Support Guide

What are 'User Defined Files' and How Do I Use them?

You have 26 different User Defined Files and each file can hold 999 'lines' of text. The main use is to allow you add 'text' onto the clinical card automatically.

I will start by saying this is not the most user friendly option within the software but will be getting updated later this year.

The best way to explain them is to show you some examples.

You do lab tests of some description - either in-house or send them out to a lab - yes you will have an AP code for 'Sample sent to Lab' priced at whatever.

--------------------------------------------------------------------------
(670) Eves, Mrs P          :Yogi                 Fees   Drugs    Bal   Ana 
--------------------------------------------------------------------------
23.06.03 vetscan critical care profile          28.17           33.10   29 

However it looks a lot nicer on the client card (and bill) with a little more detail:

--------------------------------------------------------------------------
(670) Eves, Mrs P          :Yogi                 Fees   Drugs    Bal   Ana 
--------------------------------------------------------------------------
23.06.03 vetscan critical care profile          28.17           66.20   29 
         (Includes the preparation and                          66.20  251
         processing of samples, laboratory                      66.20  251
         charges, materials used,                               66.20  251
         postage & packing,                                     66.20  251
         and the interpretation of results)                     66.20  251

These are pure text lines with fixed text so these are an ideal candidate for user defined files. This is automatic when you enter the 'vetscan' AP code.

So how do we go about this.

The 1st Step is to write down all the different lines you may want on the card - keep in mind the same line of text can be used with other tests or procedures - make the line as generic as possible.

User Defined Files are accessed via:

Fees & Drugs - Utilities - Analysis - User Defined File {New Style}
Automatic Pricing - Utilities - Analysis - User Defined File {Classic Style}

We mentioned earlier you can have 26 of then (A-Z) - It is a good idea to 'group' your text - we are dealing with Lab work here so we will use 'File L' - you may want pharmacy text - stick that in 'File P' and so on. Use the 1st menu option to Select the file you wish to use.

Here is the list I made (well 'borrowed' from a user actually), I used the 'Edit Codes' option to enter them.

(Note: The Breakdown details - ignore these for just now)

They do not have to run sequentially.

The most BASIC way to use these is on the AP line enter %l22 if you wanted 'No fat globules seen' however this method is impractical - use a macro.

Macro's just group together AP and Stock codes along with all the meta characters which includes the '%' one that is used for these User Defined Files.

Macro setup is:

Fees & Drugs - Utilities - Edit Macro {New Style}
Automatic Pricing - Utilities - Edit Macro {Classic Style}

Add a new macro:

Keyword	:	XX1
Description	:	Lab Work - Internal
Pricing Line	:	%l1:%l2:%l3:%l4:%l6

Now when you enter 'XX1' the system will use

You can then setup another one e.g.:

So now XX2 will use

Now we have the text all grouped as we want. Yes you could give the macro a more meaningful name and just enter it on the AP line but that is extra work.

Access the AP code you use for Lab work

E.g.

Add the new macro on the extra line preceded with either a semi-colon (;) or a full colon (:).

Repeat for all the other tests you want the macro added to e.g.

For your external work just change the macro to XX1 e.g.

Looking at a few different macro that use the user defined files.

Which will expand up to

    Tryptic activity: Normal                   
    Micr: No ova, larvae or protozoa           
    No Fat globules seen                       
    No undigested meat fibres seen             
    Salmonella: NEGATIVE                       

or

Which will expand up to

    "Laboratory results:                       
    All parameters within normal range         
    * liver & kidney function normal           
    * Haematology normal (including            
    platelet count)                            
    * Electrolytes all normal                  
    No problems demonstrated, proceed          
    with anaesthesia as normal.                

Which will expand up to

    Explained Pharmacy legislation and   
    Code of good dispensing practice.   
    Only able to dispense drugs for an  
    animal under our direct care.      

These when added to the appropriate AP code or used directly makes it a little clearer for staff (and is easier for them to enter) - the User Defined text will be printed on today bills so the client thinks they are getting their 'moneys worth' from you.

The above macro's called a pile of user defined codes, however, there is no reason why macro's can't do a little more - staying with Lab work for just now, how about:

The user enters 'LIPA' and the system will:

• Call AP code xz5 to add Plasma Lipase assey, this will be highlited on the record and given a unique analysis code for later analysis.

• Add 7 of code code vett - the vett code is set to price by test so this is seven tests (the multiplication factor is suppressed), printout a customised definition file to send with the sample.

• Add the 'text details' XX1 from earlier.

One code - multiple tasks.

In the same vein:

All these use the 'vett' code for pricing and printing out the request form, all will add the internal Lab work text. However, one thing worth pointing out - you will notice the 'main' AP code are not very meaningful, they all start x or z - there is a reason for this, looking at the zx4 AP code we see:

Description: "Plasma Ammonia Assay

The leading '"' performs two tasks - (1) it causes the line to be highlited on the clinical screen and (2) it stops users accessing the AP code directly by entering /PLAS - it is hidden. The same applies to the zx3, it is set to '* Discussed Flea Control' - again the leading asterix will stop it being accessed directly.

Looking at another option within user defined files - asking questions. In this case we will not use macro's - you could - this just shows a different way of entering them and equally applies to the previous examples.

The User Defined codes are:

The AP code:

This will add the Line 'Alternative Therapy' You will then be prompted for 'What therapy? ..........', and the text 'What therapy? answer' will appear on the clinical screen.

The AP Code:

Text InPatient night will be added, you will be prompted for 'Reason for Hosp?', that along with the answer will go on the clinical screen.

To finish off how about this one:

We are using User Defined file 'A' which is the default for the % meta-character so we don't need to specify the letter - %100 = %A100. File A contains:

      General Anaesthetic                    30.00 
      Induction Agent Thiopentone 2.5%            
      Induced with 8 Mls                         
      Maintained with isoflo                    
      Anaesthetic Duration 25 Mins             
      Assisted by - JP                        

URI » http://www.premvet.co.uk/ • Updated » Sat Feb 11 17:21:59 GMT 2006 by twm