Vetstar Training Outline

Vetstar is the information system used by the UI Veterinary Teaching Hospital.  With Vetstar, we maintain an electronic medical record for each patient that comes to the hospital.  Please note that the same confidentiality rules used with our paper medical records apply to Vetstar records.

Always use your own login. All data entry into Vetstar is audited. Your name will appear on the top right of the Client Patient Processing Screen when you are logged in.

1. Log in and start the Vetstar program.
2. Select your patient's account.
3. Check for an open visit.
4. Enter your patient's weight.
5. Enter visit comments.
6. Enter all procedures performed; order lab and imaging tests.
7. Review the visit summary.
8. Use quick commands to access reports, print labels, and quickly access functions.
9. Log out of Vetstar when done.
10. Vetstar information web site.

Log in and start the Vetstar program.

•     Double click the Vetstar icon on the desktop.
  
• A telnet window opens, connecting you to the server that runs Vetstar (Eurus).
• At the login prompt, enter your netid. At the password prompt enter your password.  You will be prompted to change your password the first time you log in.
• For training, type the number 2 to enter the Vetstar test region.  In the future enter the number 1 to work in the production region of Vetstar.
• When the program starts press the <Enter> key to begin using Vetstar.

Select your patient's account.

There is an owner and patient name on your log in handout - this is your practice patient. On the Client/Patient Processing Screen, enter the owner's last name into the Command line (or Account field). If there is more than one person with the last name entered, a window will open to select from. Select the name by scrolling or using the up and down arrow keys. Access the selected patient's account by hitting the right arrow key, or click on the patient's name. Other patient selection options are:

• m + the patient's medical record number (e.g. m05296).
• The owner's account number. Pick the correct patient if they have more than one.
• The client's name: "last name, first name" (e.g. Lynn, Diane) (leave a space between the ',' and the first name), last name only (Lynn), or the first few letters of the name (Lyn or Lynn, Di).
• * + the patient's name (*Fido).
• The client’s last name/patient name (Lynn/Fido).
• Enter 'p' + phone number with area code (p2173284444).

Client/Patient Screen Information

• Use the Command line to look up accounts or enter quick commands.
  Click on the Binoculars icon to find information on the patient, such as: breed, sex, age, record location, referring vet, and visit doctor. Double click or Window (F4) in the comments and Alternate names fields for more information.
• Click on the Phone icon for the owner, primary care, and referring vet's phone numbers.
• Click on the Comments icon to edit and create comments for the selected patient/visit.
• Click on the Procedure History icon to view the history of procedures performed on the selected patient.
• Click on the Summary icon at the top right of the screen to access a visit summary report. This report will include visit information (doctors, reason, etc.), procedures charged out for the select visit, reports that have been imported into Vetstar (imaging, vdl histopath and necropsy, referral and discharge reports), and results of in-house lab tests (heartworm, fecal).

Check for an open visit.

The patient must have an open visit to enter charges.  If there is an open visit, a visit number and description will display on the Client/Patient screen. Every animal treated at the VTH must be registered by admissions prior to having any procedures performed on it.  If you don't have an open visit indicated in Vetstar, then this needs to be done.  Please contact Admissions or Medical Records right away to admit the patient and open a visit.

Please select the correct visit!  Occasionally there will be more than one open visit for a patient.  When you access these accounts, Vetstar presents you with a choice of visits.  The Visit description includes the date admitted to aid in choosing the right one.

Enter the patient's weight.

Please enter the weight for each visit.

Access the weight entry function by typing the quick command wt (or weight) into the 'Command' line of the Client/Patient screen. Enter the weight value, then enter past the next two fields to accept the default unit (pounds) and today's date. If you had weighed the patient on a different date please enter that date.

Enter comments.

The History comment must be completed.

Click the paper and pencil icon on the Client/Patient Processing screen. Select the comment to be edited from the list. (If you are editing the History comment, you may access it directly using the quick command history).

The history comment must be entered for each visit. It is printed on the lab and imaging requisitions that are generated by ordering those types of procedures through Vetstar. There are other comments that you may complete, such as Primary Problem and Physical Exam. Other comments such as the Referral Summary, Release Report, and Imaging Reports are imported into Vetstar and are viewable in this function.

Notes on the text editor:

• To enter a line with your name and today's date, type the letter d, then <Enter>.
• You may need to change the screen mode to add or change lines.  The current screen mode is displayed at the bottom right of the screen.  To change the screen mode, use the function keys F5 (Add) or F6(Change) (or the click the Add and Change icons at the top of the screen).
• This editor does not word wrap.  Press <Enter> when you get to the end of each line of text.
• After you <Enter> to the end of the line, the curser is in a field labeled 'I' with a default value of 'P'.  Look at the bottom left of the screen to see screen tips explaining the options for this field - 'Communication Indicator - 'P'ublic, or 'I'nternal'.   Let this default to 'P' for public - press <Enter> to access a new line. (Internal comments do not print on invoices but may be accessed as legal documentation.  Treat everything entered into the Vetstar record as professional documentation that anyone will be able to read.)
• To save your comment, press the F3 key twice until you have left the comments screen (or click on the Green Arrow icon).

Enter procedures into the Charge Screen.

Please enter all procedures performed (including no charge procedures).

Click on the Menu number 4, or enter a 4 into the command line, to enter the charge screen.  This is where all medical procedures performed, supplies and medicine used, Pharmacy items, Imaging studies, and Lab tests are ordered and recorded.

Charge Screen Notes

• There are 2 financial balances at the top of the screen.  One belongs to the client (and may include charges from other patients/visits); the other belongs to the currently selected patient/visit.
• The Patient balance amount does not include procedures that do not have a performing date entered.  Imaging procedures do not have this completed until they are performed.
• To enter charges, change the screen mode to ADD (F5 or click the + button).  Complete each field on the line, then <Enter> to the next field.  If the default value offered is correct, press <Enter> to access the next field to accept it.  Some fields have a lookup Window to search for codes.  If you know the code, you may enter it directly.

Procedure Entry Fields

Sched date: The transaction date defaults to the current system date.  Press <Enter> to accept this date, or enter the correct date.

Visit Type: Press <Enter> to accept the default Visit Type or enter a new Visit Type.  The visit type represents the section that is caring for the patient.  This is entered when the patient is admitted, but occasionally the patient may transfer to another service, so please make sure this is correct ( open a Window (F4) to search for visit type codes).

Proc Code: Enter the Procedure Code to be billed.  If you know the code, you may enter it directly.  If not, perform a search for the correct code.

Procedure Code Searching Hints:

• There is a lookup Window (F4) available to search through the codes.  Enter your search words or phrases into the 'Enter Name' field in this Window.  Or, instead of opening the Window, you may enter phrases directly into the Proc Code field to search for.
• For certain services, such as Imaging or Clin Path, it helps to narrow the search to a Group.  The procedures are organized into groups of related procedures.  Search for the Group code by opening a Window in the 'Search by Group' field of the Procedure lookup Window.  After entering the group code, enter a word or phrase to search for in the 'Enter Name' field.  Or, you may view every item in a group by entering the group code into its field, then pressing the <Enter> key in the 'Enter Name' field (be sure to enter a group when you do this, or you will display every procedure in Vetstar).
• Vetstar searches for words contained in the procedure description.  If you cannot find what you are searching for, enter a different word (or use the first few letters of the word to include abbreviations).
• The UI Veterinary Diagnostic Lab's microbiology test procedures create requisitions that print at two clinic drop off sites.  Choose procedures with descriptions beginning with SA for the Small Animal Clinic drop off, and those with LA for the Large Animal Clinic drop off.
• When entering imaging procedures, narrow your search to the following groups to avoid requesting the wrong procedures: R1-CT, R2-MRI, R3-Nuc Med, R4-Large Animal x-ray/other/Juv(under 1 year), R5-Small Animal x-ray/wildlife, R6-Lg Animal Ultrasound, R7-Sm Animal Ultrasound, R8-Radiation Therapy, R9-Special procedures.  Please do not enter a performing date or doctor for imaging procedures.
• When entering vaccination procedures, choose from the group 07.  These are codes for the vaccines in the wards that you may use (there are codes for Pharmacy vaccines which you will not be able to charge out).  All of the codes for the vaccines in the '07' group end with the letter 'N', e.g. 3270N for the IMRAB rabies vaccine).

description: The Procedure Code description displays.

qty: Enter the quantity for the item being billed, or except the default value of 1.

Amount: The cost of the procedure(s) entered.  Client discount and setup fees will be calculated into this amount.

Sch Doc: This defaults to the doctor that was entered as the case coordinator when the patient was admitted.  If this is incorrect, enter the code of the doctor (open a Window (F4) to lookup the doctor's code).

Per Date: If this field completes automatically, it defaults to today's date.  If this date is not correct, enter the correct date.  To enter dates in Vetstar, you enter 6 digits, no dashes or slashes (e.g. 090502 for 9/5/02).  Do not enter a performing date or doctor when you are charging imaging procedures.  To delete today's date from the field, press the <Backspace> or Space Bar key to clear it.

Per Doc: This defaults to the ordering doctor.  Leave empty for imaging procedures.

Comment: A comment regarding this procedure may be added by opening a Window here.  This comment prints on the client's invoice and is not commonly used by students.

If you make a mistake while entering the procedure, you may press the <Esc> key to cancel the procedure line that you are on.  You won't be able to cancel it once you have entered to the next line.  If you entered the wrong charge by mistake, please find someone to delete the procedure (students cannot delete procedures). Please do this before the end of the day if possible, and notify the lab or imaging staff of any cancelled tests. After you have entered all of the procedures, save out of the Charge screen (F3 or Green Arrow) to process the charges and print requisitions.  Other users will be locked out of the account if you remain in this function, so please save out as soon as you are finished.

Procedure Forms

When entering certain types of Procedure Codes, Vetstar opens a form to complete more fields of information.  This information is printed on the requisitions that these procedures generate.  The following procedures open a form:

Imaging Request Screen

Complete by entering data into the following fields (the rest are not used and you may leave them blank).  Use the screen tips at the bottom left corner of the screen for help when completing these fields.

Weight: The most recent weight entered into the weight change function will be automatically entered; press <Enter> to accept.  (Don't enter the weight here - it will print on the requisition but will not be stored in the record.)  In the units field, press <Enter> to accept the default unit pounds.

Location: Enter the Ward and Cage number that the patient is in.  The imaging staff needs this information if they will be coming to get the patient.

Priority: There are 3 imaging priorities that you may enter - inpatient, outpatient, or intra-op (inpatient has higher priority than outpatient).  You may open a Window to find the codes.

Caution: Enter a 'Y' if they should use caution with this patient.

Clinicians: The doctor entered on the charge screen as the 'Sch Doc' (scheduling doctor) will default; press <Enter> to accept.

Previous Films and Referral Films: Enter a 'Y' if these films are here.

Imaging Comments: You may communicate to the Imaging staff about this study here.  Enter a 'Y' to open a text editing Window to enter your comment.  Press F3 twice to save your comment and return to the imaging form (do not enter F3 too many times, or you will leave the imaging form before it is complete and your requisition will not print).

History: The text editing Window for the History comment automatically opens when you enter into this field.  This is the same History comment that you entered from the Paper/Pencil comment function on the Client/Patient screen.  If you have already entered your History, press F3 or Esc twice to leave this window.  If not, enter your History here before proceeding (History must be entered).

Tentative Diagnosis: Enter your tentative diagnosis.

Contact: Enter your name or the name of the student that Imaging should contact with questions or problems.

Examination Area: Enter the part of the body being examined (e.g. left femur).  This information displays on the screen (with the request number) that the staff uses to look up imaging studies.  When you enter this field, a Window automatically opens - you may open another Window here to find codes for areas.  If you do not see the region you are studying in the list, leave this Window by pressing the <Esc> key twice and enter it manually.

ok: Enter a 'Y' when you arrive at this field at the bottom right of the screen.  Be sure to enter all the way through this screen and enter a Y here to ensure that your requisition will print!

Your requisition will not be processed until you have saved out of the Charge screen.  Your Imaging procedure will not be performed without a requisition.

Laboratory Request Screen:

This screen opens for lab test procedures and generates a lab requisition.  Procedures chosen from the Clin Path group (CP) or the Diagnostic lab group (Dx) will open this screen.

• A 'Y' in the History field indicates that the History comment has been completed.  If you haven't entered it yet, you may do so here by clicking on the History button or opening a Window in this field.  History must be completed to process lab test requests.
• Open a Window or click on the Test Comments button to communicate with the laboratory.  Please list all sites and/or fluids being submitted here.  This information is especially important for Cytology tests.
• You may disregard all other fields. Use the <Enter> or Down Arrow key to move through this form.
  
  

Review the visit summary.

Click on the button at the top right corner on the Client/Patient screen. If you would like to review a closed visit click in the 'Include Closed Visits' screen. Then click on the OK button to see the Visit Summary.  If you are presented with a choice of visits, select the one that you want to review.

You will see information about the selected visit such as coordinating doctor, comments, imaging reports, procedures charged.

Quick Commands

Quick commands are used to access commonly used reports or functions in Vetstar. In most cases, you will have to select a patient first. Type the command into the 'Command' line on the Client/Patient screen and press <Enter>. You can access a list of quick commands at http://www.cvm.uiuc.edu/QuickCommand.html.

Log Out

Always log out of Vetstar when done (do not close the program by clicking the x in the Window). Also, do not remain in the Charge screen after you are done - you will lock others out of the account. To log out, press <Esc> (or click the Red Arrow icon) until you arrive at the Main Menu. Choose menu number 9 to log out.

Vetstar Information

Do you need more information on using Vetstar? Go to this web site: http://www.cvm.uiuc.edu/vetstar.

 

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