Help Section for QuickVet and

The Animal Hospital Management System

Initial Procedures in Setting Up

the Management System

for Your Practice

Employees/Users

Information about every employee of the practice needs to be entered into the AHMS. Each employee that will be using the AHMS to perform their duties (User) must be assigned a User Name, Password, and Authority Code(s). Generally, all employees will also be users.

1. Go to BUSINESS -> EMPLOYEES -> INFORMATION, and click on Information. The Employee Information Form will appear. After employees have been entered, the screen will display a list of all employees.

2. Push the INSERT NEW EMPLOYEE button located at the bottom, middle of the screen. The Employee Information form will appear. AHMS will automatically assign an employee number to the new employee.

3. Enter all necessary information for the employee. Use the <Tab> or <Enter> key on your keyboard to navigate the fields. Use your mouse to select the tabbed areas in the bottom portion of the form (Security, Comments, Payroll Comments, Hours).

4. The Service Date may be entered manually by typing the date, or mouse click in the Service Date field to produce a calendar from which you can use your mouse to select the appropriate date.

5. User Names, Passwords, and Authority codes are entered in the Security tabbed area.

Guidelines for assigning User Names, Passwords, and Authority Code(s):

• Be certain that all employees are assigned a UNIQUE User Name.

• User Name and Password should not be obvious or easily related to the user.

• User Name is always alphabetic, in all upper case letters, and a maximum of 10 characters.

• Passwords can be a combination of letters and numbers (alphanumeric), and a maximum of 12 characters. A combination of letters and numbers is recommended for a password, as compared with a totally alphabetic or totally numeric password. Any letters in the password are case sensitive. If a letter in a password is entered as upper case in the Employee Information form, it must also be entered as upper case when logging in to the AHMS or an error message will be displayed.

• Determine the Authority Codes that will apply to the user from the list on the Employee Information form.

IMPORTANT NOTE!: Any employee assigned the Authority code of "P" will be able to access and edit User Names, Passwords, and Authority codes for all employees, as well as payroll and other sensitive information.

When all information has been entered for the new employee, you may push the INSERT NEW EMPLOYEE button located at the bottom, middle of the Employee Information form to add another employee, or you may push the OK button located at the bottom, right-hand side of the form to return to the Employee Information (list) screen.                                   

Vaccination Descriptions

Setting up vaccination information is a two-step process. The first step is entering descriptions of the vaccinations, and the second step is setting up various time periods for the vaccinations. A set of data is provided as a starting point for both of these steps. This data can be reviewed and then modified by editing, deleting, or adding to it in order to customize the information for your practice.

Entering Descriptions of the Vaccinations:

(This must be accomplished before entering Vaccination Setup information)

1. Go to HOSPITAL -> LISTS -> VACCINATION DESCRIPTIONS, and click on Vaccination Descriptions. The Vaccinations Form will appear displaying a list of all Vaccination Descriptions already entered.

2. You may choose to either delete, add, or edit Vaccination Description information.

3. To delete a Vaccination Description:

A. Single click in either the Vaccination or Description column of the vaccination to be deleted from the list.

B. Push the DELETE ITEM button located at the bottom, middle of the screen.

C. Push the YES button in the Delete Vaccination message box.

D. Push the YES button in the Deleting Vaccination message box. If the vaccination has been used, you will need to set the Active Vax property located at the lower, right-hand side of the Vaccinations Form, just below the vaccinations list, to No by pushing the down arrow at the right side of the box, and then clicking on No.

4. To add a Vaccination Description:

A. Push the ADD VACCINATION button located at the bottom, middle of the screen.

B. Assign a unique vaccination code to the type of vaccination you are adding by typing the code in the Vacc Code field located at the lower, left-hand side of the Vaccinations Form, just below the vaccinations list.

C. Use the <Tab> or <Enter> key on your keyboard to navigate between the fields to input information.

5. The Active Vax property should always be set to Yes unless you are attempting to delete a previously used vaccination from the list, or under other special circumstances.

6. Set the Reminder property to Yes for the AHMS to automatically produce reminder cards to be mailed to clients when this vaccination is due again. Set it to No if you do not wish reminder cards to be sent.

7. Enter a description of the vaccination in the Description field. This information will appear on client receipts.

8. Enter an Order number in the Order field. This number will determine the order the vaccinations will be listed in on the patient’s record.

9. Enter information in the Reminder Description field if you have chosen to produce reminders for this vaccination.

10. Enter additional information in the Comments field for reference.

11. In the Certificate field, use the arrow at the right-hand side of the box to choose a type of certificate that will be automatically printed when this vaccination is recorded as dispensed to a pet. If this field is left blank, no certificate will be produced automatically.

12. You may push the ADD VACCINATION button to accept the entered information, add it to the vaccinations list and be immediately ready to enter another vaccination; or push the ENDEDIT button to accept the entered information, add it to the vaccinations list and be at the vaccinations list; or push the CLOSE button to accept the entered information, add it to the vaccinations list and close out of the Vaccinations Form.

13. To edit a Vaccination Description:

A. Single click in the Vaccinations column of the vaccination you wish to edit.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Edit the information you wish to by clicking in the desired field and entering the new information.

D. Push the ENDEDIT button located at the bottom, right-hand side of the screen when you are finished editing the desired information.

14. Push the CLOSE button to exit the Vaccinations List Form.

Vaccination Setup

Setting up vaccination information is a two-step process. The first step is entering descriptions of the vaccinations, and the second step is setting up various time periods for the vaccinations. A set of data is provided as a starting point for both of these steps. This data can be reviewed and then modified by editing, deleting, or adding to it in order to customize the information for your practice.

Setting Up Various Time Periods for the Vaccinations:

(Enter Vaccination Descriptions first.)

1. Go to HOSPITAL -> LISTS -> VACCINATION SETUP, and click on Vaccination Setup. The Vaccination Setup Form will appear displaying a list of all Vaccination Setups already entered.

2. You may choose to either delete, add, or edit Vaccination Setup information.

3. To delete a Vaccination Setup:

A. Single click in the Reference Code field of the Vaccination Setup to be deleted from the list.

B. Push the DELETE ITEM button located at the bottom, middle of the screen.

C. Push the YES button in the Delete Reference Code message box.

D. Push the YES button in the Deleting Reference Code message box.

E. Push the OK button in the Deleted message box.

4. To add a Vaccination Setup:

A. Push the ADD CODE button located at the bottom, middle of the screen.

B. Determine and enter a reference code (maximum 30 characters) in the Reference Code field. This code is used to uniquely reference a specific vaccination, particularly in cases where a series of the same vaccination is applicable.

C. Select the appropriate Vaccination Code (category) from the drop down list. Push the down arrow located at the right hand side of the Vaccination Code field, scroll the list until the desired code is located, and then click on the desired code. The information in the grayed out fields directly below the Vaccination Code field is automatically derived from the information that was input when entering Vaccination Descriptions.

D. Select a Period for the Reference Code from the drop down list. Push the down arrow located at the right hand side of the Period field, scroll the list until the desired period is located, and then click on the desired period.

E. Determine and enter a Description that describes this vaccination/period combination uniquely.

F. Any desired comments may be entered in the Comments field.

G. The Date Active field is automatically filled with the current date.

5. To edit a Vaccination Setup:

A. Single click in the Reference Code column of the Vaccination Setup that you wish to edit.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Edit the information you wish to by clicking in the desired field and entering the new information.

D. Push the ENDEDIT button located at the bottom, right-hand side of the screen when you are finished editing the desired information.

6. Push the CLOSE button to exit the Vaccination Setup Form.

Billable Categories

The Billable Categories entries are not mandatory, but are very useful for tracking revenues related to particular areas within your practice. General Billable Categories are Procedures, Drugs, and Stock items. You may design the list to reflect the specific categories applicable to your practice. Data in the Billable Categories list may be added, edited, or deleted.

1. Go to HOSPITAL -> LISTS -> BILLABLE CATEGORIES, and click on Billable Categories. The Billable Categories Form will appear.

2. You may choose to either add, edit, or delete Billable Categories.

3. To add a Billable Category:

A. Push the ADD CATEGORY button located at the bottom, middle of the screen.

B. Enter the name of the category in the Category field located immediately below the list.

C. Enter a description of the category in the Description field.

D. Enter a number between 1 and 20 in the Travel Sheet Assignment field to have this particular category of billable appear on the Mobile Travel Sheet. Contact BWC for more information concerning this topic.

E. Push the ENDEDIT button to add the information to the Billable Categories list.

4. To edit a Billable Category :

A. Single click in the Category column of the Billable Category that you wish to edit.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Enter the desired information in the fields you wish to edit.

D. Push the ENDEDIT button to accept the new information.

5. To delete a Billable Category:

A. Single click in the Category column of the Billable Category you wish to delete.

B. Push the DELETE ITEM button located at the bottom, left-hand side of the screen.

C. Push the YES button in the Delete Category message box.

D. Push the YES button in the Cannot Undo message box.

6. Push the CLOSE button to exit the Billable Categories Form.

Species

The Species must be entered, before adding/reviewing the breeds (since each breed must be assigned to a species).

1. Go to HOSPITAL -> LISTS -> SPECIES, and click on Species. The Species form will appear.

2. You may choose to either Insert a new species, edit, or delete Species Categories.

3.To Insert a New Species

A. Push the INSERT A NEW SPECIES button located at the bottom, middle of the screen.

B. Enter the name of the species in the Species field highlighted on the right side of the screen.

C. Enter size of the species (large or small). This is Required.

D. Enter any comments concerning this species.

E. Push the ENDEDIT button to add the information to the Species list.

4.To edit a Species:

A. Single click in the Species that you wish to edit.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Enter the desired information in the fields you wish to edit.

D. Push the ENDEDIT button to accept the new information.

5.To delete a Species

A. Single click in the Species you wish to delete.

B. Push the DELETE ITEM button located at the bottom, left-hand side of the screen.

C. Push the YES button in the Delete Species message box.

D. Push the YES button in the Cannot Undo message box.

6. Push the CLOSE button to exit the Species Form.

Breeds

A large number of breeds and crosses are provided, you need to add any which may be specific to your practice. ONLY breed descriptions which are listed here may be inserted in the Pet records, this is to avoid too much variation in the breed listing.

Complaints

These entries are for rapid entering of typical "presenting problems" at Arrival of cases, however you will be able to enter other descriptions (unlike Breeds, City)

When processing arrivals, a general reason for the pet’s visit may be selected from the Complaints list. A set of data is provided as a starting point for this list. This data can be reviewed and then modified by editing, deleting, or adding to it in order to customize the information for your practice.

1. Go to HOSPITAL -> LISTS -> COMPLAINTS, and click on Complaints. The Complaints Form will appear displaying a list of all Complaints already entered.

2. You may choose to either delete, add, or edit Complaint information.

3. To delete a Complaint:

A. Single click on the name of the Complaint to be deleted from the list.

B. Push the DELETE ITEM button located at the bottom, middle of the screen.

C. Push the YES button in the Delete Complaint message box.

D. Push the YES button in the Cannot Undo message box.

4. To add a Complaint:

A. Push the ADD NEW COMPLAINT button located at the bottom, middle of the screen.

B. Enter the complaint in the Complaint field located directly beneath the list of complaints.

C. Push the ENDEDIT button located at the bottom, right-hand side of the screen, or use the <Enter> key on your keyboard.

5. To edit a Complaint:

A. Single click on the Complaint in the list to be edited.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Begin typing and the Complaint in the list will be updated.

D. Push the ENDEDIT button located at the bottom, right-hand side of the screen.

6. Push the CLOSE button to exit the Complaints Form.

City/Zip Codes

Unless you are close by us, you will need to enter all your local Town/City names, including State and Postcode. Only values listed here will be allowed to be entered in the Client record.

Prescription Dosages

A set of data is provided, but you may wish to add to it. These values are used at dispensing time, an abbreviated code is entered but the expanded text is written on the Label and Invoice.

The Prescription Dosage list is referenced when prescribing medications and printing labels for the prescriptions. A set of data is provided as a starting point for this list. This data can be reviewed and then modified by editing, deleting, or adding to it in order to customize the information for your practice.

1. Go to HOSPITAL -> LISTS -> DOSAGES, and click on Dosages. The Prescription Dosage Form will appear.

2. You may choose to either delete, add, or edit Prescription Dosage information.

3. To delete a Prescription Dosage:

A. Single click in the Dosage column of the dosage to be deleted.

B. Push the DELETE ITEM button located at the bottom, middle of the screen.

C. Push the YES button in the Delete Dosage message box.

D. Push the YES button in the Cannot Undo message box.

4. To add a Prescription Dosage:

A. Push the INSERT NEW DOSAGE button located at the bottom, right-hand side of the screen.

B. Enter the code for the dosage in the Dosage field.

C. Enter a brief description of the dosage in the Description field.

D. Enter directions and other relevant information that you wish to be printed on the prescription label in the Label Description field.

E. Push the ENDEDIT button to add the information to the Prescription Dosage list.

5. To edit a Prescription Dosage:

A. Single click in the dosage column of the item in the list to be edited.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Enter the new information in the desired fields below the list.

D. Push the ENDEDIT button located at the bottom, right-hand side of the screen.

6. Push the CLOSE button to exit the Prescription Dosage Form.

Drug Admin Location

Similar to Dosages, enter a code at dispensing and the full text is applied to the label, etc.

The Administered Location list is referenced when prescribing medications and printing labels for the prescriptions. A set of data is provided as a starting point for this list. This data can be reviewed and then modified by editing, deleting, or adding to it in order to customize the information for your practice.

1. Go to HOSPITAL -> LISTS -> DRUG ADM LOCATION, and click on Drug Adm Location. The Administered Location Form will appear.

2. You may choose to either delete, add, or edit Administered Location information.

3. To delete an Administered Location:

A. Single click in the Location column of the Administered Location to be deleted.

B. Push the DELETE ITEM button located at the bottom, middle of the screen.

C. Push the YES button in the Delete Location message box.

D. Push the YES button in the Cannot Undo message box.

4. To add an Administered Location:

A. Push the INSERT NEW LOCATION button located at the bottom, right-hand side of the screen.

B. Enter the code for the Administered Location in the Location field.

C. Enter a brief description of the Administered Location in the Description field.

D. Enter directions and other relevant information that you wish to be printed on the prescription label in the Label Description field.

E. Push the ENDEDIT button to add the information to the Administered Location list.

5. To edit an Administered Location:

A. Single click in the Location column of the item in the list to be edited.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Enter the new information in the desired fields below the list.

D. Push the ENDEDIT button located at the bottom, right-hand side of the screen.

6. Push the CLOSE button to exit the Prescription Dosage Form.

Pharmacy Methods

The Pharmacy Methods list contains information regarding how a medication is administered to a pet. A set of data is provided as a starting point for this list. This data can be reviewed and then modified by editing, deleting, or adding to it in order to customize the information for your practice.

1. Go to HOSPITAL -> LISTS -> PHARMACY METHODS, and click on Pharmacy Methods. The Pharmacy Methods Form will appear.

2. You may choose to either delete, add, or edit Pharmacy Method information.

3. To delete a Pharmacy Method:

A. Single click in the Method Code column of the Pharmacy Method to be deleted.

B. Push the DELETE ITEM button located at the bottom, middle of the screen.

C. Push the YES button in the Delete Method message box.

D. Push the YES button in the Cannot Undo message box.

4. To add a Pharmacy Method:

A. Push the ADD METHOD button located at the bottom, right-hand side of the screen.

B. Enter the code for the Pharmacy Method in the Method Code field.

C. Enter the unit of measurement by which the particular Pharmacy Method is measured in the Unit field.

D. Enter a brief description of the Pharmacy Method in the Method field.

E. Enter any personal comments that you wish to in the Comments field.

F. Push the ENDEDIT button to add the information to the Pharmacy Methods list.

5. To edit a Pharmacy Method:

A. Single click in the Method Code column of the item in the list to be edited.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Enter the new information in the desired fields below the list.

D. Push the ENDEDIT button located at the bottom, right-hand side of the screen.

6. Push the CLOSE button to exit the Pharmacy Methods screen.

Patient Location

Check the defaults, add specific geographical or descriptive values for your clinic. Verify the Order you wish the Locations to appear in the drop-down list.   Specify the Order #1 to the default location for Arrivals.

The Patient Location list contains choices by which you may designate where the pet is located within the clinic at any particular time that information is being processed for the pet. A set of data is provided as a starting point for this list. This data can be reviewed and then modified by editing, deleting, or adding to it in order to customize the information for your practice.

1. Go to HOSPITAL -> LISTS -> PATIENT LOCATION, and click on Patient Location. The Patient Location screen/form will appear.

2. You may choose to either delete, add, or edit Patient Location information.

3. To delete a Patient Location:

A. Single click in the Location column of the Patient Location to be deleted.

B. Push the DELETE ITEM button located at the bottom, middle of the screen.

C. Push the YES button in the Delete Location message box.

D. Push the YES button in the Cannot Undo message box.

4. To add Patient Location:

A. Push the INSERT NEW LOCATION button located at the bottom, right-hand side of the screen.

B. Enter the name you wish to assign to the Patient Location in the Location field located immediately below the list.

C. Enter the maximum number of patients allowed in this location (if desired) in the Limit field.

D. Enter a number in the Order field that will designate the Patient Location’s position in the drop down list on various forms within the AHMS. When a client arrives and is processed as an Arrival, AHMS will assign the client/pet to the default location (location designated as Order #1.00, which is the Waiting Room unless this information is edited and otherwise specified).

E. Enter more detailed information concerning the particular Patient Location in the Description field (if desired).

F. Push the ENDEDIT button to add the information to the Patient Location list.

5. To edit a Patient Location:

A. Single click in the Location column of the item in the list to be edited.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Enter the new information in the desired fields below the list.

D. Push the ENDEDIT button located at the bottom, right-hand side of the screen.

6. Push the CLOSE button to exit the Patient Location screen.

Payment Methods

Enter the various Payment Methods that are to be used at the practice.   Verify the type of Currency (Cash, Check, Credit Card, etc.) and the order you wish them to appear in a drop-down list.

The Payment Methods list contains choices regarding by what method a customer may pay their bill. A set of data is provided as a starting point for this list. This data can be reviewed and then modified by editing, deleting, or adding to it in order to customize the information for your practice.

1. Go to HOSPITAL -> LISTS -> PAYMENT METHODS, and click on Payment Methods. The Payment Methods screen will appear.

2. You may choose to either delete, add, or edit Payment Method information.

3. To delete a Payment Method:

A. Single click in the Payment Type column of the Payment Method to be deleted.

B. Push the DELETE ITEM button located at the bottom, middle of the screen.

C. Push the YES button in the Delete Method message box.

D. Push the YES button in the Deleting Method message box.

E. Push the OK button in the Deleted message box.

4. To add a Payment Method:

A. Push the ADD METHOD button located at the bottom, right-hand side of the screen.

B. Enter the code for the Payment Method in the Method Code field.

C. Enter a brief description of the Payment Method in the Method field.

D. Enter any personal comments that you wish to in the Comments field.

E. Push the ENDEDIT button to add the information to the Payment Methods list.

5. To edit a Payment Method:

A. Single click in the Method Code column of the item in the list to be edited.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Enter the new information in the desired fields below the list.

D. Push the ENDEDIT button located at the bottom, right-hand side of the screen.

6. Push the CLOSE button to exit the Payment Methods screen.

Proformas

Proformas are templates of treatments and diagnostic procedures for specific conditions and ailments. A set of data is provided as a starting point for this list. This data can be reviewed and then modified by editing, deleting, or adding to it in order to customize the information for your practice. You may also choose to print Proforma information.

Review the Clinical Procedures.  Augment with the steps and details to be used by the practice.

1. Go to VET ENTRY -> PROFORMAS, and click on Proformas. The Proformas screen/form will appear.

2. You may choose to either delete, print, add, or edit Proforma information.

3. To delete a Proforma:

A. Single click in the Description column of the Proforma you wish to delete.

B. Push the DELETE ITEM button located at the bottom, middle of the screen.

C. Push the YES button in the Delete Template message box.

D. Push the YES button in the Deleting Template message box.

E. Push the OK button in the Deleted message box.

4. To print Proformas:

A. Push the PRINT PROFORMAS button located at the bottom, middle of the screen.

B. Push the YES button in the Proformas Report message box.

C. Push the YES button in the Print or Preview message box if you would like to preview the Proforma Report before printing. Push the NO button, if you do not wish to preview the report. The Proforma Report is listed in alphabetical order by the description. You may navigate through the pages of the Proforma Report by clicking on the Report menu located at the top, left-hand corner of the screen. Clicking on Next Record in the Report menu will take you to the next page of the report. Clicking on Previous Record in the Report menu will take you to the previous page of the report. Clicking on Print in the Report menu will take you to the Print To (your default printer) screen. You may designate whether you wish to print all pages of the report, or specific pages only, before pushing the PRINT button located at the bottom, left-hand side of the Print To screen.

5. To add a Proforma:

A. Push the ADD PROFORMA button located at the bottom, right-hand side of the screen.

B. Enter a description (name) in the Description field located immediately below the list of Proformas.

C. Enter the date the Proforma was developed or entered into the AHMS.

D. Enter a category (such as general, skin, respiratory, etc.) in the Category field.

E. Enter the desired steps and/or procedures for diagnosing or treating the particular ailment being considered in the Template field. Any additional comments may also be entered in this field.

F. The Changes field may be used to record the date and editor whenever any policy changes are made to the Proforma.

G. Push the ENDEDIT button to add the new Proforma to the list.

6. To edit a Proforma:

A. Single click in the Description field of the Proforma you wish to edit.

B. Push the EDIT button located at the bottom, right-hand side of the screen.

C. Enter the desired information in any of the fields below the list.

D. Push the ENDEDIT button when you are finished entering information.

7. Push the CLOSE button to exit the Proformas screen.