Skip to content

ASSISI VETERINARY SYSTEM

WORK FLOW (LISTS)

PRACTICE POINT LTD

Datum House

Electra Way

Crewe

Cheshire

CW1 6ZF

SUPPORT

Tel: 01270 310046

Email: support@practicepoint.freshdesk.com

Contents

WORK FLOW 3

Standard Lists 3

Customised Lists 4

Creating a New List 4

Saving Lists 7

Deleting Lists 7

List Group Configuration 7

Managing Lists 8

List Options 8

Adding Entries to Lists 8

Managing List Entries 10

Navigate 10

Move Item 10

Copy Item 10

Edit Item 10

Go to Customer 10

Go to Animal 10

Delete Item 11

Exporting List Data to Spreadsheets 11

Sending Bulk SMS Messages 11

Sending Bulk Emails 11

WORK FLOW

To do/reminder lists can be set up to monitor outstanding tasks for clients and/or users.

Once an entry is on a list, one of the list menu options is Navigate so that you can quickly navigate from the list entry to the client/animal details screen or the client’s financial screen. The navigate option can be set up to delete the entry as you navigate.

Standard Lists

A Waiting for Vet list and a Waiting to Pay list will already be set up when the system is supplied. These can be customised if you wish and you can also create additional, customised lists, such as ops, requests for visits, repeat prescriptions, etc.

Examples of pre-defined lists are:-

Waiting for Vet The Navigate option takes you to the Animal Tab.

Waiting to Pay The Navigate option takes you to the Client Financial Tab.

Management lists can be grouped into branches and/or categories and the group names (eg Reception) displayed on the Work Lists screen.

To access list options:

  1. Select Work Flow from the Assisi Desktop.

  1. If you have Groups set up, these will be displayed down the left-hand side of the screen. Click on the relevant group and click on the list that you wish to display.

  2. Double-click an entry to display the Work Flow menu – see page Error! Bookmark not defined. for more details of the Work Flow menu.

Customised Lists

In addition to the standard lists, customised lists can be created.

  • Navigation and movement between lists can be set up in the same way as the standard lists. Individual entries can be configured to be deleted once navigation has taken place.

  • Professional fees can be set up to automatically enter clients/animals onto any list.

  • Lists can be set up so that warning messages can be displayed at various parts of the system.

  • The lists can also be used as message boards for individual staff members, perhaps between part time reception staff.

Creating a New List

  1. Click Setting on the Assisi Desktop and click Work Flow>Work Flow Setup.

Display Options

  1. In the List Name box, select New List.

  2. You are able to filter lists by branch, so if you are a multiple branch practice and you need a separate list for the same purpose for each branch, include the branch code in the list name. Type a name for the list and click Save.

  3. The Columns box on the left-hand side of the screen contains all of the standard tokens that can be added to lists so that you can select what client/animal information will be displayed on your list. Click on a token and click the right arrow so that the token is displayed in the box to the right of the tokens list. Custom tokens can be created – contact Support if you wish to do so.

  4. By default, the columns on the list will be displayed in the order that the tokens appear in this box. You can change the display order, however, by clicking on a token and clicking the Up or Down arrow accordingly.

Note: There is a list token called Ticked. If this token is added to a list, then this will add a check box to the list. This allows you to select multiple entries on the list and delete all selected entries, or send bulk text messages or emails.

List Behaviour Options

Control

This section is used to set up warning lists. Warnings will appear in various parts of the system, depending upon which of these boxes are ticked.

Appointment Booking When an appointment for this client is booked.
Attending When an appointment for this client is attended.
Work Flow Entry When an entry for this client is added to a work flow list.
Client Details When the client details are displayed.
On Consultation When you add a consultation for any animal for this client.

The warnings will behave differently, depending upon which of these boxes are ticked.

Information Only The message is displayed for information only and the user will be able to continue with whichever option has been selected. Don’t tick this box if you wish to prevent certain users from reading the message and then continuing.
Show Message Text By default, if this option is not ticked, the message displayed will be This client is on the work list “listname”. If you tick this box, however, you can add and display a custom message for each entry on the list.
Allow Override If the Information Only box is not ticked, and Allow Override is ticked, then unless the user has permission to override the warning, the user will not be able to continue with whichever option has been selection.

  • If Information Only is ticked, whether Allow Override is not ticked or not, the message only will be displayed and all users will be allowed to continue.

  • If neither Information Only nor Allow Override is ticked, the message will be displayed and no user will be allowed to continue.

  • If Information Only is not ticked and Allow Override is ticked, the message will be displayed and only those users with permission to Override Control Messages will be able to unlock the record, which then remains unlocked for 10 minutes.

The following options can be set following selection of the Navigate option.

Destination:

Select the required destination when Navigate is selected from the drop down box containing the following options.

.

  • Client

  • Animal

  • Financial

Delete entry after navigation: Select this option if you wish the entry on the list to be deleted once Navigate has been selected.

Copy to or Move entry to: Click one of these selection boxes if you wish to move or copy the entry from one list to another once Navigate has been selected. Select the list to be copied to or moved to from the drop-down box.

Properties

Receive Appointments: Identifies this list as one that will be offered when attending appointments.

Sort Descending: Reverses the sort order of the list. Usually the oldest entries are displayed first – with this option ticked, the newest entries will be displayed first.

VetEnvoy Insurance List/VetEnvoy Lab List: Identifies the lists as those used to transmit insurance claims and external lab work requisitions to VetEnvoy. (See page Error! Bookmark not defined. for more details regarding VetEnvoy.)

Force Batch Default (Hospital): This option overwrites the default save options for the client to be Leave Work in the Batch when adding work for an animal on the list. Once the animal is removed from the list, the save option reverts back to its default setting. This option is for practices who wish to batch work whilst animals are hospitalised.

Copy Text to History on Delete: If selected, you will be prompted to save any text typed into the Detail field on the list to the animal’s history as clinical text when the entry is deleted from the list. (Note: Details will not be saved if the entry is deleted using the bulk delete option – see page 4 for details re bulk deletes.)

Vet Connect Plus List: This option is available only if VetConnect Plus has been linked into your Assisi System. It defines that a list is to be used to display outstanding test.

Suppress Statements/Aged Debt: If this is selected, then any clients added to this list would not be included in any Statement Run or Aged Debt Report.

Branch

If you select a branch in this drop-down box, then this list will be assigned to that branch and will only be displayed when filtered by that branch. If you leave the branch box blank, then the list will be visible for all branches.

Saving Lists

When all of the options have been configured, click Save.

Deleting Lists

Display the relevant list and click the Delete button.

List Group Configuration

You can configure your lists into Groups to make them more manageable. Some practices have a group for each type of list or for a particular group of users. If you wish to do this:-

  1. Click Settings on the Assisi Desktop and then click Work Flow>List Group Configuration to display the Maintain Work List Groups screen.

Existing groups are displayed in the Groups box.

  1. To edit a group configuration, click on a group and this will put the group name in the Selected/New Group Name box and display the list settings for that group. Make the required changes and click Save.

  2. To add a new group, type the new group name into the Selected/New Group Name box and click Save. The new name will then be displayed in the Groups box.

  3. Click on the new group name and configure the settings on the right-hand side of the screen.

  4. All available lists will be displayed in the Selectable Lists box. Click on each list that you wish to add to the group and click the down arrow to move them to the box below.

  5. In the drop-down Branch box, select All if you wish the list to be displayed for all branches or a valid branch code if it is for a specific branch.

  6. Click Save.

  7. Close and re-open the application for the new configuration to become effective.

Managing Lists

  1. Click on Work Flow from the main desktop (or from a Work Flow link displayed elsewhere in the system).
  1. Click on the required list in the List Name box.

List Options

Entries on your lists will be set to automatically refresh regularly but you can force a refresh by clicking Refresh.

You can manually add to a list by clicking Add on the right-hand toolbar.

List entries can be exported to a spreadsheet by clicking Calc.

You can bulk send SMS messages from a list by selecting the entries and clicking Bulk.

You can bulk send email messages from a list by selecting the entries and clicking Email.

Adding Entries to Lists

You can add entries to lists:

  • manually when the list is displayed;

  • from the appointment book;

  • from the work entry finalisation screen;

  • automatically when a specific fee is charged; and

  • by importing entries from an ad-hoc report.

Adding to Lists Manually

  1. Display the list and click the plus sign on the right-hand toolbar.
  1. Search for the client and animal and type in the list details and click Save.

Adding to Lists From the Appointment Book

  1. Double click the appointment details and click Add to Waiting List.

  1. All lists that have the Receive Appointment box ticked on the list configuration screen will be displayed for selection. Click on the relevant list.

  2. For all lists that have been set up to receive appointments, the appointment details will then change colour to show that this appointment has been attended. (It will change colour again when the vet navigates to that client/animal from the Waiting for Vet or Ops list.

  3. The Waiting for Vet list is set up to delete from the list upon > selection of the Navigate option from the list.

  4. The Ops list is not normally set up to delete as you may wish to > navigate many times to the same record.

Adding List Entries from the Finalisation Screen

  1. All lists for the relevant branch are displayed on the Work Entry Finalisation screen.
  1. To add the client/animal to a list, tick the relevant list before saving.

Automatic List Entries from Professional Fees

  1. Click Settings on the Assisi Desktop and click Professional Fees and Professional Fees again.

  1. Search for and display the fee.

  2. In the Add to Workflow box, select the list.

  3. Click Save.

To Import Entries from an Ad-hoc Report

  1. The Ad-hoc report must have a field in the SELECT clause called either AnimalRef or CustomerRef before the option to export to a list will become available. This may mean that your select clause will need to be edited to rename the fields, eg:

SELECT Consultation, Animal AnimalRef, Owner CustomerRef, Date

  1. Run the report (Assisi Desktop>Reporting>Ad-hoc Reporting).

  2. Click the Save to List option on the ad-hoc toolbar.

  3. Click the Clear Existing Entries box if required.

  4. Click Save.

  5. You will be prompted with how many entries have been added to the list.

Managing List Entries

Double-click an entry on a list to display the following menu.

Select these options to:

Navigate to the destination specified in the list configuration. Any options specified upon navigation, ie destination, delete, copy/move to, will be actioned.

Move Item

Move the list entry from one list to another. Click the list to which you want to transfer when prompted.

Copy Item

Copy the list entry from one list to another. Click the list to which you want to copy when prompted.

Edit Item

Allows you to edit the list entry details.

Go to Customer

Go to the customer screen without activating the Navigate options.

Go to Animal

Go to the animal screen without activating the Navigate options.

Delete Item

Manually delete the list entry.

Exporting List Data to Spreadsheets

You can export the data from a list directly into a spreadsheet.

  1. Display the list and click Spreadsheet on the toolbar.
  1. The spreadsheet, already containing the data, will automatically open on the Windows taskbar.

Sending Bulk SMS Messages

Make sure that SMS messaging has been configured on your system before attempting to send messages.

  1. Create your list making sure that you add the Ticked token to the list, which will generate a selection box for each list entry.

  1. Add your entries to the list (see page Error! Bookmark not defined.).

  2. Select all of the entries by clicking Select All.

  3. Click Bulk SMS on the toolbar.

  4. Select a template and click Send.

  5. (Refer to the Manual for details on creating templates.).

Sending Bulk Emails

Make sure that your practice email address has been configured to send emails from within Assisi before attempting to send emails.

  1. Create your list making sure that you add the Ticked token to the list, which will generate a selection box for each list entry.

  1. Add your entries to the list (See page 8).

  2. Select all of the entries by clicking Select All.

  3. Click Email on the toolbar.

  4. Select a template and click Send.