Chapter 10 - RabiesTable of ContentsChapter 12 - Intructions


PROCEDURES

To access the Procedure File, from the Main Menu select [4] File Maintenance then Procedures.

While modifying or deleting procedures you may view a code lookup window by pressing <F4>. In modify mode you may press <F9> to nest other procedures under the one you are working on. <FlO> will proceed to the next procedure alphabetically.


Note: The first 5 characters of the Procedure Codes for Feline Leukemia Vaccinations MUST NOT be in the same as the first 5 characters as codes or Feline Leukemia Tests!!!


        A. Adding a Procedure
        B. Modifying an Existing Procedure
        C. Deleting a Procedure
        D. List Procedures
        E. View Procedures
        F. Print Procedure Lists
        G. List Table Positions
        H. Change Prices All Procedures
        I. Sales Tax On/Off for Categories
        J. Exchange Procedure Categories
        K. Rename Procedures
        L. Copy Procedures
        M. Formulation/Minimum Fee Updates
        N. Clinical Records On/Off for Categories
        0. Deletable On/Off for Categories
        P. Nesting Procedures
                1. Receipts
                2. Cascading Windows
                3. Patient Screen Registration Procedures
                4. Memory Jogging
        Q. Discount Procedure
        R. Intelligence Nodes (Rules)
        S. Link Recalls
        T. Pricing and Inventory 

A. To add a procedure,

type [A]. A screen appears with the fields contained in the Procedure File. An appropriate entry MUST be made in each field. However, after the Procedure Category has been entered, you may press <FlO> and the remaining fields will be filled in with the default values shown in parentheses in the following descriptions.


Note: If the Procedure price is a negative value ''and a positive value minimum fee is also used, V/BOSS will alert the operator that a possible error condition exists.



NOTE: If you set the Proc Price at [0.00] and the I Proc Alter to (R) (for Required), the price MUST be entered at point-of-sale Billing. This option is for NON-displayed procedures.


This page and the following page may be used as Work sheets for designing your billing screens.

Please note that table positions 40 and 41 may NOT be changed!!!! The display will remain the same even if you assign something different to these positions.

If you need Hospitalization and Boarding to be taxable when using these fields you may assign one Hospitalization code to position 40 and one Boarding code to position 41. The "Proc Tax this Item?" field should have a [Y] in it to apply sales tax.

Note that the headings for each section of the Billing screens may be changed by adding the indicated abbreviations.

B. To modify a procedure,

select [M] from the Procedure Menu. Type the code of the procedure (up to six digits) you wish to modify. The fields will be displayed as they presently exist in the file. Press <Enter> to move the cursor to each field you wish to modify, entering the new information directly over the previous information. When you are finished, press <F2> to save the modification or <Fl> to exit without saving the changes. If you press <F2>, the system will respond with "UPDATE THIS RECORD YIN?" If you answer [N] or <Enter>, the cursor will return to the "PROC NAME" field awaiting re-entry of the data. If you answer [Y] the procedure will be entered into the file. If abbreviation .Ip=i with text of [Y] exists in your system, and you changed the Procedure price of an item in Inventory, you will be prompted to update the Inventory Price.

C. To delete a procedure,

from the Main menu select [4] File Maintenance, Procedures, arrow right once then select Delete. Type in the code of the Procedure you wish to delete. You will be asked if this is the correct procedure - if it is, type [Y]; otherwise, type [N]. You may also delete procedures in Modify mode. After entering a Procedure to modify (you must still be in the Description field), press <F8> Menu. Then select Delete and type [Y] to "Delete this Record?".

D. To list the Procedures on the screen,

from the Main menu select [4] File Maintenance, Procedures, arrow right once then select List. V/BOSS will then prompt you to enter the starting code. At this time you may enter the first letter(s) of the Procedure(s) that you want to list. The Procedures will be displayed in alphabetical order. Should the bottom of the screen be reached before all procedures have been listed, V/BOSS will prompt "Continue Y/N <F8>- Restart". Type [N] to return to the Procedure Maintenance Menu, [Y] or <Enter> to display more procedures or press <F8> if you would like to restart the list from another point.

E. View procedures

This selection allows you to view the information for any Procedure code and print a barcode label for it, but you may not make any changes. A Provider who does not have access to Procedure Modify but DOES have access to Procedure Other, would have access to View Procedures. If the Procedure has an attached Instruction File, you may press <F8> to view the Instruction File.

F. To print the Procedures,

from the Main menu select [4] File Maintenance, Procedures, arrow right twice and select Hard Copy Printout. The system will prompt:

Barcodes only listing --> N

Answer [Y] if you want a printout of the Procedures with Bar Codes. The report includes only the Procedure Code1 Description, Bar Code, Price, and flags those that are taxable with *. Only Procedures that have Bar codes will be printed. Answer [N] to continue as below.

[B]arcodes or [R]ecalls: R

Look at the example of a printout on the next page. The column to the far right is labeled Recall Text. If this is how you want your printout, enter [R]. If you would prefer to have Bar Codes listed enter [B].

Include nesting tables?? N

Answer [Y] if you wish the print out to include nesting tables, [N] if not.

Category? [*] for all : *

Enter [*] to print all categories or if only one category is desired, enter that category.

Sort by category [Y/N] : Y

If you want the Procedures divided by category, enter [Y]. If you want a completely alphabetical listing, enter [N].

Sort by [C]ode or [D]esc : C

If you answer [C], the listing will be alphabetical by code. If you enter [D] they will be alphabetical by description.

After answering all prompts, press <FlO>. If you are not listing by category, the system will then display:

"PLEASE ENTER STARTING PROC CODE "

The Starting Proc Code is where the list will begin to print. For example, if you enter [R], the list will skip all procedures that start with "A" thru "Q" and begin printing all procedures that begin with "R" thru "Z".

Billing Printer or system [printer] ? B or P

Enter [B] to print on the Billing printer of the workstation you are on, or [P] to print on the system default printer.

G. To list all Procedures that are currently set up with a table position other than "00",

from the Main menu, select [4] File Maintenance, Procedures, arrow right twice and select Table Position List. The listing will be displayed giving the table number and the procedure code which corresponds to that table position. If the same table position is used for two or more procedures, the duplicate entries will flash on the table listing. Flashing table positions indicates an error condition exists (unless you have Vpf and are using Species specific screens). Only one procedure may occupy a given table position, except for positions 81-96 which display on the Equine Maintenance screen. Modify the procedures so that only one has the original table position.

H. To change prices on several procedures,

from the Main menu select [4] File Maintenance, Procedures, arrow right twice and select Change Prices All. V/BOSS will prompt:

Enter [M] if you wish to change prices manually; [A] to change them automatically. If you choose [A], indicate whether you wish to increase [+] or decrease [-] the prices, then select whether you wish no rounding, or to round to the next .25, .50, or 1.00. Enter the "STARTING PROC"; type the first letter (or entire name) of the procedure you wish to begin with.

If you choose [M], enter the "STARTING PROC" and one procedure will be displayed at a time (alphabetically) so you may either enter a new price or accept the current price with <Enter>. To return to the Procedure Menu, press <Fl>.

For both Manual and Automatic, you may specify up to five categories of procedures at a time for price updating. Or you may choose not to specify any categories, but to start alphabetically from any point.

If the price of a Procedure that has a corresponding Inventory item is changed and abbreviation .Ip=i exists in your system with text [Y], the Inventory price will automatically be updated. See ABBREVIATIONS.

I. Sales Tax On/Off for Categories

V/BOSS has the capability to modify the tax field of Procedures of a given category all at the same time. You can either set all the Procedures of a certain category ON or OFF.

To perform this function from the Main menu, select [4] File Maintenance, Procedures, arrow right twice and select Sales Tax On/Off. V/BOSS will prompt you to "ENTER [Y] for Tax ON [N] for Tax OFF or [?] if taxing is to be determined at billing". If items are taxable under some circumstances and not taxable under others, enter a [?].

After entering [Y], [N] or [?], you will be prompted to "ENTER the CATEGORY to be Updated". After entering the category V/BOSS will ask, "Are you sure ??". Enter [Y] or [N].

In the example below, an [N] will be moved to the "PROC TAX THIS ITEM" field of all procedures with the category code of [D].


Note If there are procedures you did not want to be altered, you can select [M], Modify Procedure, from the V/BOSS Procedure Menu and modify the "PROC TAX THIS ITEM" field.


J. Exchange Procedure Categories

To exchange procedure categories from the Main Menu select [4], File Maintenance, Procedures, arrow right twice and select Exchange Categories. Once this selection has been made the Exchange Proc Categories menu will be displayed. At this time you will be prompted to enter the following information.

ENTER the CATEGORY to be updated

The category to be updated is the name of the category you want to change. In the following example, we are going to update category [G] and change all procedures with a category of [G] to a category of [g]. Next you will be prompted to:

ENTER the NEW CATEGORY

In our example the new category is [g]. After entering the new category, V/BOSS will prompt:

Are you sure ?? N

Enter [Y] or [N]. After entering a [Y], V/BOSS will begin changing all procedures with the category [G] to [g] and will list all procedures changed and their new category name. Once this has completed, you will be prompted to:

ENTER ANY KEY TO CONTINUE

After pressing any key you will be returned to the V/BOSS Procedure Menu.

K. Rename Procedures

To Rename a Procedure (change the code), from the Main Menu select [4] File Maintenance and Procedures. Once at the V/BOSS Procedure Menu, select Modify Procedure. Enter the Procedure code to be renamed. In the following example we will be renaming [GTEST] to [STEST]. After verifying to make sure this is the procedure you want to rename, press <F8> Menu then Rename this Proc. V/BOSS will prompt you to enter the new Procedure code. After the new code has been entered and any other modifications have been made press <F2> Done. The file and any nested Procedures will be renamed and you will be returned to the V/BOSS Procedure Menu.

L. Copy procedures

From the Main Menu select [4] File Maintenance, then procedures. Once at the V/BOSS procedure Menu, select [M] Modify procedure. Enter the code of the procedure to be copied. In the following example we will be copying [GTEST] to [STEST]. After verifying to make sure this is the procedure you want to copy, press <F8> Menu then Copy to New Proc. V/BOSS will prompt you to enter the new procedure name. After the new procedure has been entered and all modifications have been made press <F2> Done.

M. Formulation and Minimum Fee Updates

NOTE: Minimum Fee Update performs the same way.

To modify the Formulation Fee on all procedures in a certain category select [4] File Maintenance from the Main Menu, procedures, arrow right twice and select Formulation Fee Update. Once this selection has been made the Formulation Fee menu will be displayed. At this time you will be prompted to enter the following information.

ENTER the CATEGORY to be updated

The category to be updated is the name of the category you want to change. In the following example, we are going to update category [D]. We will change all $1.00 Formulation Fees to $1.25. Next you will be prompted to:

ENTER the OLD Formulation Fee

In our example the old formulation fee is $1.00. After entering the old formulation fee, V/BOSS will prompt:

ENTER the NEW Formulation Fee:

In our example the new formulation fee is $1.25. After entering the new formulation fee, V/BOSS will prompt:

Are you sure ?? N

You may accept a default of [N], or, after all the information on the screen has been verified, you may enter [Y] to proceed. After entering a [Y], V/BOSS will begin changing the Formulation Fee of all procedures with the category [D] and fee of $1.00 to $1.25 and will list all procedures changed. Once this has completed, you will be prompted to:

ENTER ANY KEY TO CONTINUE

After pressing any key you will be returned to the V/BOSS Procedure Menu.

N. Clinical Records On/Off for Categories

If your system is configured for Clinical Records (see CONFIGURATIONS), you MUST turn this feature ON for every category or procedure that you want the system to track.

From the Main menu select [4] File Maintenance, Procedures, arrow right twice and select Records (Clinical) On/Off. Enter [Y] to turn the feature ON. Enter the Category to be turned On. The system prompts Are You Sure ?? N If this is the correct category type [Y]. If not, type [N] and reenter. The system will scroll through each procedure as it changes them. Then you will see the prompt ENTER ANY KEY TO CONTINUE. Press any key and repeat these steps for each category. You may override this option within individual procedures by choosing [Y] or [N] at "PROC INCLUDE CL-RECS".

0. Deleteable On/Off for Categories

As you initially set up your system, you will be adding, modifying and deleting Procedure codes. It may be helpful during this period to ensure that all Procedures codes have a [Y] in their Deleteable field. This way if you want to delete a Procedure code that is not useful to you, you may easily eliminate it. When you finish updating a category of Procedures, you may then with to make them all non-deleteable. You may change an entire category to either deleteable or non-deleteable all at one time. To do so, from the Procedure Menu arrow right twice to Groups and select Deleteable On/Off. Type [Y] to change the Procedures to deleteable or [N] to change them to non-deleteable. Enter the letter or number that stands for the category to be updated, for example, [V] for vaccinations. If your entries are correct, type [Y] when prompted, "Are you sure?".

P. Nesting Procedures

The Nesting Table selection on the Procedure menu is used to create nesting tables for four different purposes:

  1. Receipts- these nesting tables only appear on receipts and are useful for showing Clients what is included in certain Procedures. Some examples are, showing that a surgery fee includes anesthesia, supplies, the surgery, exams and injections; or showing what vaccinations, tests, etc. are included in a puppy/kitten package.
  2. Cascading Windows-these nesting tables appear on Billing Screens 1 and 2 and essentially allow you to have multiple items in one table position.
  3. Patient Screen Registration Procedures- When you register a new Patient and enter vaccination dates, the Procedures that are displayed for you to choose from reside in a Nesting Table.
  4. Memory Jogging- the purchase of certain Procedures can be made to cause a "memory jogging" window to display. This memory jogger will prompt the Receptionist to offer an additional service or item.

Each of these nesting table purposes is described in more detail below.

IMPORTANT NOTE: Top Level Procedure codes should be thought of as Comments or Headings, you should NOT put prices, recalls or reminders on Top Level Procedure codes.

1. Receipt Nesting Tables

Through Nesting Table Maintenance you may specify one procedure as the Top Level Procedure and attach or "nest" other procedures which take place simultaneously. For example, a top level procedure could be a Spay. The nested procedures could be anesthesia, surgical pack, suture, etc. The prices for all items will be added together. The price of the Top Level Procedure MUST be $0.00! You will be able to indicate that an item within a nesting table may have an alterable price, quantity and Provider. When a Client is billed, the receipt will show the Top Level Procedure and a total price with the nested procedures listed below with no prices. If you want the receipt to show individual prices, create the abbreviation [.Ndtl] with the abbreviation text as [Y] (see ABBREVIATIONS)

From the Main menu, select [4] File Maintenance, Procedures, arrow right once and select Nesting Tables. Enter the code for the Top Level Procedure. You may then enter up to twelve nested procedures. For each one, first enter the quantity, e.g., 1 ANES G; 3 SURGPK. Then enter the Procedure code. After you have entered all the nested procedures, MAKE SURE to press <F9> so the information will be saved. When a top level procedure is booked, an [n] will flash beside it indicating that there are nested procedures with it. These procedures must all exist in the procedure file, be sure that they are set up as you want them. You may look up codes for existing procedures by pressing <F4>. You may delete a procedure from nesting by pressing <F6>. If you wish the Nested items to be sorted alphabetically, press <F8>.

When Modifying a procedure that you would like to Nest as a Top Level Procedure you may press <F8> to access Nesting.

Nested Procedures behave exactly like un-nested Procedures. Recalls are created and cleared (if an appropriate Rule exists), attached Instructions will print and Inventory will be depleted.

If the Sales Tax field of a Top Level Code is set to [N], then the sales tax status of its nested items will be ignored (and assumed to be N). If the Sales Tax field of a Top Level Code is set to [Y], then each item will be taxed or not taxed based on the status of its individual sales tax field.

On the right side of the Nesting screen are three parameters for which you may indicate that overriding is or is not allowed. You may indicate an override for the Provider, the quantity and/or the price. If an override is allowed, you will be prompted at the point of sale to enter the correct value. The default quantity and price will be displayed at this point unless you add the abbreviation .Bnwd with text of [N] to your system (see ABBREVIATIONS).

2. Cascading Windows

Below is an example of what a Cascading Window is:

Cascading windows can be very useful for groups of similar Procedures such as series of vaccinations, surgeries such as Spays/Neuters, Heartworm tests, etc. If a cascading window has been created, as in the above example, when you choose the top level Procedure, e.g., RABIES VACCS., the cascade displays so that you may choose the specific Procedure for the Patient. You may also choose to have one cascading window lead into another one, and so forth, up to four windows deep.

To create a Cascading window you will use the Nesting Table Maintenance. Do not confuse this with the type of nesting that shows a breakdown on the receipt of what a Procedure included. Although the process of creating the Cascades is essentially the same, it performs a different function. You must first add all the Procedures that will be in the Cascading window. Then you must add a Top level procedure. This will be the one that causes the cascade to display. The Top level procedure code MUST contain AT LEAST ONE [*] and be six characters long. For example, [RABIE*]. The [*] is what distinguishes a Nesting table that is for cascading from a Nesting table for receipt purposes. If the cascade is to be a displayed Procedure (rather than typed at a blank line) the Top level Procedure should have a table position and species indicator, NOT any of the Procedures that will be nested (and cascaded). Pictured below and on the next page is how to create the Top Level Procedure and how to create the cascade Nesting Table.

From the Procedure menu arrow right once and select Nesting Tables. Enter the code for the Top Level Procedure. You may then enter up to twelve procedures to appear in the cascade. For each one, first enter the quantity, then enter the Procedure code. You should not use any of the over ride fields. After you have entered all the Procedures that should appear in the cascade, MAKE SURE to press <F9> so the information will be saved.

Keep in mind:

  1. All Procedures involved in a cascade MUST exist in the Procedure File BEFORE nesting can be done.
  2. The Top Level Procedure Code MUST have at least one (*) at the end of it. The Top Level Procedure code MUST be 6 characters. This Procedure , MUST NOT have a price.
  3. The only Procedure involved in the cascade that should have a table position is the TOP Level.
  4. If the Top level code is in a table position, it must also have a species indicator.

To cause one cascade to lead to another, the Top level procedure code must have more that one [*] at the end. You will nest another procedure that contains at least one [*]. For example:

Top Level Procedure: FOOD**

Nested: DOGFD*

CATFD*

You would then nest specific foods under DOGFD* and CATFD*. The result at Billing would be as follow:

When creating nests within nests, the very Top level Procedure Code MUST have the greatest number of [*]'s. Each subsequent Top level code should have one less [*].

3. Patient Screen Registration Procedures

When you register a new Patient, you must complete the Patient Registration screen which includes any area where you may enter the date of the last vaccinations (and lab tests and anything else you configure). Nesting Tables are used to create this area of the registration screen (see below).

The top level code in this case is determined by the Patient Screen Defaults area of Utilities (see UTILITIES). Using the screen pictured above, the top level codes would HAVE to be RABIE*, FECAL*, BORD**, DHL***, H/WOR*, PARVO*, CORO**, and LYME**. It is essential that the TOP LEVEL code for these nesting tables be the same as the Patient Screen defaults. Your system comes with these tables set up for you. You will only need to do this if you change a Patient Screen Default or add a new one. You may use these same nesting tables as Cascading Windows also, either by giving the top level code a Billing Screen Table Position or typing the top level code on a blank line in Billing.

IMPORTANT NOTE: Top Level Procedure codes should be thought of as Comments or Headings, you should NOT put prices, recalls or reminders on Top Level Procedure codes

The process of creating these nesting tables is exactly the same as that described in the previous sections. The only difference is that the top level code MUST match the corresponding Patient Screen Defaults.

From the Main menu, select [4] File Maintenance, Procedures, arrow right once and select Nesting Tables. Enter the Top Level Procedure Code, for example RABIE*. You may then enter up to twelve procedures to appear during registration. For each one, first enter the quantity then enter the Procedure code. You should not use any of the over ride fields. After you have entered all desired procedures, MAKE SURE to press <F9> so the information will be saved.

4. Memory Jogging

NOTE: Any Procedure that generates a Recall may NOT be used to generate a Memory Jogger.

Below is an example of a Memory Jogging window.

V/BOSS supports two forms of Memory Jogging. One is considered "intelligent" and is set up using Intelligence Nodes (Rules). With this type of Memory Jogging, in the above example, you could cause the Memory Jogger NOT to appear if toothpaste or a procedure listed under "Clears these Recalls" when the Rule was created has already been entered on the invoice. Intelligent Memory Jogging is further explained in the INSTRUCTIONS chapter. The form of Memory Jogging discussed here is NOT intelligent, that is, if a Procedure is set up to trigger a Memory Jogger, it will do so regardless of what else is on the bill.

Before you may utilize this feature, you must add the abbreviation .Mjog with text of [Y] to your system. You should then exit from V/BOSS and log back in. If you need help adding an abbreviation, please see ABBREVIATIONS.

There are two parts to a non-intelligent Memory Jogger. One is a Nesting Table which tells V/BOSS to use a Memory Jogger. The other is the Memory Jogger itself, which is actually an instruction file.

In the following example, if your first Puppy Vaccine generates a Recall, you may NOT set up this Memory Jogger. Any Procedure that generates a Recall may NOT be used to generate a Memory Jogger.

We will set up a Memory Jogger on the first Puppy Vaccination which will remind the Receptionist to try to schedule an appointment for the second vaccination. First we will create the nesting table which will tell V/BOSS to display a Memory Jogger. (NOTE: If an item is already in a Nesting Table used in Billing, you MUST still create a separate table for the Memory Jogger) From the Procedure menu arrow right once and select Nesting Tables. Enter the Top Level Procedure Code, in this example, [DHLP-l]. Enter quantity of ZERO, then enter [DHLP-l] again. Press <Enter> over the Over Ride until you get to M-Jog. Under the Mjog field enter the name you will give the Instruction file that will be the Memory Jogger, in this example, [3WK]. MAKE SURE to press <F9> so the information will be saved.

After you have saved the Nesting Table, press <Esc> to go to the Main Menu. Select [4] File Maintenance, Instructions and Add. You will be prompted to enter a file name, you MUST type [MJOGxxxx], replacing the x 5 with the name you entered in the nesting table. In this example you would type [MJOG3WK] <Enter>. After entering the file name you will be able to type the text that should appear in the Memory Jog window. In this example we might type: [PLEASE TRY TO SCHEDULE AN APPOINTMENT FOR CLIENT TO RETURN IN 3 WEEKS FOR NEXT PROCEDURES DUE.) Press <F9> to save your instruction and exit from it. Your Memory Jogger is now set up and ready to use.

In POS Billing, whenever you bill someone for a DHLP-l, the Memory Jogger will display as below. With non-intelligent Memory Joggers, the window will display when the Procedure is billed and will not display again (unless you enter the Procedure in billing again). You must type [C] to continue with the Billing process.

Q. DISCOUNT PROCEDURE

You may add a procedure to the Procedure File to be used to give discounts. The code and description may be whatever you want. The two things you MUST do are make the procedure price zero AND use a minimum fee of negative 999.00. At point of sale billing type the procedure code on a blank line and enter the dollar amount of the discount using a negative sign.

A journal line item will be created when the procedure(s) is booked.

R. INTELLIGENCE NODES (RULES)

Intelligence Nodes, also called Rules, are used to explain to your system how to handle Procedures which: 1) send and/or clear recalls; 2) should update fields on the Patient record; 3) generate certificates, 4) ask for lab test results, 5) change Patient status to deceased and cancel recalls and appointments; and 6) change Patients' gender when neutered. You should read RECALLS section A. and if you have Vpf, VPF section H.2. When modifying and deleting Procedure Codes that follow rules you should make sure you know what you are doing before changing the codes themselves.

To print a list of Procedures which follow rules, from the Procedure Maintenance menu select [i].

S. LINKING RECALLS

The purpose of the Link Recalls function is to enable you to easily setup one Procedure to create recalls for up to 2 additional Procedures (that were not performed at the same time as the originating Procedure). For example, you could use Linking to cause the last DHLPP vaccine of the puppy series to generate a recall for a 6 month Parvo booster and an annual Rabies vaccine. (A third recall could also be generated, without Linking, just by entering Recall Days in the DHLPP Procedure code.) We will work through this as an example.

From the V/BOSS Main Menu, select [4] File Maintenance, Procedures, Modify. Enter the originating Procedure, in this example, [DHLP-4]. Press <F8> Menu and select Link Recalls. You will see the screen pictured on the next page. Enter the Procedure or Procedures to be linked, in this example, [PARVO6] and [RABIES]. If you don't know the code(s) of the Procedure(s) you wish to link, you can press <F4> for a lookup window. Press <F9> to update the link. If that is all you wish to change, press <F2> Done and answer [Y] to update.

Some issues to keep in mind concerning Linked Recalls:

  1. The Linked Procedures must have Recall Days, and may have Reminder Days, too.
  2. This function will only work from POS Billing.
  3. The Linked Procedures may not also have links or nesting tables.
  4. No Clinical Records or Patient Screen Dates are created for the Linked Procedures, only recalls.
  5. You shouldn't Link Procedures that you will perform on the same day as the originating Procedure.

T. Pricing and Inventory

If you are using the Inventory Module of V/BOSS, there are two ways in which the Procedure File and the Inventory File may interact with each other. One is depletion the other is pricing. We will discuss depletion first.


NOTE: Depletion and the Depletion Matrix have NOTHING to do with Pricing! Depletion and Pricing are completely separate issues. Keep Reading!


Depletion of items from inventory occurs when a point-of-sale billing transaction is completed, under two conditions.

1) If Procedure Codes used in billing exactly match Inventory Item names, depletion occurs on a one-to-one basis. Inventory Quantity on Hand is reduced by the quantity entered in billing.

2) If Procedure Codes used in billing have Depletion Matrices set up (through "Usage" in Inventory), depletion will occur based on the matrix. This overrides number one above if there is a matrix. The Inventory Quantity on Hand is reduced based on the depletion matrix.

If neither of these conditions exist, depletion will not occur. When a Nesting Table is involved, both the Top Level and Nested items will deplete inventory if either of the above conditions is met.

Pricing is a much more complex issue. Prices may be set in the Procedure Code, or may come from Inventory (the "Selling Price" field). Additionally, Pricing Tables may be used to change the price of an item based on the quantity purchased.

Pricing Tables

You may set up as many as 99 different pricing tables to cause V/BOSS to calculate different prices based on the quantity purchased of an item. Generally, this would be to reduce the cost when a certain quantity is purchased. That is the context in which this will be discussed.

To set up a Pricing Table, from the V/BOSS Main Menu select [4] File Maintenance, Procedures, arrow right once and select Pricing Tables. The tables are numbered [01] through [99]. You may set up and use the tables you wish. We would recommend, of course, that you start with 01 and continue sequentially. We will use an example where we want to charge 100% of the price when 11 or less of an item is purchased, 90% is charged if 12-23 of the item is purchased and 85% is charged if 24 or greater are purchased. In effect you are giving a 10 or 15% discount for greater quantities.

We will use table 01. Press <F3> to update the table. Where the cursor is, under "# of Items", type [11] <Enter>. The cursor will move to the "% Client is Charged" column. Type [100.) <Enter>. The cursor will move back to the "# of Items" column. Notice that 12 has already been entered as the beginning #. Type [23] <Enter>. For this %, type [90.] <Enter>. Under "# of Items", 24 will be automatically entered as the next beginning #. Press <Enter> to leave the area where the cursor is blank. This will indicate that anything over 24 will have this percentage applied. Type [85.] <Enter> under "% this Client is Charged". The table should look like the one pictured on below. When it does, press <Fl> to Exit. You will be prompted, "Update this table?" Type [Y].

For any Procedure that should follow this Pricing Table, enter the Table number, [01] in the Pricing Table Field of the Procedure Code. If you create other tables, enter the appropriate table number on the Procedures that should follow the tables. When any Procedure is billed out that has a pricing table, the quantity entered in billing will always be compared to the pricing table indicated and the price will be calculated accordingly. This will be true whether the price of a Procedure is coming from the Procedure Code or from Inventory.

Where Prices Come From

If you enter a price in the Procedure Code, that is the price that will be used. If a Pricing Table is also indicated, the price will be adjusted as needed to comply with the table. If there is an Inventory Item with the same name, it's selling price will be ignored at the Point of Sale. However, if you modify the Selling Price field of the Inventory Item, and that price is different from the Procedure Price, V/BOSS will show the Procedure Price and ask if you want to change it to the Inventory Selling Price. You may answer, [Y) or [N], as you wish. (This assumes you have the proper Access Rights and that .Ipch is set to [Y].)

If the Price field in the Procedure Code is left blank, V/BOSS will look for a price in the following order, remember, if a Pricing Table is indicated, it will always be considered when the final price is calculated:

  1. in the "Price From Inv Item" field of the Procedure Code. If there is no item name there or the item is not found in Inventory, V/BOSS will go to number 2 below. If an item name is there and exists in Inventory, it will look at the Selling Price field of that item. If the item has a price, that price will be used. If the item doesn't have a price, V/BOSS will go to number
  2. it will look for an Inventory Item name that is exactly the same as the Procedure Code. If there is no such Inventory item, it will go to number 3 below. If the Inventory Item exists, V/BOSS will look at its Selling Price field and use that price if there is one. If there is no Selling Price in the Inventory Item, V/BOSS will go to number
  3. it will look at the Procedure Description field and try to find a matching Inventory Item name. If there is no match, it will go to number 4 below. If a matching Inventory Item exists, V/BOSS will look at its Selling Price field and use that price if there is one. If there is no Selling Price in the Inventory Item, V/BOSS will go to number
  4. it will look for an Inventory item who's "Procedure Reference" field matches the Procedure Code. If no code is found, the Point-of-Sale price will display as [0.00]. If a matching Code is found, V/BOSS will look at the Selling Price field of the Inventory Item that contains the reference and use that price if there is one. If there is no Selling Price in the Inventory Item, the Point-of-Sale price will display as [0.00].

NOTE: if the Point-of-Sale price is coming from Inventory by any of the above methods, the price will automatically be updated as the Inventory Selling Price is updated.


Chapter 10 - RabiesTable of ContentsChapter 12 - Intructions


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