HOTLINE 4.0. Hotline v Page 1 of 11

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1 HOTLINE 4.0 Hotline v Page 1 of 11

2 The Hotline module is available in PetPoint Professional and PetPoint Enterprise. It is designed to keep record of behavior hotlines, post-adoption follow up hotlines, and other opportunities for contact with and impact on the community. USERS Users must have a Hotline Module access role to see and access the Hotline Module. The available security roles are: Hotline User: Can see and add new hotline records. Hotline Power User: Can see, add new, and edit hotline records. Hotline Manager: Can see, add new, edit and delete hotline records. SETUP OF HOTLINE Hotline is a highly customizable module in PetPoint; there is a spreadsheet available for your reference to modify the 14 fields that must be populated to use the module. CREATING A NEW HOTLINE RECORD From the Search menu, click Create New button. PERSON TAB Find an existing person record, or create a new one. Hotline v Page 2 of 11

3 ANIMAL TAB Find an existing animal record, or create a new one. At this time, only one animal can be added to a hotline call. DETAILS TAB Complete the details as appropriate. Hotline v Page 3 of 11

4 *Please note: the Follow Up section will be shown once the call is saved or submitted: SUMMARY TAB From the Summary Tab, access the documents for the animal or person, and use jump to functions to jump to another place in the database with the selected animal. Hotline v Page 4 of 11

5 SEARCH OR EDIT EXISTING RECORD SEARCH TAB From the Search Tab, search for an existing record by animal details, person details, or record details. Hotline v Page 5 of 11

6 DETAILS TAB From The Details Tab, modify the record, add follow up information, or just view the record. Hotline v Page 6 of 11

7 HOTLINE REPORTS HOTLINE: EXPRESS The Hotline Express report is designed to give quick information and counts about hotline history. INPUT PARAMETERS Site: All Type: All Species: All Problem Condition: All (Multi-Select) Problem Type: All (Multi-Select) Problem Subtype: All (Multi-Select) Problem Diagnosis: All (Multi-Select) Result: All Animal Status: All Referred By: All Staff Assigned: All Based on Date Range: Status & Status Date/Time Initial Call Date/Time Follow Up Status & Status Date/Time Info Sent Date/Time Review Date/Time OUTPUT (HEADERS ARE CLICK-TO-SORT) See mock-ups in Hotline_Reports_4.0.xlsx Hotline Number Status Status Date/Time Referred By Length Owned Record Owner Person Phone Site Type Received Date/Time Surrender Original Source Person Name Phone Type Animal Number ARN Animal Name DOB Hotline v Page 7 of 11

8 Species Primary / Secondary Breed Color Altered / Gender (Y/N to Spayed for Female and Neutered for Male) HOTLINE: DETAIL The Hotline Detail report builds on the Hotline Express report to allow the inclusion of additional details at your discretion. INPUT PARAMETERS Site: All Type: All Species: All Problem Condition: All (Multi-Select) Problem Type: All (Multi-Select) Problem Subtype: All (Multi-Select) Problem Diagnosis: All (Multi-Select) Result: All Animal Status: All Referred By: All Staff Assigned: All Based on Date Range: Status & Status Date/Time Initial Date/Time Follow Up Status & Status Date/Time Info Sent Date/Time Review Date/Time Group By: Person, Animal, Species, Status Date, Review Date/Time, Record Owner, Info Requested, Type. Show: Notes (Yes/No) adds the notes Show: Hotline Info Requested (Yes/No) adds the hotline table Show: Hotline Conditions (Yes/ No) adds the hotline conditions table Show: Hotline Problems (Yes/ No) adds the hotline problem table Show: Hotline FollowUps (Yes/ No) adds the hotline followup table OUTPUT (HEADERS ARE CLICK-TO-SORT) See mock-ups in Hotline_Reports_4.0.xlsx Hotline Number Status Status Date/Time Referred By Length Owned Hotline v Page 8 of 11

9 Record Owner Person Phone Site Type Received Date/Time Surrender Original Source Person Name Phone Type Animal Number ARN Animal Name DOB Species Primary / Secondary Breed Color Altered / Gender (Y/N to Spayed for Female and Neutered for Male) Notes Table: Notes Hotline Info Table: Info Requested, Date Sent, Sent By, Condition Hotline Conditions Table: Condition Hotline Problems Table: Type, Subtype, Reacting to Environment, Diagnosis Hotline FollowUps Table: Follow Up Status, Status Date/Time, By, Animal Status, Followed Recommendation, Service Helpful, Need More Help, Result, Follow Up Notes HOTLINE: EXTENDED The Hotline Extended report will generate in Excel format, and include most (if not all) of the available fields from hotline. Excel output Hotline Number Status Status Date/Time Referred By Length Owned Record Owner Person Phone Site Hotline v Page 9 of 11

10 Type Received Date/Time Surrender Original Source Person Name Phone Type Animal Number ARN Animal Name DOB Species Primary / Secondary Breed Color Altered / Gender (Y/N to Spayed for Female and Neutered for Male) HOTLINE: CROSSTAB The Hotline Crosstab creates a table format with numbers of Hotline records based on your X & Y selections. INPUT: Site: All Type: All Species: All Problem Condition: All (Multi-Select) Problem Type: All (Multi-Select) Problem Subtype: All (Multi-Select) Problem Diagnosis: All (Multi-Select) Result: All Animal Status: All Referred By: All Staff Assigned: All Based on Date Range: Status & Status Date/Time Initial Date/Time Follow Up Status & Status Date/Time Info Sent Date/Time Review Date/Time Hotline v Page 10 of 11

11 X1, X2 & Y Options: Type Record Owner Site Referred By Animal Original Source Animal Surrender Condition Problem Type Problem Subtype Problem Diagnosis Info Requested Follow Up By Follow Up Animal Status Followed Recommendation Service Helpful Need More Help Result Species Method OUTPUT: Crosstab format of x/y criteria selected. Hotline v Page 11 of 11