Mark II Fort Dodge Index

Setting up the system to extract FDI data is very straight forward.

The scan program looks through your data and based on analysis codes found builds up the figures - once the initial setup has been carried out all you need to do is make sure any new procedures or stock items have the correct codes. If new members of staff join ensure they are given the correct profile.

Differences between Mark I and Mark II

Additional breakdown categories
If you have, in the past not set analysis codes for the new options there is a utility that will scan and adjust your historic data so that it can be used. Please contact support if you want the guide or help in doing this.
Breakdown includes Veterinary Surgeons AND Nurses consultations
This is done by looking at the User Profile the member of staff belongs to - this in-conjunction with an option on the setup screen controls whether the user is a vet, nurse or is neither.
Profiles are setup and altering in the Passowd Maintenance option.
Additional setup options relating to Hourly rates, POM mark up etc.
The ability on XUD sites to analyse each site separately.
Note: The system will use the Branch the client is registered at e.g. the Branch number on the management record card for allocating the work.

If you are upgrading to the Mark II scheme you should visit the setup options (there are three screens) and make sure the data is correct.

Initial Setup

The main FDI menu is accessed via :

<G>eneral Apps -> <M>odules -> <F>ort Dodge
(or if using New Style Menus: <S>ystem Management -> <S>etup/Parameters -> <F>ort Dodge )

The menu will resemble:

       Set-up criteria    
       Print Settings     
       Run Report         
       Last scan results  
       Quit

The first thing you need to do is tell the system what codes you are using for each of the categories used within the FDI scan. To do this

Print out a list of all analysis codes you are using
<A>uto Pricing -> <U>tilities -> <A>nalysis Codes -> <D>isplay/Print Codes
(or if using New Style Menus:
<F>ee and Stock Management -> <U>tilities -> <A>nalysis Codes -> <D>isplay/Print Codes )
Use the menu option Set-up criteria, this will resemble:
```
Vaccinations/Boosters              1-4, 6, 8-9
Puppy Classes                      10-30
Adolescent Heath Assessments       31-50
More Vaccinations/Boosters         51-100
Neutering                          101-120
Dental work/treatment              151-160, 175-182, 243
More Vaccinations/Boosters         
Lifestyle Diets                    240
Worming Treatments                 70
Flea control Treatments            75
Senior Health Examinations         134,145
Ignore these codes

Enter the appropriate analysis codes as a range, specific
codes or a combination. e.g. 1 12-20 34
```
Use the Edit option to enter beside each category the analysis codes YOU are using for that category. Codes can be entered as a range e.g. 151-160 to indicate all codes from 151 to 160 inclusive. They can include multiple codes by separating them with a comma e.g. 12,14,17,100 to indicate code 12 and code 14 and code 17 and code 100. Finally you can combine ranges and specifics e.g. 10-20,40 to indicate codes 10 to 20 inclusive and code 40.
There are two screens of information that need analysis codes entered. You can jump between the screens by using then More and Previous options on the menu line.
Note: There are multiple sections mentioning Vaccinations/Blood tests e.g.
It does not matter which of the sections you enter the details in they will all be included - they can be left blank.
If you do not carry out, for example, Senior Health Checks, then just leave the section blank.

As you can see you must make sure the Procedures and Stock items you use are given the correct analysis codes - if not then you will get meaningless figures. You should take some time to go through your data and correct/adjust the codes.
Use the Print Settings option to print out, on the default printer, the current settings - this will include the analysis code descriptions associated with each category.

The third setup screen contains some practice specific information. You should from time to time re-view these settings to ensure they are correct.

The screen will resemble:

1.. FDI Practice Number                    12345
2.. Include Remote XUD data                Yes
3.. Appointment Time (Mins)                5.00
4.. 1st Cons Charge                        6.50
5.. Hourly Charge for Surgery              9.99
6.. Average Markup on POM                100.00
7.. Number S.A. Vet Surgeons               2.50
8.. Vet Surgeon User Profiles              1-2
9.. Nurse User Profiles                    4
10. Output format (1 or 2)                 2

Most of the options are self explanatory with the exception of:

2.. Include Remote XUD data
If you are a cross updating site, the system will normally include all sites data (Yes). If you would like a separate breakdown for each sites then you should set this option to (No). If set to No, you should ensure the Fort Dodge is aware of this as they need to issue a separate I.D. number for the branch. In addition, a cron job has to be added on the remote sites to carry out the scan.
8.. Vet Surgeon User Profiles
9.. Nurse User Profiles
These two options relate to which Profiles on the system are setup for Veterinary Surgeons and nurses (who carry out consultations). Go through your users and ensure that the correct members of staff have the correct profiles. Multiple profiles can be used (as per entering analysis codes) - there are 5 different profiles available.
10. Output format (1 or 2)
If you don't want to participate in the Mark II version of the scan set this option to 1 - which will make sure the results sent to Fort Dodge are compatible with the old Mark I scan. If you are participating in the mark II scheme set this to 2.

Running The Scan

When you join the FDI, support will configure your machine to automatically run the scan at the end of each quarter (See later section on Cron) and the results will automatically be sent to Fort Dodge for you.

However, there may be times where you wish to re-run a specific period or run a different period. This can be done by selecting the option Run Report

You will be asked the Start and End Dates and the system will then carry out the scan. When finished you can use the option Print Last Scan Result to print out the details.

Note: You can also use the print option to see the raw data from the last automatic scan as well. The option will printout the last scan - whether this was a manual or automatic run.

FDI will generally want a 'CSV' (Comma Separated Value) file with the core figures - This file (text/fdi.csv) will be created automatically for you after each run. You can use the 'Windows Export File' option (on the 'Text Utilities' or 'Reports and Lists' menu) to look at this (or copy it to a floppy disk) should this be required.

An additional file (text/fdicl.csv) that contains the clients broken down into the four categories for further analysis/merging.

Automatic Running - Cron

Type the following:


 cd $HOME
 crontab -l > .crontab

ste .crontab

Edit this file to include the line

10 1 3 1,4,7,10 * /usr/local/bin/vet -p v6sol

crontab .crontab

Now on the 3rd of the month following the end of a FDI quarter the scan will take place. You should ensure that all Small Animal Work for the previous month is through the computer by then.

Trouble Shooting

The only problem we have encountered with the FDI scan is practices not having the correct analysis code associated with the product.

You should if there are any queries, go through the Stock and AP codes and check the analysis code - if you end up with say 'Synulox' having the same code as 'Program' then your Flea Products entry is going to be rather high !!.