Chapter 27 - MailingsTable of ContentsChapter 29 - Back Up / Power Off


BARCODES

           A. Understanding Barcodes
        B. Printing Barcode Labels
        C. Using the Barcodes




A. understanding Barcodes

Everyone has seen barcoding symbols (often called UPC Symbols) on items in grocery stores, K-Mart, etc. They are a series of vertical lines and spaces that represent information which can be interpreted by optical scanning and decoding devices. By using barcodes and a good, clean barcode reader (or scanner) the time it takes to perform many functions in the Veterinary Clinic may be greatly reduced.

You may create barcode labels for Patients, Clients, Providers, Procedure codes, Abbreviations, etc. This will enable you to very quickly go to records, create pharmacy labels and receipts, make Medical Record entries and receive Inventory.

B. Printing Barcode Labels

Many items that you sell already have barcoding symbols on them. You will be able to use some of these without generating a separate label. This will be discussed in more detail later in this chapter. You will probably want to create labels for Procedure Codes of services and items that do not come barcoded, Patient files, Provider codes and Abbreviations. Patient File labels may be attached to the actual Patient folder or card. You will probably want to make sheets that can be taped to a wall or counter or placed in notebooks for the other types of labels.

1. The abbreviation .Bpth and the Barcode Printer Path

To have the ability to print any barcodes, the abbreviation .Bpth must exist in your system. If you need to add the abbreviation, from the Main menu type [4] File Maintenance, [A] Abbreviations and [A] Add. Enter [Bpth] for the abbreviation and [M] for the abbreviation type. You will be prompted to enter the path of the printer where you want the labels to print. Look at the label taped to the desired printer. Enter the part that starts [/dev/tty???] then <Enter>. DO NOT enter the printer name, e.g., printer, altpr, etc. Then enter the number that corresponds to the type of printer, [1] for standard dot matrix, [2] for standard inkjet or [3] for condensed inkjet. You may need to refer to the printer's manual if you are unsure of its type. After adding this abbreviation you should return to the Main menu, Exit V/BOSS and log back in to update the abbreviation in the system configuration.

2. Abbreviation Labels

Barcode labels may be printed for any abbreviation. It may be useful to have sheets on city, breed, pharmacy, diagnostic and some comment type abbreviations. The best way to print these labels is go to [4] File Maintenance and (A) Abbreviations. You may want to print a list of each abbreviation type that you want to make labels for first. Then to print barcode labels, arrow right once to Maintenance and choose [B] Barcode Label. Enter the desired abbreviation. A label will then print.

3. Patient File Labels

There are two ways to print Patient file labels. Each method prints a slightly different label. The first way is to have a printer dedicated to printing these labels. Each time a new Patient is registered or an existing Patient is modified, a label would automatically be generated. There would actually be two labels as below.

To set this up you must have a printer that you will keep barcode labels in all the time. Then you must add the abbreviation .Lpth. From the Main menu type [4] File Maintenance, [A] Abbreviations and [A] Add. Enter [Lpth] as the abbreviation and [M] as the abbreviation type. You will be prompted to enter the path of the printer where you want the labels to print. Look at the label taped to the desired printer. Enter the part that starts (/dev/tty???] then <Enter>. DO NOT enter the printer name, e.g., printer, altpr, etc. Then enter [FRM2] as the label type. Next enter the number that corresponds to the type of printer, [1] for standard dot matrix, [2] for standard inkjet or [3] for condensed inkjet. You may need to refer to the printer's manual if you are unsure of its type. Finally, enter the number of barcode labels that you want to be printed for each Patient. After adding this abbreviation you should return to the Main menu, Exit V/BOSS and log back in to update the abbreviation in the system configuration.

The second method of printing Patient file labels involves printing labels for a range of Patient numbers all at one time. You must have Desktop to be able to print labels by this method. To print them, from the Main menu type [T] Desktop. Arrow right once to Printers. Type [P] Patient Labels Barcode. You will see.

This program will print Barcoded Patient
Labels for Active Patients within a range, Continue??
STARTING PATIENT NUMBER ==>
ENDING PATIENT NUMBER ---->
Number of labels each ==>

Type [Y] to proceed. [0000101] will be displayed as the starting Patient number. Press <Enter> to accept or type in a different number. [9999999] will be displayed as the ending Patient number. Press <Enter> to accept or type in a different number. Enter the number of labels you desire for each Patient. Recheck your entries and type [Y] in response to "Are you sure?" if all is correct. Labels as below will be printed.

4. Procedure Code Labels

Barcoding for Procedures involves two different issues. Products that you sell that already have barcode symbols on them do not need labels. You will need to print labels for services and for products that do not have barcodes on them.

Products with Barcodes

You may scan the barcode directly into the Procedure code for these items. To do so, from the Main menu type [4] File Maintenance, [P] Procedure, [M] Modify (or [A] Add). Enter the Procedure code for the item. You need to be at the Barcode field (if you have added .Pqst you may enter [17] to go directly to that field). Once at that field use your barcode scanner to scan in the barcode on the product. Press <F2> for Done and [Y] to "Update This Record?" (if in Add Mode, press <FlO> for End and [Y] to "Is all correct?"). From now on you may simply scan the barcode on the item when you are in billing to charge someone for the item.

Other Procedures

Procedure Codes of services and products without barcodes do not need to have entries in the barcode field. You may make a label of the Procedure Code itself. To do so, from the Main menu type

[4] File Maintenance, [P] Procedure, [M] Modify. Enter the Procedure code for the item. Press <F6> Barcode. You will be prompted to enter the number of labels you wish to print (for this item). The label(s) will then print. If you wish to print labels for many Procedures at the same time, you may now press <FlO> to go alphabetically to the next Procedure or you may exit this Procedure and type in the code of the next one desired.

5. Provider Code Labels and anything else

From Desktop you may print barcode labels for Provider Codes or any thing else that you might want. From the Main menu type [T] Desktop. Press the <Right arrow> once so that you're under Printers. Press [B] for Barcode Printer.

Barcode Printer: To print barcode labels, you must first have a printer path specified. You may assign a default barcode printer with the abbreviation .Bpth (see ABBREVIATIONS). You may assign or change this printer path and the printer type interactively. After choosing Barcode Printer, you will see the following.

If there is a printer path and type, you may just enter the data you wish a label for and the number of labels desired when prompted. If there is no printer path or you wish to change it, press <F5>. Enter the printer path of the desired printer (this should be taped to the printer). Do NOT enter the printer name, such as printer, altpr, etc. To enter or change the printer type press <F7> until the correct printer type is displayed (you may need to check the printer's manual if you are unsure of the printer type). You may feed the label(s) by pressing <FlO>.

C. Using the Barcodes

Once you have created labels and/or scanned in existing barcodes you are ready to start using them. It may take practice to get the hang of scanning the barcode properly, especially if you have the pen type scanner. You may scan from left to right or right to left, but you should start just beyond the symbol (in white space) and move just beyond the symbol (to white space). Move this type of scanner quickly against the symbol itself. If you are using a scanner that has a trigger, you need to be sure to have the scanner positioned properly, directly over the symbol.

Once you have mastered scanning the barcode symbols, to use barcoding effectively you should be familiar with the places where they can be understood.

Patient Labels

There are two places where the Patient labels may be used, at the Client/Patient search menu and after a Pharmacy label has been printed.

Remember, to find a Patient using the barcode label, you MUST first be at the Client/Patient search menu. This menu may be accessed by pressing [3] from the Main menu or <F5> from any screen. After printing a Pharmacy label you will be prompted to scan in a Patient label if desired. See below.

Pharmacy Labels

While creating Pharmacy labels you may use many of the barcode labels. You must be on the instruction lines 1-5. You may scan a product or Procedure Barcode label for the drug being dispensed. You may scan abbreviation labels for the directions for use. You may also use the Provider Barcode labels to enter the Provider's name.

Point-of-Sale Billing

You may scan a Procedure barcode label or a product that has a barcode on it at any blank line on Billing screens 1 or 2. The quantity will be assumed to be [1] unless you first enter a different quantity.

Inventory

You may scan barcodes or labels at the Find Item, Item Name, Order Stock, Receive Stock and Adjust Stock fields.

Medical Records

You may wish to make labels for the Diagnostic abbreviations or for your own Comment abbreviations. These may then be scanned while in the Patient Medical Records, Client Information System, or the Client or Patient Comment fields.

Appointments

Patient Labels may be scanned if you first press <FlO> for Change Patient (once you are at the schedule for a particular day).

Boarding

Patient Labels may be scanned when making a reservation and you are at the Patient Number field.


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