Can I set up EMR to approve or double-check treatments that a student/new staff member orders before they’re added to the treatment sheet?
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Yes! Instinct EMR’s Draft and Approval permissions are easy to set up and manage in the Staff Admin. They work by allowing specific users to order items in draft status . This applies to products in the categories of medications, diagnostics, continuous infusions, and miscellaneous, meaning they’ll still be able to edit/order monitoring and other vital signs without requiring approval. Draft orders then need to be approved by another user with approval permission so they are available to complete.
⚡ How to turn on Draft Mode
- First, you will want to create a user role in the staff admin and include the “Create Draft Orders” permission. This will be applied to all users who should order in draft mode. To review how to create and manage user roles, visit our Administrator Guide.
- Then, you will want to set up your approval permission roles to be applied to all users who should be able to approve draft orders. You will also want to make sure either: a) A separate role exists with the “Approve Draft Orders” permission and this role is added to specific users who will have the ability to approve draft orders as shown in the image below OR b) The “Approve Draft Orders” permission is added to all “Doctor” roles if you choose that all doctors can approve draft orders.
➕ Adding Draft Orders
Any user who is assigned the “Create Draft Orders” role will still be able to order treatments, but medications, diagnostics, continuous infusions, and miscellaneous treatments will need to be approved by a user with approval power prior to these orders being “live”. These orders will be marked with a cap and gown on the Treatment Sheet and will never become overdue as they are not an active order:
Draft orders are not available to complete or visible on the Status Board but will appear as a striped box on the Treatment Sheet itself:
✔ Approving Draft Orders
Users with approval power will see an orange “Approve Drafts” button at the bottom of the Treatment Sheet. Once clicked, all draft orders will be approved for this patient.
💡 ProTip: Draft mode users have no restrictions on completing orders and they can order/edit all other category items normally.
🖋 Editing Draft Orders
If a user with Draft Order permissions attempts to edit medications, diagnostics, continuous infusions, or miscellaneous items it’ll be locked for safety.
If this treatment needs to be adjusted, they’d want to work with someone who can approve orders to help update.
📃Order History for Draft Orders
Use the 3-dot menu to the left of the order to view the Order History, including who created this Draft Order and who Approved it.
💊Prescription Approval
“Student/Draft” mode users will be able to create draft prescriptions that will then need to be approved, similar to ordering and approving treatment items. As a reminder, “Student/Draft” mode is a permission your Admin team can apply to select users.
📓 Please Note: “Student/Draft” mode users cannot refill a prescription.
🔑 Permissions in Charts
All Instinct users have access to create new documents for patients on the charts screen. The “Student/Draft” user role with the “Create Draft Orders Permission” can only create draft documents and mark as a ‘Completed Draft’.
Similar to “Student/Draft” roles when ordering treatments, a separate user with the “Approve Draft Orders Permission” can then approve draft documents which would complete the document and be available to sign.
Please keep in mind that if a “Student/Draft” role edits a completed document within 24 hours of it being completed, they will only have the complete draft option available. This document will need to be approved again by a user with approval permissions before it can be marked as complete.
🧠 Check out this fantastic Pick The Brain article How Every Veterinary Hospital Can Use Instinct’s Teaching Mode to learn to learn more!