Chapter 23 - AppointmentsTable of ContentsChapter 25 - VPF Options


BOARDING

To activate the V/BOSS Boarding Module select option [B], Boarding, from the V/BOSS Main Selection Menu. Or, find the Patient who will be boarding. Press <FlO> Other, then <F3> Boarding.


A. Printer Configuration
B. Setup Boarding Configuration
C. Making Reservations
D. Reservation Maintenance
E. Cancel Reservation
F. Modify Instructions
G. Stall Numbers
H. Boarders Check in and Checking out
I. Stall Tags
J. Extend Reservation
K. Stall Status
L. 2 Week Stall Status
M. Print Boarder Master List
N. Print Arrivals
0. Print Departures
P. Display 6 Month Calendar


A. Printer configuration

Before any reports can be printed from the Boarding Module, the reports must be directed to the appropriate printer. To setup printer paths for the Boarding Reports from the Main menu, press [B] Boarding, arrow right 3 times then select Printer configuration. The following menu will display

V/BOSS will then prompt you to enter the printer path for the daily boarding reports such as arrivals, departures and the master list. Your printers should have paper labels taped to them that show the name and path. DO NOT enter the printer name (like printer or altpr), enter the path (like /dev/lp1 or /dev/tty2b). In the example shown on the previous page the reports will print on the printer with path /dev/lp1.

If your printers are not labeled or have been moved around, you may find the printer path through the ID Rec of the terminal that prints to the desired printer. Go to the terminal that prints to the printer in question. From the Main menu select [4] File Maintenance then [T] Terminal's Id Record. Look for the Billing printer path. This should be the path for the printer in question. If you have a problem with this, contact the System Administrator.

Next V/BOSS will prompt you to enter the destination of the stall tags. Again, enter the appropriate printer path. You may print the stall tags to a different printer from where you print the boarding reports.

If you charge your Clients for boarding based on the number of hours their pets are boarded, enter the number of hours to lapse before charging a client for an additional day as lead hours.

If you do not charge this way, you should add the abbreviation Bltc with the abbreviation text as [Y] (see ABBREVIATIONS for help in adding). Then, for lead hours enter a number from the list below which corresponds to the time a Patient must checkout by in order to avoid an additional days charge.

1:00am enter Ol         1:00pm enter 13
2:00am enter 02         2:00pm enter 14
3:00am enter 03         3:00pm enter 15
4:00am enter 04         4:00pm enter 16
5:00am enter 05         5:00pm enter 17
6:00am enter 06         6:00pm enter 18
7:00am enter 07         7:00pm enter 19
8:00am enter 08         8:00pm enter 20
9:00am enter 09         9:00pm enter 21
10:00am enter 10        10:00pm enter 22
11:00am enter 11        11:00pm enter 23
12 noon enter 12        12 midnight enter 24

B. Setup Boarding Configuration

In addition to setting up the printer configuration, YOU must also setup your cage/stall configuration. You Should decide on how you want to distinguish between them (e.g., size, location, pet species or size, etc.) and then count how many of each type you have. Do not include cages that should always be available for hospitalization or isolation. You may have up to ten different descriptions or types of cages and/or runs with each having a quantity of up to 999. From the Main Menu, select [B] Boarding, arrow right 3 times and select Boarding Configuration. 10 rows of fields will display. These fields may be called anything you wish. In the example below, the first type of cage is for small cats with a quantity of thirty five. The first field is an abbreviation of the type of cage, the second field is the number of stalls you have and the third field is a full description of the cage. In the fourth field, you may enter the daily rate for each cage type if you wish. If you do, the charges will be entered in billing when the boarder is checked in. Charges may be entered manually when the reservation is made. Once all changes have been made, you may just press <Fl>.

C. Making Reservations

NOTE: If you wish boarding charges to be automatically entered into POS Billing, you should find the Patient FIRST, press <FlO> then <F3> to come to Boarding OR, be prepared to type in the Patient number when making the reservation.

Once at the Boarding menu, select Schedule Reservation. The following will display with a current three month calendar.

Once the menu displays you will be prompted to enter the Starting Date. The current date will display here. You may accept this date by pressing <Enter> or you may enter any date desired. You may also move the cursor to the appropriate date with the arrow keys and press <Enter>. Press <FlO> to move the Next Month or <F9> to move to the Previous Month.

If an invalid date is entered, the current date will redisplay and you should enter a valid date.

The date entered should be the date the Patient is going to arrive to board. If the date entered is not within the calendars displayed, a new three month calendar will display. After entering the starting date V/BOSS will prompt you to enter the number of nights the Patient will be boarding. If you just press <Enter> the system will default to one night, or you may enter any number of nights up to 999. In our example a reservation is being booked on May 1, 1996 for five nights. Therefore the Patient will be leaving on May 6, 1996.

Once the starting date and number of nights have been entered, the next step is to select the type of cage or stall. Use the arrow keys to move to the correct stall type. To select the highlighted stall press <Enter>. In our example we will select a Small Dog stall.

If a daily rate was specified for the chosen stall type, that rate will now be displayed. You may press <Enter> to accept the rate shown or type in a different rate for this Patient. If a rate is not shown, you may type one in or press <Enter> to skip it.

After the daily rate has been entered, the starting date, the number of stalls configured and the number of stalls open will display. In the example below the starting date is May 1, 1990, the number of stalls configured is twenty and the number of stalls open is eighteen. Press <Enter> 3 times to reconfirm the starting date.

Note: If the number of stalls open is a flashing negative number, this indicates that the stall type is overbooked.

Once the date has been entered V/BOSS will prompt you for the Patient number. If you accessed Boarding from the Patient screen, the correct number will display and you may press <Enter>. Otherwise, you may type in the Patient number if you know it, or skip it if you don't. The following information is also requested:

Owner's First Name

Owner's Last Name

Pet's Name

Any type of special instructions

Type of diet, if any

Stall Number.

If the special instructions, diet or stall number are unknown at this time, they may be updated in reservation maintenance which will be discussed later in this chapter. You MUST, however, at least press <Enter> for each field until the system asks, "Are you sure?"

After all information has been entered V/BOSS will prompt:

Are you sure? (Y/N/P)

Answering [N] will abort the reservation and return you to the Boarding Menu.

Answering [Y] will book the reservation and the following message will display in the center of the screen:

Do Not Interrupt

Making Reservation

Note: Never interrupt a reservation once the above message appears.

Answering [P] will book the reservation and print a stall tag. The stall tag is pictured below.

If the reservation is to start On the current date, once the reservation process is complete the System will prompt, "Is Client checking in at this time? [Y/N] N" If so, type [Y], if not, type [N]. When the reservation is booked, "Reservation Booked" will flash on the screen and you will return to Boarding Menu

NOTE: If the Patient number was accepted or entered when the reservation was made, AND a daily rate was entered for the stall type, checking a boarder in will cause boarding charges to be saved in Work In Progress.

D. Reservation Maintenance

Once a Boarding reservation has been made, subsequent actions concerning the reservation should be performed by choosing Change a Reservation from the Boarding Menu. Then either press <Enter> twice or enter the name of a specific Client first.

E. To cancel a reservation

enter the last name of the Client, press <Enter>, then First name, if known. Use the up or down arrow to highlight the correct boarder. When the correct boarder is highlighted, press <F2> to cancel the reservation.

F. To modify the instructions for a boarder

find the Client as in E. above. Highlight the correct boarder, then press <F3>. The instructions are displayed on the right hand side of the screen and the cursor will be flashing at the beginning of the first line to allow you to type in the necessary instructions. When you are finished, press <Enter> until the Boarding Reservation Maintenance screen has no Clients listed on it. This will save the information.

G. To assign or change a stall number assignment

find and highlight the boarder, then press <F7> for Stall Number. The Stall Number field is displayed below the instructions to the right. Type in the stall number and press <Enter>.

H. Boarder Check In and Check Out

MUST be used to cause Boarding interface with POS Billing. When a boarder comes in, find and highlight it as above. Press <F4> for Check In. An asterisk will appear beside the pet's name, the charges (if any) will be saved in WIP, and the comment "Pet checked in Boarding on 99/99/99 for x nights" will be added in WIP. When the boarder is going home find and highlight it as above and press <F8> for Check Out. The screen below will display.

Date Checked In ---> 050196

Time Checked In ---> 0800

Date Checked Out --> 050696

Time Checked Out --> 1700

Time elapse during stay.

Days 0005 Hours 0009 Minutes 0000

Total Days To Charge For --> 005

Are You Sure? [Y/N] N

If this is correct and the boarder is definitely leaving now press [Y] and the boarder will be checked out of boarding. Charges will also be updated in POS Billing LF there was a daily rate tied to the stall type AND the Patient number was used when the reservation was made. If these two conditions were not met, you will have to manually enter charges in billing. If the boarder is not leaving yet, press [N] or <Enter> and make corrections if necessary or wait for the boarder's true check out time.

Boarders do NOT have to be individually checked out IF you print the "Departures" listing and enter [OK] when prompted, "Enter [OK] to delete reservations prior to this date --->"

YOU MUST CHECK BOARDERS OUT BY ONE METHOD OR THE OTHER!!!

I. Stall Tags

may be printed by three different methods. You may print one for an individual boarder when you finish making the reservation by pressing [P] when prompted "Are you sure?". Or from Change a Reservation you may find the boarder as above and press <F6> for Print Stall Tag. Finally, you may print stall tags for all boarders coming in today on a particular date. To do this, from the Main menu select [B] Boarding, arrow right twice and select Tags. Enter the desired date.

J. To extend a reservation

select Change a Reservation from the Boarding menu, find the boarder as above and press <F9> for Extend Reservation. The original reservation screen will display as below.

Enter the number of additional nights that the boarder will be staying and press <Enter>. The additional nights will display in the "Number of Nights" field and the system will prompt "Are you sure? [Y/N/P] N". If correct, press [Y] to confirm or [P] to confirm and print a stall tag. If the number for the extension is incorrect, type [N] and start over.

IF YOU EXTEND OR SHORTEN A RESERVATION YOU MUST USE <F8> TO MANUALLY CHECK THE BOARDER OUT WHEN IT LEAVES TO UPDATE THE BILLING CHARGES. OTHERWISE YOU MUST MANUALLY UPDATE THE BILLING CHARGES AT POS.

K. Stall Status

Viewing the Stall Status enables you to quickly see if you are booked up for any particular day. From the Main menu select [B] Boarding, arrow right twice and select Daily Stall Status. You will first be asked for the date you wish to view. If you need to check a range of dates, enter the date of the first day. The system defaults to the current date. Press <Enter> to accept this or type the date needed in the format [YYMMDD].

After entering the date the screen will display the stall status for that day. The first two lines show information that you entered in the Boarding Configuration. First, the types of stalls, etc. that are in your clinic, then the number of each that you have. The last line shows the number of each type cage that is available on the date entered. A number with [+] next to it means that that many are available. [000] means that all configured cages of that type are reserved, and a number with a [-] next to it means that that cage type has been overbooked by the number indicated. To scroll through consecutive dates, press the <Down Arrow>. Each time you press it the date will move ahead by one day and the stall status for that day will display.

L. 2 Week Stall Status

This function may be used to view the status of all stalls during any two week period that you specify. From the Main menu select [B] Boarding then choose 2-Week Stall Status. After making this selection you will be prompted to enter a starting date. After you enter a date, the above screen will display. [0] indicates that all stalls of that type are booked. A [-] indicates that you have over-booked the stall type by that number. You may print the displayed screen by pressing [P]. You will then be prompted to choose [B] for the Billing printer or [P] for the system printer.

M. Printed Reports Master Listing

The Master Listing is a printed list of all existing boarding reservations, including Client and Patient names, boarding dates, stall type and number (if any), and the special instructions (if any). From the Main menu select [B] Boarding then Master Listing. Enter [M] for Master Listing or [C] for a Cancellation Listing.

N. Arrivals

The Arrival Listing shows the same information as the Master Listing, but only for boarders coming in on the date you specify. From the Main menu select [B] Boarding, arrow right once and select Arrivals. Enter the desired date.

O. Departures

The Departure Listing shows the same information as the Master Listing but only for the boarders leaving on the date you specify. This report makes a good bath list. From the Main menu select [B] Boarding, arrow right once and select Departures. Enter the desired date. If you would like V/BOSS to delete reservations prior to this date, enter [OK], if not, press <Enter>. Deleting these past reservations helps keep the Boarding file smaller.

The format of the above reports is as follows:

P. Display Six Month Calendar

is not printed (unless you have Desktop or Vpf). The screen will display monthly calendars for six months starting with the year and month you enter. If you have Vpf or Desktop, you may press [P] to print the calendars.


Chapter 23 - AppointmentsTable of ContentsChapter 25 - VPF Options


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