SANDI - Charge Entry (Basic Charges including Rx and Vaccines)

Procedure codes (aka Charges) document medical procedures performed and supplies used and create the charges on the clients account. All charges should be entered using your own log in.

Adding Basic Charges

Note: Do NOT enter Imaging/Radiology or Lab Requisition charges nor do adjustments outside of the Discharge Worklist Invoice view.  These are NOT fully functional yet. 

Date Performed

Basic Charge Overview

The Visit Type determines the section that is responsible for the patient’s care. It defaults to the visit type entered when the patient is admitted to the hospital in SANDI. This may change if the section in charge of the patient’s care changes, for example, from Small Animal Medicine to Small Animal Surgery. Basically nearly all procedure codes are marked as taxable because this allows us to apply the two taxes, energy recovery and sales tax. Whether the tax is applied or not is dependent upon the visit type. Which some visit types charge absolutely no tax, some both taxes, and most of the visit types that say nontaxable only charge the energy recovery.

Adding a Basic Charge

There are tax exempt accounts in Vetstar and those are charged no tax even with a taxable visit type. 

  1. When entering the charge screen your cursor will automatically be directed to procedure entry. (You can also select Add Charge or click the Procedure box.)
  2. The box where your cursor is currently focused will be yellow (similar to Vetstar).
  3. Searching for a code:  Type at least 3 characters of the procedure code or procedure description. (It is NOT case sensitive).
    1. If there is a single match to your search press enter to select it.
    2. If your search produces multiple results you can arrow to your selection and press enter to select it or use the mouse to click and select it.
  4. Watch for Notes: If a procedure code has notes attached to it you will see them in the search box - please read these carefully.

Note: You will be able to type the procedure code and enter, and if all other fields are auto populated (Visit Type, Charge, Qty, Performing Doctor and Supervising Faculty.) Submit will have a yellow background and you can simply enter to Submit.

proclookup

Below is an example of two posted charges:

Show Charge Calculation

To see exactly how a charge if calculated, select the edit button next to the item. Show Calculation is automatically selected, and you can see all discounts, fees, taxes, etc. that comprise the price of the charge. (This is the equivalent of the "how" quick command in Vetstar.)

chgscreenshowcalc

Important Dispensary Information

  1. Pharmacy drugs are listed in purple.
  2. A current weight is required for every patient ordering a prescription 
  3. If the prescription is going home, please enter a taxable visit type (e.g. DENT, DERT, EMST, ONCT, OPT, PCT, SAMT, SAST, ZMT). Medications administered in the hospital have nontaxable visit type.

Outside Pharmacy Prescriptions

All prescriptions to outside pharmacies must be entered into SANDI using the procedure code “rxout”. This will allow for a record of the prescription within the hospital information system.

  1. Enter the procedure charge code rxout in the Patient charge screen as you would any other RX. 
  2. Complete the RX instruction screen filling in the name of the Pharmacy, the drug to be dispensed, concentration, dosage form and instructions for dosing.
  3. Indicate refills and for admin click on Owner
  4. After saving the instructions, the RX will need to be PINned both on the Doctor Work List and on the Pharmacy Work List. A label will print which may be affixed to a RX form and given to the client.

Add a Prescription Charge

Exception: RXIN AND RXOUT, are excluded from the requirement but an updated weight should be entered if known.

Note: The patient Dashboard weight will be updated after you exit (ß) Charges or refresh the Dashboard)

   rxentrywithweight

rxentryweight

Vaccination Charge

vaccentry  vaccfilledout

Visit Type

The Visit Type determines the section that is responsible for the patient’s care. It defaults to the visit type entered when the patient is admitted to the hospital in SANDI.  The Visit Type may change if the section in charge of the patient’s care changes, for example, from Small Animal Medicine to Small Animal Surgery.  It is important to know that all our performance reports are based on the visit type.

The Visit Type triggers what will be taxable and ensure we collect the required tax at discharge.  In Illinois:

Many animals come in via the ER and are registered with an initial visit type of ER non-taxable. If the patient is transferred to medicine the visit type should be changed to medicine non-taxable.  The techs typically change this in Vetstar.

Charge

Qty (Quantity)

Performing Doctor

Supervising Faculty

Operator

Actions

TESTING NOTE: Post Charges when done and check Vetstar to ensure all transferred over.