24.12. Medical Notes Setup

The Medical Notes Setup section of HQ refers to pre-generated client communication notes that are included on a patient's medical record and visit summary. These notes are fully customizable to match your workflow and comes with some pre-loaded notes to help you get set up quickly and efficiently.

Understanding Triggered Groups

Within your Medical Notes Setup, we have different groups here that serve different functions. Here are what the following groups mean:

• Item Triggered Notes: Notes for Service/Product/Vaccine/Surgery items that are listed under the Services section of an animal's appointment. The items in this dropdown menu are your active items under Settings > Services & Products.
• Declined Surgery Triggered Notes: The declined surgery reasons are not customizable. A new declined reason cannot be created. You can only customize the client communication associated with the reason.
• Prescription Triggered Notes: Product items become part of this list if they have been set up as an RX in Settings > Prescription Labels.
• Drugs/Medicine Given Triggered Notes: This list of items is derived from the Patient Flow Drug Log. The note will populate when the corresponding drug is used for an animal in Patient Flow.

All other subsequent triggered note categories are the Groups created in Settings > Custom Field Groups.

What's Included Automatically at Setup

There are many medical notes we've automatically included to expedite your setup process. These include:

• Declined Surgery Triggered Notes
• Biological Triggered Notes, such as In Heat, Pregnant, Pyometra.
• Incision Issues Triggered Notes
• GI Issues Triggered Notes
• Parasites Triggered Notes and more!

Adding and Editing Notes

You can add new notes by clicking Add Item in the corresponding triggered section. For example, if you want a note to trigger for all patients with E-collars, go to the Item Triggered Notes section, select Add Item and search for your E-collar service item. Enter a note and click Done to save. Now, anytime an appointment has that item under their Services tab, the note will populate on their record.

Arranging the order of Medical Notes

Only the Medical Note GROUPS can be arranged and not the triggered notes from the other categories listed above. You will have to edit the arrangement of Groups and the fields within from Settings > Custom Fields. First, arrange your Group display by using the up and down arrows in the tab Custom Field Groups.

Once you have this group order determined, you may choose to rearrange the order of the individual fields within the group. To do this, edit the Custom Field, then change the Display Order number. This number reflects what order it will populate in within that particular group.