![[Navigation]](gif/navbar.gif)
Because Premvet 5 is intended to be a complete practice management solution, the amount of information you can access is vast. If we tried to display all that information at once, along with all the options available for you to edit that information, the program would be a confusing and very difficult to use. Therefore the functionality of the system is broken down into sections. In a big department store you'd expect to find socks in the underwear department and curtains in home furnishings. Premvet 5 is similar in that all related information is packaged together in a series of screens. The Management Record Card Screen is where you will handle all the information about your clients and their animals - literally where you will "manage" your "record cards".
Record Cards
Premvet 5 stores a complete record card for every animal registered with
your practice. Later in the chapter you will learn precisely what can
be stored on a record card, including the client's name and address, along
with details about the animal concerned.
Following is a detailed description of each piece of information you may store.
The 'Management Record' is split into two, the top half of the screen deals with the client specific information while the lower half depends on the animal type.
Looking at the Client details: e.g.
---------------------------------------
XYZ Dummy Practice Canine record card (PVS)
---------------------------------------
Client Name : Williamson,Mrs J.R Number : 66
Address l.1 : 75 Hillside Street Branch : 2 12
Address l.2 : North Berwick Type : SA OP
Address l.3 : East Lothian EH39 4RQ Status : SV
Telephone : 01620 895556
---------------------------------------
Fees : 1115.10 Bal. Due : 61.96 Send Bill : Y type C
Drugs : 1373.45 Last Paid : 24.03.2000 Days Since : 187
VAT : 435.47 Last Cons : 03.08.2000 Days Since : 55
Payments : 2862.06 Next appt. : ??.??.???? Time : 0000
---------------------------------------
Client name
The entering of the client name is discussed in detail later.
Number
This is the unique client number allocated to each animal and cannot be altered.
Address lines Lines 1, 2, 3 and Postcode
These are self-explanatory and will be the address lines printed on
bills, recalls, etc.
If you have the Royal Mail Postcode database installed you have two options for entering addresses:
In both cases, once the basic details are entered you will be presented with a list of possible addresses to chose from and all the appropriate address and postcode fields will be updated automatically.
- Configure the system so you get a pop-up box that allows you to enter address and/or postcode.
- Enter a / or . on address line 1/2 to force the pop-up box to appear.
If Address Lines 2 & 3, are left blank, at the time of entering/editing a selection box will appear with the common addresses in your area. Select as required.
This table of addresses can be changed via:
{New Style} System -> Setup -> Params -> Lookup -> Recalls -> Address Lines
Branch/Surgery
If your practice has more than one branch, this number (1-9) refers to the branch this client normally attends. It may also be used to break the clients down according to the district they live in.
Next to the branch you may find some other characters. They tell you that there is data stored on additional screens. You will learn more about the clinical screen and additional screens later.
The characters are:
Client type
The system supports three types of client. These are:
Obviously your choice will affect the fields you are able to complete
on the rest of the record card, because each type of client requires
different considerations.
Status
You can allocate a description to each code. The description (of the 1st code) will appear on the middle right of the screen. Other descriptions will be visible on the Additional screen.
You can draw attention to particular status codes by making them appear in different colours, play an audio clip or making the computer 'beep'. See the separate section on status codes for details.
Fees
This refers to the amount of professional fees accrued
during the current course of treatment. The current course of
treatment is the work done since all debts were last cleared.
Drugs, VAT and Payments
These fields are similar to fees, above.
Balance due
This field is worked out automatically by totalling fees, drugs and VAT and subtracting the payments. It cannot be edited.
If the balance due is not zero this field will be highlighted.
Last payment date
This date is entered automatically by the program whenever a payment is made to the account, but may be edited.
Last consultation date
Similar to the above. [configure]
Send bill
This is used where a choice has to be made whether or not to bill a client.
If an animal is in the middle
of a course of treatment at the time a billing run falls due.
The bill for this client can be delayed by one month. A 'Y' or
an 'N' will appear in this field. The action of the billing programs in response to the 'N' flag can be customised.
Bill type
This indicates which type of bill to send this client. The bill type
is only effective for the main billing run, and the range of
bills available from the client record is not affected.
Next appointment date and time
This field will contain the next appointment date, time and diary name which is entered automatically from the appointments' diary option.
Management Record: Small Animal
If you have selected a Small Animal (SA) record the lower part of the screen will reflect this e.g.
---------------------------------------
Animal Name : Twiggy Born : 01.07.1992
Species : Canine Yorkie Age : 7y 10m
Colour : Bl/Tan Sex : FN
Ident Chip : Weight : 5.30 kgs.
---------------------------------------
Vaccination : OVERDUE Recalls : OVERDUE
Discount : ---- Insured : NO Related :
---------------------------------------
Animal name Born Animal Age
The age of the animal is worked out automatically from the
animal's date of birth and is updated automatically every time the
record is accessed. You can enter the age as an alternative to the
date of birth. You enter this in years, months, days, weeks or a
combination, e.g.
| 4y 3m | 4 years, 3 months |
| 3m 2d | 3 months, 2 days |
| 7d | 7 days |
| 1y 5m 2w | 1 year, 5 months, 2 weeks |
When the age is displayed it is worked out as follows.
Sex, Breed, Species and Colour
{New Style} System -> Setup -> Params -> Lookup -> Breeds
With the Breed, Colour and Sex fields these can be set via:
to force the user to enter one of the options. This will help in
getting accurate information at the time the animal is registered.
{New Style} System -> Setup -> Params -> Fields -> Options -> More -> 9,10,11
Notes:
/bull to search for 'bull' to locate bull anywhere in
the breed name. The same applies to species and colour.
Weight
This is used to hold the weight (in Kg.). Maximum 255 kg, and down to 1/100th of a kilo. The date the last weight recording was made is shown on
the Additional screen.
Identification Number
This is an indexed field. If you want to find an animal by ID number
leave the client name and animal name blank when searching for a
client. Enter the ID number when asked, the 1st animal with that ID
will be displayed.
The ID number can be updated via an Automatic Pricing procedure, if you
set either in a macro or on the
Extras line
of an AP item the meta-character ^17=.
With this set the system will prompt for the number, add it to
the end of the AP text as a comment and update the management
record card. It will use
Colour event 194.
Vaccination and Recalls Discount
These are covered in the recalling section.
Insured
When Premvet 5 prompts you for this question you can:
Related
This is used to link records
together if the client has more than one animal or farm.
You will learn more about how Premvet 5 handles clients responsible for
multiple animals later.
If you have selected a Equine (EQ) record the lower part of the screen will reflect this e.g.
---------------------------------------
Animal Name : BARNABY Born : 01.04.1985
Breed : CLYDX Age : 15y 5m
Colour : BAY Sex : MN
Tattoo : Freodemus Height : 15.1HH
---------------------------------------
Vaccination : N/A Recalls :
Discount : - Insured : No Related : -719
---------------------------------------
Refer to the SA record above for a description of:
Height, Tattoo No.
Use as required.
Management Record: Farm Animal
If you have selected a Farm Animal (FC) record the lower part of the screen will reflect this e.g.
---------------------------------------
Farm Name : W FRIARTON Herd Type : B
Map ref :
Notes : 0620 895556 STOCKMAN
Herd Ref : 78/423/2/1
---------------------------------------
Vaccination : 03.06.99 Recalls :
Discount : ---- Insured : No Related : 3853
---------------------------------------
Farm name
This is self-explanatory.
Herd Types
This can be used to indicate the type of animals to be found on the farm.
We suggest the first letter of the types should be entered e.g. S-
sheep, D-dairy, B- beef etc.
XXX Ref
This should be used to store either the map or practice reference
number. The name of the field
has been made selectable enabling the name to be changed
to Practice, Map or anything else required.
Notes
The notes field varies according to the client type. On farm
records you have 2 lines of notes. One of these is called Notes 1 and
the name of the other may be changed
[Configure]
to anything you may require, e.g.
Telephone, Map Ref. etc. On small and equine records there is only one
notes line and, again, it may be called anything. Normally this is set
to "Telephone".
Herd Ref
M.A.F.F. herd reference
Refer to the records above for a description of:
Some of the less commonly used fields are stored on an 'Additional' screen - this is accessed via the 'A'dditional option on the Management prompt line. This will give you access to:
Loyalty Multi. : 0
Loyalty Points : 0
1st Registered : 14.05.1997
Classification : Insurance Company
Preferred Vet : PVS System Login
Referred by :
Mileage :
Marketing : Admin Lock : No
Ref 1 : ASC12234 Chronic Status : Diabetic
Date 1 : 06.06.2003 Last Wgt Entry : 25.06.1998
E-Mail available: Yes tom@vetsolutions.co.uk
Loyalty Multiplier and Loyalty Points
This option is tied into the loyalty scheme and is
used to specify if the client is on the scheme and
if so how good a client are they.
1st Registered date
This will be updated automatically when a new client is added. For
existing clients this will updated (if blank) to the 1st recorded date on
the clinical records whenever an unattended validation is run.
Classification
Allows you to classify the animal so pricing/VAT can be adjusted e.g.
Guide dog, VMS insurance scheme.
Preferred Vet
Which member of staff does the client prefer.
Referred by
A look up table to allow you to record how the client was referred, this
could be: yellow pages, web site, local paper, another practice. The
options are set via:
Mileage
Marketting
There are four marketting 'tags', Platium, Gold, Silver and Bronze. These
can be used for any purpose. They can be changed:
Ref 1
Date 1
These two fields can be used for recording PetAid certificate numbers,
Insurance policy numbers etc. and expiry dates. When the 'date 1' entry
is getting close (within 30 days) a message will appear on the main
management screen.
E-Mail The client's e-mail address.
(See the messages/email section).
By default you will not be prompted for this information when adding a new animal. If you would prefer the system to ask then add New_Animal_Ask_Additional = yes to params.txt.
The right of this screen will display the 'Status' of the client. Each status code (you can have up to 6) can have a description attached to it, the 1st one matching will be displayed in full on the management record screen the others will be visible on this screen. Status codes are edited from the main management prompt line.
Below this are:
Admin Lock
If the card is locked then no work may be entered - it is put into 'Read
Only' mode. If you have Access Permission 128
set to Yes then you will be able to clear it.
You can also lock the card via an AP code (use ^28=1).
Chronic Status
This will show if the animal has a Chronic Condition.
This field cannot be edited.
Last Weight entry
The date the animal was last weighed. This is updated when the AP
metacharacter ^7= is used or whenever an
unattended validation is run.
| Top | Classic | New-Style | Chapters | Sections | Index | Search |