Instinct Treatment Plan Administrator Guide

You have been given the key to your customized Instinct kingdom! This guide will provide you with everything you need to know in order to keep things running smoothly.

Products

Product Groups

ITP Administrator Guide Quiz

Access the Admin screen by clicking on the Settings gear (Admin) in the left navigation bar. Admin categories will be available on the left based on your user permissions.

Products

Entering a New Product:

To add a new product, click “+ New Product” at the top of the screen.

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.

Enter the relevant information into the product pop up screen. Hover over any section to get instructions for the given field. All required fields are notated with an asterisk.

Connected hospitals – please make sure the PIMS ID is exactly the same in Instinct as your practice management system for syncing purposes.

Once complete, click “Save”. The new product has now been added to Instinct.

🚨 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.

Helpful Hint

In a pinch, if a doctor or nurse cannot find a product in Instinct, they can use the generic “other” order options to add something to a Tx Sheet. They can then enter any details in the order notes box (dosage, instructions, etc). This can be used as a temporary solution until administrators can add the product into Instinct.

Editing a Product

Search for the existing product using the search bar in the top right corner.

Select the item by clicking on the Item Name. Then you can begin editing the product form.

⚡️ IMPORTANT – If you get a different strength of a medication, you do not want simply 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.

💡 ProTip: Looking for more information? Check out our Automatic Charges Guide, Pat ient Safety Warning Guide, and Workflow Tags Guide!

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 completing a Treatment that has a Default Provider, the DR column on the Invoice will display the Default Provider. If you need to change the Default Provider and you have the product_override_default_provider permission, you’ll Void the line item from the Invoice and complete/order the TX again to change the Provider if needed.

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

Creating a New Group:

Click the “+ New Group” button at the top of the screen.

💡 ProTip: Contact Instinct at support@instinct.vet for a sample list of helpful Product Groups you can make!

Create a Name, PIMS ID, and Abbreviation for the group (these can all be the same description of your choosing). To begin adding products, search for a product name and click 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 quantity, frequency, or include an order note specific to this product group. This will apply each time this group is added to a Tx Sheet.

The “START OFF/ON” toggle switch (above) allows you to choose which items are set to add to every Tx Sheet by default, 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 group and all quantities and frequencies have been set, click “Save”. The new product group has now been created.

💡 ProTip: When ordering a Group on a treatment sheet, use the Bulk Edit feature to adjust any combination of selected treatments within any group.

Editing an Existing Product Group
You can also edit an existing product group in Instinct. To do so, simply scroll through the list or search for the existing group and click on the name to select it.

From the existing group edit screen, you can:

Add products or groups to the existing group (NOTE: Use the search bar located at the bottom of the screen to add new products.)
Change the frequency or quantity
Remove a product from a group
Delete the group entirely

Workflow Tags

Workflow Tags allow you to create groups of treatments (i.e. Controlled Drugs, Radiology, etc) so you can filter the Status Board by patients with those types of treatments.
New Workflow Tags can be created by clicking on the “New Workflow Tag” button at the top.
Simply create a Label and Description and then click “Save”.
Workflow Tags can also be deleted by clicking “X” on the far right.

These tags are then assigned in the Product Admin (more than one tag may be assigned):

Staff

New Staff can be added by clicking on the “New User” button at the top.
Fill in all the required fields (making sure that the initials and PIN are unique to this user).
If a user is no longer employed, you can inactivate them by clicking on the “Active” toggle. (We do not delete users to protect any historical data associated with that user.)

Class

All users must have an assigned Class, either Doctor or Staff
Users with the Staff class will have one field displayed:
- Degree (s) / Certifications
Users with the Doctor class will have 4 fields displayed:
- Degree (s) / Certification
- Vet State License #
- DEA License #
- State Controlled Substances License

Roles

All users must be assigned the Staff role for basic functionality.
Additional roles are assigned on top of that (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.
The orange check mark indicates which permissions are selected for each role to the left.

💡 ProTip: You can also create roles with a single permission, granting a user limited access to the Admin screen. For example, if you wanted someone to only have access to Product Groups, you could add a new role called “Groups”, check off the permission ‘admin_product_groups,’ and add the ‘Groups’ role to that user.

Services

New Services can be added by clicking on the “New Service” button at the top.
Simply create a Label and Abbreviation then click “Save”.
Services can be deleted by clicking “X” on the far right only if they have never been used before.
If a Service has been used, you can inactivate it as shown below.

Exams

New Exams can be added by clicking on the “+ New Exam” button at the top.
Simply create a Label and Abbreviation and then click “Save”.
If you would like an automatic fee linked to this Exam, click the “Add/Edit Charges” button and search for the automatic fee. New automatic fees can be created under the “Products” category (click here for a refresher on automatic fees).
Exams can also be deleted by clicking “X” on the far right or inactivated as shown below.

Wards

New Wards can be added by clicking on the “+ New Ward” button at the top.
Simply create a Label and Abbreviation and then click “Save”.
If you would like an automatic fee linked to this Ward, click the “Add/Edit Charges” button and search for the automatic fee. New automatic fees can be created under the “Products” category (click here for a refresher on automatic fees).
Wards can also be deleted by clicking “X” on the far right or inactivated as shown below.

Hospitalization

New Hospitalizations can be added by clicking on the “+ New Hospitalization” button at the top.
Simply create a Label and Abbreviation and then click “Save”.
If you would like an automatic fee linked to this Hospitalization, click the “Add/Edit Charges” button and search for the automatic fee. New automatic fees can be created under the “Products” category (click here for a refresher on automatic fees).
At this time, Hospitalization levels can only be deleted by contacting Instinct at support@instinct.vet but you can inactivate any Hospitalization level as shown below.

Code Status

New Code Status’ can be added by clicking on the “New Code Status” button at the top.
Simply create a Label and Abbreviation and then click “Save”.
Code Status’ can also be deleted by clicking “X” on the far right.

Alerts

New Alerts can be created by clicking on the “New Alert” button at the top.
Simply create a Label and Abbreviation and then click “Save”.
Alerts can also be deleted by clicking “X” on the far right.

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