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Basic DataMajor Setup

There is very little to setup as far as Datamajor goes:

  1. Branch Names
  2. Moved/Re-Homed Codes
  3. 'What if' Analysis Codes
  4. Re-Build Times

This guide is going to cover the 1st two in a little detail, the others are briefly explained and will be expanded on in a later guide.

Branch Names

The system keeps a not of the surgery as a number between 1 and 9, this can make it a little for staff and other users looking at your reports. DataMajor can allocate a name against each number and use that in reports.

The name is set on the 'Billing Address' screen:

Select the surgery required, and enter a name beside each 'Ref' e.g.

Here branch 1 has been set to Duns, branch 2 to Berwich and branch 3 to Kelso.

Moved/Re-Homed Codes

Over a period of time clients will move out of the area, move to different Veterinary Practices, animals will be re-homes or exported - e.g. they are no longer a client of yours.

You will not really want to invite them to practice parties, clinic's, send them survey's etc. but may want to examine or analyise the records.

You will generally have marked the record cards with a status code 'MA', 'RH' etc. There is no hard and fast rule as to what status codes to use, you could, for example, have:

MA Moved Away
RE REhomed
EX EXported

Use whatever you currently have setup. Please make sure the AP code(s) you are using are setup correctly.

You use the option:

Reports -> DataMajor -> Utilities -> Setup

If you do not have the Utilities menu option check you have access permission 137 set.

The first option, 'Moved/Rehomed Status Codes' - enter here the status codes for that type of client e.g. MAREEX. Please do NOT leave spaces between the codes.

When the snapshot is created it will set a Field 'IsClient' to 'No' on each animal card, it will also use the last consultation date and add it to the Field 'IsClientDate' both of those are in the Animal Table. If ANY animal belonging to a client is marked as such the Client Table field 'IsClient' will also be set to 'No'.

This field is currently used in two stored reports:

Practice Statistics -> Practice Growth
This uses the IsClientDate to show you when the client left the practice, along with registration and Date of Death to summarise the growth.
Practice Statistics -> Lost Clients
This report looks at clients who have not spent any money with you in the last 12 months (+ current year) but did in the previous 3 years.

'What If' Analysis Codes

The DataMajor option 'Animals by Analysis Group' will group the work done rather than look at individual clinical entries. Normally, the system will use the Itemised Billing settings. However, the billing groups are aimed at clients, you can add additional categories that are only used by DataMajor.

How do you do this?

You have 128 group 'slots' available, the 1st 100 will be used for the client bills/receipts - the top 28 are reserved for DataMajor. The system will group the work by the HIGHEST group the analysis code is found in as far as DataMajor is concerned. With bills it will be added to the LOWEST group.

For example, you may want to sub-divide your 'Laboratory Work' group so you can look at Urinalysis, T4 and other blood work. To do this add two new groups ABOVE 100 e.g.

101Urinalysis
102Thryrod T4
and add into those just the appropriate analysis codes, now the original group is all lab work except Urinalysis and T4 tests. Client bills will group all the work under Lab but DataMajor will sub-divide it up.

Re-Build Times

Use the The Automation Manager.

With the Command option you can add/adjust the options used, the options are included in the technical section of the main Datamajor manual.

Normally you will find the defaults suitable.