the following warning:
“You are about to change a staff member’s role to no longer be a doctor. Their name will not be available to select from any provider dropdowns/You are about to deactivate a staff member. They will no longer be able to login, and their name will not be available to select from any dropdowns. Additionally, they will be removed from 3 products that they are set as the default provider for. Are you sure you want to change this staff member’s role?/deactivate this staff member?”
Product Groups
Product Groups can be used to quickly and easily create Treatment Sheets, Estimates, and Invoices for common work-ups and procedures done at the hospital.
🏅 Product Group Best Practices
Create specific Treatment Sheet, Estimate, and Invoice Product Groups to avoid:
- Adding unnecessary items, like non-billable vitals, to an Estimate
- Adding unnecessary options for medications or procedures to an Estimate or Invoice
- Adding duplicate charges to an Invoice, since completing treatment items capture the charge on the Invoice
- Missing automatic charges when creating Estimates
Any user with the “admin_product_groups” permission can manage Product Groups in Admin.
Creating a New Product Group:
To create a new Product Group click the “+ New Group” button at the top of the Product Group Admin page.
Create a Name and PIMS ID for the group. Utilizing common naming schemes when creating Product Groups will make them easier to search for when creating Treatment Sheets, Estimates, and Invoices.
A “Target Estimate” amount range is available for internal communication purposes only and will show up when searching/using Product Groups when creating Estimates. This is useful for providing canned estimates ranges for procedures or work-ups, such as a TPLO surgery or GI work-up, to help guide the team in making and providing accurate Estimates.
Begin adding Products to the Product Group by searching for a Product and clicking the “Add” button.
💡 ProTip: You can add all (or individual) products from an existing group as well. Add them all at once by simply pressing the “Add” button or use the expand arrow button to view and add products individually.
For each Product, set the desired default frequency, quantity, or include an order note specific to this Product Group. These defaults will apply each time this Product Group is added to a Tx Sheet.
The “START OFF/ON” toggle switch (above) allows for choosing which items are set to add automatically to the Tx Sheet and which items will appear as optional (or case specific). All items can be turned on (or off) when placing the order on a Tx Sheet by selecting the dot to its left (see below). Orange indicates the item is on. Gray indicates it is off.
Once all Products have been added to the Product Group and all quantities and frequencies have been set, click “Save”. The new Product Group has now been created.
Editing an Existing Product Group:
To edit an existing Product Group, simply scroll through the list or search for the existing Product Group in the right hand corner at the top of the Product Group Admin page. Click on the Product Group name to start editing.
When editing the Group Form a User can:
- Add Products or Product Groups to the existing Product Group by using the search bar located at the bottom of the screen.
- Change the frequency or quantity of any Product(s)
- Remove a Product(s) from the Product Group
- Add notes to Product(s)
- Update the Estimate Range
- Delete the Product Group entirely
⚡ Check out our EMR Product Groups article for more information and ideas of Product Groups to create!
Categories
The list in this section of Admin is simply intended as a guide to show which Categories are available and the order in which they will be displayed on the Tx Sheet.
Categories are assigned to each Product in the Product Admin so they appear on the Tx Sheet in organized groupings that make sense to your workflow.
💡 ProTip: To prioritize Products under each Category, assign a Sort Order number to the Product in Product Admin. Lower numbers will populate closer to the Category heading on the Treatment Sheet.
Workflow Tags
Workflow Tags allow for types of treatments (i.e. Controlled Drugs, Radiology, etc) to be filtered on any of the Status Boards. When a Board is filtered by a specific Workflow Tag, patients whose Treatment Sheets contain the Products that are tagged with that specific Workflow Tag will show on the board, those patients without those tagged Products will not. Click here to learn more about using Workflow Tags.
Any user with the “admin_workflow_tags” permission can manage Workflow Tags in Admin.
Creating a New Workflow Tag:
To create a new Workflow Tag, click the “+ New Workflow Tag” button at the top of the Workflow Tag Admin page.
Create a Label and Description and then click “Save”.
Editing a Workflow Tag:
To edit a Workflow Tag click on the Label to open the Form. Click “Save” when complete.
Workflow Tags can be deleted by clicking “X” on the far right as shown above.
Assigning Workflow Tags:
Product(s) are assigned Workflow Tags in the Product Admin section on the Product Form (more than one tag may be assigned):
💡 ProTip: Need to add or remove a Workflow Tag to multiple Products? Simply select the check boxes to the left of the Products, click on “Edit” at the top of the screen, then use the Bulk Edit tool to “+ Add” or “- Remove” Workflow Tags.
Invoice Tags
Invoice Tags allow for assigning billable products to custom categories (i.e. Controlled Drugs, Radiology, Anesthesia, etc.) for general ledger reporting. Click here to learn more about using Invoice Tags.
Any user with the “admin_invoice_tags” permission can manage Invoice Tags in Admin.
Creating a New Invoice Tag:
To create a new Invoice Tag, click the “+ New Invoice Tag” button at the top of the Invoice Tag Admin page. Create a Label and Description and then click “Save”.
Editing Invoice Tags:
To edit an Invoice Tag click on the Label to open the Form. Click “Save” when complete.
Invoice Tags can be deleted by clicking “X” on the far right as shown above.
Assigning Invoice Tags:
Product(s) are assigned Invoice Tags in the Product Admin section on the Product Form (more than one tag may be assigned):
💡 ProTip: Need to add or remove an Invoice Tag to multiple Products? Simply select the check boxes to the left of the Products, click on “Edit” at the top of the screen, then use the Bulk Edit tool to “+ Add” or “- Remove” Invoice Tags.
📁MEDICAL RECORD
Charts
The Charts section is where medical record templates can be created, edited, duplicated or discarded.
Any user with the “admin_charts” permission can manage Chart Templates in Admin.
💡 ProTip: Duplicate any Template to work from it and create additional Templates fast!
Creating a New Template:
To create a new Template, simply click “+ New Template” at the top of the Charts Admin page as shown above. Use the Template Builder to create the Document Name, Type, and add/remove blocks. As you build the template, a preview template will appear on the right-hand side.
Select from the following choices to build the template:
- Section Header – Organizes blocks of fields by dividing them within a section
- Short Input – Blank text field for short comments or list of observations
- Long Input – Blank text field for long comments like assessments and summaries
- Dropdown List – A list of options for users to choose from
Click the 3-dot menu on any Dropdown List to allow multiple selections or mark required.
- Drawing Block – An area to draw over images such as body maps
Within this section, you can name the image being uploaded and add a brief description letting other users know important information about the image or how to utilize it. Uploaded images should be 100mb or less, .png or .jpg file types, and be at lease 475 pixel wide for best resolution.
⚡ For additional information about Drawing Blocks, please see our Drawing Block Guide.
Utilize the “Duplicate” button to quickly copy the same type of field and create Templates fast. The 3-dot menu next to the section block allows you to make fields required, editable, allow snippets to be used, and allow multiple dropdown selections to be chosen.
Default notes can be set to prepopulate on the charting document when opened. This is useful when making visit and condition-specific charting documents (vaccine appointments, allergic reactions, etc.) to help guide the team on what information should be included.
A Description can also be added, which appears as tool tip when hovering over the document field and as gray text within the field, as a helpful reminder about what information to include.
💡 ProTip: Enter the number of signatures required when completing the document in a patients record, and select “rVet Auto Sharing” to automatically share this document with the referring veterinarian on file by default when the document is completed.
Editing a Template:
To Edit or Discard a Template, simply click the 3-dot menu to the left of the Template Name.
🚨 Please Note: Discarding a Template immediately removes the Template. This action can not be undone!
Snippets
Snippets can be created to quickly add pre-populated text to any document field.
Any user with the “admin_charts” permission can manage Snippets in Admin.
Creating a New Snippet:
To create a new Snippet, simply click “+ New Snippet” at the top of the Snippet Admin page.
Enter the Snippet Name and Text which can then be selected when filling out a document field in the Charts or Prescription sections of Instinct EMR.
If a Snippet is inserted into a Chart template, it will automatically appear when this document is created for a patient. This is similar to how Default Order Notes work when ordering treatments on the Treatment Sheet.
Editing a Snippet:
To Edit or Delete a Snippet, simply click the 3-dot menu to the left of the Snippet Label name.
Estimates
An Estimate Print Footer can be created and modified in this section of Admin. This Footer is the legal information that will appear at the bottom of every Estimate for Clients to sign.
Any user with the “admin_estimates” permission can manage the Estimate Print Footer in Admin.
To create a default Estimate Print Footer, click on the Estimates section within Admin.
Enter the legal information you would like to be displayed on the bottom of all estimate PDF’s and click “Save”.
📝 Please Note: Any changes made to the Estimate Footer will only appear on future Estimates. Estimates will always show the Footer that was saved at the time the Estimate was created.
📆 CALENDAR
Appointment Types
Appointment Types allow staff to easily and appropriately schedule appointments for the hospital. They can also be useful in helping a service to plan the day based on the type of appointments that are scheduled.
Any user with the “admin_calendars” permission can manage Appointment Types in Admin.
Creating a New Appointment Type:
To add new Appointment Types, simply click “+ New Appointment Type” at the top of the Appointment Types Admin page.
When adding a new Appointment Type, you will be required to enter the Label, Abbreviation, Default Duration, Default Notes, and Color. There is a max length of 7 characters on Appointment Type abbreviations. The Default Notes are optional and any text entered here will automatically be included in the Appt. Notes field whenever this Appointment Type is scheduled.
Editing Appointment Types:
To Edit or Delete an Appointment Type, simply click the 3-dot menu to the left of the Appointment Type name.
Staff Groups
Staff Groups are used to create Group Calendars for the Appointments Calendar. Group Calendars contain a list of users that is specific to a department or shift schedule, such as Internal Medicine or Overnight Emergency Doctors, and allows users to easily see availability for scheduling across that department or shift.
Any user with the “admin_calendars” permission can manage Staff Groups in Admin.
Adding New Staff Groups:
To add new Staff Groups, simply click “+ New Staff Group” at the top of the Staff Groups Admin page.
Enter the the required Label (name of the group) and unique Abbreviation for the Staff Group. Select Members (users) that will be associated with this group.
As a reminder, any Members added to a Staff Group will also have their own personal calendars displayed when viewing this Group on the Appointments Calendar.
Editing Staff Groups:
To Edit or Delete a Staff Group, simply click the 3-dot menu to the left of the Staff Group name.
Event Calendars
The Event Calendar is designed to track specific events within a practice, such as staff meetings, time off requests/vacations, staff birthdays, and more.
Any user with the “admin_calendars” permission can manage Event Calendars in Admin.
Adding New Event Calendars:
To add new Event Calendars, click “+ New Event Calendars” at the top of the Event Calendars Admin page.
Enter a Calendar Label and Default Duration for the Event. Please note that this Duration can be adjusted when scheduling any Events.
Editing Event Calendars:
To Edit or Delete an Event Calendar, simply click the 3-dot menu to the left of the Event Calendar name.
Templates
Appointment Calendar Templates allow for creation of daily schedules that can be applied to several days at once on a single calendar or Calendar Group.
Any user with the “admin_calendars” permission can manage Templates in Admin.
Adding New Templates:
To add a new Template, click on “+ New Template” at the top of the Template Admin page.
Enter a Name for the Template, then click to add Drop-Off Availability or Appointment Availability to the the Template.
When adding Drop-Off Availability, enter in the number of Available Drop-Offs for the Template.
When adding Appointment Availability, enter a Start time and the Duration of the Availability Block. To indicate what Appointment Types can be scheduled within this Availability Block click on “+Add”.
Creating multiple Appointment Availabilities allows for further customization of the Template.
You can create Calendar Templates with prefilled notes for Availability Blocks which can then be applied to a calendar(s).
Availability Notes can also be added or edited from the 3-dot menu next to the Availability block on the Appointment Calendar.
After saving this Template, click “Apply to Calendar” which opens the Apply Template. Click on “+ Add” to select Individual or Group Calendars, then select the days to apply the Template to.
If a Group Calendar is selected, each team member within the Group will have this template applied to their Individual Calendar.
User(s) can be removed from Calendar Templates by clicking the ‘x’ next to the user(s) name, as shown below.
Bulk Select can be used to include All Weekdays/Days for the visible month. Clicking on any weekday header (Mo, Tu, We, etc.) will also Bulk Select that weekday for the visible month.
📝 Please Note: Templates can be applied for up to 365 days in the future.
🚨 DROP-OFF AVAILAILITES: If an existing calendar day has Drop-Off Availabilities without any drop-offs scheduled and a Template is applied with overlapping Drop-Off Availabilities, the current Drop-Off Availabilities for the day will be replaced with the number in the Template. If the existing calendar day has Drop-Off Availabilities WITH drop-offs scheduled, the Template will not override that information and the existing calendar Drop-Off Availabilities and schedule drop-offs will remain the same.
🚨 APPOINTMENT AVAILABILITIES: If Appointment Availabilities already exist on a calendar and a Template is applied with overlapping Appointment Availabilities, both Availability Blocks will be added to the calendar. For example, if a team member has an existing availability for 8a-5p and a Template is applied with an availability of 9a-4p, both Availability Blocks will be displayed on the calendar.
After clicking “Apply”, the following message appears alerting that any existing Drop-Off Availability will be overridden. Please note there is no bulk undo once this action is confirmed!
The Appointment Template can now be viewed within the Group or Individual Calendar.
Editing Templates:
To Edit or Delete an Appointment Template, simply click the 3-dot menu followed by Edit or Delete.
🚨 Important Note: If a Template has been applied to a Calendar and is edited in the Admin section, the drop-offs/availabilities for that day will NOT update on the Calendar. Template updates are only applied to calendars using the template from that point forward, so any days using the previous Template before it was edited will remain the same.
🚨 Important Note: If a Template has been applied to a Calendar and is deleted in the Admin section, the drop-offs/availabilities for that day will NOT be deleted on the Calendar. Deleting a Template simply removes it from the Templates Admin screen and does not allow users to apply it to any future Calendars.
🏥 PRACTICE
Staff
The Staff section is where Users can be created, edited, and inactivated. User Roles and Permissions are also managed here.
Any user with the “admin_staff” permission can manage Staff in Admin.
Adding New Staff:
To add new staff members, simply click “+ New User” at the top of the Staff Admin page.
In the Staff Form, enter the new staff member’s First and Last Name. When entering in the Initials and Pin, make sure that they are unique to that staff member. In the Class field, choose either Doctor or Staff from the drop down menu. Any Users classified as Doctors will appear as Doctors in Instinct EMR.
Roles are assigned to Users to allow for specific access and functionality within Instinct EMR. All Users must be assigned the Staff role for basic functionality. Additional Roles can be assigned as well (i.e. a doctor with admin access would have 3 roles assigned: Staff, Doctor, and Admin).
Role Permissions can be reviewed, edited, and created by clicking on the “Manage” button at the top of the Staff Admin page.
The orange check mark indicates which Permissions are selected for each role to the left.
- By default, all hospitals will have the following Roles already available:
- Auditor – Allows editing and voiding on Invoice
- Cashier – Allows managing payments
- Admin – Admin User Role
- Doctor – Doctor User Role
- Staff – Staff User Role
- Calendar Scheduler – Allows users to create and manage appointments, events, and drop-offs
To create an additional role, select the “+ New” button at the bottom of the Roles list.
Enter a Label and Description for the role, then select the appropriate Permissions.
📝 For a list of available Permissions please see our User Roles and Permission Guide.
Editing Staff:
To edit a Users information, search for the User Name by using the Search Bar in the upper right hand corner of the Staff Admin page. Once the User is located, simply click on the User’s Name to open the Staff Form for editing.
🚨 Please Note: As a security feature, a User’s PIN will never be viewable in the Staff Form.
If a User is no longer employed, inactivate them by clicking on the “Active” toggle. (Users are never deleted in order to protect any historical data associated with that User.)
Clear Context:
Context remembers a User’s last location and preferences in Instinct EMR. Clearing the Context can help resolve occasional bugs that may occur. Always ensure that a User is logged out before clearing their Context.
Context can be cleared for a single User or All Users. To Clear Context for a single User, search for the User Name in the upper right hand corner of the Staff Admin page. Once the User is located, simply click on the “X Clear Context” on the right hand side of the screen. To Clear Context for All Users, click on Mange at the top of the Staff Admin page, then select “Clear All User Contexts”.
Services
The Services section is where hospital departments can be created, modify, and deleted/inactivated. Active Services in this section will appear in the Service drop down lists throughout Instinct EMR.
Any user with the “admin_services” permission can manage Services in Admin.
Adding New Services:
To add new Services, simply click “+ New Services” at the top of the Service Admin page.
Enter a Label and Abbreviation for the department, then click on “Save”.
Editing Services:
To edit a Service, simply click on the Service Label to open the Service Form.
To delete a Service, click on the “X” on the far right. A message will appear asking to confirm the removal of the Service. Once confirmed, the Service will be removed from the list if it has never been used before. If a Service has been used before, a new message will appear stating that the Service is currently in use and can not be removed.
In this situation, Instinct recommends inactivating the Service by clicking on the Service Label to open the Service Form. Simply click on the “Active” toggle to turn it off, then click on “Save”.
The inactive Service will then show in gray on the Service list and will no longer appear in the Service drop down lists throughout Instinct EMR.
Exams
The Exams section is where Exam types can be created, modify, and deleted/inactivated. Active Exams in this section will appear in the Exam drop down lists throughout Instinct EMR.
Any user with the “admin_exams” permission can manage Exams in Admin.
Adding New Exams:
To add a new Exam, simply click “+ New Exam” at the top of the Exams Admin page.
Enter a Label and Abbreviation, then click “Save”. To link Automatic Charges to the Exam, simply click the “Add/Edit Charges” button and search for the appropriate Automatic Charge. As a reminder, Automatic Charges can be created under Products. For more information on how Automatic Charges work, click here.
Editing An Exam:
To edit an Exam, simply click on the Exam Label to open the Exam Form.
To delete an Exam, click on the “X” on the far right (as shown above). A message will appear asking to confirm the removal of the Exam. Once confirmed, the Exam will be removed from the list if it has never been used before. If an Exam has been used before, a new message will appear stating that the Exam is currently in use and can not be removed.
In this situation, Instinct recommends inactivating the Exam by clicking on the Exam Label to open the Exam Form. Simply click on the “Active” toggle to turn it off, then click on “Save”.
The inactive Service will then show in gray on the Exams list and will no longer appear in the Exams drop down lists throughout Instinct EMR.
Wards
The Wards section is where patient locations in the hospital can be created, modify, and deleted/inactivated. Active Wards in this section will appear in the Wards drop down lists throughout Instinct EMR.
Any user with the “admin_wards” permission can manage Wards in Admin.
Adding New Wards:
To add a new Ward, simply click “+ New Ward” at the top of the Wards Admin page.
Enter a Label and Abbreviation, then click “Save”. To link Automatic Charges to the Ward, simply click the “Add/Edit Charges” button and search for the appropriate Automatic Charge. As a reminder, Automatic Charges can be created under Products. For more information on how Automatic Charges work, click here.
Editing a Ward:
To edit a Ward, simply click on the Ward Label to open the Ward Form.
To delete a Ward, click on the “X” on the far right (as shown above). A message will appear asking to confirm the removal of the Ward. Once confirmed, the Ward will be removed from the list if it has never been used before. If a Ward has been used before, a new message will appear stating that the Ward is currently in use and can not be removed.
In this situation, Instinct recommends inactivating the Ward by clicking on the Ward Label to open the Ward Form. Simply click on the “Active” toggle to turn it off, then click on “Save”.
The inactive Ward will then show in gray on the Wards list and will no longer appear in the Wards drop down lists throughout Instinct EMR.
Hospitalization
The Hospitalization section is where Hospitalization levels and types can be created, modify, and deleted/inactivated. Active Hospitalization types in this section will appear in the Hospitalization drop down lists throughout Instinct EMR. Click here to learn more about Common Hospitalization Workflows.
Any user with the “admin_hospitalizations” permission can manage Hospitalization in Admin.
Adding New Hospitalization:
To add a new Hospitalization type, simply click “+ New Hospitalization” at the top of the Hospitalization Admin page.
Enter a Label and Abbreviation, then click “Save”. To link Automatic Charges to the Ward, simply click the “Add/Edit Charges” button and search for the appropriate Automatic Charge. As a reminder, Automatic Charges can be created under Products. For more information on how Automatic Charges work, click here.
Editing Hospitalization:
To edit a Hospitalization, simply click on the Hospitalization Label to open the Hospitalization Form.
To delete a Hospitalization, click on the “X” on the far right (as shown above). A message will appear asking to confirm the removal of the Hospitalization. Once confirmed, the Hospitalization will be removed from the list if it has never been used before. If a Hospitalization has been used before, a new message will appear stating that the Hospitalization is currently in use and can not be removed.
In this situation, Instinct recommends inactivating the Hospitalization by clicking on the Hospitalization Label to open the Hospitalization Form. Simply click on the “Active” toggle to turn it off, then click on “Save”.
The inactive Hospitalization will then show in gray on the Hospitalization list and will no longer appear in the Hospitalization drop down lists throughout Instinct EMR.
Code Status
The Code Status section is where CPR statuses can be created, modify, and deleted.
Any user with the “admin_code_status” permission can manage Code Status in Admin.
Adding A New Code Status:
To add a new Code Status, simply click “+ New Code Status” at the top of the Code Status Admin page.
Enter a Label and Abbreviation, then click “Save”.
💡 ProTip: Add an emoji to your Code Status for increased visibility!
Editing A Code Status:
To edit a Code Status, click on the Code Status Label to open the Code Status Form for editing. Click on “Save” when finished.
To delete a Code Status, click on the “X” on the far right (as shown above).
Patient Alerts
Alerts for patients are a flexible list of digital cage stickers that can help to improve communication between all departments and are available to use as either Visit Alerts or Patient Alerts. Click here to learn more about using Alerts in Instinct EMR.
- Visit Alerts only display for the associated visit and reset once the patient has been checked out
- Patient Alerts display in bold for each visit the patient has and are not reset after the patient checks out
Any user with the “admin_alerts” permission can manage Patient Alerts in Admin.
Adding New Patient Alerts:
To add a new Patient Alert, simply click “+ New Alert” at the top of the Patient Alerts Admin page.
Enter a Label, then click on “Save”.
Editing Patient Alerts:
To edit a Patient Alert, click on the Patient Alert Label to open the Alert Form for editing. Click on “Save” when finished.
To delete a Patient Alert, click on the “X” on the far right (as shown above).
💡 ProTip: You can use emojis 😍 in most places in Instinct, including Patient Alerts! Check out this Careville article on How to use Emojis!
Account Alerts
Account Alerts are used to relay important information internally to staff regarding a Client’s Account. These Alerts will display within multiple areas of Instinct EMR, but will never be displayed on PDF’s that are created for the client or rDVM. Click here to learn more about using Alerts in Instinct EMR.
Any user with the “admin_account_alerts” permission can manage Account Alerts in Admin.
Adding New Account Alerts:
New Account Alerts can be created by clicking on the “+New Account Alert” button at the top of the Account Alert admin page.
Create a Label and then click “Save”.
Editing An Account Alert:
To edit an Account Alert, click on the Account Alert Label to open the Alert Form for editing. Click on “Save” when finished.
To delete an Account Alert click on the “X” on the far right (as shown above).
- If the Account Alert is not currently associated with any Client Accounts, a warning will appear (see below) and upon clicking on ‘Confirm’, the Account Alert will be deleted.
- If the Account Alert is currently associated with any Client Accounts, a warning will appear (see below).
Upon clicking on ‘Confirm’, the Account Alert will be deactivated (displays in gray) and a deactivated date will appear to the right of the Account Alert.
To reactivate an Account Alert, click on the deactivated Account Alert to edit and move the Active toggle from off (black) to on (orange). Once saved, the label will display in bold again with the other active labels.
Account Types
Account Types are internal tags for grouping client accounts into various categories, such as Rescue Group or Employee. These tags are visible on the Accounts screen in the Business Office and on the Account Ledger Screen. These tags will never be displayed on PDF’s that are created for the client or rDVM.
Any user with the “admin_account_types” permission can manage Account Types in Admin.
Adding New Account Types:
New Account Types can be created by clicking on the “+New Account Type” button at the top of the Account Type admin page.
Create a Label and then click “Save”.
Editing An Account Type:
To edit an Account Type, click on the Account Type Label to open the Account Type Form for editing. Click on “Save” when finished.
To delete an Account Type click on the “X” on the far right (as shown above).
- If the Account Type is not currently associated with any Client Accounts, a warning will appear (see below) and upon clicking on ‘Confirm’, the Account Alert will be deleted.
- If the Account Type is currently associated with any Client Accounts, a warning will appear (see below).
Upon clicking on ‘Confirm’, the Account Type will be deactivated (displays in gray) and a deactivated date will appear to the right of the Account Type.
To reactivate an Account Type, click on the deactivated Account Type to edit and move the Active toggle from off (black) to on (orange). Once saved, the label will display in bold again with the other active labels.
Taxes
The Taxes section is the where Tax Classes and associated Tax Rates can be created and managed. Active items in this section can be applied to appropriate products to automatically calculate tax for that product on the client invoice. To learn more about how Taxes are used in Instinct EMR, click here.
Any user with the “admin_taxes” permission can manage Taxes in Admin.
Adding New Taxes:
New Tax Classes can be created by clicking on the “+New Tax Class” button at the top of the Taxes Admin page.
Enter a Name for the Tax Class, the Rate, and Application Date, and then click “Save”.
📝 Please note:
▪ The Rate field accepts numerical values up to 3 decimal places and must be greater than 0.
▪ The Application Date determines when the rate will be applied to invoice line items and defaults to the current date and time. A past or future date can also be selected.
Editing Taxes:
To Edit or Delete a Tax Class, simply click the 3-dot menu followed by Edit or Delete.
- When editing the Tax Class Form will display any Previous Tax Rates with the date of application. Editing a Tax Rate will change the Tax Rate on current and future invoices based on the Application Date. Past invoices for Checked-Out patients will never be affected by revisions.
🚨 Important: Re-opening a visit will not adjust the line items to a new Tax Rate. If a previous invoice needs Tax Rates adjusted, please contact us at support@instinct.vet.
- Deleting a Tax Class automatically removes the Tax Rate from any products that the Tax Class is associated with. Line items of these products on current or future invoices will no longer be taxed. Deleting a Tax Class does not affect past invoices, the line items will still show the previous Tax Rate.
Assigning Tax Class:
Product(s) are assigned Tax Classes in the Product Admin section on the Product Form (more than one tag may be assigned):
💡 ProTip: Need to add or remove a Tax Class to multiple Products? Simply select the check boxes to the left of the Products, click on “Edit” at the top of the screen, then use the Bulk Edit tool to “+ Add” or “- Remove” Tax Classes.
Discounts
The Discounts section is the where Discount Classes and associated Discount Rates can be created and managed. Active items in this section can be applied to Client Accounts, Patient Accounts, or added directly onto an Invoice. Click here to learn more about using Discounts in Instinct EMR.
Any user with the “admin_discounts” permission can manage Discounts in Admin.
Adding New Discounts:
New Discount Classes can be created by clicking on the “+New Discount Class” button at the top of the Discounts Admin page.
Enter a Name and Rate for the Discount Class, and then click “Save”.
📝 Please Note: The Rate saves up to 3 decimals, but the percentage will round to 2 decimal places after saving (5.788% will display as 5.79%, for example). The Rate must also be greater than 0%.
Editing Discounts:
To Edit or Delete a Discount Class, simply click the 3-dot menu followed by Edit or Delete.
When deleting a Discount Class, a warning will appear alerting that the Discount Class will be removed from any associated Client Account, Patient Account, or current Invoices. Past Invoices will not be affected, but if a discount on a past Invoice needs to be modified, please contact us at support@instinct.vet.
💡 ProTip: Individual Products can be excluded from any Discounts by editing the Product in the Products Admin page and moving the toggle next to Exclude from Discounts to the on (orange) position.
Payment Devices
Instinct currently integrates with Gravity Payments for payment processing. Before collecting any payments, the names of any Clover devices need to be added to the Payment Devices section in Admin.
Any user with the “admin_payment_devices” permission can manage Payment Devices in Admin.
Adding New Payment Devices:
New Payment Devices can be added by clicking on the “+New Payment Device” button at the top of the Payment Devices Admin page.
Enter a Device Name and optional Alias Name, then click “Save”.
- The Device Name needs to match the Clover name that was used during setup with Gravity Payments. If the Device Name listed here is different from the Clover name (it must match exactly), payments will not be accepted using this Clover device.
- The Device Alias is optional and is displayed within Instinct. This can be used to rename devices without going through Gravity.
Editing Payment Devices:
To Edit or Delete a Payment Device, simply click the 3-dot menu followed by Edit or Delete.
When deleting a Payment Device, a pop-up warning will appear confirming that you’d like to remove the Payment Device. Once this action has been confirmed, it can not be reversed.
For more information on how to take process payments using the Gravity Integration, please check out our EMR Gravity Payments User Guide.
💡 Please Note: We recommend your IT Team allow the following URLs in your network to make sure that Instinct will work as expected: *.intercom.io ; *.instinctvet.io ; *.intercomcdn.com ; *.sentry.io ; *.instinctvet.cloud ; *.instinctshareville.vet ; *.chargeitpro.com ; *.emergepay.chargeitpro.com ; *.assets.emergepay.chargeitpro.com ; *.app.plumbs.com; *use.typekit.net
DYMO Printers
The DYMO Printers section is where users can view DYMO Printers that are currently available through the DYMO Web Service.
If no printers are listed on the DYMO Printers Admin page (see below), the DYMO Web Service has stopped running. All computers must have the DYMO Web Service running for DYMO Printers to be listed in the DYMO Printers Admin page.
💡 ProTip: For information on how to set-up or troubleshoot DYMO Printers, please see our Careville EMR DYMO Label Printer Guide.
Integrations
The Integrations section is where the hospital’s IDEXX – VetConnect credentials are entered and stored for the IDEXX Diagnostic Integration. To enable the IDEXX Diagnostic Integration for your hospital, please contact us at support@instinct.vet.
Any user with the “admin_integration” permission can manage Integrations in Admin.
Adding IDEXX – VetConnect Credentials:
IDEXX – VetConnect Credentials can be added by clicking on the “Add Credentials” button at the top right in the Integrations section.
Enter the hospital’s IDEXX VetConnect username and password, then click “Save”.
Once saved, the button in the top right will change from “Add Credentials” to “Activate”.
Click on the “Activate” button to start ordering IDEXX integrated laboratory treatments!
Editing IDEXX – VetConnect Credentials:
If the IDEXX – VetConnect Credentials are entered incorrectly, users will not see a chart document created when laboratory orders are completed on the treatment sheet. To edit the credentials, simply click directly on the Idexx VetConnect Label to open the credential information.
To deactivate the Idexx Integration, click on the “Deactivate” button.
🚨 Please Note: When the Idexx Integration is Deactivated, past order results will no longer be accessible in the remaining chart documents.
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