Refills allow clients to receive the same item multiple times without having to consult a veterinarian. You can manage refills during a consultation if refills are enabled in the organization settings. You can create a new refill even if the original refill has not yet been sold or dispensed.
Note: The Pricing Tool is being replaced by the Pricing Hub. The concepts described in this article apply to both tools, though some steps may differ in the Pricing Hub.
During a consultation, you can:
Note: The Vetera consultation page is currently being updated. Some environments include both the new and the old version. The steps below apply to both, but the appearance and available features may differ between layouts.
Where the Out-of-Stock Label Appears
The Out of stock label appears when you create a refill while adding an item, and when you add an existing refill to the consultation. It tells you that the item's stock balance is zero or lower.
The label does not appear when you create a refill from the Refills dialog. This is expected, and it does not mean the item is in stock.
You can still add an out-of-stock item in every case. Follow your clinic's process for items that are not in stock.
Cross-Clinic Refill Usage
If your organization uses the Pricing Tool and has multiple clinic locations, refills created in one clinic can be dispensed at another as long as the same item is shared by main item ID. For example, a refill created at Clinic A can be dispensed at Clinic B, as long as both clinics have access to the same shared item.
Create a Refill when Adding an Item
Go to the Treatment items section on the consultation page and add an item.
Set the Usage type to Dispensed.
In the Refills field, enter the number of refills you want to allow.
If needed, add a Refill expiry date.
Select Save.
After saving, the item is added to the consultation with a badge showing the number of refills remaining.
Note: If an item's stock balance is zero or lower, Out of stock appears next to it. You can still add the item.
To edit the item, select the pen button at the end of the item row. A blue info box shows the refill details, including the original quantity, number of refills used, and the expiry date.
You can edit the Quantity field on the consultation item at any time. This only affects the quantity for this consultation, it does not change the refill quantity. To change the refill details, you must cancel the existing refill and create a new one.
If you have the required permissions, you can also add refills without a consultation.
Create a Refill from the Refills Dialog
Go to the Treatment items section on the consultation page and select Refills.
In the Refills dialog, find the item you want to add refills for. Depending on your consultation page layout, do one of the following:
Select + Create new refill, choose the item type from the drop-down list, and search for the item.
Search for the item directly in the search field (medicines, foods, and supplies).
Select Save.
Add an Existing Refill to the Consultation
If the client already has an active refill, you can add it to the consultation so it becomes part of the current visit.
Note: If an item's stock balance is zero or lower, Out of stock appears next to it. You can still add the item.
Go to the Treatment items section and select Refill(s).
In the Refills dialog, a list of the patient's refills is shown. Use the filters to find the active refill you want to use.
Select the plus button in the Actions column and fill in the refill information.
Select Save.
The refill is added to the consultation and can be dispensed, invoiced, and documented as part of the visit.
Required Settings
Settings > General > Organization > Organization settings
Repeat prescription features in use: When this setting is selected, the refill functions are available.