Consultation Visit Workflow and Statuses

The consultation process is the core workflow where veterinary practitioners meet with clients and patients. Provet covers the whole consultation visit workflow from scheduling an appointment to consultation, invoicing and payments. The icons and colour highlighting in the Provet user interface make it easy to follow the consultation visit status.

The following sections give an overview of the consultation visit workflow steps and related statuses. For more information about each phase, see the links in the sections.

Upcoming

When a new appointment is booked, the appointment begins in the 'Upcoming' status. Upcoming appointments are shown in grey in the appointment calendar. On the dashboard, they are shown in the Scheduled appointments section with a grey status label.

If a client misses or cancels a scheduled appointment and the appointment is manually marked as a no-show or cancelled, the appointment status changes to 'No show'. No-show appointments are shown in white in the appointment calendar and with a grey status label on the dashboard. Cancelled appointments are shown in grey on the dashboard and removed from the appointment calendar.

If a missed appointment is not manually marked as a no-show or cancelled, the appointment status changes automatically to 'Passed' after the appointment start time. Passed appointments are shown in yellow in the appointment calendar and with a yellow status label on the dashboard.

Upcoming appointments can be manually marked as confirmed. Confirmed appointments are shown in the appointment calendar with the text 'Confirmed' in the calendar slot.

Checked in, (Arrived)

Once the client and patient have arrived at the clinic, the appointment can be checked in. This is an optional step and is typically used when a receptionist handles admissions before the veterinarian begins the consultation. When a veterinarian handles the admission process and begins the consultation directly, the checked in step can be skipped.

In the appointment calendar, appointments marked as checked in/arrived are shown in purple. On the dashboard, they are shown in the Recent consultations section with a dark pink status label.

In progress, (Consultation)

When the consultation visit begins, the appointment status is updated to 'In progress'. During the consultation, veterinary treatments or diagnostics are performed, and clinical notes, treatment charges, discharge instructions and other information are added on the consultation page. The appointment status is automatically updated when a user starts to add information on the consultation page, but the status can also be updated manually.

In the appointment calendar, ongoing consultations are shown in blue. On the dashboard, they are shown in the Recent consultations section with a light purple status label.

Ready for discharge

When the consultation and treatments are complete, the appointment status can be updated to 'Ready for discharge'. This step is optional depending on your organisation's process and clinic location settings. During this phase, the clinic staff commonly reviews any discharge instructions and discusses medications to go home with the client. They then transfer the client and patient to the reception for invoicing to be completed.

It is also possible to go from the 'In progress' status directly to invoicing and payment, or an additional 'Invoicing' status may be used after 'Ready for discharge'.

In the appointment calendar, consultations ready for discharge are shown in teal colour. On the dashboard, they are shown in the Recent consultations section with a blue status label.

Invoicing

Depending on your organisation's process and clinic location settings, an additional 'Invoicing' status may be used after 'Ready for discharge'. During this phase, the draft invoice and all charges are reviewed for accuracy and completeness. Additionally, any final sale items can be added.

In the appointment calendar, consultations in invoicing are shown in teal colour. On the dashboard, they are shown in the Recent consultations section with a light purple status label.

Discharged

Depending on your clinic location settings, invoicing and payment may be completed with a single step or separately in two steps.

In the two-step invoicing and payment workflow, the appointment status is updated to 'Discharged' when an invoice is finalised. In this phase, the patient has been discharged from the consultation and the invoice has been finalised, but payments have not yet been received. If finalising the invoice and adding the invoice payment is done in a single step, the consultation status is updated directly to 'Invoice paid'.

In the appointment calendar, discharged consultations are shown in green. On the dashboard, they are shown in the Recent consultations section with a light green status label.

Invoice paid

When invoice payment have been added the appointment status changes to 'Invoice paid' and the workflow is complete.

In the appointment calendar, completed consultations are shown in green. On the dashboard, they are shown in the Recent consultations section with a light green status label.