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VIEWING HISTORY AND ADDING WORK

RECEPTION

Reception will double click on appointment and select Add to Waiting List. This will change the colour of the appointment slot in the appointment book to show that it has been attended and add it to the relevant Waiting for Vet list for your branch.

CONSULTING ROOM

  1. Click on Work Flow on the Assisi Desktop and select your waiting list from the List Name box.

  2. You can click on the column header to re-sort the list entries into the order of that column. Clicking the column header again will reverse the sort order.

  3. To select an animal, double click the line entry and select Navigate. This will navigate to the animal record, remove the entry from the list and, at the same time, again change the colour of the appointment display.

  4. To view an animal’s record without removing the animal from the waiting list, double click the line entry and select Go to Animal.

  5. General Notes field displays General, Warnings or Recalls depending upon which tile is selected. If a warning exists for that animal, that will be displayed by default.

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

When you click Recall:

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

  • If the recall is not yet due, but due within the current month, an amber warning will be displayed alongside the recall details.

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

  • Waiting List Summary

Also on the General Notes section of the animal you can click the Waiting List Summary tile to display a quick overview of who is currently on their list, waiting to be seen. In addition, they can also see who has been called through from a different waiting list to their own, if they wish to do so.

  1. There are separate options to View History and View Converted History on the right hand toolbar.

VIEWING LIVE HISTORY

This is the default view.

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 Observation

A Administrative Note

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.

Note: You can hover the cursor over a Consultation Header that contains stock entries to display the Branch and Stock Location selected as the default location for that consultation.

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 display 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.

ADMINISTRATIVE NOTES

You can add administrative notes (ie Insurance Claim sent) to the history without raising a new consultation. Click the Administrative Notes tile and type in the details. A colour bar can be added as with clinical and invoice text.

CONSULTATION HEADERS

To add new work, click the Add New tile. You can then choose to Start a New Consultation. You will be prompted to continue with a previously Uncommitted Consultation if there is one present. Select whichever is applicable.

New Consultations

Set up the Consultation Header.

  • Select your Username (There is an option in User Permissions to default the Username to the user currently logged into Assisi) - and password, if applicable. (There is also an option, per user, on the User Details screen to force a password entry.)

  • The Consultation Date will default to today’s date – can be backdated where applicable, providing you have permission to do so.

  • The Branch is the default branch for financial analysis. (Each stock line on the invoice will prompt for a stock location from which the stock is to be drawn.)

  • The Stock Location should be the default location from which the stock will be withdrawn. This can be varied per product at the point of sale.

  • Account Terms – Providing that you have permission to do so, this allows you to change the customer’s account terms for this consultation only. It does not affect the default Account Terms for that customer.

  • Click the OTC Cash Sale box if you wish to allocate a discount for any product where a discount value exists in the Cash Discount field on the stock configuration screen for that product.

  • Click the Estimate box if you wish to produce and save an estimate. This will ensure that stock levels and batch numbers are not enforced, nor labels offered, for any products included in the estimate.

  • Click the Tick to create the consultation header.

Uncommitted Consultations

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

This could be useful, for example, when an animal has been admitted for an operation. You can open a consultation when the animal is admitted and keep adding to it until the work is committed when they are discharged. This would ensure that only one invoice was produced for the operation and you would be able to remove or edit any entries that no longer are relevant before committing the work.

  • Uncommitted consultations, if they exist for that animal, are displayed at the top of the screen when you click Add New. The totals of uncommitted (and batched work) for each animal are displayed on the History Screen.

To continue with an uncommitted consultation, click on this display.

Continue with an Uncommitted Consultations

  • You can add new lines to the consultation (see notes below) and still quit out without completing the consultation by clicking the Quit Visit tile. Any new lines that have been added will have been saved by default.

  • The Delete Visit tile allows you to delete all lines on an uncommitted consultation together with the Consultation Header.

  • You can delete lines from an uncommitted consultation by clicking on the line and clicking the Delete tile.

  • You can edit lines from an uncommitted consultation by clicking on the line and clicking the Edit tile.

Viewing Previous History While Adding Work

You can view history whilst adding new work.

  1. Click the Converted History or the Live History tile.

  2. To return to treatment entry, click the Treatment tile.

WORK ENTRY SCREEN

Add the relevant transaction lines to the consultation. Click an option from the toolbar to identify the type of transaction that you wish to add. These can be added in any order and each line is saved as soon it has been entered and Continue has been clicked. If you quit without committing the work, then the consultation becomes an Uncommitted Consultation.

Drug – records a stock sale

Service – records a fee to be charged

Note – text that can be printed on an invoice

Clinical – text that is not printed on an invoice

See Again – text from a glossary that specifies a repeat visit interval

Observe – records clinical observations, eg temperature, weight, etc.

Venom Code – records a reason or a diagnosis for the visit

Routine – Charge a Multi-line Routine.

SEARCHING FOR STOCK AND FEES

  1. If you have clicked Search (or pressed F10) on the stock or fee selection/entry screens, type in your search criteria and press the Enter key.

  2. The Description, Code and Anywhere boxes are containing searches.

  3. You can type more than one word in the Anywhere box (with words separated by a space).

  4. Only those stock and fee codes that have been marked as used for the current category of animal will be displayed in the search results.

  5. Type in your search criteria and press the Enter key.

  6. For a list of the entire stock or fee file, leave all boxes blank and press the Enter key.

  7. When searching for stock, only those products in stock will be included in the results. If you wish to display all items of stock, irrespective of their stock holdings, remove the tick from the With Holdings Only box.

  8. Select your required stock or fee by clicking the Tick tile alongside it.

Hint: If you know what the description of the stock or fee contains but not the code, you can type this directly into the Service Code box on the Treatment Entry screen and press the Enter key. If what you have typed in is not an exact stock or fee code, when you press Enter, your entry will be transferred to the Description box on the search screen and all of the stock or fees where the description contains your text will be automatically displayed. This is a little quicker than clicking Search and typing into the Description field.

DRUGS

  1. Click the Drug tile to display the Stock Entry screen.

  2. Type in the stock code if you know it or click the Search tile and search for the correct code. (See the notes above for more detailed instructions on searching for stock.)

  1. The stock Location will default to that selected on the Consultation Header. Check that the Location is the correct location for destocking the product and amend if necessary.

  2. Enter the Quantity. If you intend upon using the Dosage boxes, this will calculate the quantity for you. You must, however, tab or click out of the No Days box for the Quantity field to be correctly updated.

  3. The box to the right of the Quantity field is for selection of a Dispensing Fee. By default, this box will display the dispensing fee selected on the product file. If no dispensing fee has been saved against the product, the box will remain empty and no dispensing fee will be charged unless you manually select one from the drop-down box.

  4. The Unit box will default to:

  5. a main unit if the ratio on the product file is set to 1; or

  6. a sub unit if the product has been set up for selling both main and > sub units.

If you have a product that defaults to sub units, you can default it to main units if you mainly sell the product in main units. To do this, click the Outer Unit as Primary box on the stock file itself.

  1. 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.

  2. You > can click the Percentage Discount tile or press the F10 > key to allocate a one-off line discount. Type in the percentage > discount to reduce the price accordingly.

  3. You can also use the hash key (#) to type in a VAT inclusive price > and the system will extract the VAT, eg #30.00 typed into the > Price field would adjust the price to £25.00 so that when VAT > is added, the total is £30.00. For a negative amount, type > #-30.00. Just make sure that you press the Enter key to > calculate the price before pressing Continue to add it to the > work entry screen. This will not work on clients with settlement > discount, however, as there are specific rules in these > circumstances that affect the way that VAT is calculated.

  4. Batch Number and Expiry Date: The batch number and expiry fields will be deactivated if the product is not batch traceable.

  5. If a drug is batch traceable and the Label Required box is not ticked, then the batch number must be specified before you can proceed.

  6. If a drug is batch traceable and the Label Required and Print Now boxes are ticked, then the batch number must be specified before you can proceed.

  7. If the Label Required box is ticked but the Print Now box is not ticked (ie the label is to be printed later in the dispensary), then the line can be added and the consultation finalised without the batch number being specified. The batch number will then need to be selected when the label is printed and at this point the stock movement will be recorded.

It is advisable, however, to look in the batch number drop down box to make sure that the required quantity is available in one batch number before proceeding. Whoever prints the label in the dispensary will be able to only put through the transaction as it is recorded on the work screen and will not be able to split the quantity between two separate batch numbers or make any other changes to the way that the consultation has been saved.

If a label is sent to the dispensary to print later and the label is subsequently not printed, then the stock movement will not be recorded. There is an application preference that disables the Print Now option in which case labels will always be printed at the time the stock is added and stock movement recorded immediately.

Notes:

  • There is an application setting that automatically opens the drop > down box for selection when you use the tab key to navigate to the > dispensing fee and batch number selection fields. Contact Support > if you wish to activate this setting.

  • If a credit is raised for a batch traceable product, then the batch > numbers on the animal’s history will be offered if you return the > items to stock.

  • Out of date expiry dates are displayed as follows: > **dd/mm/yyyy**.

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 box to add/remove the tick. If you want to remove the label, untick Label Required and not just Print Now.

  2. Any standard or label specific text will be printed automatically – but not displayed by default. You can, however, view the standard or label specific text that will be printed by hovering over the label with the mouse or by pressing Ctrl+T when the cursor is in the Label Text box.

  3. You can also force the standard label text to display on the preview by double-clicking the Label Text box. However, if you already have the token for standard label text enabled, this would result in this text being duplicated.

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

If the product is being dispensed in the same unit that the dosage is being entered, you can enter the dosage text using the Dosage/Frequency/No Days boxes. If the product is not being dispensed in the dosage unit, the dosage should be manually typed onto the label display.

  1. Enter the dosage amount in the Dosage box.

  2. Enter the daily frequency in the Frequency box.

  3. Enter the number of days to be taken in the No Days box. Click > away from this box.

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

  • Any additionally required text can be added manually to the label – up to the maximum amount of space available on the label.

  • Labels can either be printed in the surgery or later in the dispensary. Click Print Now if you wish to print immediately or leave this box unticked for the label to be printed later – see previous notes.

  • The Copies box defaults to 1 per main unit - amend the number of copies required if appropriate.

  • Click the Continue tile. Each line is temporarily saved as soon it has been entered and Continue has been clicked.

  • If the product has been set up to prompt for a Prescribe Until Date, select the relevant period from the drop down box and the Prescribe Until date will be updated accordingly. Click Continue when complete. Once processed, the selected Prescribe Until date will be displayed in the animal’s history.

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

Note: If you quit without committing the work, then the consultation becomes an Uncommitted Consultation.

SERVICES

  1. Click the Service tile to display the fee entry screen.

  1. Type in the service code if you know it or click the Search tile and search for the correct code. (See the notes on page 9 for more detailed instructions on searching for stock and fees.)

  2. The quantity and price can be overwritten if required. Check that the quantity and price are correct.

  3. You can click the Percentage Discount tile or press the F10 > key to allocate a one-off line discount. Type in the percentage > discount to reduce the price accordingly.

  4. You can also use the hash key (#) to type in a VAT inclusive price and the system will extract the VAT, eg #30.00 typed into the Price field would adjust the price to £25.00 so that when VAT is added, the total is £30.00. For a negative amount, type #-30.00. Just make sure that you press the Enter key to calculate the price before pressing Continue to add it to the work entry screen. This will not work on clients with settlement discount, however, as there are specific rules in these circumstances that affect the way that VAT is calculated.

Click the Continue tile to add the entry to the consultation.

TEXT GLOSSARY (LEXICON)

A table of veterinary terms (Lexicon) is available, which can be used as a quick entry/spell check for invoice notes and clinical text. This can be activated per user (Settings>Users>Users).

Terms can be edited manually, or deleted (Settings>Users>Lexicon File):

  • Click on an entry, edit as required and click Save; or

  • click on an entry and click Delete.

NOTES

Invoice Notes that are added to the consultation will be stored in the history and printed on the invoice.

Click the Note tile, type your text. If you select a colour, this will display a band of colour alongside the text on the animal’s history screen to draw attention to the entry. Click the Continue tile on the right-hand side of the screen.

CLINICAL

Clinical Text that is added to the consultation will be stored in the history but not printed on the invoice. Colours can be added as above.

Click the Clinical tile, type your text and click the Continue tile.

SEE AGAIN

See Again instructions that are added to the consultation will be stored in the history and printed on the invoice.

  1. Click the See Again tile, type in the glossary code and press the Enter key or click the Search tile to search the glossary.

  1. Once the glossary entry has been added, the Description can be edited, if required.

  2. Click the Continue tile.

  3. This will display a reminder in the appointment book that a further appointment needs to be booked for this client/animal.

OBSERVE

Clinical Observations are stored in the history and are not printed on invoices.

  1. Click the Observe tile, type in the observation code and press the Enter key or click the Search tile to search for your code.

  2. Once the observation has been selected, the description can be edited if required.

  3. Type in the value for the observation and click the Continue tile.

You can produce a graph on any observation code results by double clicking on a line in the animal’s history containing the code upon which you wish to base the graph.

VENOM

Adding a Venom Code is a way of adding a reason or a diagnosis for the visit.

If you wish to add a venom code:-

  1. Click the Venom tile on the treatment toolbar.

  1. Click on the Search box and type in your search details. This is a containing search.

  2. The lists underneath are groups of codes which are all ticked by default. There is a Check All and Uncheck All box that can be used to be more selective about which groups you are searching.

  3. Click the Search tile to begin the search.

  4. Click the box alongside your selected Venom code/s and click the Continue tile.

  5. The display will return to the treatment entry screen but if you wish to view or edit your selection before the consultation is finalised, click the Venom tile again and your selection will be redisplayed.

MULTI-LINE ROUTINES

You can save a combination of line entries as a multi-line routine and retrieve the routine using this option. Individual lines can be edited, deleted or reordered once added. (See page Error! Bookmark not defined. for instructions on setting up Multi-Line Routines.)

  1. Click the Routine tile on the treatment toolbar.

  2. Select the routine to be added and click the tick to load it.

  3. If any of the lines on the routine are optional, you will be prompted to tick a selection box if you wish to include it.

  4. The line will be displayed with the normal price unless it has been configured to charge zero price.

  5. Each line can be edited/deleted if required.

  6. Stock lines must be edited so that labels can be printed and batch numbers specified if required.

TO RAISE AN INTERNAL LAB REQUISITION

Profiles need to be set up prior to using this facility and the IVLS option will only appear on the Work Entry Toolbar if an IVLS machine has been linked to Assisi after you have gone live. Check that these profiles have been set up correctly and linked to appropriate fee code/s before continuing for the first time.

  1. Click the IVLS tile on the work entry screen.

  1. Select the required profile from the drop-down list in the Panel box.

  2. The tests to be requested will be displayed in the Services Requested box. This can be edited, if required, as it is only a text message for the person carrying out the test/s.

  3. The fee code and description that has been linked to the profile will be displayed. The quantity will default to 1 and the price will default to the price for the fee.

Note: The fee code and/or the price can be overwritten provided that you have permission to do so.

  1. When complete, click Continue and the requisition will be transmitted to the Idexx machine.

TO RAISE AN EXTERNAL LAB REQUISITION (VETENVOY ONLY)

This is a VetEnvoy service and is only available if you have registered for this service.

  1. On the work entry screen, click Ref Lab on the toolbar.

  1. In the Service Code box select your external labwork request profile which will already be linked to your lab’s price list.

  2. Click the tests that you wish to be carried out and click Continue to add to the work entry screen. This will price up the work accordingly.

  3. Once the consultation has been committed, the request will automatically be sent to your lab via VetEnvoy and an entry added to your Laboratory list to enable you to monitor the outstanding lab work. To view this list, Click VetEnvoy Services on the Assisi Desktop, click Labwork and all outstanding requisitions will be displayed.

  4. Your lab will produce a requisition which includes a barcode to identify your practice and the animal for which the test has been requested and return this to your practice via VetEnvoy.

  5. When this requisition has been returned, you can double-click this entry on the list and select Print Lab Work Enclosure Document and attach this to the sample before you send it to the lab. This document is important as it displays the requisition ID which allows the lab to link the sample to the lab requisition that has been received electronically and which, in turn, links the results to the correct animal.

  6. You will receive status updates on the Laboratory list and, once the status indicates that the results have been received, you can view the results in the animal’s history by double clicking the line entry and selecting Go to Animal.

  7. There will be a line in the history relating to the results – double click this line to view/print the results.

  8. The Laboratory list entry can then be deleted – double click and select Delete Item. This will not delete the results, just the outstanding lab request line on the list.

MICROCHIP REGISTRATION (VET ENVOY ONLY)

This is a VetEnvoy service and is only available if you have registered for this service.

Once this facility has been activated by our Support Department, a Microchip option will be displayed on the work entry toolbar.

  1. Click Microchip, enter in the chip number when prompted or you can scan the microchip barcode if you have a barcode scanner configured on your system.

  1. Click Submit in the bottom right-hand corner of the screen.

  2. The Microchip option can be linked to a fee (but only one fee) and, if it is, it automatically adds the fee to the work entry screen once you have submitted the registration. If you have more than one microchip fee, it can be used without a linked fee, in which case you can manually add the charge.

  3. Some companies send a registration document and if they do so it is stored in the animal’s digital folder.

CHARTS

You can generate charts for an animals and a link will be created in the animal’s history screens and the chart stored in the animal’s Images folder. You can add comments to the chart which will be saved as clinical text alongside the image link in the animal’s history. You can subsequently double-click the link in the animal’s history to view and print the chart.

The following chart templates are available.

Species Available
Canine Dental, Skin, Eye
Feline Dental, Skin, Eye
Equine Dental, Eye, Eq ID
Rabbit Dental, Eye
Chinchilla Eye

Adding a Chart

  1. From the Animal/Work Entry screen click the Digital Image tile and click Create Chart.

  1. The charts offered for selection will be filtered according to the species of the animal. Select the appropriate chart.

  2. The Fill Type can be set to Paint or Flood by clicking on the control box.

  3. Undo your last task by clicking on the Under Last control box.

  4. Change the pen colour by clicking on the Colour Selection Control.

  5. Any comments typed into the Comments box will be saved as clinical text.

  6. Click Save to save the chart.

Viewing a Chart

  1. You can view a chart by double clicking the link in the animal’s history.
  1. The image will open in Windows Photo Viewer from where it can be printed.

EDITING AND DELETING LINE ENTRIES

  • 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 as required.

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

  • The Quit Visit option on the right-hand toolbar allows you to quit out of that visit without adding any more work. Any lines already added will be saved as uncommitted work. You can return at any time to complete the consultation and commit it.

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

UNCOMMITTED WORK

Each line is saved as it is added to the work entry screen, so you can quit from the consultation at any point and the entries will be saved as uncommitted work. You can return to complete the consultation at any time.

  • The value of the uncommitted work is included in the balances display at the top of the animal record.

  • Uncommitted work is displayed in the animal’s history with a thin band of green displayed on the left-hand side of the entry to draw attention to it.

If work is not committed, however, it will not yet be included in the client’s balance and, therefore, it is important not to leave work uncommitted unintentionally. One way of doing this is to use the Clipboard.

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 uncommitted work.

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.

Returning to Uncommitted Work

  1. When you click Add New, if there is uncommitted work for that animal, the outstanding consultation will be displayed at the top of the Consultation Entry screen.

  2. Click the tick to return to the consultation.

  3. Edit the lines on the consultation if required and click Complete to commit the consultation.

  4. To delete the consultation, click Delete Visit.

COMMITTING CONSULTATIONS

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

The following completion options are available:-

Consultation Header

  • The > Vet’s Username can be edited by selecting a different username > from the drop-down box.

  • There is an option to force a Password when adding work, if this > is enforced, type in the password.

  • Consultation Date can be edited.

  • The consultation Branch can be changed if appropriate – but not > the Stock Location.

Processing

Raise Invoice Raises the invoice immediately – after which it cannot be edited.
Leave Work in the Batch Leaves the work in a temporary holding file (the batch) from where it can be edited until processed. All consultationjs in the batch for a single client will be built into one invoice per animal when the batch is processed for that client. These invoices are held by default and can be consolidated into a single printout per client at month end using the Held Invoice Print routine.

  • The batch total for all animals is displayed on the Financial > screen.

  • The batch total for individual animals is displayed on the > Animal screen.

Work in the batch is not incorporated into the animal/client’s balance until the batched entries have been processed.

Printing

Print Invoice Print the current invoice immediately. Check that the correct Invoice Layout is selected.
Include Unprinted Invoices Print all held invoices for this client at the same time as printing the current invoice.
Print Advice Note Print an advice note. Check that the default Advice Note layout is selected.
Don’t Print Now Hold the current invoice for printing later.
Never Print Don’t print the invoice at all at this stage. (The invoice can be printed later from the client’s financial tab, if required.)

Lists

Any lists that you have configured will be displayed in this section. To add this client and animal to a list, click the box alongside the relevant list.

Waiting to Pay List

Add the client/animal to the Waiting to Pay list by clicking on the check box alongside the list. This indicates to reception that you have finished adding charges for this client and that the payment can be taken.

  • The box will be checked by default if there is a value to the invoice.

  • It will not be ticked if you have selected to Leave Work in the Batch.

If you are entering work for more than one animal per client – then leave the Waiting to Pay list checked only when you have finished adding charges for all of the animals, otherwise there is the potential for more charges to be added after the payment has been recorded.

ESTIMATES

To Add an Estimate:

  1. Add a new consultation and, before you click the Continue tile, click the Estimate box on the consultation header.

  1. Price up the work as required.

  2. Click the Complete button and at the Do you wish to print the Estimate? prompt, either:

  3. Click Yes to display the estimate on the screen in a pdf format > and automatically save it in the animal’s digital folder. While > the document is open, click Print if you wish to physically > print a copy for the customer and then close the pdf.

OR

  • If you have standard email facilities activated, the prompt will > include an option to Email the estimate instead of physically > printing it. This will also save a copy in the animal’s digital > folder.

  • If you click No, then the estimate will still be available to > recall if the client chooses to go ahead with the estimated > routine, but there will be no printout or email and no copy will > be saved in the animal’s digital folder.

  • The estimate will be displayed in the history as an uncommitted consultation.

TO RECALL AN ESTIMATE

  1. As you click Add New, the estimate will be displayed as an uncommitted consultation but with a red Select tile instead of the usual blue Select tile. Click this to recall the estimate.

  1. At the prompt Would you like to convert this estimate into a consultation and review? click

  2. Yes to convert the estimate to a consultation on the treatment entry screen; or

  3. No to edit the estimate and/or reprint or delete it by clicking Delete Visit.

  4. When converted, some lines of the estimate may need to be reviewed – stock lines in particular, as you may have to set up label details and select a batch number. Any line entry that needs to be edited will have the background to the Type field coloured in brown. Select any relevant lines and click the Edit tile.

  5. Once complete, click the Complete tile to commit the work.

  6. The consultation header will be updated with today’s date and user.

BATCHED WORK

Editing Batched Work

Batched work that has been committed is displayed in the history but with no invoice number on the consultation header. A band of brown is also displayed to the left of the Type column.

If you click on the consultation header, an Uncommit tile becomes available.

  1. Click the Uncommit tile.

  1. Click the Add New tile.

  2. The previously batched work will then be displayed as an uncommitted consultation. Select this and make the necessary amendments.

  3. Click the Complete tile to re-batch the work or click Delete Visit to delete the entire consultation.

Processing Batched Work for Individual Clients/Animals

If you have added batched work to an account you can process this for an individual client/animal as follows:

  • For an individual client - click the batched value on the Client Screen for that client.

  • For an individual animal - double click the batched value on the Animal/Work Entry screen.

Click the selection box, make sure that the invoice date is correct and click Save to produce the invoice. The invoice then becomes a held invoice and can be printed individually from the financial screen. (If a payment is subsequently allocated to a held invoice, the invoice is no longer classed as a held invoice. The invoice can still be reprinted from the client Financial screen.)

Note: You can also process all batched entries for multiple clients if you have a series of batched invoices to process. This is covered in the Month End Training Notes.

PRINTING

LINKED DOCUMENTS

Linked Fee Documents

Prescriptions

Documents can be linked to individual stock and fee codes, so that they are automatically opened as the fee or product is being charged. Tokens can be inserted into the document templates to import and display data from the client/animal screens. The relevant stock or fee code can be configured so that the merged document can be saved in the animal’s Digital folder.

Note: These work in a similar way to consent forms but print automatically. Merge tokens for linked templates are different to the tokens used for consent forms. If you use the consent form tokens, the data will not be imported.

Once a prescription template has been linked to your prescription fee/s (Settings>Professional Fees>Professional Fees>display the fee>Information Tile, link the template and set the properties – see the user manual for more details on setting up templates):

  1. Charge your prescription fee and ensure that the Produce Info Sheets selection box is ticked before you click Continue.

  1. When you click Continue, the prescription template will be displayed (there may be a slight delay before the document opens while the merge takes place) with the personalised client/animal data included. This basic prescription will be automatically saved in the animal’s Digital folder at this point.

  2. You can now enter the variable prescription details and print the prescription.

  3. Click Save to ensure that the already saved document has been updated to include the variable prescription details before closing both the document and OpenOffice.

Viewing a Prescription in the Digital Folder

  1. If you need to access the original document, click the Digital tile on the animal screen and click Browse Linked Folder.
  1. Double-click the Prescription folder and all prescription documents for that animal will be displayed for selection. (The name of the folder will depend upon what it has been called in the product configuration.)

Linked Stock Documents

You can also link a template to stock codes so that they open automatically when that product is charged. There are tokens that display the client/animal details, as well as the description of the product when the document is produced.

Once a template has been linked to a product (Settings>Stock>Stock File>display the product>Information Tile, link the template and set the properties – see the user manual for more details on setting up templates):

  1. Charge your product and ensure that the Produce Info Sheets selection box is ticked before you click Continue.

  1. When you click Continue, the linked document will be displayed (there may be a slight delay before the document opens while the merge takes place) with the personalised client/animal/stock data included. This document will be automatically saved in the animal’s Digital folder at this point – see below.

  2. You can now print the document.

  3. Click Save if you have added any variable text to the document to ensure that the already saved document has been updated to include any additions before closing both the document and OpenOffice.

Viewing a Linked Document in the Digital Folder

  1. If you need to access the original document, click the Digital tile on the animal screen and click Browse Linked Folder.
  1. The name of the sub - folder will depend upon what it has been called in the product configuration. Double-click the relevant sub-folder and all linked stock documents for that animal will be displayed for selection.

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

  2. Select the form that you wish to print.

  1. The consent form will open and be automatically saved as it opens. You can edit the details and save your changes prior to printing.

  2. The fact that a consent form has been printed will be written to the animal’s history. You can double click on the link in the history to view the consent form at any time.

  1. Select the animal and double-click on the relevant consent form link in the history.
  1. This can be edited for a limited number of days – ie if you open a consent form that is over a week old, this will be opened as a read-only document.

PRINTING LABELS IN THE DISPENSARY

Labels can be sent to the label printer directly from the surgery or can be printed later in the dispensary or at reception. The product will not be destocked until the invoice has been raised and the label has been printed.

Any labels not printed during the consultation, once the consultation has been finalised, are saved to a Dispensary list to be printed later. To access this list:

  1. Click the Stock tile from the Assisi Desktop and click the Dispensary tile.

  2. Select your branch code and the outstanding labels will be displayed.

  3. Click the box in the Select column alongside the label you wish to print.

  4. If the product is batch traceable, select the batch number, click the Continue tile and click OK to print.

Note: A list token has been added to display whether a client has labels waiting to be printed

on the dispensary list and, if so, how many. This can be added, for example, to the Waiting to Pay list as a reminder that medication is to be dispensed.

It is also possible to disable this facility – discuss this with our Support staff if you wish to do so.