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Covetrus Care Plans

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Covetrus Care Plans helps your practice provide affordable, personalized pet healthcare,
resulting in improved treatment compliance, efficiency, and profitability. If you would like to learn more about Care plans, please visit https://software.covetrus.com/veterinary-solutions/care-plans/

 

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Your patient's care plans are part of their medical records. You can see your patient’s plans from Pulse and invoice their care plan services at zero price. 

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Integration Set Up

To enable the Covetrus Care plans integration, you will need to obtain your API Key and Secret by contacting your Covetrus care plans representative at cvet-support@careplans.vet or calling 888-671-0480.

Go to Menu > Settings > Practice Setup > General > Integration Settings.

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Expand the Integration Settings section and locate Enable Covetrus Care Plans. Check the box to enable this setting. 

Select "Enable Covetrus Care Plans Enrollment" to send enrollment push link to new patient on demand. Your Care plans will need to allow self-sign up to.

The Covetrus Care Plans setup section will appear. You will need to contact your Care plans coach to obtain your API Key and Secret. Enter the API Key and Secret and click Save at the bottom of the Settings page. 

Select Test Credentials to validate the integration setup.

If you receive an error, check the API Key and Secret entered correctly. If the error persists, contact your coach for further assistance at cvet-support@careplans.com or by calling 888-671-0480.

 

Care Plans 

If your patient has a care plan, their plan will appear under the Care Plans tab on the patient's medical record. The patient's plan information and services are displayed. 

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1 - Overall status of the plan 

2 - A care plan item setup with alternate services. In this example, this care plan includes 10 Flea and tick medications. You can consume any of the alternate medications throughout the plan period.

3 - You can add care plan items to your patient's treatment by selecting the "+" icon. 

4 - Quantity shows what was included with the plan, what has been used, and what is still available.

Note - The integration uses Pulse client ID and patient ID to look up VCP plans. If the VCP plan is not shown for an enrolled patient, check the Client ID and Patient ID entered in the VCP system correctly.

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Note: In the event that the patient ID or the Client ID has changed in Pulse (e.g., from patient merge or change of ownership), the PIMS Client ID and PIMS Patient ID will need to be updated for the corresponding VCP plan.

Renewed Early Care plans

Plans can be renewed early in VCP, either automatically by the system due to the billing cycle or manually on the Care Plans Portal.

Renewed early plans are available for consumption in Pulse on the Care Plans tab on Medical Record.

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Please refer to Care Plans Manual Renewal for more details on renewing care plans. 

Adding care plan services to patient's treatment

When adding care plan items to a patient's treatment, the item's price is reduced to zero. The item's available quantity under the Care Plan tab is updated.

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In the case of early renewal, where the future plan is also available for consumption, if a service is still available on the current plan, it will be consumed first from the current plan and then from the renewed plan. This also applies to adding services from Quick Invoice. 

Adding care plan services from Quick Invoice

You can also add care plan items from Quick Invoice. The item's price will get reduced to zero. The item's available quantity under the Care Plan tab will get updated accordingly.

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Checking out with Care Plan services

The invoice will display all plan services with a zero price and total discount. 

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Return care plan items

If the care plan items are returned while the Care Plan is active, the available quantity of the item will be updated to reflect the return quantity.

 

Care plans Real-time Consumption Sync (coming soon, late 2024)

Services consumed on Pulse are updated in the Care plans system in real-time. There are three types of updates:

1. Consumption post by closing invoice - This update occurred after the invoice was closed in Pulse. All care plan services in the invoice are updated in the Care plans system.

2. Care plan services/Items quantity update with Return - Return of care plan services after invoice is closed in Pulse will be updated in the Care plans system.   

3. Quantity changes of services on closed invoice by re-opening invoice - After the invoice is closed again, the services in the Care Plans system will be updated to reflect the changes in Pulse. 

 

Please close your invoices when services are finalized and paid to ensure your consumptions are updated in the Care Plans system. If the invoice has no balance due, apply $0 cash or mark the invoice as Closed to close the invoice.

 

The following changes in Pulse after an invoice closing are not updated in the Care plans system:

- Change of service date

- Change of provider

If you need to update the service date or the provider for services on a closed invoice, we recommend doing a service return and entering the service on a new invoice.

 

 

Manage Care Plans

This feature is located in the Pulse medical record care plan tab. Clicking on this link will redirect you to the Care plans patient information page, providing quick access to manage the patient's plan.

Once the user is configured, the user can click the "Manage Plan" link on the Pulse Care plan section to redirect to the Care plans patient site.

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To use this feature, your Pulse employee user name must be configured in the Care plans employee settings.

You can create a new Care Plans user or update the existing Care Plans users to map to the corresponding Pulse employee user name. You must have the Care plans admin right to access and update the users settings.

To map Pulse and Care Plans users, log into your Care Plans portal, go to Settings, and select Users.

 

Create a new user or find the corresponding user and select EDIT.

Enter the Pulse employee user name in the External User Name field.

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Select Update to save the changes.

The Pulse user name can be found in employee setup (Menu > Settings > Employee > Employees)

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Enrollment Push Link

You can send an enrollment link to your clients with patients who don't have a care plan from Pulse. Your client can use the link to complete their care plan self-enrollment. 

To use this feature, your Care Plans account must be set up to allow Care Plans enrollment. If you are not sure about your Care Plans setup, please contact your Care Plans coach or contact your Care Plans representative at cvet-support@vcp.com or call 888-671-0480.

 

Enable the Enrollment Push Link feature

To enable the Enrollment push link feature, expand the Integration settings section and locate Enable Covertrus Care Plans Enrollment, select the check box.

 

You can send the link from the client profile or the Care Plan tab (the Care Plans feature must be enabled to view this tab).

 

Client Profile

From the client profile, click on the Care Plan icon. If you do not see this icon, you may need to enable this feature.

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Care Plan tab

From the Care Plan tab, click on the Send Enrollment link.

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Send Enrollment Link

After engaging the Send Enrollment, the Send Care Plans Enrollment Link dialog box will appear.

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  1. Enter the client email and phone number.
  2. Select E-mail and/or SMS.
  3. If the client has more than one pet, select the pet for the enrollment link.
  4. Click Send.

Note: The email address must not be used for another Care Plans account. If it has already been used (as a Care Plans user account or as a Client account), the system will generate an error.

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An error message will appear if a phone number is not entered in the Send Enrollment Link dialog box.

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After the enrollment is sent, the client will receive an email and/or text based on the selections. From the email/text, the client can click on the enrollment link and be directed to the Care Plans enrollment site. The link expires after 24 hours. From here, the client can see his/her patient's information, select a care plan, and complete the enrollment application.

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Once the enrollment is completed successfully, the care plan is shown in Pulse in the Patient Medical Record Care Plan tab.

 

Out-of-Plan Discount

A percentage discount can be applied to items not in the care plans that DO NOT have “Exclude from percentage discount” selected. The Out-of-Plan discount percentage can be configured for each Care plan.

To set up this discount,

1. Go to your Care plans portal at https://my.careplans.vet/cwa/  or click the Care Plans single sign-on at the top right navigation bar. You must have your account set up to access your portal successfully; see the Manage Care Plans section in this document for more details.

  

2. from the top navigation bar, go to Plans -> Out of Plan Discounts

3. Create a new discount as needed. If you do not have access to this section, please contact your Care plans coach or contact the Care plans support team at cvet-support@careplans.com or by calling 888-671-0480.

4. Go to the plan template and assign the out-of-plan discount. If you do not have access to this section, please contact your Care plans coach or contact the Care plans support team at cvet-support@careplans.com or by calling 888-671-0480.

5. This percentage discount will apply to all billable items outside the Care plans unless the billable items have the "Exclude from discount" option selected. This option is in the billable item definition (inventory/lab/procedure edit). For example for inventory items, go to inventory management, Left navigation bar -> Inventory -> Inventory Management

 

Click on the pencil icon to edit the item.

Select the checkbox for Exclude from Percentage Discounts if the item should be excluded from the Care plans Out of plan discount.

Select Save to save the changes.

 

Tracking Drug Dosage with Care Plan Services

We highly recommend entering a whole number for service quantity. Decimal quantity is not supported. If you need to track drug dosage with care plan services, we recommend linking an inventory item to the care plan service to track drug dosage consumption. For example, the Proheart 6 injection is included in your care plan package, and you want to track the injection dose, which is varied by the patient's weight.

  • An inventory item should be created for Proheart 6 to track the inventory of this drug. 
  • A service should be created to track how often the patient receives Proheart 6 during the care plan period.
  • Link the Proheart inventory item to the Proheart service.
  • The service code should be included in the Care plan template.
  • When the service code is entered into treatment, the quantity should always be 1. The linked inventory item will be included automatically in the treatment with a price of 0.
  • Enter the dose of Proheart in the tracking unit (mL) into the Proheart inventory quantity. For example, enter "1.11" for a patient weighing 49 pounds.
  • If the Prohart inventory is set up with multiple inventories by age range
    • Create a service for each Proheart inventory item and link the corresponding inventory item to the service. 
    • In the Care plan template, Include all Proheart services as sub-codes so they are available for selection based on the patient's weight. 

 

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