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IDEXX Cornerstone. Administrator’s Manual (8.3 NEXT version 8.3.6) - page 1

Preface

About This Manual

This manual provides setup and system configuration information for your IDEXX Cornerstone* Practice

Management System. This information is intended for the person designated as the Cornerstone

Administrator and any other staff members responsible for setting up and maintaining the Cornerstone

system at your practice. This manual provides information on:

• Setting up your Cornerstone system

• Setting up Cornerstone defaults

• Setting up items and inventory

• Setting up scheduling and patient visit functions

• Setting up pet health management functions

• Completing End of Period processing tasks

• Other management tools and tasks

How to Use This Manual

This manual takes advantage of the searching and linking tools available within Adobe^® Reader^® PDF

(Portable Document Format) files. Use the following tools to search and navigate within this manual:

• Bookmarks panel-The Bookmarks panel acts as an always-visible linked Table of Contents,

available on the left side of the document window.

• Clickable TOC-This Contents section provides direct links to each page—just click the

page/chapter/section text in the Contents listing to go to that page.

• Find toolbar-Select Edit > Find in Adobe Reader and use the Find toolbar to do a quick search for

a word or phrase in the current PDF.

• Search window-Select Edit > Search in Adobe Reader and use the Search window to look for

words in the current PDF or in multiple PDFs or to use advanced search options.

Click anywhere within the

Select Edit > Find and use

Contents listing to go

the Find toolbar to quickly

directly to that page

find a word or phrase

Select Edit > Search

and use the Search

Click a bookmark

window to set up

in the Bookmarks

search criteria or do

panel to go directly

an advanced search

to that section in

the manual

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Preface

Additional Resources

The following resources are available for additional help with your Cornerstone software:

Resource

Recommended Use

Location

Cornerstone User’s Manual

Find reference information and

• Icon installed on your desktop

procedural steps for using Cornerstone

• Start > Programs >

to perform daily tasks

Cornerstone > Manuals

Note: In Windows^® 8, you can find

the Cornerstone folder on the

Apps screen.

• idexx.com/cornerstoneresources

Cornerstone Help System

Find window-specific information and

• Press F1 on any Cornerstone

procedural steps for setting up your

window or dialog box

Cornerstone system and performing

• On the Cornerstone menu,

daily tasks

select Help > Contents

Cornerstone Tutorial Training

Work with the Cornerstone Tutorial

• Start > Programs >

Files & Print-Based Courses

Training Files data to complete

Cornerstone > Training Files

exercises that mimic everyday tasks in

• Start > Programs >

your practice without jeopardizing the

Cornerstone > Training Files-

integrity of your real medical records

Print Based Courses

Note: In Windows^® 8, you can find

the Cornerstone folder on the

Apps screen.

IDEXX Learning Center

Access online courses, webinars, video

• idexxlearningcenter.com

snippets, tutorials, and podcasts

Training File Details

In the training files (including the Cornerstone Assistant training files), functionality is limited for some

Cornerstone 8.3 features which ordinarily communicate with systems outside of Cornerstone:

• Pet Health Network* Pro—You can see and use Pet Health Network Pro features like the share

button and the IDEXX Message Center alerts for appointment requests; however, these actions

won’t be reflected on pethealthnetworkpro.com or petly.com.

• Inventory Ordering using IDEXX SmartOrder* with MWI^® Veterinary Supply—Although you can’t

use IDEXX SmartOrder, you can view the windows used for working with this feature. Also, Purchase

Order 1000 in the training files shows an example of a purchase order created using IDEXX

SmartOrder.

• IDEXX Faxing Service—Although you can’t send faxes from the training files with the IDEXX Faxing

Service, this feature is very close to the new email feature that is usable in the training files. Also,

completed faxes are shown on the Communications Log in the training files.

• Antech Diagnostics^® Module—A training version of this module is not available in the training files.

However, training is included when you purchase the Antech module or upgrade from the previous

version of the module.

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Chapter 1: Getting Started with Cornerstone* Setup

To check which computers are logged into Cornerstone at any time, open the User Information dialog

box.

To view computers logged into Cornerstone:

1. On the File menu, select User Information. The User Information dialog box displays a list of the

computers currently logged into Cornerstone.

User Information dialog box

2. Click OK to close the dialog box.

Changing IDs

If you need to change a client ID, patient ID, or invoice item ID, you can do this using the Change IDs

tool.

IMPORTANT: We strongly advise making a backup of your database before changing IDs.

Before You Begin

• Identify which client, patient, or invoice item IDs to change. Verify that the IDs you want to

change them to are not being used.

• Back up your Cornerstone database.

To change an ID:

1. On the Tools menu, select Change ID. The Change IDs dialog box appears.

Change IDs dialog box

2. From the Type drop-down list, select Client ID, Invoice Item ID, or Patient ID.

3. In the first available row in the Current ID column, type the ID or press F2 to search for and select

the client, patient, or invoice item ID that you want to change. The name of the client, patient, or

invoice item is displayed.

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Chapter 1: Getting Started with Cornerstone* Setup

4. In the New ID column, type the new ID you want to use for this client, patient, or invoice item.

Note: You can change an ID only to a currently unused ID.

5. To change additional IDs (of the same type of ID), in the next available row, repeat steps 3 and 4.

6. Click OK to process the ID change. When you are prompted to confirm the change, click Yes.

When the IDs have been processed, a message appears to notify you of the number of changes.

The checkered flag indicates that the ID change was successful.

Setting Up a Signature Capture Device

Signature capture devices, such as signature pads and clipboards, allow you to collect, store, and

include electronic signatures on documents. Compatible signature pads and clipboards can be used

with your Cornerstone software to:

• Collect staff members’ signatures and store them in your software for later use.

• Allow staff members and clients to sign documents electronically.

• Capture electronic signatures when you are using the integrated third-payment solution. For

more information, see “XCharge^® Card Payment Processing Software” on page 26.

You can store electronic signatures on documents in patient history. Once a document that includes an

electronic client signature is saved, you cannot change the document.

Supported Signature Capture Devices

The following signature capture devices are supported in Cornerstone:

• Topaz^® ClipGem^®

• Topaz SignatureGem^® (SigGem)

• Topaz SigLite^®

In addition, you can use a supported tablet PC to capture an electronic signature.

For information on purchasing a signature capture device or tablet PC, call IDEXX Practice Solutions at

1-888-224-4408.

Note: If a signature capture device will be used on a thin-client workstation, the device may need to be

connected to an AnywhereUSB^® device, depending on the type of signature capture device being used.

To set up your system to use a signature capture device:

1. On the Tools menu, select Signature Capture Device. The Signature Capture Device dialog box

appears.

Signature Capture Device dialog box

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Chapter 2: Setting Up Cornerstone* Controls

PA-DSS (Payment Credit Industry Payment Application Data Security Standard) certified, be sure to use

one of our approved Cornerstone payment processing integrations.

To add or edit a prompt:

1. On the Controls menu, select User Defined Prompts. The User Defined Prompts dialog box

appears.

User Defined Prompts dialog box

2. Click the Client, Patient, Species, or Staff tab.

3. If setting up a species prompt, on the Species tab, in the Species ID text box, type the species ID

or press F2 to select the species from the Species List.

Note: Species prompts appear only in the Patient Information Prompts/Notes tab for patients of

that particular species. For example, the Feline prompt Declawed? does not appear in a Canine

patient’s prompts.

4. Click New to add a new prompt or double-click an existing prompt to update it. The applicable

Prompts dialog box appears.

Patient Prompts dialog box

5. In the Prompt text text box, type the prompt or question that staff will complete when entering a

patient’s information in Cornerstone. This prompt text appears in the Client Information, Patient

Information, or Staff Information window and in an alert box if you use this prompt as an alert.

6. In the Data type area, select one of the following to determine the method for answering the prompt:

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Chapter 2: Setting Up Cornerstone* Controls

Before You Begin

• Before you assign an alert to a client or patient classification, you should understand how alerts

are used. See “Alerts Defaults” on page 85.

• Before deciding which client classifications should receive reminders, you should have a

reminder strategy. See “Reminder Strategies” on page 278.

To add or edit a classification:

1. On the Controls menu, select Classifications. The Classifications dialog box appears.

Classifications dialog box

2. Click the Client, Patient, or Staff tab.

3. Click New to add a new classification, or double-click an existing classification to update it. The

Classification Setup dialog box appears.

Classification Setup (For Client) dialog box

4. In the Description text box, type an identifying name for the classification.

5. For Client classifications, do any of the following:

• Select the Client alert check box if you want an alert to display when client records are

accessed for this type of client.

• Select the Send reminders check box if you want this type of client to receive reminders. `

For example, for seasonal clients, you could select the Send reminders check box in the

summer months and clear the check box in the winter months when the client leaves your

vicinity.

Note: You do not have to select Send reminders for client classifications at this time. After you

set up your client classifications, you can print an Initial Client Setup Report to help you decide

where to apply the Send reminders option to client classifications based on your reminder

strategy.

• Select the Send statements check box if you want to send statements to this type of client.

6. For Patient classifications, do any of the following:

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Chapter 2: Setting Up Cornerstone* Controls

Controls > Appointment Scheduler > Reasons for Visit). See “Chapter 12: Setting Up the

Appointment Scheduler” beginning on page 263.

To add or update reasons for visit:

1. On the Controls menu, select Reason For Visit. The Reasons for Visit dialog box appears.

Reasons for Visit dialog box

2. To add or update a primary reason for visit, in the Primary reason for visit area, click New to add a

new primary reason, or double-click an existing reason to update it. The New/Update Primary

Reason dialog box appears.

New/Update Primary Reason dialog box

3. In the Description text box, type a brief identifying name for this primary reason (for example;

Surgery, Annual Exam, Grooming).

4. To display a pop-up window that reminds staff of specific information related to this reason for visit,

type the information in the Alert note text box (to start a new line, press CTRL+ENTER). When this

reason is selected while making an appointment or checking in a patient, a pop-up window displays

the information for staff.

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Chapter 2: Setting Up Cornerstone* Controls

Patient Sex Setup dialog box

3. In the Description text box, type an identifying name for the patient sex designation you are adding.

4. If this sex changes when certain surgeries are performed, select the appropriate Modified sex.

5. If you need to provide state-required controlled substance information, select the applicable Male or

Female option. See “Controlled Substance Export List” on page 33 for more information on the

controlled substance export program.

6. Click OK and then click Close.

Payment Types

Use Payment Types to set up the types of payments you accept in your practice. When a client makes

a payment, you must enter a payment type in the Payment dialog box. Payment Types are important

because they determine how payments appear in certain reports. For example, any payment type of

Check appears on the Deposit Report - Checks. Cornerstone uses Cash, Check, and Other as general

payment categories in other reports.

You can also add a prompt to a payment type. For example, add a Check Number prompt to a Check

payment type to collect detailed information about the payment.

Before You Begin

¾ If you started with a Fastart or FastInstall database, review the payment types already set up in the

Payment Types dialog box.

To set up a payment type (for non-credit/debit card payment types):

Note: For information on setting up credit or debit card payment types in Cornerstone, see “Credit and

Debit Payment Types” on page 26.

1. On the Controls menu, select Payment Types. The Payment Type dialog box appears.

2. Click New to add a new payment type, or double-click an existing payment type to update it. The

Payment Type Setup dialog box appears.

Payment Type Setup dialog box

3. In the Description text box, type an identifying name for this payment type.

4. In the Prompt text box, if applicable, type a prompt to appear when this payment type is selected.

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Chapter 2: Setting Up Cornerstone* Controls

card swipe reader devices. Your XCharge representative will also walk you through a basic

transaction and answer any questions that may arise.

Step 3-Set up your payment types in Cornerstone

In Cornerstone, set up payment types for credit and debit payments and specify XCharge as the

provider for these payment types. See “Credit and Debit Payment Types” on page 26 for more

information.

Step 4 (Optional)-Set up a signature capture device

Use a supported signature capture device or tablet PC to capture a client’s electronic signature for

all credit card payments. This helps you have fewer paper receipts to manage. For more

information, see “Setting Up a Signature Capture Device. For more information, see “Setting Up a

Signature Capture Device” on page 16.

If You Need Help Processing Card Payments with XCharge

Once you have installed the XCharge software, you can access the XCharge Help and manual from the

Help menu within the XCharge software.

If you cannot find the answer to your question in the Help or manual, you can contact Accelerated

Payment Technologies Customer Care for technical support toll-free at 1-800-338-6614.

Setting Up Payment Types for Credit and Debit Payments

Like other payment types in Cornerstone, the credit card and debit card payment types are set up using

Controls > Payment Types. These payment types, however, include special setup options that you

must be configure in addition to the standard payment type options.

To set up credit/debit card payment types in Cornerstone:

Note: There are two separate card processing payment types available for use with Cornerstone—the

Credit Card Payment type and the Debit Card Payment type. You can set up either or both of these

payment types, depending on the credit and debit payment options you plan to offer to your clients.

1. On the Controls menu, select Payment Types.

2. Select the Credit Card Payment (or Debit Card Payment) payment type and click Update. A

Payment Type Setup message appears. Click OK to close the message box.

3. On the Payment Type Setup dialog box, select the Activate Credit Card Payment Solutions check

box (or the Activate Debit Card Payment Solutions check box).

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Chapter 2: Setting Up Cornerstone* Controls

To add or edit a credit code:

1. On the Controls menu, select Credit Codes. The Credit Codes dialog box appears.

2. Click New to add a new credit code, or double-click an existing code to update it. The Credit Code

Setup dialog box appears.

Credit Code Setup dialog box

3. In the Description text box, type an identifying name for this credit code.

4. Select the Alert check box if you want an alert to appear when accessing information for a client

who is set up with this credit code. The alert displays in red.

5. In the Payment types allowed list, select one or more payment types allowed under this credit

code.

Note: Only payment types selected in the Payment types allowed list are used during invoicing.

6. Click OK, and then click Close.

For a complete list of credit codes currently set up in Cornerstone, print an Initial Practice Setup

Report by Credit Codes.

Taxes

You can set up Taxes to use multiple tax rates in Cornerstone. This is convenient if you need to apply

different taxes to certain invoice items or if you have more than one tax per item.

To add or edit a tax:

1. On the Controls menu, select Taxes. The Taxes dialog box appears.

2. Click New to add a new tax, or double-click an existing tax to update it. The Tax Setup dialog box

appears.

Tax Setup dialog box

3. In the Description text box, type an identifying tax name to appear on the invoice.

4. In the Percentage text box, type the percentage to use for this tax.

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Chapter 2: Setting Up Cornerstone* Controls

5. If your practice uses the General Ledger Interface, type an account name or number in the GL

Account text box.

6. In the Status area, select Active or Inactive. Only Active taxes are used in invoices. (Change the

status to Inactive only if you no longer want to use a tax.)

7. Click OK, and then click Close.

Discounts

You can set up Discount percentages in Cornerstone. Client discounts vary from one practice to

another. If you plan to use a discount provided in the Cornerstone database, you must set the discount

percentage (the percentages are initially set at 0).

Discounts are tied to invoice items and clients. If a discount is assigned to an invoice item and the same

discount is assigned to a client’s account, when the client is invoiced for the invoice item, the discount is

applied to that specific invoice item.

To add or edit a discount:

1. On the Controls menu, select Discounts. The Discounts dialog box appears.

2. Click New to add a new discount, or double-click an existing discount to update it. The Discount

Setup dialog box appears.

Discount Setup dialog box

3. In the Description text box, type an identifying discount name to appear on the invoice.

4. In the Percentage text box, type the percentage to use for this discount.

5. If your practice uses the General Ledger Interface, type an account name or number in the GL

Account text box.

6. In the Status area, select Active or Inactive. Inactive discounts do not appear in any of the lists of

available discounts and are not applied to invoice items. Any previous links to invoice items or

clients are broken. (Change the status to Inactive only if you no longer want to use a discount.)

7. Click OK and then click Close.

Billing Messages

You can print customized Billing Messages at the bottom of invoices, statements, and estimates.

You can use these billing messages as part of your marketing plan for making announcements or for

communicating general information. You can set up an unlimited number of messages and then

determine which message you want to print by default on invoices, statements, and estimates.

Tip: Change your billing messages periodically to work with your marketing plan.

To add or edit a billing message:

1. On the Controls menu, select Billing Messages. The Billing Messages dialog box appears.

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Chapter 2: Setting Up Cornerstone* Controls

2. Click New to add a new message, or double-click an existing message to update it. The Billing

Message Setup dialog box appears.

Billing Message Setup dialog box

3. In the Description text box, type an identifying name for this billing message.

4. In the Message contents box, type the message text to appear for this billing message.

5. Click OK, and then click Close.

Tip: Set up a billing message named Blank with no text to use when you want to type a customized

message on an invoice, estimate, or statement.

For a complete list of billing messages currently set up in Cornerstone, print an Initial Practice Setup

Report by Billing Messages.

Estimate Messages

You can create Estimate Messages to be used on estimates at your practice. When you generate

estimates for patients, click the Messages button to access a list of predefined estimate messages.

Multiple messages can be printed on an estimate.

To add or edit an estimate message:

1. On the Controls menu, select Estimate Messages. The Estimate Message List dialog box appears.

2. Click New to add a new message, or double-click an existing message to update it. The Estimate

Message Information window appears.

Estimate Message Information window

3. In the ID text box, type the ID to use for the estimate message.

4. In the Description text box, type an identifying name for this estimate message.

5. Under Estimate message, type the text for this estimate message

6. Click OK, and then click Close.

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