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INTRODUCTION

Welcome to V/BOSS and congratulations on choosing the best Veterinary Business Office Software System in the industry! The process of automating an office may seem to be an intimidating task at first. We know from experience, however, that reading this manual, in conjunction with the Quick Reference and formal training will enable you to make a smooth transition to computerizing your operations.

During the training period, the trainer will explain and demonstrate many of the V/BOSS features. As this is quite a bit of information, we have developed this guide with explanations and step-by-step instructions for later reference. The Quick Reference provides step-by-step instructions for the more frequently used V/BOSS features, without the detailed explanations. You should be able to find the answers to all of your questions in these two guides. If, however, a situation arises that you are unable to resolve, please feel free to call our Support Hotline.

This V/BOSS Operator's Guide is laid out in chapters which reflect the options on the V/BOSS Main Selection Menu. V/BOSS is a menu-driven system, meaning that making a selection from one menu, will generally take you to another menu until your desired action as been sufficiently narrowed down. Each chapter in this guide follows that basic pattern. As such, it is best to use the table of contents and/or the index to locate the section of the guide that involves the function you wish to perform and read that entire section. References from one chapter to another are noted in all CAPITAL LETTERS. Once you are familiar with the operation of the system, you will be able to use the Quick Reference to perform functions quickly and easily. Instructions are based on Pull-down Menu Bars. For help in using these menus, see the MENU BARS appendix.

In the remainder of this chapter you will find a brief explanation of computers, standard function key meanings in V/BOSS, and some basic rules to keep in mind while using this guide. At the end of the chapter are our suggestions for steps to take in making a quick and smooth transition to office automation.

A. Understanding Computer Basics

B. Conventions

C. Function Key Meanings in V/BOSS

D. Getting Started

E. NOTE ON HARD DISK SPACE

A. Understanding Computer Basics

A computer system is comprised of three main parts; the computer itself, also referred to as the Central Processing Unit or CPU, which is the "box" that is usually on the floor or directly underneath the monitor; the monitor, which is the screen; and the keyboard. In an office environment, such as a veterinary clinic, it is also necessary to have a printer.

The CPU includes a hard drive or disk which contains the memory (RAM), storage space and the operating system; one or more software packages; a floppy disk drive; and usually a tape drive. The operating system tells the computer what to do when you press certain keys on the keyboard and what type of commands to obey.

Computers are very helpful and sophisticated tools, however it is important to remember that they understand only what is keyed into them, not what you are thinking! Nine and a half out of ten computer problems are caused by operator error. So in the beginning please try to take your time, read the displayed screens and refer to this guide frequently. If the computer won't take some information you are trying to give it, watch for and write down error messages. Also look closely at the field you are filling in and try to determine if the type of information requested is what you are entering. For example, if the system is requesting numeric information and you are typing alphabetic characters, the system will reject the information. Good Luck!

B. Conventions

• All entries in V/BOSS are made in UPPER CASE. Please ensure that the <Caps Lock> key has been pressed.
• Throughout the V/BOSS Operator's Guide, what you are instructed to type will be enclosed in brackets [ ]. For example, [VBOSS]<Enter> means to type "VBOSS", then press the ENTER key. DO NOT TYPE THE BRACKETS!
• When you see these symbols < > you need to press one of the labeled keys on your keyboard. For example, <Fl> means FUNCTION KEY 1, the key that is labeled Fl; <Enter> (or <c/r>) means the ENTER key; <Ctrl> means the control key which is labeled Ctrl.
• Usually, there is no need to press <Enter> when you FILL one of the fields on the menus. For example, if you wish to choose selection 1 on the Main Selection Menu you would just press the "1" key.
• You should establish the date format that you wish V/BOSS to use by adding the abbreviation .Dfmt to your system. You may choose either the International format [YYMMDD], Standard format [MMDDYY] or Military format [DDMMYY]. Regardless of format, it should be understood that when 2 digits for the year are shown that the numbers 50 through 99 indicate years 1950 through 1999 00 through 49 indicate years 2000 through 2050.
• In V/BOSS the term "Recalls" is referring to reminder postcards. "Reminders" are phone calls.
• There are two places to exit from V/BOSS.
1. From the Main Menu - select [X] to exit V/BOSS and answer [Y] to Are you sure?
2. From the Logon screen - press <Esc> and answer [Y] to Are you sure. If you should then see a $, hold down <Ctrl> and type [d].
   
   
   

C. Function Key Meanings in V/BOSS

The function keys are located either across the top of the keyboard or on the left hand side, depending on the type of keyboard. They are labeled <Fl> through <F12>. In V/BOSS, only <Fl> through <F10> are used and the function key's performance is determined by what is displayed on the screen. The functions of <Fl> and <F5> do not change and V/BOSS will normally accept these keys at any time. When other functions are permitted, these will be displayed at the bottom or top of the screen for your convenience.

In most cases, the meanings of the function keys are as follows:

From certain menu screens <Shift><Fl> will toggle the tutorial. The tutorial windows are mini screens that display in the screen you are working in to aid you in entering the correct information into the system. You may find this useful as you are becoming familiar with the system initially and when training additional people. To turn the tutorial off, return to the screen where you turned it on and press the same keys, <Sh-F1>.

D. Getting Started

Following these steps should help you make a smooth transition when automating your clinic.

1. Set a target date for going on-line. Usually the first of a month is a good date. If you are dedicated to this process, four weeks should be a sufficient amount of time to do the following. These steps do not need to be completed one at a time. A DVM could be organizing the procedures and instructions while others are keying in abbreviations, the client/patient database, inventory, etc.
2. Modify and add city, breed and instructional pharmacy abbreviations to the system. Delete any which are not useful to your clinic.
3. If you intend to use the Finance Manager, please see that Chapter and follow the steps outlined there for getting on-line with it. Modify those procedures that are in the system that are useful to you. Remember not to change the codes of Procedures that follow Rules unless you call for help with them. Delete the procedures that you will not use. Add any other procedures that you need.
4. Modify and add any necessary instruction files. When organizing your procedure file, make sure to attach desired instruction files. Delete those which you do not need.
5. Register all clients (and their pets) who have been to your clinic in the last 18 months (at least) and try to input any new clients on a daily basis. If you would like to be able to start utilizing the Recall function, you should register the clients who will need to return for procedures in the following month first, then continue in that order. Make sure that the person or people who are doing the data entry understands which vaccines and dates to enter. Some clinics hire temporary help to input information. This works well as long as the people completely understand the information that they are to input.
6. For those clients with an A/R balance, use the Initial Receivables Load to input the amount of money each Client owes. Remember to find the Client and from the Client screen press <F7> for A/R then [I] for Initial Balance Load. This information should be entered THE DAY BEFORE YOU GO ON-LINE to insure that everyone's record reflects an accurate balance.
7. If you will be using the Boarding program be sure to modify the boarding configuration to your clinic's specifications.
8. If you will be using the Appointment program be sure to create each Provider's schedule.
9. Create Provider codes for all DVMs and everyone who will be using the system. Double check that everyone who is to use the computer feels comfortable in doing so and knows how to a) find a client; b) modify client and patient screens; c) access the billing screens; d) perform a point of sale billing.
10. You may wish to add a "dummy" client/patient file (John Doe, for example) to practice POS billing on. If you do, before you go on-line, you may wish to delete the client and all associated patients. Also MAKE SURE to note on a calendar what your on-line date was. Do not request any cash reports that include dates prior to your on-line date since they would include money you did not actually receive.
11. Before your first statement run make sure to a) flag any accounts necessary; b) if you have the VPF options, modify the special dunning instruction files and modify the AR-STAT fields of any necessary client's; c) create any desired statement messages using the abbreviations .Smsl, .Sms2, and .Sms3.
12. If your package includes the Inventory system, we recommend that you give yourself 2 to 3 months (at the very least) to input the necessary inventory information. Once you are ready for the system to start depleting, go to Configurations and answer [Y] to the question DO YOU WISH TO DEPLETE INVENTORY?
    
    
    
    

E. SPECIAL NOTE ABOUT HARD DISK SPACE:

It is the clinic's responsibility to be aware of the amount of hard disk space available on the computer, and to know if you are close to using all the available space. The method for finding out how much free space you have depends upon your Operating System. Be sure to find out how to do this.

Please check your availability each month (before processing monthly statements, for instance). Adequate space is required to process reports like Recall cards or Monthly Statements.

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