Petmatrix Whiteboard is a veterinary workflow management tool designed to streamline appointment handling, patient tracking, and client communications in clinical environments.
Core Interface Overview
Date Range Filters: Select start and end dates to filter appointments by period.
Search / Today: Manually search or quickly return to today’s appointments.
Auto Refresh: Enable this to automatically update the worklist.
Columns Customization: Choose which columns (e.g., Client Name, Arrival Time, Status, etc.) are visible to suit your workflow.
Worklist Sections
- Appointment Worklist: All upcoming and scheduled appointments.
- Arrival Worklist: Patients checked in and waiting.
- Consultation: Cases currently in consultation, showing client, patient, and presenting complaint.
- Payment Queue: Indicates cases awaiting payment resolution.
- Completed: List of cases that have finished all workflow steps.
Patient and Appointment Tracking
- Each entry provides details on the client, patient, arrival and waiting times, current location (consultation, waiting, etc.), status, and chief complaint.
- Waiting times and arrival timestamps help prioritize case management throughout the day.
Actions and Shortcuts
- Edit Chief Complaint: Allows quick editing of the presenting problem.
- Patient History: View full patient history and reports directly from the case line.
- Send To…: Move cases across workflow stages (arrival, consult, payment).
- Mark as Arrived: Use this in the arrival worklist to quickly confirm the patient’s check-in status.
Payment and Billing
- Each worklist entry shows “Paid” or “Payable” with the respective amount for seamless billing confirmation.
- The payment queue highlights cases that require billing action after consultation is finished.
Advanced Filters & Customization
- Use the “Global Filter” to search across any visible columns.
- Adjust columns from the drop-down to show or hide data fields like veterinarian, reason, mobile, etc., for a personalized view.
Status Indicators
- “Arrived”, “Consultation”, “Waiting For Payment”, and “Completed” help users quickly understand what action is next for each case.
- Orange/yellow markers (with counts) above each worklist indicate how many cases require your attention per workflow phase.
4. Counter Sale
Counter Sale in Petmatrix is used exclusively to sell products quickly without creating a full clinical visit or service workflow. It makes invoices, supports discounts and VAT, accepts payments, and provides both summary and detailed invoice reports.
Open Counter Sale
- Go to the Whiteboard from the left sidebar.
- In the top-right corner, open the Counter Sale menu.
- Select Item Sale.
Select Owner and Context
- Choose an owner. If the owner has multiple pets, select the appropriate pet context if required.
Add Products to the Invoice
- In Invoice Item Information, click Add New Item.
Click Select Products to browse your product list.
- To sell shop items, switch to Shops. You will see shop groups/categories for easier selection.
- Add the desired items to the invoice.
Manage Line Items
- To remove an item you don’t want, click Delete on that line.
- The system recalculates line totals and the invoice subtotal automatically after edits.
Apply Discounts
You can apply discounts to the entire invoice in two ways:
- Fixed amount: Enter a currency amount (e.g., subtract 500 THB from the invoice total).
- Percentage: Enter a percent (e.g., 3%) and the system will compute the discount amount.The invoice recalculates totals after a discount is applied.
Add VAT and Review Totals
- Toggle VAT and select the VAT rate (e.g., 0% or standard VAT) as required.
- The system computes VAT and displays:
- Subtotal before discounts
- Discount amount
- Taxable amount
- VAT amount
- Grand totalUse the total displayed in the lower-right corner as the amount due.
Take Payment
- In Payment Details (bottom-left):
- Choose a payment method (e.g., Cash).
- Enter the payment amount (typically the Grand total).
- Click Add Payment.
- Click Pay Invoice to finalize the sale.
Review Reports Before/After Payment
- Summary Report: View a quick summary of totals for all items on the invoice.
- Invoice Report: View the detailed itemized report, including item names, quantities, prices, discounts, VAT, and totals.
- You can print the report from this screen.
After Payment
- Once paid, the sale moves to the Complete menu.
- In the AC tab, you can access and print completed invoice reports as needed.
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