Frequently Asked Questions
Find answers to your questions about Scout
Can I add discharge instructions?
Currently, discharge instructions are only available for dental procedures. We're working on adding discharge instructions with customizable templates for all procedures.
Will the alert be visible throughout the case?
Yes. Any notes entered in a patient's "Alert" section appear next to the patient's name at the top of every case, no matter which section you're working in.
Can we edit or customize the Check-in section beyond authorization templates and disclaimers?
Yes. The intake question section is fully customizable. You can show or hide individual questions, and each sub-category can be shown or hidden in its entirety if your team doesn't need it.
Can we change between lbs/kgs and Fahrenheit/Celsius?
Yes. Both can be adjusted in the settings within your Scout account, and the weight unit can also be changed on a case-by-case basis.
If we skip the other fields, can we still proceed?
Yes. As long as the two required fields (species and weight) are entered, you can proceed and use all features for that patient.
What information is needed to start a case?
Only two fields are required: the patient's species and weight.
If I leave this section blank, will it show up blank on the medical record?
Yes, but you can customize what gets exported into your medical record. When the latest version of our medical record is released, you'll have even more control over what's exported.
Is there a place to add more information?
Yes. The "Additional Comments" field is available and typically covers this need.
Will my information from our current PIMS transfer into this section?
Not at this time. The only information we currently have access to is client and patient information. For deeper integration, please reach out to your PIMS directly and request a deeper integration with Scout. It helps us a lot.
We already use the exam in our PIMS. Can we hide this section?
Yes. You can hide specific sections within the Exam tab, or hide the entire Exam tab, from your settings.
Is the signature timestamped?
Yes, along with every other change in every case.
We don't use CRIs. Will that show up blank on the monitoring section?
The table will be empty. Once the new medical record is released, you'll have more control over what gets exported when an item has no data.
Can I edit the miscellaneous items fields?
Not at this time. These are not editable.
Can we have doctor-specific protocols?
Yes. Each doctor can create their own protocols.
We have standard protocols but also use relief veterinarians. Can we share protocols?
Yes. All protocols can be accessed by all users, and filters let users refine their search.
Can I change the CPR emergency drugs and doses protocol?
Yes. CPR protocols are fully customizable from within each account's settings. Once calculated for a patient, they can be further customized for that patient.
Can I create multi-drug combinations in the protocols?
Yes. Protocols can include as many or as few medications as you'd like, and you can add multiple protocols to the same patient.
Are the protocols fully customizable?
Yes. Every doctor can create as many protocols as they want and name them whatever they like.
What if a medication I use isn't listed in the dropdown?
If a medication isn't listed, you can type in its name and add it to your list. From then on, that drug will be available to everyone in your organization.
Can I add additional medications?
Yes. Additional medications can be added to each category by clicking the "+ Add" button within that category.
Can I edit a preset protocol after adding it to a case?
Yes. Every drug added to a patient can be further customized for that patient without changing the original anesthetic protocol template.
How do I keep track of controlled substances?
Scout has a built-in ID field for controlled substances, but you'll ultimately need to track these in a third-party app or a DEA-compliant paper log.
Can I print a snapshot of the protocols?
You can't print the protocols on their own, but every drug entered for every case is exported as part of the medical record.
Will controlled substances integrate automatically?
Not at this time. For deeper integration, please reach out to your controlled-substances provider directly and request a deeper integration with Scout. It helps us a lot.
Will this integrate with my PIMS and automatically show charges?
Not at this time. The only information we currently have access to is client and patient information. For deeper integration, please reach out to your PIMS directly and request a deeper integration with Scout. It helps us a lot.
Does the surgery report have to be entered manually?
It does at this time. We're working on Surgery Report templates.
Where can I add additional drugs, comments, etc.?
There are multiple areas throughout the application to add comments, notes, and miscellaneous items.
Is there a pop-up window for post-anesthetic vitals?
Not at this time.
What if I need to add a medication during monitoring?
You can add a medication from within the "Calculations" section or directly from within the "Monitoring" section.
Will the trends/charts show up on the medical record?
Yes. Everything in the case appears in the medical record unless that specific area is excluded in your settings.
What happens if I close the pop-up window while another user is in the case?
Nothing. Users who aren't monitoring the patient can close the window without affecting the person who is monitoring.
Will the pop-up window appear for every user in a case?
Yes. Users who aren't monitoring the patient can simply close the window without affecting the person who is monitoring.
Will the pop-up window appear even if I'm not in the monitoring section?
Yes. The pop-up appears no matter where you are inside that case, even while charting a dental procedure.
Does the pop-up window make a sound?
Not at this time. We're working on it.
Will the vitals pull from our machine?
Not at this time. We're working on it.
Can I enter vitals manually?
Yes. You can enter values manually by clicking the "+ Add" button within each table.
What happens if I miss the pop-up window?
You can enter values manually by clicking the "+ Add" button within each table.
Can I edit which vitals I want to record?
Not at this time. The only adjustable options are for blood pressure monitoring systems.
Can I adjust the timers to different intervals?
Yes. Each table can be set to 5-, 10-, or 15-minute intervals from within your settings.
Are the start/end times exact to when we start the timer?
That's up to you. Scout can track exact times or round up/down to the nearest :00 or :05 interval.
Can the start/end times be edited after entering data?
Not at this time. We're working on it.
Can I use this for any procedure?
Yes. Scout can be used for any procedure that involves sedation or full anesthesia.
Will Scout track who is doing the monitoring?
Yes. You can select single or multiple users at the same time for each patient.
Does Scout enter prescription charges directly into my PIMS?
Not at this time. The only information we currently have access to is client and patient information. For deeper integration, please reach out to your PIMS directly and request a deeper integration with Scout. It helps us a lot.
Does Scout print labels for prescriptions?
Not at this time.
Will this dental record carry over to the patient's next case?
Yes. Dental charts are updated visit over visit for all patients.
Can I share a more detailed report with the client (pockets, comments, drawings)?
Not at this time. We're working on it.
Is there a report I can send to clients?
Yes. There are two client-facing reports: the "Client Report," which includes a physical exam plus a dental report (if one was performed), and the "Dental Report," which is just the client-facing dental report. Both include before-and-after pictures for all dental procedures performed during that visit.
Are there larger versions of the pictures I upload?
Yes. Click on any image to view it full-size.
How do pictures get uploaded, and can they come directly from my device?
Yes. Pictures can be uploaded directly from your device's camera or from its photo library.
Can I include any pictures I want in the imaging section?
Yes. Although the sections are labeled, you can upload any pictures you'd like to save and add comments in the record explaining why they're there.
Will X-rays upload from my machine?
Not directly through an integration. However, you can upload .svg or .jpg files from your dental X-ray computer to Scout.
Can I include multiple drugs in the regional block?
Yes. You can add multiple drugs, and Scout will display them within the treatment area inside the Dental Charting section.
Can I edit the legend (treated, untreated, etc.)?
Not at this time.
Can I edit the fields in the pro-chart or quick-chart?
Not at this time.
Can I keep the General Assessment tab closed, or do I have to close it every time I return to dental charting?
The new version remembers each user's preference for every section.
Can I hide certain sections of the medical record?
Yes. You can customize what gets exported from within your settings, and we're constantly expanding this customization.
Will the information go into my SOAP notes?
Not at this time. The only information we currently have access to is client and patient information. For deeper integration, please reach out to your PIMS directly and request a deeper integration with Scout. It helps us a lot.
Where in my PIMS will the information be attached?
For PIMS with direct integration (Shepherd, Vetspire), the PDF is attached directly to the patient's file wherever attachments normally go. For PIMS without integration, you can manually attach the PDF anywhere within that patient's record that makes sense for your team.
How do I get this into my PIMS?
For PIMS with direct integration (Shepherd, Vetspire), you can export the medical record directly by clicking Export > Case to EMR. For PIMS without integration, you can export the PDF and attach it yourself, or email the PDF directly from Scout to any address and have that person attach it.
Do you support species other than dogs and cats?
Yes. We support a comprehensive list of species, and the default weight unit can be adjusted based on what your hospital sees most frequently.
How many hospitals do you work with?
As of today, we work with more than 80 hospitals across the US, England, and Australia.
How long has Scout been around?
We released our first version in March 2023.
What happens if we lose internet?
Scout automatically switches to offline mode. Once your connection returns, the case is uploaded.
Can I filter cases by date range?
Yes. You can also filter cases by procedure and doctor, and search by case name.
How do I log in, and what does the login screen look like?
Go to https://ScoutApp.vet and click the Login button in the upper-right corner, or go directly to https://dvmsolutions.biz.
Can I set up cases before a patient comes in?
Yes. You can create cases and forward-date them.
Can we lock cases after we're done?
Not as of today, but we're working on this feature.
Are there any safeguards for the dental, calculations, and monitoring sections?
Yes. All medications are constantly recalculated, so if any dose or weight is adjusted, all volumes update instantly. We're also building additional features to compare doses against published formularies. In addition, our monitoring platform includes automatic reminders so surgical teams can stay on top of their patients live, as things happen.
Is there a startup or cancellation fee?
No. We don't charge any startup or cancellation fees, and onboarding sessions are included with every plan.
Who creates users, and do we have to use real emails?
The account admin creates users. A real email isn't required, but it's recommended so you can reset your own password. Otherwise your account admin will have to reset it for you.
Will this work on any device?
Scout works on any device with an internet connection.
Where do I download the application?
Because Scout is web-based, there's nothing to download or install. You log into your account just like you would your email.
How long does setup take?
Scout is up and running in minutes.
I'll be the only person using Scout, is there a one-user plan?
If interested in single user plan, talk to us.
Do you offer non-profit pricing?
We don't have an official non-profit plan, but we're always open to a conversation.
Can we track who is doing what in Scout?
Yes. Scout tracks everything done in the background based on the username.
Can users share accounts?
They can, but one user can only be logged into one device at a time.
We have X staff at our hospital, do we need X users?
We recommend that everyone involved in patient care during anesthesia have their own username and password, typically DVMs and technicians. CSRs and support staff rarely need access to Scout.
What counts as a user?
Any person with a username and password, except the account administrator. Admins don't count toward your user total.