RxWorks V4 · RxWorks 4.3 Release Notes _____ Page | 5 AUTOMATED MESSAGE MANAGER (AMM) SMS DETAILS...

RxWorks V4.3 Release Notes

©RxWorks Inc

7/28/2010

V2

The most ‘Multi-Branch’ friendly release to date

RxWorks 4.3 Release Notes ___________________________

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TABLE OF CONTENTS

AUTOMATED MESSAGE MANAGER (AMM) .................................................................. 5

SMS DETAILS FOR MULTI-BRANCH PRACTICES ............................................................. 5

AUTOMATED SOFTWARE UPDATES .............................................................................. 6

CHOOSE WHEN TO RUN YOUR SOFTWARE UPDATES ................................................... 6

CONFIGURATION .............................................................................................. 6

DOCUMENT EDITS AND MANAGEMENT ....................................................................... 7

.DOCX SUPPORT ............................................................................................................. 7

CLINIC ADDRESS MERGE FIELDS .................................................................................... 7

VITAL SIGN MERGE FIELDS............................................................................................. 7

VIEWING ATTACHMENTS AND DOCUMENTS ................................................................ 8

CLIENT COMMUNICATIONS ........................................................................................ 10

UPDATES TO THE CLIENT COMMUNICATIONS LOG .................................................... 10

EASIER EMAIL COMMUNICATIONS .............................................................................. 10

SHOWING NEXT APPOINTMENT DETAILS .................................................................... 14

CHOOSE TO PRINT NEXT APPOINTMENT DETAILS ...................................................... 14

ACCESSING THE ‘PRINT NEXT APPOINTMENT’ OPTION ................................. 14

TAX ............................................................................................................................ 15

TRANSACTION TYPE TAX RATE .................................................................................... 15

DEFAULT SERVICE HEADING TAX RATE ....................................................................... 15

STOCK ORDERS ........................................................................................................... 16

LEGEND FOR SYMBOLS ON STOCK ORDERS ................................................................ 16

IDEAL LEVEL .................................................................................................... 16

CRITICAL LEVEL ............................................................................................... 16

REMINDERS................................................................................................................ 17

CHANGES TO THE REMINDER WINDOW ..................................................................... 17

REMINDER ITEM DETAILS ............................................................................................ 17

IMPROVEMENTS TO REMINDER EMAILS AND SMTP SETTINGS .................................. 18

SETTING SMTP DETAILS WHEN GENERATING REMINDERS ............................ 18

ACTIONING FAILED EMAILS ............................................................................ 20

WORKING AROUND THE ‘ALL REMINDERS’ DOCUMENT ............................................ 21

VIEW PATIENT REMINDER HISTORY ............................................................................ 23

REPORTS .................................................................................................................... 24


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PATIENT DRUG CLASSIFICATION REPORT .................................................................... 24

ANALYSE ALL FEES (BY CROSS TAB) – PERFORMANE PACK ONLY ............................... 25

RESTRICTING C4 REPORTS TO CLIENT RECORDS ......................................................... 27

PRICE LIST REPORTS ..................................................................................................... 28

PRINTING PROCEDURE LABELS .................................................................................... 29

OPTION TO DISABLE PROCEDURE LABELS ................................................................... 29

ACCESSING THE PRINT LABELS OPTION .......................................................... 29

LISTING CLIENTS ......................................................................................................... 30

LIST CLIENTS FOR ALL CLINICS ..................................................................................... 30

TOOLBAR RIBBON ...................................................................................................... 31

FUTURE APPOINTMENTS (BUTTON) ............................................................................ 31

OPEN CLIENT WORK AREA (BUTTON) .......................................................................... 31

EMAIL (BUTTON) .......................................................................................................... 31

ADD PROCEDURE FOR CURRENT CONSULT (BUTTON) ................................................ 31

HEALTHCARE MANAGER ............................................................................................. 32

‘DEFER ALL’ REMOVED (BUTTON) ............................................................................... 32

BASED ON FEEDBACK ...................................................................................... 32

HOW TO QUICKLY SKIP INDICATORS .............................................................. 32

PROCEDURE MANAGEMENT ....................................................................................... 32

SEPARATE WORKSPACE FOR PROCEDURE MANAGEMENT ......................................... 32

BACKUP MANAGEMENT ............................................................................................. 33

ENHANCEMENTS TO THE BACKUP MANAGER WINDOW ............................................ 33

Accessing the backup manager window ......................................................... 33

The ‘Last Successful Backup Dates’ Area ........................................................ 33

The ‘Logs and Folders’ Area ............................................................................ 34

The ‘Tasks’ Area .............................................................................................. 34

The ‘Configuration’ Area ................................................................................. 35

COLORED SUMMARY BAR UPDATES............................................................................ 37

VISIT LIST, RECALL LIST AND HEALTHCARE SUMMARY BARS ...................................... 37

INCOMPLETE VISITS & DEACTIVATED / DECEASED PATIENTS ..................................... 37

THE VISIT WORK AREA ................................................................................................ 38

PROMPT WHEN CHANGING THE VET ASSOCIATED WITH A VISIT ............................... 38

VITAL SIGN AND THE PATIENT VISIT LIST..................................................................... 38


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COUNTER SALES ......................................................................................................... 39

CLINIC SPECIFIC COUNTER SALES ................................................................................ 39

CONFIGURATION ............................................................................................ 39

PAYMENTS ................................................................................................................. 40

WARNINGS FOR VISIT DETAILS STILL BEING EDITED ................................................... 40

OPEN INVOICING (RECEIPT TO ACCOUNT) SYSTEMS - PAYMENT WORKFLOW

CHANGES ..................................................................................................................... 41

PRESCRIPTIONS (SCRIPTS) ........................................................................................... 42

CANCELLING PRESCRIPTIONS ...................................................................................... 42

TO CANCEL A PATIENTS PRESCRIPTION .......................................................... 42

PATIENT BREEDS ........................................................................................................ 44

INVALID PATIENT BREEDS CLEANUP UTILITY ............................................................... 44

ACCESSING THE BREEDS CLEANUP UTILITY .................................................... 44

USING THE BREEDS CLEANUP UTILITY ............................................................ 44

REQUESTING NEW BREEDS IN CENTRALLY ALIGNED SYSTEMS ...................... 45

ADVANCED BREED PROMPTING .................................................................................. 46

GROUP POLICIES ........................................................................................................ 47

INTRODUCING THE GROUP POLICY MANAGER ........................................................... 47

Accessing the Policies Options: ...................................................................... 47

An example RxWorks Policy: .......................................................................... 47

Configuring Policies: ....................................................................................... 47

Editing Policy Rules: ........................................................................................ 49


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AUTOMATED MESSAGE MANAGER (AMM)

SMS DETAILS FOR MULTI-BRANCH PRACTICES

Automated Message Manager (AMM) now automatically merges clinic details into an SMS

(Text Message) template based on the clinic for which an appointment or reminder was

created. Merge details can also be based on the patient’s preferred clinic for a prescription.

Previously, Automated Messages only used the details of the main practice.


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AUTOMATED SOFTWARE UPDATES

CHOOSE WHEN TO RUN YOUR SOFTWARE UPDATES

CONFIGURATION

1) Go to the RxWorks Task Panel

2) Select ‘Tools and Utilities.

3) Click on ‘Misc.’

4) Choose ‘Configure Software Update.’

The following options are provided:

Disable Automatic Software Updates.

Enable Automatic Software Updates and select a time you wish them to run.


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DOCUMENT EDITS AND MANAGEMENT

.DOCX SUPPORT

RxWorks now supports importing the Microsoft Word formats .docx and .docm, which are

used in Office 2007.

CLINIC ADDRESS MERGE FIELDS

The merge fields ‘LoggedInClinicAddress’ and

‘PreferredClinicAddress’ have been added as merge fields

available to Word Documents.

Using these, a practice can now personalize their

documents using address details either from the clinic

used in creating the documents, or based on a client’s

preferred clinic.

VITAL SIGN MERGE FIELDS

Each patient vital sign has been added as merge field that is available in Word. You can

now merge vital signs from a patient’s currently active visit into a document. If a Visit

Work Area for a patient is not open, the merge fields will be

empty.

Vital sign merge fields are:

Weight,

Temperature,

Heart Rate,

Dental Grade,

Blood Pressure,

Body Score,

Resp. Rate,

Pain Score,

CRT,

MM Colour.

These fields will also work from the Patient Work Area by using the last known value for

each vital sign.


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VIEWING ATTACHMENTS AND DOCUMENTS

Both Attachments AND documents linked to clients, patients & visits can now be viewed in

a consolidated, chronological list. This is done through the ‘Attachments’ button in the

toolbar, and prevents the need to remember if a file is stored as an attachment or a

document.

Attachments show with a paper clip icon.

Documents show with a document icon.

By default, the window will show attachments only. Check the ‘Show Merged Documents’

option to include all saved documents that have been generated in relation to the client,

patient or visit.

The files are listed in reverse chronological order, with the most recent at the top of the list.

The files can be filtered by name, to make it quicker to find files.


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Adding Attachments

To add an attachment, click the ‘Add Attachment’ button.

There is now the ability to create new attachments by copying an existing one already

linked to a patient. This is useful for pregnancy test excel spreadsheets, where a new file is

required each year.

Multiple files can be printed or emailed at once by selecting them and clicking the preferred

option in the toolbar.


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CLIENT COMMUNICATIONS

UPDATES TO THE CLIENT COMMUNICATIONS LOG

The Client Communications Log – found in the Client Work Area, now shows:

The user associated with the client communication in the top right corner, and

If the communication record in an SMS or email that failed to send, it will show a

caution icon indicating it failure to send.

EASIER EMAIL COMMUNICATIONS

Client communication through email has just been made easier. Any emails sent through

the Client, Patient and Visit Work Areas will be saved to the Client Communications log.

The Email button

If a client has one or more email

addresses configured, the EMAIL

button in the toolbar will be

highlighted.

Click on the email button to view

the ‘Send Email’ Window. Easily

send emails to the selected email

addresses.


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Selecting a FROM email address from the ‘Send Email’ Window

Choose to send emails from the clinic’s general email address or from the email address of

the currently logged in user.

Selecting a TO email address from the ‘Send Email’ Window

Any email address configured for a client will be displayed with check-boxes. This will

allow you to select one or more email addresses to send your communications to.

You can select ALL email address by clicking on ‘Select All’ under ‘To:’

Click on the check box for ‘Manual Entry’ to type in an alternate email address.

Send attachments and documents saved to a file

If there are attachments and/or documents linked to a client, patient or visit file, they will

be displayed in the ‘Send Email’ window. Select one or many files to send in an email by

checking the boxes next to them.

Alternately, click on ‘Select All’ under ‘Attachments.’

If there are lab results in a patient or visit work area, they can also be sent.


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Entering the email subject and body

Enter the email subject & body text.

You can fill out the email body text by selecting a

pre-defined template that uses merges fields.

Templates can be configured by selecting Configure >

Message Templates from the toolbar. (see heading

below)

Pre-defined email templates

A pre-defined email template can be added or edited through the ‘Send Email’ Window.

1. Click on ‘Configure’ from the ‘Send Email’

menu.

2. Select ‘Templates.’

To edit an existing template

1. Click on ‘Configure’ from the ‘Send Email’ menu.


3. Select the template you with to edit.


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4. Make any changes as needed.

5. Click SAVE.

To create a new template:



8. Click in the ‘Add Template’ button in the top menu.

9. Create your new template.

10. Click SAVE.

To delete an existing template:



13. Select the template you with to delete.

14. Click DELETE.

Referrals and sending emails from the Patient Work Area

If you are sending an email from the Patient Work Area, and the patient has a Patient

Referral entry, the referral vet & clinic's emails will be displayed. This allows an email to

quickly be sent to the referring vet, and the communication is stored against the patient

record.


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SHOWING NEXT APPOINTMENT DETAILS

CHOOSE TO PRINT NEXT APPOINTMENT DETAILS

The option to print ‘Next Appointment Details’ on invoices is now available. This is offered

as a ‘per clinic’ setting, rather than a global one. The feature gives more flexibility in multi-

clinic setups.

ACCESSING THE ‘PRINT NEXT APPOINTMENT’ OPTION

You can access the ‘print next appointment’ option through:

Task Panel > Options and Setup > Finance > Invoice Receipt & Account Styles


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TAX

TRANSACTION TYPE TAX RATE

In the USA, cities and counties have their own sales tax rates as well as the state’s sales

tax rate. This varies from city to city and state to state and was difficult to deal with in

prior versions of RxWorks for some multi-site clinics.

In response to this, the Transaction Type tax rate in RxWorks is now set at a pricing clinic

level, rather than globally for all branch clinics.

To set up Transaction Types,

1. Go to TASK PANEL

2. Select ‘Options and Setup.’

3. Choose ‘Finance’ from the Options and Setup Window.

4. Click on ‘Transaction Type.’

Changes made to the Tax Rate field will apply to the clinic into which you are currently

logged.

DEFAULT SERVICE HEADING TAX RATE

The default tax rate for service headings can now be configured at an individual clinic level.

This provides more flexibility than having the tax rate set globally for all branch clinics.

To set this up,

1. Go to TASK PANEL

2. Select ‘Options and Setup.’

3. Choose ‘Item’ from the Options and Setup Window.

4. Click on ‘Service Headings.’

Changes made to the Tax Rate field will apply to the clinic into which you are currently

logged.


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STOCK ORDERS

LEGEND FOR SYMBOLS ON STOCK ORDERS

A legend is now found at the bottom of each Stock Order Page.

Reports > Orders > Create new Orders > Automatically Generate Orders.

Reports > Orders > Create new Orders > Create New Blank Order.

Reports > Orders > Create new Orders > Import Orders.

The legend explains the meaning of the colour for each exclamation mark used in stock

orders.

A Blue exclamation mark indicates a stock item is below ideal level.

A Red exclamation mark indicates a stock item is below critical level.

IDEAL LEVEL

The Ideal Level is the maximum quantity of an item that the practice wants to keep in

stock at any one time.

CRITICAL LEVEL

The Critical Level is the on-hand quantity in stock that will trigger a re-order.

Automated Stock Control will order items with an on-hand stock level equal to or

below the Critical Level. It orders sufficient packs to bring the item on-hand quantity

up to at least the Ideal Level.


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REMINDERS

CHANGES TO THE REMINDER WINDOW

The window that controls how reminder documents are generated for a reminder run has

been updated. This is to allow more flexibility, especially for emailing reminders. When

merging or reprinting reminders, you will now see the following screen.

All options & filters that were in prior versions are still available,

including filtering for a selected clinic.

REMINDER ITEM DETAILS

Reminders and recalls on the patient

screen will now list the name of the

product that generated the reminder.

This will only work if the reminder was generated as part of a visit or counter sale.


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IMPROVEMENTS TO REMINDER EMAILS AND SMTP SETTINGS

In prior versions of RxWorks, sending an email reminder required an email client (such as

Microsoft Outlook) to be installed, as well as the ‘Click Yes’ software.

This is no longer the case in RxWorks 4.3. All that is required is to define the outgoing mail

settings for the clinic’s internet connection.

To send reminders by Email, you will need to make sure your SMTP (Outgoing Mail

settings) is configured in RxWorks.

If you are running the Automated Message Manager module, you will have already have

SMTP configured. If not, you will be prompted when printing your reminders to configure

the Outgoing Mail settings, as shown below.

You only need to complete these settings once and they will be saved for future reminder

runs.

SETTING SMTP DETAILS WHEN GENERATING REMINDERS

When generating reminders, RxWorks will check for email reminders as the documents are

being created. If there are no outgoing mail server details configured, users will be notified.

1) Select the ‘Click Here’ link next to the email settings notice.

When a reminder email is sent, RxWorks will then add an entry of the reminder into

the Client Communication Log.


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2) In the window that opens, enter the SMTP settings for the clinic.

3) Test the settings by clicking on ‘Test Settings’ and enter your email address to

send a test email. If you receive the email, your settings are correct.

If you do not receive it, check the settings with your Internet Service Provider

and/or your current Email configuration.

4) Click ‘Save’ to save the SMTP settings and continue to generate your

reminders.

Once SMTP settings are configured, the Generate Reminder Documents screen will

display without the Email Settings warning.


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ACTIONING FAILED EMAILS

If you come across a problem when sending email reminders to clients, RxWorks will

preview the letter on the screen so alternatively, you can print them out and send them.

A new option in RxWorks 4.3 allows you to preview or print reminders that are normally

sent as emails. This is done from the Reminders Window, and is particularly useful if you

know that there is an issue with your email system.


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WORKING AROUND THE ‘ALL REMINDERS’ DOCUMENT

You can now set up individual reminders to be excluded from the ‘All Reminders’ letter.

Setting up individual reminders in this way will generate a letter that is separate from the

generic letter that groups all reminders for a patient.

This is useful for important reminders such as Rabies that need to be emphasized or

explained in greater detail.

EXAMPLE CASE

The Problem

Deputy the dog has four current reminders. They are:

Kennel Cough

Rabies

Dental / Oral

Flea Prevention

Because RxWorks is configured to group all reminders by patient, these reminders are all

grouped and listed together into the one 'All Reminders' document when creating a

reminder run.

The 'All Reminders' document is generic and does not elaborate the reminder for Rabies as

you hope it could.

The only way to elaborate the Rabies reminder would be to print it out separately. But this

takes time as you then need to find the patient file and print the document from there.

The Resolution

Set RxWorks up to recognize Rabies as an important reminder. As it is an important

reminder, it must always be printed separate to the 'All Reminders' document when

patients have more than one reminder.

Deputy will still receive his four reminders, but only the Kennel Cough, Dental / Oral and

Flea Prevention reminders are listed in the 'All Reminders' document. The Rabies reminder

is printed separately to emphasize it's importance.


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All Reminders document will include:

Kennel Cough

Dental / Oral

Flea Prevention

The rabies reminder will be printed separately.

CONFIGURATION:

1. Click on the ‘RxWorks Orb’ button.

2. Choose ‘Options & Setup’ from the list.

3. Go to ‘Report & Reminder’.

4. Open ‘Reminders’.

5. From the Reminders Setup window, select

the reminder you wish to be excluded from

the general ‘All Reminders’ letter.

6. Check the box for ‘Exclude From All

Reminders Grouped Letter’.

7. Click SAVE.

Choose the way reminders are grouped through Options & Setup > Report &

Reminder > Group Reminders.


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VIEW PATIENT REMINDER HISTORY

Since RxWorks Version 4.1, audits have been kept for

patient reminders, even if they had been deleted by a

user or overwritten by a newer reminder.

To see a history of any deleted reminders for a patient:

1. Go to the patient you wish to view deleted

reminders for.

2. Right click on any listed HealthCare Indicator,

Reminder, Custom Reminder or Recall.

3. Select 'View History' from the menu that appears.

Each audited entry will show:

The date the reminder was due.

Why the reminder was deleted or overwritten (Action).

If the reminder was sent as a 1st, 2nd, 3rd or 4th reminder before it was actioned.

The date created and if the reminder was created as part of a consult.

The consult number that generated the reminder (with a hyperlink to navigate to

it).

The item the reminder was generated by.

If the reminder is a historical reminder, it will also show the date it was deleted.

Select the history for a reminder type by using the drop down list next to ‘Reminder.’

This feature will only work for reminder history deleted since RxWorks V4.1.


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REPORTS

PATIENT DRUG CLASSIFICATION REPORT

The Patient Drug Classification report can now be reprinted for any of a

patient’s visits or for a specified date range.

To print a Patient Drug Classification report, click on the Print button

from the patient’s visit screen and choose ‘Patient Drug Classification’

from the drop-down list.

Selecting the ‘Current Visit’ option will print a report for the visit you

are currently viewing. The option to print a Drug Classification report

when finalizing a visit is still available.

To print the report for a specified date range, choose the start and end date from the

appropriate date fields.


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ANALYSE ALL FEES (BY CROSS TAB) – PERFORMANE PACK ONLY

A new option called ‘Procedure Service’ has been added to the crosstab restrictions for the

‘E3 - Analyse All Fees (by cross tab)’ report. This addition is available for Performance Pack

users only, to help when reporting income sales at a Service Heading level.

The option will group at the Procedure’s service heading for Performance Pack fees, and the

Item’s service heading for any Inventory items that are embedded inside the procedure - for

example medications and consumables.

This will also help where a procedure had a fixed price with a negative variance but the

variance component fee was in a different service heading to the Procedure that it was

embedded in. This will be particularly noticeable for your Vaccinations & Desexing

procedures.

EXAMPLE

The Vaccination Procedure ‘Vaccs C3 (1yr) + Exam’, under the ‘Vaccinations & Health

Check’ service heading, with fixed price has the components as shown in the image to the

right.

The Variance fee that adjusts the procedure to its fixed price is in the Vaccinations service

heading. The inventory item is in the Vaccines service heading.


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Using the traditional ‘Service Heading’ option on the

cross tab report would show as per the image to the

left.

Using the new ‘Procedure Service’ option, the report

shows:

The inventory item (Vaccines) is separated into its

own Service Heading, but the remaining

components are grouped into the Procedure’s

Service Heading (Vaccination & Health Check.

As you can see the VAR-Vaccinations

shows up as a negative value in the

Vaccinations service heading.


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RESTRICTING C4 REPORTS TO CLIENT RECORDS

In prior versions of RxWorks, to restricting a ‘Product & Services Sales Analysis by Client’

report to a single client record would first involve navigating to the report (Reports > C4).

Users would then need to enter the appropriate client number as a restriction.

Report Now Runs from the Client Work Area

To make this process easier, users can now run the report

from the toolbar of any Client Work Area.

By selecting the report option from the Print Menu it will

automatically fill out the currently active client number as

the restriction.

Restricting to Client records from the Reports Work Area

The ‘Product & Services Sales Analysis by

Client’ report now includes a button next to

the ‘Restrict to Client’ option. This allows

users to select the currently active client

record as a restriction.

1. Go to the RxWorks Task Panel.

2. Select REPORTS.

3. Choose ‘C: Price Lists & Inventory Control.’

4. Select ‘’Products & Services Sales Analysis by Client.’

5. Click the ‘Currently Active Client’ icon to choose the currently active record as the

restriction for the report.

Restricting the Report to an Item

We’ve improved the ‘Restrict to Item’

option by replacing the old drop-down

list with a button to select an item

using the Advanced Search feature.

Previously, the drop-down list contained all the items in the system.


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PRICE LIST REPORTS

Reports > C: Price Lists & Inventory > 1. Price Lists’ (C1 Report).

These reports in now have the option to restrict to ‘Items Only’, ‘Procedures Only’ or both

‘Items & Procedures’.


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PRINTING PROCEDURE LABELS

OPTION TO DISABLE PROCEDURE LABELS

Choose to print labels when charging procedures from the visit screen or not to.

This option can be toggled on and off from the Tools and Utilities section of RxWorks.

RxWorks will print labels for any fee grouped into a procedure that is configured to print a

label.

ACCESSING THE PRINT LABELS OPTION

You can access the print labels utility through:

Task Panel > Tools and Utilities > Miscellaneous> ‘System – Disable printing labels

when charging procedures.’


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LISTING CLIENTS

LIST CLIENTS FOR ALL CLINICS

The client list has been updated to improve performance and help users find the clients

more easily.

When selecting the ‘List’ button from the toolbar when the client Work Area is active, users

are prompted to enter the first few letters of the surname. The list will then populate with

the matching results.

Feedback from our users running RxWorks V4.2, and who are in a multi-branch setup

suggested they would prefer the ‘Client List’ to include clients from all branches, not just

from the clinic in which they are logged into RxWorks.

We have taken this suggestion onboard and the ‘Client List’ now automatically includes

clients for all branch clinics, but indicates the clients’ Preferred Clinic in a new column to

help quickly find the correct client.

Clicking on the column heading will re-sort the list by that column.


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TOOLBAR RIBBON

FUTURE APPOINTMENTS (BUTTON)

The ‘Future Appointments’ button is highlighted orange when there

is an appointment scheduled for the current patient or client record.

This button icon is displayed on both the Client and Patient Toolbar

Ribbons.

OPEN CLIENT WORK AREA (BUTTON)

Each of the Client, Patient, Visit and Financial Work Areas now

shows an ‘Open New Workspace’ button. RxWorks allows 8

workspaces to be open at any one time, allowing a user to be

working with multiple records at the same time. This button

icon is displayed on the Client, Patient, Visit and Financial

Toolbar Ribbons.

EMAIL (BUTTON)

The client ‘Email’ button shows orange if the currently active client record has an

email address listed under their contact details.

ADD PROCEDURE FOR CURRENT CONSULT (BUTTON)

RxWorks allows you to add a new procedure template

based on the currently active visit details. Add the

new procedure by selecting the ‘Add Procedure from

Visit’ under TOOLS. This option has been moved from

the Procedures configuration menu to remove the

extra step needed in prior versions of RxWorks.


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HEALTHCARE MANAGER

‘DEFER ALL’ REMOVED (BUTTON)

The ‘Defer All’ option has been removed from the HealthCare Manager page.

BASED ON FEEDBACK

Feedback from our users has identified that it was too easy for inexperienced medical staff

to 'defer all' of a patient’s indicators, without reviewing them individually with the client.

It also meant that all the overdue indicators for a patient would be set to the same due

date, regardless of whether they were for a vaccination, parasiticide prevention or

healthcheck etc.

Since HealthCare Indicators now directly drive your reminder system, clients could have

received an unintended reminder letter using the deferred date.

HOW TO QUICKLY SKIP INDICATORS

If you need to quickly skip indicators without review, use the 'Skip All' option.

This will then be clearly reflected in the patient’s history. The due dates for the indicators

will remain unchanged and preserve the integrity of your Standards of Care.

PROCEDURE MANAGEMENT

SEPARATE WORKSPACE FOR PROCEDURE MANAGEMENT

Procedures can still be accessed through the ‘RxWorks Orb’ button

and the ‘Home’ section of the toolbar. However, Procedure

Management itself now lives in a separate workspace (as shown).

This removes the need to re-enter search criteria after navigating to

a procedure.


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BACKUP MANAGEMENT

ENHANCEMENTS TO THE BACKUP MANAGER WINDOW

The release of RxWorks V4.3 has seen an enhancement to the Backup Manager window.

This allows for a quick review on the status of your backups.

Accessing the backup manager window

You can access the backup manager window through:

Task Panel > Tools and Utilities > Backups.

The ‘Last Successful Backup Dates’ Area

Full backups should run once every day.

Log backups should run once every hour.

Maintenance should be run once every week.

RxWorks recommends you check your backup status daily so issues can be quickly

resolved.


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If you have an RxWorks server,

it will also show the date of the

last server backup. This should

run once every night.

When the backups are up to

date and have completed

without error, a green icon will

be displayed.

If a backup is overdue or

there was an error, a cross

icon will be displayed next

to the backup type, and the

last successful date will

appear in red.

The last known error will show underneath the backup type that failed.

The ‘Logs and Folders’ Area

The ‘Logs and Folders’ area provides shortcuts

that open:

The RxWorks backup log text file.

The Full backup folder.

The Log backup folder.

If running an RxWorks server, you will also see a link to the Server Backup log (text file).

The ‘Tasks’ Area

The ‘Tasks’ area gives you the ability to further

manage your backups.

You can:

Manually run a full backup.

Manually run a log backup.

Run Database Maintenance.


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The first two options are convenient if you want to ensure you have a current backup before

running a mass update of prices, or if a backup has failed and you wish to run a Manual

Full Backup (or Manual Log Backup).

The SQL Server Maintenance will run a log backup and attempt to shrink your database

size by clearing unused space.

These features will use the paths configured for your backup files.

The ‘Configuration’ Area

The ‘Configuration’ area allows users to

configure backup locations and times.

Users can:

Configure the paths for both full and log backups.

Configure how long to keep backups before deleting them to clear space.

Configure restore options.

Configure what time to run database maintenance.

Select how long to keep backup files based on the age of the backup (delete files after X

days old) or by allowing a maximum amount of disk space before the oldest backups are

deleted. Full backups are zipped to reduce the space they require.

If a backup path cannot be found, RxWorks will display a warning message.

RxWorks highly recommend that your backups are saved on a network location. If

you are only backing up to your server, both your live data and your backup data

will be lost if the server has a hard drive failure. For further information on network

backups, please contact your Hardware Technician.


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Setting a time for the database maintenance will stop the full backup & maintenance tasks

from trying to run automatically during the day. This causes the performance of RxWorks

to become very slow.

Restoring a database as part of the backup process will check the integrity of the backup

file.

To enable this option:

1. Open the Backup Locations & Times window.

2. Tick the box for 'RxWorks Server?' under ‘Restore Full Backup Settings.’

The backup will be restored with the database name of ‘RxRestore’.

If you have an RxWorks 2003 Server with a Backup Workstation, you can select to restore

to that location by selecting the option for ‘Backup Workstation Emergency Copy?’

After running a full backup, RxWorks has the ability to restore the backup to a 2nd

database on your server. This is one of the best ways to test the integrity & validity

of the backup that has just been created.

You will need to type in the Backup Workstation SQL Instance. If you do not know

this, please contact the RxWorks Support Team for assistance.


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COLORED SUMMARY BAR UPDATES

VISIT LIST, RECALL LIST AND HEALTHCARE SUMMARY BARS

The Visit List, Recall List and HealthCare Prompt windows now include new Summary

Bars that are more consistent with the client & patient work areas.

As with other areas of RxWorks, the summary bars will show:

Blue for male animals

Pink for female

Grey for deactivated/deceased animals.

INCOMPLETE VISITS & DEACTIVATED / DECEASED PATIENTS

The summary bar will show any incomplete visits for deactivated or deceased patients.


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THE VISIT WORK AREA

PROMPT WHEN CHANGING THE VET ASSOCIATED WITH A VISIT

Sometimes, it is necessary to change the

veterinarian allocated to a visit record. You

can now make the change without editing

who has previously charged fees to that

visit.

RxWorks will notify you that items on the visit have been charged by another user, and

prompt you to either keep the original user marked against these items or replace the

initials with the new veterinarians.

VITAL SIGN AND THE PATIENT VISIT LIST

Vital Signs now appear on the Visit list for the currently active patient record. Details are

shown as part of the history text.


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COUNTER SALES

CLINIC SPECIFIC COUNTER SALES

In prior versions of RxWorks, Cash Counter Sales were recorded against one global ‘Cash

Counter Sale Client’. For multi-branch practices, this did not allow for cash receipts to be

effectively monitored for each branch. To resolve this, RxWorks now allows for different

‘Cash Counter Sale Clients’ to be specified for individual clinics.

CONFIGURATION

To configure separate Cash Counter Sale clients:

1. Open the 'RxWorks Orb' button.

2. Select 'Options & Setup'.

3. Choose 'Counter Sale' from the options and setup window.

4. Click on 'Client Number for Counter Sales'.

5. Set the Cash Counter Sale Client number you wish to apply for the clinic you are

currently logged in to.

6. Click SAVE.

RxWorks strongly recommend attaching sales to patients instead of using the Cash

Counter Sales function. Because some item sales generate action on reminders and

HealthCare Indicators, if a staff member sells and item through Cash Counter Sales

they are increasing the chance of a patient's Reminders and HealthCare Indicators

being inacurate.


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PAYMENTS

WARNINGS FOR VISIT DETAILS STILL BEING EDITED

When taking a payment, users are already warned about any incomplete visits that may

exist for the client.

In RxWorks Version 4.3, users

will now also be warned about

any visits that are still being

edited for the client.

A vet may have finalized a visit

and sent it to the 'Waiting to

Pay' clipboard ready for the

client to pay at the counter. If

the vet then remembers an

extra charge and begins to re-

edit the invoice in the consulting

room, RxWorks will notify the

receptionist when they click

‘Add Payment’ that the invoice total may not yet be confirmed.

In previous versions of RxWorks, a vet would need to go out to reception and advise of the

invoice edits needed. If this was not done, the clinic risked the extra charges being missed

when taking the payment from the client.

To proceed with a payment, click 'Continue'.

The notification screen does not 'block' a payment from continuing, but it does allow

receptionists to make a decision on why they may need to wait.

RxWorks will only show this message if the charges in a visit are being edited. The

message will not display if any other area of the visit record, such as the history

notes, are being worked on.


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OPEN INVOICING (RECEIPT TO ACCOUNT) SYSTEMS - PAYMENT

WORKFLOW CHANGES

Payments can now be taken when no invoices exist. This will allow for a client to be put

into credit. This functionality is not available in Netherlands.

In the payment allocation screen, $0 invoices are now not automatically selected to be

included as part of an account.

An invoice can now be allocated to without first having to allocate any outstanding

accounts.


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PRESCRIPTIONS (SCRIPTS)

CANCELLING PRESCRIPTIONS

You may have a prescription for a patient, however for many reasons it may need to be

cancelled. It is good medical record practice (and a legal requirement in some countries) to

keep the prescription record instead of deleting it from the patients’ record.

For this reason RxWorks has introduced the ‘Cancel Prescription’ function which sets the

prescription expiry date to the current day and keeps the prescription entry in the patient

medical files.

TO CANCEL A PATIENTS PRESCRIPTION

1) Click the ‘Scripts’ button from the Patient Work Area. This will open the

‘Prescriptions’ Work Area.

2) Select the script you wish to cancel for the patient.

3) Click ‘Cancel Prescription’.

4) RxWorks will prompt you to add a reason for the prescription cancellation.

This detail will be marked against the prescription record.


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5) Click ‘Cancel Prescription.

6) RxWorks will warn you that this action sets the expiry date to the current day.

Click OK to continue.

7) The prescription record will now show under ‘Expired Prescriptions’.


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PATIENT BREEDS

INVALID PATIENT BREEDS CLEANUP UTILITY

There is now a utility in RxWorks that allows users to systematically work through their

invalid patient breed names. This means that breed names in data converted from legacy

systems can be mapped to a central list containing thousands of standardized and

validated breed names.

ACCESSING THE BREEDS CLEANUP UTILITY

You can access the ‘Invalid Patient Breed Cleanup’ utility through:

Task Panel > Tools and Utilities > Patient > Update Invalid Breed Data.

USING THE BREEDS CLEANUP UTILITY

1) Select the clinic for which you wish to filter invalid breeds.

2) Select the Species for which you wish to filter invalid breeds.

3) Select the invalid breed you wish to map.


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4) Select the species for which you wish to map the invalid breed.

5) Search for an existing (valid) breed name to which the invalid breed name

should be mapped. You can enter full breed names or part names. The search

results will show below the search box as you type.

6) Select a valid breed name to map to. .

REQUESTING NEW BREEDS IN CENTRALLY ALIGNED SYSTEMS

If you cannot find a breed to map to, you can request that the name to be added to the

RxWorks Central Database by clicking on ‘Request New Breed’.


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ADVANCED BREED PROMPTING

In addition to the patient breed cleanup utility, there is also the Advanced Breed Searching

feature.

After a conversion to Central Data Alignment there may be a patient who is not marked as

a breed that matches the predefined list supplied under Options and Setup. For example, a

patient’s breed may say ‘Lab’, when the correct name would be ‘Labrador.’ When you

navigate to the patient you will be prompted to search for the correct breed and update the

patient record.


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GROUP POLICIES

INTRODUCING THE GROUP POLICY MANAGER

Policies are similar to Windows policies and either deny or allow a particular action or

workflow in RxWorks based on a set of criteria. They are more flexible than the traditional

workflow settings in RxWorks, such as the checkboxes against a User to control a

particular action under options and setup.

RxWorks expect to have many useful policies added in future releases of our program.

Accessing the Policies Options:

You can access the ‘policies’ option through:

Task Panel > Tools and Utilities > Policies.

An example RxWorks

Policy:

An example RxWorks policy

is "Cannot Complete Visits."

This policy prevents a visit

being saved as completed. It

can be used in teaching

clinics that require a senior

staff member to review visits

before they are finalized.

Configuring Policies:

Policies can be configured to be activated at 5 levels:

Globally.

For 1 or more user profiles.

For 1 or more clinics (in a multi-clinic setup).

For 1 or more user.

For 1 or more machines/computers.


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Policies can also be set up using a combination of the above. For example, you can set up a

policy for several users, or any user that is logged onto a particular machine/computer.

To configure a policy:

1. Select the policy you wish to implement. For example, ‘Allow to Delete Clipboards.’

2. If the policy is to be global, check the box for this option. Otherwise leave it blank.

3. Alternatively, apply the policy to a profile, clinic, user and/or machine by selecting your

choice from the drop down menu associated with that option and clicking on ‘Add

Profile,’ ‘Add Clinic,’ ‘Add User’ or ‘Add Machine.’

The option you have chosen to add will be shown under the related policy level.

Continue in this way until all the options you wish to apply have been configured.


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4. Click SAVE.

In the main RxWorks Policies Window, the levels in which this policy has been applied

will be reflected under the associated headings by a green tick.

Editing Policy Rules:

To edit the rules for a policy:

1. Click on the policy name from the main policy window.

2. Add the required options, or delete them by clicking on the red cross.

Policies can only be configured when logged in as a system administrator.

Policies do not apply to system administrators. System Administrators are ALWAYS

‘allowed’ and NEVER ‘denied’ based on the policy settings.

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