Read219: Premvet 5 (Version 2.19.00) - March 1999
Note: A couple of the late additions to Vet3000 which most users never received and documented in read218j have been included here.
Management record changes
The 1st three address lines have been extended along with, Animal/farm name, breed, colour, Tattoo (EQ), Farm Ref field. Added to the records are Identification number (SA) and Herd ID (FC).
With the Breed, Species, Colour and Sex fields you can select from a pull down menu box containing the various options. The species field is now mandatory.
With the Breed, Colour and Sex fields these can be set via:
Gen Apps -> Fields -> Options -> More -> 9,10,11
to force the user to enter one of the options. This will help in getting accurate information at the time the animal is registered.
Rather than enter the first part of the name e.g. bull for bull terrier you can enter /bull to search for 'bull' to locate bull anywhere in the breed name. The same applies to species and colour.
As some of the fields are longer, the display of the management record has been altered to handle the fields. All the information is still present.
The 'V'isual option on the management record has been renamed 'W'rite.
Recalls
The system has been expanded to allow up to 10 recalls per animal, there is a choice of 252 different recalls and animals can have any combination of them.
Recall types are set via :
Gen Apps -> Params -> Lookup -> Breeds -> Recalls
It is advisable to ensure that recall type 1 is set to Vaccination. The system will automatically set recall type 2 & 3 to that set on the previous version. Recall interval (optional), if you want to specify a default interval (in weeks), then add this to the end of the recall description prefix with a colon e.g.
Dental :26
Vaccination :52
The management record will show the current status of the Vaccination recall and if any of the other 10 recalls are due/overdue. To see the full details or edit any of the recall dates you should use the option 'V'acc on the management prompt line.
If you want to see the Last Vaccination Date rather than the status then set the option Gen -> Params -> Fields -> Option -> More -> 2 to Yes.
Pressing 'V' will display the current recalls, when they were last in for that recall, when it is next due and a summary as to whether it is overdue, due or up-to-date. The prompt line on the bottom of the screen allows you to Edit/Delete information as required.
Recall types 240-252 are 'pseudo' recalls, that is, they are updated in exactly the same way as the others except, that went any recall is due/overdue a box will pop-up when the management card is displayed asking the user to check to see if 'whatever the recall is called' is still valid. The primary use would be something like clients on the PDSA scheme and the pop-up would ask the user to check the status of their benefit. These recalls (240-252) will be excluded from the 'Include all codes' option in the recalling programs, however you could still specify them as individual codes.
Colour event 224 can be set to alter the colours of the headings on the vaccination screen.
Recalls can be updated as before from an AP card, each AP card can update the vaccination and/or one other recall type. Enter on the AP card the recall number (or is not sure leave it blank to select from a pop-up box). Enter the interval (in weeks) in the 'interval' field below the recall name.
Stock cards can also update the recall field. On the Label and Warnings section of the stock card you can enter one recall.
If you want to update multiple recalls from the one code you should either setup an AP macro or enter the details in the 'Extras' field. Recall updates are done with the metacharacters ^2 and ^3.
| ^1= | Updates Recall 1 (Vaccination) - number of weeks |
|---|---|
| ^2= | Set's the recall type (1 to 253) |
| ^3= | Set's the interval in weeks for the previous ^2= |
e.g. ^1=52 - Set vaccination reminder to be recalled in 52 weeks
^2=4 ^3=26 Set recall 4 to be recalled in 26 weeks
If you wish to use an AP code to zero all current recalls for an animal then you can use recall number '253' to set all the intervals on one animal.
| Reserved Words used in definition files: | |
|---|---|
| &RECALL1 | Vaccination (Recall type 1) |
| &R2, &R3 | Recall types 1 & 2 for compatibility. |
| &RECALLXX | Where XX is the recall type you want e.g. RECALL5 for recall type 5 |
| &LRXX | Last Recall Date, where XX is the recall type e.g. LR6 for the LAST recall type 6 date. |
| Recall Program Definition Files | |
|---|---|
| recallsa.XXX | Where XXX is the recall type |
| recalleq.XXX | |
| recallfc.XXX | |
| recall.def | As before the default definition file |
| recall.com | As before |
Recall Breakdown: The recall breakdown program can now be run against any of the recalls on the system not just Vaccination.
Additional Screen
A new option on the Management prompt line 'A'dditional will give you access to:
| Current Loyalty points | (See below) |
|---|---|
| 1st Registered date | This will be updated automatically when
a new client is added. For existing
clients this will be blank as the system
has no definite way of determining this
information. Reserved word in .def files &FIRSTREG
|
| Classification | How the system handles the pricing and VAT for this client. (See below). |
The right of this screen will display the 'Status' of the client. The number of status codes has been increased from 1 to 6, 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 editing from the main management prompt line.
Vatbook
On a period reset the Turnover, User breakdown, Payment breakdown and analysis code summaries will be exported to a csv file to use with a spreadsheet. This procedure is automatic and the resulting file will be vatbook.csv in the text sub-directory.
The .csv files are not kept permanently, only the last three period resets are saved.
Loyalty scheme
This works in a similar fashion to those schemes used in the supermarkets, a certain number of points gained for an amount sent. These points can be redeemed at a later date.
It Applies to work entered via AP only and is based on analysis codes, the system will take the Inc. VAT amount x Number of points, credits will be excluded. The number of points on a specific item is setup via:
Auto Pricing -> Utilities -> Mileage/Analysis -> Edit
You can assign a point value from 0.1 to 25.2 points per pound. This will allow you to have 'specials' where for extra points are acquired on say Flea products in a month. For common items or procedures the point value can be lower.
Points are redeemed at 1 pence per point. The payment routine will display the points to date and prompt the user to see if any will be used to pay the bill. POS and Today bills will show the current loyalty point total and the number of points gained during the period.
A clinical line will be added (analysis code 212) showing the points redeemed.
Reserved word in definition files &LOYAL
Time - How long do you spend with the client?
When on a clients card F10 (or <Ctrl> F) will show the time spent so far with the client.
Pricing based on time spent
Auto price by time, if &mins appears in the automatic pricing text then this will be replace by the amount of time so far the client record has been displayed on the screen. e.g.
Discussed && for &mins mins would appear as
Discussed Fido for 10 mins
The number of minutes will be taken as the quantity so this can be used to alter the price based on the time spend with the client.
Analysis Logging
Tied to the above option of time spent with a client. You can log in a spreadsheet file the amount of time users are spending with clients. Up to 12 separate categories can be kept to log work involving Consultations, procedures, drugs etc. The CSV file will be stored in the text sub-directory and contain the following information:
"Date", "End Time", "Duration", "Vet", "Client", "Ana", "Value"
"18.03.99", "21:53", " 1", "BDS", " 54", " 6", "14.49"
Each 'category' will be help in a separate file and there will be one category file per month. They will be named:
XX_MMYY.csv where XX is category, MM = month, YY = year
Note: The logged analysis code will be the code that appeared 1st in that category which may not be the 1st entered. The value is the total amount entered for that transaction and not that of just the analysis code.
Setting up Analysis logging
This is done via an option:
Automatic Pricing -> Utilities -> Logging -> Analysis
The screen will allow you to enter a description for the category and a range of analysis codes :
| 01 | Consultations | 10-20, 30 |
| 02 | Operations | 100, 103, 105 |
In the above example, any work entered with analysis code 10 to 20 and 30 will be logged under 'Consultations (01)' while codes 100, 103 and 105 will be in Operations (02).
Remember the 1st category any of the analysis codes appear in is the one used. For example, you enter a procedure code 100 and a consultation code 10, the work will logged under Consultations even if the procedure was entered 1st.
Client History
The 'R'eport option from the clinical record has been used to extract information appearing on the clinical record. This version now shows all available reports rather than a selection box. In addition, it has been expanded to check ALL animals belonging to a client for work. Room for an additional 10 reports has been allocated.
This is accessed via the 'H'istory option on the tombstone. The same reports as you have on the clinical screen will be available. Currently the work will be listed in animal order.
Tip: Set one up for Ana code 255 (Payments), with Start/End Dates, so you can quickly show all payments for all animals on one
Receipts/Bills
The bill/receipt options from the Management, Clinical and tombstone will all now ask the start date. If the start date entered is different to the current date you will also be asked the end point.
In addition, 'L'ong clinical listings will ask end date.
The 'P'OS bills from the client card can have customised wording added at the bottom by including the required text in 'pos.bot'
System Date
The option to change the system date allows for work to be back dated and to run the whole system on a different date. Sometimes staff may forget to switch the date back (or log the screen off overnight). A new option:
Gen Apps -> Params -> Fields & Defaults -> Options -> More -> 12
has been added to circumvent this. If set will force the system to re-read the system date every time the main menu is accessed.
User permissions 107 and 108 - Date and User Ref.
It may be the system is set up to ask for the User ID and/or the transaction date on every transaction. In this case you may have users who only add work on the day it was done and always as themselves e.g. Small Animal vet in the consulting room. You can by setting user permission 107/108 tell the system to use today's date and/or there user ID. This will reduce the number of prompts asked for, speed up the consultations and reduce the risk of errors. These settings apply on a per user basis for the staff requiring access to the date and user ID will be unaffected.
Classification
Animals can be given a classification for pricing purposes. The class for the animal may be set via the 'A'dditional prompt on the management card. Class descriptions are set via:
Gen Apps -> Params -> Lookup -> Breeds -> Classification
The supported classes are:
| Type 01: | Guide Dogs | No VAT on Drugs |
| Type 02: | Charities | No VAT |
| Type 03: | Pet Aid | Contra entry added to correct account |
| Type 04: | VMS | Contra entry added to correct account |
These classifications ONLY apply to work entered via Automatic pricing. The system will still add Dispensing fees etc. and will apply any invisible discounts/surcharges that may be set.
In some cases the class may not apply to all work, you have the option when setting up the class to exclude some analysis codes from the calculations. Enter then analysis codes beside the description as either specific codes and/or a range.
The classification will be shown on the recall line of the management record using colour event 225.
With Type 03 and 04:, A transaction (analysis code 213) will be added to the clients card that adjusts the balance to show only those items being paid for by the client. This transaction will include the class description to allow you to easily see whom it relates to. The analysis code breakdown in the vatbook and Monthly/Yearly summary can be used to keep track of the amount of work being done for this class.
You can set the classification from within AutoPricing by using the metacharacter ^20= e.g to set classification 1 use ^20=1
Stock History
The stock history card has two new options:
| <P>rint | Print the full history on the printer |
| <W>ipe | Remove the history from the card. This options is password protected (use the EOY password) |
You can print ALL the records (to the spooler) via the option:
<S>tock -> <U>tilities <P>rint history file
This report should be run BEFORE you reset the end of year figures.
Operations list
The full operation list can be accessed from the management record by using 'O'pps -> 'L'ist.
The old 'L'etter option has been changed to 'T'ext.
Ask for comment within AP (^16=)
In addition to being prompted for 'Batch Number' or 'Ref' you can by using ^16=text get the system to prompt for 'text'. e.g. If you are keeping a log of XRay exposures on the condensed history you could set in extra
] ^16=Exposure
When used, the user will be prompted for 'Enter Exposure ....' the results will be appended to the AP text and dumped into both the main record card and the condensed history.
Print Spooler
Deleting multiple files - The print spooler can get a bit congested with various reports and summaries and deleting individual files can get a bit clumbersome. You can now 'mark' multiple files for deletion or archive.
Archive - To avoid congestion and to store reports you may need in the future you can be means of the 'A'rchive option move the reports to one side. You can switch the print spooler to use the archive area by entering an asterix (*) on the Text Utilities menu. The 'Print Spooler' option will change to 'Print (ARCHIVE)'. To switch back to the normal spooler use another *.
When the list of spooled files is displayed pressing the <SPACEBAR> will mark that file. Marked files will be displayed using colour event 218. When you exit the print spooler you will be advised of the marked files and asked what you would like to do with them:
| Delete | File will be removed from the system |
| Archive | File will be moved to the archive area making it invisible to the normal print spooler. |
Copy to a floppy - The 'C'opy option has been expanded to copy to a DOS formatted floppy in drive A. You should specify A: at the start of the filename e.g. to copy the Invoices to a floppy you would use a:invoice.txt for example as the destination filename.
Identification Number
This is a 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 Auto Pricing, if you set either in a macro or on the Extras line 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.
Reserved Word in definition files: &IDCHIP
Itemised Billing Categories
These have been increased from 20 to 128 and you are no longer limited to a range of analysis codes . As part of the upgrade the existing codes have been converted to give you gaps in the categories.
When processing the system will skip any blank categories and process them in the order presented in the file. Analysis codes will be matched to the 1st category they appear in. Later entries will be ignored.
Un-attended End of Day
The vatbook can be run automatically by the system via an entry in cron (or at/batch).
Add into cron an entry similar to:
58 23 * * * /usr/local/bin/vet -p vatbook
The vatbook will be run at 23:58 every night, the period will be reset and the results sent to the spooler. All reports will be selected along with all Vets and client types.
The Itemised work done will be stored in a separate spooler file to the rest of the report.
To ensure the report is formatted for the correct printer add an entry into master.dev via:
Gen apps -> Params -> Hardware -> Terminal
for the device 'back' e.g.
back 4 3 EBA 1 2 Cron Job <--------
/dev/tty000 5 11 EBA 1 2 PortPC/Off
The system will only look at the printer settings. If this line is not present the system will default to printer 'A'. The environment variable BDSPRT will override the printer settings.
Un-Attended Control Debtor
The control debtor report can take a while to run, you can now schedule the report to run automatically over night.
Add into cron an entry similar to:
30 0 1 * * /usr/local/bin/vet -p debtors
This will run the report at 0:30 am on the 1st of every month and send the results to the print spooler.
The report will default to the end of the PREVIOUS month so run this report at the beginning of the next month e.g. the 1st or 2nd.
You can also run this report via at or batch (see Unix documentation for more details.) The printer used for the reports is as per the vatbook (21 above).
Stock Ordering (Modem)
If you are ordering via modem and do NOT want the system to update prices and quantities then make sure the setting 'Update files' is set to NO.
Postcode Lookup
When adding a new client, the option:
Gen Apps -> Params -> Fields -> Options -> M -> 13
if set to Yes will force the postcode pop-up box to aid correct address entry.
This box can still be accessed as before by entering a / or . on the Address line 1 prompt.
Protocols
Two new options have been added to improve presentation on the screen, these are:
| [colour xx] | where xx is any colour event if the xx is missed out this will revert the screen colours back to 'normal' (200). |
| [line] | Display a line across the screen |
On-Screen Help
The majority of the prompts now have a help line associated with them, this should enable you to identify what you are being asked and what the option does.
For the experienced user the help option can be switched off via user permission 109.
The colour of the help text is controlled by Colour event 227.
If there is a manual page associated with the menu you are on the phrase 'F1=Help' will appear on the bottom right of the screen to remind you there is more information available.
Note: The manual is being re-written at present and the current release is using an older version. This will be updated as soon as it is available.
Percentage dispencing fees
The behavior of the AP metacharacter + if followed by an A-Z has changed. The system will treat this the same as ~[A-Z] and PREFIX the text associated with the dispensing fee to the line. For example if D was set at 5.00 and the text 'Disp'
~d = Disp 'stock item' add an absolute 5 pounds
+d = Disp 'stock item' add 5%
If used directly on the stock card (in the sub-unit description) it should be entered as ~d% to indicate a percentage rather then an absolute amount.
'Reception' Screen
If a screen is set as 'Reception' then the following options will be set:
- The terminal will default to the Tombstone record
- By default you will be prompted for the User who did the work (Note: User setting 108 will override this)
It is possible to configure these option by other means and has been added to help the PracticeMaster users.
To set a screen to be 'Reception' you should use the option in 'G'en apps -> 'P'arams -> 'H'ardware -> 'L'ine settings Find the line relating to the terminal to be set and insert AFTER the printers an R e.g.
/dev/tty01 99 3 ABC R 1 0 /T Reception Main
^^^
This is a RECEPTION screen
Hide dead animals
Animals marked as dead can be suppressed from the normal client selection routines by setting the option:
Gen Apps -> Params -> Fields -> Options -> More -> 14
to yes.
Animals will only be suppressed if it has no outstanding balance.
Note: Clients with only one animal which is dead will not appear on the 'Find a client' routine, however, they will appear if you search with the / option.
Undocumented meta character ^11=
The ^11= option to print definition files from within AP appears not to have been documented anywhere. You can use this on the command line or in the 'Extra Field' on an AP card and will print out a definition file or handout for the client when used.
e.g. ^11=worms.def
This will printout the handout called 'worms' whenever the AP code is used.
Note: When using this option, the definition file MUST be in lowercase e.g. worms.def is OK but WORMS.DEF or Worms.def will NOT work.
Batch Numbers
The processing of these has been improved to always log on the clinical screen the batch number entered. The batch number and client details will also be logged on the stock 'H'istory screen from the stock card.
You can by using either the History screen or the 'search for code' option locate any clients who have had a specific batch of drugs.
The stock system will now record the batch numbers of the product you have in stock. These are accessed via the 'B'atch option on the main stock card or warnings screen. You should enter here a list of the current batch numbers and expiry dates.
When you enter the item on a clients card if you leave the batch number blank a box will pop-up showing you the recorded batch numbers, select as required. You can still enter a manual batch number if required.
Report Generator (was in read218j)
All date fields will now default to the full DD.MM.YYYY, if you require the old format DD.MM.YY then set the width of the field to 8 on the 'Printout Format' screen.
New options: The following fields have been added;
Last Billing Amount (&lb)
Last Billed Date (&bl)
Discount Amount
Surcharge Amount
Drug Discount
The above can be used as a check against invoices and Aged Debtor lists e.g. With a search criteria of
Balance Due : >0,^!=&lb
Billed Date : 31.02.99
Will list all records where the client has a balance outstanding and the Invoice raised was for a different amount. This should be run just after the invoices.
And to Stock Control;
Markup (of the 1st sub unit)
Clinical Report Generator (was in read218j)
To enable you to run reports based on work entered on the clinical screen new options have been added to handle this:
| Count (Clinical) | Used on the Printout Selection screen, this will
give you a count of the number of lines the
search criteria matched.
A count will also be given on the summary page of the overall totals.
| ||||||||||||
| Date (Clinical) | Used on the Printout Selection screen, this will
give the date of the last transaction that matched
the search criteria.
| ||||||||||||
| Clinical Text | Used on the Printout Selection screen, this will
give the text of the last transaction that matched
the search criteria.
(Note: There is no point in selecting any of the above if you are not searching the clinical records.)
| ||||||||||||
| Clinical Records | Used on the Search Selection screen to select
matches based on information appearing on the
clinical records. You will have a choice of:
|
| Text | $Drontal,$Program |
| AND | Blank |
| This will match any animal that contains either Drontal OR Program |
| Text | $Drontal |
| AND | $Program |
| This will match any animal that contains Drontal AND program. |
| Fees | The Fees amount of a line |
| Drugs | The Drugs amount of a line |
| Line Balance | The total (inc VAT) of the line |
You can use all the Report Generator meta characters on the above lines. The only option that works differently is the ! (NOT).
Normally an ! anywhere on the line will indicate a NOT match, however, with the clinical record search, if the ! appears as the 1st character of the line then this will apply to ALL the clinical records e.g.
| Text | $Program,^!$Tabs |
| This will match all LINES where Program occurs but NOT Tabs. |
| Text | !$Program |
| This will match only if Program does NOT appear anywhere within ALL the clinical records. |
You can make use of this by using the 'Read from file' option within the report generator. For example, you may want a list of all clients who have had a 'Dental' but have NOT bought a toothbrush.
- Setup a search for 'Dental' Run the report - Use Disk -> Record as the output
- Setup a search for NOT (!) toothbrush, do not include any other criteria. Run the report, leave the start number blank and enter when asked the name used for the earlier report.
This will generate the final report.
There are a couple of things to note:
Count - The count shown will be that of lines matched, if you have multiple search criteria then the count will be that of ALL the criteria that matched. This option is only really of use on simple matches.
Abort once Found - The abort once found option will cause the search to stop as soon as all the criteria have been matched. If you are using either the count or displaying the clinical text then the results may be misleading.
However, the report will run quicker.
Help on AP (was in read218j)
While entering an AP item on the clinical screen the breed box on the right of the screen now contains help on the questions. This has been made the default method of operation.
If you want to revert to the previous method then change
Menu -> General -> Params -> Misc -> 4 to a 3
Record Locks (was in read218j)
When a record is locked by another user, rather then continually pressing 'R'etry - you can now use the 'A'uto-retry option. When 'A'uto is used the system will re-try the record every 5 seconds until either the record card becomes available or then <ESC> key is pressed.
Transferring Records (was in read218j)
The ability to move records around the system has been incorporated from day 1 however, some users are unaware of the procedure:
- Select the animal you wish to transfer, bring up the tombstone.
Use the 'R'emove option to de-relate the animal.
- Select the client you wish to add the animal to, bring up the
tombstone and go to the LAST animal shown on the list.
- Select 'E'dit, 'RE'lated, and enter the number of the animal
you wish to add (the number from step (a) above).
If you wish to change the Name and Address so that all the new animal has the same details as the other animals then, bring up the tombstone and select the invisible option 'S'et.
Merging clinical records. (was in read218j)
You may find you have two or more records on the system that refer to the same animal (use the stand-alone duplicate checker, details in the release notes called 'stand'). A new option '&' has been added to allow the CLINICAL records of one animal to be transferred to another.
Locate the animal you wish to transfer the records FROM, enter an & at the management prompt line. You will be asked to enter the record to transfer TO, the screen will display the details of both animals and ask you to confirm the move. Once the records have been transferred you have the option to mark the original animal as 'deleted' allowing the card to be re-used otherwise the card will remain un-touched. Moving records does NOT affect the vatbook, if one or more of the original records are still in the vatbook you should not mark the client as deleted until the vatbook has been run.
Note: This procedure ONLY moves clinical records.
If you are using cross updating then these changes WILL be transferred to the remote surgeries.
Use of this option is controlled via access permission 106.
Hide multiple animals for the same owner
If when looking for a CLIENT only you were presented with a list of all animals related to that client. These can be suppressed by setting:
Gen Apps -> Params -> Fields -> Options -> More -> 15
to yes. The animal name displayed will be set to 'et al.'
This does not apply to a search including an animal name.
Stock - Weekly Usage
On the Stock Utility menu, there is a report that will list your stock holding by weeks' supply. The system will use the current month and the preceeding 3 months sales history to determine the average usage per week and generate a report showing you the product and how many weeks supply you have in stock. The report can be sorted in any order.
This option will only work with PremVet running under OSR 5.
Misc
- Limit on clinical transactions, if the value of any clinical line
exceeds 1,000 then system will ask for confirmation of the amount.
- New related animals will use the branch number of the master record
and not that of the surgery they were added.
- Crediting AP macro's will now correctly process stock levels.
- Adding new animals from the tombstone will re-use deleted records
if the 'Check for Deleted' option is switched on.
- Sites setup for cross updating - you can use the 'Check for Deleted'
option at the Main site only, attempting to use it at remote sites
is blocked.
- The recall metacharacters (^1/^2/^3) will work with macro's containing
only stock items.
- The system limit of 65,000 animals has been removed.
- The description associated with an AP macro will now be displayed in
the selection and help box.
- The Client 'Totals' report can be set to ignore clients with a spend
less then a specific amount. As the program has the automatic export
routine you can generate mailmerge files to allow all clients who
have spend say >500.00 in a year to be mailed.
- Stock control - Set Minimum - This will now correctly determine sales
figures if an End of Year has been run within the last two months.
- The 'Sort by Time' option within the Vatbook transaction report can now process any size of vatbook file.
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