The Sweetfish Assist integration in Vetera helps veterinary practice owners identify and resolve billing errors. It automatically reviews consultations and invoices against configured rules to ensure all necessary items and services are included before invoice finalization.
When a consultation is completed and the appointment is updated to the 'Ready for discharge' status, the integration checks for any missing items and services based on customizable rules configured in Sweetfish Assist. These suggestions may include variants of the same product or service, as well as related items based on what has already been added. Users can choose to add the suggested items or dismiss the suggestions. When dismissing a suggestion, the vet is asked to provide justification for the dismissal by selecting from a drop-down list or adding detailed justification. Dismissal reasons are logged for review and analysis. For more information on configuring rules and setting user-specific permissions, see the Sweetfish Assist documentation.
Step 1: Set up and Activation
Note: You need a Sweetfish Assist account to use this integration. Before you set up the integration, contact Vetera support to turn on Sweetfish Assist for your Vetera ID.
To enable Sweetfish Assist Integration with Vetera, you need administrator permissions.
Activate the integration.
Select the clinic name button in the top-left corner of the left side-panel to open the clinic location switcher, then select Settings from the list.
Go to Integrations > Open API access.
Select the Add Application button.
In the Add application dialog, select Sweetfish Assist.
Select Save. API credentials are sent to Sweetfish and a virtual user named 'Integration Sweetfish Assist' is automatically created for permission management purposes.
Assign permissions.
Select the clinic name button in the top-left corner of the left side-panel to open the clinic location switcher, then select Settings from the list.
Go to Users > Permission groups. Locate the 'Integration Sweetfish Assist' group, select the button with three dots at the end of the row and select Permission settings from the drop-down menu. The Permissions for group dialog opens.
Add the following permissions for the group:
General: Patients and clients, Consultations and its items
Financial: Invoices
Profile: User profile page
Settings: Clinic location settings, Items
Select Save.
Test the connection.
To test whether the permissions are set correctly, go to the Test OAuth web page: https://revenue-retriever.com/test_oauth.
Enter the Vetera ID for the Vetera environment where the integration is enabled into the numeric input field.
Select Test.
If the Overall Status of the test shows "OK", the connection between Sweetfish Assist and the selected Vetera environment has been successfully verified. If an error appears, it may indicate that some permissions are missing. In this case, check the permissions you added for the group, update them if necessary, and run the test again.
Step 2: Enable Sweetfish Assist Popup at a Clinic Location
Note: Turn on the Sweetfish Assist pop-up only after Sweetfish confirms that your account is ready. If you turn it on earlier, the consultation page may stop working.
Select the clinic name button in the top-left corner of the left side-panel to open the clinic location switcher, then select the clinic location where you want to use Sweetfish Assist.
Open the clinic location switcher again and select Settings from the list.
Go to Integrations > Open API access. On the Sweetfish Assist row, select Enable. This gives Sweetfish Assist access to the clinic location.
Go to Integrations > Sweetfish and select the pen button.
Select the Enable Sweetfish integration checkbox. This turns on the Sweetfish Assist pop-up.
Select Save.
The setting applies only to the clinic location you are in. Repeat these steps for each clinic location where the integration needs to be enabled.
Additional Information
How Sweetfish Assist Works in Vetera
Once activated and enabled, the Sweetfish Assist integration automatically operates during the consultation and invoicing process when items with rules set up in Sweetfish Assist are added to a consultation.
Suggestions on the Consultation Page
When you select the Ready for discharge checkbox on the consultation page, Sweetfish Assist checks the consultation for any missing items or services based on the clinic's rules. If any items required by the clinic’s customizable rules are missing, a prompt appears suggesting additional items to include.
You can address the prompts in the following ways:
Add the suggested items: Select the checkbox next to the item, then select Save in the dialog that appears.
Dismiss the suggestions: Select Dismiss Suggestion, choose a reason from the Select a reason drop-down list, optionally explain why you disagree in the Your feedback field, and select Submit to move forward without adding any recommended items. This action enables the Mark as ready for discharge button.
Manually add items: If the suggestions are not appropriate, you can select Cancel to return to the consultation page and manually add the required items.
The Sweetfish Assist integration can suggest up to 20 items at a time and these suggestions are based on the frequency of invoice combinations. If a new product is introduced, an item can be pinned to the top of the suggestion box to help drive behavior or best practice.
When you have added or dismissed all the suggestions, the Sweetfish Assist panel shows “All caught up. No more suggestions to review.” Select Mark as ready for discharge to complete the consultation, then select Go to invoice.
Suggestions on the Invoice Page
Note: The Sweetfish Assist integration supports only the two-step invoice finalization workflow and is not available for the single-step workflow.
Suggestions displayed on the consultation page are also shown on the invoice page allowing an additional opportunity to add any missed items.
Once you have added or overridden the suggestions and all issues are resolved, you can finalize the invoice. The invoice cannot be finalized if any Sweetfish Assist-related notifications or other issues remain unresolved.
Sweetfish Assist Error Statuses
In some cases, Sweetfish Assist may display error statuses. These indicate connectivity or account-related issues that need to be resolved before proceeding.
Account error: The Sweetfish Assist account is not correctly linked or has missing credentials. Contact Sweetfish Assist support for assistance.
Connection error: Sweetfish Assist cannot connect to Vetera due to network issues or service downtime. Check your internet connection and try again. If the issue continues, test the connection again, as described in Step 1. If the previous steps do not help, contact Sweetfish Assist support.