Monday, October 16, 2017

UPGRADES AND ENHANCEMENTS OCTOBER 2017



Dear VetOfficeSuite.com Users:  

In our efforts to continually improve VetOfficeSuite.com and the user experience, the following enhancements and improvements will be deployed on the morning of Wednesday, October 18th.  Please be sure to clear the cache on all devices, including mobile devices, on the morning of October 18th.  Instructions for clearing cache can be found at http://www.refreshyourcache.com/en/home/.

For those of you using the most updated version of Google Chrome, instructions for clearing your cache can be found at Clearing Cache Google Chrome.  For convenience, it is only necessary to clear cached images and files.




ABILITY TO SET THE TRANSACTION DATE:  Many users have requested the ability to edit the transaction date. This is particularly valuable for mobile users who may be entering transactions at a later time.  VetOfficeSuite.com now allows users to select the date when a transaction occurred.  Please see the video below.  Note that when a date in the past is selected, all transaction and reminders will be posted to that date.


ABILITY TO EDIT LOT NUMBERS:  When an item is transacted that requires a lot number (i.e.- a vaccine), users will now have the ability to go back into a saved transaction and edit the lot number.  This is a valuable tool if the lot number has been entered incorrectly, or if you need to enter a lot number at a later date.






MULTIPLE REMINDERS:  Multiple reminders that are due on the same day will now be condensed into one email that is automatically sent to the client.

DEBIT CARD:  Debit card has been added to the forms of payment section of the transaction screen.  For those users who accept debit cards, you can now track and report that method of payment.

PRESCRIPTION LABELS:  We now offer the ability to either save or print a completed prescription. This will be particularly valuable for those users that operate on mobile devices that are not connected to a printer.  After completing the prescription, click the save button to save the label to the transaction.  When working on an iPad or iPhone, please close the window so that you can return to the transaction screen.

   

Note the instructions to close the pop up window:

     



CODE INDICATING A PATIENT IS HOSPITALIZED:  We have added the ability to easily recognize patients who are hospitalized.  When performing a transaction for a patient, there are now system codes called "Hospitalization Check-in" and "Hospitalization Check-out"  Transacting this code will cause the text of the patient's name to be red.  When the patient checks out and the check-out code is transacted, the text will turn back to black.  It is important to still check the hospitalization box on the transaction screen if you would like to keep the invoice open.






QUICK APPOINTMENT BUTTON:  We have added the ability to create a "Quick Appointment"  This button will appear on all screens within VetOfficeSuite.com.  When a user clicks the Quick Appointment button, a pop up box will appear that requests four pieces of information.  Once that is filled out the user clicks "Book Appointment" and they are taken to the Create Appointment Screen.  When that data is filled out and the user clicks save, the client, patient and appointment are created.  The user then has the option of completing all the other required information at a later date.


FREE FORM TEXT FOR REFERRAL TRACKING: Users now have the ability to enter free form text in the referral section of the client information screen.  Simply select "Other" and then enter the appropriate text.  These "Other" referral sources will be reported on the "Referral Sources" report.

TELEPHONE NUMBERS ARE NOW TAPABLE ON A MOBILE DEVICE:  For mobile users we have added the ability for the telephone number to be tapable on the iPhone.  Simply open the client's information page and tap on the telephone icon next to the phone number.  This will prompt your iphone to initiate a call.





ADMIN ONLY PRICE CHANGES:  We have added a tick box to the "My Account" section of VetOfficeSuite.com called "Admin Only Change Transaction Prices"  When this box is ticked and your account is updated, only admin users will have the ability to change prices in the transaction screen.



REASON FOR VISIT ON THE POP UP WINDOW IN THE SCHEDULER:  When the user hovers the mouse over the scheduled appointment, the pop up box will now additionally contain "Reason For Visit".


MANUFACTURER: The manufacturer of a product has now been added to inventory and procedure reports.

FOLDER SORTING:  Users can now sort the folders in the Documents and images section. They may be sorted alphabetically by name or chronologically by date.  Simply click "Name" or "Date" to sort folders in ascending or descending order.

DEACTIVATE CATEGORIES AND ITEMS:  In order to preserve database integrity and reporting, we have added the ability to inactivate entire categories and individual items.  If an item is inactive, it will no longer appear as a selectable item in the transaction section.  When examining items in a category, users can select to view active or inactive items.

SALES TAX REFUND:  We have added a feature that now allows for the system to automatically calculate sales tax and refunds.  If an invoice is deleted or changed that included a sales tax addition, it will be reflected on the Taxes report.  If a user credits a client on a new transaction for an item that sales tax was charged on, when that invoice posts, it will include a sales tax refund that will also post to the taxes report.

Please contact us if you have any questions or if you have any ideas for more upgrades.  We hope you enjoy the latest features. Thank you for being a VetOfficeSuite.com User!









Wednesday, August 30, 2017

VetOfficeSuite.com Upgrades for August 2017

Dear VetOfficeSuite.com Users:  

In our efforts to continually improve VetOfficeSuite.com and the user experience, the following enhancements and improvements will be deployed on the morning of Thursday, August 31st.  Please be sure to clear the cache on all devices, including mobile devices, on the morning of August 31st.  Instructions for clearing cache can be found at http://www.refreshyourcache.com/en/home/.

For those of you using the most updated version of Google Chrome, instructions for clearing your cache can be found at Clearing Cache Google Chrome.  For convenience, it is only necessary to clear cached images and files.


The following is a list of new features, enhancements and improvements.

Expansion of Inventory Search Results:
When you search for inventory items, you will now find an expansion of the information presented.  This will include inventory unit name, current quantity, as well as set Minimum and Maximum inventory quantities.


Species added to Mouse Hover View in the Scheduler:
Hovering the mouse over a schedule appointment will now include the species in the information pop up box.

Ability to Print a Client Mailing Label:
Users will now have the ability to use their Dymo Label Printer to print a client mailing letter.  This hot link is found on the client information screen.


Expansion of the low inventory report:
The following columns have been added to the low inventory report: Description, Unit Price, Previous Unit Price, On order and Back Ordered Amount


Reminder Descriptions:
The ability to enter descriptions for vaccine reminders is now available.  Users can edit their vaccine items and enter text in the reminder description box.  Rather than simply the name of the item appearing on the email clients receive, the entered text will now appear.  See image below. Should users elect not to do this, reminder emails will default to the item name.  Each item in your vaccine category will need to be updated.


We are pleased to add these new and useful features to VetOfficeSuite.com.  We have another deployment in beta testing with several more exciting new features including the Ability to "Quick Book" and Appointment and the ability to enter transaction for a previous date.

Thank you for your continued support

VetOfficeSuite.com

Monday, February 20, 2017

VetOfficeSuite.com New Feature Deployment for February, 2017

The team at VetOfficeSuite.com is excited to announce our newest feature and improvements deployment.  The deployment will occur in the early morning hours of Wednesday, February 22, 2017.  The experience for our end users should be seamless.  As always, if you notice any issues, please contact our support team or your account manager.

As with any cloud-based application, it is very important that you clear the cache on all devices that you use when running VetOfficeSuite.com.  Click here to review instructions on clearing your cache.

In an effort to constantly improve the user experience of VetOfficeSuite.com (VOS), the following outlines and describes the new features and improvements.  The first section outlines New Features.  This will be followed by New Reports that will be available Wednesday and finally a list of enhancements and improvements designed to specifically improve the user experience.

NEW FEATURES 

Price Check Box on the Home Page:
Staff may now quickly and easily check the price of an item in inventory, procedures or vaccines by simply typing in the price check box and selecting the appropriate item. If sales tax is attached to the item, that will populate as well.



Estimate Request Feature:
VOS now offers users the ability to create estimates to present to clients.  There is a new button on the transaction screen that will allow a user to create an estimate.  The transaction screen can be populated with items for the estimate and then saved.  It will appear at the bottom of the transaction page.  Users will then have this available for a later date, and should the client elect to proceed, they simply need to click “Convert to Invoice” and the estimate will be converted to an invoice.  All previous functionality, including save, save and print, and save and email will work as expected.



Transaction Code Kit
VOS now offers the ability for users to set up code kits.  This feature will permit for commonly performed procedures and transactions to be “Built Out” ahead of time.  Select the inventory/procedures/vaccines tab and then select “Code Kit”-

 

Users can create categories and within each category, create as many code kits as needed.  They will be created in a manner similar to an invoice.  Be sure to specifically name them and provide an accurate description.  For convenience, a duplicate button is provided. This will enable you to quickly and easily build out four or five code kits for a Canine Spay based on weight.  Be sure that you update the name and description on the duplicated kits to avoid confusion.


When a user selects a “Code Kit” (colored green in the transaction screen and price check drop down sections) and clicks the “plus” button, all of the items will automatically be populated on the invoice.  Users will still be able to add to and change the invoice, as their needs require.  Note:  Any items in a code kit that require a lot number or vaccine serial number will be entered into the actual transactions.  Automatic gender changes and tagging animals deceased, as well as reminder functionality, all remain the same.  This should save a significant amount of time at the front desk as multiple codes can be entered with a single keystroke.


Ability To Have Clients Email the Practice Directly
VOS automatically emails reminders for appointments, vaccines, and inventory items.  Clients will now have the ability to directly email the practice with any questions or concerns.  Within the body of the email will be a link that states: “To Reply Directly To Your Veterinarian, Click Here”. This will cause the client’s email browser to generate an email with the practice’s email address automatically populated as well as the subject line.


It is critical that you update the settings section of VetOfficeSuite.com to ensure you will receive these emails.  Please select the practice’s commonly used email address.  Travel to the settings page, select “Practice Info” and enter the email address you would like to use in the box provided. Be sure to click save.


NEW REPORTS


Inventory, Procedure, Vaccine or Code Kit Item report:  Users will now be able to create a report that will list all clients and patients that received a particular item or procedure within a date range.  Click reports and Item Report.  Select your date range, and then choose the item. 

This is a nice resource for tracking procedures and items sold.  For example, a code can be created called “Office Exam, New Client”.  You would then be able to report out new client visits during chosen time periods.


Client Income Report:  A new report has been added that allows you to select a date range and output individual client’s spend with your clinic during that specified date range.  This is a great way to thank clients who are loyal to your practice.  Simply travel to reports and select “Client Income”.  Enter the date range and the report will generate as an excel file.  You can then choose to sort that by any of the column variables.


Client Transaction Report:  VOS now has a very easily retrievable client transaction report.  Select the client of interest.  Next to the “Outstanding Balance” Button, there is now a “Transaction Report” button.  By clicking this, the user will get a chronological listing of all items transacted for this client.  The related invoices are hot links that can be clicked to examine.  The report can be viewed, downloaded as an excel file, or printed as a PDF file.


Enhancements and Improvements:

In our efforts to continually enhance and improve the user experience, the following refinements will be deployed on Wednesday, February 22, 2017.    

- One and two day reminder cycles have been added to your options list.  This will enable users to create call back and follow up reminders for 24 and 48 hours as well as the existing 72 hours.
Transactions items will now be listed in the order entered in the transaction screen.  This will improve invoice readability and allow for a chronological listing of items on an estimate.
- The permissible character count has been increased to 2500 characters in the free form text box on invoices.  This will allow you to enter, or copy and paste, longer discharge instructions and client information.
- In the Inventory/Procedures/Vaccines section, category results have always been sortable alphabetically.  We have now added this functionality to search results as well.

We hope you enjoy the improvements we've made.  As always, we thank you for your use of VetOfficeSuite.com and appreciate your efforts in improving our product.

Sincerely yours,

Eric Bregman, VMD
CEO

VetOfficeSuite.com

Tuesday, December 20, 2016

VetOfficeSuite.com Welcomes BenefitMall to our Network!




At VetOfficeSuite.com, we are always looking to collaborate with other companies who can help pass savings and great service on to our users. 

This week, we would like to introduce BenefitMall to our network! BenefitMall provides Payroll and HR services to small businesses.  Unlike the large payroll companies who focus on companies with 60 or more employees, BenefitMall provides exceptional service and affordable pricing for smaller companies and their typical customer ranges from 1-20 employees.

The beginning of a new year is the easiest time to sign up, so BenefitMall is offering a lifetime discount of 30% off your current invoice or off their base rate.  For more details, reach out to our local contact by visiting their website, www.PayrollServicesNassauCounty.com, or email them by clicking here.

Have a safe and happy holiday season, and best wishes for a successful 2017!

Friday, October 21, 2016

VACCINE CERTIFICATE AND REMINDER IMPROVEMENTS

Dear VetOfficeSuite.com community,

As we strive to continually improve the application, we have just released some improvements to the vaccine section in View Medical Records.  Please be sure to clear the cache on all devices that use VetOfficeSuite.com this morning.  Instructions for various devices and web browsers can be found at http://www.refreshyourcache.com/en/home/

Please note the following changes.

1.  Visual Icon to Identify Vaccines entered through the "Add Existing" Portal:
We have added a visual icon to the vaccinations section so that you can quickly and easily identify vaccines that have been manually entered.

Inline image 2


2.  UPDATING REMINDERS:
VetOfficeSuite.com will now automatically update previous reminders and replace them with new ones.  In the case example demonstrated below, the patient was previously vaccinated with a three year canine rabies and a DA2PP vaccine.  When those SAME vaccines are transacted again at a later date, the previous vaccines will be marked "UPDATED"  This will automatically update the reminder system to only send the new reminder and will cancel the old reminder for the previously administered vaccines.

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3.CERTIFICATE IMPROVEMENTS
Printing of vaccine certificates has been improved to ensure that only the selected vaccinations appear on the vaccine certificate.  Remember, these certificates can be digitally signed within the system, and they can be printed, saved as .pdf files, or emailed directly to the client from our servers.

Thank you for using VetOfficeSuite.com. Your continued support is much appreciated.

Eric Bregman, VMD
CEO
VetOfficeSuite.com

Tuesday, October 4, 2016

New Features Review by Dr. Eric Bregman, CEO of VOS

Dear VetOfficeSuite.com Community:  We are pleased to announce that on the morning of Wednesday, October 5th, we will be rolling out several new features and enhancements for VetOfficeSuite.com.

It is important that you clear the cache on all devices that you use VetOfficeSuite.com on.  For reference, you may visit Refreshyourcache.com.  This site provides instructions for clearing cache on multiple devices and web browsers.

NEW FEATURE LIST

Auto Save on the Soap form:  We have updated the SOAP forms to allow for auto saving.  Should you accidentally close your SOAP form window, or hit the back button, the information you have entered is automatically saved.  It is important to remember that if you create two SOAP forms or do not want to use the form created for a patient then you delete it or edit it within 24 hours.

The Monthly and Weekly Calendars will now all begin on Sunday:  All calendars in the system will now begin with Sunday.  

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Ability to Inactivate an Inventory/Procedure/Vaccine Code:  Admin users will now have the ability to inactivate an inventory/procedure or vaccine code.  This feature will allow an item to be inactivated.  It will then no longer populate on the transaction screen.  All reporting features will remain intact.  Users SHOULD NOT delete or CHANGE the name of items.  Ideally, if you no longer use an item, or you want to change the name of an item, users should create a new inventory/procedure/vaccine code.  This will allow for a much-improved reporting system.  Items can be re-activated by simply unticking the check box.

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When an item is tagged inactive, the screen will appear grayed out.  This is normal and alerts the user to the fact that the item is inactive.

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SPAY NEUTER TICK BOX:  Users will now have the ability to tag a procedure code as a Spay/Neuter Code.  This will cause the patients' gender to automatically be updated when a Spay/Neuter item is transacted.  Users should go to the Procedure section tick the Spay/Neuter box for all procedures that cause the gender of a patient to change (Spay, Neuter, Pyometra and Cyrptorchid surgery for example).

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Users will be notified in the transaction screen that the pet's gender will change when the transaction is complete.  Note that should the transaction be deleted, the pet will return to its original gender.

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INCREASE AND BOLD THE INSTRUCTIONS PORTION OF THE PRESCRIPTION LABELS:  We have increased the font size on the instruction section of the prescription label.  Instructions will now also appear in bold.

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Total Records, Clients and Patients:  We have updated the Clients and Patients tab to indicate total number or records, total number of clients, and total number of patients.

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OUTSTANDING BALANCE REPORT:  We have added an outstanding balance report to the reports section of Vetofficesuite.com.  Simply enter a date range and an excel report will be created that shows all the information related to those clients that have an outstanding balance.

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Thank you for being a loyal VetOfficeSuite.com customer.  It is your patronage that allows us to continue to improve and enhance the software.

Sincerely yours, 

Eric Bregman, VMD
CEO VetOfficeSuite.com, LLC