RoboVet 5 What is New in FP29 Aegean

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Maude Hope Hardy
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1 RoboVet 5 What is New in FP29 Aegean What is new in FP29 Aegean.docx

2 Table of Contents Introduction 2 Important Setup Information 2 Optional Setup Information 2 RoboVet Diary Enhancements 3 Creating and Using Quick Views in the Diary 3 Authorised users can save and manage Quick Views 3 All users can access Quick Views 4 Remembering Quick Views on exit from and using on entry to RoboVet. 5 Make slot unavailable/available within the Diary 5 Recurring Overrides 7 Recurring Appointments 9 Locate next suitable available appointment 10 Automatically adjust row height for diary print out 12 Rapport 13 List Animals - Export to Rapport without the need to specify Template 13 List Clients - include/exclude clients based on Alerts

3 Introduction This document details development work carried out for Feature Pack 29 Aegean. If you are upgrading from any version other than Feature Pack 28 you should read about the changes made over the last few versions. The What is New documents for the previous Feature Packs are in the What s New Previous Releases section of Help. There are a number of enhancements to RoboVet Diaries. These enhancements provide users with the ability to: Create and save diary quick views. Easily make a slot available/unavailable in the main diary view. Create recurring overrides. Create recurring appointments. Easily locate the next suitable available appointment. Print the diary displaying full client address information. The new Postcode Address Finder (PAF) product, Smart Address will be available to all RoboVet customers from May Please see the separate document Smart Address for more information. This document explains how Smart Address works and how this will replace the existing PAF product. Feature Pack 29 Aegean also features some work on Rapport to enable campaigns to be created more easily. Important Setup Information There are no new security permissions but there are existing security permissions that will limit RoboVet users access to the new diary functionality as follows: Only RoboVet users with Diary - Set Up security permission can create, manage and save diary Quick Views. Only RoboVet users with Diary Override security permission can make a single slot unavailable or available from within the diary view and generate recurring overrides. Since FP25, RoboVet has required.net 4.5. Please note that this is not supported on Windows Server Optional Setup Information There is an optional background setting to enable practices to increase the maximum number of occurrences for recurring overrides and appointments. The default is set to 12. Please contact the Support Team if you wish to change this default. 2

RoboVet Diary Enhancements Creating and Using Quick Views in the Diary New Quick View functionality has been developed to enable a user to easily move between different views of the diary.

An example of this would be in a mixed practice where Quick Views can be set up to enable a user to quickly access all diaries relating to large animals only and then easily switch to viewing all

4 RoboVet Diary Enhancements Creating and Using Quick Views in the Diary New Quick View functionality has been developed to enable a user to easily move between different views of the diary. This is particularly useful to users who manage a number of different diaries that have a specific purpose. An example of this would be in a mixed practice where Quick Views can be set up to enable a user to quickly access all diaries relating to large animals only and then easily switch to viewing all diaries relating only to small animals. The functionality can be split in three parts: The ability for an authorised user to save and manage Quick Views. The ability for any user to access these Quick Views. Remembering Quick Views on exit from and using on entry to RoboVet. Authorised users can save and manage Quick Views RoboVet users with Diary - Set Up security permission can create, manage and save diary Quick Views. The new section, Quick Views, is displayed to authorised users on the ribbon bar of the Diary view on the Clients tab. This section contains two buttons Manage and Save As New View. An authorised user can create a new Quick View by selecting their chosen diaries in the main diary tree and then clicking on Save As New View in the Quick Views section of the ribbon bar. The Quick Views will save the current surgery/surgery group filter and selected diaries. The user cannot enter a name that is either more than 20 characters or identical to an existing Quick View Name. 3

Authorised users can select Manage on the Quick View section of the ribbon bar to edit the name of a Quick View, remove a Quick View or change the order in which they appear to all users.

5 Authorised users can select Manage on the Quick View section of the ribbon bar to edit the name of a Quick View, remove a Quick View or change the order in which they appear to all users. All users can access Quick Views Newly created Quick Views will be available to all users when they next start RoboVet by selecting their chosen Quick View from the new drop down menu just above the surgery drop down. Selecting a quick view restores the current diary list to only list the diaries from the saved surgery/surgery group, and it selects the diaries associated with that quick view. The diary already has the capability to only show the currently selected diaries, by selecting Show Only Selected Appointment Diaries from the right-click menu in the diary list. 4

If a selected quick view contains one of those hidden diaries, then the diary will remain hidden, and will not be selected. The diary view to the right of the list is updated as usual.

6 If the user is filtering the diaries shown in this manner, then that is reset when selecting a quick view. The diary list hides those diaries that do not have any sessions on the currently selected day. If a selected quick view contains one of those hidden diaries, then the diary will remain hidden, and will not be selected. The diary view to the right of the list is updated as usual. Remembering Quick Views on exit from and using on entry to RoboVet. When a user logs out of RoboVet then the currently selected Quick View will be saved for that user. When the user next logs in to RoboVet or takes control of a session by selecting Change User, the same Quick View is automatically selected. If the user has no Quick View selected when logging out of RoboVet, then when the user next logs in, any diaries last ticked on that machine by the most recent user will be selected. If a user s previous session had a Quick View selected which has since been removed, then the next time the user logs in no Quick View will be selected, and any diaries ticked on that machine by the most recent user will be selected. Make slot unavailable/available within the Diary Click here to watch demo video RoboVet users with security permissions to Diary Override are now able to make a single slot available or unavailable from the main diary view. A new option has been added to the pop up menu that appears when an authorised user right clicks on a slot. If the slot is available and has no appointments then the option will be displayed with the caption Make Slot Unavailable. Selecting this will make the current slot unavailable. 5

If the selected slot has an appointment booked, then the option will be disabled.

7 If the selected slot is unavailable, the option will display as Make Slot Available. Selecting this will make the current slot available again. If the selected slot has an appointment booked, then the option will be disabled. This applies to appointment, operation and hospital diaries. The caption for hospital diaries is Make Unavailable or Make Available. 6

Recurring Overrides The ability to recur overrides has been developed to enable users (with Diary Override security permission) to more easily manage the staff rota at the Practice.

to a session (e.g. make a slot unavailable, change the employee, allow double booking etc.

8 Recurring Overrides The ability to recur overrides has been developed to enable users (with Diary Override security permission) to more easily manage the staff rota at the Practice. This applies to appointment, operation and hospital diaries. Click here to watch demo video Once the Diary Override function has been used to make any change to a session (e.g. make a slot unavailable, change the employee, allow double booking etc.) that same change can then be recurred to one or more other sessions by right clicking and selecting Recur Session Override : This generates the Recurring Overrides screen where the user can choose a weekly, monthly or annual recurrence pattern as follows: Please note that the recurrence pattern can only be applied to the same day of the week that the original override has been applied to e.g. in the example above, the override that is being recurred is on a Monday and therefore it is only possible to recur this on a Monday. Please also note that the user can type any number into the every x weeks box for the weekly recurrence and is not limited to selecting from the options in the drop down. Users are limited to the number of occurrences that can be generated, as the creation of recurring overrides cannot be easily reversed. The default limit is 12. This allows for the original override occurrence plus 12 weeks of a weekly recurrence pattern, 12 months of a monthly recurrence pattern and 12 years of an annual recurrence pattern. A new setting, RoboVet/ Preferences/ DiaryMaxRecurrences, has been added to allow the Practice to change this number. Please contact a member of the Support Team if you wish to alter the number. 7

9 If the number of occurrences being generated is greater than the limit, the following error message will be displayed when the user clicks OK. The user will then be directed back to the recurring screen. Once the user has chosen their recurrence pattern, RoboVet will check that it is suitable to create the overrides and then ask the user to confirm that they are happy to proceed. The user will be shown a list of all overrides that can be created, followed by any that cannot along with a reason. The possible reasons that would prevent the application of a recurring override are as follows: Sessions would overlap The proposed start or end time of the session clashes with an adjoining session on the target date. Appointment(s) outside of session Applying the proposed start or end time to the target session would result in one or more appointments residing outside the session. Overridden slot(s) already have appointment(s) One or more of the slots that have been made unavailable clash with existing appointments on the target date. Booking already exists A pen has been made unavailable and the target date has a hospital booking already. Pen double booked, now not allowed The source pen has double booking overridden to single booking only, while the target pen is already double booked. The image below provides an example of what RoboVet might display to the user after applying the necessary checks: Selecting Yes will apply the overrides to all valid dates note that this includes replacing existing overrides. Selecting No will send the user back to the Diary Override screen. If only overrides that cannot be created are listed, there will only be an OK button. This will return the user to the Diary Override screen. 8

Recurring Appointments The ability to recur appointments has been developed to enable all users to easily make repeat appointments for patients. This applies to appointment and operation diaries.

10 Recurring Appointments The ability to recur appointments has been developed to enable all users to easily make repeat appointments for patients. This applies to appointment and operation diaries. It does not apply to hospital diaries. Click here to watch demo video Once an appointment has been created, further appointments can easily be created for that animal by right clicking on the appointment and selecting Recur Appt : This generates the Recurring Appointments screen where the user can choose a weekly, monthly or annual recurrence pattern as follows: Please note that the recurrence pattern can only be applied to the same day of the week that the original appointment has been applied to e.g. in the example above, the appointment that is being recurred is on a Monday and therefore it is only possible to recur this on a Monday. Please also note that the user can type any number into the every x weeks box for the weekly recurrence and is not limited to selecting from the options in the drop down. Users are limited to the number of occurrences that can be generated, as the creation of recurring appointments cannot be easily reversed. The default limit is 12. This allows for the original appointment occurrence plus 12 weeks of a weekly recurrence pattern, 12 months of a monthly recurrence pattern and 12 years of an annual recurrence pattern. A new setting, RoboVet/ Preferences/ DiaryMaxRecurrences, has been added to allow the Practice to change this number. Please contact a member of the Support Team if you wish to alter the number. 9

Once the user has chosen their recurrence pattern, RoboVet will check that it is suitable to create the appointments and then ask the user to confirm that they are happy to proceed.

11 If the number of occurrences being generated is greater than the limit, the following error message will be displayed when the user clicks OK. The user will then be directed back to the recurring screen. Once the user has chosen their recurrence pattern, RoboVet will check that it is suitable to create the appointments and then ask the user to confirm that they are happy to proceed. The user will be shown a list of all appointments that can be created, followed by any that cannot along with a reason. The possible reasons that would prevent the creation of a recurring appointment are as follows: An override exists making the slot unavailable. An override exists making the session unavailable. There is an existing appointment and the session does not allow double booking. The image below provides an example of what RoboVet might display to the user after applying the necessary checks: Selecting Yes will create all valid appointments, while No will send the user back to the main diary view. Locate next suitable available appointment New functionality has been developed to allow users to easily locate next available appointments within the Diary. There is now a Find Next action available on the toolbar when working in the Diary view. Taking this action will open the new Find Next Appointment screen where the user will be able to locate the next available appointment slots within the Diaries they currently have selected in the Diary List. Note that this only applies to Appointments and Operations diaries. The user can decide what criteria they wish to use to search for available appointments: Employee - The employee with whom the client would like the appointment with. The default is all employees. Surgery - The surgery that the client would like the appointment in. The default is all surgeries. Location - The location (often used for reason) for the appointment. The default is all locations. Date from/to - The date range within which the client would like the appointment. The default is today s date, for a period of 2 weeks. 10

Time after/before - The time range within which the client would like the appointment. The default is from midnight to midnight. These controls can be used in two ways: 1.

12 Time after/before - The time range within which the client would like the appointment. The default is from midnight to midnight. These controls can be used in two ways: 1. To view available appointments between two times, e.g. between 09:00 and 15:00 for a client who can only attend while their child is at school. This is achieved by selecting the time after as and the time before as 15: To view available appointments before a certain time and after a certain time, e.g. before 09:00 and after 17:00 for clients who can only attend outside of their office hours. This is achieved by selecting the time after as 17:00 and the time before as 09:00. Days - The days on which the client is available for the appointment. All days are selected by default. Duration - The minimum expected time that the appointment is expected to take. This defaults to the smallest available slot duration for the selected diaries. When the user selects Find Appts then the lower half of the screen will display availability that matches the criteria the user entered, in chronological order. The screen shows the date, the time range where appointments are available between, the available appointment slot size, the employee, surgery, location and diary for the availability. The user can navigate the returned results using the up and down keys, or the using mouse and vertical scroll bar. The user can make changes to their search criteria and then click on Find Appts to search again using this edited criteria. 11

Once the user has chosen a time range during which they wish to make the appointment, they click the Go To Diary button.

The user can then create the appointment in the usual way.

However, the user will not be able to create the appointment.

13 Once the user has chosen a time range during which they wish to make the appointment, they click the Go To Diary button. This will close the window, the calendar will move to the chosen day, and the first appointment of the time range will be selected in the chosen diary. The user can then create the appointment in the usual way. If the selected appointment slot is no longer valid due to a diary override or another appointment being made, the slot will still be selected. However, the user will not be able to create the appointment. Please note that if no appointments are available using the chosen filter settings, the following message is displayed: Automatically adjust row height for diary print out When a user prints out the appointments on the currently selected diaries, both the displayed grid and resulting print out have had each of their row heights automatically adjusted so that all multi-line information can be seen. This means that the user will be able to view and print complete address information without having to resize the rows manually. 12

Rapport List Animals - Export to Rapport without the need to specify Template In FP25 we developed the ability to create a campaign list from within RoboVet List reports but this needed to be based

We have therefore developed this further to allow a campaign list to be generated from within RoboVet List reports without having to base it Initially we have only implemented this in List Animals

14 Rapport List Animals - Export to Rapport without the need to specify Template In FP25 we developed the ability to create a campaign list from within RoboVet List reports but this needed to be based on an existing Rapport Template. We have therefore developed this further to allow a campaign list to be generated from within RoboVet List reports without having to base it on an existing Rapport Template. Initially we have only implemented this in List Animals but this will be extended to additional reports in the next feature pack. A new List Animals reporting option has been created Export to Rapport without using a Template, with the existing option renamed Export to Rapport using a Template. This new menu option allows an animal campaign to be generated by selecting a Campaign Name and a Media Type (currently one of SMS, or Postcard). The animal filters remain the same albeit for the addition of a Has (Yes/No) selection option. The resulting campaign and recipients will be visible on Rapport and can be edited as required. A warning has been added preventing campaigns (both with and without a template) from being generated where no recipients have been selected. Media Types can only be selected one at a time. A multi-media option that includes all media types will be made available at a later date. List Clients - include/exclude clients based on Alerts The List Clients report, Filtered Client option has been modified to allow the user to exclude clients that have one or more Alerts. Prior to this, the user could filter by including only those clients with certain alerts. The only way they could filter by excluding an alert was to select all alerts apart from those alerts they wish to exclude. This however also excluded all clients that had no alerts. 13

In the Client Filters screen the Client Alerts option will now open a new screen which allows the user to set two

Select Clients allows the user to decide whether to report on clients with the selected Client Alerts or to report on

Client Alerts allows the user to select which client alerts they are interested in (default *ALL ALERTS* ) Note,

15 In the Client Filters screen the Client Alerts option will now open a new screen which allows the user to set two filters. Select Clients allows the user to decide whether to report on clients with the selected Client Alerts or to report on all clients except those with the selected Client Alerts. The default filter is With these Alerts as per screenshot. Client Alerts allows the user to select which client alerts they are interested in (default *ALL ALERTS* ) Note, should the user select Without these Alerts along with *ALL ALERTS*, an error message is displayed inviting the user to try again as this combination would mean excluding all clients therefore makes no sense. 14

RoboVet 5 What is New in Akita Bronze (FP31)

RoboVet 5 What is New in Akita Bronze (FP31) What is new in Akita Bronze (FP31).docx Table of Contents Introduction 2 Important Setup Information 2 Multiple Product Reminders 4 Creating Reminders against