To open the Care Exam form, choose Care and then click Exam from the main menu.
In this section you will learn:
Care Exam can be used by users to record and keep track of an animal’s medical history, and create medical history reports and vaccination certificates for that animal.
Note: This section is completely customizable; as a result this section will have to be setup by your PetPoint administrator before it can be used. To learn how to properly setup the necessary fields, read about the Exam Setup Tables here.
You may add an exam to an active or inactive animal. An exam consists of everything that was done to the animal medically that day.
Step 1 - Find and select the animal using any of the search criteria. In the example below, we have selected animal A00352523.
Step 2 - Click on Create New Exam. The screen will refresh and all the fields will now be unlocked, you may now begin entering in medical information.
Definitions of the Care Exam Fields
Exam Details
Exam Date: When entering an Exam, you can backdate it to when the exam actually took place. This is important to record correct revaccination/retest dates. You cannot put in future dates for exams.
Performed By: This drop down will show which of your medical personnel performed the examination on the animal. To include people or Veterinary Hospitals in this drop down add them into PetPoint through the Edit Person screen and add the Medical Personnel association to the record.
If the current user logged on has the Medical Personnel association, their name will automatically be selected by the 'Performed by' drop down menu on this screen. Also, once an exam is saved initially, any future procedures, vaccines, medications or tests added to that exam will default to the saved 'Performed by'. The user may change this if needed.
Exam Type: Determine what type of exam the animal is receiving today. This choice directly affects what the user will be able to enter in regards to Conditions, Procedures, Vaccines, Medications and Tests.
Weight: This optional field records the animal’s weight at the time of exam in ounces, grams, pounds, kilograms, or tons.
Body Temp: This optional field records the animal’s temperature at the time of exam in Celsius or Fahrenheit.
Medical Status: The user has the ability to categorize the medical status of the animal. Although this field is customizable, some choices groups often use are Healthy, Minor Issues,
Moderate Issues and Severe Issues.
Temperament Condition: The user has the ability to categorize the temperament of the animal during an exam. Although this field is customizable, some choices groups often use are Aggressive, Calm, Fearful, Fractious, Friendly, Stressed and Timid.
All or some of the following exam tabs will need to be set up by your administrator based on the Exam Type chosen:
In this section of the Exam screen, the user will enter in the Symptoms and Diagnosis of the animal when it was administered the exam.
Select the proper Symptom or Diagnosis from the drop down and click Add.
The newly added condition will now appear as in the picture shown below. Users can add in as many conditions as needed.
An optional feature in the Exam section is the Review Dates, which in the Conditions section can be used to remind users when to recheck a particular case. Default Review Dates can be set up by an administrator for particular symptoms that, as a rule, your organization checks on a regular basis. Example: Dogs or Cats with the symptom of Not Eating may be checked by a veterinarian every 3 days until further notice. A review date can be entered per each case or a Default Review Date (set up on the Add/Edit Field Values page) can be set for 3 days for each case of Not Eating, and the exam section will automatically time/date stamp that selection 3 days from the date of exam.
Exam Procedure allows users to show what was done to the animal during the exam. Some examples of Procedures would be; Basic Physical, Microchip Implant, Nail Trim, etc.
Select the Procedure and who it was performed by then click Add. Review dates can also be included before Adding the procedure, along with choosing what symptom/diagnosis the procedure is for if one was entered on the previous Conditions section. Default Review Dates can be set up by an administrator under Admin Options > Add/Edit Items for particular procedures that, as a rule, your organization does on a regular basis.
You may also choose from the For (Symptom/Diagnosis) menu the available choices entered in the Conditions tab.
The newly added Procedure will now appear in the module shown below. Users may add in as many Procedures as needed.
In this module you can list the vaccinations the animal was given during the exam. Begin by making your selection from the Vaccine drop-down menu.
The next step is to enter in the Re-vac Date. If the animal does not require a re-vaccination simply leave these fields blank. Default revaccination dates can also be set up by the administrator for each separate vaccine choice under the Add/Edit Items Admin Option.
The Pet ID Number and Type fields allow you to attach a specific ID number to a vaccine. For example, if you have to attach a Rabies Tag number to a Rabies vaccination, you simply type in the number under "Pet ID Number" and choose the Pet ID Type as "Rabies Tag #". These fields are optional; the only fields that are required in this module are Vaccine and Performed By.
Click Add to complete the Vaccine entry.
To enter a medication into an exam record, begin by selecting the medication from the first drop-down.
Dose: These fields will allow users to enter in the proper dosage of the medication. The drop-down contains different unit types, for example: ml, drops, tablet, cc, etc.
Frequency: This field is used to show how often the medication will be taken in conjunction with the Time Unit of either days, weeks, months or years. For example - Twice a day would be entered as Frequency - 2, Time Unit - Daily.
Duration: The duration will show how long the animal will be taking the medication for. This field also uses the Time Unit drop-down. Example: the medication must be taken for 14 days. This would be entered as Duration - 14 - Time Unit - Days.
On the Test tab you can enter in the result for multiple tests and also schedule re-test dates for the animal.
Once you have chosen your Test from the drop-down, select the result for that test. If a Result is selected then the Result date will have to be entered in as well. It can either be typed in manually or a user may click on the "Now" button which will place the current date into the field automatically. Additional results, not available in the drop down menu, can be recorded in the Exam Notes section explained next.
If the animal needs to be re-tested, click on the re-test checkbox and enter in the date for the test to occur. Users will be able to run a report under Access Reports called MedTest: Review to show them which animals need to be re-tested for a certain test.
Click on Add to complete the entry.
At the bottom of the Care - Exam screen there is a section for users to add in any additional information regarding the exam in a freeform text memo.
Remember that you can use the Exam Notes Template to add notes. Administrators need to set this up before it is available for use. Click here to learn how.
Step 3 - Once you have entered in the information for this exam, be sure to click on Submit at the bottom of the page to save the exam.
The exam will now appear in a table below the animal search box.
Vaccination Certificate: Clicking on this button will bring up the Vaccine Certificate printout. It will list all the vaccines the animal has had and list the Re-Vac dates as well.
Medical History Report: This report will show the entire medical history of the animal. Medical information will also be present on the standard Animal View Report.
Click here to learn more about the Medical History Report & Vaccination Certificate.
Users may Edit exams at any time. Simply search for the animal if not already done so.
Select the exam to edit from the Exam History table.
Choose which portion of the exam to edit by clicking the tab (eg. Condition, Vaccine etc.)
Make the change, and click the Update button.
By clicking this button the user will create a new exam with the same information placed in the fields from the previous exam. The benefit of this option is in situations where, for example, litters of animals are all receiving the same exam. Once the button has been clicked, the most recently viewed exam is copied onto the new animal’s record, and the user can change any of the information in the exam before submitting. After doing so, if the user repopulates the exam again on an additional animal’s record, it will always take information from the latest exam viewed.
1. Click on the Repopulate Previous Exam Button
2. Click OK
To delete an exam from an animal's record, select the exam from the grid then click the Deleted checkbox in the second row. Click on Submit to save the changes. The exam is now deleted.
Note: Only those with the user role of Manager or Administrator can delete Exams.
Last updated for SMS & Lite June 1, 2009 - Melissa Wainscott