RxWorks Inc 7/28/2010

Transcription

1 RxWorks V4.3 Release Notes RxWorks Inc 7/28/2010 V2 The most Multi-Branch friendly release to date

2 TABLE OF CONTENTS AUTOMATED MESSAGE MANAGER (AMM)... 5 SMS DETAILS FOR MULTI-BRANCH PRACTICES... 5 AUTOMATED SOFTWARE UPDATES... 6 CHOOSE WHEN TO RUN YOUR SOFTWARE UPDATES... 6 CONFIGURATION... 6 DOCUMENT EDITS AND MANAGEMENT... 7.DOCX SUPPORT... 7 CLINIC ADDRESS MERGE FIELDS... 7 VITAL SIGN MERGE FIELDS... 7 VIEWING ATTACHMENTS AND DOCUMENTS... 8 CLIENT COMMUNICATIONS UPDATES TO THE CLIENT COMMUNICATIONS LOG EASIER COMMUNICATIONS SHOWING NEXT APPOINTMENT DETAILS CHOOSE TO PRINT NEXT APPOINTMENT DETAILS ACCESSING THE PRINT NEXT APPOINTMENT OPTION TAX TRANSACTION TYPE TAX RATE DEFAULT SERVICE HEADING TAX RATE STOCK ORDERS LEGEND FOR SYMBOLS ON STOCK ORDERS IDEAL LEVEL CRITICAL LEVEL REMINDERS CHANGES TO THE REMINDER WINDOW REMINDER ITEM DETAILS IMPROVEMENTS TO REMINDER S AND SMTP SETTINGS SETTING SMTP DETAILS WHEN GENERATING REMINDERS ACTIONING FAILED S WORKING AROUND THE ALL REMINDERS DOCUMENT VIEW PATIENT REMINDER HISTORY REPORTS Page 2

3 PATIENT DRUG CLASSIFICATION REPORT ANALYSE ALL FEES (BY CROSS TAB) PERFORMANE PACK ONLY RESTRICTING C4 REPORTS TO CLIENT RECORDS PRICE LIST REPORTS PRINTING PROCEDURE LABELS OPTION TO DISABLE PROCEDURE LABELS ACCESSING THE PRINT LABELS OPTION LISTING CLIENTS LIST CLIENTS FOR ALL CLINICS TOOLBAR RIBBON FUTURE APPOINTMENTS (BUTTON) OPEN CLIENT WORK AREA (BUTTON) (BUTTON) ADD PROCEDURE FOR CURRENT CONSULT (BUTTON) HEALTHCARE MANAGER DEFER ALL REMOVED (BUTTON) BASED ON FEEDBACK HOW TO QUICKLY SKIP INDICATORS PROCEDURE MANAGEMENT SEPARATE WORKSPACE FOR PROCEDURE MANAGEMENT BACKUP MANAGEMENT ENHANCEMENTS TO THE BACKUP MANAGER WINDOW Accessing the backup manager window The Last Successful Backup Dates Area The Logs and Folders Area The Tasks Area The Configuration Area COLORED SUMMARY BAR UPDATES VISIT LIST, RECALL LIST AND HEALTHCARE SUMMARY BARS INCOMPLETE VISITS & DEACTIVATED / DECEASED PATIENTS THE VISIT WORK AREA PROMPT WHEN CHANGING THE VET ASSOCIATED WITH A VISIT VITAL SIGN AND THE PATIENT VISIT LIST Page 3

4 COUNTER SALES CLINIC SPECIFIC COUNTER SALES CONFIGURATION PAYMENTS WARNINGS FOR VISIT DETAILS STILL BEING EDITED OPEN INVOICING (RECEIPT TO ACCOUNT) SYSTEMS - PAYMENT WORKFLOW CHANGES PRESCRIPTIONS (SCRIPTS) CANCELLING PRESCRIPTIONS TO CANCEL A PATIENTS PRESCRIPTION PATIENT BREEDS INVALID PATIENT BREEDS CLEANUP UTILITY ACCESSING THE BREEDS CLEANUP UTILITY USING THE BREEDS CLEANUP UTILITY REQUESTING NEW BREEDS IN CENTRALLY ALIGNED SYSTEMS ADVANCED BREED PROMPTING GROUP POLICIES INTRODUCING THE GROUP POLICY MANAGER Accessing the Policies Options: An example RxWorks Policy: Configuring Policies: Editing Policy Rules: Page 4

5 AUTOMATED MESSAGE MANAGER (AMM) SMS DETAILS FOR MULTI-BRANCH PRACTICES Automated Message Manager (AMM) now automatically merges clinic details into an SMS (Text Message) template based on the clinic for which an appointment or reminder was created. Merge details can also be based on the patient s preferred clinic for a prescription. Previously, Automated Messages only used the details of the main practice. Page 5

6 AUTOMATED SOFTWARE UPDATES CHOOSE WHEN TO RUN YOUR SOFTWARE UPDATES CONFIGURATION 1) Go to the RxWorks Task Panel 2) Select Tools and Utilities. 3) Click on Misc. 4) Choose Configure Software Update. The following options are provided: Disable Automatic Software Updates. Enable Automatic Software Updates and select a time you wish them to run. Page 6

7 DOCUMENT EDITS AND MANAGEMENT.DOCX SUPPORT RxWorks now supports importing the Microsoft Word formats.docx and.docm, which are used in Office CLINIC ADDRESS MERGE FIELDS The merge fields LoggedInClinicAddress and PreferredClinicAddress have been added as merge fields available to Word Documents. Using these, a practice can now personalize their documents using address details either from the clinic used in creating the documents, or based on a client s preferred clinic. VITAL SIGN MERGE FIELDS Each patient vital sign has been added as merge field that is available in Word. You can now merge vital signs from a patient s currently active visit into a document. If a Visit Work Area for a patient is not open, the merge fields will be empty. Vital sign merge fields are: Weight, Temperature, Heart Rate, Dental Grade, Blood Pressure, Body Score, Resp. Rate, Pain Score, CRT, MM Colour. These fields will also work from the Patient Work Area by using the last known value for each vital sign. Page 7

8 VIEWING ATTACHMENTS AND DOCUMENTS Both Attachments AND documents linked to clients, patients & visits can now be viewed in a consolidated, chronological list. This is done through the Attachments button in the toolbar, and prevents the need to remember if a file is stored as an attachment or a document. Attachments show with a paper clip icon. Documents show with a document icon. By default, the window will show attachments only. Check the Show Merged Documents option to include all saved documents that have been generated in relation to the client, patient or visit. The files are listed in reverse chronological order, with the most recent at the top of the list. The files can be filtered by name, to make it quicker to find files. Page 8

9 Adding Attachments To add an attachment, click the Add Attachment button. There is now the ability to create new attachments by copying an existing one already linked to a patient. This is useful for pregnancy test excel spreadsheets, where a new file is required each year. Multiple files can be printed or ed at once by selecting them and clicking the preferred option in the toolbar. Page 9

10 CLIENT COMMUNICATIONS UPDATES TO THE CLIENT COMMUNICATIONS LOG The Client Communications Log found in the Client Work Area, now shows: The user associated with the client communication in the top right corner, and If the communication record in an SMS or that failed to send, it will show a caution icon indicating it failure to send. EASIER COMMUNICATIONS Client communication through has just been made easier. Any s sent through the Client, Patient and Visit Work Areas will be saved to the Client Communications log. The button If a client has one or more addresses configured, the button in the toolbar will be highlighted. Click on the button to view the Send Window. Easily send s to the selected addresses. Page 10

11 Selecting a FROM address from the Send Window Choose to send s from the clinic s general address or from the address of the currently logged in user. Selecting a TO address from the Send Window Any address configured for a client will be displayed with check-boxes. This will allow you to select one or more addresses to send your communications to. You can select ALL address by clicking on Select All under To: Click on the check box for Manual Entry to type in an alternate address. Send attachments and documents saved to a file If there are attachments and/or documents linked to a client, patient or visit file, they will be displayed in the Send window. Select one or many files to send in an by checking the boxes next to them. Alternately, click on Select All under Attachments. If there are lab results in a patient or visit work area, they can also be sent. Page 11

12 Entering the subject and body Enter the subject & body text. You can fill out the body text by selecting a pre-defined template that uses merges fields. Templates can be configured by selecting Configure > Message Templates from the toolbar. (see heading below) Pre-defined templates A pre-defined template can be added or edited through the Send Window. 1. Click on Configure from the Send menu. 2. Select Templates. To edit an existing template 1. Click on Configure from the Send menu. 2. Select Templates. 3. Select the template you with to edit. Page 12

13 4. Make any changes as needed. 5. Click SAVE. To create a new template: 6. Click on Configure from the Send menu. 7. Select Templates. 8. Click in the Add Template button in the top menu. 9. Create your new template. 10. Click SAVE. To delete an existing template: 11. Click on Configure from the Send menu. 12. Select Templates. 13. Select the template you with to delete. 14. Click DELETE. Referrals and sending s from the Patient Work Area If you are sending an from the Patient Work Area, and the patient has a Patient Referral entry, the referral vet & clinic's s will be displayed. This allows an to quickly be sent to the referring vet, and the communication is stored against the patient record. Page 13

14 SHOWING NEXT APPOINTMENT DETAILS CHOOSE TO PRINT NEXT APPOINTMENT DETAILS The option to print Next Appointment Details on invoices is now available. This is offered as a per clinic setting, rather than a global one. The feature gives more flexibility in multiclinic setups. ACCESSING THE PRINT NEXT APPOINTMENT OPTION You can access the print next appointment option through: Task Panel > Options and Setup > Finance > Invoice Receipt & Account Styles Page 14

15 TAX TRANSACTION TYPE TAX RATE In the USA, cities and counties have their own sales tax rates as well as the state s sales tax rate. This varies from city to city and state to state and was difficult to deal with in prior versions of RxWorks for some multi-site clinics. In response to this, the Transaction Type tax rate in RxWorks is now set at a pricing clinic level, rather than globally for all branch clinics. To set up Transaction Types, 1. Go to TASK PANEL 2. Select Options and Setup. 3. Choose Finance from the Options and Setup Window. 4. Click on Transaction Type. Changes made to the Tax Rate field will apply to the clinic into which you are currently logged. DEFAULT SERVICE HEADING TAX RATE The default tax rate for service headings can now be configured at an individual clinic level. This provides more flexibility than having the tax rate set globally for all branch clinics. To set this up, 1. Go to TASK PANEL 2. Select Options and Setup. 3. Choose Item from the Options and Setup Window. 4. Click on Service Headings. Changes made to the Tax Rate field will apply to the clinic into which you are currently logged. Page 15

16 STOCK ORDERS LEGEND FOR SYMBOLS ON STOCK ORDERS A legend is now found at the bottom of each Stock Order Page. Reports > Orders > Create new Orders > Automatically Generate Orders. Reports > Orders > Create new Orders > Create New Blank Order. Reports > Orders > Create new Orders > Import Orders. The legend explains the meaning of the colour for each exclamation mark used in stock orders. A Blue exclamation mark indicates a stock item is below ideal level. A Red exclamation mark indicates a stock item is below critical level. IDEAL LEVEL The Ideal Level is the maximum quantity of an item that the practice wants to keep in stock at any one time. CRITICAL LEVEL The Critical Level is the on-hand quantity in stock that will trigger a re-order. Automated Stock Control will order items with an on-hand stock level equal to or below the Critical Level. It orders sufficient packs to bring the item on-hand quantity up to at least the Ideal Level. Page 16

17 REMINDERS CHANGES TO THE REMINDER WINDOW The window that controls how reminder documents are generated for a reminder run has been updated. This is to allow more flexibility, especially for ing reminders. When merging or reprinting reminders, you will now see the following screen. All options & filters that were in prior versions are still available, including filtering for a selected clinic. REMINDER ITEM DETAILS Reminders and recalls on the patient screen will now list the name of the product that generated the reminder. This will only work if the reminder was generated as part of a visit or counter sale. Page 17

18 IMPROVEMENTS TO REMINDER S AND SMTP SETTINGS In prior versions of RxWorks, sending an reminder required an client (such as Microsoft Outlook) to be installed, as well as the Click Yes software. This is no longer the case in RxWorks 4.3. All that is required is to define the outgoing mail settings for the clinic s internet connection. When a reminder is sent, RxWorks will then add an entry of the reminder into the Client Communication Log. To send reminders by , you will need to make sure your SMTP (Outgoing Mail settings) is configured in RxWorks. If you are running the Automated Message Manager module, you will have already have SMTP configured. If not, you will be prompted when printing your reminders to configure the Outgoing Mail settings, as shown below. You only need to complete these settings once and they will be saved for future reminder runs. SETTING SMTP DETAILS WHEN GENERATING REMINDERS When generating reminders, RxWorks will check for reminders as the documents are being created. If there are no outgoing mail server details configured, users will be notified. 1) Select the Click Here link next to the settings notice. Page 18

19 2) In the window that opens, enter the SMTP settings for the clinic. 3) Test the settings by clicking on Test Settings and enter your address to send a test . If you receive the , your settings are correct. If you do not receive it, check the settings with your Internet Service Provider and/or your current configuration. 4) Click Save to save the SMTP settings and continue to generate your reminders. Once SMTP settings are configured, the Generate Reminder Documents screen will display without the Settings warning. Page 19

20 ACTIONING FAILED S If you come across a problem when sending reminders to clients, RxWorks will preview the letter on the screen so alternatively, you can print them out and send them. A new option in RxWorks 4.3 allows you to preview or print reminders that are normally sent as s. This is done from the Reminders Window, and is particularly useful if you know that there is an issue with your system. Page 20

21 WORKING AROUND THE ALL REMINDERS DOCUMENT You can now set up individual reminders to be excluded from the All Reminders letter. Setting up individual reminders in this way will generate a letter that is separate from the generic letter that groups all reminders for a patient. This is useful for important reminders such as Rabies that need to be emphasized or explained in greater detail. EXAMPLE CASE The Problem Deputy the dog has four current reminders. They are: Kennel Cough Rabies Dental / Oral Flea Prevention Because RxWorks is configured to group all reminders by patient, these reminders are all grouped and listed together into the one 'All Reminders' document when creating a reminder run. The 'All Reminders' document is generic and does not elaborate the reminder for Rabies as you hope it could. The only way to elaborate the Rabies reminder would be to print it out separately. But this takes time as you then need to find the patient file and print the document from there. The Resolution Set RxWorks up to recognize Rabies as an important reminder. As it is an important reminder, it must always be printed separate to the 'All Reminders' document when patients have more than one reminder. Deputy will still receive his four reminders, but only the Kennel Cough, Dental / Oral and Flea Prevention reminders are listed in the 'All Reminders' document. The Rabies reminder is printed separately to emphasize it's importance. Page 21

22 All Reminders document will include: Kennel Cough Dental / Oral Flea Prevention The rabies reminder will be printed separately. CONFIGURATION: 1. Click on the RxWorks Orb button. 2. Choose Options & Setup from the list. 3. Go to Report & Reminder. 4. Open Reminders. 5. From the Reminders Setup window, select the reminder you wish to be excluded from the general All Reminders letter. 6. Check the box for Exclude From All Reminders Grouped Letter. 7. Click SAVE. Choose the way reminders are grouped through Options & Setup > Report & Reminder > Group Reminders. Page 22

23 VIEW PATIENT REMINDER HISTORY Since RxWorks Version 4.1, audits have been kept for patient reminders, even if they had been deleted by a user or overwritten by a newer reminder. To see a history of any deleted reminders for a patient: 1. Go to the patient you wish to view deleted reminders for. 2. Right click on any listed HealthCare Indicator, Reminder, Custom Reminder or Recall. 3. Select 'View History' from the menu that appears. This feature will only work for reminder history deleted since RxWorks V4.1. Each audited entry will show: The date the reminder was due. Why the reminder was deleted or overwritten (Action). If the reminder was sent as a 1st, 2nd, 3rd or 4th reminder before it was actioned. The date created and if the reminder was created as part of a consult. The consult number that generated the reminder (with a hyperlink to navigate to it). The item the reminder was generated by. If the reminder is a historical reminder, it will also show the date it was deleted. Select the history for a reminder type by using the drop down list next to Reminder. Page 23

24 REPORTS PATIENT DRUG CLASSIFICATION REPORT The Patient Drug Classification report can now be reprinted for any of a patient s visits or for a specified date range. To print a Patient Drug Classification report, click on the Print button from the patient s visit screen and choose Patient Drug Classification from the drop-down list. Selecting the Current Visit option will print a report for the visit you are currently viewing. The option to print a Drug Classification report when finalizing a visit is still available. To print the report for a specified date range, choose the start and end date from the appropriate date fields. Page 24

25 ANALYSE ALL FEES (BY CROSS TAB) PERFORMANE PACK ONLY A new option called Procedure Service has been added to the crosstab restrictions for the E3 - Analyse All Fees (by cross tab) report. This addition is available for Performance Pack users only, to help when reporting income sales at a Service Heading level. The option will group at the Procedure s service heading for Performance Pack fees, and the Item s service heading for any Inventory items that are embedded inside the procedure - for example medications and consumables. This will also help where a procedure had a fixed price with a negative variance but the variance component fee was in a different service heading to the Procedure that it was embedded in. This will be particularly noticeable for your Vaccinations & Desexing procedures. EXAMPLE The Vaccination Procedure Vaccs C3 (1yr) + Exam, under the Vaccinations & Health Check service heading, with fixed price has the components as shown in the image to the right. The Variance fee that adjusts the procedure to its fixed price is in the Vaccinations service heading. The inventory item is in the Vaccines service heading. Page 25

26 Using the traditional Service Heading option on the cross tab report would show as per the image to the left. As you can see the VAR-Vaccinations shows up as a negative value in the Vaccinations service heading. Using the new Procedure Service option, the report shows: The inventory item (Vaccines) is separated into its own Service Heading, but the remaining components are grouped into the Procedure s Service Heading (Vaccination & Health Check. Page 26

27 RESTRICTING C4 REPORTS TO CLIENT RECORDS In prior versions of RxWorks, to restricting a Product & Services Sales Analysis by Client report to a single client record would first involve navigating to the report (Reports > C4). Users would then need to enter the appropriate client number as a restriction. Report Now Runs from the Client Work Area To make this process easier, users can now run the report from the toolbar of any Client Work Area. By selecting the report option from the Print Menu it will automatically fill out the currently active client number as the restriction. Restricting to Client records from the Reports Work Area The Product & Services Sales Analysis by Client report now includes a button next to the Restrict to Client option. This allows users to select the currently active client record as a restriction. 1. Go to the RxWorks Task Panel. 2. Select REPORTS. 3. Choose C: Price Lists & Inventory Control. 4. Select Products & Services Sales Analysis by Client. 5. Click the Currently Active Client icon to choose the currently active record as the restriction for the report. Restricting the Report to an Item We ve improved the Restrict to Item option by replacing the old drop-down list with a button to select an item using the Advanced Search feature. Previously, the drop-down list contained all the items in the system. Page 27

28 PRICE LIST REPORTS Reports > C: Price Lists & Inventory > 1. Price Lists (C1 Report). These reports in now have the option to restrict to Items Only, Procedures Only or both Items & Procedures. Page 28

29 PRINTING PROCEDURE LABELS OPTION TO DISABLE PROCEDURE LABELS Choose to print labels when charging procedures from the visit screen or not to. This option can be toggled on and off from the Tools and Utilities section of RxWorks. RxWorks will print labels for any fee grouped into a procedure that is configured to print a label. ACCESSING THE PRINT LABELS OPTION You can access the print labels utility through: Task Panel > Tools and Utilities > Miscellaneous> System Disable printing labels when charging procedures. Page 29

30 LISTING CLIENTS LIST CLIENTS FOR ALL CLINICS The client list has been updated to improve performance and help users find the clients more easily. When selecting the List button from the toolbar when the client Work Area is active, users are prompted to enter the first few letters of the surname. The list will then populate with the matching results. Feedback from our users running RxWorks V4.2, and who are in a multi-branch setup suggested they would prefer the Client List to include clients from all branches, not just from the clinic in which they are logged into RxWorks. We have taken this suggestion onboard and the Client List now automatically includes clients for all branch clinics, but indicates the clients Preferred Clinic in a new column to help quickly find the correct client. Clicking on the column heading will re-sort the list by that column. Page 30

31 TOOLBAR RIBBON FUTURE APPOINTMENTS (BUTTON) The Future Appointments button is highlighted orange when there is an appointment scheduled for the current patient or client record. This button icon is displayed on both the Client and Patient Toolbar Ribbons. OPEN CLIENT WORK AREA (BUTTON) Each of the Client, Patient, Visit and Financial Work Areas now shows an Open New Workspace button. RxWorks allows 8 workspaces to be open at any one time, allowing a user to be working with multiple records at the same time. This button icon is displayed on the Client, Patient, Visit and Financial Toolbar Ribbons. (BUTTON) The client button shows orange if the currently active client record has an address listed under their contact details. ADD PROCEDURE FOR CURRENT CONSULT (BUTTON) RxWorks allows you to add a new procedure template based on the currently active visit details. Add the new procedure by selecting the Add Procedure from Visit under TOOLS. This option has been moved from the Procedures configuration menu to remove the extra step needed in prior versions of RxWorks. Page 31

32 HEALTHCARE MANAGER DEFER ALL REMOVED (BUTTON) The Defer All option has been removed from the HealthCare Manager page. BASED ON FEEDBACK Feedback from our users has identified that it was too easy for inexperienced medical staff to 'defer all' of a patient s indicators, without reviewing them individually with the client. It also meant that all the overdue indicators for a patient would be set to the same due date, regardless of whether they were for a vaccination, parasiticide prevention or healthcheck etc. Since HealthCare Indicators now directly drive your reminder system, clients could have received an unintended reminder letter using the deferred date. HOW TO QUICKLY SKIP INDICATORS If you need to quickly skip indicators without review, use the 'Skip All' option. This will then be clearly reflected in the patient s history. The due dates for the indicators will remain unchanged and preserve the integrity of your Standards of Care. PROCEDURE MANAGEMENT SEPARATE WORKSPACE FOR PROCEDURE MANAGEMENT Procedures can still be accessed through the RxWorks Orb button and the Home section of the toolbar. However, Procedure Management itself now lives in a separate workspace (as shown). This removes the need to re-enter search criteria after navigating to a procedure. Page 32

33 BACKUP MANAGEMENT ENHANCEMENTS TO THE BACKUP MANAGER WINDOW The release of RxWorks V4.3 has seen an enhancement to the Backup Manager window. This allows for a quick review on the status of your backups. RxWorks recommends you check your backup status daily so issues can be quickly resolved. Accessing the backup manager window You can access the backup manager window through: Task Panel > Tools and Utilities > Backups. The Last Successful Backup Dates Area Full backups should run once every day. Log backups should run once every hour. Maintenance should be run once every week. Page 33

34 If you have an RxWorks server, it will also show the date of the last server backup. This should run once every night. When the backups are up to date and have completed without error, a green icon will be displayed. If a backup is overdue or there was an error, a cross icon will be displayed next to the backup type, and the last successful date will appear in red. The last known error will show underneath the backup type that failed. The Logs and Folders Area The Logs and Folders area provides shortcuts that open: The RxWorks backup log text file. The Full backup folder. The Log backup folder. If running an RxWorks server, you will also see a link to the Server Backup log (text file). The Tasks Area The Tasks area gives you the ability to further manage your backups. You can: Manually run a full backup. Manually run a log backup. Run Database Maintenance. Page 34

35 The first two options are convenient if you want to ensure you have a current backup before running a mass update of prices, or if a backup has failed and you wish to run a Manual Full Backup (or Manual Log Backup). The SQL Server Maintenance will run a log backup and attempt to shrink your database size by clearing unused space. These features will use the paths configured for your backup files. The Configuration Area The Configuration area allows users to configure backup locations and times. Users can: Configure the paths for both full and log backups. Configure how long to keep backups before deleting them to clear space. Configure restore options. Configure what time to run database maintenance. If a backup path cannot be found, RxWorks will display a warning message. RxWorks highly recommend that your backups are saved on a network location. If you are only backing up to your server, both your live data and your backup data will be lost if the server has a hard drive failure. For further information on network backups, please contact your Hardware Technician. Select how long to keep backup files based on the age of the backup (delete files after X days old) or by allowing a maximum amount of disk space before the oldest backups are deleted. Full backups are zipped to reduce the space they require. Page 35

36 Setting a time for the database maintenance will stop the full backup & maintenance tasks from trying to run automatically during the day. This causes the performance of RxWorks to become very slow. After running a full backup, RxWorks has the ability to restore the backup to a 2nd database on your server. This is one of the best ways to test the integrity & validity of the backup that has just been created. Restoring a database as part of the backup process will check the integrity of the backup file. To enable this option: 1. Open the Backup Locations & Times window. 2. Tick the box for 'RxWorks Server?' under Restore Full Backup Settings. The backup will be restored with the database name of RxRestore. If you have an RxWorks 2003 Server with a Backup Workstation, you can select to restore to that location by selecting the option for Backup Workstation Emergency Copy? You will need to type in the Backup Workstation SQL Instance. If you do not know this, please contact the RxWorks Support Team for assistance. Page 36

37 COLORED SUMMARY BAR UPDATES VISIT LIST, RECALL LIST AND HEALTHCARE SUMMARY BARS The Visit List, Recall List and HealthCare Prompt windows now include new Summary Bars that are more consistent with the client & patient work areas. As with other areas of RxWorks, the summary bars will show: Blue for male animals Pink for female Grey for deactivated/deceased animals. INCOMPLETE VISITS & DEACTIVATED / DECEASED PATIENTS The summary bar will show any incomplete visits for deactivated or deceased patients. Page 37

38 THE VISIT WORK AREA PROMPT WHEN CHANGING THE VET ASSOCIATED WITH A VISIT Sometimes, it is necessary to change the veterinarian allocated to a visit record. You can now make the change without editing who has previously charged fees to that visit. RxWorks will notify you that items on the visit have been charged by another user, and prompt you to either keep the original user marked against these items or replace the initials with the new veterinarians. VITAL SIGN AND THE PATIENT VISIT LIST Vital Signs now appear on the Visit list for the currently active patient record. Details are shown as part of the history text. Page 38

39 COUNTER SALES CLINIC SPECIFIC COUNTER SALES In prior versions of RxWorks, Cash Counter Sales were recorded against one global Cash Counter Sale Client. For multi-branch practices, this did not allow for cash receipts to be effectively monitored for each branch. To resolve this, RxWorks now allows for different Cash Counter Sale Clients to be specified for individual clinics. CONFIGURATION To configure separate Cash Counter Sale clients: 1. Open the 'RxWorks Orb' button. 2. Select 'Options & Setup'. 3. Choose 'Counter Sale' from the options and setup window. 4. Click on 'Client Number for Counter Sales'. 5. Set the Cash Counter Sale Client number you wish to apply for the clinic you are currently logged in to. 6. Click SAVE. RxWorks strongly recommend attaching sales to patients instead of using the Cash Counter Sales function. Because some item sales generate action on reminders and HealthCare Indicators, if a staff member sells and item through Cash Counter Sales they are increasing the chance of a patient's Reminders and HealthCare Indicators being inacurate. Page 39

40 PAYMENTS WARNINGS FOR VISIT DETAILS STILL BEING EDITED When taking a payment, users are already warned about any incomplete visits that may exist for the client. In RxWorks Version 4.3, users will now also be warned about any visits that are still being edited for the client. A vet may have finalized a visit and sent it to the 'Waiting to Pay' clipboard ready for the client to pay at the counter. If the vet then remembers an extra charge and begins to reedit the invoice in the consulting room, RxWorks will notify the receptionist when they click Add Payment that the invoice total may not yet be confirmed. In previous versions of RxWorks, a vet would need to go out to reception and advise of the invoice edits needed. If this was not done, the clinic risked the extra charges being missed when taking the payment from the client. The notification screen does not 'block' a payment from continuing, but it does allow receptionists to make a decision on why they may need to wait. To proceed with a payment, click 'Continue'. RxWorks will only show this message if the charges in a visit are being edited. The message will not display if any other area of the visit record, such as the history notes, are being worked on. Page 40

41 OPEN INVOICING (RECEIPT TO ACCOUNT) SYSTEMS - PAYMENT WORKFLOW CHANGES Payments can now be taken when no invoices exist. This will allow for a client to be put into credit. This functionality is not available in Netherlands. In the payment allocation screen, $0 invoices are now not automatically selected to be included as part of an account. An invoice can now be allocated to without first having to allocate any outstanding accounts. Page 41

42 PRESCRIPTIONS (SCRIPTS) CANCELLING PRESCRIPTIONS You may have a prescription for a patient, however for many reasons it may need to be cancelled. It is good medical record practice (and a legal requirement in some countries) to keep the prescription record instead of deleting it from the patients record. For this reason RxWorks has introduced the Cancel Prescription function which sets the prescription expiry date to the current day and keeps the prescription entry in the patient medical files. TO CANCEL A PATIENTS PRESCRIPTION 1) Click the Scripts button from the Patient Work Area. This will open the Prescriptions Work Area. 2) Select the script you wish to cancel for the patient. 3) Click Cancel Prescription. 4) RxWorks will prompt you to add a reason for the prescription cancellation. This detail will be marked against the prescription record. Page 42

43 5) Click Cancel Prescription. 6) RxWorks will warn you that this action sets the expiry date to the current day. Click OK to continue. 7) The prescription record will now show under Expired Prescriptions. Page 43

44 PATIENT BREEDS INVALID PATIENT BREEDS CLEANUP UTILITY There is now a utility in RxWorks that allows users to systematically work through their invalid patient breed names. This means that breed names in data converted from legacy systems can be mapped to a central list containing thousands of standardized and validated breed names. ACCESSING THE BREEDS CLEANUP UTILITY You can access the Invalid Patient Breed Cleanup utility through: Task Panel > Tools and Utilities > Patient > Update Invalid Breed Data. USING THE BREEDS CLEANUP UTILITY 1) Select the clinic for which you wish to filter invalid breeds. 2) Select the Species for which you wish to filter invalid breeds. 3) Select the invalid breed you wish to map. Page 44

45 4) Select the species for which you wish to map the invalid breed. 5) Search for an existing (valid) breed name to which the invalid breed name should be mapped. You can enter full breed names or part names. The search results will show below the search box as you type. 6) Select a valid breed name to map to.. REQUESTING NEW BREEDS IN CENTRALLY ALIGNED SYSTEMS If you cannot find a breed to map to, you can request that the name to be added to the RxWorks Central Database by clicking on Request New Breed. Page 45

46 ADVANCED BREED PROMPTING In addition to the patient breed cleanup utility, there is also the Advanced Breed Searching feature. After a conversion to Central Data Alignment there may be a patient who is not marked as a breed that matches the predefined list supplied under Options and Setup. For example, a patient s breed may say Lab, when the correct name would be Labrador. When you navigate to the patient you will be prompted to search for the correct breed and update the patient record. Page 46

47 GROUP POLICIES INTRODUCING THE GROUP POLICY MANAGER Policies are similar to Windows policies and either deny or allow a particular action or workflow in RxWorks based on a set of criteria. They are more flexible than the traditional workflow settings in RxWorks, such as the checkboxes against a User to control a particular action under options and setup. RxWorks expect to have many useful policies added in future releases of our program. Accessing the Policies Options: You can access the policies option through: Task Panel > Tools and Utilities > Policies. An example RxWorks Policy: An example RxWorks policy is "Cannot Complete Visits." This policy prevents a visit being saved as completed. It can be used in teaching clinics that require a senior staff member to review visits before they are finalized. Configuring Policies: Policies can be configured to be activated at 5 levels: Globally. For 1 or more user profiles. For 1 or more clinics (in a multi-clinic setup). For 1 or more user. For 1 or more machines/computers. Page 47

48 Policies can also be set up using a combination of the above. For example, you can set up a policy for several users, or any user that is logged onto a particular machine/computer. To configure a policy: 1. Select the policy you wish to implement. For example, Allow to Delete Clipboards. 2. If the policy is to be global, check the box for this option. Otherwise leave it blank. 3. Alternatively, apply the policy to a profile, clinic, user and/or machine by selecting your choice from the drop down menu associated with that option and clicking on Add Profile, Add Clinic, Add User or Add Machine. The option you have chosen to add will be shown under the related policy level. Continue in this way until all the options you wish to apply have been configured. Page 48

49 4. Click SAVE. In the main RxWorks Policies Window, the levels in which this policy has been applied will be reflected under the associated headings by a green tick. Editing Policy Rules: To edit the rules for a policy: 1. Click on the policy name from the main policy window. 2. Add the required options, or delete them by clicking on the red cross. Policies can only be configured when logged in as a system administrator. Policies do not apply to system administrators. System Administrators are ALWAYS allowed and NEVER denied based on the policy settings. Page 49