Set up Records

Clinic admins can set where replies go, what staff can tick on a request, the wording of the emails, and what the Preventives found chart looks for. Everything here is in Clinic Settings → Records, on three tabs: Email, Checklist & tags and Preventive terms.

There's no Save button. Each change saves on its own (text boxes when you click away) and shows a Saved message with an Undo button.

Replies and your PIMS

On the Email tab, under Replies & your PIMS:

• Reply-to email: where replies to records requests and outgoing records go. Leave it blank to use your clinic email.
• PIMS name: the name of your practice software, such as Avimark. It's shown on requests as a reminder of where files belong.
• PIMS link: the web address of your PIMS. Requests show it as a quick upload to link next to the attachments. It's never included in emails to other clinics.

The two emails

Also on the Email tab, you can reword two emails:

• Sending records to a clinic: the email that goes with records you send to another clinic from the task board.
• Asking a client for records: the email a pet owner gets when you request records from them.

Your clinic logo appears above the text and the details are added automatically. Click a placeholder chip under the box to add it where your cursor is. The text saves when you click away. Open Preview to see it with sample names. Reset to default brings back the standard wording.

Checklist

On the Checklist & tags tab, Records checklist holds the items staff can tick under Records Requested when they make a request, such as lab results or a discharge summary. Type one and click Add, or click one of the Common ones. Use Edit or Delete on a row, and drag to reorder.

Request Tags

Also on Checklist & tags, Request tags say why the records are being asked for, such as "Wellness" or "Surgery transfer." They're for your team only and never sent. Add your own, or click one of the Common ones to add it.

Each tag can carry checks for whoever files the records:

1. Click Checks on a tag.
2. Type a check in Add a check, such as "update vaccine history in the PIMS," and click Add.
3. Click Done.

When records arrive on a request with that tag, the checks show up for someone to tick off. To stop using a tag, retire it with the archive button. Requests that already carry it keep it. Retired tags are listed under Retired, where you can put one back.

Preventive Terms

The Preventive terms tab controls what the Preventives found chart looks for. Built-in items like Rabies, DHPP and heartworm prevention come with many product names already.

• Use the switch to stop looking for an item.
• Click Names to add other names your referring clinics use, such as a brand or short form. Separate several with commas.
• Under Add your own, name a new item, choose its Kind and click Add.

New names apply to records already on file the next time a request is opened.

Records to Send teams

Who works the Records to send list is set under Clinic Settings → Tasks → Workflow. The Tasks settings button at the bottom of the Email tab takes you there. Pick the teams (usually CSRs); it saves as you pick. Picking nobody leaves the list open to everyone, with no notifications.