HOSPITAL Kennels MODULE

The hospital module allows you to define your available kennels/cages and organize them into different views - ie wards. You can then reserve kennels for specific animals and, at the same time, book an admission slot in a linked appointment room, eg your Admission/Ops room. The Kennel View and the Admission View will be displayed side-by side for you to monitor and update the status of the bookings.

User Permission

Check that the following user permission has been enabled: Maintain Kennel Setup.

Setting Up Kennels and Wards

There are four steps involved in setting up the hospital module:-

Create an Admissions Room (or you can use your existing Ops room if you already have one).
Create an Admissions Appointment View and link your Admissions Room to this View.

You now have an APPOINTMENT VIEW that displays your ADMISSIONS ROOM.

Set up and configure the number of kennels that you have available.
Create as many Ward Views as you feel appropriate, ie maybe one for dogs and another for cats. If you do not distinguish between dog and cat kennels, then one Ward View will suffice. You will enable you to link all of your Kennel Views with the Admissions View.

Note: Where appropriate, the same Admissions Appointment View could be linked to multiple Ward Views. All appointments for admissions would then be available to view and monitor from each Ward View.

ADMISSIONS (OPS) ROOM AND ADMISSIONS VIEW

From the main Assisi Desktop, click Settings and Appointment Books.

Admissions Room:

Click Rooms

Click New Room in the left-hand box and, on the right-hand side of the screen, enter a room name, ie Admissions Room.
Set the earliest and latest booking times required for this room.
Click Save.

Admissions View:

Click Views.
Click on Selected/New View Name and type in a name for the view, ie Admissions or Ops View.

Click Save and click on the view name when it appears in the Views box.
Click your admissions room from the list in the Selectable Rooms box and click the down arrow to move the room into the box below.
Define the number of default minutes per slot that you require for this view.
Select a branch, where applicable.
Note: There is no need to save again before you exit from this option.

KENNELS AND WARD VIEW/S

Kennels

On the Assisi Desktop, click Settings and click Hospital.

Click Kennel Definitions.
Click New Kennel and complete the details on the right-hand side of the screen.
Kennel ID is how the kennel will be identified, eg Dog 1.
Description is a more detailed description of the kennel – free > text.
Maximum Weight KG allows you to specify max weight for the > kennel: enter a number (in KG). If you do so, you will be warned > if you attempt to book in an animal whose recorded weight exceeds > the maximum weight specified.
Divider: You can divide a cage into 2 smaller cages and book an > animal into each cage. Tick this box if you wish to do so.
Ward (Text): This identifies with which ward the cage is to be > associated.
Click Save.

Ward Views

On the Assisi Desktop, click Settings and click Hospital.

Click Ward Views.
Click on Selected/New View Name and type in a name for the ward, making this branch specific where applicable.
View Description allows you to add a more detailed description of the kennel view/ward – free text.
Appointment View allows you to select the Appointment View previously created. The admissions room linked to this view will be permanently displayed next to the kennel booking screen.
Branch: If you have more than one branch, this allows you to link a different view and room per branch.
Click Save and click back on the view name.
Selectable Kennels: Click on each cage required for this view, then click the down arrow so that your selections appear in the box below.
Click Save again.

BOOKING/RESERVING KENNELS

You should now be able to click the Hospital tile on the main Assisi Desktop and display your Ward Views. There is also a link from the Appointment Book to Kennels and from the Kennels back to the Appointment Book.

To check whether there is a kennel and an admission slot free:

Select your required Ward View in the top left hand corner of the screen.

This will display all of the kennels in that view to show the availability for the start date (which defaults to today on opening) and for the following week for that ward, together with available admission slots on the right-hand side of the screen. As you click on an available slot on the left, the admission room for that date will be displayed on the right hand side of the screen.

Note: You will not be able to book a kennel without booking an admission slot at the same time and you can close your admission room on custom days/dates using the normal appointment book configuration settings.

You can change the default start date by using the Date Selection box or by scrolling through the view day-by-day using the Navigation Bar.
Once you have found an available kennel and a corresponding appointment slot, double click the kennel on the required day and click Select Kennel. This will reserve the kennel.
Then double click the admission appointment slot that you wish to book. The usual appointment booking screen options will be displayed, together with an extra section showing Hospital Details.
Select an appointment category (ie Admission).
Search for and select the owner and pet (if the correct default entry is not already displayed).

Note: There is a link directly to the Hospital module from the left-hand toolbar on the animal’s record.

The date, time and duration will have defaulted – you can change the duration if applicable.
Enter details in the Details box if required, ie admitting for surgery.
The Booking ID and the Ward Details will be saved automatically and subsequently displayed and the Kennel ID and Start Date (and time) will be displayed according to your previous selections.
Expected Discharge: Set this accordingly. The date can be selected from the drop down date selection box or overtyped if preferred. The time should be overtyped in 24-hour clock format. The Actual Discharge date and time will be updated automatically once the animal has been discharged from the kennel.
Click Save. The kennel booking details will then be automatically linked to the selected appointment slot in the Appointment Book.
If you book a kennel for more than one day, the kennel booking > details will be displayed for all relevant days. The admission > slot, of course, will only be displayed on the day of admission.

You can drag admission appointment details from one appointment slot > to another but you cannot drag and drop reserved kennel slots. You > can, however, edit the appointment (or the kennel booking) and > change the kennel ID on the Hospital Details section of the > booking screen.

If you delete one of the kennel booking slots, then all linked > appointment booking slots will also be deleted.
If you delete an admissions appointment, then all linked kennel > bookings will also be deleted.

The Expected Discharge date and the status boxes displayed on the bottom of the Hospital Details screen (Admitted/Can Discharge/Discharged/Invoiced) will remain available for you to select as and when appropriate. They will be displayed automatically each time that you double click the kennel slot and select Edit Details or the appointment slot (either from the Hospital link or in the Appointment Book itself) and select Edit Appointment.

It is anticipated that you would most likely use these status boxes instead of moving the details onto an Ops list.

ADMITTING INTO KENNELS

When the pet arrives, click the Hospital tile from the Assisi Desktop and double click either the reserved kennel or the admission appointment, select Edit Details or Edit Appointment, then click Admitted and Save – the kennel booking details then change to light green to highlight the fact that the animal has been admitted.

You can now use the kennel and/or the admission slot to monitor the status of the operation (or you can book the animal into a separate Ops and/or Discharge room if you wish.) The additional Ops and/or Discharge rooms can be moved into the same kennel view so that they can all be displayed on the same screen but any additional rooms added to the view cannot be used to update the status of the booking.
The following menu options are available by double-clicking the booked kennel slot.
Edit Details lets you edit the appointment details and the hospital details.
Book Operations Slot will allow you to book an appointment in a separate operations room.
Book Discharge Appointment will allow you to book an appointment in a separate discharge room.
Go to Client navigates to the client screen.
Go to Animal navigates straight to the animal screen for you to > charge up work.
Delete Entry will cancel both the admissions appointment and the > kennel booking.
The usual appointment menu options are available by double-clicking > the admission slot. The Edit Appointment option also lets you > edit the appointment details and the hospital details.
You can move the appointment details onto a list, ie your ops list > and the status of the appointment slot will be updated > accordingly.
You can use the Go to Animal slot on either kennel booking or > admission slot to navigate to the animal screen to write up the > details of the operation.

DISCHARGING FROM KENNELS

When the animal is ready to be discharged, click the Ready for Discharge box on Hospital Details and click Save.

You can Book Discharge Appointment, by double-clicking the kennel booking slot, selecting this option and clicking Save.
When all of the work has been invoiced, update the Hospital Details screen, by clicking the Invoiced box.
Once they have been discharged, update the Hospital Details screen to confirm this by clicking the Discharged box and clicking Save – the booking then changes colour once more to highlight the fact that the animal has been discharged.