21 Additional Security Function
Several new security functions have been added for many different areas.

The ability to protect Adding Work List Entries, Removing Work List Entries, Entering list notes, Accepting Work List Entries, Renewing Entries, and Transferring Entries has been added. These new functions can be found within the new Work List category. See Enhancement # 24

Making changes to the new Printer Setup can be protected by securing Change Printer Setup within the System Administration tab. See Enhancement # 22

The new driver’s license field within the Enter Payment window can be protected by securing Update Client’s License within the Accounting tab. See Enhancement # 2

Also within the Accounting tab, a new function of View/Print Pre-Invoice has been added to protect the displaying and printing of the new Pre-Invoice feature. See Enhancement # 3

Creating appointments for clients with multiple instances of No Show, Late, Rescheduled, and/or Canceled appointments can be protected by securing the new function of Make Appointments for Clients with Missed Appointments function within the Appointment tab of Users and Security. See Enhancement # 8

Protecting the printing of the new Income by Provider report can be done by selecting the new Security feature of Print Income by Provider within the Reports tab or by protecting the existing features of Print End of Period Reports, Print Monthly End of Period Reports, or Print Yearly End of Period Reports. See Enhancement # 17

Unposted Medical History can now be protected from being removed by securing the new Remove Unposted History function within the Medical History tab of Users and Security

Accessing Utilities…Printer Setup will display the setup just as it was in the Hospital Setup area. The function of this area has not changed, only the location. Moving the printer setup from Hospital Setup provides the ability for more users to have access to this area without being granted access to the Hospital Setup as a whole. This new location of the printer setup has its own security option located in the System Administration tab of Users and Security; protecting the new Change Printer Setup function will secure the editing of the printer setup.

NOTE: From the Hospital Setup…Printers tab, a link is available that will automatically take you to the new location of the printer setup with the Utilities menu. If you had made any changes to any other Hospital Setup Tab, those changes will be saved when you click on this link.

The printing of this Time Card report can be secured by protecting the new Print Time Card Report located within the Time Clock tab of Users and Security.

Originally suggested August 2001 by Dr. Worell of the All Pets Medical Center in West Hills, CA

To Renew an entry that has been Accepted, Right-Click…Renew on the entry. The status of the entry will be changed from In Progress to New.

To Renew a deleted entry, make certain that the Show Ghosts option is selected, then Right-Click…Renew on the entry.

The ability to protect Adding Work List Entries, Removing Work List Entries, Entering list notes, Accepting Work List Entries, Renewing Entries, and Transferring Entries has been added. These new functions can be found within the new Work List category.

Logic Behind the Feature: Having the ability to Renew Work List entries prevents you from having to re-add an entry manually that may have been mistakenly accepted or removed.

AVImark will allow the Additional Data Fields to be auto-defined either from the service code within the patient’s Medical History or from the treatment code within your Treatment list.

Note: It is not recommended that you manually create these Additional Data Fields. Auto-defining your fields ensures that the fields are properly defined with exactly the right field names and data types.

AVImark Setup
Once you have the LaserCyte properly connected to one of your workstations, you will need to provide some information about the LaserCyte to that workstation. From Work with…Hospital Setup…System…Instruments, you will need to select the LaserCyte from the list of instruments and enter the following information:

Defining Data Fields

• Select the correct test from either your Treatment list or the patient’s Medical History.
• From the Treatment list, you need to Right-Click…Change on the code and select the More Stuff option in the bottom right-hand corner of the Edit Treatment window.
  • If you are defining your fields from the patient’s Medical History, Right-Click on the code, then select More Stuff…Define Fields.
  • This will open the Define More Stuff window.
• Choose Work with…Idexx…LaserCyte.
• You will be prompted with a message stating that, “You have requested to define new data fields using the Idexx LaserCyte instrument. Proceed ” Click Yes, and then send the last test results from the machine.
• After connecting to the LaserCyte, the data field definitions will be imported and displayed.
  Note: Since the Normal ranges for each result field are auto-defined, these ranges will not need to be manually added.
• Click OK to finish and return to either the Edit Treatment window or the CID.

Importing Test Results with the Idexx LaserCyte
Now that the data fields are defined, you will be able to automatically import data from the LaserCyte directly into the Medical History of the patient once the treatment is performed.

• Enter the treatment code into the Medical History Area of the patient.
• With this treatment code highlighted, Right-Click…More Stuff…Enter Data.
• This will open the Enter Data Fields window with the data fields already defined for you.
• Choose Work with…Idexx…LaserCyte.
• You will again be prompted with a message asking if you would like to proceed. Click Yes, the results from the last test ran on the LaserCyte will be automatically imported.

   26 Heska CBC-Diff Integration
The ability to import test results from the Heska CBC-Diff machine has been added.

AVImark will allow the Additional Data Fields to be auto-defined either from the service code within the patient’s Medical History or from the treatment code within your Treatment list.

Note: It is not recommended that you manually create these Additional Data Fields. Auto-defining your fields ensures that the fields are properly defined with exactly the right field names and data types.

AVImark Setup
Once you have the CBC-Diff properly connected to one of your workstations, you will need to provide some information about the CBC-Diff to that workstation. From Work with…Hospital Setup…System…Instruments, you will need to select the CBC-Diff from the list of instruments and enter the following information:

Defining Data Fields

• Select the correct test from either your Treatment list or the patient’s Medical History.
• From the Treatment list, you need to Right-Click…Change on the code and select the More Stuff option in the bottom right-hand corner of the Edit Treatment window.
  • If you are defining your fields from the patient’s Medical History, Right-Click on the code, then select More Stuff…Define Fields.
  • This will open the Define More Stuff window.
• Choose Work with…Heska…CBC-Diff.
• You will be prompted with a message stating that, “You have requested to define new data fields using the Heska CBC-Diff instrument. Proceed ” Click Yes, and then send the last test results from the machine.
• After connecting to the Heska CBC-Diff, the data field definitions will be imported and displayed.
• Note: Since the Normal ranges for each result field are not auto-defined, these ranges will need to be manually added using Work with…Normals. Refer to the AVImark manual for help on how to do this.
• Click OK to finish and return to either the Edit Treatment window or the CID.

Importing Test Results with the Heska CBC-Diff
Now that the data fields are defined, you will be able to automatically import data from the Heska CBC-Diff directly into the Medical History of the patient once the treatment is performed.

• Enter the treatment code into the Medical History Area of the patient.
• With this treatment code highlighted, Right-Click…More Stuff…Enter Data.
  • This will open the Enter Data Fields window with the data fields already defined for you.
• Choose Work with…Heska…CBC-Diff.
• You will again be prompted with a message asking if you would like to proceed. Click Yes, the results from the last test ran on the Heska CBC-Diff will be automatically imported.

   27 Idexx Reference Lab Integration – VetConnect
The ability to have test results that are obtained from IDEXX’s reference lab import directly into AVImark has been added. Setting up AVImark for you to being downloading your test results involves three areas:

1. The first setup requirement is to install a program developed by IDEXX that is used to download your test results. This download module, as IDEXX calls it, is a program that is initialized by AVImark whenever you want to download your test results.
   
   The download module developed by IDEXX consists of two files that the AVImark version 174 update will install for you automatically. The AVImark version 174 update installation process will create a subfolder to your AVImark folder called VetConnect. This subfolder will contain these two files: VCAgent.jar, Parser.exe
   
   These files are only required to be installed on your server computer and do not need to be installed on your workstations.
   
2. The second setup requirement is the installation of a Java Runtime program. This program is required by the IDEXX download module and must be installed on each computer you wish to download test results from.
   
   The AVImark Version 174 update CD does not contain the installation files for this program. McAllister Software has had no involvement with how the download module was developed, nor the decision to use this Java Runtime program and therefore makes no warranty as to
   their use. AVImark technical support can provide no technical support assistance with installing this program but will, however, provide our customers with written instructions on how to download and install this program, as a courtesy to VetConnect, as follows:
   
   This program must be downloaded from Java's website at:
   http://www.java.com/en/download/windows_automatic.jsp
   
   The Java program requires 125 mg of hard drive space. In addition, in order to install this program on any Windows 2000 or XP operating system, you must be logged onto that workstation as the administrator for that workstation. This has been confirmed by VetConnect. If you do not know what the administrator username and password is for that workstation you will need to get this from your IT manager or consultant that setup your workstations. This requirement only applies to Windows 2000 or XP operating systems. Remember, you will need to install this Java Runtime program on each workstation you plan to download test results from.
   
3. The third setup requirement is to obtain a username and password from IDEXX. This information is entered into AVImark's hospital setup area and is used by the IDEXX download program to gain you access to their website.
   
   If you already have a username and password from IDEXX, it is very likely that this information does NOT pertain to this specific function. This username and password needed for this function is created by IDEXX. This information can be obtained by sending a request to lablink@indexx.com. In this email, you will need to specify your hospital name, phone number, and your request for a username and password that will be used to download test results from VetConnect.
   
   From within Work with…Hospital Setup…System…Laboratory tab, you will enter the username and password that IDEXX will assign to your clinic for access to the VetConnect website.
   
   From within Work with…Hospital Setup…System…Laboratory tab, you will need to provide the username and password that IDEXX has assigned to your clinic for access to the VetConnect website.

Let’s now explain how the results are downloaded and imported into AVImark.

Downloading VetConnect Results
Once you have specified your user ID and password within Hospital Setup and installed the Java program, you are ready to download your test results. From the patient area, Right-click…Interfaces…VetConnect; selecting the Download button will access IDEXX’s download module and download the most current test results.

These downloaded results will be saved to the VetConnect subfolder created by the 174 update and will be listed in the left-hand section of the screen.

Data Field definition
The definition of the data fields can be done either from the Treatment List or directly from a patient’s Medical History. You will need to define these fields only once.

Note: Defining the Data Fields for each test or Profile will automatically insert the appropriate Test Code into the VetConnect Test ID field within the Change Treatment window of the code to which the Data fields were defined.

Defining Fields from the Treatment List

• Select the correct treatment code for the single test or the Profile in your Treatment List, then Right- Click…Change to open the Edit Treatment window.
• Click the More Stuff box in the Attachments section at the bottom right corner of the Edit Treatment window.
• This will open the Define More Stuff window
• Choose Work with…Idexx…Idexx VetConnect
• From the VetConnect window, you will need to select the correct RTW file that you downloaded from IDEXX. The RTW files can be found listed on the left-hand side of the window. Highlight the correct RTW file that contains the needed results.
  
  A short preview of the RTW file’s contents will be visible on the right-hand side of the window.
  
• You must select the Test or Profile that you wish to define the data fields for and select the Define menu in the top right-hand corner. Drop down this menu and select Test. You will receive a message stating that the “Data fields have been defined”. Click Okay to exist.
  
  You will be returned to the Define More Stuff window where the Data Fields will be displayed.
  
  Click OK to return to the Edit Treatment window

Defining Data Fields from Medical History
To define your data fields from the Patient’s Medical History, you will need to follow the steps above, selecting the treatment code from the Patient’s Medical History instead of from the Treatment List.

Data Import
Importing test results can be done in three different ways: by each test or profile individually, by Patient, or by RTW file.

Data Import

• Importing by test is done by first selecting the appropriate Treatment code in the Patient’s Medical History and choosing Work with…Idexx…Idexx VetConnect from the More Stuff window.
• The VetConnect window will again be opened and you will need to select the correct RTW file, then the correct test.
• Right-click on the test and choose Import…Test or select Import…Test from the top right-hand corner. Clicking Done will return you to the More Stuff window with the test results placed in their appropriate field.

By Patient
Importing by Patient does not have to be done from the patient that the results belong to or even the client to which the patient belongs.

NOTE: You will need to make certain that the treatments are in the patient’s medical history before importing the results.

• Right-click on the patient area of the CID (again, it does not have to be the patient that the results are for) and click on Interface….VetConnect.
• From the VetConnect window, select the correct RTW file, then the correct client/patient name.
• To make certain that the results are imported to the correct client and patient, Right-click on the client/ patient line and select Choose. The client that matches the last name and patient name will already be displayed; if this client and patient are correct, click Continue.

NOTE: If you include the client’s AVImark account number on the IDEXX requisition form that is sent in with your samples to IDEXX, AVImark will be able to automatically search by the account number listed on the RTW file and match the client and patient names listed on the RTW file with what is listed in AVImark. When completing the IDEXX requisition form, list the client’s account number, space, then client’s last name in the Owner Last Name field.

If both the client and patient names match, the disks that are displayed will automatically turn green, letting you know that AVImark has found the appropriate client, patient, and history. This will prevent you from having to choose the client and patient when importing by Patient or RTW file.

• Once back in the VetConnect window, right-click again on the client/patient name and choose Import… Patient. Clicking Done will return you to the More Stuff window with the test results placed in their correct field.

By RTW File
Importing by RTW file is similar to importing by Patient because the importing does not have to be done from the client or patient that the results belong to.

NOTE: You will need to make certain that the treatments are in the patient’s medical history before importing the results.

• Right-click on the patient area of the CID and click on Interface…. VetConnect.
• From the VetConnect window, select the correct RTW file on the left-hand side.
• To make certain that the results are imported to the correct client and patient, do a right-click on the client/patient line and click on Choose. The client that matches the last name and patient name will already be displayed; if this client and patient are correct, click Continue.

NOTE: If both the client and patient names match, the disks that are displayed will automatically turn green, letting you know that AVImark has found the appropriate client, patient, and history. This will prevent you from having to choose the client and patient when importing by Patient or RTW file

• Once back in the VetConnect window, right-click the top line on the right-hand side, where the date and RTW file name are listed, and choose Import…File. Clicking Done will return you to the More Stuff window with the test results placed in their correct fields.

The entries displayed within this drop-down list are the different zip codes that are setup within your System Tables…Zip Code Table. Selecting a zip code within the History Zip field, will cause that zip code to always be displayed within the Zip field of the Enter Medical History window each time a new Medical History entry is added for that client.

The selected History Zip will be applied to all new Medical History entries whether they are added directly from the CID using Right-click…new, selected within the Treatment or Inventory lists, applied through the check-in of an Appointment, posted from a Medical Condition Record, etc. (See Enhancement # 19 for information concerning the printing of a report of all tax areas applied to Medical History.)

Logic Behind the Feature: Having the ability to set a default zip code/tax area, prevents the user from having to manually add that area to each new Medical History.

Originally suggested January 2004 by Dr. Greenwald of Equine Medicine and Surgery in Preston, WA.

Logic Behind this Feature: This option allows the user to print a separate label for the client and patient information without having to print this information separately. Rather than having to select to print a client label and a patient label individually, the New page after client info option with generate labels for both, using only the patient label option.

Example: Desiring to have the client information on one side and patient information on the other side of the hard-copy medical record. Both the client and patient information can be printed on separate labels without having to select to print them individually.