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VETENVOY SERVICES

ACTIVATING THE SERVICE

  • Insurance claims can be transmitted electronically using the services of VetEnvoy and updates to the claim can be received directly into Assisi via VetEnvoy.

  • Lab requests can also be transmitted via VetEnvoy and results returned and automatically linked to an animal’s record.

  • Identichip Registration is also supported.

A full list of insurance, laboratory and identichip partner companies can be viewed on VetEnvoy.com.

To take advantage of these facilities, you should register with VetEnvoy at (www.VetEnvoy.com), for which there will be a small monthly charge paid directly to them. Once you have registered, VetEnvoy will advise our Support Department of your username and password and we will then be able to activate the service for you.

INSURANCE CLAIMS

List Maintenance

Outstanding claims are managed by way of a list called Insurance. This list should have the VetEnvoy Insurance List box ticked and it must have VetEnvoyStatusCode and VetEnvoyStatusText tokens on it, as well as the AnimalRef token. Additional tokens can be added to the list as required.

To Start a New Claim

Click VetEnvoy Services on the Assisi Desktop, click Insurance Claims and all outstanding claims will be displayed.

Owner Details

Click the plus symbol (Add) and click Search to search for the owner. The owner details will be displayed automatically.

Make sure that the Home Telephone field is filled in on the owner screen before you proceed as you will be unable to transmit the claim without it. You are unable to type it into the claim screen manually.

Animal Details

If the animal details are included in the owner search, the animal details will also be displayed automatically. Otherwise select the animal from the drop down list.

Conditions (Symptoms)

  1. To add condition/ symptom details, click the Conditions tile and click Add.

  1. The details of the condition/s for the claim can be typed in as free-text.

  2. Select the date that the condition was first noticed.

  3. If the condition resulted in the death of the animal, click the Caused Death box and enter the Date of Death.

  4. If the animal has had the condition previously, click the Repeat Condition box.

  5. Click Continue to store the data.

Previous Vets

If the animal has been referred to you from another vet, or you know which vet the animal has previously attended, click Previous Vet and click Add. Select a code from the drop-down box.

Note: Previous Vet codes are maintained in Settings/Customer Setup/Client Sources.

Clinical History

You can attach full details of the animal’s clinical history using this facility.

  1. Click the Clinical History tile and click Select All. Individual entries can be deselected if appropriate – ie history has been added to the record by mistake. You can also right-click in the bottom right-hand corner to apply filters to exclude specific types of transactions by clicking on the transaction types not required to remove the tick from alongside the transaction type.
  1. Click Continue.

Insurer Details

  1. The Company Code box, by default, will display your own practice insurance code for the animal. However, you should always choose the corresponding code from the drop-down box as this may vary from the one that your practice uses to identify the relevant insurance company. It is important to do this, otherwise the claim might be rejected.

  1. Type in the Policy Number.

  2. If the owner of the animal is the policy holder, click the As Per Owner box to add the owner’s name and address to the claim, otherwise fill in the details manually.

  3. Click the Pay Vet Directly box if applicable and enter the Make Payment to details as applicable.

Electronic Payments

This has been added to Assisi but is awaiting activation of this feature being implemented by VetEnvoy.

Treatment Claim

  1. Select the name of the vet who is treating the animal from the drop-down box of Assisi users.

  1. If the animal has been referred to another practice, click the Referred box and choose the referred practice from the drop-down box.

  2. Enter the date that the animal was referred and the reason for referral.

Diagnosis and Treatments

  1. Click the Diagnosis and Treatments tile and click Add.

  1. Type in the diagnosis details – free text.

  2. Click the Put down by Recommendation, Claim Continuation and/or Ongoing Condition boxes, as relevant.

  3. If the animal has been seen before for a related condition, click the Seen before related box and type in the details of the related condition and specify the relevant dates.

  4. Click the Home Visit Performed and the Out of Hours box/es, if applicable, and type in the relevant details.

  1. Click the Select Claim Items tile and select the lines of history to be included in the claim. Items already claimed will be outlined in pink. Click Continue save the selections and to update the value of the claim.

  2. Click Back to return to the claim form.

To Save A Claim

You can save the details of the claim at this point and submit the claim later. To do so, click the Save tile. This saves the claim locally, on your own server, and adds it to the Insurance List.

At this stage, the claim has not yet been submitted and can still be edited – see details overleaf.

To Submit a Claim

When all of the details have been completed, click Submit. You will receive a confirmation from VetEnvoy that the claim has been received by them and this will subsequently be downloaded by the insurance company.

Future updates to the status of the claim will be displayed on the Insurance list. The status will be updated, for example, when the claim has been collected by the insurance company, is being processed and when it is settled or if it has been denied.

If there is a query with regard to the claim, the status will be updated to say that a query has been received. Double-click the claim on the Insurance list and select Go to Claim details from where you will be able to view, and respond to, the query.

To Edit or Delete a Claim

You can edit or delete any section of the form - or delete the entire claim - but only up until the claim has been downloaded by the insurance company. Once the claim has been downloaded:

  • any changes made to the claim will not be passed on to the insurance > company; and

  • deleting a claim from the list will not cancel the claim with the > insurance company.

  • If you wish to edit the claim, double-click the claim on the Insurance list and select Go to Claim Details. If you then click on a line entry on the Conditions, Previous Vets or Diagnosis and Treatment sections, you will be offered the option to edit or delete the entry. If the claim has already been submitted to VetEnvoy but not yet downloaded by the insurance company, you can edit and resubmit a claim.

  1. If you wish to remove the claim from your list, double-click the claim on the Insurance list and select Delete Item.

EXTERNAL LABORATORY REQUISITIONS

Labwork List Maintenance

Requisitions are managed by way of a list called Laboratory. This list should have the VetEnvoy Labwork List box ticked and it must have the VetEnvoyStatusCode and VetEnvoyStatusText tokens on it, as well as the AnimalRef token. Additional tokens can be added to the list as required.

External Labwork Request Fee

Your external lab work request service fee can be set up by our Support Department and would already have your lab’s price-list linked to it. This fee can be set up to add a specific amount to the cost of the tests when charging the client or you can configure a mark-up percentage to be added to the lab price.

To Raise a Requisition

  1. On the work entry screen, click Reference Lab on the toolbar.

  1. In the Service Code box select your external labwork request fee which will already be linked to your lab’s price list.

  2. Click the tests that you wish to be carried out and click Continue to add to the work entry screen. This will price up the work accordingly.

  3. Once the consultation has been committed, the request will be sent automatically to your lab via VetEnvoy and an entry added to your Laboratory list to enable you to monitor the outstanding lab work. To view this list, Click VetEnvoy Services on the Assisi Desktop, click Labwork and all outstanding requisitions will be displayed.

  4. Double-click this entry on the list and select Print Lab Work Enclosure Document and attach this to the sample before you send it to the lab. This document is important as it displays the requisition ID which allows the lab to link the sample to the lab requisition that has been received electronically and which, in turn, links the results to the correct animal. If it is not included, then the results will not be attached to the animal’s record.

To View Lab Results

  1. You will receive status updates on the Laboratory list and, once the status indicates that the results have been received, you can view the results in the animal’s history by double- clicking the line entry and selecting Go to Animal.

  1. There will be a line in the history relating to the results – double-click this line to view/print the results.

  2. The Laboratory list entry can then be deleted – double-click and select Delete Item. This will not delete the results, just the outstanding lab request line on the list.

MICROCHIP REGISTRATION

Once this facility has been activated by our Support Department, an ID-Chip option will be displayed on the work entry toolbar.

  1. Click ID Chip, enter in the chip number when prompted or you can scan the microchip barcode if you have a barcode scanner configured on your system.

  1. Click Submit in the bottom right-hand corner of the screen.

  2. The ID-Chip option can be linked to a fee (but only one fee) and, if it is, it automatically adds the fee to the work entry screen once you have submitted the registration. If you have more than one microchip fee, it can be used without a linked fee, in which case you can manually add the charge.

  3. Some companies send a registration document and, if they do so, it is stored in the animal’s digital folder.