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PremVet 5 - Features

as of May 2000

Introduction

Hardware and OS

The software

Animal Record Card

From the animal record card you can access: Other forms are selected by a pop-up index.

All the forms are customisable by the practice (20-30 samples provided). These can range from the basic consent form to a detailed multi-page sheet explaining diabetes. Because the forms can include calculation many people are using them for fluid loss/replacement. Support for: .IF and .ELSE compound statements date calculations; number of copies; and which printer to send to, are included.

Lifelearn handouts can be directly printed, customised for the practice and animal.

 While these files are preset the practice can add/alter the information as required.

Pricing module

This is one of the more powerful options within the vet software and is central to the pricing of clinical work.

By using 'meta characters' along with the code (or within a macro) you can:

Dispense codes: when a stock item is used it can be pre-fixed with one of 26 different codes, these codes allow injection and dispensing charges, oap discount etc. to be applied to the item.

Status logging: if the code being used alters the status code for the animal this can be logged in a merge compatible file allowing sympathy letters to be generated automatically, or see who has been flagged as a bad debt etc.

Analysis logging: The time a member of staff spends with a client can be recorded by Sales category. This can then be exported to a spreadsheet so analysis of time can be carried out.

Reports

Preset client/animal reports:

All of them allow selection by species, sex, breed, age, address etc. Preset financial reports: User defined:

A 'report generator' is provided that allows the practice to create any report using any of the items on the animals management OR clinical card. These reports can be sorted by any combination of fields. Output is sent to the: screen; printer; spool file; or merge compatible file, making it easy to extract almost any required information. Links to other programs: All of the reports have an export option to allow further analysis of the data to be carried out using third party tools e.g. Excel, Word, Wordperfect etc.

Using the 'Windows Export Option' the system will display all the saved reports and AUTOMATICALLY call up a Microsoft Application e.g. excel to look at it - No need to transfer files via floppy disks.

The financial Monthly/Yearly reports have an export to CSV option to allow import into any spreadsheet.

Operation List

A list where animals are added usually automatically when a consent form is generated, showing the operation, the pre-med and other details entered by the consent form (or manually). An option is provided so that reception staff can see the progress of the animal when the client phones inquiring. Can be printed to provide a list for the operating theatre.

Laboratory:

Billing Fee notes: a simple letter showing animal details and the amount outstanding. Uses the standard definition file processing so is 100% customisable. Automatic inclusion of letters based on the age of the debt.

Invoices: more advanced than the fee notes. There are five different bill types available ranging from the basic, where the work is broken down into 128 categories, to the full invoice showing all the transactions for animals. Invoices can be on a per animal basis or a per client basis. There are over 30 possible options to alter the layout and presentation of the invoice to suit your needs.

Translation of text is supported to allow: e.g. all drugs to just be shown as 'Drugs supplied'; to hide text lines and suppress comments.

The 128 itemised categories used for the summary bill are definable so the practice can tailor these for they own speciality.

List/Edit billed clients: this creates a report of who has been billed, showing the amount of the invoice as well as any discounts and surcharges that may apply. Changes can be made to adjust any figures manually.

Discount / Surcharges: the system includes a very flexible Discount/Surcharge structure. Both surcharges and discounts are separate and handled in an identical manner. Each can be based on a combination of figures allowing the amounts to be fine tuned. You can have a global setting that applies to all clients which can be overridden by animal specific settings to allow clients to have up to 26 different discounts and surcharges in use at any one time for any combination of clients.

You have up to 5 split discounts where the fees and drugs component are discounted separately.

Drug discount: with farm clients in particular, the system can work out the drug spend for the invoice period and automatically offer a discount (in addition to the standard discounts) based on the spend.

Recalls

You can have up-to 10 recalls associated with any one animal, this are displayed in a simple easy to read format showing the recall name, when last given, the interval, when due and if overdue. The system uses colour events to draw the users attention to any change in the status.

'Pseudo' recalls are supported that allow you to be prompted when the record card is displayed if the recall is overdue. This can be used to great advantage for clients who are on Benefit and you need to check the status.

Current recalls:

Overdue recalls: Identifies and generates either a report or mail merge file with clients who are overdue for recalls. Can be run on specific recall types and over specific periods. Breakdown of response rate: Shows the number of animals who were meant to have attended surgery for recalls but never came broken down by month and year for the previous 10 years. Global Update: The system can scan all clinical transaction and 'build' a new recall type, this would allow historic information to be included on a recall type to save having to manually update cards.

Diary & Waiting room:

Diary:

You can have up to fifty diaries in operation at any one time, each user can default to his/her/communal diary. The time slots on each diary are configurable.

Events/Rota's can be applied globally to individual, or a range of, diaries making it easy to block out days/periods at a time. Each diary has it's own set of block booking and is applied automatically whenever the diary is expanded or changed.

In addition to examining the individual days a weekly summary is given showing which slots are free, block booked and used.

A report (with optional update of clinical history) can be run to show which clients did not attend their appointment. When appointments are cancelled the user is asked to enter the reason for the cancellation. This is logged allowing the practice to see if there is any underlying trend.

Clients can be added to the system directly from the diary, records are created with the minimum information and when the client attends they are automatically prompted for the rest of the details. This reduces the time spent on the phone when the appointment is made.

At the time the appointment is made either a label or printout of the appointment details can be generated for the client to keep.

 Waiting Room: There are two waiting room utilities provided. Both allow easy retrieval by the vet and both have real time displays of who is waiting and how long they have been there. The selection of the most appropriate version to use, is up to the practice.

Stock and Pricing

Stock

Individual record per stock item can handle up to five different breakdowns .g. sell by the bottle and by the ml. The item can be classified by up to 99 different, suppliers/manufactures and given a category e.g. POM, GML, Wormers etc.

There are lookup tables for: category; supplier; and manufacturer. The markup can be tied to the category so the initial set up can be done automatically. Up to nine different stock files can exist at any one time to allow remote branch sites to use their own prices and maintain their own stock levels. The questions and order in which they are asked is configurable.

Each item can be allocated an easily remembered practice code along with the supplier code and a barcode. Items can be tagged as seasonal so the order quantities are altered automatically when the seasonal period starts/finishes..

VAT rate and sales analysis codes used are on a per item basis.

The usual: year to date sales; minimum; maximum; and re-order levels, are supported along with a breakdown of sales and purchases for a three year period. These figures can be displayed graphically in addition to the actual figures.

The labelling side of the stock card is quite powerful with the automatic inclusion of dose details and warnings when sold. The item can be flagged so labels are printed automatically. The dose can be set so it can be based on the animal weight. In the case of vaccination, the system can prompt you to enter batch numbers. Where the dose regime is complicated a letter can be generated automatically and customised for the animal giving more details.

Batch Numbers: All batch numbers used are recorded on the client card and in the history file for that product making finding who has had a specific batch a trivial task. You can automatically get the system to prompt the user for a batch number or select from a pop-up box the batch numbers in stock.

Reports are available to list when products are due to expire, what has expired.

When receiving stock you will be prompted for Batch Number and Expiry date which is then logged in the history file. You can then recall at the touch of a button all the purchases of an item and what batch it was.

Data Sheets: these can be local data sheets that were created by the practice or if the NOAH cd has been installed can access those directly. Because this accesses the standard URL, the data sheet could point to a web server anywhere on the net. This also allows pseudo stock cards to be created say 'Hamster Consult' with the data sheet pointing at the 'Hamster Home Page'. Because these data sheets can be accessed from the consulting room it allows the surgeon to locate the required data quickly and easily.

Interactions: each item can be associated with a drug class, so if the item is used in conjunction with another that may cause a reaction, the user will be flagged straight away. Interactions are not restricted to other drugs. Animal classes may be set up to provide a warning based on the species, breed and age of the animal. Once the interactions are in place the checking is automatic.

 Stock Reporting:

User defined: A 'report generator' is provided that allows the practice to create any report, using any of the items on the record card. These reports can be sorted by any combination of fields. Output is sent to: the screen; printer; spool file; or merge compatible file, making it easy to extract almost any information required.

Preset reports

These all show a breakdown summary by Supplier, product and manufacturer and include: Ordering and updates: Others: Procedure Pricing A card is setup for each procedure that takes place. When the procedure is accessed the system can automatically: Pricing can be set to work in five different way depending on the mileage, weight or times used. This can vary from a fixed one off price, to a sliding scale and minimum amounts.

Sales both numerically and financial on a per month basis for the previous three years kept. These can be shown graphically for either the current year of a comparison of the previous years.

An 'extras' field can take advantage of any of the pricing characters to, for example: set the animal weight; ask for a batch/Ref number; transfer to condensed history etc.

Global price increases for prices can be updated quickly and easily..

Procedure Reporting:

User defined: A 'report generator' is provided that allows the practice to create any report using any of the items on the record card. These reports can be sorted by any combination of fields. Output is sent to: the screen; printer; spool file; or merge compatible file making it easy to extract almost any information required.

Preset reports include:

 Macro's: This is a facility that allows you to group procedures and/or stock items together along with the AP metacharacters to define multiple priced items and events with one code.

 

Others

Unattended Operation: Through the scheduling software you can get the system to automatically run your end of day, the end of month report without you having to be present. The reports will be spooled ready for you to print out the following day.

Statistics:

This throws out various statistics based on the number of animals, clients, species, breed, new clients, cons fees etc.

Scan and Update:

You have the ability to re-code clinical details, ideal if you are taking part in the FDI scheme to ensure accurate historic data. Also handy following a data conversion to re-code to take advantage of the reports available. The update option can also be used on the animal records to change the mis-spelling's that have appeared over the years.

Bad Debt write off:

Scans animals flagged as bad debt and writes off any outstanding balance to a special record card set up. This keeps the debts in a central place allowing the accountant to keep a check and process the VAT correctly.

Archiving:

Records can be removed from the system based on various criteria e.g: age (10 year hamster??); last visit, if flagged as dead. Archived records are stored in a text file that can be removed from the machine but still be kept in case they are needed for any reason.

Print Spooler

All reports can be spooled to the disk allowing reports to be viewed on the screen and printed if required. The ability to archive reports is included so they can saved for historic purposes. You can also send the reports via E-Mail to another user or practice.

Quick Search:

This is a menu driven interface to the 'grep' family of tools to generate a list, or numbers of animals that meet a search criteria quickly. It is used mainly to get a count of Canine + GSD.

Over and above the basic Client/Animal features already mentioned there are some other utilities including:

Telephone List: a quick lookup facility, via the function keys, of any telephone number. In addition when looking at client's you can add extra numbers relating to: staff, suppliers etc.

Address book:

a database holding the Name/Address and Telephone number of suppliers, staff etc. You can generate labels and practice address lists.

Editors:

there are five different text editors supplied, all doing more or less the same task but having different user interfaces. The editor can be set up on a per user basis the choice being up to the individual user.

Misc:

Other utilities included:

Counter Sales:

A special record card is used for dealing with over the counter sales. This uses the standard pricing module so items are priced and destocked correctly. The receipt option can include the current transaction and users are not allowed to exit from the card until payment is received. Graphics: A module to allow the editing and viewing of any image. Images can be attached directly to the animal?s record card with notes added. On the clinical screen a menu system allows rapid retrieval of the required image. This requires that the display being used is capable of running X directly or utilising an X terminal. Templates are provided: tooth/lesion charts; equine charting and opthamologial charts. The edit and view functions are separate to allow the features of different packages to be utilised. OSR 5 comes with X editors and viewers that will work by default. Henston: The 1993 Henston Vade Mecum is available using the same menu structure and screen layout as the main vet system. Access to the 'new' HTML version (provided it is installed) is direct from a menu or function key. Written Directives: for the generation of Directives for medicated food stuffs - a database of preparations is held allowing the calculation of inclusion rates for the species to be determined quickly and accurately. A definition file is then used to generate the appropriate paperwork. Labeller: for the generation of bulk labels and special items, a database of labels is held and can be used to reprint individual or multiple runs. Kennel booking: maintains a list of available kennels, and can have up 10 different cage sizes with 100 places per size. The system tracks which ones are used and which are free. This is aimed not so much at the in-patients, but the boarding side of the kennel usage. Reports are available, in graphical and numerical usage, showing who is: arriving; leaving: and staying over. A price can be set so when the booking is made a clinical line is added and the charge is not forgotten. Costing: this is a simple utility that once held a few parameters: e.g. staff salaries; depreciation; cost of xray etc. It can be used to price up new procedures and makes sure all the hidden costs are taken into account.

Add On Modules

Postcode: postcode lookup uses data derived from the Royal mail postcode database for your area. This allows you to obtain the minimum information from the client to enter the correct address on the system quickly and accurately.

LifeLearn: the lifelearn handouts can be incorporated into PremVet 5, allowing you to customise the handout and print it out for the client. This takes full advantage of the nroff filter package if installed to give a very high quality printout.

Cross Updating: this module allows up to nine machines to talk to each other and update their records so all machine are the same. This is done by using standard dial-up modems at off peak times. Because all the work is compressed before sending it is a very quick procedure. Only clinical, management and laboratory work is cross updated allowing you the flexibility to maintain different stock and pricing levels to suit you.

A complete menu driven interface into the O.S. command/files that control the cross updating is available. This allows staff to see if things have worked, and what is waiting to go. Built in options to compare the sites for balances and name differences.

Purchase Ledger: the Premvet purchase ledger is an optional module designed to allow flexible control of purchases. Up to 65535 suppliers and 9999999 invoices can be handled by the system, disk space permitting. The system is open item and permits analysis by up to 255 analysis codes (and up to 9999 sub-analysis codes if required).

Herd Fertility: these programs will allow you to record and analyse fertility information for up to 99 herds of 340 animals in each herd. This is aimed at the veterinary surgeon rather than then farmer.

In addition to the standard reports:

Whole herd / Disposed listing; Previous lactations; Disease analysis; Action lists; Analysis; Cusum; ISI/CC Intervals; Marked cows; Culled / Disposed Cows; Cows in calf, Fertility report, Herd summary report. Output is provided to integrate with a graphing package to further enhance the presentations to the farmers. Along with the 'report generator' for user defined reports allowing the practice to create any report using any on the items on the record card. These reports can be sorted by any combination of fields. Output is sent to: the screen; printer; spool file; or merge compatible file, making it easy to extract almost any information required.