Chapter 11 - ProceduresTable of ContentsChapter 13 - Accounts Receivable


INSTRUCTIONS

Many of the procedures you perform on a Patient require follow up action to be taken by the Client. Instructions that will print on Client receipts may be stored in V/BOSS, eliminating the time-consuming practice of hand-producing them for each Client.

You may attach an Instruction File to one or more Procedure(s) so that it automatically prints on the point-of-sale receipt every time that Procedure is booked, or you may choose to enter instructions at the time of billing.

A. Print ALL Instructions
B. Add an Instruction
C. Modify an Instruction
D. Delete Instruction
E. Attaching an Instruction File to a Procedure
F. Print an Individual Instruction
G. List Instructions on the Screen
H. Copy Instruction
I. Rename Instruction
J. One-time Instructions (Type Instruction)
K. Export and Import Instructions
L. Special Instructions on the Monthly Statements
M. Instructions with Special Functions
N. Menu: Special Vpf Features
0. Additional Commands
P. Memory Jogging Instructions


A. To print ALL of the existing instructions,

from the Main menu select [4] File Maintenance then [I] Instructions. Arrow to the right 3 times to Print. Then ready the printer and press [A] for Print All Instructions. You will be prompted to select [P] for printer, [B] for billing printer, or [F] to write to File. Selecting [P] or [B] will cause the instructions to print on the appropriate printer. If you select [F], you must print the report from Print Report on File. See PRINT REPORT ON FILE.

B. To Add a new instruction to the file,

from the Main menu select [4] File Maintenance then [I] Instructions. Type [A] for Add Instruction. Enter the new instruction file name (up to eight characters). A "page" with fifteen lines will be displayed for you to type in the instruction. The functions listed below may be used when adding an instruction. When you are finished BE SURE to press <F9> to save the instruction.

These functions will work while modifying and adding only.

<Down arrow> down a line
<Up arrow> up a line
<Left arrow> move left (no erase)
<Right arrow> move right (no erase)
<F6> inserts a blank line
<F7> deletes a line
<space bar> deletes character at cursor
<backspace> deletes character to left of cursor
<F9> saves and ends entry of data
<Fl> exit without saving

C. To Modify an Instruction,

from the Main menu select [4] File Maintenance then [I] Instructions. Type [M] for Modify. Highlight or type in the name of the instruction you want to modify. The instruction will display. You may make modifications by deleting letters, words, or lines, or by inserting one or more lines of text, or by typing over the existing text. The maximum number of lines an instruction can contain is fifteen. You may press <F2> at any point to print the instruction. Make sure to press <F9> when you have finished in order to save the changes.

D. To Delete an instruction,

from the Main menu select [4] File Maintenance then [I] Instructions. Arrow right once to Maintenance. Press [D] to Delete Instruction. Highlight or type the name of the Instruction to delete. The Instruction will be displayed along with the question DELETE, Are You Sure ?? If this is the correct Instruction and you want to delete it, type [Y]. If not, type [N] and repeat the steps using the correct Instruction name.

REMEMBER TO DELETE THE REFERENCE TO THE INSTRUCTION FILE FROM ANY PROCEDURE(S) IT WAS ATTACHED TO IN THE PROCEDURE FILE.

E. Attaching Instruction Files to Procedures.

When adding or modifying a Procedure, type the desired Instruction File name in the field labeled "Instruction File". (See PROCEDURES) If the file already exists, no further action is necessary. If there is no instruction with this name, a screen will display for you to create the instruction. A "page" with fifteen lines is available for each instruction.

F. To Print an individual instruction,

from the Main menu select [4] File Maintenance then [I] Instructions. Arrow right 3 times to Print. Type [P] to Print an Instruction. Highlight or type the name of the instruction you wish to print. Or press <Enter> to begin to peruse through the instructions until you find the one you need to print. When ready to print, press <F2>.

Screen #1

G. To View Instructions on the screen,

from the Main menu select [4] File Maintenance then [I] Instructions. Arrow right once to Maintenance and press <Enter> on List.

The screen will display a list of all the Instruction Files in the system. (If there are more instructions than will fit on the page, press <FlO> to view the next page of instruction names.)

To view a particular instruction, highlight it and press <Enter> or type the name of the instruction you would like to see and it will be displayed for you. For example, to see the Instruction file about Heartworms, type [HEARTWO] <Enter>.

While in List mode you may press <FlO> to scroll alphabetically through the instructions. You may press <F2> to print an instruction that you are viewing at any time.

H. You may Copy an Instruction.

For example, you may have an instruction named SPAYSD, for spay small dog. You may want to use essentially the same instruction for a spay of a large dog, but alter what it says slightly. To do this, from the Main menu select [4] File Maintenance then [I] Instructions. Arrow right once to Maintenance and type [C] for Copy. Highlight or type the name of the instruction to be copied, in the example, [SPAYSD]. Then type the name of the new instruction, in the example, [SPAYLD]. The file SPAYLD now exists and you may modify it as needed.

I. An existing instruction may be Renamed.

To rename an instruction, from the Main menu select [4] File Maintenance then [I] Instructions. Arrow right once to Maintenance and type [R] for Rename. Highlight or type the name of the instruction to be renamed, then <Enter>. Type the new name for the instruction and <Enter>. The instruction may now be found only under the new name.

After renaming you will be prompted, "Update Procedure File?" If the original instruction name was attached to a Procedure code, you should respond by typing [Y]. If it was not attached to a Procedure, type [N].

J. An instruction may be "Typed"

for one time printing and not saved in the file. This is useful for personalized instructions for a particular Patient. Also, if you answer [Y] to the question "Any additional Instructions?" at point-of-sale billing you will be brought to the Instruction File Maintenance Menu and you may use this option. Select [T] from the Instruction File Maintenance Menu. The instruction is automatically named <NONAME>. Type the instruction as you wish it to appear. When finished, press <F2> to print, then, if you are completing a P05 billing, press <Esc> to exit back to POS billing.

K. The options Export Instruction and Import Instruction

should be used only by computer programmers. If you are a programmer contact CRT Systems for further information.

L. Special Instructions on the Monthly Statements

If you have a special field labeled AR-STAT on the Client screen you have the ability to produce an additional 1/3 sheet for monthly statements which will contain a customized instruction file. The instructions will be printed based on the age of the accounts, whether instructions have been created, and your use of the client special field labeled AR-STAT.

You will be able to have several different messages. You may create separate messages for accounts that are current, over 30, over 60, or over 90 days old. By using AR-STAT, you may indicate even more specialized messages. You may wish to use these messages to remind clients of your service charge policy or advise them that they may be turned over to a collections agency.

To use this feature:

a. One of the client special fields must be labeled AR-STAT.

See CLIENTS and CONFIGURATIONS to set up. If the space under this field is left blank, the appropriate standard instruction (see below) will print. Placing an asterisk [*] in the first position of this field will prevent any instruction files from printing. Alternately, you may code this field to print a different instruction (see section c.).

b. The standard instructions should be named as follows:

Current accounts RECE_NOO

Accounts over 30 days RECE_N30

Accounts over 60 days RECE_N60

Accounts over 90 days RECE_N90

If you wish to include messages to these clients, you must add instruction files with the above file names. See section G of this Chapter for help in adding these files. Remember, if you create these instructions they will print automatically unless you place an [*] in the AR-STAT field on the client screen, or indicate that a different instruction should be printed. (See section c on the next page)

C. You may wish to create instructions for particular clients,

or for particular types of accounts. For example, you could create an instruction to print on accounts that are being turned over to a collections agency. You should name these special instructions in the following format: RECE_xNN . Replace the [x] with a letter of your choice, for our example you might choose [C] for collections. In the last two positions you should indicate the age of the accounts that this should print for, in our example you might use 90 for accounts over 90 days over due. So your instruction file would be named [RECE_C90]. You must then place a [C] in the first position of the AR-STAT fields of the Clients that you want to receive this message. Whatever you replace the [x] with in the instruction file name is what you should put under AR-STAT for the clients who should receive a particular message.

M. Instructions with Special Functions

In addition to the above instructions which print on the Monthly Statements, there are three other instructions that print on P05 Billing receipts under certain circumstances. Their names are:

POS_RECA

SERV_CHG

ESTIMATE

POS_RECA prints on all receipts if your system is configured to print the open recalls (see CONFIGURATIONS).

SERV_CHG prints on receipts when the balance was not paid in full. You may suppress the printing of this instruction by renaming it NO SERV.

ESTIMATE prints on receipts for estimates (see POS BILLING).

All three of these instructions may be modified to meet your needs.

N. Menu: Special Vpf Features

In Modify and Add Modes you will notice the function <F8> Menu is listed at the bottom of the screen. If you press <F8> you will see a Menu Bar as below (see Menu Bar Appendix for info on using this menu style).

Screen #2

1. CASE ATTRIBUTES/CENTERING You may apply the case attributes listed and center lines on the page. If a particular line is involved, be sure that the cursor is on the correct line before making a selection. Each selection does exactly what it says. For example, if you press [4] to Convert Page UPPER case, using the above instruction as an example, the result will be as you see below.

Screen #3

The following substitution commands may be used to insert appropriate information into instructions. This includes instructions that are attached to Procedures and Take Home Instructions, as well as Templates and Medical Records. Entries will generally be inserted in upper case letters unless the abbreviation .Vpqs is added (see ABBREVIATIONS), in which case Upper/Lower parsing will be observed. You should select List Commands from the menu for information on line compression and commands that may be added in later V/BOSS releases. Examples are also given on the format of inserted information.

|*PATIENT*| inserts Patient name
|*SPE*| inserts Patient Species (if species is [Other, breed will be used
|*BREED*| inserts Patient Breed (1st nine characters)
|*PT#*| inserts Patient File Number
|*TODAY IS*| inserts Today's date (eg.,Jan.1, 1993)
|*TODAY+nnn*| inserts date of Today plus number of days entered
|*TODAY-nnn*| inserts date of Today minus number of days entered
|*DAYOW*| inserts Day of the week
|*TIME*| inserts Time of day
|DD/DD/DD| inserts Today's date (numbers only)

When you wish to insert any of this information, type the command in the place where the insertion should occur. Below is an example of an instruction with commands, and then the instruction as it would print.

Screen #4

3. SET UP You may use this feature to determine the line width for instructions. This is the number of characters across that will be printed. You may specify a value from 30 to 80. 60 is the standard value.

O. Additional Commands

There are some additional Substitution commands to those discussed in the previous section. These may be viewed by pressing <F4>. Currently, you may use substitution selections of Patient information, Client information, Dates and Practice (Hospital) information.

Screen #5

You may use the arrow keys to highlight a command you wish to use and press <Enter> to select it rather that typing it. Or, you may type the letter that corresponds to the desired command to insert it. If a [+] appears in the command, you should enter a number after it.

On the following page is a list of what information is inserted by each command.

This command Inserts
|*patient*| Patient Name
|*PT#*| Patient Number
|*BREED*| Patient Breed
|*SPE*| Patient Species (or Breed if Species is "Other")
|*SEX1| He or She as appropriate

|*SEX2

Him or Her as appropriate

|*SEX3

His or Hers as appropriate

|*SEX4

His or Her as appropriate

|*SEXX| M, F or MC
|*MICRO-CHIP*| Patient Micro-chip Number
|*P-AGE*| Patient Age
| *P-BIRTH*| Patient Birth date
|*P-BIRTH+| Patient Birth date + number of days
|*MICRO-CHIP*| Patient Microchip Number

|*C-TL*| Client Title (will leave space if there is no title)
|*C-TL-|

Client Title (will NOT leave space if no title is found)

||
|*C-FIRST*| Client First Name
|*C-LAST*| Client Last Name
|*C-SALUT*| Client Title and Last name with punctuation mark that you enter.
|*CL#*| Client Number
|*C-ADD1*| Client Address Line #1
|*C-ADD2* | Client Address Line #2
|*C-C-S-Z*| Client City, State and Zip Code
|*C-COUNTY*| Client County

|DD/DD/DD| Today's date (06/22/96)
|*TODAY IS*| Today's date (Jun. 22, 1996)
|*TODAY+| The date of today + number of days
|*TODAY-| The date of today - number of days
|*TIME*| The Current time, format based on .Dmst abbreviation
|*DAYOW*| Day of the Week (Monday)
|*DOW+| Day of the Week of today + number of days
|*H-NAME*| Hospital Name
|*H-ADD1*| Hospital Street Address
| *H-C-S-Z* | Hospital City, State and Zip Code

P. Memory Jogging Instructions

Below is an example of a Memory Jogging window displayed during Point of Sale Billing.

Screen #6

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 may cause the Memory Jogger NOT to appear if toothpaste has already been added to the bill. The NON-intelligent form of Memory Jogging is discussed in the PROCEDURES chapter. With non-intelligent Memory Joggers, 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 setting up an intelligent Memory Jogger, an Intelligence Node (Rule) and an Instruction File.

To create the Intelligence Node, 1)From the Main menu select [R] Recall, (I) Intelligence Nodes; OR 2)From the Main menu select [4] File Maintenance, <Enter> on Procedure, arrow right 3 times to Rules then <Enter> on Intelligence Nodes. Select Add New Node. Enter the Procedure code which should trigger the Memory Jogger, for this example, [DENTAL]. NOTE: Memory Jogging Rules Support the wildcard character [*], for example, you can substitute [DENT**] for [DENTAL] in this example. Type [16] for "Updates this Patient Field". For Proc Type, you may select an item from the list, for example, [16] Dental or select [20] for Miscellaneous. In the next column you may list up to ten Procedure codes which, if added to a point-of-sale receipt, should PREVENT the Memory Jogger from displaying. In this example you would enter all of your toothpaste Procedure codes. If you do not use ten Procedures, press <Enter> until you are at the field that reads, 'Use Instr. File: MJOG____". The cursor will be next to MJOG. Type in up to four characters for the rest of the name of the Instruction File which will contain the Memory Jogger text. For this example, [DENT]. Press <F2> for Done.

Screen #7

You are now ready to enter the Memory Jogging Instruction. Return to the Main menu and select [4] File Maintenance, Instructions and Add. You will be prompted to enter an Instruction Name. Type [MJOGxxxx], replacing the x's with the characters you used in the Rule, for example, [MJOGDENT]. Fifteen lines will display on which you can type your Memory Jogging Instructions. When finished, press <F9> to save your instruction.

Screen #8

You have now created an "intelligent" memory jogger. When you charge a Client for the Procedure DENTAL, the Receptionist will be reminded to offer toothpaste, unless one of the procedures listed under "Clears these Recalls" (when the Rule was created) has already been entered on the invoice. In that case, the memory jogger will not display.

Intelligent Memory Joggers display on Billing Screen # 3. You may choose to continue processing the transaction by typing [C] or type [R] to return to a previous billing screen so you can add something to the invoice. If you Save WIP or Defer the transaction, the Memory Jogger will display again (unless you added a required item to the invoice)


Chapter 11 - ProceduresTable of ContentsChapter 13 - Accounts Receivable


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