About 70 Audit Logs 70 Options 71 General 71 Alerts 71 Account Password 71 Account Info 72 Download Data 72 Log Out 72

Transcription

1 Vet S8 User Guide Version: / Apr / 2018

2 Contents Introduction 4 Getting Started 4 Western Australian Users 4 Support 4 Supply to Patient 5 Receive from Supplier 7 Stock Check 9 Tasks 12 Stock Adjustment 12 Returns and Destruction 14 Destroy Stock 14 Patient Return 16 Destruction Register 18 Add Item 18 Pending Items 21 Destruction Activity 23 Stock Transfers 24 Pending Counter-Sign 26 Daily Entries 29 Reverse an Entry 31 Note 33 Lists 35 Users 35 Manager Setup 37 Users 39 Editing a User 41 Adding/Editing a User without the Manager 42 Setting up an Authorised Officer 43 Patients 45 Entering new Patients 46 Medications 48 Hiding Medications 50 Suppliers 51 Locations 54 Registers 57 Reports 59 Register 59 2

3 Patient Activity 61 Prescriber Activity 62 User Activity 63 Daily Activity 64 Location Activity 65 Supplier Activity 66 Medication List 67 Destruction Activity 68 Settings 70 About 70 Audit Logs 70 Options 71 General 71 Alerts 71 Account Password 71 Account Info 72 Download Data 72 Log Out 72 Appendix 72 Appendix A 72 Password Security 72 Medicine Unit Selection 73 Appendix B 73 Appendix C 73 3

4 Introduction The Modeus Electronic Drug Register Vet S8 is a software program that provides an electronic version of the traditional veterinary controlled drug register - refer to Appendix A for an example of such a paper-based register. Vet S8 is designed to help with compliance by providing a controlled approach to the recording of controlled drug transactions (such as S8) consistent with the requirements of the relevant authorities (e.g. Health Departments) in Australia. A key principle adopted by Vet S8 is that modification of register data is not permitted. Once a registry entry has been entered it cannot be modified. If a mistake has been made then a reversing entry can be created to balance out the changes of the original entry that was made in error. Getting Started If you are new to Vet S8, here is some information to help you get started. Set up the Manager - Please refer to the section titled The Manager for information about how to set up the Manager s Password. Add Users who will be entering data into Vet S8 refer to the section titled Users for more information about how to add Users Use the Stock Adjustment function to transfer the balances of each medication from your paper register refer to the section titled Stock Adjustments for more information Set up your list of Suppliers refer to the section titled Suppliers for information about how to add Suppliers Western Australian Users WA users should be aware of certain features as required by their Health Department. In particular please refer to Appendix A. Support Customers can send support queries via to: support@modeus.com.au Please note, the first time you contact support via you will need to register for support by simply clicking on the link in the automated reply and choosing a support password. This is a once-off process that ensures your support request and all future support requests are received by the support team. 4

5 Supply to Patient This function allows you to add a register entry to record the supply of medication to a patient. To record a supply to a patient, you can press Ctrl-Alt-A on the keyboard, or click on the Supply to Patient toolbar button in the following diagram: This will display the Supply To Patient window as shown in the following diagram: 5

6 Item Stock from Patient Description Select the location of the register. (only applicable for multi register setup) Select the patient (animal) name from the list or simply enter a couple of letters of the patient (e.g sn for snoopy) If the patient is not in the list then you can add a new patient by pressing the + button on the right of the patient field screen (or press the ctrl+alt+z shortcut) refer to the section titled Patients for more information. Drug Quantity Supplied Quantity Discarded Reference Select the prescribed medication from the list Enter the amount (quantity) supplied to the patient The quantity discarded box should only be ticked if a user has used a portion of a particular medication and wishes to discard the remaining portion of it (e.g. unused ampoules). If this box is ticked, another field will appear that says quantity discarded where the user will populate the amount (quantity) discarded. (Optional) This field may be used to document a case number or relevant reference i.d. the veterinarian may require 6

7 Note Entered by (Optional) Enter any relevant information as required. Select the user name from the list If the user is not in the list, then you will need to Cancel out of this screen and enter the user s details into the system refer to the section titled Users for details on how to do this. Password Cancel OK + More OK Enter the user s password remember passwords are case sensitive. Press Cancel to cancel changes Press the OK + More button to save the changes and then add another medication for the same patient. Press OK to accept changes and close the window Receive from Supplier This function allows you to record the details of stock received from a supplier (wholesaler). It is important to enter stock received from a supplier to ensure the register balances can be calculated correctly. You can record the details of stock received from a supplier by pressing ctrl+alt+w shortcut keys, or click on the Receive from Supplier toolbar button following diagram: This will display the Received from Supplier window as shown in the following diagram: 7

8 Item Supplier Description Select the supplier from the list If the supplier is not in the list, then you will need to Cancel out of this screen and enter the supplier s details into the system refer to the section titled Suppliers for details on how to do this. Reference Note Stock to Drug Quantity Add Row Typically this would be an invoice/order number or other value that helps you to uniquely identify the supply. (Optional) Enter any relevant information as required. Select the location of the register. (only applicable for multi register setup) Select the medication from the list by typing in 1 or more character Enter the amount (quantity) received. For example, this could be the number of tablets received. Press the Add Row button to add additional medications and relevant quantities received by the supplier. 8

9 Entered By Password Cancel OK Select the user name from the list. Enter the user s password remember passwords are case sensitive. Press Cancel to cancel changes Press OK to accept changes Stock Check This function allows you to perform stock checks on all medications in either specific registers or all registers. It is especially useful for the purpose of completing the required stock check requirement by the health department. You can perform the stock check by pressing the button on the menu screen as shown below: This will display the Received from Supplier window as shown in the following diagram: 9

10 Item Filter Check Stock Register Drug Last Checked Calculated Balance Arrow Description Select the filter options for the stock check. You have the option of all stock, individual registers or by drug. Select this button to populate the list by your filter selection. You can also include balances of zero if you prefer. The register location for this medication The medication name Last date that a stock check was confirmed The balance the Vet S8 system calculates is in the safe based on the activity for that medication in Vet S8. The copy button. This is used to copy Calculated balance to Actual balance. 10

11 Actual Balance Process Note Entered By Password OK The physical balance after your stock count in the physical safe. The checkbox for selecting which stock check to confirm. (Optional) Enter any relevant information as required. Select the user name from the list Enter the user s password remember passwords are case sensitive. Press OK to accept changes Note if the amount of your Actual Balance is different from Current Balance, a warning will appear asking you if you wish to proceed with the stock check. The Stock Check will not adjust your stock levels but a note will appear in Daily Entries highlighting that your medication levels are not correct and need to be adjusted. You must ensure to correct your stock levels by either doing a Stock Adjustment or making the appropriate correction. 11

12 Tasks The tasks section is where you will find the less commonly used scions in the Vet S8 software. Whilst this section is not used as often it is still important to know each in case required. Stock Adjustment This function allows you to record a stock adjustment. A stock adjustment can be for amounts in or out depending on the scenario. A good use for this function is when transferring your initial balances from your paper based register or drug safe. Do not use this function to record stock that you destroy please use the Destroy Stock function for this. You can record a stock adjustment by pressing the Stock Adjustment toolbar button on the Tasks tab as per the following diagram: This will display the Stock Adjustment dialog box as shown in the following diagram: 12

13 Item Register Drug Current Balance Adjustment New Balance Note Entered By Password Description Select the location of the register. (only applicable for multi register setup) Select the medication from the list by typing in 1 or more character The current balance of the selected medication will then appear Enter the amount (quantity) to adjust. Enter a positive number if stock needs to be adjusted upwards Enter a negative number if stock needs to be adjusted downwards The new balance of the selected medication will then appear Enter any relevant information as required. Typically this would explain the reason for the stock adjustment. Please note - providing a note explaining the reason for the stock adjustment is a compulsory requirement for all health department jurisdictions Select the user name from the list Enter the user s password remember passwords are case sensitive. 13

14 Cancel OK + More OK Press Cancel to cancel changes Press the OK + More button to save the changes and then do another stock adjustment. Press OK to accept changes Returns and Destruction In this section you will see the various ways to record returns or destruction of S8 medications. Ensure you are complying with your state s requirements as there may be different requirements in each state. Destroy Stock This function allows you to record stock that you destroy, for example, stock that has passed its use-by Date. Note: Jurisdictions that require the use of a Destruction Register (e.g. QLD) should refer to the Destruction Register function. You can record the details of destroyed stock by hovering over the Returns and Destruction toolbar button in the Tasks tab and then selecting the destroy stock button as in the following Diagram: This will display the Destroy Stock window as shown in the following diagram: 14

15 Item Stock from Drug Quantity Note Method of Destruction Entered By Verified By Description Select the location of the register. (only applicable for multi register setup) Select the medication from the list by typing in 1 or more character Enter the amount (quantity) that is to be destroyed. Enter the details describing the reason for destroying the stock, e.g. the stock expired past its use-by-date. Enter the way the stock has been destroyed. Select the user name from the list Note that as required by health departments, 2 different users are required to approve this entry. If the user is not in the list, then you will need to Cancel out of this screen and enter the user s details into the system refer to the section titled Users for details on how to do this. 15

16 Note: in some jurisdictions, the witness to the destruction must be of a different professional group to the authorised person destroying the S8 drug. Password Cancel OK + More OK Enter the user s password remember passwords are case sensitive Press Cancel to cancel changes Press the OK + More button to save the changes and then do another destroy stock function Press OK to accept changes Patient Return This function allows you to record stock to be destroyed, in the rare occurrence that stock has been returned back to the veterinary practice from an existing patient. You can record the details of returned stock to be destroyed by hovering over the Returns and Destruction toolbar button on the Tasks tab and then selecting the patient return button as per the following diagram: This will display the Patient Return window as shown in the following diagram: 16

17 Item Stock from Action Description Select the location of the register. (only applicable for multi register setup) Select the type of action required - 1) destroy now or 2) add item to the destruction register. Please refer to destruction register section directly below this section if selecting that option. Patient Drug Quantity Select the name of the patient by typing in 1 or more character Select the medication from the list by typing in 1 or more character Enter the amount (quantity) that is to be destroyed 17

18 Note Method of Destruction Entered By Verified By Enter the details describing the reason for destroying the stock, e.g. patient has returned the stock. Enter the way the stock has been destroyed. Select the user name from the list Note that as required by health departments, 2 different users are required to approve this entry. Please note that if the add item to destruction register action is selected, the verified by field will be deactivated. If the user is not in the list, then you will need to Cancel out of this screen and enter the user s details into the system refer to the section titled Users for details on how to do this. Note: in some jurisdictions, the witness to the destruction must be of a different professional group to the authorised person destroying the S8 drug. Password Cancel OK + More OK Enter the user s password remember passwords are case sensitive. Press Cancel to cancel changes Press the OK + More button to save the changes and then do another destroy stock function Press OK to accept changes Destruction Register In some jurisdictions (e.g. QLD), stock is not destroyed on site, or stock cannot be destroyed until appropriate authorised persons are on site (e.g. NSW). In these scenarios, the Destruction Register function may be utilised. The Destruction Register maintains a list of items to be destroyed (or dispatched) at a later time. Items are moved from the main register (stock on hand) to the destruction register. From there, the items can be destroyed or sent to be destroyed. Note: Not all jurisdictions would be required to use this function and may prefer to use the Destroy Stock function. Add Item Items can be added to the Destruction Register by hovering over the Returns and Destruction toolbar button on the Tasks tab, then hovering over the destruction register tab, and selecting add item as circled in red in the following diagram: 18

19 This will display the Add Item to Destruction Register window as shown in the following diagram: 19

20 Item Stock from Drug Quantity Note Method of Destruction Entered By Description Select the location of the register. (only applicable for multi register setup) Select the medication from the list by typing in 1 or more character Enter the amount (quantity) that is to be moved to the destruction register Enter the details describing the reason for destroying the stock, e.g. stock is expired past its used by date Enter the way the stock has been destroyed. Select the user name from the list. (Please also note that the Verified By field will be deselected in this option). Password Cancel OK + More OK Enter the user s password remember passwords are case sensitive. Press Cancel to cancel changes Press the OK + More button to save the changes and then do another add item to the destruction register function Press OK to accept changes Items added to the Destruction Register are displayed on the Destruction Pending page in the following example, 5 Durogesic 12 mcg Patches have been moved to the Destruction Register: The corresponding entry to show the 5 Durogesic 12 mcg Patches were moved from the main register stock on hand to the destruction register is shown in the Daily Entries screen with an Entry Type of To Destruction Register and Out quantity of 5 as circled in black in the following diagram: 20

21 Pending Items Items are usually removed from the Destruction register when they are to be sent for destruction or actually destroyed. Items can be removed from the Destruction Register from the Destruction Pending list by clicking on the actions button and selecting dispatch or destroy selected item. Alternatively, items can be removed by clicking on the pen icon to the left of the listing: 21

22 This will display the Send or Destroy Item dialog box as shown in the following diagram: Item Drug Quantity Available Quantity Sent/Destroyed Note Entered By Verified By Description Select the medication from the list This is the current balance in the Destruction Register for the selected item. Enter the amount (quantity) that is to be sent for destruction or destroyed on site. Enter appropriate details. Select the user name from the list Note that as required by health departments, 2 different users are required to approve this entry. If the user is not in the list, then you will need to Cancel out of this screen and enter the user s details into the system refer to the section titled Users for details on how to do this. Note: in some jurisdictions, the witness to the destruction must be of a different 22

23 professional group to the authorised person destroying the S8 drug. Password Cancel OK Enter the user s password remember passwords are case sensitive. Press Cancel to cancel changes Press OK to accept changes Destruction Activity The Destruction Activity area allows users to see the activity within your destruction register. Also another useful tool within this area is the ability to reverse and stock destruction entries incorrectly made. Select the Destruction Activity button as per the below diagram: In the destruction activity you can see the information as below: 23

24 Item Entry Date Entry Type Drug In Out Balance Entered By Reference Reverse Entry Description The date and time the entry was recorded. The type of entry The name of the medication received/supplied. The quantity received in The quantity received out The balance of the medication after the transaction completed The name of the user who recorded the entry The reference for the entry (if applicable) This is used to reverse the entry Stock Transfers The Stock Transfer function allows you to record the supply or receipt of stock between your vet clinic and other locations for example, this may be a veterinary vehicle, another drug safe in the same premises, or another veterinary location to name a few possible scenarios. Do NOT use the Stock Transfer function to record stock received from a wholesaler instead use the Receive Stock from Supplier function. You can record a stock adjustment by pressing the Stock Transfer toolbar button on the Tasks tab as per the following diagram: 24

25 This will display the Stock Transfer dialog box as shown in the following diagram: 25

26 Item Transfer Type Description Select the type of transfer: Send to Location select this option when you are sending stock to the selected location this will reduce your balance Receive from Location select this option when you are receiving stock from the selected location this will increase your balance Location Select the Location from the list. If the Location is not in the list, then you will need to Cancel out of this screen and add the Location refer to the Locations section for more information. Stock from Drug Quantity Note Entered By Select the register location. Select the medication from the list by typing in 1 or more character Enter the amount to be transferred. (Optional) Enter any relevant information as required. Typically this would explain the reason for the stock transfer. Select the user name from the list. If the user is not in the list, then you will need to Cancel out of this screen and enter the user s details into the system refer to the section titled Users for details on how to do this. Password Cancel OK + More OK Enter the user s password remember passwords are case sensitive. Press Cancel to cancel changes Press the OK + More button to save the changes and then do another stock transfer Press OK to accept changes Pending Counter-Sign Vet S8 supports the concept of counter-signing an entry. This allows you to enforce a 2nd user to review and approve an entry made by certain users. A typical scenario where this is may be required is when a vet nurse creates a register entry that must then be counter-signed (approved) by a registered veterinarian. Note: When adding Users to the system, you can specify whether the user must have their entries counter-signed by another user, or whether the user is permitted to counter-sign other user s entries. Please refer to the section titled Users. Additionally, if a user who needs their entries counter-signed is performing the supply to patient function, they will need to select a prescriber for the medication - that being the authorised person (i.e. registered vet who is authorised to administer the medication as per the following diagram: 26

27 If a User must have their entries counter-signed (refer to the section titled Users), then the following dialog box will be displayed after they create a register entry: If you press Yes, then the Counter Sign Entry dialog box is shown (please see below). If you press No, then the entry will be marked as red to indicate that it must still be counter-signed as shown in the following diagram: 27

28 To Counter-sign an entry that is displayed on the Daily Entries screen, select the Pending Counter-Sign Entry menu item under the Tasks tab as per the following diagram: This will display the list of all items waiting to be Counter-Sign as per the below. To counter-sign an entry simply click select the entry and press Counter Sign Entry in the top right hand corner. You can countersign multiple entries if you wish to do so. 28

29 This will display the Counter-Sign dialog box as shown in the following diagram: The original entry details are summarised as shown in the above diagram. The User who is counter-signing the entry must select their name from the list and enter their password in the space provided in the Counter-Signed By section, and then press the OK button to counter-sign the Entry. Note that only a User who has been configured as being allowed to counter-sign other User s entries can counter-sign an entry (refer to the section titled Users). Daily Entries This function provides the list of all register entries recorded for the selected day. You can view daily entries by pressing the Daily Entries toolbar button on the Tasks tab as per the following diagram: 29

30 This will display the daily entries screen as shown in the following diagram: As shown in the above diagram, the main screen will display a list of daily entries as follows: Item Note ID Entry Date Drug Entry Type Description The note for the entry (if required) The unique register id for the entry The date and time the entry was recorded. The name of the medication received/supplied. The type of entry values include: Supply to Patient Medication supplied to a patient (animal) Receive from Supplier Medication received from a supplier Stock Adjustment Adjustment made with the Stock Adjustment function 30

31 Stock Check An entry made with the Stock Check function Destroy Stock An entry made with the Destroy Stock function Reverse Entry An entry made with the Reverse Entry function Stock Transfer An entry made with the Stock Transfer function Who This value depends on the Entry Type as follows: Supply to Patient - Patient Name Receive from Supplier - Supplier Name Reverse Entry - Depends on original entry Stock Transfer - The Location details In Out Balance Entered By Reference Countersigned By The quantity received in The quantity received out The balance of the medication after the transaction completed The name of the user who recorded the entry The reference for the entry (if applicable) The name of the user who countersigned the entry Reverse an Entry This function allows you to reverse a previous register entry. You may need to reverse an entry for a number of reasons, for example, because you made a mistake entering the information in the original entry. In this case you would reverse the original entry and then create a new entry with the correct details. You can reverse an entry by selecting the entry you want to reverse from the list of entries on the Daily Entries screen, (simply click on the listing) and then selecting the Reverse Selected Entry Button in the top right hand side of the daily entries window as per below: 31

32 This will display the Reverse Entry dialog for the selected entry as shown in the following diagram: Item Entry ID Entry Date Drug Entry Type Who In Quantity Description The unique register id of the entry to be reversed The date of the original entry The date and time the entry was recorded. The type of the original entry The animal/supplier name depending on the type of entry The quantity received 32

33 Out Quantity Reference Note Reference Entered By Password The quantity supplied The reference for the entry Enter a note to explain why the entry is being reversed The reference for the entry (if applicable) Select the user name from the list. Enter the user s password remember passwords are case sensitive. Note Most functions in Vet S8 allow you to enter a note. However, there may be times when you want to add a stand alone note that is not specifically associated with a register entry such as Supply to Patient or Stock Adjustment. You can use the Note function to add a stand alone note to the register, and like all register entries, the note will have its own Entry ID. You can optionally tag a note to be associated with a Patient or Drug. You can add a note by pressing the Note toolbar button on the Tasks tab as per the following diagram: This will display the Add Note dialog box as shown in the following diagram: 33

34 Item Patient Prescriber Stock from Drug Note Entered By Password Cancel OK Description (Optional) Selecting this item allows you to tag the note to be associated with the selected Patient. You must select a Patient from the list. (Optional) Selecting this item allows you to tag the note to be associated with the selected Prescriber. You must select a Prescriber from the list. Select the location of the register. (only applicable for multi register setup) (Optional) Selecting this item allows you to tag the note to be associated with the selected Drug. You must select a Drug from the list. You must enter a note. Select the user name from the list. Enter the user s password remember passwords are case sensitive. Press Cancel to cancel changes Press OK to accept changes 34

35 Lists In this section you will be able to locate all the lists in the software of Users, Patients, Medications, Suppliers, Locations and Registers. The Lists area is used initially to set up the Vet S8 software so that it is able to function to your vet practice specific requirements. Users Users are the people authorized to record entries into the register. Typically a user is a veterinarian, but other types of users are permitted -e g. vet nurses. A user needs to be added to the system before that user can use the system. You can view a list of users by pressing the Users toolbar button on the Lists tab as per the following diagram: The main screen will display a list of users as follows: 35

36 Item Edit Icon ID Surname First Name Type Description Allows user to edit user details The unique id assigned to the user The user s surname The user s first name The type of user: Vet - The user is a registered veterinarian Nurse - The user is a vet nurse/vet technician Other - The user is of type other Reference State The reference number for the user e.g. a registration number (if required) Enabled the user is enabled Disabled the user is disabled Password EXPIRED the user s password is expired and must be changed (refer to Appendix B) Approved The date the user has been approved by the software administrator 36

37 Manager Setup There is a special user called the Manager. Typically, as the name implies, the manager in charge (or at least a responsible senior person) should accept the role of Manager in Vet S8. As at this time, the main function of the Manager is to authorize adding (and editing) User details (see the section titled Users). The Manager should be the person considered responsible for the correct administration and usage of Vet S8. To configure the Manager s details, press the Manager Setup toolbar button on the Action button as per the following diagram: Pressing the Manager Setup toolbar button will display the Edit Manager Details dialog box as shown in the following diagram: 37

38 Item First Name Surname Old Password Description Enter the manager first name Enter the manager surname Enter the current password. Note that you will not need to enter this field the first time you set the Manager s Password. New Password Enter the new password. DO NOT DISCLOSE THIS PASSWORD TO OTHERS! Confirm Password Cancel OK Re-enter the new password Press Cancel to cancel changes Press OK to accept changes If you forget the Manager s Password you will need to contact Modeus support for assistance to reset the Manager s Password. 38

39 Users To create a new user, press the Actions button and then select the New User menu item as per the following diagram: Pressing the New User button will display the Manager s Password dialog box as shown in the following diagram: The Manager should enter the password in the space provided in the Manager s Password dialog box and then press the OK button to continue. The New User dialog box is then displayed as shown in the following diagram: 39

40 Item First Name Surname Contact Number User Type Description Enter the user s first name Enter the user s surname The phone number of the person The for the user Select the user type from the list: Vet - The user is a registered veterinarian Nurse - The user is a vet nurse/vet technician Other - The user is of type other Qualification This user can Countersign other user s entries (optional) Enter information relevant for the user. For example, if the user is a Veterinarian they may have a Vet registration number. Select this checkbox if the user is authorised to countersign other user s entries. For example, typically this would be selected for a registered Veterinarian who can countersign a Vet nurse s entries. 40

41 Refer to the section titled Countersign Entry for more information about countersigning entries. This user s entries must be Countersigned Select this check-box if the user must have their entries countersigned by another user. For example, typically this would be selected for a Vet nurse who must have their entries countersigned (verified) by a Registered Vet. Refer to the section titled Countersign Entry for more information about countersigning entries. User is Enabled Set Password New Password When checked the user is enabled and can use the system. If unchecked, the user is not able to use the system. Select to set the user s password Enter the new password DO NOT SHARE PASSWORDS ONLY THE SELECTED USER SHOULD KNOW THEIR PASSWORD AND THEY SHOULD NOT DISCLOSE THIS TO ANYONE Confirm Password Create Date Last Update Approval Date Password Updated Cancel OK Re-enter the new password This is an auto-populated field that contains the date and time the User record was created. This value will be n/a when creating a new user. This is an auto-populated field that contains the date and time the User record was last updated. This value will be n/a when creating a new user. This is an auto-populated field that contains the date and time the User record was last approved by the manager. This value will be n/a when creating a new user. This is an auto-populated field that contains the date and time the User s password was last updated Press Cancel to cancel changes Press OK to accept changes Important: You should always check to see if the user exists in the system BEFORE adding a new user! Editing a User To edit an existing user, you can either: Click on the edit icon in the User List Select the user from the list, press the Actions button and then select the Edit Selected User menu item as in the following diagram: 41

42 Adding/Editing a User without the Manager As described in the previous section, the Manager is required to authorise adding or editing Users. However, there may be occasions where the Manager is not present to authorise the transaction. In this circumstance, the following process should be followed: 1. Check The Manager is not available to authorize this transaction option when the Manager s Password dialog box is displayed as in the following diagram: 2. Press the OK button to continue 3. Enter the User s details as normal 4. Upon their return, the Manager should perform the Approve User function as described below: 42

43 When a User is added/edited without the Manager s approval, the User is displayed in red in the User List. This provides a visual clue to the Manager that they must approve the User as soon as practical. The Manager should select the user on the User List (point and click on the User in the list), and then press the Actions button and then select the Approve User menu item as in the following diagram: Setting up an Authorised Officer There may be times when an authorised officer (such as a health inspector or policeman) must be added as a user in Vet S8 (eg if they wish to perform an audit) or in some jurisdictions (such as WA) when destroying stock the witness must be of a different professional group to the authorised person destroying the stock. To set up an authorised officer, in the User list press the actions button and select the setup authorised officer menu item as in the following diagram: 43

44 The Setup Authorised Officer dialog box is then displayed as shown in the following diagram: 44

45 Please note: The Vet Practice Manager or Authorised Officer will have to contact Modeus to set up an account for the Authorised Officer (Username and Password) Once these details are known, the Authorised Officer will have to enter these details into the relevant field above. The Authorised Officer will then have to choose a New Site Password which gives the Authorised officer a password in Vet S8 to perform functions, much like a vet has a unique password in Vet S8 to perform functions. The Authorised Officer will be then added to the users list with the type Authorised Officer. Note: The Authorised Officer will be automatically disabled 24 hours after setup. Patients You need to enter patient (animal) details into the system before you can record any supply to that patient. You can view a list of patients by pressing the Patients toolbar button on the Lists tab as in the following diagram: This will display the patient list as shown in the following diagram: 45

46 Item Edit Icon ID Family Name Animal Name Species Reference Description Allows user to edit patient details The unique id assigned to the patient The Patient owner s Family Name The name of the animal The species of the animal The reference number/case number for the animal (if required) Entering new Patients You can add a new patient by the New Patient button item as highlighted in the following diagram: 46

47 The New Patient dialog box as shown in the following diagram: 47

48 Item Animal Name Family Name Street State Suburb Postcode Type Reference Species Entered By Password Cancel OK Description Enter the name of the animal Enter the patient owner s Family Name Enter the patient s street address (if required) Enter the patient s state (if required) Enter the patient s state (if required) The reference number/case number for the animal (if required) (optional) Enter the patient's animal number or other relevant identifier (this may be a unique identifier from VPM software for example) Enter the reference number/case number for the animal (if required) Enter the species of the animal Select the user name from the list. Enter the user s password remember passwords are case sensitive. Press Cancel to cancel changes Press OK to accept changes Important: You should always check to see if the patient exists in the system BEFORE adding a new patient to prevent adding a duplicate patient! To edit an existing patient, you can either click on the edit icon to the left of the Patient List, or you can select the patient from the list and then press the Actions button and then select the Edit Patient menu Item. Medications You can view a list of medications by pressing the Medications toolbar button on the Lists tab as in the following diagram: 48

49 The main screen will then display a list of medications as follows: Item ID Drug Name Balance Last Stock Check Description The unique id assigned to the medication The name of the medication (including strength if applicable) The current stock balance of the medication The date and time the last stock check was performed for the medication. 49

50 Please note: If the medication name appears in the alerts section on the Vet S8 home page with the message stock check required this means it is time to perform a stock check on the medication to ensure the register is kept accurate. If this value is blank, then this means a stock check has never been performed for the medication. Units Edit Icon (Pen Icon) Stock Check Icon Hide/Unhide The unit type for the medication. The edit medication button. Click the icon to perform a stock check on the medication This button hides or unhides medications. You can filter the view by selecting the Show item, Category item or Search field from the lists as shown in the following diagram: The values of the Show drop down menu have the following meaning: Item All Items Stocked Items Only Hidden Items Balance Greater than Zero Description Show all items including both hidden and non-hidden medications. Note: hidden medications will be shown with a line through the name of the medication (strike out) Display all medications that are NOT hidden (i.e. stocked) Display all medications that are hidden Shows a list of the medications which have a balance that is greater than zero. Filtering out all medications which don t currently have a balance. Hiding Medications Vet S8 allows you to hide medications from the Medication List. Typically you would hide medications that you do not expect to stock, while non-hidden medications are items that you would normally expect to stock. Note that you are not required to hide medications this feature is provided as a convenience only. To hide (or unhide) a medication, click on the hide/unhide button (please note - the medication must have a zero balance to be able to hide it) as shown in the following diagram: 50

51 Note: You cannot create any registry entries for hidden medications Suppliers A supplier is a supplier of stock (e.g. a wholesaler). You need to specify a supplier when recording receipt of stock from a supplier (see the section titled Receive Stock from Supplier). You can view a list of suppliers by pressing the Suppliers toolbar button on the Lists tab as in the following diagram: As shown in the following diagram, the main screen will display a list of suppliers as follows: 51

52 Item ID Name Reference Created Edit Description The unique ID assigned to the supplier. The name of the supplier. The reference if applicable for this supplier. Date the supplier was created. Press the edit icon to edit the supplier. You can add a new supplier by pressing the New Supplier button in the following diagram: Pressing the New Supplier button will display the New Supplier dialog box as shown in the following diagram: 52

53 Item Name Address Phone Fax Reference OK Cancel Description Enter the name of the supplier. (optional) Enter the address of the supplier. (optional) Enter the phone number of the supplier. (optional) Enter the fax number of the supplier. (optional) Enter the address of the supplier. (Optional) The reference if applicable for this supplier. Press Cancel to cancel changes. Press OK to accept changes. To edit an existing supplier, you can either click on the supplier in the Supplier List and select the edit icon to the right, or you can select the action menu and then press the Edit Selected Supplier button as in the following diagram: 53

54 Locations A Location is a place where you can transfer stock to/from (refer to the Stock Transfer function). For veterinarians, this may be another vet practice, a veterinary vehicle if medications are to be transferred off-site (typical for equine or farming scenarios where the animal cannot visit the practice), or for large Animal Hospitals that have more than one drug safe and there needs to be a transfer of medications from one safe to another. You can view a list of locations by pressing the Locations toolbar button on the Lists tab as in the following diagram: The main screen will display a list of locations as follows: 54

55 Item ID Name Phone Edit Description The unique ID assigned to the location The name of the location The phone number of the location Edit the location You can add a new location by pressing the New Location Button as highlighted in the following diagram: Selecting the New Location menu item will display the New Location dialog box as shown in the following diagram: 55

56 Item Name Type Description Enter the name of the location Select the type of location from the list. Other - Select this if no other option correctly describes the type of location. Veterinary Clinic - The location is another Veterinary Clinic Animal Hospital - The location is another Animal Hospital Phone Street State Suburb Postcode Entered By Enter the phone number of the location Enter the street address of the location Select the State of the location from the list Enter the suburb of the location. Enter the postcode of the location. Select the user name from the list. 56

57 Password Cancel OK Enter the user s password remember passwords are case sensitive. Press Cancel to cancel changes Press OK to accept changes To edit an existing location, you can either click on the location in the Location List and select the edit icon to the right of the listing as in the following diagram: Registers A Register is a location of where the S8 drugs are kept. This is common if you have several safes in a vet practice or if you have additional mobile safes. You can view a list of registers by pressing the Registers toolbar button on the Lists tab as per diagram: 57

58 The main screen will display a list of Registers as follows: You can add new registers in the system by pressing the new button on the right hand side as per below: 58

59 You can also edit register names by pressing the pen button on the right hand side. Reports In this section we will look at the powerful reporting function in the Vet S8 software. Vet S8 can create multiple types of reports giving you full control over various filters for easy accessibility and visibility of your S8 s Register This is the main report produced by the system. This report provides the electronic equivalent of the traditional paper based drug register. You can view the register report pressing the Register toolbar button on the Reports tab as in the following diagram: 59

60 To generate the Register report: Select the Drug from the list Select the Date Press the Generate button The Register report contains the following items: Item ID/Date Supplied To/ Received From Register In Out Balance Entered By/ Countersigned Prescribed By Reference/Notes Description The unique register entry id and date of the register entry The person/company to whom the supply was made or received The specific register/safe for the medications The quantity of the selected Drug that was received The quantity of the selected Drug that was supplied The balance of the Drug after this transaction The user who made the entry and countersigned the entry (if applicable) The prescriber who authorised the drug (if applicable) The reference value entered when creating the entry 60

61 Patient Activity You can view the Patient Activity report pressing the Patient Activity toolbar button on the Reports tab as in the following diagram: To generate the Patient Activity report: Select the Patient from the list Select the Date Press the Generate button The Patient Activity report contains the following items: Item Entry Date Entry Type Who Drug In Out Entered By Description The date of the register entry The type of entry made. The patient name and address The drug supplied to the patient The quantity of the selected Drug that was received The quantity of the selected Drug that was supplied The user who made the entry 61

62 Prescribed By Reference The prescriber who authorised the drug (if applicable) The reference value entered when creating the entry Prescriber Activity You can view the Activity report of the person authorised to administer the drug by pressing the Prescriber Activity toolbar button on the Reports tab as in the following diagram: To generate the Prescriber Activity report: Select the Prescriber from the list Select the Date Press the Generate button The Prescriber Activity report contains the following items: Item Entry Date Who Drug In Out Description The date of the register entry The patient name and address The drug supplied to the patient The quantity of the selected Drug that was received The quantity of the selected Drug that was supplied 62

63 Entered By Prescribed By Reference The user who made the entry The prescriber who authorised the drug (if applicable) The reference value entered when creating the entry User Activity You can view the User Activity report pressing the User Activity toolbar button on the Reports tab as in the following diagram: To generate the User Activity report: Select the User from the list Select the Date Press the Generate button The User Activity report contains the following items: Item Entry Date Who Drug In Description The date of the register entry The patient name and address The drug supplied to the patient The quantity of the selected Drug that was received 63

64 Out Entered By Prescribed By Reference The quantity of the selected Drug that was supplied The user who made the entry The prescriber who authorised the drug (if applicable) The reference value entered when creating the entry Daily Activity You can view the Daily Activity report pressing the Daily Activity toolbar button on the Reports tab as in the following diagram: To generate the Daily Activity report: Select the Register Select the Entry Type from the list Select the Date Press the Generate button The Daily Activity report contains the following items: Item ID Entry Date Description The unique register entry id The date of the register entry 64

65 Register Drug Entry Type Who In Out Balance Entered By Prescribed By Reference Note The specific register/safe for the medications The drug supplied/received The type of entry made (see entry type list below) The patient/company to whom the supply was made or received The quantity of the selected Drug that was received The quantity of the selected Drug that was supplied The balance of the Drug The user who made the entry The person who authorised the drug The reference value entered when creating the entry Any note entered (if applicable) The Entry Type list contains the following values: All - All entry types Supply to Patient - Medication supplied to a patient (animal) Receive from Supplier - Medication received from a supplier Stock Adjustment - Adjustment made with the Stock Adjustment function Stock Check - An entry made with the Stock Check function Stock Transfer - An entry made with the Stock Transfer function Reverse Entry (multiple types)- An entry made with the Reverse Entry function Location Activity You can view the Location Activity report pressing the Location Activity toolbar button on the Reports tab as in the following diagram: 65

66 To generate the Location Activity report: Select the Date Select the Location from the list Press the Generate button The Location Activity report contains the following items: Item Entry Date Drug In Out Entered By Reference Note Description The date of the register entry The drug supplied/received The quantity of the selected Drug that was received The quantity of the selected Drug that was supplied The user who made the entry The reference value entered when creating the entry Any note entered Supplier Activity You can view the Supplier Activity report pressing the Supplier Activity toolbar button on the Reports tab as in the following diagram: 66

67 To generate the Supplier Activity report: Select the Date Select the Supplier from the list Press the Generate button The Supplier Activity report contains the following items: Item Entry Date Drug In Out Entered By Reference Note Description The date of the register entry The drug supplied/received The quantity of the selected Drug that was received The quantity of the selected Drug that was supplied The user who made the entry The reference value entered when creating the entry Any note entered Medication List You can view the Medication List report pressing the Medication List toolbar button on the Reports tab as in the following diagram: 67

68 To generate the Medication List report: Select the Show type from the list Select the Register Press the Generate button The Medication List report contains the following items: Item ID Drug Balance Last Stock Check Description The unique id for the medication The name of the drug The current balance (stock on hand) of the medication The date/time the last stock check was performed for the medication The values of the Show list have the following meaning: All Items - Show all items including both hidden and unhidden medications. Stocked Items Only - Display all medications that are NOT hidden Hidden Items Only - Display all medications that are hidden Destruction Activity You can view the Destruction Activity report pressing the Destruction Activity toolbar button on the Reports tab as in the following diagram: 68

69 To generate the Destruction Activity report: Select the Register Select the Drug/All Drugs Select the Date Press the Generate button The Destruction Activity report contains the following items: Item ID Entry Type Drug In Out Balance Entered By Note Description The unique register entry id The type of entry made (see entry type list below) The drug supplied/received The quantity of the selected Drug that was received The quantity of the selected Drug that was supplied The balance of the Drug The user who made the entry Any note entered (if applicable) 69

70 Settings The Settings section will cover the back end of the software and it s multitude of options and settings that are there to make a secure and customizable experience. This area is accessed through a window button in the top right hand side of the screen as highlighted below: The Settings available in this sections are as follows: About This section shows the software version as well as website and support information. Should you ever require a quick link to Modeus/Support use this link. 70

71 Audit Logs The Audit Log is used to see any changes to user passwords and when they were authorised. It is used as a security tool and audit measure to track changes made to users. Options The Options menu allows the administrator user to customize some functionality within the software. This area should be handled with care and only accessed by an admin user. General The general tab under options allows the toggle of User Interface (UI) changes as well as some custom features. Below is a list of all the options available and their functions: 1. Balance declaration for register entries - This toggleable option will give the register a requirement to declare the current balance after each entry is made. 2. Stock check alert days - This option allows you to set stock alert days so that the software can remind the users when to perform the next stock check. 3. Widescreen - This UI change widens the Vet S8 software screen for a better widescreen experience. 4. Menu on top - This toggleable option changes the menu between the top position and the left position. 5. Auto Logout - This allows you to select after how many minutes of inactivity you wish the software to auto logout. Alerts The Alerts tab allows you to set an manager that will be alerted if the following options have been selected: 1. Unauthorised user changes - These are changes made to any of the users without the manager s password. 2. Stock adjustment - This alert is made when any stock adjustments are made in Vet S8. 71