Health Information System Service Payments

VTH Policy # Bill304
Implementation Date: 01/08/2019 Date of Last Revision: 05/09/2022 Next Review Due: 05/08/2024
Reviewed by VTH Administrative Team: 01/08/2019 Reviewed by VTH Board: N/A
Reviewed by Legal Counsel: N/A Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.


When a service receives stock from the Medication Dispensary, drugs and supplies are charged to the service account in the Health Information System. An administrative adjustment will be made by the dispensary or business office personnel to charge the service for this stock.


If a service has received a drug and/or supply, a dispensary or business office member will charge accordingly, with a 5% markup fee, if applicable. To clear the service accounts, the procedure below will be followed to clear the account and bring it to a zero-dollar balance.

Procedure (if applicable)

When charges are added to a service account, a coordinating adjustment is required to charge the service. A member of the dispensary or the business office will apply the adjustment to the appropriate service FOP (see below) to ensure they are charged appropriately and in a timely manner. The administrative adjustment will be processed within one week of charges being entered to charge the service for the drugs and supplies.

Payment will be applied to the service account as follows:

  1. Use “5” on the command line in VetStar to enter payment after charges have been added to account
  2. Enter “P” for pharmacy
  3. Enter 25 for Large Animal payments and 26 for Small Animal adjustments
  4. Enter the appropriate DBF code as indicated in the pop-up on the account
    • If the DBF code is expired, contact the business office for extension 
    • If the DBF has run out of funds, contact the business office to add funds
  5. Enter the amount of the payment

Note for the Related Accounting Effect of Transaction (Business Office Use Only):

  1. Transaction #1 – Adding the charge to the service account: dispensary or business office member recognizes revenue, and the corresponding expense sits in the clearing account until Transaction #2 is processed.
  2. Transaction #2 – Processing the administrative adjustment (payment) on the service account: Clearing account recognizes the revenue (netting to zero from the previous transaction) and the service recognizes the expense of the drugs/supplies.
Account # Department Section DBF Code Reconciliation Date (at least weekly)
190343 Anesthesiology Drugs Large Animal ANESL
Drugs Small Animal ANESS
191290 Cardiology Service Drugs & Supplies CC
206673 Clinical Skills Lab Drugs & Supplies CSL
191284 Dentistry Service Drugs & Supplies DENT
191709 Dermatology Service Drugs & Supplies DERM
72467 Equine Medicine/Surgery Drug sales EMS1
171965 FARMS Drugs/In House FSIH
51750 ICU ICU Section Charge ICU
354683 IL Midwest Equine Drugs & Supplies IME
191285 Imaging & Radiation Drugs & Supplies RADS
432152 Intermediate Care Service Drugs and Supplies IMCDS
220956 Junior Surgery *Business Office Only Drugs and Supplies CVMSA
287720 Neurology Service Drugs & Supplies NEURO
191287 Oncology Service Drugs & Supplies ONCO
191288 Ophthalmology Service Drugs & Supplies OPHTH
378939 Radiation Oncology Drugs and Supplies RAONC
307149 Shelter Med Service Drugs & Supplies SMED
51699 Small Animal Medicine ER Drug Sales SAMER
Internal Medicine Charge SAM
Isolation Charge SAMIO
Primary Care Charge SAMPC
Zoo Med Service Charge ZM
51747 Small Animal Surgery SAS Section Charge SAS
391873 South Clinic Drugs & Supplies VMSC
435405 Theriogenology Drugs and Supplies IFC09
229392 Student Lab/Exam Rooms Supplies SL
174405 WMC *Business Office Only Drugs and Supplies N/A

Definitions (if applicable)DE

VTH – The collective clinical services of the Large Animal Clinic, the Small Animal Clinic, and the Veterinary
Medicine South Clinic.

Keywordsscript, rx, meds, medication, drug, supply, supplies, account, charge, SANDI, vetstar, payment   Doc ID123625
OwnerTina O.GroupUofI College of Veterinary Medicine Teaching Hospital
Created2023-01-30 10:14 CDTUpdated2023-01-30 12:14 CDT
SitesUniversity of Illinois College of Veterinary Medicine Teaching Hospital
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