Chapter 9 - Clinical & Medical RecordsTable of ContentsChapter 11 - Procedures


RABIES

A. Update Batch/Mfg

B. Assigning Rabies Tag Numbers

C. Lost Pets

D. Duplicate Rabies Certificates

E. Rabies Reports

F. Rabies Count

G. Change Issued Rabies Tag Number/Issue Replacement Tag

H. Delete Issued Rabies Tag Number

I. Tailoring the Rabies Certificate

J. Dedicated Printer for Certificates


A. Update Batch/Mfg

This information should be entered first so that your Rabies certificates will print correct information and so that the system knows where to start numbering the tags. If you do not issue tags, you must still assign numbers, but you may add the abbreviation .Rtag to cause the numbers to be referred to as certificate numbers (see ABBREVIATIONS). You MUST enter at least one rabies "stack", but you may have a different stack for each cash drawer and/or for 1 year, 2 year, or 3 year tags and/or for dogs and cats. After setting up the stack(s), you must update each Cash Drawer's Id Record and identify which stack to use. (More about this later) Each stack identifies:

To decide what stacks you need, consider the following: Do you give 2 year or 3 year rabies vaccinations? If so, do you have a separate group of tags for the 1 years? Do you have more than one cash drawer? If so, do you want to have a separate stack of tags for each cash drawer? See the table below to help you decide how many stacks you need...

Screen #1

From the Main Menu, select [5] Rabies Maintenance, arrow right once to Stacks and press <Enter>. The following window will display:

Screen #2

Any existing stacks will now be listed in the window. If there are any stacks, you may modify them. If there are no stacks, or if you need more than the number shown, you may also add stacks. If you wish to modify an existing stack, use the down arrow to highlight it and press <Enter>. The following will display:

Screen #3

To make a change, type over the incorrect information. Use <Enter> to move down. Use the left arrow key to go back to a previous field. You may give each stack any name you wish (up to 8 characters). If your tag numbers are longer than 7 digits, you should enter a prefix. For example, if your tags' sequence starts with 75250927, you should enter [7] as the prefix. If the sequence starts with X-2013454, you should enter [X-] as the prefix. The "Length" field defines the maximum number of digits that will print on the Rabies certificate. Note that this will not restrict the number of digits that may be entered for a tag number! The meanings of the other fields are listed on page 3. Remember to update the Batch Id as you open new boxes of vaccine. You must <Enter> through all of the fields in order to update any change(s) you have made.

To add a new stack, when the stacks window displays, select <F6> Add NEW stack. A partial abbreviation will display along with the prompt to "Enter STACK You Wish to ADD:" You may enter 1 or 2 more characters to identify the stack. Enter the appropriate information into each field.

Screen #4

Updating the Id records

After you have established the stack(s) you must tell the system which stacks to use when assigning tag numbers. Make note of each stack abbreviation (.Rk___). From the V/BOSS Main Menu select [4] File Maintenance, then [T] Terminal's ID Record. The following will display.

Screen #5

PRESS <ENTER> UNTIL YOU SEE THE FOLLOWING:

Screen #6

Once at Update ID-Record Page 2, continue to press <Enter> until the cursor gets to Default 1 Year Rabies Tag Stack. At that point the Rabies Stack window will display, showing the stacks that you established. Use the down arrow key to highlight the 1 year stack for the Cash Drawer you are on and press <Enter>. If you have a separate stack for 2 or 3 year tags, highlight that stack and press <Enter>. Then press <Enter> again. You should now be either at a xenix386!login, where you may just login again, or a $, where you should hold down <Ctrl> and type [d], then login again. You must do this at each terminal that will be used as a Cash drawer, even if you want to use the same stack(s) at each.

B. Assigning Rabies tag numbers

After creating your stacks and assigning them to each Cash Drawer, tag numbers will be assigned to each Patient that you charge for a Rabies vaccine in P05 billing. Tag numbers will be assigned in order starting with the number you entered in the stack. You should still look at the number being assigned and make sure it matches the tag the client is receiving (if they do not match, type the correct number over the incorrect one) . In this manner Patient rabies tag numbers will be updated by the system automatically. The number is assigned at the end of the billing process unless you save the bill (with a Rabies vaccination booked) in WIP. See WIP, Rabies and WIP.

As you will see later in this chapter, you have the ability with V/BOSS to quickly identify lost animals by their rabies tag numbers. If you have current Rabies tag numbers in your Patient's records, you may wish to enter these numbers as you register Patients into the system during system start-up. The easiest way to do this is to go to the Patient record, make note of the date of the last Rabies vaccine and press <F9> for Rabies. The system will prompt "[A]dd a tag or [F]ind a Tag" Type [A]. The following will display:

Screen #7

Make sure that if the Patient's last vaccination was a 1 year that the screen shows 1 Year or if it was a 2 or 3 year vaccine that the screen shows Multi-Year. If the display is incorrect press <FlO>.

Then:

Enter the last two digits of the year the tag was issued. Enter the date the tag was issued.

Enter the 7 digit Pet ID number (press <enter> if you started this process from the Patient Screen).

The Patient name will display, if all is correct, enter [Y] to register the tag number.

Enter the Provider Code.

The default Rabies stack will display. Press <FlO> to accept the displayed tag number; <F3> to change the stack; or type in a different tag number.

Respond appropriately to "DO YOU WANT TO PRINT A CERTIFICATE N/Y".

You may also enter a Patient's rabies tag number through Rabies Tag Maintenance. You need to know the Patient's V/BOSS number as well as the tag number with this method. From the Main Menu select [5], ensure that the correct file (1-year or multi-year) is selected, arrow right once and choose Add New Tag #. The rest of the process is just like above, except that you will have to type in the Patient ID number.

C. Identifying Lost Pets by their Rabies tag numbers

From the Main Menu select [5] Rabies Tag Maintenance, arrow right

once, make sure that the correct file is displayed (1-year or multi-year) and select Find Tag Owner. You will be prompted to:

Enter the Rabies Tag Year -->

Tag Number -->

If a valid tag number has been entered, a screen will then be displayed with all of the information on the vaccine (Batch, Mfg, Dose, Type), the pet's name and ID number, and the owner's name, address, and phone number.

Screen #8

D. Duplicate Rabies Certificates

There are two methods available for reprinting a rabies certificate. The easiest way is to go to the Patient record and press <F9> for Rabies. Type [F] when prompted "[A]dd a Tag or [F]ind a tag". Enter the year the tag was issued. The tag information should then display. Press <F2> to print the certificate. The second method is to follow the instructions for Identifying a Lost Pet and when the tag information is displayed, press <F2> to print the certificate.

E. Print Rabies Reports

Rabies reports may be selected from the Generate Reports menu. See GENERATE REPORTS for detailed information on printing Rabies reports.

F. To find a COUNT of the number of Rabies vaccines given

during a time period follow the directions for printing a Rabies report in GENERATE REPORTS (you will not have to actually print it). When prompted to: "Enter P to Print F to write File", select [F] to write to file. When processing is complete a count will be displayed of how many dogs and cats were vaccinated. Remember to follow this procedure for both 1 year and 3 year (or 2 year) vaccines if necessary.

G. Change Issued Rabies Tag #/Issue Replacement Tag

Occasionally, a Patient may lose their rabies tag and need to have another tag issued with a new number. Or someone may type in the wrong tag number and not realize it in time to change it. To find out the old tag number find the Patient. Once at the Patient Screen press <F9> Rabies. You will be prompted "[A]dd a tag or [F]ind a tag". Press [F]. Enter the year the old tag was issued and the old rabies tag number will be displayed for that Patient. Write this number down. Now press <Fl> until you exit to the Main Menu.

Once you know the old tag number, select [5] Rabies Maintenance from the V/BOSS Main Menu, ensure that the correct file (1 year or Multiple Years) is selected and arrow right once, then select change Tag #. You will be prompted as on the screens below.

Issue Replacement tag requires the same entries as change Tag #. The difference is that the old number is retained when Issue Replacement Tag is performed. It is eliminated when change Tag # is performed.

Screen #9

Screen #10

H. Delete Issued Rabies Tag #

You may want to delete tag numbers if you make a mistake when assigning a number.

From the Main menu choose [5] Rabies Maintenance, ensure that the correct file (1-Year or Multi-Year) is selected, arrow right once and select Delete Tag #. You will be prompted as on the screens below. BE SURE that you enter the correct number to be deleted. The system will permanently delete this number from the Rabies File.

Screen #11

I. Tailoring the Rabies Certificate

The standard Rabies certificate looks like the following:

Screen #12

The reference on the certificate to a Tag number may be changed to read "Certificate No." by adding the abbreviation .Rtag with text of [N]. See ABBREVIATIONS.

If you have a special Client field labeled "COUNTY", V/BOSS will use what appears under this field for each Client as the County on the certificate. If you do not have a special Client field labeled "COUNTY", or the county is not specified for an individual, V/BOSS will use the default county that is in your Configuration file (see CONFIGURATIONS). If there is no default county either, the certificate will read "COUNTY HEALTH DEPT."

You may override this line on the Rabies certificate through use of the abbreviation .R1l1 (R one L one). You will need to add this abbreviation, unless it already exists, in which case you should modify it. From the Main menu select [4] File Maintenance, Abbreviations, then [A] to add or [M] to modify. Enter [.R1l1] as the abbreviation, then [M] Comment for the type. A line will then be displayed for you to enter the abbreviation text. At this time you will enter the line as you would like for it to print on the certificate. (The word [NULL] prevents the abbreviation from being activated.)

The example below illustrates the contents of an abbreviation set up to print a message of your choice. On the following page you will find an example of the rabies certificate.

Screen #13

Screen #14

Through the Configuration program you may add one or two more lines to the Rabies certificate. See CONFIGURATIONS to run this program. Additional lines will appear as follows.

Screen #15

J. Dedicated printer for certificates

If you would like all of your Rabies certificates to print on a dedicated printer (so you can use 2 part paper & keep a copy of all certificates), you may assign the dedicated printer through the terminals' ID records. See ID RECORD for instructions. Remember, it MUST be a dedicated printer, i.e., a printer that is for this purpose ONLY.


Chapter 9 - Clinical & Medical RecordsTable of ContentsChapter 11 - Procedures


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