Health Information System Service Payments

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.

Policy

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.

Guidelines

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
		Drug/PMT	PMT
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.