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Check-In and Check-Out
Reading time: 4 minutes
When a patient arrives at your clinic, you check them in. As they move through exam rooms, treatment, or surgery, their status updates on the Status Board. When they leave, you check them out. This guide covers the full flow.
The Status Board
Status Board, Widget
The Status Board is your real-time view of every patient currently in the clinic. It shows who’s here, where they are, and what’s happening.
The board header shows “Status Board” with a search field, board tabs, and an X button to close.
Each patient appears as a row with these columns:
Column | What it shows |
|---|---|
Patient | Patient name, species, and age if available in data (e.g., “Finn, Feline, 3 years 5 months 5 days”) |
In/out | Check-in date and check-out date |
Provider | The assigned provider |
Reason | Reason for the visit, shown in a colored card |
Alerts | Patient alerts with a + Add Alert button |
Room | The assigned room (dropdown to change) |
Card info | Client name, phone number, and note |
Actions | Action menu button (four-square grid icon) |
Board tabs
The Status Board has five tabs:
Tab | What it shows |
|---|---|
My board | Only your patients (appears only if you are a provider) |
In-patient board | Patients admitted for overnight or extended stay |
Out-patient board | Patients in consultation rooms (day visits) |
Surgery board | Patients currently in surgical procedures |
Room board | Patients organized by treatment room |
Checking in a patient
When a client arrives with their pet:
- Open the Calendar and find the patient’s appointment.
- Click the appointment block to see its detail popup.
- Click In patient to admit the patient to the clinic.
The patient now appears on the Status Board with their In date recorded.
You can also use the Check Out action or change the patient’s state from the Status Board’s Action Menu once they’re in the system.
The Action Menu
On the Status Board, click the Actions icon (four-square grid) on any patient row to open the Action Menu modal. The menu has two rows of buttons:
Top row (labeled “Action”):
Button | What it does |
|---|---|
Change patient state | Update the patient’s current status in the workflow |
Add vital | Record a vital sign for this patient |
Add record | Create a clinical record (diagnosis, prescription, etc.) |
Bottom row:
Button | What it does |
|---|---|
In patient | Move the patient to in-patient status |
In surgery | Move the patient to surgery status |
Check out | Check the patient out of the clinic |
Assigning a room and provider
Directly from the Status Board, you can change two things for any checked-in patient:
- Provider: Click the Provider dropdown on the patient’s row and select a different provider.
- Room: Click the Room dropdown and select the room the patient is in.
These changes take effect immediately. The Room Board tab updates to show which rooms are occupied.
The typical visit flow
- Client arrives. From the calendar appointment popup, click In patient to check in. The patient appears on the Status Board.
- Assign room and provider. Update the Room and Provider dropdowns on the board.
- Move to In Patient. Open the Action Menu and click In Patient for a day consultation.
- Or move to Surgery. Click In Surgery if the patient needs a procedure.
- Check out. When done, open the Action Menu and click Check Out. The Out date is recorded.
Treatment Plans (for in-patients)
For admitted patients or those with ongoing care schedules, the Treatment Plan page manages their care on a timeline.
Patient view (accessed from the appointment popup’s “Treatment Plan” link or from the patient’s Treatment Plan tab):
- Patient info at the top: name, breed, sex, spayed/neutered status, owner name
- Checked in/ out, in-patient, out-patient and in surgery status dropdown
- Edit Patient, Edit Appointment, Change Room and Create A Record buttons in the top-right
- Scheduling Activities timeline with hourly grid (12AM through 11PM)
- Sections: MEDICATIONS (with + button to add), VITALS (Respiratory, CRT, Heart Rate, Temperature, Weight), PATIENT CARE (Water, Feed)
- Date navigation with TODAY button and arrow navigation
What to do if something goes wrong
Patient doesn’t appear on Status Board: Make sure they’ve been checked in from the calendar. The Status Board only shows patients who have been admitted.
Can’t assign a room: Check that the patient is on the board. Room assignment is only available for checked-in patients.
Accidentally checked out too early: Open the appointment from the calendar and use the status actions to bring the patient back into an active state.
Wrong provider assigned: Click the Provider dropdown on the patient’s row in the Status Board and select the correct provider.
Note: Contact the viggoVet help if any of these problems persist after following the instructions.