Tuesday, October 30, 2018

UPDATES AND ENHANCEMENTS OCTOBER 2018





November 1, 2018




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 November 1, 2018.  Please be sure to clear the cache on all devices, including mobile devices, on the morning of November 1, 2018.  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.



Reports and Forms Tab Collapsed
In an effort to improve the user interface, the "Reports and Forms" drop down menu is now collapsed by default.  To access those items, simply click the "+" sign next to reports and forms.




USDA 7001 HEALTH CERTIFICATE

The USDA 7001 Health Certificate has not been integrated into VetOfficesuite.com.  Users are able to open the form, enter the variables, save the certificate and print it as necessary.  Select the appropriate patient, Open the Reports and Forms Section, and Choose "USDA 7001" .  Create the form by completing the variables as you would with the paper version. 


Once you have completed filing out the form, save it. You are then able to print the form and sign it to present to your client.  


JUMP LINK TO VACCINATIONS FROM PET INFO SCREEN
In order to improve work flow and the user experience, there is now a hot link in the patient info screen.  Simply click "Medical History Vaccination" to be taken directly to the Vaccination history page for the identified patient.  This should save you a few clicks.


INACTIVATE A CLIENT
Users may now easily Inactivate a client by clicking the "Inactivate Client" radio button. This will "grey" out the client information screen in search results and when viewing.  All records will be maintained.  You will not be able to create an invoice for an inactivated client, however you will be able to search for them.  Should the client become active at your facility again, simply click the radio button to access all the normal functions of the software.  Inactivated clients will not be "counted" towards your monthly charge.







ENTER RABIES TAG NUMBERS FROM THE TRANSACTION SCREEN
Users now have the ability to enter rabies tag numbers directly from the transaction screen.  For this functionality to work, please go to the VACCINES tab in inventory/procedures/vaccines and select a rabies vaccine code.  Scroll to the bottom and tick the "IS RABIES" box.  Be sure to click save once this is completed.  This should be done for all vaccines that are a rabies vaccine.



Once this is completed, when transacting a rabies vaccine, after entering the lot number, there will be a box on the transaction screen that allows you to enter the rabies tag number.  When the invoice is saved, the system will automatically update the rabies tag number to the new one in the PET INFO screen.






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!

























Thursday, June 7, 2018

UPDATES AND ENHANCEMENTS JUNE 2018




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 Saturday June 9th.  Please be sure to clear the cache on all devices, including mobile devices, on the morning of June 9, 2018.  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.




ANTECH INTEGRATION:  The team at VetOfficeSuite.com is pleased to announce that we have integrated our system with the Antech Laboratory. This will enable users to create lab requisitions (from either the transaction screen or the Antech Lab Tab in the patient info screen), submit lab samples, and have the results populate directly back to the patient record. There is a new box on the home screen that alerts users when lab results are final, have been viewed, and when the results have been delivered to the owner. The following paragraphs describe the set up and use of this fantastic new enhancement to our software platform.

Antech Online Account: 

For the integration to work properly, users must have an Antech Online account. For those who have an existing account, your account information can be populated into VetOfficeSuite.com. This done by going to "Settings", selecting "My Account" and scrolling down to the Antech Integration Section. For users who do not have an existing Antech Online account, you can click the blue link in the My Account section to be taken directly to Antech's online log in screen. If you do not have online access, click the "REGISTER NOW" button and continue through the process.




For those who already have online access, the following information will be required:

  • Hospital ID Number
  • Antech User Name
  • Antech Account ID (different from the hospital ID number and provided by Antech)
  • Zip Code
  • Your Antech Password
  • The Antech Corporate ID for all users is 0 (zero)

Once that information is entered, click update and you are ready to begin to use the new integration.




CREATING REQUISITIONS:  In order for Antech to push lab results to the patient record, a requisition MUST be created within the VetOfficeSuite Application.  This allows our system to "ping" the lab, and when results are finalized have them populate back to VetOfficeSuite.  Once the requisition is created, it should be printed and submitted with the samples to the lab.  You are still free to create requisitions on paper or via the Antech Online application, however, ONLY requisitions created within VetofficeSuite will automatically populate to the patient record.




METHOD #1:  From the patient information screen, select the "ANTECH LAB ORDERS" Tab. The user should then select "Add Antech Test". The system will automatically populate the client and patient information. Scrolling down will bring you to a text box that says "Order" This is where the user enters the lab test they wish to have performed. This text box is pre-populated with the vast majority of the available tests offered at the lab. Users can enter the Antech code or simply type the name of the test in the box and you will be presented with choices. Select the test that you wish to have the lab perform. The notes box can be used for such comments as "Cysto, Free Catch or Cather". Should you wish to add more tests, simply click Add More and select the next test you would like to run. When all the tests have been ordered, select the doctor responsible for the case and then click Submit

NOTE:  There are some character limitations in this text box, so if you have your license number or state after your name in the system, you may have to shorten or remove the extra characters.


Once the order has been submitted, the user will be taken back to the Antech Lab Orders Page. You will notice there is now a link called "View Requisition" The user should click this and the Requisition Order will open in a new tab. It is critical that POP UPS are NOT blocked to ensure the page loads properly. The requisition is printed and submitted along with the samples as per your normal submission process. The status of the order will remain "Incomplete" until the FINAL results are available. Should you make an error in creating the requisition, or decide that you wish to add tests to the current patient, simply create a new requisition with the desired tests. The system does not allow for requisition orders to be changed.
It is important to note that Antech will simply disregard requisition orders that are not accompanied by a sample and no efforts are required by you or your staff, and you account will not be charged.



Below is a sample requisition order that can be printed from your web browser.  You will note the VOS specific Req no in the upper right hand corner.  This ensures that final results will be populated to the correct patient record.




Antech Result Box on the Home Page: We have added a notification box to the home page for lab results. Once results are final and have populated into VetOfficeSuite.com, there will be a notification for users that includes the client and patient name. The first user that "Views" the results, will be identified by name. The "Delivered To Client" Tab is green until a user clicks it. The box will then grey out. This indicates that results have been delivered to the client. This should be reserved for Doctors or Technicians who are actually reporting results to client.







METHOD #2: In order to streamline the user experience and save time at the front desk, users will now also have the ability to create requisitions directly from the transactions page. This is a two step process. User will first have to assign an Antech code to their existing procedure code for an individual lab test. Multiple lab tests will present on the invoice screen and once the invoice is completed, the user simply clicks the "Submit Antech Test".

Step One An admin user should click the "Inventory and Procedures" tab. Select procedures and either search for a particular lab test or open the Lab Services Tab. Edit the laboratory test you wish to assign an Antech code to. Enter the ANTECH CODE in the "Associated Antech Test (code)" box. This test code must match the Antech test you wish to run. Click Save


Step Two:  The user can now enter the transaction screen and complete an invoice in the normal fashion. Those test codes that have been associated with an Antech code will be identified on the transaction with "Antech Test" to the left of the patient name. Once the invoice is complete and all the various test codes have been transacted, the user simply needs to click the "Submit Antech Test" tab and the requisition will be automatically created. A dialogue box will inform you that the process was successful. Save the transaction as you normally would and then click the patient name under "Today's Transactions". Click the "Antech Lab Orders" tab and your requisition will be ready to print. You can also open the transaction and click the blue "View Antech" tab and you will be taken directly to the requisition.

Clicking the "Submit Antech Test" button is a one time event.  Should tests need to be added or changed, the user will need to delete all the previously entered tests and re-enter them on the selected invoice.  Then click the submit antech requisition button.  This is required based on the communications that must be made with the Antech Server to create the requisition.  Be sure if you do this, that you print the correct requisition in the Patient Info Screen.








PATIENT TRANSFER:  We have added the ability to transfer a patient from one owner to another. On the patient information screen select "MOVE PATIENT". Type the last name of the new owner to populate the search box. Select the owner and the patient and all associated medical records will be moved. Invoices and financial responsibility like outstanding balances REMAIN with the previous owner.


ADDED CLIENT TELEPHONE NUMBERS TO THE APPOINTMENT REPORT: Client telephone numbers have been added to the appointment report.

REPORTS ON iOS DEVICES:  Users will now have the ability to run all VetOfficeSuite.com reports on their iOS devices. Once the report is created, the user can view the report or export it to another application on your phone such as Numbers, Excel or a PDF reader. To export the report, simply click the export button at the bottom of the Safari Browser and choose the application you would like to view the report in.

CHECK BOX FOR "APPROXIMATE BIRTHDAY":  On the patient information screen, there is now a check box that users can tick to indicate the birthday is approximate.






UPDATE TO THE CLIENT COMMUNICATION SCREEN:  The client communication screen has been updated to mimic the SOAP screen. Super Admins will have the ability to re-open client communications and edit them with the edit date saved in VetOfficeSuite. Auto saving has also been instituted.

UPCOMING FEATURES:
Our development team is working hard to build new features to improve the user experience.  The following items are currently in development and on our testing site.  We will update you with expected deployment dates shortly.

  • USDA 7001 Health Certificate
  • Ability to enter rabies tag numbers in the transaction screen
  • Ability to inactivate a client

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!







































Tuesday, January 30, 2018

UPGRADES AND ENHANCEMENTS FEBRUARY 2018



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 February 1, 2018.  Please be sure to clear the cache on all devices, including mobile devices, on the morning of February 1, 2018.  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.



CANINE AND FELINE DENTAL FORMS:
We are pleased to announce the creation of interactive dental forms for your canine and feline patients.  Users will now have the ability to create a dental form, document areas of concern, dental disease and extractions.  The form will print on two pages of 8.5X11 paper and can be emailed to clients following a procedure.  These forms are available for canine and feline patients and the dentition is mapped accordingly.  Simply click the mouse or use your finger on a tablet to highlight an area of concern.



THUMB NAIL IMAGES OF FILES IN THE DOCUMENTS AND IMAGES SECTION
In an effort to make it easier to find the images you wish to view, we have added thumbnails of all images and pdf documents in the documents and images section. You can now quickly and easily find the radiograph or ultrasound image you wish to view.


TICK BOX FOR CLIENTS WITHOUT EMAIL ADDRESSES
User may now tick a check box for clients that do not have email addresses. This will allow you to enter those clients into the system without requiring an email address.  A new report has been created named "Clients without email addresses".  This will allow you to identify those clients and communicate with them via telephone or regular mail.  NOTE: Clients that do not have email addresses will not receive automated email reminders for appointments, vaccines or preventatives.  Those clients will also not have pet portal access, as that requires an email address.  Be sure to click the SAVE button after selecting the tick box.




UPCOMING FEATURES:
Our development team is working hard to build new features to improve the user experience.  The following items are currently in development and on our testing site.  We will update you with expected deployment dates shortly.

  • ANTECH Laboratory Integration:  Users will be able to create lab requistions from within VetOfficeSuite.com and have those results automatically populate into the patient record.
  • Transfer patients from one owner to another
  • Print all reports on iOS devices
NORTH AMERICAN VETERINARY CONFERENCE:
VetOfficeSuite.com will be exhibiting at the North American Veterinary Conference in Orlando Florida.  Stop by booth 3539 and visit with us.


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!


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