Upgrading your integration to include billing is an exciting step towards eliminating missed charges!


If you are an existing customer of VetLinkSQL, and you have version 4.9 or higher,  please take a look at the following steps to prepare for your billing setup. 


Since you already have your inventory established in SmartFlow and have your templates filled with inventory items, let's make sure that you can connect your items from your PIMS as efficiently as possible!


Pair things down and clean them up

The more items you have on your templates, and the more templates you have, the more work this will be. So, take some time to delete those templates you haven't even looked at in a year, and clean up the ones you're keeping!

Preserve your current Treatment Templates

As a backup, we recommend you print out or save a copy of any of the templates you wish to continue using. This will help you to restore the initial template view, after adding VetLinkSQL inventory to SmartFlow. 

To do this:

1. Log into your SmartFlow web account and create a test patient.

2. Select the template you want to save and apply it to the Flowsheet.

NOTE: Please make sure that the highlighting frequency can be determined from the PDF. To see a full-day highlighting, please make sure that the Treatments begin at time is equal to the Flowsheet start time:

Or add one more treatment day by Add 24 Hours > Copy.

3. Along the bottom of the Flowsheet, click on the Flowsheet PDF and download it to your computer so that you can print it later:

NOTE: Your tasks will NOT appear on the Flowsheet PDF and thus will have to be saved separately. You can do this a few ways:

1. For each Flowsheet you print out, manually write the tasks you have, so you have a record of it.

2. Open the template on an iPad and take a screenshot of it with the tasks displayed to retain a copy.

3. Mark each task as "complete", then save the Medical record as it will record the tasks there.


Keep your Inventory Items

Take a look at your current inventory, and decide which “non-billable items” you want to keep. (e.g. TPR parameters, procedures, inventory, activities that are not billable items and will not have a charge attached to them). To turn the Billing OFF for certain parameters, please refer to THIS article. 


Upload the linked items

Now it's time to upload your inventory items! Please contact the VetLinkSQL team to have them bulk upload your inventory for you. Once they have done this step, you will be able to sync items individually over to SmartFlow in the future on your own. 

NOTE: After your initial inventory transfer into SmartFlow, all the existing patients on the whiteboard will be 'un-attached' from VetLinkSQL patient records. After discharge, you will have to upload pdf files into VetLinkSQL manually for all of them. However, all the new patients created from VetLinkSQL in SmartFlow will preserve the 'link' and the discharge function will work as usual.

ALSO NOTE: Please keep in mind that once integration is setup you will no longer be able to create patients from the SmartFlow itself, but you will need to create the hospitalizations from VetLinkSQL side.

You may also want to disable the ability to create new medications/parameters. You can do so from the Settings > EMR Integration page > set all parameter creation options to OFF:

If you choose to leave them ON, your staff will be able to create new medications/parameters in SmartFlow which will not synchronize with VetLinkSQL, and thus will not transfer to the invoices.

Backward map your parameters

After the inventory upload, each SmartFlow parameter will need to be 'mapped' (connected) with the appropriate VetLinkSQL item so you can use them on. To do this, please follow the steps described HERE

Check your Treatment Templates

Do check over your templates to ensure all is well! Your new billable items can be added back on to your templates. Do this the same way you saved your templates originally by creating a test patient, and edit your templates one by one to add the items back in.


Finally, enjoy using your SmartFlow-VetLinkSQL integration!


We hope you found this information useful!