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RECEPTION STEP-BY-STEP SUMMARY NOTES

Clients and Animals

Searching for Clients and Animals

  1. Click the Find Client tile.

  1. Type > your search details into the relevant client/animal > box/s > and click the tick or press the Enter key to display the results > of your search.

  2. Click the Select tile alongside the required client/animal.

Adding New Clients

  1. Click the Create Client tile.

  1. Enter the client's details.

  2. When complete, click the tick in the top right-hand corner of the screen to save the client details.

  3. 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.

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.

  1. Click the Tick to save the record.

  2. To add another animal, repeat from step 2 above.

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

Appointments

Appointment Book Display

To access the appointment book, click the Appointment Book tile on the Assisi desktop.

The Windows scroll bar will allow you to scroll through the time slots for the day.

Appointment View

Change view if required.

Navigation

You can navigate between dates by using the Navigation Bar or the Calendar.

Time Window

The Time Window defaults to one day at a time – amend if required.

Work Flow

There is a link into work flow from this screen. Use this to navigate to the Waiting to Pay list.

Appointment Booking

To Book an Appointment

  1. Double click an available slot.

  1. Select an appointment type from the Category box.

  2. Click the magnifying glass to the right of the Client field to search for and select a client if the client is not already displayed.

  3. Click the magnifying glass to the right of the Animal field to select an animal, if not already selected.

  4. Type the length of the appointment into the Duration field.

  5. Any further details about the appointment that you wish to record can be typed into the Details box.

  6. Click the Save tile to confirm the appointment.

To Book a Multi-Room Appointment

  1. Double-click the selected slot and enter the appointment details as usual. If the room is set to Use Participants, click Participants and all relevant participant rooms will be displayed for selection.

  2. Tick the relevant participating room/s and

    click Back.

  3. When the appointment is saved, it will be displayed in the original room and all participating rooms selected.

  4. Appointments in any participating rooms will display a small flag alongside the appointment details.

  5. The appointment can subsequently be edited, marked attended or > cancelled only from the original room. The participant rooms will > then be automatically updated accordingly.

  6. You can drag and drop the original > appointment and the participating rooms will be moved with this > appointment.

If an appointment is deleted and rebooked into another slot, however, then the participating room/s has/have to be reselected

To Edit an Appointment

  1. Double click the appointment and select Edit Appointment.
  1. Make the required changes and click the Save tile.

To Cancel/Rebook an Appointment

Double click the appointment and click Delete Appointment. Click Yes to confirm that you want to delete it. If you wish to rebook the appointment, click Yes when prompted Do you want to remember the client details to rebook? – otherwise click No to cancel the appointment without rebooking.

To Move an Appointment by Drag and Drop

Appointments can be dragged from one slot and dropped onto another slot if you are able to view both slots on the same screen. You can create a view for each room, select that room and view multiple days at a time to facilitate moving appointments.

To Book and/or Modify a Series of Appointments

Appointment Types can be configured to book follow-up appointments. If an Appointment Type has been configured in this way, the follow-up appointments will be booked automatically.

If you edit or cancel an appointment that has been booked using the Follow-up Appointment Type facility, you will be additionally prompted to confirm whether you wish the modifications to apply to just that one appointment or that appointment and all future appointments in the series.

  • If you wish to change a single appointment in the series, use the Edit Appointment option or Drag and Drop the individual appointment and click No when prompted Do you want to Edit all Future Appointments?

  • To cancel all future appointments, use the Delete Appointment option; click Yes when prompted Do you want to Delete all Future Appointments? and click No when you are prompted to remember the appointment details to rebook.

  • To Cancel and Rebook all future appointments, use the Delete Appointment option; click Yes when prompted Do you want to Edit all Future Appointments? and click Yes when you are prompted to remember the appointment details to rebook. Then rebook as required. (Please note though, if you are using a self-repeat category, then the self-repeat sequence will begin again.)

All Day Events

To add an all-day event (heading), double click any slot on that day in the relevant room and click the All Day Event checkbox on the top right hand side of the appointment confirmation screen. Type the message in the Description box and click the Save tile. There is no need to select a client/animal.

Other Double Click Options

  • Double Book Appointment – allows you to book two appointments in the same slot.

  • Add to Waiting List – you will be prompted to select the relevant list if there is more than one list configured to receive appointments. If there is only one list, the entry will default to this list.

  • Go to Client – navigates to the client screen.

  • Go to Animal – navigates to the animal screen.

SELLING STOCK

Consultations

To add new work, click the Add New tile. You can then choose to Start a New Consultation or continue with a previously Uncommitted Consultation. Select whichever is applicable.

  1. On the toolbar at the top of the work entry screen, click Drug to record a stock sale.

  1. Type in a stock code, if you know it, otherwise click Search.

  2. Check that the Location is the correct.

  3. Enter the Quantity – manually or by using the Dosage boxes.

  4. Check that the Dispensing Fee and Unit of Sale are correct and amend if necessary.

  5. The Price will default to the calculated price based upon the product configuration and any client or other discounts that may exist. It can be overwritten if required and if you have permission to do so.

  6. Batch Number and Expiry Date: The batch number and expiry fields will be deactivated if the product is not batch traceable. If a drug is batch traceable then the batch number must be selected before you can proceed.

Labels

  1. The Label Required box will be ticked or not ticked according to the configuration of the product. This can be overwritten by clicking on the Label Required box to add/remove the tick

  2. Any standard or label specific text will be printed automatically.

  3. Dosage – The dosage boxes calculate and overwrite any entry already in the quantity box.

  4. Enter the dosage amount in the Dosage box.

  5. Enter the daily frequency in the Frequency box.

  6. Enter the number of days to be taken in the No Days box.

The dosage text will then default onto the label display and the Quantity updated.

  1. Any additionally required text can be added manually to the label.

  2. Click the Continue tile.

  3. Repeat this procedure until all of the required items of stock have been added.

  4. Click Complete to finalise the consultation.

Editing and Deleting Line Entries

  • The Delete Visit option deletes all lines associated with the consultation and the consultation header.

  • The Forget Visit option allows you to quit out of that visit without adding any more work.

  • Each line can be edited or deleted. Select the line and click the Edit or Delete tile, as appropriate.

  • The sort order of the lines can be changed by clicking and holding the Shift key and using the up and down arrows to reorder the lines.

Click Complete to commit the consultation and raise an invoice.

Uncommitted Consultations

Work entries are automatically saved as they are entered. Work that is saved but not completed is termed as uncommitted work.

Uncommitted consultations, are displayed at the top of the screen when you click Add New.

To continue with an uncommitted consultation, click on this display. To add a new consultation, complete the consultation details and click the Tick.

Committing Consultations

  1. When all entries are complete, click the Complete tile to display the Finalise Consultation screen.

  2. Check the finalisation details, make any changes required and click Save to finalise the consultation.

Payments

Waiting to Pay List

  1. On the Work Flow screen, select the Waiting to Pay list from the List Name box. Wait for the client’s name to appear on this list as this should indicate that the vet has finished adding all of the work for that client.
  1. Once the client’s name appears on the screen, double click the line entry and select Navigate. This will display the client’s Financial Screen and remove their name from the list.

To Print/Reprint an Invoice

  1. Click on the Invoice.
  1. Click the Reprint Transaction tile.

To Record a Payment

  1. From the client’s financial screen, click Record a Payment or double-click and Navigate from the Waiting to Pay list.

  1. The Financial Transactions screen will now display only outstanding
    transactions.

  2. Complete the Payment Details and check that the Print Receipt and Open Cash Drawer boxes are ticked appropriately.

  3. Allocate the payment against the respective invoice/s – either automatically or manually. If you make a mistake during the allocation you can click the Clear tile and start again.

  4. Check that all of the payment amount has been allocated and click the Post tile.

  5. Any unallocated cash will be stored as Unallocated cash on the client’s record.

Notes:

  • Prior to processing the payment, you can click the Clear tile at any point to clear any allocations if you wish to restart the allocation process.

  • Held invoices that are marked as paid, or part-part, are automatically marked as printed and will no longer classed as a held invoice.

To Change Payment Method and/or Payment Branch

  1. On the Financial screen, click on the payment transaction line and click on the payment information tile. On this screen, if the user has permission to do so and application preference allows, the branch and payment method can be changed.

  2. Click Save once the changes have been made.

To Refund/Reverse a Payment

  1. Click on the payment transaction on the client’s Financial > Screen.

  2. Click on Transaction Information on the right-hand toolbar and > click on Delete Allocations and the payment amount will be > converted to Unallocated Cash.

  3. Record a negative payment –

  4. The payment method should be the same as that which was originally > entered when the payment was first recorded.

  5. Type in the payment amount as a negative value, ie to reverse a > payment of £25.00 type in -£25.00.

  6. The default Narrative for negative payments will be Refund > but this can be overwritten with something more meaningful if > preferred.

  7. Post the payment without allocating against an invoice, which will > clear down the Unallocated Cash.

To Print a Statement For an Individual Client

  1. From the client’s Financial Account Screen, click the Print Statement tile.

  1. Set the Statement Date.

  2. Set the Transaction Start Date and Transaction End Date

  3. Make sure that you have the correct layout selected.

  4. Click the Tick to print the statement – OR

  5. Click the Show Preview box to preview the statement before it is printed and click Print on the toolbar.

To Print a Cashbook Report

  1. Click the Reporting and then Daily Reports/Cashbook tiles on the main Assisi Desktop.

  1. Filter for branch if applicable – by default, payments for all branches will be included.

  2. Leave the Cashing Up box ticked.

  3. Select Detailed report.

  4. Click Print.

  5. At the prompt Do you wish to mark all of the transactions as printed? click Yes so that they will not be included again the next time that you cash up.

To Print an Aged Debt Report

  1. Click Reporting and then Monthly Reports/Cashbook on the main Assisi Desktop.

  1. Filter for Branch if applicable – by default payments for all branches will be included.

  2. Leave the Base Date at today’s date and time.

  3. Show Credit Balances defaults to True. You can toggle this to False by clicking on it.

  4. Minimum Balance to Include – leave this as 0.00.

  5. Minimum Age (in days) of Balance – leave as zero to include all balances.

  1. Include Clients with Terms Codes - All Terms Codes will be ticked by default. Remove the ticks from any Terms Codes that you do not wish to include. There are Select All and Clear All options to help with your selection.

  2. Exclude Clients On – If any of your lists have been configured to appear in this display box, you can click a list to exclude clients currently on that list from the report.

  3. Click Print.

  1. Select the animal and click the Consent tile on the fight-hand toolbar.
  1. Select the form that you wish to print. The form will open in preview format.

  1. Make any changes that you wish to make and select the Print option

  2. The consent form, including the changes, will be written to the animal’s history. You can double click on the link in the history to view the consent form.

To Print a Record Card

  1. Select the animal and click the Record Card tile to the right of the History display.

  1. Filter entries by right-clicking in the bottom right of the screen to display the filter menu.

  2. Select the entries that you want included in the printout.

  1. Print Prices/Total: Prices are not included by default. Click the Print Prices box if you wish prices to be included.

  2. If you are emailing the record card and wish to send attachments that have been included in your selections, click Include Attachments.

  3. If you are including prices for insurance claims, click Mark Items Claimed where relevant.

  4. When you are happy with your selections, click Make PDF or Email PDF.

  5. A copy of the PDF will automatically be saved in that animal’s digital folder.