News & Information

How to handle outstanding accounts

By Michelle Campoli, CVT, CVPM

What is the difference between writing off and adjusting an account for a client who owes money to the practice? Think of ‘adjusting’ as forgiving the debt without repercussions and ‘writing off’ as cleaning up the books, but still holding the client accountable for the balance due (either sent to collections or considered a bad debt).When writing off a client account, several things will occur:

1. The client (and all patients) is inactivated.
2. The client balance is set to zero (and statements are no longer sent).
3. ‘Client Written Off’ alert created.

4. Triggers a warning when scheduling an appointment or reservation.

5. Will no longer be able to invoice or collect payments on the account unless the client is reinstated.

Adjustment details can be tracked on the Monthly Adjustment Summary and Daily or Itemized Audit Trail reports. Write off details are found on either the yearly Account Write Off reports or the Daily or Itemized Audit Trail reports. Both adjusted and written off amounts appear on the Daily Revenue and Daily Summary reports. To view these amounts on an end of year basis, simply run a combined closed period Daily Summary report:

1. Go to Reports > End of Period > End of Day.
2. Select the Daily Summary Report in the Report List window.
3. Using the Shift key, select the first and last closed daily periods for the desired date range in the Daily Periods window.
4. Click Preview to review the information, and then print, save to file or close the report.

TIP: To see these steps in action and get tips on other client account management topics, check out the client account snippet library.

Michelle Campoli loves teaching people how they can do more with Cornerstone. When she’s not sharing her favorite tips and tricks in one of our Cornerstone user group meetings, Michelle enjoys spending time with her husband, cat, and three retired greyhounds; playing in her kitchen and volunteering for her local greyhound adoption group.

5 ways to prepare for End of Year Inventory

By Michelle Campoli, CVT, CVPM

1. Post inventory receipts for all products that you’ve received. Set the Receipt List window to show any receipts with a status of Not Posted and a longer date range to catch any overlooked receipts that were started and saved. Only posted inventory receipts will update cost and quantity on hand.

2. Perform a cycle count. Go to Reports > Inventory > Counts Report. Have the report sort by class or location to streamline the process.

3. Correct any Quantity on Hand (QOH) amounts, from the View Quantity on Hand window using the same criteria from the report so the window matches (filter/sort by class or location).

  • Using the Shift (for consecutive item selection) or Ctrl (for non-consecutive item selection) keys, select the items that need to be adjusted and click Edit QOH.
  • Update each record with correct QOH and adjustment reason and click next record, and then Save when all selected records have updated.

4. Correct any costs as needed. Go to Reports > Inventory > Cost Report to review for any potential cost discrepancies by comparing last purchase (vendor) cost and average cost columns.

  • To adjust a cost (average) after updating the QOH, go to Inventory > Adjustment List > New Cost Adjust.
  • After selecting the item, enter either a new average cost or total cost amount and click Save.
  • Repeat for each item as needed.

5. Inventory reports to retain for end of year inventory record keeping (run prior to EOY processing):

  • Inventory Cost Report and Inventory Cost Totals Report (both are saved in the cstone Share folder as PDFs when EOY is processed.)
  • Items Profit Analysis Report

Prepare your practice for adopt-a-dog month

By Michelle Campoli, CVT, CVPM

2 nationally recognized organizations sponsor dog adoption events in October: American Humane and ASPCA. Here are 4 simple ways you can use Cornerstone to get these pets (and their owners) set up for success in your database.

1. Use a specific ‘post adoption’ exam code to track how many of these lucky pets start their new life at your practice.

  • Remember to use a client friendly description as it will print on their invoice.
  • Attach departing instructions to congratulate them on their new addition! (Lists > Departing Instructions)
  • Have the exam generate a call back reminder as well as the appropriate wellness exam for their age.

2. Use a ‘Scan for microchip’ to add value to the visit and more importantly, prompt for a chip number using the ‘microchip special action‘. They don’t have one? Great time to make the recommendation! And don’t forget departing instructions so they can read about microchips on their invoice after the visit. Note: make sure your microchip implantation code also has this valuable special action as well.

3. Take a picture! Who doesn’t love seeing their pet’s picture? Once captured, add it from any window that displays the patient picture field.

  • Right click and select Capture from file
  • Navigate to the picture’s file location and select it
  • Crop and rotate as needed using right click and select Update
  • Note: image file size should not exceed 500kb

4. Make sure those big brown eyes show up on your check-in reports, invoices, and rabies certificates.

  • Per workstation, go to Controls > Defaults > Practice and Workstation > Workstation
  • Make your selections and click OK. Repeat at every workstation the selected documents would print from.
  • Note: you can also use the picture as a bookmark in your documents using the File Description for Imaging and the Field Description for Patient Picture

 

Michelle Campoli loves teaching people how they can do more with Cornerstone. When she’s not sharing her favorite tips and tricks in one of our Cornerstone user group meetings, Michelle enjoys spending time with her husband, cat, and three retired greyhounds; playing in her kitchen and volunteering for her local greyhound adoption group.

Your laboratory results, in one location

By Michelle Campoli, CVT, CVPM

Do you ever run a lab test like an in-house fecal or a glucose on a glucometer and wish the result would appear on the Lab tab of the Patient Clipboard with your other results? You can! Just follow these 3 simple steps for both setup and entry.

Setup
1. Define an age group for the appropriate species the lab entry will be made for under Lists > Species > Lab Age Groups.
Tip: For simplicity, use a single age range unless you need age specific default test ranges

2. Create a lab template under Activities > Lab Work > Templates
Tip: use ‘In House’ to group other manual entry templates together on the template list

3. Set Default High and Low Values under Activities > Lab Work > Default Test Ranges


 
Entry
1. Go to Activities > Lab Work > Manually Enter Results
2. Enter the patient information and select the correct lab, staff, and template*
3. Enter in the Value field and click OK


* for those of you already using manual lab entry for tests such as bile acid results from an unintegrated lab, use the Chemistry template to access the BILE01, BILE02 and BILE03 tests

Your result is now on the Lab tab of the Patient Clipboard and the Diagnostics tab of the Daily Planner (see examples below). How cool is that? And as always, you can use F1 within Cornerstone for more help.

 

Michelle Campoli loves teaching people how they can do more with Cornerstone. When she’s not sharing her favorite tips and tricks in one of our Cornerstone user group meetings, Michelle enjoys spending time with her husband, cat, and three retired greyhounds; playing in her kitchen and volunteering for her local greyhound adoption group.

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