Cornerstone 8.3 Self-Directed Installation and Learning Guide
Contents
1. Setup Manual Cornerstone Administrator s Manual continued N A Setting Up Medical Notes and Correspondence See also This document Appendix B Medical Notes and Correspondence Bookmark List p 31 33 Medical Notes and Correspondence snippet videos Page s p 305 343 Estimated Time 1 hour Critical to Live Completed A End of Day Processing p 355 372 20 minutes End of Month Processing p 373 396 20 minutes End of Year Processing See also This document Appendix B End of Year Checklist p 35 p 397 406 20 minutes Using the Backup Verification Assistant See also IDEXX Backup Instructions IDEXX Cornerstone Backup Verification Assistant Both located at idexx com cornerstoneresources p 439 440 30 minutes Using the Time Clock Printer Assignments Set printers that will be used to print end of day reports for balancing during the live data entry rekeying phase of the installation Important Printer assignments must be set for each printer You must physically go to each workstation to change printer assignments To set printer assignments on each workstation 1 From the menu bar select File Printer Assignment 2 Select one of the options from the submenu End of Day End of Month End of Year General Reports or Correspondence From the Printer list select a printer 4 Select any report2. m rA Bs n FO LABORATORIES Proprietary Rights Notice Information in this document is subject to change without notice Companies names and data used in examples are fictitious unless otherwise noted No part of this document may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise for any purpose without the express written permission of IDEXX Laboratories IDEXX Laboratories may have patents or pending patent applications trademarks copyrights or other intellectual or industrial property rights covering this document or subject matter in this document The furnishing of this document does not give a license to these property rights except as expressly provided in any written license agreement from IDEXX Laboratories 2013 IDEXX Laboratories Inc All rights reserved 06 29930 00 Cornerstone Patient Clipboard SmartLink and VetConnect are trademarks or registered trademarks of IDEXX Laboratories Inc or its affiliates in the United States and or other countries DICOM is the registered trademark of the National Electrical Manufacturers Association for its standards publications relating to digital communication of medical information Antech and Antech Diagnostics are registered trademarks of VCA Antech Inc Microsoft is a trademark or registered trademark of Microsoft Corporation in the United States and or other countries Veterinary Pharmacy Reference is a trademark of Veterinary Sof
3. Correct invoices and payments The easiest way to correct invoice and payment information is to void incorrect invoices and payments and then input them using the instructions on the previous page The steps required to void a payment vary slightly depending on whether or not the payment is attached to an invoice To void an invoice 1 o ON Oa 5o mw With the client s account displayed on the Patient Clipboard click the Account Information tab in the Client information area Right click in the transaction list and select Invoice Double click in the Invoice number box and select the invoice The Client Invoice window opens Click the Void button The Void Invoice window opens Select the Check to confirm the void check box to confirm that you actually want to void this invoice Adjust the print options if necessary Add comments if necessary Click OK when finished If your practice uses cashier IDs enter your cashier password The item will display in the client s account history as a voided item If a payment existed on the original invoice you will have to issue a credit or give cash back to the client Payments made on voided invoices are also voided To void a payment attached to an invoice 1 2 3 With the client s account displayed on the Patient Clipboard click the Account Information tab in the Client information area Right click the invoice for the payment in the transaction list select View Click
4. Use medical note templates to standardize the entry of medical note information Set up and customize a variety of medical note templates for your practice Using medical note templates helps to give the notes a unified and consistent look Using travel sheets also known as treatment circle or invoice sheets provides an easy way to access invoice items and add them to estimates Patient Visit Lists Electronic Whiteboard and invoices Travel sheets can be printed So that you can record provided services and products to a patient The Hill s Feeding Guide Software is a tool designed to help you recommend the appropriate Hill s diet for a patient The Feeding Guide Software shows your clients the financial benefit of feeding their pets Hill s products and the proper feeding instructions for a healthier pet Reminder templates are available for use in both Cornerstone and Microsoft Word Set up the templates for reminders and reminder messages Refer to Setting Up Medical Notes and Correspondence on page 7 of this guide Refer to Travel Sheets on p 10 in this guide Set up Hill s pet foods products as inventory items Link the Feeding Guide Software special action to the items Set up the Hills Feeding Guide Software from Activities Feeding Guide gt Feeding Guide Setup Refer to Setting Up a Reminder System on p 6 of this guide Medical note templates guide you through the process of ent
5. default z 2 Patient Orders window Cornerstone will Do not not make the changed value it will leave change the default value as it is listed on the the above Whiteboard setup tab For the Quantity default field this is the option that will be selected by default upon installing Cornerstone 8 2 and when setting up a new invoice item Editing Allows you to select one of the following permissions rules to determine which staff are allowed to edit overwrite the default value for this field on the Patient Orders window z gt zZ gt z 2 z z z z 2 All staff with Patient Orders permissions are allowed to edit overwrite the default value for this field on the Patient Orders window regardless of whether they have been granted Whiteboard Orders Override security permissions This is the option that will be selected by default upon installing Cornerstone and when setting up a new invoice item All staff may edit z Z gt z 2 Only those staff members with Whiteboard Orders Override security permissions in Cornerstone are allowed to edit override the default value for this field on the Patient Orders window Only staff with security permissions may edit Z Z 2 KEXESTE n l F a la L If a field s default value is set to lt Blank gt on the Whiteboard setup tab and therefore appears blank on the Patient Orders window all staff with Patient Orders permissions are allowed to enter or selec
6. Abnormal Exam Observ Only Medical Notes All Exam Observations Departing Instructions Patient Diagnosis Medical notes found in Samples and Classic Medical Notes categories Header and Footer Merge Invoice Item BC Miscellaneous Current Date Patient Age Birth Date Breed Check In Date Last Check In Time Last Check Out Date Last Check Out Time Last Color Current Weight Current Weight Unit Current Weight Unit Date Date Current Weight Practice All Phones Clinic Address 1 Prescription Inst instructions List Question Invoice Item Desc description Current Time Date Patient Entered Deceased Date Manner Of Injection Markings Microchip ID Name Number Of Years Patient Classification Patient ID Patient Note Patient Status Rabies Expiration Date Clinic Address 2 Clinic City Clinic Name Clinic Name 2 Displays a window for a question to be entered Correspondence Bookmark List Header and Footer w fonts Invoice Item ID Rabies Tag Date Rabies Tag Number Registration Number Sex Species Vaccine Amount Vaccine Expiration Vaccine Lot Number Vaccine Name Vaccine Producer Vaccine Type Clinic Phone Clinic Postal Code Clinic State 32 Referral Doctor All Phones Ref Doctor Address 1 Ref Doctor Address 2 Ref Doctor City Ref Doctor Email Ref Doctor Fax Referral Hospital All Phones Ref Hospital Address 1 Ref Hospital Address 2 Ref Hospital City
7. Appointment Scheduler and ensure all are entered Review documents and labels needed immediately to run the practice Ensure all staff entering payments are set up with an applicable Cashier ID if tracking payments received by staff _ Verify clients are being checked in and out correctly by viewing the Census List _ View the Daily Planner hourly to verify charges are being transferred from the Patient Visit List to invoices Go Live Task Checklist Check the appointments in the paper appointment book and compare that with those on the Cornerstone Appointment Scheduler window OR check the appointments on the printed appointment report from your old system and compare that to appointments entered into Cornerstone s Appointment Scheduler Focus on a manageable period of time such as the next week then the next month etc Set up the documents or labels you ll need immediately for check in or invoicing release forms referral forms cage cards labels etc Set up the ones you need right now the rest can wait If your practice is tracking payments received by staff or drawer ensure that all staff are entered and are aware of their unique cashier password The Census List displays pets currently checked into the hospital Verify that the process of transferring items from the Patient Visit List to the invoice is being completed Items may still be on estimates prescription labels or on the Patient
8. Dispensing Exclusive Field From and To If the item is seasonal change the months for which the information is valid and enter the Reorder Pt Reorder Qty and Overstock Qty for each period If the item is not seasonal type the information for the January to December period eee Reorder Qty How many units should be reordered Overstock Qty The number of units in inventory after which additional units would be considered overstock This is the maximum number of units you want to have in the practice Vaccine Tab Issue Vaccine tags to encompass all types vaccination of vaccinations including rabies and large animal vaccines e g Brucellosis vaccinations tag Rabies tag Select this check box if this vaccine is for a rabies tag Producer Mfg The producer manufacturer for the vaccine This ties the information directly to the product being administered Brand The brand of vaccine This ties the information directly to the product being administered Type Select the type of vaccine Killed MLV modified live virus Recombinant Other or lt None gt Administration You can now set up the most frequently by species used Manner of Administration Years combinations for each species Manage List Click this button to open the Manner of Administration Years window where you can add delete and manage the combinations of administration years Available lot You can create a list of available lot numbers a
9. Printing Monthly Statements End of Year Checklist Customization Task Checklist Appendix B GO LIVE TASK CHECKLIST During the Go Live phase of installation your practice will be live on your new Cornerstone system Go Live usually occurs after completing default settings and rekeying your data Review the checklist list below immediately after you finish rekeying and are approaching Go Live time The following tasks should be completed or monitored during the first day of Go Live _ Have someone available who has a good grasp of the software and who can coach encourage and support the staff Complete setting up the Staff List Complete Security Setup Set printer assignments for all workstations to print invoices prescriptions and reports Go Live Task Checklist Be prepared to coach the staff through various procedural steps Support them and provide praise Consider a software expert for the front staff and back staff if applicable Set up the information for each staff member such as name address phone etc Set up staff passwords and different levels of access to information based on a staff member s password Each workstation needs to be configured properly so invoices reports and documents printed from that workstation go to the appropriate printer Each workstation needs to be configured properly so labels printed from that workstation go to the appropriate printer Review t
10. Reminder Info Staff Varies by Practice All Phones Signature Signature W Pwd Staff Address 1 Staff Address 2 Staff City Staff Classification User Def Client Ref Doctor First Name Ref Doctor Full Name Ref Doctor Last Name Ref Doctor License Ref Doctor Note Ref Doctor Phone Desc description Ref Hospital Email Ref Hospital Fax Ref Hospital Name Ref Hospital Note Ref Hospital Phone Desc description Staff Extension Staff First Name Staff Full Name Staff ID Staff Last Name Staff License Number Staff Middle Initial Ref Ref Ref Ref Ref Ref Ref Ref Ref Doctor Phone Extension Doctor Phone Number Doctor Postal Code Doctor State Doctor Title Hospital Phone Extension Hospital Phone Number Hospital Postal Code Hospital State Staff Note Staff Phone Description Staff Phone Number Staff Postal Code Staff State Staff Status Staff Title Varies by Practice depending on what you set up as user defined prompts Controls User Defined prompts Client tab User Def Patient Varies by Practice depending on what you set up as user defined prompts Controls User Defined prompts Patient tab Vaccinations Varies by clinic Correspondence Bookmark List 33 REMINDER SERIES DIAGRAM The diagram below shows an example of a continuous loop vaccination series where a booster reminder will be generated versus a no loop vaccination where a reminder is not
11. correspondence documents or labels Update and link prescription instructions Update and link departing instructions Veterinary Pharmacy Reference VPR checks for drug interactions calculates proper dosages and prints client and drug information sheets The VPR provides Dosage calculator based on weight Conversion charts for Temperature conversions Weight and measure conversions Common medical abbreviations Body surface area Anti parasitic agent charts Time Clock allows you to record and edit staff hours Cumulative reports can be printed for one or all employees Create documents that utilize information in your database to produce printed materials letters forms labels certificates etc A set of prescription instructions is included in the database Update the instructions according to your needs and link the instructions to the applicable invoice items A set of departing instructions is included in the database Update the instructions according to your needs and link the instructions to applicable invoice items Refer to the Veterinary Pharmacy Reference User s Guide Refer to your sales representative for information regarding the purchase for the Veterinary Pharmacy Reference Refer to Using the Time Clock on page 7 of this guide Refer to Setting Up Medical Notes and Correspondence on page 7 of this guide Review the instructions from Reports gt Prescrip
12. generated Small Animal Example Large Animal Example Vaccination Series for Kittens Continuous Loop Vaccination for pregnant Mares No Loops Invoice Item Information for FVRCP FIRST VAC Invoice Item Information for PNEUMABORT K 5 MO PG ID 1331 FVREP FIRST VAC O Inventory Service ID 7402 PNEUMABORT Ke 5 MO PG CQ Inventory S Service Information Instructions Reminders Tihx Disc Link Items Information Instructions Reminders TafPDisc Link Items were as tee 5 T Descriptic Mens ba tse TT Descip Letter 7403 PNEWMABORT Ke 7 MO PG I Description Invoice Item Information for FVRCP SECOND VAC Invoice Item Information for PNEUMABORT K 7 MO PG ID 1332 FYRCP SECOND VAC Olnventoy S Service ID 7403 PNEUMABORT Ke 7 MO PG Olnventoy Service Information Instructions i Thhk Disc Link Items Reminders Mens Bax tore E Letter 7404 Information Instructions Link Items Descriptic Descriptic FVAECP BOOSTER ABORT Ke 8 MO PG Description Invoice Item Information for FVRCP BOOSTER Invoice Item Information for PNEUMABORT K 9 MO PG Ip M230 FYRCP BOOSTER a TN OEE ID 7404 PNEUMABORT Ke 8 MO PG Olnventoy S Service se ia iii a a n ii Information Instruction Will ti t t Information Instr Does not generate a
13. inventory items Invoice Item Setup List 23 Information Tab R Required Field O Optional Field NA Not Applicable Inventory Field Description Explanation Inventory Service Group Pick Dispensing Exclusive Field Controlled Select this check box to track the item on substance the Controlled Substance Report Select the Hazardous check box if the product is considered hazardous If you select Hazardous select MSDS if your practice has the product s Materials Safety Data Sheet required by law Hazardous MSDS z 2 Select the selling unit of measure from the drop down list If you don t want to use a unit of measure then select None If this item is marked to maintain QOH the UOM should be the lowest unit administered or dispensed If the UOM is not on the list of options close out of the window and select Controls gt Units of Measure to set it up Unit of measure z 2 Type the minimum price to charge the client This price displays on the invoice until the invoice item s quantity x price dispensing fee equals the base price located in the Amount field to the right Then the item is priced as usual Included in the price of the item when the Dispensing fee HORUM item is invoiced z gt Minimum price item fee Omit Select this check box to charge the dispensing fee dispensing fee only once per invoice for multiple patients z 2 z gt z z z 2 Click this button to
14. manuals and the schedule complete the sections and chapters identified prior to your database installation date Resources The following resources are available for additional help with your Cornerstone software Resource Recommended Use Location Cornerstone 8 3 Administrators Manual Cornerstone 8 3 User s Manual Cornerstone 8 3 Default and Security Settings Guide DSSG Find reference information and procedural steps for setup and system configuration in Cornerstone Find reference information and procedural steps for using Cornerstone to perform daily tasks View default settings and the order in which they must be addressed once the database is loaded Also includes recommended security settings by practice role e Icon installed on your desktop e Start gt Programs gt Cornerstone gt Manuals e idexx com cornerstoneresources e Icon installed on your desktop e Start gt Programs gt Cornerstone gt Manuals e idexx com cornerstoneresources idexx com cornerstoneresources IDEXX Learning Center Access online courses webinars tutorials podcasts and how to video snippets for tasks in Cornerstone idexxlearningcenter com Cornerstone Practice Management Resource Library Access tools tips and training to maximize your performance idexx com cornerstoneresources IDEXX Cornerstone Coaching Offers targeted flexible solutions for e
15. name to confirm that there is not an existing account Click New to set up a new account In the Client ID box enter a client ID or let Cornerstone automatically select an ID and press TAB If you are adding an existing client from your previous software make sure the ID matches Select an appropriate title optional and enter the client s name and address In the Phones area double click to add a new phone number Select primary and or a location Complete the rest of the fields in the Information tab Enter the appropriate information on the Prompts Notes tab If another client referred this new client to the practice enter the referring client s ID on the Referrals tab Verify the information on the A R Information tab and update if necessary Click OK when you have finished entering the client s information Add new patients 1 To add a new patient do one of the following If adding the new patient while adding a new client right click and click New or double click in the Patients area at the bottom of the Information tab on the Client Information window If adding a new patient to an existing client on the Patient Clipboard window right click in the Patient List area and click New In the Patient ID box enter a patient ID or let Cornerstone automatically select a patient ID If you are adding an existing patient from your previous software make sure the ID matches Complete all the applicable fields on the In
16. not been reset All activities you perform on reset workstations will reflect the date to which that computer has been reset To reset the date on computers with Windows XP 1 Dothe following on your Cornerstone server a Double click the date in the lower right corner of your screen b Click Change date and time settings c Onthe Date and Time Properties window select a new date and click OK 2 Repeat these steps on each workstation that you are using to rekey data To reset the date on computers with Windows 7 1 Do the following on your Cornerstone server a Click the date in the lower right corner of your screen b Click Change date and time settings c Onthe Date and Time window click Change date and time d Select a new date and click OK 2 Repeat these steps on each workstation that you are using to rekey data Enter invoices and payments 1 With the client s account displayed on the Patient Clipboard window right click the patient s name in the Patient list area and select Invoice In the Invoice number box press TAB From the Invoice type list select the type of invoice and press TAB In the first Item ID field enter the item ID Press F2 or double click to search for item IDs Then press TAB If necessary enter the quantity amount staff ID revenue center and date if different than system date 9 gr o m Verify the information in the Disc and Tax columns If necessary click the Disc or Tax butto
17. the provider s ID Press F2 or double click to search for an ID Click OK Enter problems You can enter problems at any time and back date them 1 Few DN With a client s account displayed on the Patient Clipboard window right click the patient s name in the Patient list area and select Problems In the Problem column enter a problem code Press F2 or double click to search for a code In the Severity and State columns select the appropriate information from the drop down lists In the Staff column enter the provider s ID Press F2 or double click to search for an ID Click OK Enter medical notes You can enter medical notes at any time and back date them See the Help press F1 on the Cornerstone Editor window for detailed instructions 1 o uoo R2 ON With a client s account displayed on the Patient Clipboard window right click the patient s name in the Patient list area and select Medical Note The Start New Document window opens In the Staff ID box enter the staff ID Press F2 or double click to search for an ID Locate and double click a template from the list The template opens in the Cornerstone Editor Enter the document contents and add invoice items or attachments Format the document Select and or enter document properties From the drop down box at the top right of the window select the appropriate status Final or Tentative Click OK to save the document Enter medical notes radiology and su
18. 0 tablets Explanation Set the buy UOM to equal the UOM that you purchase receive If you receive 1 bottle of 200 tablets then the buy sell ratio should be 1 Bottle 200 Tablets and you ll be able to sell 1 tablet Buy barcode If you have a bar code scanner scan the barcode used for the selling unit of measure or enter the alphanumeric code It is typically found on the label of the box bottle container The buy sell ratio must be greater than 1 1 for this box to be available z 2 z EE Item Vendor Click this button to open the Item Vendor Information window where you can view and edit vendor information for this item zZ 2 z Ei Stock at Select the locations where this inventory locations list item is stored Locations are set up at Inventory gt Locations z z 2 z Ii Reorder Set dates reorder points reorder Information by quantities and overstock points for each Location location where the item is stored Select Location When the inventory module feature is configured to multi location inventory this field becomes available Buy sell ratio This is an option only if the Maintain QOH check box is selected for this item If maintaining the item s quantity on hand select and enter the buy sell information z LE Invoice Item Setup List 27 Inventory Tab R Required Field O Optional Field NA Not Applicable Inventory Field Description Explanation Inventory Service Group Pick
19. Inventory Inventory Cost Report or Inventory Cost Totals Report Note For accurate end of year inventory totals these reports should be printed immediately before end of year processing because they reflect cost data from the exact moment they are printed Cornerstone creates a backup copy of these reports on the Cornerstone server as part of the end of year processing C Cstone Share EOYInvCost as InvCost pdf or InvCostTotal pdf 5 Make your end of year backup Label your backup media tape or CD Year end backup year Store your backup in an off site location for an extended period of time for accounting purposes We recommend that you verify your backup has processed without errors 6 In Cornerstone go to Activities gt End of Period gt End of Year If you want to make a copy of your database click Yes when the Do you want to make a copy of your database message displays Click No if you do not want to make a copy of the database 7 You may now print your year end reports and purge inactive clients inactive or deceased pets or reminders Although the end of year is a good time to purge purging can be done any time during the year You may also want to print holiday mailing labels Visit the IDEXX Learning Center to see a step by step demonstration You can view the Holiday Mailing Labels snippet video at idexxlearingcenter com gt On Demand Learning gt Snippets gt Cornerstone gt Holiday Mailing Labels End of
20. Inventory Description Explanation Inventory Service Group Pick Dispensing Exclusive Departing instructions Prescription instruction Pharmacy link information Prints at the end of the invoice Press F2 or double click in the ID field to select an instruction This instruction displays when creating the invoice but it can be changed on an individual basis Prints at the end of the invoice Press F2 or double click in the box to select the instruction nU NA ll Available with purchase of the Veterinary Pharmacy Reference module This is used to link the invoice item with the N NA NA X generic drug name in the module The result is the ability to calculate dosages and receive interaction information NA NA A Reminders Tab R Required Field O Optional Field NA Not Applicable Reminders to Generate Letter Reminders to Satisfy Tax Disc Tab Sales tax to apply Usage tax to apply Discounts to apply Inventory Description Explanation Inventory Service Group Pick Dispensing Exclusive Field To set up an invoice item to generate a reminder postcard or a call back and to satisfy letter reminders use the Reminders tab NA NA NA R Required Field O Optional Field NA Not Applicable Inventory Description Explanation Inventory Service Group Pick Dispensing Exclusive Field If this is a taxable item highlight the appropriate sales and usage taxes If discounts a
21. Link Items I Continue 10 generate reminder vaccination Booster Reminder riptio lype ID Descriptic 12 Letter 1330 FYVACP BOOSTER Description Description PNEUMABORT Ke 5 MD PG 1381 FvREP FIRST WAC 1332 Fv RCP SECOND VAC PNEUMABORT K Reminder Series Diagram 34 END OF YEAR CHECKLIST To help you prepare to process your end of year processing we have prepared the following checklist Write off bad accounts 2 Complete all invoicing for the year and process your end of day and end of month as you usually do Don t forget your backups 3 Be sure all open invoices are closed this can be verified when end of month is run Exception If you want to keep hospitalizations or boarding invoices open you can do so However because keeping invoices open can have end of year financial implications consult with your accountant prior to making this decision 4 f you use the Inventory module we suggest that you print an Inventory Cost Report and or an Inventory Cost Totals Report to obtain the value of your ending inventory especially if your practice does not take physical inventory at the end of the year The Inventory Cost Report lists current quantity on hand and the current total cost value of your inventory The Inventory Cost Totals Report is shorter and includes the current total value of your inventory but does not include quantity on hand To print these reports go to Reports
22. Visit List that should be on invoices Refer to Setting Up the Appointment Scheduler on p 6 and Using the Appointment Scheduler on p 9 in this guide Refer to Setting Up Medical Notes and Correspondence on p 7 in this guide Activating the cashier ID feature 1 Activate the Cashier ID feature Controls Defaults Practice and Workstation Account Select the Use Cashier ID check box 2 Close Cornerstone and open it again 3 Lists gt Cashier ID gt New Update Enter ID F3 or Lists gt Census Daily Planner window Client service and patient care Operational efficiency and patient care Drawer balancing and or tracking for transaction questions Operational efficiency Revenue 21 _ Take note of the types of mistakes being made during invoicing using the Voided Invoices Report Also check the Standard Fee Exception Summary to see if prices are being changed on invoices and both discount reports to verify discounts are being applied appropriately Perform a quantity control check on new clients Go Live Task Checklist Mistakes happen but you might be able to spot any reoccurring issues to help coach your staff to reduce future mistakes Consider printing the New Client Report for the current period Review the information for those clients via the client and patient information windows Remember to coach your staff on appropriate capital letter usage Go to Reports gt Cl
23. Year Checklist 35 CUSTOMIZATION TASK CHECKLIST Tasks addressed in this section are unique to each veterinary practice and each practice has different priorities The following list provides a general customization guideline Review the checklist below for those tasks that should be addressed within a day or two of going live The tasks are separated into two stages Immediate Consideration Tasks and for those that aren t so urgent As Time Allows Tasks Customization Immediate Consideration Tasks Each workstation needs to have printer Refer to Printer Assignments on page 7 Ensures that documents print to the assignments set up properly so invoices of this guide correct printer to improve the speed in reports documents and labels printed which you provide client service and from a workstation are printed at the patient care appropriate printer 7 Set up workstation printer assignments Each interface requires the completion Refer to the specific lab or digital Data downloaded to patient history in of hardware installation and or software manuals Cornerstone helps to ensure complete installation configuration medical history and reduce manual entry Contact Cornerstone Support at 1 800 Automated results can increase accuracy 695 2877 and decrease missed charges Complete any hardware and software setup for Lab Digital interfaces Unattended End of Period can be set Refer to Using the Backup Verification An unatt
24. ack command window when prompted type import and then press the Enter key The installation program will Time to Live M 10 40 1 Stopthe comaine database engine Haines X 2 Backup your existing Cornerstone database if any 3 Copy the new database to the system 4 Restart the Cornerstone database engine Once you start using this database do not reload the database from the CD unless instructed to do so by IDEXX Cornerstone Support personnel For further assistance loading your database call Cornerstone Support at 1 800 695 2877 Upogate Database Update Your Database 1 Start Cornerstone Click Yes when you see this message The executable version and the database version do not match Do you want the database brought up to date 2 The Cornerstone Update dialog box appears Click OK 3 During the database update the update program checks to see which 10 40 backup software is installed on your server or single user system If the minutes X update program locates one of three supported backup software packages click OK on the Backup Verification Setup window to set up Cornerstone to automatically verify the backup and to continue 4 The Cornerstone Database Update Dialog Box may appear Click Yes on all windows 5 After the update is complete click OK Log into Log In gomecione When Cornerstone opens use this username and password to log in f 1 2 minutes X Username Cornerstone Password CS Verify A R V
25. arkup Cost Selling Price Example A can of food is sold for 2 00 each but if the client buys a case of 12 cans they are charged 1 85 per can for the case In the Base Amount field the price would be 2 00 the next line would list 12 00 in the Qty field with 1 85 in the Amount field If the client buys 13 cans the client would still be charged 1 85 per can Always allows the price to be overwritten Never does not allow the price to be overwritten unless the user has administrator security privileges Only increases allows the price to be increased never decreased Administrators are not limited by this price change reason Only with reason allows the price to be changed but a reason must be entered for the change To use this option you must create a list of price change reasons When a price is changed the reason will print on the Standard Fee Exception Report along with the staff who changed the price Recommended Require change always forces the price to be changed This safeguard is used in cases where the price fluctuates and ensures that the correct price is charged The item price must be set to zero Invoice Item Setup List R Required Field O Optional Field NA Not Applicable Inventory Inventory Service Group Pick Dispensing Exclusive Field EB Can be zero ui Can be Can be zero zero 25 Instructions Tab R Required Field O Optional Field NA Not Applicable
26. ase of installation your practice will be This document live on your new Cornerstone system p 20 22 NR un X Appendix B 8 3 Quick Reference Guides Review the checklist list immediately after you finish rekeying and are approaching Go Live time Quick Reference Guides Two page quick reference guides provide basic information about many Cornerstone features Click the links to view and download the guides Appointment Scheduler Basics Boarding and Grooming Check in and Census List Client Account Payments Daily Planner Electronic Whiteboard End of Day Activities Estimates Invoices Medical Notes Patient Clipboard Patient Visit List Prescriptions Rabies Tags and Certificates Referral Communication and Management Reports Time Clock 10 minutes Me each IDEXX Cornerstone 8 3 Self Paced Learning Guide Self Paced Training All Staff The purpose of this training is to provide a way for new users to learn Cornerstone basics in the three weeks before Cornerstone Go Live Throughout this training you will be working in the Cornerstone training files which contain realistic but fictitious client and patient information The IDEXX Cornerstone 8 3 training files allow you to learn the materials without compromising your practice s actual data To maximize your training experience it is recommended that you work through all of the activities an
27. d complete all practice exercises Learning u Weeks and f omplete Dates User s Manual view the Cornerstone 8 3 User s Manual Staff Roles v 3 Weeks Before Getting Started with Cornerstone Software p 5 17 Management Go Live Getting Started Using the Patient Clipboard p 18 30 i Reception on Clients and Patients Entering Client Information p 31 44 Medical ate Entering Patient Information p 45 71 Team Patient Check In Using the Appointment Scheduler p 91 110 mene Pid Tee ere Patient Check in and Check out p 111 117 Management Census List Using the Census List p 118 119 Reception wate Medical Date Patient Visit List PVL Using the Patient Visit List p 120 127 Team Travel Sheets Travel Sheets p 125 177 178 2 eon un Vital Signs Recording Vital Signs and Weight Information p 220 227 Management Estimates Creating Estimates p 156 169 Reception Medical Date Medical Notes Using Medical Notes and Correspondence p 228 272 e Admit and Pre 2 Weeks Before Procedures Using the Electronic Whiteboard p 128 155 Management Go Live Piesciiptioris Working with Prescriptions p 283 292 Reception Invoicing Invoicing p 170 190 Medical Date i Team Rabies Certificate Issuing a Rabies Vaccine Tag and Rabies Certificate p 184 188 2 Weeks Before i Using the Daily Planner p 207 209 Bien Daily Planner y p Mangcement Call Backs Entering Call Backs p 53 58 208 Reception aw
28. ducating new and existing staff or for meeting specific practice goals idexx com cornerstonecoach that require advanced instruction Cornerstone Help System View window specific information and procedural steps for setting up your Cornerstone system and performing daily tasks e Press F1 on any Cornerstone window or dialog box e Onthe Cornerstone menu bar select Help Contents Training Files and Print based Courses Work with the Cornerstone training files data to learn everyday tasks in your practice without jeopardizing the integrity of your real medical records e Start gt Programs gt Cornerstone gt Training Files e Start gt Programs gt Cornerstone gt Training Files Print Based Courses IDEXX Cornerstone 8 3 Self Paced Learning Guide Management Checklist for Day of Go Live Use this guide when you receive the converted database CD Make sure to complete all critical tasks before going live with the system to ensure a successful implementation The entire process may take 4 8 hours to complete Setup Topic Pages Estimated Critical Completed Manual Load CD Containing your Cornerstone Database converted from your former database Install Your New Database 1 Ensure all users are logged out of the Cornerstone system 2 Insert the data conversion CD into your server s CD ROM drive The CD should automatically run the installation program 3 Inthe bl
29. e Accounts amp Payments Maintaining Client Accounts and Payments p 191 206 Medical End of Day Activities ream Management Tasks after Go Live Review these tasks within a day or two of going live Create your own priority list of items to be completed with estimated completion dates Customization Task Checklist See this document Appendix B p 19 38 These tasks should be reviewed within a day or two of going live Your Next Steps Congratulations on your successful Go Live with Cornerstone Use the IDEXX Learning Center to access resources for your specific goals and needs beyond your Go Live Visit idexxlearnincenter com gt Topics gt Cornerstone 8 3 Training IDEXX Cornerstone 8 3 Self Paced Learning Guide 10 Appendix A Live Data Entry Rekeying Your Data Appendix A LiVE DATA ENTRY IMPORTANT NOTES Follow these procedures only after you have complected the Defaults and Security section above This guide provides steps to rekey information into the Cornerstone Practice Management System Do not enter information out of order or use your Cornerstone system for day to day operations until you have rekeyed all of your information Make sure you complete a manual backup before rekeying information If you need help call Cornerstone Support at 1 800 695 2877 OVERVIEW The following steps provide an overview of the rekeying process For overview steps 2 and 3 follow the detailed inst
30. ended backup provides another up to automatically make a copy of the Assistant on page 7 of this guide source from which Cornerstone Support database and or run end of day end of can help you restore your data month and or run the default reports End of day end of month can be processed without having a staff member stay late at your practice to process end of period and print reports _ Seta workstation for unattended backup Customization As Time Allows Tasks Use group items on estimates Patient Refer to Setting Up Your Invoice Items By using groups you eliminate the need Visit Lists or invoices Groups may on p 6 in this guide to enter items individually reducing time Consider setting up the following consist of service inventory and pick of entry and missed charges Smart Groups items and may contain nested groups Sex modification groups within groups Group items may be set up to charge a different price of made smart based on patient species Surgeries Sex age or weight and may prompt to ask before adding or ask for quantity Create groups and Smart Groups Holidays Boarding for special hours on holidays Dentals Annual Vaccinations or Wellness Exams J0 AM M O amp O00AM 12 00 PM JAM Ol 3 2 31 20 e es Euthanasia MEME ras eee Customization Task Checklist 36 Complete Veterinary Pharmacy Reference VPR linking Complete time clock setup Create client
31. ents new patients client or patient information changes rabies tag additions or changes weights and medical history according to your practice s needs Transactions applying to paper chart and chartless practices Enter invoices and payments Enter payments only Correct an invoice Live Data Entry Rekeying Your Data 12 Correct payment amounts Correct payment types Add new clients and patients e Change patient information e Add or change rabies tag information Add weights Change client records Add scheduled appointments For details see Rekeying Your Data Detailed Steps begining on page 13 Lab and Imaging Results Complete training prior to entering results Reference Laboratory Results o IDEXX Reference Laboratories Verify information that was automatically imported into Cornerstone You can also scan the lab results report import or manually enter lab results VetConnect PLUS vetconnectplus com users can access lab results within Cornerstone o Antech Diagnostics See Chapter 31 Using the Antech Diagnostics Module in the Cornerstone User s Manual o Other Scan lab results report import or manually enter lab results In clinic Laboratory Results o IDEXX Verify information that was automatically imported into Cornerstone You can also scan the lab results report import or manually enter lab results VetConnect PLUS vetconnectplus com user
32. erify Accounts Receivable Data To verify that accounts receivable data converted correctly 1 On the menu select Reports gt End of Period gt End of Month 2 Inthe Monthly periods area select Current 5 minutes X 3 In the Report list select Accounts Receivable Report By Client Name and then click Preview 4 Onthe Accounts Receivable Filter window click OK 5 Scroll to bottom of report to verify A R IDEXX Cornerstone 8 3 Self Paced Learning Guide Setup Estimated Critical Completed Manual Default and Security Settings Guide DSSG Default and Security Settings The default setting phase outlines the defaults that must be addressed and the order in which they must be addressed once the clinic s database is loaded This phase also includes the Cornerstone security settings See breakdown below Time 3 7 hours See breakdown below to Live M Default settings are presented in a table An overview provides instructions Sequence of default settings Defaults critical for the live practice data entry rekeying phase of a new installation Defaults critical for Appointment Scheduler setup if appointments will be rekeyed Defaults critical for go live phase of a new installation Miscellaneous defaults that are important for advanced use and owner manager responsibilities Defaults important for Electronic Whiteboard setup Imaging default settings Labo
33. ering medical information and help reduce the chance of omitting information Format the template so the information will be entered then displayed in the patient s record in a consistent and easy to read layout Travel sheets can help increase your efficiency when adding items to estimates Patient Visit Lists and invoices Printed travel sheets can increase speed and accuracy of recording charges Hill s Feeding Guide software can help improve client education and patient care Customize reminders to maximize reminder compliance and help produce a revenue stream Customization Task Checklist 38
34. formation tab On the Letter Reminders tab or Call Backs tab complete all reminder information and due dates if vaccinations or relevant services were provided at another clinic and will be administered from your practice in the future Live Data Entry Rekeying Your Data 16 5 6 On the Prompts Notes tab add information regarding the patient The Referrals tab is for referral clinics that want to track from which veterinary clinic this patient was referred Additional setup may be required see Chapter 23 Setting Up Referral Relationship Management in the Cornerstone Administrator s Manual Change patient information 1 a RON With a client s account displayed on the Patient Clipboard window right click the patient s name in the Patient list area and select Update On the Information tab on the Patient Information window change the appropriate information Click the Prompts Notes tab and select the appropriate prompt In the Answer column select Yes or No from the drop down list Click OK to save the updates Enter a diagnosis 1 PAR WN With a client s account displayed on the Patient Clipboard window right click the patient s name in the Patient list area and select Diagnosis In the Code column enter a diagnostic code Press F2 or double click to search for a code In the Date column enter the date In the Status column select the appropriate status from the drop down list In the Staff column enter
35. he default End of Day reports your practice set up to print These reports will print when you process your End of Day which could be once or multiple times in any given day Your encouragement and patience Refer to the Default and Security Settings Guide Go to Lists gt Staff to set up staff members Refer to the Default and Security Settings Guide See Printer Assignments on page 7 in this guide Go to File gt Printer Assignments See Printer Assignments on page 7 in this guide Go to File gt Printer Assignments Go to Controls gt Defaults gt Practice and Workstation gt End of Period Operational efficiency customer service and employee motivation Allows all staff members to use Cornerstone The staff IDs will be used for logging in invoicing prescriptions medical history tracking and daily planner usage and record tracking Based on the security assigned to the login ID access may be granted or restricted for various components of Cornerstone specific dialog boxes or specific reports You may want to consider setting up multiple levels of security Ensuring print jobs print to the correct printer improves the speed of providing client service and patient care Ensuring print jobs print to the correct printer improves the speed of providing client service and patient care Operational efficiency 20 _ Electronic appointment schedule Review future appointments entered in
36. ient gt Voided Operational efficiency Invoices Report Set the Sort Order to Void and Range to the current date Then click Preview or Print Go to Reports gt End of Period gt End of Day Click Current Then run each report Standard Fee Exception Report Summary Daily Discount Report By Discount Daily Discount Report By Staff Go to Reports gt End of Period gt End of Client and patient care Day Click Current and then select New Client Report By Client ID or New Client Report By Client Last Name depending on how you would like the data in the report to be sorted 22 Information Tab Type of Invoice Item Inventory Service Group Pick Dispensing Hospital How do you want to look up this item and description have it listed in medical history Client description Classification Primary Classification Subclass Default revenue center Sell barcode Status Active or Inactive Miscellaneous item INVOICE ITEM SETUP LisT R Required Field O Optional Field NA Not Applicable Inventory Service Dispensing Selection Required Choose One Inventory Exclusive Field Description Explanation The unique ID assigned to each invoice item ID This ID can automatically be assigned by the computer or you can create your own using alpha and or numeric characters Categorizes the invoice items and controls which fields are now available for setup and modification How do yo
37. lumn indicate the current change rules set for this field See the corresponding field explanations below for information on these icons Invoice Item Setup List 29 Whiteboard Tab R Required Field O Optional Field NA Not Applicable Inventory Group Pick Dispensing Exclusive Field Description Explanation Inventory Service Field type Depending on the field type selected default on the left a drop down list text box or check box may appear allowing you to specify the default value for this Patient Orders item field If you want to require staff to enter or select the value at the time the order item is added on the Patient Orders window set the default value to lt Blank gt Quantity The default value used on the Patient Orders window When this Allows you to select one of the following default is change rules to be followed when this changed on the field s value is changed on the Patient Patient Orders Orders window window Z gt z gt Z gt When this field s value is changed on the Patient Orders window Cornerstone will make the change value the new default value for this file and automatically update the default value listed on the Whiteboard setup tab For all fields except Quantity this is the option that will be selected by default upon installing Cornerstone and when setting up a new invoice item When this field s value is changed on the B Also change the above
38. n the Create New Vital Signs set column In the Date Time Staff ID fields verify or change the date time and provide the ID of staff member entering vital signs for this patient EEA In the Create new column entry fields double click in each field to record vital signs as applicable for this patient When you are finished click Save to save the vital signs set to patient history Change client records 1 2 3 With a client s account displayed on the Patient Clipboard window right click in the Client information area and select Update Click the appropriate tabs to update and change the information Click OK to save the changes Schedule appointments 1 With the patient selected on the Patient Clipboard window right click and select Appointment Scheduler The Schedule for Today window opens If your practice has staff members with different hours select the schedule for a specific staff member Double click in an available time slot in the schedule or select a time slot and click Schedule The New Appointment window appears When prompted to schedule an appointment for the selected patient click Yes Fill out the applicable information for the appointment Click OK to save the appointment Live Data Entry Rekeying Your Data 18 Appendix B Additional Resources Go Live Task Checklist Invoice Item Setup List Medical Notes and Correspondence Bookmark List Reminder Series Diagram
39. n to apply a discount or tax to this item Note You may need to make a manual adjustment if your previous software calculated taxes differently Live Data Entry Rekeying Your Data 14 10 11 12 13 14 Enter any additional invoice items until all items are added IMPORTANT Make sure both invoices match exactly before continuing Click Post Accept or modify the information on the Post Invoice window and then click OK On the Payment window if your practice uses cashier passwords enter the password in the Cashier password box Then press TAB In the Amount column enter the payment amount and press TAB In the Payment Type column select the type of payment from the drop down list If required answer the payment type prompt Tab to the Change given box to verify the balance after payments Click Post Enter payments only 1 With the client s account displayed on the Patient Clipboard window click the Account Information tab in the Client information area Right click in the transaction list area and select Payment On the Payment window if your practice uses cashier passwords enter the password in the Cashier password box Then press TAB In the Amount column enter the payment amount and press TAB In the Payment Type column select the type of payment from the drop down list If required answer the payment type prompt Tab to the Change given box to verify the balance after payments Click Post
40. nd numbers expiration dates that will be expiration dates available to select when creating the vaccine tag Reorder Pt The number of doses at which the reorder should be placed Invoice Item Setup List 28 Link Items Tab R Required Field O Optional Field NA Not Applicable Link items The Link Items tab helps you to maintain quantity on hand for inventory items that are associated with a service item or another inventory item Linked items are removed from inventory totals as the result of a sale Special Actions Tab R Required Field O Optional Field NA Not Applicable Special actions Use the drop down lists to add any special actions associated with this invoice item and indicate when to apply them Selections include Feeding Guide Software Image Request Lab Request Mark as Deceased Prescription Label Print Document Sex Modification Update Microchip ID Update Vital Signs Vaccine Tag Travel Tab R Required Field O Optional Field NA Not Applicable Travel sheets Highlight travel sheets on which you want to appear on this invoice item to appear This can also be accomplished through Lists gt Travel Sheets Whiteboard Tab R Required Field O Optional Field NA Not Applicable Type The name of the Patient Order item field as it appears in its associated column on the Patient Orders window Value The default value to use for this field on the Patient Orders window Rules Icons in this co
41. open the Dispensing Information window where you can select an invoice item that is linked to another inventory invoice item record Allows you to add an additional amount or percentage of price to an item Item price and dispensing item price are combined Dispensing on invoice to display only one item price Note When a dispensing fee is selected the button displays Dispensing z 2 z gt Zz gt Select the Allow All check box to allow staff to click Show All which allows them to see all dispensing fees for selection when entering charges Type the percentage used to estimate the high price range on estimates for this item Estimate markup Z gt z 2 z z z Override the When the type of invoice item is inventory price Dispensing select this check box to and apply only override the inventory price and use only the dispensing the dispensing item fee Invoice Item Setup List 24 Information Tab Auto calculate price Allow change Description Explanation If the vendor has increased your cost the item will be marked up appropriately when the order is received The item will never be marked down If you have selected this option specify to calculate by Percentage or Dollar Amount If an amount does not calculate evenly select the amount to Round To Type the price to charge the client in the Amount field based on the quantity listed in the Qty field to the left Calculation Cost x M
42. ormation you are looking for To print the report click Print Choose the print options and click OK Live Data Entry Rekeying Your Data 12 h If totals do not match print the Daily Payment Register By Payment Type Report to locate the errors After correcting the errors preview the Daily Deposit Report 5 Complete a manual backup See page 7 in the main section of this document for more information Repeat steps 2 5 to rekey information for another day until all days transactions have been rekeyed When you re done rekeying information change the system date back to today s date REKEYING YOUR DATA DETAILED STEPS Use the steps listed below to rekey data into your Cornerstone database Typically rekeying is done so that you add the data that was accumulated from the time you sent your database to Cornerstone to be converted until you are ready to go live with your new system Change system date Change the date on your server computer first Then change the date on all workstation s that you re using to do the rekeying work The instructions are slightly different depending on whether you re using Windows XP or Windows 7 Note If you don t reset the dates on all the computers that you use to rekey data you could experience errors that will prevent you from using Cornerstone Be aware of the following While rekeying is in process do not perform any Cornerstone activities on any workstations where the system date has
43. p Cornerstone Controls Page s p 5 8 p 9 30 Estimated Time 10 minutes 20 minutes Setting Up Lists and Information p 31 73 20 minutes Setting Practice and Workstation Defaults See also Set Practice Defaults snippet video Set Workstation Defaults snippet video Boarding and Grooming snippet videos p 74 140 20 minutes Setting Staff Defaults See also Staff snippet videos p 141 145 20 minutes Getting Started with Cornerstone Inventory Setup See also Inventory snippet videos p 156 161 20 minutes Setting Up a Single Location Inventory System See also Inventory snippet videos p 162 164 2 hours Setting Up Your Invoice Items See also This document Appendix B Invoice Item Setup List p 23 30 Invoice Item snippet videos p 171 241 1 hour Other Inventory Setup Tasks See also Inventory snippet videos p 242 252 20 minutes Setting Up the Appointment Scheduler See also Appointment Scheduler snippet videos p 253 263 40 minutes Setting Up the Electronic Whiteboard See also Whiteboard snippet videos p 264 267 15 minutes Setting Up a Reminder System See also This document Appendix B Reminder Series Diagram p 34 p 268 289 45 minutes Setting up Vital Signs Weight p 294 304 30 minutes IDEXX Cornerstone 8 3 Self Paced Learning Guide
44. pply to this invoice item select all discounts that apply When this invoice item is used the sales taxes usage tax NA NA and discounts are automatically applied if the client is set up to accept tax or a particular discount Tax and discounts can be changed at the time of invoicing Do not select Not Taxable Invoice Item Setup List 26 Inventory Tab R Required Field O Optional Field NA Not Applicable Inventory Field Description Explanation Inventory Service Group Pick Dispensing Exclusive Field NDC DIN Code NDC is the United States National Drug Code DIN is Canada s Drug Identification Number and shows that the manufacturer is able to distribute the drug In both cases it is a national number that describes the drug This can be the vendor s product number Maintain QOH Select this check box to track this item in inventory maintain quantity on hand Track expiration This is an option only if the Maintain QOH check box is selected for this item Select this check box to track expiration dates for this item Staff will be required to enter an expiration date when depleting a quantity of this item from inventory Track lot This is an option only if the Maintain numbers QOH check box is selected for this item Select this check box to track lot numbers for this item Staff will be required to enter a lot number when depleting a quantity of this item from inventory Examples 1 bottle 20
45. ratory default settings p 3 103 3 5 hours Security settings overview p 104 10 minutes Security setting recommendations based on job title Setup Tasks Consult the Administrator s Manual for detailed instructions on setting up the Cornerstone features you plan to use p 105 136 1 hour x lt X lt Cornerstone Administrator s Manual Ch 1 Getting Started with Cornerstone Setup Ch 2 Setting Up Cornerstone Controls Ch 3 Setting Up Lists and Information Ch4 Setting Practice and Workstation Defaults Ch 5 Setting Staff Defaults Ch 7 Getting Started with Cornerstone Inventory Setup Ch8 Setting Up a Single Location Inventory System Ch 10 Setting Up Your Invoice Items Ch 11 Other Inventory Setup Tasks Ch 12 Setting Up the Appointment Scheduler Ch 13 Setting Up the Electronic Whiteboard Ch 14 Setting Up a Reminder System Ch 16 Setting Up Vital Signs Weight Ch 17 Setting Up Medical Notes and Correspondence Ch 20 End of Day Processing Ch 21 End of Month Processing Ch 22 End of Year Processing Ch 28 Using the Backup Verification Assistant Ch 30 Using the Time Clock See breakdown below 6 10 hours See breakdown below IDEXX Cornerstone 8 3 Self Paced Learning Guide Setup Manual Cornerstone Administrator s Manual continued Topic Getting Started with Cornerstone Setup See also Cornerstone Basics Setup snippet videos Setting U
46. rgery logs 1 With a client s account displayed on the Patient Clipboard window right click the patient s name in the Patient list area and select Medical Note The Start New Document window opens Live Data Entry Rekeying Your Data 17 In the Staff ID box enter the staff ID Press F2 or double click to search for an ID From the Category drop down list select Classic medical note In the list of templates scroll to locate and then double click Cornerstone Surgery Template or Cornerstone Radiology Imaging Template The Classic Medical Notes window opens Click the Data Entry button to open the Medical Note Information window Enter values in the table and then click OK To finalize the medical note select the Auto finalize after days check box and select the number of days or select the Final check box Click OK Click Close Add or change rabies tag information 1 With the patient selected on the Patient Clipboard window select the Tags Microchip ID tab in the Patient information area Right click in the tag list area and select Reissue to add a new tag or select Add Existing to add a tag that was issued by another veterinarian Enter the applicable information Select the Print Certificate check box if applicable Click OK Enter vital signs 1 5 6 Click the Vital Signs Weight button that displays on many windows throughout Cornerstone Click the add more vital signs link Double click i
47. ructions in the Rekeying Your Data section starting on page 13 1 Complete Critical Pre Rekeying Tasks Prior to rekeying information receive guidance from the appropriate training materials or assistance from Cornerstone Support 1 800 695 2877 for the following critical tasks Special actions set up for applicable invoice items Optional Preview print the Invoice Item Information Report Discounts applied to appropriate invoice items Optional Preview print the Invoice Item Information Report Verify all clients marked to receive preset discounts are selected in Cornerstone Optional Preview print the Client Discounts Report Reminder protocol set up for generating and satisfying reminders Optional Preview print the Invoice Item Reminder Information Report Taxes applied to invoice items Optional Preview print the Invoice Item Tax Setup Report Groups smart groups and pick lists set up and charges applied Staff and Cashier IDs and passwords set up Change system date Change the system date to match the date Bate and ime Properties of the transactions being rekeyed Date amp Time Tine Zone You ll need to repeat this step for each day for which you have data to rekey For details see Rekeying Your Data Detailed Steps begining on page 13 Enter transactions Q0 11 12 03 14 15 16 For the system date set in 2 enter the records and transactions that need to be rekeyed such as invoices payments new cli
48. s can access lab results within Cornerstone For more information see the DEXX Cornerstone Guide In House Laboratory with IDEXX SmartLink Technology for 8 3 Start gt All Programs gt Cornerstone gt Training Files Print based Courses gt 8 3 In House Labs Training o Non IDEXX Scan lab results report import or manually enter lab results Imaging Results See the IDEXX Comerstone 8 3 Diagnostic Imaging User s Guide Start gt All Programs gt Cornerstone gt Training Files Print based Courses gt 8 3 Diagnostic Imaging Guide o IDEXX Imaging Results Import results into Cornerstone o Non IDEXX Imaging Results Send via DICOM to Cornerstone or import results into Cornerstone Additional Transactions Mostly Applying to Chartless Practices Enter problems diagnosis medical notes and patient info charges etc for patients currently in the hospital 4 Preview reports to balance Preview the Daily Deposit Report to make sure payment totals entered in Cornerstone match those from the total payment transaction report being rekeyed g 9 295 From the menu bar select Reports gt End of Period gt End of Day In the Daily periods area select Current In the Report list area select the Daily Deposit Report Click Preview To print for all cashier IDs click OK Or to sort by individual cashier ID enter an ID and click OK At the Reports Preview window verify that this report contains the inf
49. s in the list that should be printed to this printer from this station Use the Ctrl key to single select multiple reports or click the Select All or Deselect All button 5 Click OK to save Save the report information for this printer before selecting a different printer 6 Repeat this process for all reports included in End of Day End of Month End of Year General Reports and Correspondence See also Set Printer Assignments snippet video p 449 454 N A 15 minutes 5 minutes per computer IDEXX Cornerstone 8 3 Self Paced Learning Guide Setup Manual Live Data Entry Rekeying Your Data See the Rekeying Your Data section Appendix A for procedural steps to rekey data into your Cornerstone database Typically rekeying is done so that you add the data that was accumulated from the time you sent your database to Cornerstone to be converted until you are ready Estimated Critical to Live Completed Time 6 This document to go live with your new system p 11 18 cse X Appendix A i i items above Do not enter information out of order or use your Cornerstone System for day to day operations until you have rekeyed all of your information Data to enter may include invoices payments appointments new clients new patients client patient information weights reservations lab results medical notes and image results Review Go Live Task Checklist During the go live ph
50. t a value for this field regardless of whether they have been granted Whiteboard Orders Override permissions in Cornerstone Invoice Item Setup List 30 MEDICAL NOTES AND CORRESPONDENCE BOOKMARK LIST File Descriptions and Bookmarks are listed below Bar Codes BC Client First Name BC Client Full Name BC Client ID Boarding Arrival Date Arrival Time Boarding Status Choice our your Client Address 1 Address 2 All Phones City Classification Client Signature Credit Code Current A R Date Client Entered Email Address Finance Charges A R First Name Full Name ID Last Month A R Imaging Image Invoice Items List Lab Lab Results Correspondence Bookmark List BC Client Last Name BC Patient ID BC Patient Name BC Staff First Name Cage Number Cage Type Departure Date us you Last Name Last Payment Amount Last Payment Date LY Sales Inventory LY Sales Services LY Visits Middle Initial Ninety Days A R Note Outstanding Balance Overdue Balance Phone Description Phone Extension Phone Number Postal Code Patient Picture BC Staff Full Name BC Staff ID BC Staff Last Name Departure Time Patient Information we you Referred Address 1 Referred Address 2 Referred By Name Referred City Referred Postal Code Referred State Secondary Name Sixty Days A R State Status Thirty Days A R Title YTD Sales Inventory YTD Sales Services YTD Visits 31 Medical History
51. the View button The Client Invoice window opens Live Data Entry Rekeying Your Data 15 o o0 ugmomo6sfm Click the Payment button The Payment window opens If your practice uses cashier IDs enter your cashier password Click anywhere within the payment row to be voided Press CTRL D A message appears to confirm the void delete action Click OK to close the message and then click Save to void the selected payment Close the Client Invoice window To void a payment NOT attached to an invoice 1 B go mio co With the client s account displayed on the Patient Clipboard click the Account Information tab in the Client information area Right click the payment to void in the transaction area The Payment window opens If your practice uses cashier IDs enter your cashier password Click anywhere within the payment row to be voided The Void button displays when a previously posted payment is selected Click the Void button or press CTRL D A message appears to confirm the void delete action Click OK to close the message and then click Post to void the selected payment If asked if you want to print click Yes to print the payment void or click No to close without printing Close the Client Account window Add new clients This procedure begins from the Patient Clipboard MeN hl OO M Oh With the cursor in the Client ID box press F2 or double click to open the Client List window Enter the new client s last
52. tion Labels gt Prescription Instruction Report Add or edit prescription instructions using Lists gt Prescription Instructions Link the instructions to the invoice items from Lists gt Invoice Item gt Instructions tab Review reports from Reports gt Invoice Item gt Departing Instructions Add or edit departing instructions using Lists gt Departing Instructions Link the instructions to the invoice items from Lists gt Invoice Item gt Instructions tab Increases performance efficiencies and level of patient care Record hours worked electronically Print Time Clock reports and use for various payroll needs Improve client education and practice performance Linking prescription instructions to appropriate pharmaceutical items reduces the amount of time required to create prescriptions Linking departing instructions to appropriate invoice items provides the appropriate information to the client and helps to ensure that you are providing the best patient care Customization Task Checklist 37 _ Setup medical note templates Consider setting up the following templates Surgery Dental Fecal Radiology _ Setup travel sheets Consider setting up the following travel sheets In Clinic Procedures Surgery Nutritional Farm Call Large Animal Out Patient Complete the Hill s Feeding Guide software setup _ Setup reminder templates and messages
53. tware Associates LLC IDEXX Computer Systems One IDEXX Drive Westbrook Maine 04092 USA idexx com cornerstone Contents QVGIWIOW M 4 hizo npe ani 4 Management Checklist for Day of Go Live sssscccssssscecssssceccesssceccssscescesssceseessscsecesssseseessessssessssesessssessessssessessseees 5 Self Paced Training All Staff 1 1 e ooee ine toto otn thua boh aka noa pagana bona RR Ia oE Ra RR IDEE RR DERE SAA Ra RR a SES Niis 10 Management Tasks after Go Live 1 1 eo oor iie es orna sunu saa nu us sossscs oa NR Se 2 SERE Ho 0o ERANT E RENNES E OR onssssssoassaccsoaasecs oossssccaaasss 10 Appendix A Live Data Entry Rekeying Your Data ssccssssssccsssssscecsssssceccsssscecssseccenesseceecssseceecssesceausssseeansseseonss 11 Appendix B Additional Resources 1e eerie tope tona hn o ot ha han bona ER t Io RR RR e SE RR RR a DER RER IRIS RE REESE S bK sida NSS 18 Overview Use this guide for your staff to learn core tasks for the IDEXX Cornerstone Practice Management System Coordinate the completion of your training before your scheduled database installation date Learning Dates Database Installation Date e Post a copy of this schedule in a location where everyone can review it e Using the indicated
54. u want this item to appear on an invoice estimate or reminder card If you leave the client description blank it will automatically use the hospital description Used for invoice item searching reporting selection travel sheet management creating pick lists mass markup selection for mass price tax discount dispensing changes General Ledger manual extract and staff commission exceptions Used for invoice item searching reporting selection travel sheet management creating pick lists mass markup selection for mass price tax discount dispensing changes and staff commission exceptions Used during invoicing If the invoice item doesn t have a default revenue center assigned then Cornerstone looks at the invoice item s classification revenue center If nothing is assigned there then Cornerstone looks at the staff on the invoicing line Revenue centers for invoice lines can be changed at the time of invoicing Revenue centers are used in reports such as the monthly report Serv and Inv Sales by Revenue Center Class Desc If you have a bar code scanner list the barcode for the buy and or sell unit of measure z 2 Mark an invoice item as inactive only when you have discontinued use of the item and do not want it to display on lookup lists related to invoicing Select this check box only if you want your staff to have the ability to overwrite the description while invoicing Recommendation Do not use for
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