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ASSISI VETERINARY SYSTEM

CLIENTS AND ANIMALS

PRACTICE POINT LIMITED

Datum House

Electra Way

Crewe

Cheshire

CW1 6ZF

SUPPORT

Tel: 01270 310046

Email: support@practicepoint.freshdesk.com

Contents

CLIENTS AND ANIMALS 3

Searching for Clients and Animals 3

Retained Search 3

Clipboard 3

Client Details Screen 4

Future Appointment Display 4

Client Check Box 4

Editing the Client Details Screen 4

Client Screen Navigation 5

Animal Record Screen 5

Animal Screen – Left-hand Toolbar 6

General Notes 7

Warnings 7

Recalls 7

Adding Recalls Manually 8

Custom Data 8

Animal Photo 8

Editing the Animal Details Screen 8

Transferring Animals 8

Viewing an Animal’s History 9

Data Displayed in Live History 9

Filtering and Highlighting History 10

Adding New Clients 11

Adding New Animals 12

Small Animal and Equine Types 13

Large Animal Types 14

CLIENTS AND ANIMALS

Searching for Clients and Animals

  1. Click the Find Client tile.

  2. Type your search details into the relevant box/es.

  3. Customer Details Search Field

Search Field Type of Search

Name Client’s surname (beginning with search)

Address Any of the address fields (containing search)

Anywhere Any field on the client screen (containing search)

You can add more than one word to the Anywhere search field (each word separated by spaces) and you can then specify that you are searching for records with Any one or All of the words, wherever they appear on the screen or as a Phrase where all of the words appear next to each other on the screen in the same field.:-

  1. Animal Details Search Field

Search Field Type of Search

Name Animal's name (containing search)

Anywhere Any field on the animal screen (containing search)

With the same Any, All and Phrase options as outlined above for the customer.

  1. Click the tick alongside an entry to display the results of your > search.

  2. You can also double click a client to select that client.

The system retains the search results so that you can choose another client from the results list if the wrong client has been selected. A scroll bar will be displayed on the right-hand side of the client screen which can be used to scroll through the list of results until the correct client has been selected.

  • If you include an animal’s details in the search criteria and you have selected the wrong record, click Owner on the left-hand toolbar of the animal screen and scroll through the remaining search results.

  • If you click Search from the client screen, the original search criteria will still be retained. The criteria can then be edited, or deleted if you wish start a new search.

  • If you navigate away from the client or animal screens, however, the previous search results will no longer be retained.

Clipboard

The clipboard option displays all clients’/animals’ records that have been recently accessed by the current Assisi user - in the order that they have been accessed and with the most recent entry at the top of the clipboard list.

If there is any uncommitted work for any animal on the client’s record, the tick will be displayed with a green background, so this is a useful way for the user to check whether they have unintentionally left any work uncommitted.

You can click on the tick box alongside the entry to navigate to that client/animal record.

In addition, it is possible to run reports to show uncommitted work (per branch, if applicable) and the results of this report can be exported to a Work Flow list from which you can navigate to the relevant record to commit the work.

Client Details Screen

Future Appointment Display

  • If > a client has a future appointment, the appointment details will be > displayed at the bottom of the client screen.

  • If a client has more than one future appointment, the display will > indicate that there is more than one appointment present. If you > hover your cursor over the prompt, the additional appointment > details will be displayed.

Client Check Box

When a new client is created, a check box on the client screen is displayed in green and stays that colour for 6 months, after which time it changes to red automatically as an indicator that perhaps the client details should be checked. (This period of time can be customised, if preferred.)

If the client has updated their recall and marketing preferences via a web portal (GDPR) then the Checked box will change to green automatically - see separate notes for more details on GDPR options.

Editing the Client Details Screen

To edit the client screen, display the record, click on the relevant field, make the changes and click Save.

Client Screen Navigation

On the left-hand side of the client screen are the following navigation options:

Select this option to navigate to the Assisi Desktop.

Select this option to navigate to the appointment book. This will remember the client details for the next appointment booked.

Select this option to navigate to the Work Flow lists. This will remember the client details for adding the client to a list.

Select this option to search for a different client.

Select this option to display the clipboard.

Select this option to launch the map search for the location of the client’s address. From here you can generate a route/directions to the client’s address.

Select this option to display the appointment history for the client.

On the right-hand side of the client screen are the following options for that client:

Select to display the client’s Financial Screen.

Select to display the animals registered to this client and to add new animals.

Select to print a client address label.

Select to send an instant SMS to this client (subject to text messaging being configured on your system).

Select to send an instant Email to this client (subject to email being configured on your system).

If you have a web portal set up to record your clients’ communication preferences, left-click to send a link to the client to update their preferences. Right-click to view a log of any changes to this client’s preferences and to view a general communications log.

This is the Save tile. If you wish to edit the record, then make the required changes and click Save.

Animal Record Screen

If an animal is included in a Client/Animal Search, then you will be navigated directly to the animal screen.

Otherwise you will be navigated to the Client screen, from where you can click the Animal Records tile. This will display all active animals registered to that client. Click on the blue tick to the right of the relevant animal to display that animal’s details/history.

If you wish to view the details of inactive animals, click the Show Inactive bar at the bottom, left-hand side of the screen. Inactive animals, if there are any, will then be included at the bottom of the display, with the tick box coloured red instead of blue. Click the tick against the relevant animal to display that animal’s details/history.

The background to the animal details will be displayed in blue or pink, depending upon the sex of the animal. Animal details can be edited from this screen.

From this screen, the navigation toolbar down the left-hand side of the screen can be used to navigate to other parts of the system if required.

Animal Screen – Left-hand Toolbar

Back Arrow Takes you to the Animal Selection Screen to select a different animal.
Desktop Closes the animal and client record and returns you to the Assisi Desktop.
Owner

Closes the animal record and returns you to the client details screen.

You can, however, view and edit the owner screen details from the animal screen, without having to exit the animal screen - click the Contact tab at the top of the animal details screen. Click Checked to save any changes.

You can also view and edit the animal’s list entries from here by clicking On Work Flow.
Financial Navigates to the client financial screen.
Diary Navigates to the appointment book with the client/animal details stored in the clipboard to facilitate the booking of another appointment for this animal.
Work Flow Navigates to the work flow screen with the client/animal details stored in the clipboard to facilitate adding the client/animal back onto the waiting list, or any other list that might be relevant.
Hospital If you have hospital/kennels set up on your system, this displays the Hospital/ Kennels viewer.
Search Displays the client/animal search screen.
Digital Displays the animal’s digital folder where the animal’s digital images are stored and gives you access to eye, dental, skin chart creation, etc.
Labwork Displays the animals linked lab result

Click the + symbol to display the following options:

Location Map Displays a map with the client address pinpointed, so that you can easily access directions to that location. This feature requires a postcode to locate the address on a map.
Insurance Claims If you use VetEnvoy services to transmit insurance claims, this displays any outstanding claims that are currently on the VetEnvoy claims list for that animal.

The Animal Notes field in the bottom left-hand corner of the screen displays various animal details, depending upon which of these options is selected.

General Notes is the default view in the Animal Notes field, unless warnings exist for the animal, in which case the warnings are displayed by default instead of the general notes. There is an option to customise the default view to any one of these options – to do so, contact our Support Department.

General Notes

Displays any general notes that are stored on the animal’s record. To add/edit/delete these notes, click in the box, amend the text and click the tick to save.

Warnings

This section displays any warnings that have been added to the animal’s record.

To add a warning, click the Plus tile. Type in the warning text and allocate a severity for the warning of between 1 and 3. The warnings will be in a different colour according to the severity selected - Dark Green for 1, Amber for 2 and Red for 3. Click the Tick to save.

To edit a warning, click the Edit tile. Edit the warning and click the tick to save.

To delete a warning, click the Delete tile. You will be prompted with Really delete the selected warning? Click Yes to delete the warning.

Note: When viewing an animal’s history, users can add a bookmark to work displayed in the history – to committed, uncommitted and/or batched work.

Each user can choose a colour in which the bookmark symbol is displayed and a character letter of the alphabet or numbers 0 - 9) to customise the bookmark for individual users.

It is possible for a user’s bookmarks to be automatically displayed as a warning on the animal Warning Screen. (See the User Manual for more details.)

Recalls

This section displays outstanding and overdue recalls for the animal. Recalls can be added automatically by configuring the relevant service code with the required recall details.

The Recalls box will flash if any recall is present. It flashes green if a recall is present and not due, amber if a recall is due within one month and red if a recall overdue.

  • If the recall is not yet due, a green tick will be displayed alongside the recall.

  • If the recall is due in the current month, an amber warning will be displayed alongside the recall.

  • If the recall is overdue, a red warning will be displayed alongside the recall.

Adding Recalls Manually

  1. Click the Plus tile and type in the Service Code for the > relevant vaccination.

  1. The recall date will default to today’s date. Specify the date that > the vaccination is due using the drop down calendar tool. > Alternatively you can:-

  2. click on the default day and overtype it or use the up and down > arrow keys to modify it;

  3. click on the default month and type in the number for the required > month, ie 1 = January, 6 = June, etc – or use the up and down > arrow keys to modify it; and

  4. click on the year and overtype it or use the up and down arrow keys > to modify it.

  5. You can choose to add an expiry date interval to the recall reminder > and the recall will be removed from the animal’s record once the > reminder has expired. To do so, click the Expires box and set > the expiry date.

  6. When complete click Save.

You can add more than one different reminder to an animal’s record.

Custom Data

You can specify a custom data field to display customised data on the animal’s record.

Two customised fields have been added by default, against which you can enter a value for the animal – Animal’s Location and Map Reference. To add a value to one of these fields, double-click the field, enter the value and click Save.

If you wish to add more customised fields, please contact our Support Team who will configure the field for you.

Animal Photo

This section can store an animal’s photo. Click the camera tile to take the photo and click Save. The photo will then be displayed in this section on the animal’s record.

Editing the Animal Details Screen

To edit the Animal Details screen, display the record, click on the relevant field, make the changes and click Save.

Transferring Animals

Note: If the new owner is not one of your clients, then a line of clinical text can be added the animal’s history and the animal de-activated manually by removing the tick from the Active field on the animal’s record.

Alternatively, you can charge a fee that has been set up with a de-activate fee type. This will deactivate the animal automatically and also remove any outstanding reminders.

  1. Display the animal/history screen and right click on the Save > tile on the animal screen.

  1. Click > on Transfer Ownership.

  2. You will be warned if there is any batched or uncommitted work on > the animal’s record and you can choose whether to continue. If you > continue with the transfer, once processed or committed, this work > will be raised against the new owner’s record. If you wish to > leave it against the current owner’s record, the work will have to > be processed or committed before continuing - otherwise click > Yes.

  3. Click > Find Client in the New Owner Details selection of the > Transfer Ownership screen and search for and select the new > owner. Details of fully outstanding invoices will be displayed on > the right-hand section of the screen. You can choose to transfer > these invoices to the new owner or leave them with the existing > owner. (Fully-paid and part-paid invoices cannot be transferred.) > If you wish to transfer any of the invoices displayed, click the > Transfer Suitable Invoices/Credits box and then click the box > alongside each invoice that you wish to transfer.

  4. Click Transfer and the animal, together with any selected > invoices, will be transferred to the new owner.

  5. The animal’s record will be then displayed on the new owner record. > There will be a line of clinical text in the history that > specifies that the animal has been transferred from the original > client.

Viewing an Animal’s History

  1. From the Client screen, click Animal Records.

  1. Select > the animal from the Animal Selection screen. This displays > animal details on the left-hand side and live history on the > right-hand side.

  2. To view any history that has been converted from a previous system, > click Converted tile on the right-hand toolbar.

  3. To return to the live history, click the History tile.

Data Displayed in Live History

Date This is the date that the line of history was added.

Vet This is the vet who added the work.

Type This indicates the type of entry that was added to the history:-

F Fee Code

S Stock Item

C Clinical Text

I Invoice Text

R Recall Glossary

O Clinical Observations

Code This is the Stock, Fee, Recall or Observation Code where relevant.

Description This is the description of the entry.

Quantity This displays the quantity where relevant – Stock and Fee Codes only.

Price This is the price charged to the client, inclusive of VAT and, where applicable, dispensing fees.

Be aware that the following filters may affect the display.

  • By default, the last 50 consultations only will be displayed. The system does calculate how many rows exist in total and the number of consultations displayed can be edited, if required.

  • Some items may have been omitted from the display, depending upon user preferences. (See user manual for more details.)

  • You can also temporarily change these preferences at the point of viewing the history screen. To do so, right click on the bottom of the history screen, to display the selection screen and tick/untick the relevant options. This will not change the default settings for that user

If any lines of history have been omitted from the display, the following red warning bar will be shown at the bottom right-hand corner of the display.

Filtering and Highlighting History

You can filter for, or highlight, specific entries in the animal’s live history:

Click to temporarily filter for specific lines of live history.

Click to temporarily highlight specific lines of live history.

  1. Enter the Filter/Highlight criteria and click Apply Filter.

  1. Remember to clear the filter when you have finished viewing the > results.

  2. These options are not available when viewing converted history. You can, however, enter Highlight criteria on the live history screen and then click the Converted tile to view the results there too.

  3. You cannot Filter converted history in the same way.

Adding New Clients

  1. Click the Create Client tile on the Assisi Desktop.

  1. Enter the client's name and contact details.

  2. Any field with a down-arrow to the right of the field indicates that you can select an option from a drop-down list.

  3. There is a postcode lookup facility available. If you have this function, click the Postcode label to display the Postcode Address Lookup screen, type in the postcode and click Find Address to display a list of addresses with that postcode, from which you are able to select the correct address.

  4. If a phone number has been added, click on the box to the right of the telephone number field to indicate that the client agrees to any text reminders that you may wish to send to that telephone number.

  5. Contact Preferences

  6. When > adding telephone numbers, click on the box to the right of the > relevant telephone number field to indicate that any text > reminders that the client has agreed to receive can be sent to > that telephone number.

  7. If an email address has been added, click on the box to the right of > the email address field to indicate that any emails that the > client has agreed to receive can be sent to that email address.

  8. Set the Reminders box to Yes to indicate that the client > agrees to be contacted for vaccination reminders. Not doing so > will result in no reminders at all being sent to this client.

  9. Set the Marketing box to Yes if the client agrees to be > contacted for marketing purposes. You are able to check this > setting when preparing ad-hoc reports for marketing purposes. > Leave this set to No for clients who do not wish to receive > any marketing communication at all.

  10. Referred By:

  11. This field can be used to record how a new client heard about the practice.

  12. Alternatively, for referral practices, it can be used to record the referring practice.

  13. Customer Type: Customer group types are used on the customer > screen to define the type of client, ie it is a way of grouping > your customers for analysis purposes.

  14. The Branch field displays the branch which the client normally > attends. For multi-branch practices, this is usually set to > default to the branch where the details are being added, but can > be changed if required.

  15. New clients will default with Active set to Yes. This is a > toggle switch and can be used to mark clients as inactive in the > future.

  16. You can toggle between General Comments and Others by > clicking on the required option.

  17. Click General Comments and type the comments in the comments > box.

  18. Click Other to type in any other comments that you may not wish > to be visible by default on the client screen.

  19. When complete, click the tick in the top right-hand corner of the > screen to save the client details. The client screen will then be > displayed with toolbars down the left and right-hand side of the > screen.

  20. Click > the Financial Account tile at the top of the right-hand > toolbar and specify a Terms Code for the client by clicking > on, and selecting, a code from the drop-down list.

  21. Click Save.

  22. Duplicate > Records When you Save a client record, providing that a > postcode has been included in the new record, the system will > check for possible duplicate records and display the potential > duplicates**. **

Click Back to go ahead and save the new record or, if it is a duplicate, select the correct record instead.

  1. Once the record has been saved and redisplayed, you can add an > Alternative Surname in the Custom Data data field if this > is relevant. Any alternative surname will then be included in the > search facilities. This can be useful when searching for a surname > when the partner’s surname is the one stored on the Client screen.

  2. To > do this, click Custom Data on the Client screen then click > the Plus sign.

  3. Select Alternative Surname from the dropdown list of custom > fields in Data Item Name.

  4. Type the surname in the Value field and click Save.

  5. The Checked box exists to indicate whether the record has been > updated within a pre-defined period of time. By default this is > set at 6 months but can be customised if preferred. If the box is > displayed in red, this indicates that the record has not been > checked within this time period.

  6. Before > you move on to register animals for the client, specify a Terms > Code for the client by clicking on the Financial Account > tile and selecting a code from the drop-down list Click the tick > to save the entry. click the Back Arrow to return to the > client screen.

Adding New Animals

  1. With the Client Details displayed, click the Animal Records > tile.
  1. Click the relevant animal type tile on the left-hand side of the > screen and fill in the animal's details. The default choices are > Equine, Large Animal and Small Animal, with three > different layouts, as follows.

Note: Take care to select the correct animal type as this cannot be changed once the record has been saved.

Small Animal Equine Large Animal

  1. The Active box will be ticked to indicate that the animal record > is active.

  2. Fill in the animal details, as outlined below.

Small Animal and Equine Types

Name Enter the name for the animal. Horses have fields for both Name and Official Name.
Species and Breed

As you select a Species, the Breed box will be populated with breeds for that species for selection on Small Animal types.

There are no breeds available at present for horses. If you wish to record a horse’s breed, you can enter it in the Remark field. Breeds will be converted from your previous system if at all possible and will be displayed in the Remark Field.
Gender For Small Animal types, as you select the Gender for the animal, the screen will be coloured blue for Males and pink for Females so that it will be easy to view the gender at a glance when the animal screen is displayed. If neither is ticked, then the colour will default to a neutral colour and the gender will be registered as Unknown.
Colour and Remark These can be added manually.
DOB As you enter the animal's age will be calculated and displayed automatically. You can also leave DOB blank and type in the animal’s age to calculate and display the DOB using d (days) , w (for weeks), m(for months) and y (for years), eg 6y or 6y3m.
Insurance If the animal is insured, select the relevant insurance company from the drop-down list.
Scheme The Scheme field relates to an In-House Insurance Scheme. (More details on Schemes can be found in the General Training Notes folder.) You should leave this field blank when first creating the record. The animal can be registered into a Scheme once the record has been saved.
Microchip If the animal has already been microchipped, the chip number can be manually entered into the Microchip field. There is the facility to add this automatically if you are microchipping the animal yourselves. The Service Type for your microchip fees should be set to Microchip to automatically transfer the microchip number to this field.
Weight Weight can be added manually or updated automatically when recording the weight of the animal in the future.
Height and Livery There is the facility to add Height and Livery details for an Equine type animal. Livery details are maintained in Desktop>Practice Setup>Livery Yards.
Date Registered The date registered will default to today's date but can be amended if required.

Large Animal Types

The screen display for large animal records enables you to store the following details:

Description Type in the description of the animal/animal group, eg Dairy Herd.
Species Select a species from the drop-down box.

Herd Reference

Herd Size

CPH No

 Type in the relevant details for this animal/animal group.
Scheme As with Small Animal and Equine animal types, the Scheme field relates to an In-House Insurance Scheme. (More details on Schemes can be found in the General Training Notes folder.) You should leave this field blank when first creating the record. The animal can be registered into a Scheme once the record has been saved.
Registered The date registered will default to today's date but can be amended if required.

  1. Click Save

  2. The animal reference will be automatically generated by the system once the record has been saved.

  3. Once the animal reference number is displayed, click Back and the animal details will be displayed on the Animal Selection Screen.

  4. Manually add any recalls that are applicable for this animal – see previous notes on page 8 of these notes.

  5. To add another animal, select the Animal Type and repeat as above.

  6. To navigate back to the Client Details, click the Owner tile.