Microsoft Word - Quickstart Windows7 updated

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Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.




Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Introduction

The purpose of this guide is to give your staff a quick “jump start” into learning how to perform basic tasks in
AVImark®. This Quick Start Guide will walk you through the basics of the system, allowing you to gain an
understanding of how it works and what

it can do for you. This guide is not intended to provide a complete description of
the topics discussed. Refer to the Users Manual where to find a more in
-
depth explanation for the different features and
functions of the AVImark® program.

The Guide is ar
ranged in topics which explain first how to install and then use the system:

Installation

The Client

Information Display

The Client Area

The Patient Area

The Medical History Area

The Client Invoice

Printing MS Word Documents

End
-
of
-
Period Reports




Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Chapter 1


Installation

The following pages include instructions for installing AVImark®. If, at any point, you need assistance, please call
our friendly help staff at 877
-
838
-
9273 (877
-
VET
-
WARE). You may also visit the web at
http://www.avimark.net/
gtka/hardware
-
requirements

for the latest hardware recommendations.

Operating System

To better assist you in determining which operating system is right for you, we have provided a simple guideline
that may help with your decision. We recommend the follo
wing operating systems for your server computer under
the following circumstances:

For 1 through 10 workstati ons
you may use Windows 2000 Server, Windows 2003 Server Windows 2008 Server,
Windows 2000 Professional, Windows XP Professional, Windows Vista Business, or Windows Vista Ult imate. It is
HIGHLY recommended to have the same operating system on all workstations
to avoid any possible compatibility
issues. If you are using different operating systems in a peer
-
to
-
peer network, use the most recent operating system as
the AVImark® server.

For 11 or more workstati ons

it is recommended the AVImark® server be a dedicated Windows 2003 or Windows 2008
Server operat ing system, with the latest service packs installed. The workstation computers in the setup may be any of the
following: (It is HIGHLY recommended to have the s
ame operating system on all workstations to avoid any possible
compatibility issues.)

AVImark® Server Operating System:

Windows 2000 Professional Windows 2000 Server Windows 2003 Standard Edition Windows Server 2003
Enterprise Edition Windows Server 20
03 Data Center Windows 2008 Standard Edition Windows Server 2008
Enterprise Edition Windows Server 2008 Data Center Windows XP Professional (under 11 connections) Windows
Vista Business (under 11 connections) Windows Vista Ultimate (under 11 connections) W
indows 7 Professional
(under 11 connections) Windows 7 Ultimate (under 11 connections)


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


AVImark® Workstations Operating Systems:

Windows 2000 Professional

Windows XP Professional

Windows XP Tablet Edition

Windows Vista Business

Windows Vista Ultima
te

Windows 7 Professional

Windows 7 Ultimate

Windows XP Home or Vista home versions should NOT be used with AVImark®. Windows XP Home and Vista home
versions were not designed for business use and lack security features that are required for business ap
plications.

A “dedicated” server computer is required when running AVImark® on 10 or more computers in a network.
“Dedicated” means the server computer (the one on which AVImark® is installed) will not be used to run
AVImark®, except on those rare occasio
ns when you may need to do some AVImark® maintenance without running
the program on other computers.

When setting up a Windows 2000 or 2003 Server, it is VERY important to contact a reputable technician who is
willing to follow our specifications and secu
rity recommendation guidelines for, NTFS based Operating Systems as
discussed later in the following pages.

Recommended Word Processors

A recommended version of MS Word, Sun Microsystems StarOffice, or the free open source alternative, OpenOffice,
will b
e needed to print documents through AVImark®. One of these recommended word processing programs needs
to be installed on every computer you plan on printing documents from.

Here are some VERY important word processor installation points:



Recommended MS W
ord Versions are 2000, 2002, 2003 and 2007. Microsoft ® O
ffice (Version 2000, 2002,
2003
or 2007) may also be used with AVImark® if other features, such as Excel, Outlook, etc., are also needed.



We highly recommend using the same word processor version on all workstations
to avoid document
compatibility
issues. It is also recommended to install the word processor into the default directory that the
application chooses to

install itself into. The w
ord processor should be installed in the SAME DIRECTORY on
each computer.



If you

use

Word 2007 in a mixed environment with prior versions of word, you will have to save the file as a
.doc extension vs. the 2007 default extension .docx.



We recommend insta
lling MS
®

Word or Office on at least one computer on your network for printing
documents. If the server computer is “dedicated” you do not need to install a word processing program on the
server unless you plan on editing documents from the server.



StarOffice/OpenOffice
-

With AVImark® you have the option to use StarOffice by Sun Microsystems or the
free open source alternative OpenOffice. These two word processors do not have the capability of printing reminders
nor does AVImark® support the spreads
heet capabilities of StarOffice and OpenOffice. Frames and/or forms in
documents will not work correctly using either of these products.


The version of MS Word included in the Microsoft ® Works Suites package 2004 or higher will work with AVImark®.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Docu
ments

Store all AVImark® documents on the server computer, NOT on each workstation. Most of the documents will be
located in the My Documents directory. If you wish to categorize your documents by putting them in separate
subdirectories under the
\
My Docu
ments directory, you may do so. Other related documents will need to be stored in
directories specified in Work with, Hospital Setup, System (MS Word Forms, text file documents, etc.).

Important Note:

For your convenience, sample wellness and form templat
es are provided in a zip file when AVImark
is installed. The zip file is located at C:
\
AVImark
\
Wellness document templates
\
Wellness documents.zip. If you are
interested in viewing or using these provided documents or forms please contact AVImark technical

support at
877
-
838
-
9273.

Printers

We recommend using printers listed on our hardware recommendations sheet. Go to
http://www.avi mark.net/gtka/hardware
-
requirements
for our hardware requirements. The use of “multifunction”
printers (those that also serve

as scanners, faxes, etc.) with AVImark® are typically slow and may, or may not, work
properly with AVImark®. If it is necessary to use a multifunction printer please try to avoid using it in a demanding
printing environment.

If the printer is physically
attached to the computer, install it as a “local” printer. If it is not, add it as a “network”
printer. There is only one available setting for each printable area in AVImark®. AVImark® is capable of using
different printers on each workstation.

Once you
have the printer installed on the computer, go into Utilities, Printer Setup from the CID menu and choose the
printer you would like to use for each function defined. Next, choose the quality (Picture, Letter, or Label). Label, would
only be used for Dymo
® label printers. Letter or Picture is used with our recommended laser or color printers.

Once the correct printer is chosen for the job, click on the Form assignment tab. This tab is mainly used for dot matrix
printing or Dymo ® label printing with NT b
ased operating systems. You will need to choose the correct Form for the
printer or AVImark may not print correctly (e.g. HP Laser Jet 1200 would need to be set to “Letter” or the Dymo ® label
printer depending on which label you are using should be set to

“30258 Shipping” and so on, with the other printers).

“Sleep mode” needs to be disabled on printers that have power management capability. If Sleep mode is not disabled,
AVImark® may have a delay, or not print at all. Also, some printers have extra softw
are that monitors the status of the
printer. If problems arise, remove the printer software and then try re
-
installing only the driver for the printer. DO NOT
“capture printer ports”. Panasonic printers need to be set up to use either an Epson Compatible 9
-
pin or 24
-
pin printer
driver. Okidata Dot Matrix printers generally emulate either an Epson FX80 or an IBM Pro
-
Printer. To find out the
exact emulation, you may need to contact the printer manufacturer.

Required Operating System Changes

Windows 2003 Standard Edition, Windows 2000 Server, 2000 Professional, and XP Professional/Home settings.



Right
-
click Properties
on My Computer.



Select the

Hardware
tab
.



Select

Device Manager.



Click on the
+

in front of Disk drives
.



Right
-
click Proper
ties

on the Hard Disk Drive in which AVImark® is installed.

On Windows 2000 Professional and Server, click on the
Disk Properties

tab. On Windows XP

Professional and
Window 2003 Server click on the
Policy’s

tab.



Uncheck the
Write Caching

check box.

This

setting is for data protection purposes and may slow performance slightly. If you have UPS systems setup on
your Workstations this setting does not have to be changed.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Display Setup

AVImark® requires the Desktop Area of your display be set at either 800
x600 or 1024x768 resolution with a High Color
palette, using “small fonts”. AVImark® recommends 17” or larger monitors. Although the setup instructions may vary
somewhat from computer to computer, you may try this:



Click on
Start
,
Settings
,

then
Control
Panel
.



Left
-
click

on the
Display

icon.



Click

on the tab labeled
Settings
. You will notice a Screen Resolution and Color Quality setting.


The
Col or Quality

should be set to (16
-
bit) and the
Screen Resoluti on

should be set to 800x600 or 1024x768.
The Scr
een Resolution will depend on the size of your monitor, 15” CRT Monitors may require a 1024x768
resolution. Larger CRT’s or Flat Panels may not require such high resolution. Again, this will depend on the
size and style of your monitor. If you have trouble

with your computer displaying this resolution, you may want
to try going back to the Colors menu and choosing 256 Color (if relevant to your display adapter). To set the
font size to small you may have to click the advanced button.




Click
OK

at the botto
m of the window to save the new settings.


Depending upon the changes you made the computer may need to be re
-
started. All screens in AVImark® may
be expanded using the mouse to drag outward and downward. You will need to set the resolution of your
monito
r to 1024x768 to take advantage of the expandable screen feature.


Hiding the Task Bar

In order to display the Client Information Display (CID) in 800x600 mode, hide the Windows Task Bar by following
these steps:

At the bottom of your desktop you should

see the Windows Task Bar. Put the mouse pointer on

the task bar
where there are no icons
.



Right
-
click
.



Left
-
click

on the
Properties

option to open the Task bar properties window.



Check the
Auto
-
hide
box and then click
OK

to hide the task bar.

To use th
e task bar in the future move the mouse printer to the bottom edge of the screen and the task bar will
reappear.

Installing AVImark®

You will need the AVImark® System CD for installation. The number to reach our friendly staff for help along the way
is:
877
-
838
-
9273 (877
-
VET
-
WARE). The toll
-
free AVImark® help line is open from 7 am to 10 pm CST Monday
through Thursday and from 7 am to 7 pm CST on Friday. We are also open on Saturday from 8 am to 2 pm CST. Our
support holidays are Christmas, New Years Day,

Memorial Day, Independence Day, Labor Day and Thanksgiving.

AVImark® Software Installation

You MUST install AVImark® on the root level (e.g. C:
\
AVImark); NOT as a subdirectory. AVImark® automat ically
defaults to installing itself into the C:
\
AVImark dir
ectory. If you are going to be using AVImark® on a network, you
should install it ONLY on the main (server) computer. Have your network technician read “Network Configuration”
later in this chapter. Begin at the Windows desktop by exiting any other program
s you may be running.

Installing AVImark from a CD

Insert the AVImark® System CD (with the label side up) in the CD
-
ROM drive of your computer

and close it. A
welcome window will appear in a

few seconds, and then do the following:



Left
-
c
lick
Next

to proceed. You will be prompted to accept the AVImark® license agreement. Read this
carefully
.




Left
-
click

Yes

to proceed.




If you wish to let AVImark® install in the default drive, click
Next
to proceed.



AVImark® will finish installing and will exit th
e install display back to the Windows Desktop.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Choosing an alternate drive

After accepting the license agreement and clicking Yes to proceed (as described in the steps above) the Choose
Destination Location window will open allowing you to choose the des
tination for the AVImark® program. It is
recommended you let AVImark® install itself in the default directory (C:
\
AVImark). You may choose another drive if
absolutely necessary. After finishing the steps above, please continue with the following steps:



Click the
Browse

button to open the Choose Directory window.



Use the drop down Drives: menu to choose the correct drive letter.



Specify the AVImark® directory name in the
Path

field of the
Choose
Directory window (e.g. D:
\
AVImark).



Since this directory n
ame does not already exist, you will get a
warning. Click
Yes

to create the directory and return to the Choose
Destination Location.



Click
Next

to proceed.

AVImark® will finish installing and will exit the install display back to the Windows desktop. You

should see an
AVImark® icon on the desktop. At this point you should be able to double left
-
click the AVImark® icon on the
Windows desktop and start AVImark®.

Sharing the AVImark Directory

When sharing AVImark® on your server for workstation connections
, please follow these guidelines. Share the
AVImark® directory only with everyone having full permission to the folder. The share name should be “AVImark”.

To create a new share using Windows XP Pro, Windows 2000 Pro, Vista, or Windows 7 simply
do the fo
llowing:



R
ight
-
click

on the AVImark® folder



S
elect
Sharing and Security




Left
-
click

Share this folder
or for 2000 click
New Share
.

It should default the share name to AVImark. If it does not
,

type
AVImark

in the share name.



C
lick on the
Permissions

button, make sure “everyone” is listed under groups or user
names click the box that reads
Full Control
.



Click the
Security

tab and check the
Full Control

box for “everyone” as well.

Windows Logon Requirements

Each Windows user running AVImark® MUST be
, at least, a member of the Local Windows User Group (Power Users)
and have full control permissions/Security over the AVImark® Directory and each affiliated folder, such as Photos, My
Forms, My Documents, etc. Any account less than (Power User) may not be

acceptable and could cause AVImark® to
not function properly.

Workstation shortcuts

When creating the AVImark® icon on your stations, a simple UNC Shortcut is all that is required.

DO NOT run AVImark® on mapped drives.

To create a shortcut icon on each workstation, go to the Windows Desktop, then:



Double
left
-
click

on the
Network
icon to open the Network window. (If you are using XP Pro you may have to

click on the Start Menu then My Network Places, Windows Vista is jus
t “Network”).



Locate the icon that represents the server computer and
double left
-
click
to open
the server

computer’s window.



Locate the folder that represents the drive or share in which

AVImark® has been
installed and
double left
-
click
to open the drive or share.



Once in the share location, find the AVImark® folder and double left
-
click on it. This will show all of the
contents of the folder.



In the AVImark® folder at the top of your window you should see a menu. Click on the
View

tab
and click
Details
.
This will list the contents in an easier way to view. Look for the icon labeled AVImark or
AVImark.exe. If you have a hard time deciding which one is to be used, look under the column labeled Type.
The type for the correct icon should be

“Application” and have a size of around 6000kb or 6mb.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


DO NOT right
-
click on the AVImark icon and select “Send to”, then “Desktop As Shortcut”. Even though
this may work, there are times when difficulties may occur.



With the mouse pointer on the icon, h
old your right mouse button down and drag the icon
onto the Windows desktop, then release it.



Left
-
click on
Create Shortcut(s) Here
. This will create an AVImark® icon on your
Windows desktop on that workstation.

Networking Configuration

If you are using

AVImark® for Windows on more than one computer, contact a reputable network technician to
review these requirements. It is imperat ive the chosen network technician follow the specifications required by
AVImark®. If these specifications are not followed co
rrectly you may experience slowness, errors, or even
lockups.

As a minimum:



Use Category 5e or Category 6 network cable and 100/100 Ethernet Network cards as a minimum.
You will achieve the best results using 100/1000 Mbps network cards and a 100/1000 Mb
ps switches.



We have seen excellent results using 3
-
Com and Intel brand of network
interface cards.



TCP/IP is our only recommended networking protocol for use with AVImark.

You must not install the IPX/SPX networking protocol.

VERY IMPORTANT
: Please do not use a network hub; they are not very efficient and can
degrade the performance of our product.

DO NOT MAP DRIVES
:

AVImark has known issues running through mapped drives.

DO NOT

attempt to use AVImark on Novell or Lantastic networks.

DO
NOT

install AVImark on the workstation computers,
ONLY

on the server.

Converting from DOS to Windows

If you are changing from the DOS version of AVImark® to the Windows version, there are certain things to consider.
Certainly, if you have not purchased y
our new hardware, please contact us. We have definite brand and model
preferences for your consideration. Upon receiving the AVImark® system please call and let us help you install it on
your server computer. When you are ready to use the Windows version,
overnight the latest copy of your DOS data
(using whatever backup method you normally use). Please call Todd McAllister at the number below to schedule your
data migration and then send the migration to:

McAllister Software Systems, Inc
.

®

328

Plantation
Drive Jefferson, GA 30549

Todd McAllister: 1
-
888
-
538
-
8348

We will convert the data to the Windows version and overnight it back to you. There is usually a 2
-
day turn
-
around
needed for this process. You may also transfer the data to us by using our ftp s
ite. Please call Todd McAllister for more
informat ion regarding this method. You will use the DOS system you have in place during this time. This will allow you
to enter information after receiving and installing the converted data.

When you receive the c
onverted data, contact us for help installing the converted data at 877
-
838
-
9273
(877
-
VET
-
WARE).


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Chapter 2


The Client Information Display

The Client Information Display (CID) is the primary working area of the AVImark® System. Using the CID and the
rel
ated Menu items and Speed Bar buttons, you can access every AVImark® function. Let’s look at the various parts of
the CID.


The Right Mouse button

Most of the features and functions of AVImark® can be initiated by using the right mouse button or by using

the
Function Keys on your keyboard. When using the right mouse button, the menu that is displayed when the right mouse
button is clicked depends upon where the mouse pointer is located at the time you click the button. Throughout
AVImark®, you will use th
e right mouse button to access other parts of the program and to perform certain functions.

From top to bottom:
CID Menu

Bar

Near the top of the CID, drop
-
down menus allow you to quickly access primary functions not directly displayed on
the CID. They are:

Clients Menu

This menu allows you to add a new client to your files, change a client’s file, select a client in your files
, remove
(delete) a client from your files, view and schedule activities for checked
-
in patients, close the current client's file,
change the patient view to “List Patients”, refresh the CID, or quit AVImark®.


Work with Menu

This menu lets you access var
ious AVImark® functions:

Appointments
Using the AVImark® Appointment Calendar you may make, change
,

and remove appointments for
your clients.

Boarding
The AVImark® Boarding Calendar lets you make boarding reservations and otherwise control your
boarding
and hospitalization facilities.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.




CareCredit
The CareCredit interface allows you to interface with the CareCredit patient/client payment program.
Use this feature to access the CareCredit Online Client Application.


Diagnosis List
This function lets
you work with a list of common diseases, conditions
,

and observations to be used in the
Medical History area of the CID for any patient.

Estimates
The Estimates menu option lets you build a list of preset “canned” estimates for common procedures or groups

of procedures that you'll need to print estimates for. You may also create ad hoc estimates “on
-
the
-
fly” for patients or
alter any canned estimate. Any number of estimates may be linked and thereby saved for a patient.

Follow
-
up List
The Follow
-
up menu
option displays a list of clients/patients that are to be recalled on a certain date.

Glossary
The Glossary will allow you to create and store note templates to import into any notes window.

Hospital Setup
Hospital Setup lets you set the various values under which AVImark® will work with your clients and
patients, accounting and billing, reminders, taxes, etc.

Inventory
This function lets you maintain your list of inventory items, prepare orders, etc.


Inf
ormation Search
Various information searches of your client files are available using the Query function.

Practice Analysis
AVImark® will produce many practice management graphs for you relating to your profit and
production.

Problem List
This function l
ets you maintain a list, by category, of problems that may be encountered with your patients.

Q&A
You may set up a list of commonly
-
asked questions and information about hospital policy, treatment, boarding,
appointments, etc. with a quick look
-
up to help

your staff.

Reminders
The Reminder function lets you print reminders for patients that are overdue or coming due for any of your
services or inventory items as well as an analysis report.

Reports
Practice management and profile reports of various types may be printed for any period of time using this menu
option.

Statements
The A/R function of AVImark® lets you print statements, charge service charges on outstanding accounts,
print an aged account
s summary report, print collection letters for overdue accounts, etc.

System Tables
In this menu option, you will be able to maintain various lists of hospital
-
related values such as Zip

Codes, providers, breeds and colors, etc.

Treat ments
Use this menu
option to maintain your list of services, inventory usage, pricing, take
-
home instructions, etc.


Users and Security
Use security administration to specify which AVImark® functions you would like to prevent certain

users from performing.

Applications Me
nu

Use the Applications Menu to open programs such as MS
®

Word, MS
®

Excel. You are allowed to define ten additional
programs you would like to launch from this menu option. AVImark® also has what we call utility programs that allow
you to perform certain
tasks in the program.


Utilities Menu


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Use the Utilities Menu to log on and off the AVImark® system, access your time card, back up/restore your data files,
quickly go to a MS DOS prompt, change the posting date, access Printer setup, Purge files, rebuild

AVImark® System
indexes
, and access the Document Management feature
. You may also update the AVImark® System, import files
from a sidekick computer, and export files to QuickBooks.

Help Menu

Use the Help option to learn how to use the AVImark® On
-
line Help function, check what version of the program you
are currently using, access the Q&A Maintenance feature, view the manual Chapters, view the current ReadMe File, and
view Tech Notes of freque
ntly asked questions sorted by category.

The CID Speed Bar Buttons

From the CID, beneath the Menu Bar are the Speed Bar Buttons. These quick access buttons let you perform
functions related to the current working client and patient. You can also quickly
access other AVImark® features.

The buttons are:

Magnifying Glass

(select clients)

Use this button to open the Client Selection Window to locate clients in your files. It may be easier for you to press
Esc
to open this same window.

Note pad (add notes)

Use this button to open the Notes Window in which you may add client, patients, and/or treat ment notes. You may
also use the F5
-
Notes key.

Document with Plus S
ign (add records)

Depending upon which area of the CID the cursor is in,
use th
is
button to add a new client, patient, medical history
entry, etc. You may also use
F2
-
Add
to add new records.

Calendar (appointment calendar)

Use the appointment button to work with the AVImark® Appointment Calendar. The F9
-
Appt key also opens th
e
appointment calendar.

Dog House

(boarding calendar)

Use this button to work with the AVImark® Boarding calendar or use the Shift
-
F9
-
Board key strokes to open the
boarding calendar.


Monitor

(Whiteboard)

Use this to view/work with the AVImark® Whitebo
ard. The Whiteboard will display a list of all patients checked
-
in
or arriving for appointments or boarding reservations.

Dollar S
ign (client’s account)

Use the dollar sign button to access a list of all client invoices and other accounting entries. Wit
h the cursor in the Client
Area of the CID, you may instead use the F10
-
Account key.

Dollar Sign with Plus Sign

(post services for selected patient(s)).

Use this to post charges to the client’s accounting.

Clip Board

(patient chart)

Choose this
speed button to print a patient chart for the selected patient.

Printer (reports)


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


This button will let you view or print any of the period
-
to
-
date practice management reports available.

Tx (treatment list)

Use this button to set up and otherwise work with your list of treatments

Rx

(inventory item list)

Use the button to set up and otherwise work with your list of inventory.


Dx (Diagnosis list)

Use this button to set up and otherwise work with your diagnosis list.

Screen with Magnifying Glass

(information search)

Use this button to access the AVImark® Information Search function.

Calculator (the Microsoft ® popup calculator)

Use this button

to use the Microsoft ® popup calculator. Use F1 Help for information about this function.

Telephone Dialing (Microsoft ® auto
-
dialer)

Use this button to use the Microsoft ® Phone Dialer. Use F1 Help for information about this function.

Legal Paper

and
Pen
(Check
-
in notes)

This button allows you to add notes to the Whiteboard for a patient currently checked
-
in to the hospital. By clicking this
button it will open a notes screen for the patient’s file currently selected.

Wrench (advanced options)

This bu
tton will take you directly to the Hospital Setup Advanced Options Maintenance window.

CC (CareCredit)

This button allows you to interface with the CareCredit patient/client payment program.

V

(VSurv)

Clicking this button will display a window that al
lows you to view a sample survey, view an information video on VSurv,
and download a free 30 day trial. VSurv, produced by Animal Care Technologies, provides clinics an opportunity to
discover the level of satisfaction of your clients with the service they

are receiving from your practice. AVImark®’s
integration with VSurv will allow the information of clients who have recently visited your clinic to be exported and used
by VSurv for emailing personalized surveys to those clients.

ACT
(Animal Care Technol
ogies)

Clicking this button will display the Animal Care Technologies website allowing you to view the AVImark®
Training Tutorial CD’s online.


DIA (Diagnostic Imaging Atlas)

This button is a launch application to the DIA software. You must have purchase
d and installed DIA before using this
option.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


The Client Area

The Client Area of the CID displays information about the current working client.


By doing a
right
-
click

in this area you may then:

Choose

A
dd

Remove

C
lose and/or change client information

Create special invoice instructions

Add additional client data fields of your definition

View or add notes about the client

Print a mailing label

Create a Pre
-
Invoice

Create Client Alert messages

Create an “over
-
the
-
counter” invoice

Link and display

a photo of the client

Post patient(s) charges to the client’s account

Open the Client’s Accounting window

Reprin
t the most recent A/R statemen

Send an E
-
mail to this client

The Patient Area

The Patient Area of the CID displays information about the c
urrent working patient belonging to the client you have
selected.



You may read more about this in a later topic, “The Patient Area.”

Other patients belonging to the client are listed as name tabs located at the bottom of the CID in

alphabetical order
.

Deceased patient’s name tabs are “de
-
highlighted”. Those with overdue treatments are highlighted

in red while those
patients with unposted charges will be displayed in blue. Patients displayed on the CID will appear in pink or blue,
depending on the sex

of the animal. If no sex is chosen, the background color will remain gray.


Using the
right mouse button

in the Patient Area, you may:

Add new patients belonging to this client

Change patient information

Add patient notes

Print a patient chart for t
he patient

Delete/Undelete the patient record

Record patient alert messages

Print the patient chart

Check
-
in/out of boarding/hospitalization

Find/choose another patient


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Print patient documents, labels

Specify reminders for this patient

Use the Work List feature

Specify special invoice instructions

Move the patient to another client

Add additional data fields of your definition

Post charges to the client's account

Specify patient follow
-
up callbacks

Include patient photo Open

T
he
Problem History of the patient

Release the patient from the hospital

Open the whiteboard window

Enter past vaccination treatments

View the Weight History of the patient

Import/Export patient records

The Patient Folders

The Patient Area also has five folders, each containing pertinent information about
the patient. These folders are
Reminders, Follow
-
ups, Estimates, Ownership, and Schedule.

Reminders

The patient reminder folder shows all treatments that the patient is c
urrently due for (e.g., vaccinations, heartworm
preventative medication, dental treatments). If a reminder appears in Red, the treatment is past due. If in Blue, the
treatment is due within the next 30 days.
Reminders displayed in black are

due more than 3
0 days in the future. For more
information on how to set up your reminders, refer to Chapter 11 of the User Manual.

Follow
-
ups

The patient follow
-
ups folder shows any follow
-
ups that have been created for the patient. These follow
-
ups are
generally what
you would create when you would like to contact the client after the patient has gone home
;

to discuss
how the patient is progressing subsequent to the treatments that were performed for the patient. For more information on
how to automatically generate fo
llow
-
ups when certain treatments are performed, refer to Chapter 27 of the User
Manual.

Estimates

The patient estimates folder contains the estimates you may create for this particular patient and client, or may be
chosen from a “canned” estimate list. To learn how to create patient estimates, refer to Chapter 16 in the User Manual.

Ownership

AVImark

allows you to create split
-
billing structures in which you may allow the client’s bill to be shared with one or
more other clients. This folder reports the percentage splits among the different clients that will be sharing the bill. To
learn how to set up

Split
-
billing/ownership, refer to Chapter 7, of the User Manual.

Schedule

The schedule folder shows any upcoming appointments or boarding reservations for the patient as well as whether the
patient has been checked in/out of the hospital.











Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.





T
he Medical History Area

The Medical History Area of the CID displays all medical history entries for the selected patient.



Using your
right mouse button

in this area, you may:

Add

Change

Remove

medical history

View or add medical history notes

Post charges to the client’s account

Handle ad hoc discounts

Print prescription labels

Print MS Word “Form” documents

Work with the AVImark Whogot List

Move medical records to other animals

Delete/Undelete Medical Records

Make a medical history entry taxable/non
-
taxable

Print rabies certificates

Print MS Word documents

Add past medical history using History Mode

Record vital signs and
other conditions

Specify inventory used by treatments

Add photos for services and i
tems

Import test results

Decline/Undecline Entries









Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.




Keyboarding/Mousing around on the CID




Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.





Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Chapter 3


The Client Area

When viewing the Client area of the CID (Client Information Display), the current working client is displayed along
with the patients belonging to the client. As mentioned in the last topic, you can perform many useful tasks from the
Client area. Let’s rev
iew just a few of them to give you a sense of how the system will work for you.


In this topic you will learn how to:

Open a client’s file

Add a new client and/or change client information

View or add notes about the client and how to remove a client
’s record

Opening a Client’s file

With any client's Client Informat ion Display open, you may “select” or open up to 9 other client's files at the same t ime.
To open a client’s record:



Press the
Esc

key to open the Client Selection window. If the client
you are
looking for is NOT someone you have been working with lately, use the
Client Selection Window to locate clients and/or their patients.

The Client Selection Window

(CSD)


This window allows you to search for a client by typing part or
the client’s

entire

last name, phone number, using more
stuff entries, patient name, rabies tag number, etc.


From the Client Selection Window you may locate clients and patients in several ways:

Finding a client by last name

If you type a few letters or the entir
e last name in the client field of the Client Selection Display and press

Enter, AVImark® will show a list of clients whose last names begin with the characters you entered.

Double
left
-
click

on
the
correct

name to display the CID for that client. The CI
D for the client previously being displayed

will be replaced by the new one and the previous client name will be shown as a Notebook Name Tab at the bottom of the

Client Area. If the client you are looking for is not in the list and you would like to add

a new client to your files close the

Client Selection Window, click in the Client Area, then press
F2
Add. See Add a new client to your
files
.


Finding a Client by the phone number

This is fastest way to open a client record. From the CID, press the
Es
cape

key to open the Client Selection window,


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Press the
Tab
key to move the cursor to the Phone Number field and
enter

the client’s
phone

number
, excluding area

code and dash (e.g. 2231234 instead of 223
-
1234) and press
Enter
. If there is a client

with the phone number entered,

AVImark® will display the client in the Client Selection window. Press
Enter

again to open the client record on the

Client Information

Display.


Search for Client and Patient (Finding a Client and Patient within the same Se
arch field).

This method may make things a little more streamlined when searching for a client and a patient name at the same t ime.
Type

the
client’s name
, or part of their name into the Client field followed by a comma and then the patient name or
part
of the patient’s name. Press
Enter

and this will open any clients and patients that match the names or part of
names entered.


Finding a Client by Account Number

In the Client Selection window
tab

to the Account Number field and
enter

the
account number
. Press
Enter

and the


client’s record will be open on the CID.
You may also use the Client field to type in the account number.


Multiple clients open on the CID

You may have up to 10 client files open on the CID, ready for you to work with when the clie
nt is ready to

check out. For AVImark® to do this, you must turn on this option in the Hospital Setup window.



At the CID, select
Work with
,
Hospital Setup

.



Click on the
Miscellaneous

folder tab.



In the
Options

column on the right side of this folder, you will see a check box called
MultipleClients Open
. Simply click in this check box to enter a

check mark in this box.


If the client you are looking for is someone you have been working with lately (i.e. one of
these

10 clients), each of their names will be displayed at the bottom of the Client Area as a Notebook Name tab. To reopen

one of these client's files, simply click on the correct Name tab.


Add a new client to your files

You may add as many clients to

your files as you wish. There is no limit to the number of client records in

AVImark®.
With the cursor in the Client Area

follow these steps



press
F2
Add or click the Plus sign speed bar button. The New Client Information Window will be opened. The
cursor

will be placed in the Last Name

field ready for you to enter the client information.



Type the appropriate information in the right fields, pressing
Tab

between the fields.



Clients can have several different “codes”. These codes are identified in the Appendix to this guide. Once you
enter the information about the new client, press
Enter
.

The new client's information will be displayed on the CID and will open the New Patient

Information Window for you to
enter patient information. Type patient information into the window and press Enter. For more help on entering patient
informat ion, refer to

“The Patient Area” in this guide or your User Manual Chapter 7.

After entering patie
nt information,
AVImark® will return to the CID and move the cursor into the Medical History Area.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.




Changing client information

With any client's file displayed on the CID, you may change any of the information by opening the Change

Client Information

w
indow.
To change the information follow these steps:



With the cursor in the Client area,
double left
-
click
. Or
right
-
click Change.



The Change Client window will open.



If you double click on a particular field of information in the Client Area, when the

Change Client Information
Window opens, the cursor will be placed in that field.

View or add notes about the client

You may add unlimited notes or misce
llaneous memos about the client:




With your cursor in the Client Area, press
F5

Notes to open the Client Notes window.



Type your memos about this client into the Client Notes Window. Word wrap and spell check is active in the
Notes Window.



To save the notes, click
Done
.


Removing a Client’s record

You may remove a client’s record

from your system at any time you wish.
To remove a client, do the following
:



Highlight in the Client area of the client you would like to remove.



Press the
F4

Remove key or right
-
click REMOVE.




A message will appear asking you to confirm your decision.



Click
Yes

to remove the client.
When you remove a client, ALL information about the client is removed (e.g. all
patients and their medical history and all accounting information).

After removing the client you will notice that all fields for that client
are now blank, but that the account number still
exists. AVImark® does not remove the account number so that all other subsequent account numbers are not
“reshuffled”. To use this unused account number for the next new client, just double click on one of t
he client fields to
change the information.



Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Chapter 4


The Patient Area

Below the Client Area of the CID is the Patient Area. The current working patient file is displayed. Other patients
belonging to this client are listed alphabetically as Name Tabs at the bottom of the CID. Deceased and moved patient’s
Name Tabs are de
-
high
lighted while patient’s Name Tabs who are due for reminders are displayed in red. If and when
you have patients who have unposted charges, their name tabs will be displayed in blue. The background in the patient
area will be pink or blue, dependent upon th
e sex of the animal.


To view information about other patients belonging to this client, click on the Name Tab of the patient you want to work
with. You may also choose to view patients in a “List” format. With this view chosen, you may also click on the

line of
the patient you wish to select. Reminders, Follow
-
up callbacks, Estimates and Ownership values for the patient you've
selected are displayed as “file folders” at the right.

In this topic you will learn how to:

Add new patients belonging to this

client

Change patient information

Print a patient chart

Specify patient follow
-
up callback

Add patient notes

Add new patients belonging to the selected client

With the cursor in the Patient Area, press
F2

Add. The New Patient Information Windo
w will open. Type each field of

information and then press
Tab

to go to the next field. The Patient can have several different “codes”. These codes are

listed and described in the Appendix to this guide. To specify breeds and colors, with the cursor in t
he right field, type a

few letters of the breed or color you wish to use. A list will open below.
Click

on the correct
breed

or
color

name and

press the
Tab

key to advance to the next field.


Changing patient information

With the cursor in the Patient area, press
F3

Change. Tab to the field you would like to change, enter your change and

click
Done
.


Printing a patient chart

With the right patient displayed on the CID, you may print a Patient Chart. The Patient Chart includes basic client and
patient information, and a specified amount of Medical History as well as reminder informat ion, diagnoses information,
medical notes, et
c.
To access the Patient Chart

printing options

you can right
-
click within the Patient informat ion section

or to simply print/preview the

chart
,

use the clip board speed bar button at the top of the CID.



Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Print Using Chart Terms:
The chart length or term
is

been separated.



Report Code:

A

drop down list to select from the AVImark canned report code list.


Weight History for Chart Terms/Date Range:
Check this box to use the exac
t same dates as selected above.

To print
Weight History for a di
fferent time
-
frame than the chart length, enter a From Date to specify the amount of weight
history that needs to be reported.


Print History for Site:
Click on the drop
-
down list to select the site you are printing the Chart for.


Include the following.....


To set user
-
defined default settings by user, select the “Save Settings

on Close” box when printing.
Then every time that
user logs
-
in AVImark will automatically check the appropriate options to print on the chart. Setting a de
fault for all users
check “Save Settings for All Users”. Checking this option, along with “Save Settings on Close”, every user will have
the same chart settings
.




Additional Chart Advanced Option

Display Patient Record Number

This is for clinics using the advanced option “Display Patient Record Number” on the Patient area of the CID. This

option will need to be set to True and it will allow the record number to be printed on the Patient Chart. This feature

was

implemented for clinics using lab integrations that require proper associations for imported studies. Having this

number print will make it easier to match up the printed results and patient charts.



The Reminders folder

AVImark® lets you specify the
conditions under which you want to remind for any treatment and/or inventory item
you select. You do this in what are called Reminder Templates which are linked with any treatment or item.

At the right side of the Patient area, whatever reminders are appr
opriate for the patient will be displayed in a Reminders
folder. Each reminder will be listed along with its due date.

If a reminder is
past due
, it will be displayed in
red

letters. If a reminder is
due

in the next 30 days, it will be displayed
in
bl ue

l
etters. If it is due more than 30 days in the
future
, it will display in
bl ack

letters. If the reminder has been created
for this patient only, the reminder date will be displayed in green

letters. To see all reminders that are set up for this
species of a
nimal select
right
-
click Show all
.


Setting up a Follow
-
up
/
callback for a patient


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


The AVImark® Follow
-
up List is a list of patients who need to be called back after a short period of time for one
reason or another, either because they have received a tre
atment that requires some sort of return phone call (or
correspondence) OR maybe just a follow
-
up about any subject at all.

They may be assigned these callbacks in 2 ways:



B
eing assigned a Follow
-
up
/
callback manually from the CID



OR




T
hey have received a treatment which has a Follow
-
up
/
callback

is linked to.

Manually create a patient Follow
-
up from the CID

Make sure the correct patient is selected by clicking on the patient name.

Click the
Follow
-
ups
folder tab at the right side of the Patient area. Press
F2

New to open the Enter Follow
-
up window.


The
New

Follow
-
up window will open with the cursor in the
Subject

field.



Type the subject of the Follow
-
up callback.



Press
Tab

and specify the
doctor

th
at will be assigned to this follow
-
up.



Press
Tab

and specify the
due date

that the Follow
-
up callback should be made.



In the
Comments

area specify any memos or notes about the Follow
-
up callback.



Press
Tab

and enter any information pertaining to the
rep
eat

option.



If appropriate, click the
Critical

box to indicate that the Follow
-
up is very serious. Press
Enter

to finish the
Follow
-
up assignment and return to the Follow
-
up folder.


There are three colors that will/can be displayed on the follow up tab:



Black
-
Due in the future



Red
-

Past Due



Blue
-

Currently checked into the hospital


To learn how to automatically create a follow
-
up when a specific treatment or inventory item is entered to Medical
History, see Chapter 3 or 4 of the User Manual.

Whenever a

patient Follow
-
up is created, the Follow
-
up is added to the Follow
-
up List Window. To view the
Follow
-
up List from the CID select
Work with, Follow
-
up List
. This will open the Follow
-
up List window which
displays all patient follow
-
ups categorized between

critical and non
-
critical.

Add patient notes



With the cursor in the Patient area, press
F5
Notes or choose
right
-
click Notes

to add notes about this patient.

o

Simply type your memos about this patient into the Pat ient Notes Window. Word wrap and

spell check
is active in the Notes Window. To save the notes, click
Done
. You may enlarge the patient notes

Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


window to display more text at one time by choosing
Zoom in/out

from the
right
-
click

menu.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Chapter 5


The Medical History Area

Just below the Pat
ient Area of the CID is displayed the most recent medical history of the patient that is currently
selected.


In this topic you will learn how to:



Add new Medical History



View or add medical history notes



Enter past medical history



Learn about the Me
dical View


Add new Medical History

You may add as many Medical History entries (treatments, inventory items, problems or diagnoses) for the selected
patient into the Medical History Area of the CID as you wish. You may do this in any of several ways dep
ending on your
preference:



Adding medical history entries one at a time when you know treatment/item code.



Using the search method by description.



Selecting several treatment/item at once


Adding Medical History entries one at a time if you know the tr
eatment/item code



Make sure the top line in the Medical History Area is highlighted, then press
F2

Add. The Enter Medical
History Window will open the cursor in the Code field.



If you know the
Code
of the treatment, item, problem, or diagnosis you are lo
oking for, type it into the field.



If you wish to change the description, quantity or price of the entry in some way, press
Tab

to the right field and
make the appropriate change.



Press
Enter

or click
Done

to record the changes and enter the treatment, item, or diagnosis into the Medical
History Area of the patient.



If you want to add others, repeat the instructions above.



If not, press
Esc

or click
Cancel

to leave the Edit Window.


You will be returne
d t
o the Medical History window.
The treatment/item that you chose to enter now appears in blue in
the Medical History area for the selected patient. Any entry that appears in blue in the Medical History is treatments or
items that have not yet been “Poste
d” into the client’s accounting record. AVImark® keeps the medical history records
separate from the accounting records for each client.



Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.



Using the search method by description



Press
F2

Add to open the Enter Medical History window



If you don't know the
code of the treatment, item, problem or diagnosis you are looking for,

press
Tab

to move the cursor to the
Description

field.



Type

a
few letters
(at least 3) of the description of the treatment, item, problem or diagnosis you are looking
for.




As you ty
pe, AVImark® will display below (in scrollable lists) whatever treatments, items and diagnoses that
contain the letters you have typed.



Double click
on the one you want to enter into the Enter Treatment Window.



The cursor will be moved to the Quantity fi
eld. Make whatever changes are appropriate.



Press
Enter

or click
Done

to record the changes and enter the treatment into the Medical History of the patient.


The Enter Medical History Window will remain open to add another treatment, item
,

or diagnosis.
If you want to add
others, repeat the instructions above. If not, press
Esc

or click
Cancel

to leave the Enter Window and return to the
Medical History Area.


Selecting treatment(s), item(s)
,

or diagnoses

With the cursor in the Medical History Area of the CID, you may select
right
-
click Choose
,
Treatments
, Items, Diagnoses,

or
Problems

to add to Medical History. The appropriate

function keys can also be utilized.



When the appropriate list window opens, the

cursor will be located in the Find field.



With the cursor in the
Find
field, you may
type

a
few letters

(at least 3) of either the ID Code or the description
of the treatment you're looking for and AVImark® will display a list of the treatments containi
ng the letters you
typed.



If you only want to select one, click on that treat ment and press
Enter

or click
Done
. You will be returned to the
CID and the chosen treatment will be added at the top of the Medical History Area.
Do not double click to selec
t
t
he treatment from the list.
You will select the treatment twice.



I
f you wish to select more than one, click on the first one you wish to select.

The treatment
, item, or
diagnosis

will be added to the Selected Treatments window at the bottom left corner of the display.



Then click another in the list or click back in the Find field and locate the next
entry

in the same way.



As you select
the different entries
, a running subtotal
of the prices will be displayed at the bottom of the Selected
Window.



If you need to remove a
n entry from the Selected

area,
left
-
click

once on the
entry

and press the F4

(remove) or
right
-
click

Remove
.



Once appropriate
entries

are selected, click
Done

o
r press
Enter

to return to the CID.



The selected
entries

will be added to the Medical History area of the patient.



If necessary, double click on the
entry

to change quantities and/or other information about the
specific entry
.


View or add Medical Hist
ory notes

To either view or add notes relating to a given Medical History entry:



Click the specific medical history entry you wish to work with.



Press
F5

Notes and type your notes in the Notes Window.



Type your notes, then click
Done

to finish.



You ma
y zoom medical notes to display more text at one time by choosing
right
-
click Zoom in/out

inside the

Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


notes window.




You may choose to display Medical History Notes directly on the CID by doing a
right
-
click Notes, Show All
.
Public Only
will display only those notes marked as Public.


Entering past medical history

When adding a new patient to your system you will be prompted to enter past vaccination history. The treatments that
appear in this window are those that have been specified to

be displayed in the vaccination window. If the client does not
have this information at this time you can come back to this window and enter it at a later date. To do this, do the
following:



Placing your mouse pointer in the Patient area.



Choose
right
-
click Vacc History
.



This will open the Vaccination History window again for you to enter the dates.

In addition to entering past history using the above method, you may add treatments into Medical History in History
Mode. To place the Medical History

sec
tion in History Mode, do the following:



P
lace your mouse pointer in the Medical History area and choose
right
-
click History Mode

or press Shift+F8.



The title of the Medical History area will now appear as Entering History.

While in History Mode you simpl
y enter treat ments, items, or diagnosis into Medical History as described above. Enter
the actual date the treatment was given to the patient by changing the date in the Enter Medical History window. The
only difference is that the treatment and/or items a
ppear as if they have already been posted to the clients account and
the amount of the services is zero. To exit history mode, simply select
right
-
click History Mode

again.

The Medical View Tabs

At the bottom of the Medical History Area are displayed sev
eral Medical View Tabs that allow you to view the patient’s
medical history sorted in different ways, as follows:

The
Chronological
view displays all medical history sorted by date performed. It is the default view.

The
Diagnosis
view displays only diagnosis medical history entries.

The
Dietary
view displays only items that have a “Z” as one of their Action Codes, or that belong to a category
name which includes the word “Diet”.

The
Injections
view displays only inventory items t
hat have either a “V” or an “M” as one of their Action Codes or
have the letters “INJECT” in the category name. Treat ments will be displayed which have the letters “INJECT” in the
category name, and/or either a “U” or “M” as one of their Action Codes. All
treatments or items with an “I” as one of
their Report Codes will also be displayed in this view.

The
Lab
view displays only services that have an “L” as one of their Report Codes or have the letters
“LABORATORY” contained in the category name.

The
Rx
view displays only prescription items dispensed to the patient (those treatments or items that have a “P” as one of
their Action Codes), have the letters PHARM contained in the category name OR have a “P” as one of their Action Codes
or Report Codes.

The
Reminders
view displays only services/items performed on the patient that have a reminder template defined.

The
Surgery
view displays only services/items that have an “S” as one of their Report Codes or have the letters
“SURGER” contained in the category
name.

The
Vaccinations
view displays only services that have a “V” as one of their Action Codes or have the letters
“VACC” contained in the category name.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


The
X
-
Ray
view displays any treatments/items for which the category name contains “XRAY”, “X
-
RAY”,
or
“RADIO”.

The
SOAP
view displays entries for which Medical Condition data has been recorded.


The
PHOTOS
view displays entries for which a photograph has been linked.


The
NOTES

view displays entries for which notes have been linked.


The
PUBLIC

view

displays entries which have been marked as Public in the Enter Medical History

window.


The
PROBLEM
view displays only the problem medical history entries.


The
ATTACHMENTS

view displays medical history entries that have a File Attachment linked to it.


The
DENTAL

view displays medical history entries that have a Dental Chart linked to it.


The
Medical History

tabs will be displayed in a
bolded print

if history exists on the highlighted medical history entry
and the subsequent 50 entries.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Chapter 6


The Client Invoice

Posting the charges entered into a new invoice

Once the treatments performed and/or inventory items dispensed to the patient have been entered into the Medical
History Area of the CID, these services/items should be posted to the clien
t’s accounting record. In other words, a new
invoice should be opened with the charges listed and an opportunity to collect payment given. The posting and payment
procedure is done in the following manner:



Once the treatments performed on the patient and
the inventory sold or dispensed to the patient have been



entered into the Medical History of the patient, press the
F8

Post key to charge the services to the client.



When you press F8 Post the Posting Charges window will open. The Posting Charges window shows the total



charges, by patient, that will be added to the client’s accounting record. At the bottom of this window, you will



also see the current charges as well
as the current balance due for this client. Click
Post

to complete the posting



procedure.



This will open the Enter Payment window with the cursor in the check “Ref #” where the client’s check number



will be entered.



You have the option to select from se
veral different payment types (e.g. Visa, MasterCard, Amex, Held Check,



etc.).



Enter the payment amount and press
Enter

or click
Done
. This will record the payment into the invoice.



Press
Enter

or click
Print

to print the client invoice.


Other pay
ment types



If the client pays in cash, instead of typing a Ref # for the check, press Tab to highlight the
Type
field and select
Cash payment
.



If you need to change the amount, tab once more and type the correct amount in the
Amount
field.



If the client

is paying by a credit card click on the
Type
drop
-
down list to choose the appropriate credit card
payment.



If the client asks you to hold a check for some period of time select
Held Check

then specify the date you are
holding the check until.

Held chec
ks will be listed on a daily Held Check List that is printed just after the Deposit Slip when you choose the Work
with menu and select Reports, Deposit slip
.

Held Checks may be printed separately by choosing the Held Check Report
.

When the day arrives that

the check is to be deposited, the check will be included on that day’s Deposit Slip and so
notated. It will also be removed from the held check list.

To learn more about these reports and other please refer to the
user manual Chapter 20 Period
-
to
-
Date Rep
orts.


How to “Charge” a client’s balance



Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


For those privileged clients that are allowed to charge their services to their account you will want to send them
statements at the end of each month (or more frequently if desired) requesting payment for services.

To charge a client’s services to their
account, do this:



Post the treatments to the clients account as you normally would.



When the Enter Payment window appears, click
Cancel
.



You will now see the Invoice window with the posted charges in the invoice.



Click
Done
.



A message will appear ask
ing you if you would like to close the invoice or not. Typically, you would click
Yes

to close the invoice.



You will then be able to see the clients balance listed in red from the main CID screen


Open/Closed Invoices

When you post charges from the medi
cal history of a patient and you create and print the invoice, AVImark®
automatically closes the invoice.



A closed invoice cannot be modified or more charges added, nor can you add any further

payments. When you do not wish to print the invoic
e, you would click
Done
. When doing
this, a message will appear asking you if you want to close the invoice or not. Clicking
Yes
will close the invoice and clicking
No

will leave the invoice open.



An open invoice is one that you would like to add addition
al charges to at a later time.
Keeping an invoice open allows you to post treatments during the day or over several days
and have all the charges appear on the same invoice.


If you leave the invoice open, and later add more charges to Medical History, wh
en you post these transactions,
they will simply be added to the open invoice that was previously created. Deciding on whether or not to close
the invoice depends entirely on whether or not you would like to add further transactions to the current invoice.


One disadvantage of keeping an invoice open is that these charges will not automatically appear on the Accounts
Receivable Statements. When you print your month
-
end A/R Statements, you have the option to automatically close all
open invoices, leave all o
pen or prompt you to close the invoices as they appear.

Add a payment to an open invoice

If you have kept an invoice open and wish to add a payment to it when the client arrives to pick up the patient, do
this:



Move your mouse pointer into the Client Area and choose
right
-
click Invoice
. This will open the Invoice
window with the previously posted charges appearing in the invoice.



Press the
F2
New key to open the Enter Payment window for you to add the payment.



Choose the appropriate payment type, amount, etc. and press
Enter
.



Click
Print

or press
Enter

to print the invoice.



When the client arrives you need to enter further treatments or items into Medical History simply add these
services, post the charges, an
d enter the payment amount for the final total that the client owes.


How to print an old invoice

To print an old invoice, do this:



Click on the
Accounting
check box of the Client Attachments or click on the
Dollar Sign
speed bar button.



Left
-
click
once on the invoice number you would like to reprint.



Choose
right
-
click Reprint
. This will open the invoice window in which you simply click
Print

to print the
invoice.

How to enter payments on account and deposits for future charges

Any time you need
to record payments received, other than when posting charges and printing the invoice, you should
perform the following steps:


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.




With your mouse pointer in the Client area select
right
-
click Choose, Invoice
.



This will open a blank invoice.



Press the
F2

Ne
w key to open the Enter Payment window.



Choose the method of payment and tab to the amount to enter the amount paid by the client.




Press
Enter

or click
Print

to print the invoice to provide a receipt for the client. If the client had a zero balance
befo
re entering a payment on account, after the payment, the client’s balance will be a negative amount
displaying in green, indicating a credit balance. When the services are added to Medical History and posted to
the client’s account, the client’s balance wi
ll reflect the net amount remaining to be paid from/to the client.

How to make a cash refund

At times when the client has a credit balance for which you would like to make a cash refund, do
the following
:



Place your mouse pointer in the Client area and
choose right
-
click Invoice
. This will open a blank invoice
window in which you will enter a negative cash payment.



Press the
F2
key or choose
right
-
click New
.



This will open the Enter Payment window. Tab to the
Type

field and select
Cash Payment
.
If the
client had
originally made a credit card payment and you would like to credit the clients credit card, choose one of the
credit card options for the type.



Tab to the
Amount
field and enter the amount of cash that will be refunded. Make sure that the amoun
t listed
is a negative amount.



Press
Enter

or click
Print
. The amount will appear in the accounting window as a negative amount and the
deposit slip at the end of the day will reflect cash paid.

How to change the client’s balance

The clients balance may be changed at any time by adding an account adjustment in the client’s accounting record. Do
this:



Click on the
Dollar Sign
speed bar button to open the client’s accounting window.



Press the
F2
key or select
right
-
click New
. This
will open the New Transaction window.



Tab to the
Type

field and choose
Account Adjustment
.



Tab to the
Amount
field and enter a positive amount if you would like to increase the client’s balance or a
negative amount if you would like to decrease the clien
t’s balance.


You may want to consider preventing certain employees from making these types of entries to your client’s balances.
This can be done using the Security function of AVImark®.

Posting charges as of a previous date

At times you may have the o
ccasion to enter transactions in AVImark®, but do not post the transactions until the next
day, but you still want to post the transactions as of the previous day. This typically occurs in a large animal practice
where the veterinarian will be in the “fiel
d” for two days, but will not be entering the charges to Medical History until
later in the week. These charges can be entered into Medical History dated as of the date the treatments were actually
performed and posted as of that previous day as well. To c
hange the date you would like to post the transactions to
accounting, do
the following
:



At the CID click on
Utilities, Posting Date
.



This will open the Set Posting Date window.



In this window, specify the date you would like to post charges as of.




Cli
ck
Continue
. All charges posted to accounting will then be posted as of the date specified.
This date
remains in effect until you change the posting date back to today’s date, or after you restart the AVImark®
program.
This feature is valuable if your clinic experiences any hardware problems or other catastrophes where
your staff is unable to enter a day’s transactions until the problem has been resolved. Just remember to change
the date back when finished entering past
transactions.

Miscellaneous information you can have showing on the printed invoice

The client invoice contains basic informat ion about your hospital, client informat ion, what treat ments or items the client
received, the amount they paid and their balanc
e, if any. Many times, you may want to have other information appear on
the invoice to remind the client about certain things. Listed below are just a few basic items of information you have the

Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


option of including on the invoice.

Doctor’s Instructions

Doctor’s instructions to the client can be entered on the invoice
two different ways, manually or
a
utomatically. To enter instructions manually, do
the following
:



Place you mouse pointer in either the Client or Patient area and choose
right
-
click Instruct
ions
or if the
cursor is in either the Client or Pat ient area, press the
Shift+F5

keys. This will open the Invoice Instructions
window.



Type the instructions in this window and when finished, click
Done
. These
instructions will be printed on the invoice w
hen the invoice is printed out.

Doctor’s instructions may also be printed automatically on the invoice if the instructions are “linked” to a specific
treatment or item.
Do the following:




Click on the
Treatment List
speed bar button (Tx). This will open t
he Treatment List window.



Find the treatment you would like to link an instruction to and click once on it to select it.



Press the
F5
key or choose
right
-
click Instructions
. This will open the Doctor’s Instructions window for you to
type the instructions
.



When finished click
Done
. Whenever this treatment is entered into Medical History, the instructions that have
been attached to the treatment will automatically print on the invoice when the invoice is printed out.

Treatments Due

To have the vaccinatio
ns and their respective due dates appear on the invoice, do t
he following
:



At the CID click on
Work with, Hospital Setup
.



Click on the
Invoicing

tab at the top of the Hospital Setup window.



Click the option labeled
Reminders on Invoice

in the Formatting sub tab.



Press
Enter

or click
Done
.


Upcoming Appointments

Upcoming patient appointments automatically appear on the client invoice.

Interest Notice

For an invoice that has a remaining balance, a statement identifying any applicable

service charges will print on the
invoice and statements. To enter the notice you would like to appear on the invoice, do
the following
:



At the CID click on
Work with, Hospital Setup
.



Click on the
Statements

tab at the top of the Hospital Setup window.



You will see a section called
Interest Notice
. Click in this field and type the notice as you would like it to
appear.



Click
Done

or press
Enter

when finished.


Company Slogan

You can also have a company slogan appear at the top of the invoice as well.

This statement will appear at the top of
invoice. To create this slogan,
do the following
:



At the CID click on
Work with, Hospital Setup
.



You will be in the
Demographics

folder of the Hospital Setup window.



You will see a field labeled
Slogan
. Click in

this field and type the slogan as you would like it to appear on the
invoice.



Click
Done

or press
Enter

when finished.


Weight History

You may choose to have patients’ weight history print on invoices. To include the weight history on the invoice
,

fol
low these steps:



At the CID click on
Work with, Hospital Setup
.



Click on the
Invoicing

tab at the top of the Hospital Setup window.



Check the option
Weight History
.



Click
Done
.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.




Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Chapter 7


Printing Documents

Printing documents with AVImark®

This section will address how to print various documents and how AVImark® works with Microsoft ® Word and Sun
Microsystems product StarOffice, and the free open source alternative OpenOffice. AVImark® has the ability to print
many documents that you may us
e from time to time. The documents may include rabies certificates, estimates, surgery
release forms, health certificates, cage cards, etc. Obviously, these various documents must include specific informat ion
about the client or patient who you are printin
g the document for. AVImark® is able to “merge” this appropriate
information into the document by the use of what we call merge words.

For example, on a surgery release form, you may want the client’s name and address, the patient’s name and date of
birt
h and the name of the doctor that will be performing the surgery. This informat ion is “merged” into the document by
means of a merge word. More specifically, wherever in the document that you would like the client’s last name to
appear, you would type <las
t
-
name>.

Where are the Documents Maintained?

All documents used by AVImark® must be kept in the My Documents directory and may be located either on the server
computer in the drive that AVImark® is installed in or as a subfolder of AVImark®, depending on

what you have shared
on your server computer. AVImark® looks in the directory that you have specified in the System folder of the Hospital
Setup window for your document files. In this window, it appears as
\
My Documents if the folder is on the same drive

as
AVImark® and My Documents (no backslash) if that folder is a subfolder of AVImark®.

Specify which Word Processing program you wish to use on this workstation by going to Work With, Hospital
Setup, System, Documents sub tab.

Printing a Word Document

To print a Word document out of AVImark®, do this:



With your mouse pointer in the Patient area choose
right
-
click Document
. This will open the Print Document
window.



Double left
-
click

in the
Document

field.



This will display the Open window. This window

will show all documents you have stored in the My
Documents directory on your server computer.



Click on the document you would like to print and then click
Open
. The name of the document will appear in
the Print Document window.



Click
Print
.


Printing
a Rabies Certificate

You may print your rabies certificate by using either a Word document (doc extension), StarOffice/OpenOffice
document (s xw or odt extension), or by using the “built
-
in” rabies certificate in AVImark®. The AVImark® certificate is
very
similar to the sample Word document “RABIES” that is in your My Document directory. The AVImark® certificate
will print much faster than the Word document, but if you use a Word document for your rabies certificate you are able to
customize how you would l
ike the certificate to appear. To modify the sample Word document included with the
AVImark® software, do this:



Open Microsoft ® Word or StarOffice/OpenOffice on your Server computer



At the top of Word click the menu option
File, Open
.



Browse to the loc
ation of your My Documents folder, click on the
Rabies document

and click
Open
.



The sample rabies certificate will open.


Note: StarOffice/OpenOffice has the capability to open and modify Word documents (file with the .doc extension)
.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


To modify this doc
ument simply delete what text you do not require and type whatever text to meet your needs. In
addition to the above, AVImark® needs to know the name of the Word document you are using for your rabies
certificate if AVImark® is going to automatically print

the certificate with the client’s invoice. Do this:



At the CID click on
Work with, Hospital Setup

to open the Hospital Setup window.



Click on the
Documents
folder tab at the top.



Type the name of the Word document you are using for your rabies certificate in the
Rabies Certificate

field.



Click
Done
.
To use the AVImark® rabies certificate, delete the name of the document in the Rabies Certificate
field in the Documents folder of Hos
pital Setup. With this field blank, AVImark® knows to print the internal
certificate.

Printing a rabies certificate using a Word document, StarOffice/OpenOffice

document, or the AVImark® certificate
demands a few requirements. First, AVImark® must know certain pieces of information about the rabies treatment itself
which includes the rabies tag number, the vaccine serial number, manufacturer, expirat ion date, typ
e of vaccine and how
it was administered. AVImark® gathers this information in the Vaccination Information window. Second, the rabies
treatment in your Treat ment List must have an “R” action code. When you enter a rabies vaccination treatment, and the
tre
atment has an R action code, the Vaccination Information window will appear prompting you to enter the rabies tag
number. When finished entering the information, click
Done

in this window. If the treatment entered has an R action
code, the rabies certifica
te will automatically print with the client invoice.

How to manually print the rabies certificate or to reprint a certificate



Left
-
click
on the rabies treatment in the Medical History of the patient to select the treatment.



After selecting the treat ment
, you should see a check in the Vaccination check box under Attachments section in
the Medical History area.



Choose
right
-
click Certificate
.



The rabies certificate will print.


Commonly Asked Question About Printing Rabies Certificates

I do not assign
tag numbers, but I need to print a rabies certificate.



Open the
Hospital Setup

Window.



Click on the
Miscellaneous

tab at the top.



Choose
None

in the Rabies Assignment field. If you only assign tag number to certain species (e.g. canines)
choose that par
ticular species in the Rabies Assignment field.

Can I print a rabies certificate only for a certain species?

Yes,
do the following
:



Open the
Hospital Setup

window.



Click on the
Miscellaneous

tab at the top.



Choose the specific species you would like t
o only print the certificate for in the
Rabies Certificate

field.


Can I choose which Word document I want to use for the certificate at the time I either print the client invoice or
when I want to manually print the certificate?

Yes,
do the following
:



Open the
Hospital Setup

window and click on the
Miscellaneous

tab at the top.



Click in the box labeled
Prompt before printing
.



With this box checked, at the t ime the client invoice is printed, the Print Document will appear prompting you to
enter the Wor
d document you would like to use.



Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Chapter 8


End of Period Reports

AVImark® End of Period Reports

AVImark® has many different reports you can print for any period of t ime. You can even print reports for prior periods
as well. AVImark® has the capability of closing the shift, day, week, month or year.

Typically, at the end of each day, you may want to

print the Deposit Slip, a Period Totals report and perhaps an Account
Summary report. The reports available for you to print are in the End of Period Reports window. To open this window
click on the Printer speed bar button or go to the menu and select Wo
rk with, Reports.

The End
-
of
-
Period Reports window contains several reports in the Don’t Print These column. These reports may be
printed by following the steps provided. You must first decide whether you wish to print By Date or By Closing.

Printing By
Date

To print any of these reports By Date, do
the following
:



Use the Print By menu option to select By Date (if not already chosen).



Specify the period of time you would like to print the reports for.



By choosing week, month or year, the start date wi
ll be automatically set to the beginning of the week, month or
year from today’s date (the beginning of a week for purposes of these reports is always on a Monday).



Choose the report(s) you would like to print.



To do this click on the report name in the
“Don’t Print These...” column and click on the < button to move the
report name into the “Print These” column. To move all reports between the two columns, use the << >>
buttons.



Click Print.


Printing By Closing

To print any of these reports By Closing
,
do the following
:



Use the
Print By

menu option to select
By Closing
. AVImark® will print all transactions that have been
entered since the last time you printed reports By Closing. If this is the first time you are printing By Closing
all transactions
that have been entered will be included. When printing by closing, you cannot choose the start
and stop times. The start time is considered as the last time reports were printed and the end time is considered
at the time you click Print, so, the period is

“closed” when printed.



Choose the report(s) you would like to print in the
Don’t Print These

column and click on the
<
button to move
the report name into the Print These column. To move all reports between the two columns use the << >>
buttons.



Click
P
rint
. You may save reports to print during this same time frame by making sure the appropriate reports
show under Print These and Don’t Print These then click
Save
.



Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Chapter 9


Miscellaneous Hospital Setup Values

You have quite a few options on how you would like AVImark® to work for you that are found in the Hospital Setup
window. To open this window, at the CID choose
Work with, Hospital Setup

from the menu. Outlined below are
just a few of these options you can
define in Hospital Setup. All folders in the Hospital Setup window are discussed in
detail in Chapter 1 of the Users Manual.

Setting State and Local Tax Values
In the Invoicing folder, there is a section called
Tax Values
. There are two
fields where you w
ould enter your State and Local tax values. Enter these as decimal values (e.g. 6% equals 0.06). You
will also see a field for
No
. and also a check box called
All services taxed
. These two fields are used by Canadian users
to enter their tax ID number and
to make all treat ments in the Treat ment List taxable. Also, for Canadian users, enter your
GST tax value in the State Tax field and enter the PST tax value in the Local Tax field.

Defining interest charges/penalties for past due accounts
In the
Statements

folder, you will see a field
called
Service charge
. In this field, enter the interest rate (as a monthly rate). For example, if you would like to charge an
Annual Percentage Rate of 18%, you would enter 0.015 in this field (i.e.18 divided by 12). You can
also specify a
minimum charge as well.

As an alternative (or in addition to if you like) you can charge the client a handling fee charge as entered in the
Handling
charge

field.

Defining the size of your drug labels
You can define the size of your drug l
abels (as well as your mailing and
patient labels) in the
Documents
folder of the Hospital Setup window. Determine the actual size of your drug labels and
enter these values into the
Width

and
Height

fields in the Drug Labels section of this folder.

Setting up your reminder text

You have the option to print your reminders using either Microsoft ® Word or with your text set up in AVImark®.
Setting up your text in AVImark® is preferred if you are using the 3 or 4 cards per page reminder card stock. In
addition, the reminders will print quicker if the text is set up in AVImark®.

To set up your reminder text in AVImark®, look in the
Reminders
folder and click on the option to
Edit and Print
Reminders with...AVImark
. With this option checked click on the
check box labeled
First reminder text
. This will
open a text window for you to type the text of what you want the card to say. Follow the same instructions for the
Second and/or Third reminder text notices.

Miscellaneous values
In the
Miscellaneous

folder

of the Hospital Setup window, you have quite a few values you
can check or define. Listed below are some of the more common values that are checked or entered:

Rabies assignment



Use the drop
-
down menu to specify what species (or “Always” for all species
) you would like AVImark® to
automatically increment the rabies tag number each time you add a rabies vaccination in the Medical History
Area of the patient.

Rabies prompt



Use this menu to specify for which species (or “Always” for all species) you would

like AVImark® to
automatically prompt you to enter a tag number when a rabies vaccination treatment is added to the
Medical History of the patient.


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Rabies certificates



Use this menu to specify for which species (or “Always” for all species) you would like to automatically
print a rabies certificate for when a rabies vaccination is included on the invoice.

Prompt before printing



Use this check box to have AVImark® promp
t you before printing Rabies certificates. This allows you to
change printing options, such as Print Preview, number of copies, or the printer. With this box checked, when
you print an invoice that has a rabies vaccination treat ment included on the invoic
e, the Print Document window
will appear after you click on the Print invoice button.

Transaction Auto
-
entry

If you wish, AVImark® will automatically re
-
open the Enter Medical History window each time you enter medical
history information. This keeps you

from having to press F2 Add each time you want to add another entry.

Automatic Spell
-
check

With this box checked, AVImark® will check the spelling each time you enter patient and/or medical notes.

Multiple clients open

This check box allows you to ope
n more than one client at a time. Up to 10 client names will be listed along the
bottom edge of the Client area as Name tabs. Click on the Name tab of the client you’ve been working with to return
to a client’s file.

Out
-
of
-
stock warning

With this option

checked, AVImark® will display a warning message at the time you enter an inventory item into
medical history whose on
-
hand quantity is equal or below the quantity specified as the Order Point. To learn more
about Order Points see Chapter 4 of the Users M
anual.

Show alerts

Use this drop
-
down menu to tell AVImark® when you want the Alert messages to be displayed.



Never
: The Alert message will not appear unless you choose right
-
click, Alert.



Once on open
: Show the Alert message one time when you open the

client’s file.



When selected
: Show the Alert whenever the file is opened or the Name tab is selected.


Fee Setup

In the Invoicing tab in Hospital Setup Fees sub tab, there are values to add to set up your fees in AVImark®.

Fees

AVImark will add these various fees and minimum values to the retail price of inventory items (and/or treatments). For
these fees to be added, you must specify the appropriate Action Code for each treatment/item. To learn more about
Action Codes, see Chapt
er 3 or 4 of the User Manual. The Action Codes used for each of these fees are as follows:











AVImark® will add the amount in the
First

column to the normal price charged for the quantity of items
being dispensed.



If this total is less than the
minim
um

value, AVImark® will charge the minimum amount.

Prescription

P

Handling

H

Intravenous Injection
(inventory
only)

V

Intra
-
muscular

M

Intravenous Injection
(treatments only)

U


Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.




If this total is greater than the minimum, AVImark® will charge the sum of the price of the item plus the
amount specified in the First column.



The
Additi onal

column allows the user to add a fee for all ad
ditional entries of a selected treatment or item
in a visit. The first entry will use the fee in the first column, and all addit ional entries of the same treatment
or item during this visit will apply the additional fee.


If you have the
refund

box checked

AVImark® will refund the fee as well as the price paid for the item when an item is
returned (entered into the Medical History area with a negative quantity, then posted to the client’s account).




Copyright © 2011 McAllister Software Systems, Inc. All rights reserved.


Appendix


Client and Patient Codes

Client Codes Patien
t Codes

A: Normal Active Client

D: Deceased

B: Client is a business

H: Hold reminders for this patient

C: Credit is pre
-
approve

E: Tax exempt

E: Tax exempt

*: Aggressive patient

F: No billing fee

M: Patient has moved

G: Always print reminders

I: Inactive patient

H: Don’t print balance due on invoice

S: Discount Split
-
billing

I: Inactive client

L: Exempt from local tax

M: Suppress messages from statements

Patient Sex Codes

P: Organize statement by patient

F: Female

Q: Spouse field is
last name of ‘significant other’

M: Male

S: Suppress printing of statements

S: Altered female

T: Exempt from state tax

N: Altered male

W: Waive Charges

G: Gelding

X: Cash only client (followed by an audible alert)

U: Unknown

Z: Prevent this client from being purged

*: Summary format statement


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