Chapter 25 - VPF OptionsTable of ContentsChapter 27 - Mailings


Desktop Utilities is a separate software package which is integrated with V/BOSS. With Desktop, you have the DOS-type Print Screen function for most screens. While viewing a screen that you want to print, hold down <Ctrl> and press [P]. If the screen may be printed you will be given the option to print on the [B]illing printer or the System [P]rinter.

To access the other Desktop options, select [T] from the V/BOSS Main Selection Menu. Selections within Desktop Utilities are made by using the arrow keys to move to the correct selection or typing the first character of the desired function. If you are unfamiliar with the Menu Bar style of menu, please see the MENU BARS Appendix.

Please Note: The Desktop selection "Appointments" is just another access point for the Appointment Schedule. For a full discussion of appointments see the APPOINTMENTS Chapter in this guide.

A. Calculator
B. Notepad
C. Calendars
D. Klock
E. Timer
F. Vpf Notes
G. Barcode Printer
H. Patient Labels Barcode
I. Video Printer
J. Recall Printer
K. Statement Printer
L. Medical Dictionary
M. Formulary
N. Instructions for Veterinary Clients

A. To use the calculator,

type [C] at the Desktop Utilities menu. To add, use the [+]. To subtract, use the [-] (dash). To multiply, use the [*]. To divide, use the [/]. You may only use the numeric keypad for the symbols at the Main Monitor or a SunRiver workstation. On an IBM 3151 terminal or a Wyse terminal you must use the symbols across the top of the keyboard (some require <Shift>). Enter your calculation in the form:

[number] [action] [number] [=] For example type:

[3] [+] [4] [=]

The calculator will display the result after you type [=].

<F3> is the +/- toggle. Use <F4> to clear an entry. Use <F5> to clear a calculation and start with a new one. To show more decimal places for a result, press <F2>. To exit the calculator, press <Fl>.

B. The Notepad function

will allow you to make notes for yourself or others. After typing the note, press <Fl> for Menu. Then select [S]ave. Then type the name that you wish this note stored under. To access the note later, select [L]oad and type the file name. [E] will exit you from the notepad function.

C. Calendars

Selecting Dynamic Calendar displays a 3 month calendar. You can move to any other date by using the appropriate keys.

The left and right arrow keys allow you to move to different days within the same month.

The up and down arrow keys allow you to move to different weeks within the same month.

The greater than and less than symbols (also called angle brackets,

<,> ) allow you to move to different months.

The plus and minus symbols ( +, - ) allow you to move to different years.

After selecting [6] for 6 Month Calendar you will be prompted to enter a starting month and year. Calendars for that month and the five that follow will be displayed.

D. To display the system time of day,

type [K] from the Desktop Utilities menu. The date will be displayed along with the time in hours, minutes and seconds. Press <Fl> to exit from the clock display.

E. The Desktop Timer

may be used to alert you when a certain amount of time has passed, or it may be used like a stopwatch to count elapsed time. To access, type [T] from the Desktop Utilities menu.

To start the timer as a stopwatch, press <Enter>. To stop it at the desired time, press <F4>. To then reset the timer to start again at zero, press <F5>.

To use the timer like an egg timer, you must enter the time amount. To do so press <F6>. Then enter the time in the format: hh mm ss (hours,minutes,seconds) Press <Enter> to activate. The timer will start to beep when the time has elapsed. It will continue to beep until you press <F4> to stop it. It will also count time from when it started beeping until you stop it.

Press <F7> to display the current time. Press <Fl> to exit.

F. Vpf Notes

With Vpf Notes you have the ability to create standardized, comprehensive notations in a Patient's Medical Records, using a minimum of keystrokes. By pressing the letter that appears beside the desired choices, you will cause notations, sentences, etc. to be inserted in the record. V/BOSS comes with notation cascades already set up, but you may alter them to suit your personal needs. In addition, each Veterinarian in your practice may create their own set of Vpf Notes.

There are a number of advantages to using these cascades when writing up Medical Records.

  1. Spelling errors are minimized. Standard words and phrases are used. Both of these factors will allow much flexibility in conducting keyword searches and targeted mailing selections.
  2. Technicians and other employees can enter medical records using the words and phrases of the attending Veterinarian(s).
  3. Typing time is minimized.

I. Accessing Vpf Notes

Access to Vpf Notes is available from three areas,

  1. A Patient's Medical Records; From a Patient screen press <FlO> Other, <FlO> Medical Records, <Ctrl-V> Vpf Notes.
  2. A Client's Information System; From a Client screen press <FlO> Info Sys, <Ctrl-V> Vpf Notes.
  3. Desktop; From the Main Menu press [T] Desktop, [V] Vpf Notes. Only viewing and modifying are available from Desktop.

II. Using Vpf Notes in Medical Records

After accessing a Patient's Medical Record, Hold down <Ctrl> and type [V] to bring up the Vpf Notes. Make a selection from the first cascade by either typing the letter that appears beside the desired selection (upper case letters are accepted), or using the Up or Down arrow keys to highlight the item, and press <Enter>. If a cascade is set to follow your selection, it will then display. At the top of the screen you will see your selection if it has been designated as an included item. When you reach the end of a cascade string, your selections will appear in the Patient's Medical Record.

If you are looking for a particular word or phrase, you may press <F6> for Find. Enter whether V/BOSS should search for your selection from the cascade that is currently displayed or whether it should start with the first cascade. Enter the desired word or phrase and press <Enter>. If a match is found, the cascade with your selection will display. If no match is found, the message "Record Not Found" will display. Press <Esc> to continue.

III. Modifying the Cascades

You may modify the cascades to suit your needs. Before doing so, you may wish to print a hard copy of all of the current cascades. This will help you make your changes more quickly and will help if you delete or modify a cascade in error. To generate the report, access Vpf Notes by one of the methods described previously. Press <F8> Menu and arrow right three times to Printing and press <Enter>. The report will begin to print after several seconds.

Before you begin to modify or add Vpf Notes, you should understand how they are constructed. So, please read through this section before starting. Access Vpf Notes, then press <F8> Menu and <Enter>. You will see a screen similar to that below.

The cursor will be in the field beside the letter a. An entry should be in this field whenever this selection should lead to another cascade. Leave the field blank whenever the line is at the end of a cascade string.

In the following field, you would enter either the "heading" of the cascade that is to follow or the words or phrases that should appear in the Medical Record. After that you will indicate whether or not the text is to be included in the Medical Record. Type [I] if it IS to be included, [X] if NOT. The number to the right of the X or I indicates how many characters your entry is. After entering the X or I, the cursor will move down to the next Link field. When you are finished with your modifications, press <F9> to save and exit.

Additional functions that you may perform from the Vpf Notes menu are to Add, Copy, Delete or Rename cascades.

IV. Setting the Default START Cascade

When you access Vpf Notes, the first cascade that displays will be the one named START. If you wish to use a different cascade as the first one, you may change the default (for each workstation).

Once you have added or modified the cascade that you want to be the first one, go to the Main menu and select [4] File Maintenance then Terminal's ID Record. Press <Enter> all the way through the first page of the ID Record and down to the Rabies Stacks on the second page. Select the appropriate Rabies stacks, then continue to press <Enter> until you are at the field that says

VpfNotes Starting Window Name

Beside this field enter the name of the cascade that you wish to be the first one for this workstation. Press <Enter> again. You will need to log back in to V/BOSS. The ID Record is individual to each workstation. Making a change to the ID Record of one workstation has NO EFFECT on ANY OTHER workstation. See Appendix I ID Record if you need additional help with the ID Record.

V. Set Colors

If you have color workstations, you may set the colors for the selected items in Vpf Notes. To do so, access Vpf Notes and press <F8> Menu. Then arrow right twice to Miscellaneous and press <Enter>. The available colors are listed. Use the Up or Down Arrow to select the desired color combination.

G. Barcode Printer

Please see the chapter On BAR CODES

H. Patient Labels Barcode

Please see the chapter on BAR CODES

I. The Video Printer

may be used to view any reports that are written to a file. Once you have processed one of these reports, you may wish to view it before or instead of printing it. Using Recall Postcards as an example, before printing the cards you may wish to see who will be sent a card. By selecting the Video Printer option and entering the correct File name, you may scroll through all the cards that will print from today's processing.

You must first know the file name of the report you wish to view. The file names are listed on the following page. The name of the Recall postcard file is /usr/RM2/POSTCARD.PRN. Once you know the file name, go to the Desktop Menu and select Video Printer. When prompted to enter the list file path, type in the full file name, in this example, /usr/RM2/POSTCARD.PRN then press <Enter>. The file will now begin to scroll up the screen just as it would appear if it were printed on paper.

You may Pause at any point by pressing [P] for pause. To continue press [C]. To scroll faster press [F], or to scroll slower press [S]. Pressing the <DnArrow> will cause the file to scroll one line at a time.

If you press [M] for menu, scrolling will stop and a menu with different options will be displayed. Selecting Initialize will exit you from this report and allow you to enter a different file name for viewing. You may exit the function entirely by pressing [Q] to quit. Selecting [H] for File Home Position will start scrolling from the beginning of the file. If the report is wider than 80 characters and you need to see more of the right or left side of the report, you may achieve this by selecting Define Left or Right Window (depending on which side you need to see). You may then move the window defining line by use of the right or left arrow keys. Then you may begin scrolling again by pressing [C] to continue or [H] for File Home Position. You may search for particular customers by pressing [F] for Find String. Then type the name (or partial name) of the person you are searching for and press <Enter>. The display will scroll to that name and stop when it reaches the desired name. You may print the screen you are viewing by pressing [P] for Print Screen.



J. Recall Printer

allows you to start the Recall Postcard print job at any card you wish. Please note: the recalls MUST have been processed! From the Desktop menu, arrow right once to Printers and choose Recall Printer. Enter the starting Patient number (Recalls print in Patient number order, or zip code order and Patient number order within the zip codes). If the number is found, the card will be displayed. Press <FlO> to begin printing with that card. Press <Fl> to cancel.

K. Statement Printer

allows you to start the Monthly Statement Print job at any statement you wish. Please note: the statements MUST have been processed! From the Desktop menu, arrow right once to Printers and choose Statement Printer. Enter the starting Client number (Statements print in Client number order. If the number is found, the Statement will be displayed. Press <FlO> to begin printing with that Statement. Press <Fl> to cancel.

L. Medical Dictionary

The V/BOSS Medical Dictionary may be used for storing word definitions, symptoms and treatment of illnesses, or any other information you wish to enter. Some suggested uses are: to give your staff standardized answers to certain questions, or to help new employees become familiar with your policies and/or veterinary terms. To access, select [D] from the Main Menu.

A. Find Symptom and Scan Symptom- To see if a particular word is listed in the Medical Dictionary, select [F] for Find Symptom. The words are listed alphabetically. Highlight the word you wish to scan and press <Enter>. Then press [S] to scan that word. <FlO> will allow you to scan alphabetically through the words that come after the word you selected.

B. Or you may select [V] to view words. An alphabetic list of words in the dictionary will be displayed. Highlight the word you wish to view and press <Enter>. If symptoms are displayed and you wish to view treatments, press <F4> for Treatment. As above, pressing <FlO> allows you to scroll alphabetically through the list.

C. To start over, press <F7>, then make your next selection.

D. To modify an existing word, Find the word you wish to modify. Highlight the word and press <Enter>. Then press [M] for Modify. When in modify mode you may use any of the arrow keys to move within the screen. After you have modified the word, press <F2> to save your changes. Answer [Y] to update.

E. To add a word to the dictionary, select [A] for Add. You will be prompted to enter Key Word. Type the word you wish to add. The cursor will then move to the additional information box. You may type in the definition, symptoms, or other information that you wish. To enter possible treatments, press <F4>. When finished make sure to press <F2> to save and answer [Y] to update.

F. To delete a word, Find the word you wish to delete, highlight it and press <Enter>. Then press [D] for Delete Mode. The additional information will be displayed and you will be prompted "Delete This Record? (Y/N) "N" If this is the correct record, press [Y]. If not, press [N] and start over.

G. Locate Data allows you to search for words or phrases within the Dictionary's "Symptom Action". After choosing [L] from the Dictionary menu, a line will display for you to enter up to 20 characters for the search. The system will then display the Key Word(s) that contain your search string. You may scan any, all or none of the words. The system will search for an EXACT match to your search string, so if you do not find what you are looking for the first time, you may want to try different phrasing.

H. To print any of the words (both symptom and treatment information) that are in the Medical Dictionary, first Find the word, highlight it, and press <Enter>. Then type [P] to print. You must have Desktop to be able to print from the Medical Dictionary.

M. The Formulary

is similar in look and function to the Medical Dictionary. It contains however, formulary information for various drugs. CAUTION: ALTHOUGH EVERY ATTEMPT HAS BEEN MADE TO INSURE THAT THE FORMULARY INFORMATION IS CORRECT, THE USER IS RESPONSIBLE FOR THE ACCURACY OF THE DATA.

a. Select [V] to View a list of the formulary information. Use the arrow keys to highlight the formulary you wish to see. Press <Enter> to view that drug's formulary. Then, <FlO> will allow you to scroll alphabetically from that point.

b. After selecting [S] for Scan you may type in the name of the drug for which you wish to view the formulary or press <FlO> to scroll alphabetically through all of them.

c. You may use the Find function to look at the list of drugs in the V/BOSS Formulary. If you wish you may then use the arrow keys to highlight, then press <Enter> to select one of the drugs to take further action on, for instance, [M]odify [P]rint, or [D]elete.

d. You may also [M]odify, [P]rint or [D]elete drugs in the formulary by making the appropriate selection from the Formulary menu and typing in the drug name you wish to perform the action on.

e. You may add drugs to the formulary by pressing [A]. Then type in the name of the drug you wish to add. You may then type in the formulary information.

N. Instructions for Veterinary Clients

Instructions for Veterinary Clients is an optional module which may be purchased from CRT Systems, Inc.

1. Access from the Main Menu and basic operation

To access Instructions for Veterinary Clients* from the Main Menu, press [T] for Desktop. You will see the Desktop pull-down menu, as below.

Arrow to the right twice to Info.

Then you may either type [I] or arrow down to Instructions for Vets. and press <Enter>. You will then see:

*Instructions for Veterinary Clients Copyright 1988 by David L. Erlewein and Eugene L. Kuhns.

Enter an instruction name or the first letter in an instruction name and press <Enter>. A list of instructions will display. You may use the <UpArrow> or <DownArrow> to highlight an instruction, then press <F5> to print it. Enter [B] to print at the Billing printer or [P] to print at the System printer. If the desired instruction is not displayed you may press <F2> to page up or <FlO> to page down or you may type in a new starting point.

Instructions may not be viewed on the screen, they may only be printed. Consult the Instructions for Veterinary Clients manual if you wish to view any instructions before printing them.

2. Attaching to Procedures

You may cause Instructions for Veterinary Clients (IVC) to print on Client receipts as the result of performing certain procedures. You should already be familiar with attaching instructions to Procedure Codes. If you are not please read INSTRUCTIONS, Section A.

To attach an IVC to a Procedure, you must first add a new instruction to the V/BOSS instruction file. From the Main Menu go to File Maintenance then Instruction Files Maintenance. Choose [A]dd Instruction. You may give the instruction any name you want. For the instruction text you must enter

[COPYI Xxxxxx] replacing the X's with the name of the desired IVC.

The IVC name must be typed exactly as it appears in the listing. Alternatively, you may pull up the IVC listing by holding down <Ctrl> and typing [V]. Enter the instruction name or first letter of the instruction name that you are looking for. Use the <UpArrow> or <DownArrow> to highlight the desired instruction and press <Enter>. The COPYI command and instruction name will be inserted for you. You may include multiple IVCs if needed, however the COPYI command must be used before each IVC name, and each must be listed on a separate line.

Press <F9> to save the instruction and quit. The next step is to put the V/BOSS instruction name (in this example [OVHFEL]) in the Instruction File field of the Procedure Code(s) that should generate this instruction. If you are unsure of how to do this, see INSTRUCTIONS, Section A.

3. Using in Take Home Instructions

You may also use an IVC as a Take Home Instruction. If you are unfamiliar with Take Home Instructions, please read Vpf OPTIONS, Section A. To use an IVC as a Take Home Instruction, access Take Home Instructions and as in the previous section enter

[COPYI Xxxxx] replacing the X's with the desired IVC name.

You may pull up the Instructions For Veterinary Clients by holding down <Ctrl> and pressing [V]. Enter the instruction name or first letter of the instruction name that you are looking for. Use the <UpArrow> or <DownArrow> to highlight the desired instruction and press <Enter>. The COPYI command and instruction name will be inserted for you. You may include multiple IVCs if needed, however the COPYI command must be used before each IVC name, and each must be listed on a separate line. You may also type in additional instructions of your own either before or after the COPYI command(s). Just make sure any COPYI command is on its own line by itself. When finished, press <F9> to Save and Quit.

4. Adding IVCs at the end of POS Billing

You may cause an IVC to print on a receipt "on-the fly" when the system prompts "Any additional instructions?" at the end of the Point of Sale Billing process. If you are unfamiliar with this feature, see POINT OF SALE BILLING, Section B.

To generate an IVC in this manner, type [Y] when prompted "Any additional instructions?" The V/BOSS Instruction Maintenance menu will display. Type [T] for Type Instruction. Hold down <Ctrl> and type [V] to access Instructions for Veterinary Clients. Enter an instruction name or the first letter in an instruction name and press <Enter>. A list of instructions will display. You may use the <UpArrow> or <DownArrow> to highlight an instruction, then press <F5> to print it. Press [B] to print at the Billing Printer. If the desired instruction is not displayed you may press <F2> to page up or <FlO> to page down or you may type in a new starting point.

After printing the desired instruction, press <Esc> to return to POS Billing.

O. The HELP selection

from the Desktop Utilities Menu is the same as the HELP selection from the Main Menu and contains some information that is used by the System Administrator that will not be discussed here. (The Help Menu is displayed only in Menu bar format. If you are unsure how to use the Menu bar, see the chapter MENU BARS in this guide.) There is, however other information in the HELP selection that will be useful to you:

a. Latest Release News contains information about added features or functions of the system. You may wish to check this after receiving software updates from us.

b. Configuration Inquiry allows you to view the current set-up of your system through Configurations (Chapter 2). it also shows the date of the V/BOSS release that is in your system.

C. Options Configured shows the V/BOSS functions which are active on your system.

d. Config. Modify (temp.) allows you to temporarily modify certain of the Configuration parameters for the current run. The default settings will be restored after you stop program on V/BOSS. To make permanent changes to these settings, see CONFIGURATIONS.

e. Pharmacy Label Config. shows the dimensions currently set for your Pharmacy Labels. To change the label set-up you must modify the abbreviation Plab. See PHARMACY for further information.

f. Menu Types. You may temporarily change the current Menu Type. Press [M] for Menu Bars or [S] for Standard Menus. When you log off the menu type will return to the default. The default is determined through each work station's ID Record. See ID RECORD to change the default.

g. Sys. Abbreviation Descriptions contains descriptions of abbreviations which control certain V/BOSS functions.

h. Current System Abbreviations displays the system abbreviations currently in use on your system. See Sys. Abbreviation Descriptions from this menu for information on what these abbreviations do.

1. The CRITICAL Report Status shows the last run date of Recalls and Monthly Statements. The last date that a Recalx procedure was inserted will be shown also (see RECALLS).

j. IBM Laser Information is technical information about set-up of IBM Laser Printers. Not for General Use.

k. Printer Characteristics. Similar to above. Not For General Use.

1. I-0 Error Condition Values contains the meanings of certain error messages that you may receive.

m. Procedure Table Positions displays the billing screens with corresponding Table Position numbers.

n. Alternate Clinic Addresses may be used if you have multiple clinic sites and a Client Special Field labeled CLIN-ID. Contact your System Administrator if you need to utilize this function.

0. SunRiver Terminals displays technical information about SunRiver Work station set-up. Not for General Use.

p. Screen Saver (Vpf) explains the difference between a Hardware determined screen saver and a software determined screen saver.

q. Vpf Options describes the features available on a system which has Vpf. See also the Vpf Chapter in this guide.

P. Exit To

You may exit directly to the Client Search screen, File Maintenance or the Main Menu at this point.

Chapter 25 - VPF OptionsTable of ContentsChapter 27 - Mailings

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