The scan takes place automatically every three months and apart for the initial setup of the codes you as a practice do not need to do anything. The scan is run via the modem and the results forwarded to Fort Dodge.

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.

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.

  Vaccinations/Boosters              1-4, 6, 8-9
  More Vaccinations/Boosters         51-100
  More Vaccinations/Boosters         
  

  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

The automatic running of the report is carried out by the Unix utility 'cron'. Normally this will have been setup for you, if however, support cannot access your machine you will need to do this yourself.

Login as the user vet (Note: You must run the FDI program as vet - if run by root then it will not work).

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 !!.

Or if you see a zero appearing beside Dental work - have you coded all the dental procedures AND dental stock products correctly !!!.