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

Chapter 21: End of Month Processing

Monthly Sales Summary-By Practice

The Monthly Sales Summary-By Practice is available for those practices with the Multi-Location/Single

Database option enabled. This report is split out by practice and displays sales information for each

daily closing period. You can see total sales as well as inventory and service item sales. The report also

shows the sales tax collected in each daily closing period.

Monthly Staff Commission Detail Report-Gross or Net

The Monthly Staff Commission Detail Report shows the commission for staff members in detail by item

classification.

Monthly Staff Commission Summary Report-Gross or Net

The Monthly Staff Commission Summary Report shows the commission for staff members summarized

according to item classification.

Monthly Staff Commission Totals Report-Gross or Net

The Monthly Staff Commission Totals Report shows the total amount of sales and total amount of

commission credited to each provider.

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Monthly Voided Invoice Report-By Client ID, By Date or By Staff

This report lists invoices voided in a specific monthly period.

New Client Report-By Client ID or By Client Last Name

The New Client Report shows all of the new clients entered into Cornerstone during the selected monthly

period(s). This report can be sorted by client ID or last name.

You can save data from this report (using the Save As feature) to create mailing labels to send client

satisfaction surveys or other marketing materials.

Note: This report is also available as an End of Day report and End of Year report.

Along with the information on the EOD New Client Report, the EOM New Client Report shows the date the client was entered

into Cornerstone.

New Client Report-By Practice, Client ID or By Practice, Client Last Name

For those practices with the Multi-Location/Single Database option enabled, the New Client Report-By

Practice shows all of the new clients entered into Cornerstone by practice during the selected period(s)

based on the client home practice. This report can be sorted by client ID or last name.

You can save data from this report (using the Save As feature) to create mailing labels to send client

satisfaction surveys or other marketing materials.

Note: This report is also available as an End of Day report and End of Year report.

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Productivity by Staff Report

The Productivity by Staff report contains the sales totals for the month and each provider’s paid sales

total. In order for this report to print with accurate information, you must run your End of Month

processing before printing. You must set the A/R by provider settings in Invoice defaults in order to

see/run this report. For more information, see “Invoice Defaults” on page 112.

Referral Report-by Staff

The Referral Report shows the work done by a staff member of your practice for another hospital.

Referral Report-Doctor by Hospital or Hospital by Doctor

The Referral (Revenue) Report shows the work done by your practice for another hospital, separated by

client.

Referral Summary-by Doctor

The Referral Summary-by Doctor report lists referral doctors and shows the amount of work and sales

each referral doctor generated for your practice.

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Referral Summary-by Hospital

The Referral Summary-by Hospital report lists referral hospitals and shows the amount of work and

sales each referral hospital generated for your practice.

Referral Summary-Doctor by Hospital or Hospital by Doctor

The Referral Summary report shows the total amount of work done for another hospital by your practice.

This report can be sorted by staff class or staff ID.

Returned Check Summary

Use the Returned Check Summary to follow up on amounts that need to be recovered.

Sales Tax Summary by Revenue Center

This report shows how much sales tax was collected during the month by revenue centers. Sale tax

amounts display for each revenue center at your practice.

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Sales Tax Summary/Income Reconciliation-Closed Invoices

The Sales Tax/Income Reconciliation report gives you a quick summary of your income for the selected

monthly period(s). Sales are broken out into taxable sales and nontaxable sales.

Note: This report is also available as an End of Year report.

Serv. and Inv. Sales - Closed Inv.-By Class Desc. or By Class ID or By Staff ID or By Staff

Last Name

The Service and Inventory Sales report quickly shows you the most common procedures performed, the

top medications sold and the supplies used in your practice during the selected monthly period(s).

Because the Service and Inventory Sales report can be a very large report, Cornerstone displays the End

of Period Filters dialog box so you can enter a range of information to print. You can print a range by

class ID and subclass ID. If you are sorting by staff ID or staff last name, you can also use the range

staff ID. For more information on filtering information in reports, see “Chapter 5: Reports” in the

Cornerstone User’s Manual.

Note: This report is also available as an End of Day report.

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Serv. And Inv. Sales by Revenue Center-By Class Desc. or By Class ID or By Staff ID or

By Staff Last Name

The Service and Inventory Sales by Revenue Center report shows the monthly sales broken down by

revenue center.

Serv. Sales Report-Closed Invoices-By Class By Desc. or By Class By ID

The Service Sales Report shows the sales revenue from service items. Use this report to see which

service items are generating the most sales.

Like the Service and Inventory Sales report, the Service Sales Report can also be a very large report;

Cornerstone displays the End of Period Filters dialog box so you can enter a range of information to

print. You can print a range by class ID, invoice item description, invoice item ID and subclass ID. For

more information on filtering information in reports, see “Chapter 5: Reports” in the Cornerstone User’s

Manual.

Note: This report is also available as an End of Year report.

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Serv. Sales Report by Revenue Center-By Class by Desc. or By Class by ID

The Service Sales Report by Revenue Center shows the services performed during a monthly period

broken down into your practice’s revenue centers.

Split Invoices Report

The Split Invoices Report shows a list of all invoices divided for split billing purposes during the month.

Statistics By Species Report-Closed Invoices

The Statistics By Species Report shows sales activity for each species invoiced during the selected

monthly period(s).

Note: This report is also available as an End of Day report and End of Year report.

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Statistics by Staff Report-Closed Invoices

The Statistics By Staff Report shows the sales activity for each staff member. This report is also available

as an End of Day and End of Year report.

Note: This report is also available as an End of Day report and End of Year report.

YTD Net Sales Analysis Report-By Revenue Center, Class, Staff, and Type

This report prints your net sales by revenue center, class, staff (provider) and type with an option to print

detail by invoice item. The report can be sorted by subclass and item ID. You can print the report by

providers with each provider’s net sales printed on a separate page.

Printing Monthly Invoices and Statements

You can print monthly statements and copies of the invoices closed during the monthly period closing.

Printing invoices is useful if you want to include newly closed invoices with the clients’ statements.

IMPORTANT: Selecting the option to apply a billing charge when printing a statement in the current

monthly period will apply a billing charge each time you choose to print. Once you have chosen to print

the monthly statements, even if you cancel the print job, any billing charges are still applied.

Note: Cornerstone does not automatically print statements for clients with credit balances. See “Printing

Statements for Clients with Credit Balances” on page 402 for instructions on printing these statements.

Before You Begin

• Set End of Period defaults (see “End of Period Defaults” on page 102).

• Set Statement Print Options defaults (see “Statement Print Options Defaults” on page 132).

• Assign the printer to print the monthly invoices and statements (File > Printer Assignment >

End of Month, and make sure Monthly Invoices and Statements is highlighted for the

applicable printer).

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• Make sure the appropriate clients are set up to receive finance charges and billing charges

(Lists > Clients > Update > A/R Information tab).

Tip: Cornerstone allows you to change where the practice and client addresses print on the statement,

which is helpful if you use window envelopes to mail statements. See “Statement Print Options Defaults”

on page 132 for information on positioning the statement addresses.

To print monthly invoices and/or statements for all applicable clients:

1. On the Reports menu, select Find a Report. The Report Search window appears.

2. In the Reports list, click the plus sign to the left of End of Month, and then select Monthly Invoices

and Statements.

3. Click Create report. The Daily Reports dialog box appears.

4. Under Monthly periods, select the most recent month that was processed, or if you are processing

mid-month statements, select Current. Cornerstone will create a statement for all accounts with

balances greater than or equal to the billing threshold within this period.

5. Click Print. The Statements and Monthly Invoices dialog box appears.

Statements and Monthly Invoices dialog box

6. If you plan to print monthly statements, select the Statements check box and specify the type of

statement to print:

• Normal prints a standard statement. Paper options include Regular Paper if you plan to print

on blank paper, or Preprinted Statement Paper if you purchase special paper for statements

(especially designed for open window envelopes).

• Detailed prints the invoice details (provided services, prescribed drugs, etc.) and breaks out

taxes by tax type. (Large animal practices may find this especially useful.) Printing options

include By Invoice Number or By Invoice Date (prints the invoice details by the date the

invoice was saved).

Note: See “Monthly Invoices and Statements” on page 391 to view samples of Normal and Detailed

statements.

Tip: To change the placement of the client address or practice address on monthly statements, see

“Statement Print Options Defaults” on page 132. To change the placement of the client address or

practice address on invoices, see “Invoice Address Defaults” on page 114.

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7. If you selected Normal statements, select the Invoices check box if you want to print the invoices

that were closed by End of Month processing (the Invoices check box is available only if you are

printing Normal statements).

8. If you selected the Invoices check box, specify whether you want to print Closed or Open invoices.

Note: Open invoices can be printed only for the current period.

9. Multi-Location/Single Database configuration only: In the Range area, select the applicable practice

from the Practice drop-down list.

10. In the Range area, specify how you want to sort your statements. You can sort by Client ID or Client

Name. You can also type a range of statements and invoices to print. Enter the range in the From

and To text boxes.

11. In the Billing information area, set your practice’s billing preferences:

a. If you want to add a billing charge for the current period (or when you close End of Month),

select the Apply Billing Charge check box.

b. If applicable, enter the applicable Billing charge and Billing threshold. (The Billing Threshold is

the minimum balance an account must have before Cornerstone will print the statement.)

c. If you want to omit voided invoices when printing monthly statements and invoices, select the

Omit voided invoices and payments on statements check box. If this option is selected, note

that a voided invoice will be omitted only if the original invoice is also part of the current

statement. If the original invoice was included in a prior Month-End period that is not selected,

the voided invoice will be included in the current statement (regardless of the Omit voided

invoices setting).

12. Click OK to print your statements.

To print monthly invoices and/or statements for a specific client:

1. On the Reports menu, select Find a Report. The Report Search window appears.

2. In the Reports list, click the plus sign to the left of End of Month, and then select Monthly Invoices

and Statements.

3. Click Create report. The Daily Reports dialog box appears.

4. Under Monthly periods, select the most recent month that was processed, or if you are processing

mid-month statements, select the Current period.

5. Click Preview. The Statements and Monthly Invoices dialog box appears.

6. Follow steps 6-11 in the previous section to set your practice’s preferences for printing monthly

statements and invoices.

7. When you have completed all settings on the Statements and Monthly Invoices dialog box, click OK.

The EOM Invoices and Statements dialog box appears.

8. Select a client from the list and click OK. The Reports Preview window displays the statement for the

selected client.

9. Click Print to print the statement, click Save to save the statement data to a file or click Cancel to

return to the EOM Invoices and Statements dialog box.

Printing Statements for Clients with Credit Balances

Cornerstone does not automatically print statements for clients with credit balances. However, you can

create a statement for a client with a credit balance using the following instructions.

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Before You Begin

¾ Run your statements as usual, printing statements for clients who have a balance greater than $0.

(Enter $0.00 as the Billing Threshold).

To create statements for clients with credit balances:

1. On the Reports menu, select Find a Report. The Report Search window appears.

2. In the Reports list, click the plus sign to the left of End of Month, and then select Accounts

Receivable Report (either By Client ID or By Client Name). The Accounts Receivable Report lists

clients with credit balances.

3. Click Create report. The Daily Reports dialog box appears.

4. Under Monthly periods, select the applicable monthly period and click Print.

5. On the Accounts Receivable Report, note the client IDs of the clients with credit balances. The client

IDs will be needed in order to print statements with credit balances.

6. On the Monthly Reports dialog box, under Monthly periods, again ensure that the appropriate

monthly closing period is selected.

7. Select Monthly Invoices and Statements. Make sure this is the only highlighted report.

8. Click Print. The Statements and Monthly Invoices dialog box appears.

9. In the Range area, select Client ID from the Sort by drop-down list.

10. Enter the Client ID in the From and To text boxes.

11. Press the TAB key until the cursor is in the Billing Threshold text box and then type -999.

12. Press TAB.

13. Click OK to print a statement.

14. Repeat steps 9-13 for each statement you want to print.

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Chapter 22: End of Year Processing

Overview

When End of Year (EOY) is processed, the IDEXX Cornerstone* Practice Management System:

• Processes the records for the yearly period.

• Totals the monthly records to create the yearly totals.

• Resets the current yearly period to zero.

It is easy to track EOY periods because the Cornerstone software records the date and time with each

closing.

IMPORTANT: It is imperative for your practice to have a good backup procedure in place. Backups

provide security against the unlikely chance that files are lost or destroyed. As an added safety

precaution, you should remove the most recent backup from the practice or place it in a DATA-

Rated fireproof safe.

We recommend performing a database backup before performing End of Year processing. For

backup instructions, see the original documentation that came with your backup software.

If you have questions about your backup procedure or how to verify that your backup was

successful, contact Cornerstone Support at 1-800-695-2877. Do not take chances with your practice

data.

Note: If your practice uses compatible backup software, you can set up Cornerstone to

automatically verify your backup using the Cornerstone Backup Verification Assistant. (See “Chapter

28: Using the Backup Verification Assistant” beginning on page 446 for more information.)

Notes on End of Year processing:

• You do not have to process End of Year on December 31. The important thing is to maintain a

consistent pattern of closing periods.

• When End of Year is processed, all transactions since the previous End of Year up through the

current date are included.

• Before processing End of Year, we suggest that you print the Inventory Cost Report. This

report lists current quantity on hand and the current total cost (value) of your inventory. If your

practice is not taking a physical inventory at the end of the year, we recommend that you print

this report to obtain the value of your ending inventory.

Note: Because the Inventory Cost Report is a snapshot of the data at the time you print the report,

you should print it before you start invoicing for the next yearly period. After that point, you will not be

able to reprint the report showing the End of Year data (as the current year figures will be calculated

with the previous year figures to give you the current cost of your inventory).

• You do not need exclusive use to process End of Year. However, staff will not be able to post

invoices or save changes to any window that modifies a client’s account. If a user tries to modify

a client’s account, a message warns the user to wait until the End of Year processing is finished.

Once the End of Year processing is complete, the user can continue.

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Performing End of Year Processes

Before You Begin

• Perform all invoicing for the year and process End of Day and End of Month as usual. Be sure to

perform End of Month processing immediately before processing End of Year.

• Perform a yearly backup and store your backup in an off-site location for an extended period of

time (for accounting purposes).

• Ensure that EOY defaults have been set up (see “End of Period Defaults” on page 102).

• Verify that the EOY reports are accurate, and fix any discrepancies prior to processing End of

Year.

To process End of Year:

1. On the Activities menu, select End of Period > End of Year.

2. An End of Period warning message appears. Read the message and click OK. (To prevent this

message from appearing in the future, clear the Show Message check box.)

The Yearly Period Closing dialog box appears.

3. In the Notes text box, enter any details for this EOY closing and include your name or initials.

4. Click OK.

5. In the confirmation window, click Yes to process End of Year.

6. Depending on the version of Cornerstone installed, a Database Copy window may appear. If it does,

click Yes.

7. When EOY processing is complete, click OK in the notification window.

Note: EOY processing is normally very quick.

Printing End of Year Reports

Cornerstone includes many yearly reports that help you keep records of your valuable information. We

recommend that you print all of the Cornerstone yearly reports.

Before You Begin

• Set your End of Period defaults to select the reports you want Cornerstone to automatically

select for you in the Yearly Reports dialog box (see “End of Period Defaults” on page 102).

• Assign the printer to print the reports (File > Printer Assignment > End of Month, and select

the reports you want to print on each printer).

• Finish your End of Year processing.

To print all selected EOY reports:

1. On the Reports menu, select End of Period > End of Year. The Yearly Reports dialog box

appears.

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Yearly Reports dialog box

2. Under Yearly periods, select the period you want the reports to reflect. For most reports, you can

print information for more than one continuous period; click the earliest period and then press and

hold the SHIFT key, click the down arrow until you see the last period and then click the last period.

All of the periods in between are highlighted.

Note: When you select a beginning date range, your End of Period reports include all data in the

date range from one minute prior to the beginning date selected through the ending date selected.

3. In the Report list, reports you have selected in End of Period defaults are highlighted. If needed, do

the following to select additional reports:

• To select a consecutive group of reports, click the first report, hold down the SHIFT key, and

then click the last report.

• To select nonconsecutive reports, hold down CTRL, and then click each report you want to

select.

4. Click Print. The reports print on the printer assigned for each report (or the default printer if no

printer has been assigned).

To preview, print and/or save a specific EOY report:

1. On the Reports menu, select Find a Report. The Report Search window appears.

2. In the Reports list, click the plus sign to the left of End of Year, and then select the desired report.

3. With the desired report highlighted in the End of Year report group, click Create report. The Yearly

Reports dialog box appears.

4. Under Yearly periods, select the period you want the report to reflect. For most reports, you can print

information for more than one continuous period; click the earliest period and then press and hold

the SHIFT key while you click the last period. All of the periods in between are highlighted.

Note: When you select a beginning date range, your End of Period reports include all data in the

date range from one minute prior to the beginning date selected through the ending date selected.

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5. Click Preview. The Reports Preview window appears.

Reports Preview window

6. Click Print to print the report, click Save to save the report data to a file or click Cancel to return to

the Yearly Reports dialog box.

End of Year Reports

Account Write Off Report - By Client ID or By Client Last Name

The Account Write Off Report shows all of the clients that have been written off during the yearly period,

the amount written off and the reason why (in the note). This report can be sorted by client ID or last

name.

Client Sales Report - Closed Invoices - By Client ID or By Client Name

The Client Sales Report shows your best clients during the yearly period, and the sales compared with

the previous yearly period’s sales. This report can be sorted by client ID or last name.

Because the Client Sales Report can be a very large report, Cornerstone displays the End of Period

Filters dialog box so you can enter a range of information to print. For more information on filtering

information in reports, see “Chapter 5: Reports” in the Cornerstone User’s Manual.

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Finance Charge Report - By Client ID or By Client Last Name

The Finance Charge Report is a quick way to determine how much your practice has generated through

finance charges. This report can be sorted by client ID or last name.

High/Low Client Sales Report

This report lists the practice’s top clients by total sales, which can be useful for sending direct mailings

to your best clients. This report can be sorted by dollar amount, 90-day balance, status or top clients.

Because the High/Low Client Sales Report can be a very large report, Cornerstone displays the End of

Period Filters dialog box so you can enter a range of information to print. For more information on

filtering information in reports, see “Chapter 5: Reports” in the Cornerstone User’s Manual.

Inventory Sales Report - Closed Invoices - By Class By Description or By Class By ID

The Inventory Sales Report shows which products are your best sellers. This report can be sorted by

class by description or by class by ID.

Because the Inventory Sales Report can be a very large report, the End of Period Filters dialog box

appears so you can enter a range of information to print (class ID, invoice item description, invoice item

ID, subclass ID or combination). For more information on filtering information in reports, see “Chapter 5:

Reports” in the Cornerstone User’s Manual.

Note: This report is also available as an End of Month report.

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New Client Report - By Client ID or By Client Last Name

The New Client Report shows you all of the new clients entered into Cornerstone during the selected

period(s). This report can be sorted by client ID or last name.

You can save data from this report (using the Save As feature) to create mailing labels to send client

satisfaction surveys or other marketing materials.

Note: This report is also available as an End of Day report and End of Month report (without the date

information).

New Client Report - By Practice, Client ID or By Practice, Client Last Name

For those practices with the Multi-Location/Single Database option enabled, the New Client Report - By

Practice shows all of the new clients entered into Cornerstone by practice during the selected period(s)

based on the client home practice. This report can be sorted by client ID or last name.

You can save data from this report (using the Save As feature) to create mailing labels to send client

satisfaction surveys or other marketing materials.

Note: This report is also available as an End of Day report and End of Month report (without the date

information).

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Sales Tax Summary by Revenue Center (Yearly)

The Sales Tax Summary by Revenue Center report shows how much sales tax was collected during the

year by revenue centers. The tax description, current tax rate, taxable sales and total tax amounts are

shown for each revenue center at your practice.

Sales Tax Summary/Income Reconciliation - Closed Invoices

The Sales Tax/Income Reconciliation report gives you a quick summary of your income for the selected

yearly period(s). Sales are broken out into taxable sales and nontaxable sales.

Note: This report is also available as an End of Month report.

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Service Sales Report - Closed Invoices - By Class By Description or By Class By ID

The Service Sales Report shows the sales revenue from service items. Use this report to see which

service items are generating the most sales.

Because the Inventory Sales Report can be a very large report, the End of Period Filters dialog box

appears so you can enter a range of information to print (class ID, invoice item description, invoice item

ID, subclass ID or combination thereof). For more information on filtering information in reports, see

“Chapter 5: Reports” in the Cornerstone User’s Manual.

Note: This report is also available as an End of Month report.

Statistics By Species Report - Closed Invoices

The Statistics By Species Report shows sales activity for each species invoiced during the selected

yearly period(s).

Note: This report is also available as an End of Day and End of Month report.

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Statistics By Staff Report - Closed Invoices

The Statistics By Staff Report shows the sales activity for each staff member.

Note: This report is also available as an End of Day and End of Month report.

Yearly Clients With Open Invoices Report - By Client ID or By Invoice No.

You can print the Yearly Clients With Open Invoices report for the current period to see income you can

expect in the next yearly period. This report can be sorted by client ID or invoice number.

Note: This report is also available as an End of Month report.

Yearly Sales Summary Report

The Yearly Sales Summary report displays sales information for each monthly closing period, as well as

the total for the yearly period. You can see total sales as well as inventory and service item sales. The

report also shows you the sales tax collected in each monthly closing period.

Note: This report is also available as an End of Month report (for each daily closing period).

Yearly Sales Summary - By Practice Report

The Yearly Sales Summary - By Practice report is available for those practices with the Multi-

Location/Single Database option enabled. This report is split out by practice and displays sales

information for each monthly closing period, as well as the total for the yearly period. You can see total

sales as well as inventory and service item sales. The report also shows you the sales tax collected in

each monthly closing period.

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Chapter 23: Setting Up Referral Relationship Management

Overview

The Referral Relationship Management features in the IDEXX Cornerstone* Practice Management

System allow you to track patients referred to your hospital and print reports showing sales received

from those referrals. You can also generate a letter to the referring hospital and doctor (RDVM), thanking

them for the referral and updating them on the patient’s care.

For information about using the Referral Relationship Management features, see “Chapter 29: Referral

Relationship Management” in the Cornerstone User’s Manual or the help within Cornerstone.

Overview of the Referral Process

1. Set up Referral Relationship Management:

• Add your referring hospitals.

• Add your referring doctor classifications.

• Add your referring doctors.

2. Set up the referral letter template.

3. Create a record for the client and patient, and assign a referring doctor and hospital to the patient.

4. After providing the needed care to the patient, use the referral letter template to record medical

history. This letter can be retrieved and changed until it is marked as final.

5. Send the letter to the referring hospital and/or doctor using the method you set up in the

hospital/doctor record.

6. Save the referral letter in the patient’s history; all referrals for this patient appear in the record as

historical data.

7. Print Referral reports.

Setting Up Referring Hospitals

You must set up records in your software for those hospitals with which your practice has a referral

relationship.

To add or edit a referring hospital:

1. On the Lists menu, select Referrals > Hospitals.

2. Click New to add a new hospital or double-click an existing hospital to update it. The Referring

Hospital Information dialog box appears.

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Chapter 23: Setting Up Referral Relationship Management

Referring Hospital Information dialog box

3. If adding a new hospital, in the ID text box, type the ID to be used by your practice to identify this

hospital.

4. Type the hospital’s name in the Name text box.

5. The Status field defaults to Active for a new hospital. Do not change the status to Inactive unless

you have ended your referral relationship with this hospital.

6. Click the Information tab.

7. Enter the Name, Address, Postal Code, City and State/prov information.

8. Enter the Fax # and E-mail address of the hospital.

9. Select the check boxes for each of the hospital’s communication preferences. Add or update

information as necessary. To update or add a phone number, double-click a line in the Phone area.

Click Primary to indicate the primary phone number.

10. Click the Notes tab and enter any notes about this hospital.

11. Click OK and then click Close.

To view a list of all referral hospitals set up in Cornerstone*, print the Referral Hospital Master

Report.

To view a list of referring hospitals, the number of referrals, rechecks and sales each referring hospital

generated, print the End of Month Referral Summary - by Hospital Report.

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Setting Up Doctor Classifications

The classification field is defined by the user, allowing you to choose the best way to use this field for

your practice. One possible use for this field is to enter the referring doctor’s specialty, for example,

exotics or small animal.

To add or edit a doctor classification:

1. On the Lists menu, select Referrals > Classifications. The Doctor Classifications dialog box

appears.

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

Classification Setup for Doctor dialog box appears.

3. Enter the Description of the classification.

4. Click OK and then click Close.

Setting Up Referring Doctors

You must set up a record in your system for each referral doctor your practice works with. A doctor must

be associated with a hospital. If you have a provider that is not associated with a hospital, you can set

up a hospital in Cornerstone called “no affiliation.” Doctors can also be associated with more than one

hospital.

To add or edit a referring doctor:

1. On the Lists menu, select Referrals > Doctors. The Doctor List dialog box appears.

2. Click New to add a new doctor or double-click an existing doctor to update the information. The

Doctor Referral Information dialog box appears.

Doctor Referral Information dialog box

3. If adding a new referring doctor, in the ID text box, type the ID to be used by your practice to identify

this doctor.

4. Enter the doctor’s information in the Title and name fields.

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5. The Status field defaults to Active for a new doctor. Do not change the status to Inactive unless you

are not receiving referrals from this doctor.

6. Select the doctor’s classification from the Classification drop-down list.

7. If the doctor is associated with one of the referring hospitals you have set up in your system, on the

Hospitals tab, enter that hospital’s ID number or press F2 to use the Hospital List to choose a

hospital.

Note: If there is not an address on the doctor’s record, Cornerstone will use the address on the

associated hospital’s record. A doctor must be associated with a hospital.

8. Select the check boxes for each of the doctor’s communication preferences at this hospital. You can

update the email, fax, and phone number. To update or add a phone number, double-click a line in

the Phone area. Click Primary to indicate the primary phone number.

9. Click the Personal Information tab.

10. Under Display the following information on the Patient Clipboard, select Personal preferences,

Hospital related preferences, or both.

11. Select the check boxes for each of the doctor’s personal communication preferences. You can

update the email, fax, and phone number. To update or add a phone number, double-click a line in

the Phone area. Click Primary to indicate the primary phone number.

12. Click the Notes tab and enter any notes about this doctor.

13. Click OK and then click Close.

To view a list of all referral doctors set up in Cornerstone, print the Referral Doctor Master Report.

To view a list of referring doctors, the number of referrals, rechecks and sales each referring doctor

generated, print the End of Month Referral Summary-by Doctor Report.

To delete a referring doctor:

1. On the Lists menu, select Referrals > Doctors. The Doctor List dialog box appears.

2. Select the doctor to remove and click Delete.

3. On the confirmation message, click OK.

Creating a Referral Letter Template

Referral letters establish good communication with your referral providers. By using bookmarks to create

your letter in the Cornerstone Editor, you can set up fields on the letter to automatically populate with the

correct information from your Cornerstone database, as shown in the following sample referral letter

template.

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Chapter 23: Setting Up Referral Relationship Management

Sample document template for a referral letter

When setting up the properties for a referral letter, set the type to Correspondence so that a record of

the document is saved in the patient’s history. Once the Correspondence type is selected, you must

then specify how the document will be saved:

• Title Only saves only the title in patient history. Use this option when no patient findings, results,

or other information is included in the letter. In this case, it is preferable to save just the title to

record that you sent a referral letter. Saving as Title Only can help to conserve hard drive space

on your system.

• Document saves the entire document in patient history. Use this option when patient findings,

results, or other information is included in the letter. In this case, it is preferable to save the entire

document so it can be referred to later if needed.

See “Chapter 17: Setting Up Medical Notes and Correspondence” on page 312 for information on

creating document templates in the Cornerstone Editor.

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Chapter 23: Setting Up Referral Relationship Management

Tracking Referral Sales

You can track the monthly sales history for a referral doctor or hospital. To do this:

1. On the Lists menu, select Referrals, and then select Doctors or Hospitals, depending on the type

of data you want.

2. Click Update, and then click the Sales tab. The monthly sales history will display.

Referral Reports

In the Report Search window (Reports > Find a Report), a variety of referral reports are available in the

Reports list under the Referral group and under the End of Month > Referral Reports group.

Referral reports:

• The Referral Doctor Master Report prints a list of all the referral doctors (by Doctor ID) you

have set up in Cornerstone

• The Referral Hospital Master Report prints a list of all the referral hospitals (by Hospital ID) you

have set up

End of Month > Referral reports:

• Referral Report-by Staff

• Referral Report-Doctor by Hospital

• Referral Report-Hospital by Doctor

• Referral Revenue Report-By Hospital

• Referral Revenue Report-By Doctor

• Referral Summary-by Doctor

• Referral Summary-by Hospital

• Referral Summary-Doctor by Hospital

• Referral Summary-Hospital by Doctor

See “End of Month Reports” on page 385 for more information.

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Chapter 24: Setting Up Hill’s^® Feeding Guide Software

This chapter covers the steps required to set up the Hill’s^® Feeding Guide software in the IDEXX

Cornerstone* Practice Management System. For information on daily usage tasks in the Hill’s Feeding

Guide software, see “Chapter 26: Using Hill’s Feeding Guide Software” in the Cornerstone User’s

Manual.

The Hill’s Feeding Guide Software is a tool designed to help you recommend the appropriate Hill’s pet

food for each patient’s specific health condition.

Setting Up the Feeding Guide Software

Before You Begin

1. Enter Hill’s pet foods products as inventory invoice items.

2. Link the special action Feeding Guide Software to each invoice item. See “Setting Up Invoice Items

to Initiate a Special Action” on page 202.

To set up the Hill’s Feeding Guide Software:

1. On the Activities menu, select Feeding Guide > Feeding Guide Setup. The Hill’s Retail Prices

window appears.

Hill’s Retail Prices window

2. Click Species. The Link Species dialog box appears.

3. Type the ID you use for each species and click OK.

4. Using the drop-down list at the top of the Hill’s Retail Prices dialog box, select the type of Hill’s

products to display.

5. In the price table Clinic ID column, type the invoice item ID you use for each product. (You can also

press F2 to use the Invoice Item List to choose an item.) Repeat this process for each of the Hill’s

dietary products your practice carries.

6. Click OK.

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Chapter 24: Setting Up Hill’s® Feeding Guide Software

Learning about Hill’s Feeding Guide Software

1. On the Activities menu, select Feeding Guide > Feeding Guide Profile. The Hill’s Feeding Guide

dialog box appears.

2. Click About. The About Hill’s Feeding Guide dialog box appears with the text scrolling automatically.

About Hill’s Feeding Guide dialog box

3. Click Pause to stop the text movement. Click Resume to continue scrolling the text. The Close

button appears when the text is finished scrolling.

Viewing Storage and Handling Instructions for Hill’s Pet Food Products

1. On the Activities menu, select Feeding Guide > Storage & Handling Instructions. The Shelf Life

Information dialog box appears.

2. To view Proper Storage and Handling Procedures, click Storage.

3. Click Close when you have finished viewing the information.

4. Click Close to close the Shelf Life Information dialog box.

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IDEXX Cornerstone. Administrator’s Manual (8.3 NEXT version 8.3.6) - page 14