Sunday, July 21, 2019

VetOfficeSuite.com: IMPROVEMENTS AND ENHANCEMENTS JULY 2019


July 24, 2019




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 July 24, 2019.  Please be sure to clear the cache on all devices, including mobile devices, on the morning of July 24, 2019.  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.





TEXT REMINDERS FOR VACCINES, PREVENTATIVES, AND APPOINTMENTS

As many of us know, text messages have become an integral part of every day life.  In order to improve reminder compliance, we have added text reminders to VetOfficeSuite.com.  Included as part of your monthly subscription fee, our system will now automatically text all reminders to your clients for upcoming appointments and vaccines/preventatives that are due.  There are several things to note:
  • For the reminder system to be activated for your account, the admin user/owner of the account must email me at DrEricBregman@VetOfficeSuite.com to turn on this feature.
  • The text reminders will be driven from the mobile phone section of the client information screen. It is very important that if a client only has one mobile phone number, that number be entered in both the Home Phone and the Mobile Phone section
  • The SMS reminder tick box will be ticked by default. If you have clients that do not wish to receive text messages, simply untick the box and click save.
  • Our reminder service will allow clients to unsubscribe.  They simply have to reply "STOP" to the text message they received and they will no longer receive  text reminders. 
  • Your telephone number appears in the text message and is hot linked on iOS devices. Clients simply need to press your number in the text message and they can immediately call your clinic


SAMPLE TEXT MESSAGES
 


DISCOUNT CODE
Discounts are often offered at veterinary clinics for clients that are senior citizens or active members of the military. In an effort to streamline checkout and decrease the amount of time this process takes, we have added the ability to create client specific discounts.

The first step in this process is to travel to the client information screen.  The user should tick the "Discount Applies as a Percent" box.  Once this is accomplished, the text box allows the user to enter a discount (entered as a percent and a whole number).  Finally, should you wish to label the discount, there is a drop down menu with several pre-populated choices to choose from. Should you wish to customize the discount, you can select the other option and type in the discount type.


The next step in this process is to go to the procedures, inventory and vaccines section.  There you will notice a message that indicates entire categories can be discounted.  For example, if you wish to discount all lab testing by 10 percent for certain clients, go to procedures and tick the "Discount Applies" box next to "Lab Services.  When this is completed, any client who has been designated to received a discount will receive one for any item in this category at the pre-determined percent you entered in the client info screen.


Should you wish to discount individual items, rather than an entire category, simple search for the item, edit it and tick the "Discount Applies" box for that individual item.  This option will not be available if the discount has been applied to the entire category.


When invoicing a client in the transaction screen, if the client has been selected for a discount, and the item is discountable, the system will automatically calculate the discount for you. The client will see on their receipt what their total discounts for the transaction are.



IMPROVED SOAP LOGIC

In efforts to continually improve the SOAP functionality of the software the following enhancements have been made to ensure that entered SOAPs are properly saved and recorded. Please note the following:
  • Our auto save logic has been improved. SOAPS will now save with the information entered should a user accidentally travel to a different website, move to a different tab within VetOfficeSuite, or accidentally close the working browser.  NOTE:  The system will save the text entered when a user clicks out of or TABS out of the text box.  This means that the information must be entered and the user must leave the text box for the autosave feature to work.
  • Users will now receive a pop up box warning indicating that a SOAP is open on another computer or device.  The user will not be able to edit or change the SOAP until the work on the other device is completed.  This will prevent one user from overwriting the work of another user.




Calendar Improvements
We have instituted several improvements to the calendar.  Please note the following:
  • We have added a feature that allows the system to utilize the local time zone stamp when viewing and editing appointments. This should alleviate any issues with users in time zones that are different from our servers
  • Users will now have the ability to edit the reason for visit box for appointments that have already passed.  Several users requested this feature for convenience
  • There is a new and improved "View Appointment List". The user simply has to enter the client name or the pet name and a chronological list of past and upcoming appointments will populate.  


SETTINGS IMPROVEMENTS
There are two enhancements to the settings section:
  • Emails that are sent to clients will now include your veterinary hospitals name in the subject line.  This should improve client recognition.

  • We have added the ability to add messages to the bottom of clients receipts.  This feature can be utilized to thank clients, educate them about preventative health, and inform them about upcoming specials or promotions.  Click settings, and then tick the "Add Personalize Message to Invoice" box.  You are then free to enter whatever text you choose in the text box below. This will appear at the bottom of the clients invoice when printed or emailed.



ADDITIONAL REPORTS
Two additional reports have been added to VetOfficeSuite.com:
  • Users will now have the ability to run a report for invoices that have been emailed.  This follows our standard procedure of entering a date range and having the report exported as a XCL/CSV file.
  • We have created a rabies vaccine report.  For those vaccines marked as rabies vaccines, users can now run a report within a date range that will output client and pet information, the date, type and duration of the rabies vaccine administered, rabies lot information and the pet's rabies tag number.  This is particularly useful for those clinics that are required to report rabies vaccinations to their local municipalities.


ANTECH INTEGRATION IMPROVEMENTS 
We have instituted several user interface improvements to the Antech integration offered in VetOfficeSuite.com
  • Admin users now have the ability to delete incomplete or erroneous requisitions.  This should only be done when there has been an error in creating a requisition and a new one is required.  This cannot be done once results are finalized.  This should not be used when results are pending as the connection to the Antech server may be lost.
  • Clicking the "View" or "Viewed By" button on the home screen will now take you directly to the Antech Results section in Documents and Images.
  • The "Patient's Results" Button has now been highlighted in the Antech Lab Orders section for easier visibility.




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, 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!