Learn how to share important patient information with referring veterinarians using Instinct’s new Shareville portal system.
Welcome to Shareville!
We understand the importance of keeping an open and secure line of communication with the referring veterinarian. That’s why we’ve built Shareville – a helpful portal where referring veterinarians can get automatic email notifications and review patient documents on demand as they are finalized. Please note, Shareville must be enabled at your clinic by contacting us at support@instinct.vet.
⚙ Shareville Automation
Once enabled, Shareville automatically notifies the referring veterinarian on file via email whenever one of their patients has Checked-In or Checked-Out of Instinct:
📓 Please Note: If a referring clinic reports they are unable to access Shareville or are not receiving email notifications, please have their IT team allow the following domain on their network: *.instinctshareville.vet ; *.instinctvet.email ; We also recommend allowing: *.intercom.io ; *.instinctvet.io ; *.intercomcdn.com ; *.sentry.io ; *.instinctvet.cloud ; *.chargeitpro.com ; *.emergepay.chargeitpro.com ; *.assets.emergepay.chargeitpro.com ; *.app.plumbs.com ; * use.typekit.net
If the referring veterinarian field has multiple email addresses on file for a patient, the automated emails will be sent to all email addresses. If an email address is marked as preferred, the Shareville email will only be sent to this email address. As a reminder, this contact information can be edited by clicking Business Office (briefcase icon in left side-bar) > Referrers.
rVet email addresses can also be configured to not receive emails from Instinct.
When you’re in the edit screen for any rVet profile, using the 3-dot menu next to the rVet email address and selecting “Turn off e-mail notifications” will opt-out that email:
Once an email has been opted-out of e-mail notifications, it will be identified by a bell icon with an ✖️:
E-mail addresses may be opted back in using the same 3-dot menu and selecting “Turn on e-mail notifications”:
📓 Please note: The rVet Shareville password is managed by referrer clinic and not by email address. This means if a referrer has multiple email addresses on file, they will use the same shared password to access Shareville.
If a referring veterinarian is added to the patient file after the patient is already checked in, the automated email will not be sent. However, you can manually resend the initial ‘Check In’ email (includes portal link) by clicking the ‘rVet Sharing’ button at the bottom of the Charts screen:
Keep in mind if a patient does not have a referring veterinarian on file, you can add this information within the pop-up modal that appears after clicking ‘rVetSharing’:
💡ProTip: For more information on how to manage rVets, check out the EMR Referrer Guide!
🕊 Accessing Shareville
Referring veterinarians can access Shareville by clicking the link included in their email. If this is their first time accessing Shareville, they will be prompted to create a new password prior to logging in as shown below. A username is not necessary as this is authenticated via the portal link and email address on file. We’ll be improving this experience even more in the future – stay tuned!
📄 What Documents Go to Shareville?
Only Charts and uploaded Documents are able to go to Shareville at this time, and you control which document templates are eligible for sharing. Only documents that are Completed can be shared (In Progress documents are never shared). Document with a ‘To Sign’ status will be shared, regardless if it is signed or not.
Documents that are being uploaded can be added to the rVet portal by toggling rVet Sharing to the ON position.
To check if an uploaded document is being shared to the rVet portal, simply click on the 3 dot menu and select View.
The document details will display in the right hand panel, and you can view the status of rVet Sharing at the bottom.
💡 ProTip: Admins can set Chart Templates to share automatically in the charts Admin as shown below:
📣 Updating rVets on Current Patients
If the rVet needs an update during a patient’s stay, there are 2 options you can use to send information.
The first option is to send a notification via the patient portal. When documents are Charts are completed, they’ll be available for viewing in the portal, though notifications only get sent automatically at check-in and check-out. If you would like the rVet to be notified that a new document is available for viewing during the patient’s stay, simply click the rVet Sharing icon at the bottom of the Chart screen to send additional notifications. Once Charts are complete, they will be viewable in the portal, but no additional notification will be sent. When you want the rVet to be notified that a new document is available for viewing, you can click the rVet Sharing icon so they’ll get an additional e-mail notification about the portal.
Your second choice for updating the rVet on patients who are still hospitalized would be to utilize the Comm Log to send Instinct attachments. For more information on Comm Log emails, including a current treatment sheet with ordered or completed treatments, the current invoice, or any completed charts documents, please check out the EMR Comm Log User Guide that goes over the step-by-step process.
❌ Portal Link Expiration
If a referring veterinarian is changed or removed from a patient, their portal link will expire and they will no longer have access to that patient’s portal.
🧠 A Few Things to Keep In Mind
- Referring veterinarian will need to create a password to securely access their side of the Shareville site. For security purposes, no documents are actually sent via email.
- If a referring veterinarian is changed or removed from a patient, their sharing link will expire and they will no longer have access to that patient’s portal.
- If a completed or signed document is edited, the pdf on the patient portal will be updated to reflect this.
- All patient visits will appear in the portal for the referring veterinarian. You can then share/unshare documents or files for any visit as needed.
- Referring veterinarians can download individual documents, specific visits, or all visit information after logging in to the portal.
- If a patient is currently checked in while a referring veterinarian is viewing their information in the portal, a ‘checked in’ tag will be displayed next to the check in date:
🧠Test your knowledge with our Careville Quiz!