AVImark for Windows 2000 Enhancement Log

Date, Version Description of change 1/07/00 AVImark now supports up to 20 output fields with Information Search. This is particularly

useful when exporting data to other applications, such as Excel, using the Custom merge file format. In addition, Accounting and Medical History data values can be exported in the merge file.

Patient charts marked as “public” are now printed in chronological order. This is intended to make AVImark charts easier for clients and referring veterinarians to read.

Travel sheets (both Treatment and Inventory) can now be printed in order by Code or by Description.

1/26/00, 117 you may now send e-mail to your clients from the CID. Use Right-click, Send e-mail, in the Client section. AVImark displays a window that lets you enter your message. The e-mail address is obtained from the client’s record. Be sure you are on the computer that has your Internet connection established before attempting to send e-mail from AVImark.

1/28/00 AVImark now allows you to see a photo attached to the Client by clicking on any of the fields in the Client Section of the CID. If you click in the Patient Section, the photo associated with the Patient (if any) is displayed. If a client or patient photo is displayed and you want to make the photo disappear (and re-display the Client Attachment check-boxes), simply click on the photo.

The Period Totals reports now prints the net change in the hospital’s accounts receivable for the period in question.

1/29/00 We have added a “Next” and “Previous” button on the AVImark Image Editor window that allows you to quickly review photos throughout the patient’s medical history. Note that these two buttons act in a manner similar to the Done button in that they save the photo currently begin displayed. For example, suppose I have browsed down through several photos using the Next button and come to a particular photo that I want to replace with a different one. I can choose the desired photo (using the Image, Open menu), then press the Next or Previous button to continue browsing, and AVImark will save the change I made, just as if I had pressed Done.

This same capability has also been added for viewing medical history Notes.

1/31/00 AVImark now provides the capability to e-mail clients that are selected by Information Search. Simply check the “Send via e-mail” check box in the “Print Report or Documents” window that shows when the search is complete. Enter the text of your e-mail message as “Post card text”.. (Click the “Post card text” check box to enter the text). All clients selected that have an e-mail address will be sent a mail-merged copy of the “post card” in question. A mail-merged copy of the post card will be physically printed for those clients selected by the search that do not have an e-mail address.

2/1/00 AVImark now allows you to send photos via e-mail. To do this, first open the photo in the AVImark Image Editor window. Next, click the E-Mail speed button (with the picture of an envelope). You will see the Send E-Mail window. Enter the e-mail address of the recipient and the subject and text of your message. The Attached file name will be entered for you. Finally, click the Send button to send your message.

2/1/00, 118 Information Search now allows you to attach a file to e-mail messages. Look for the Attached File field in the Print Report window that shows at the end of the search. Also, AVImark now allows you to specify a different saved e-mail message than the normal “Post card text”.

2/3/00 AVImark now allows you to specify the number of copies of an invoice that AVImark prints at the time that you print the invoice.

A new MS Word merge word, “<animal-names>”, has been added that allows you to have a simple list of a particular client’s animals merged into a document. Deceased and moved animals are excluded. The animal names are listed one after the other on the same line, separated by commas.

2/5/00 We have added a “Photo Album” feature to the Patient Section on the CID. This feature allows you to view the patient photo as well as all photos that are attached to Medical History entries for the patient in one scrollable window. Patient and Medical history notes are also shown for each photo. Clicking on a photo takes you to the AVImark Image Editor.

2/13/00, 119 You can now print a consolidated “Purchase Order History” report. Go to Work with, Inventory, then click on Print, Purchase Order History.

AVImark now allows notes to be entered for any Accounting transaction record. Notes indicated to be “public” will be printed on both the invoice and statement. The “Notation” transaction type is no longer necessary and should not be used in the future, although Notation transaction records entered in the past will not be changed. Account notes are printed on the Account History report and can be used as criteria as part of an Information Search.

2/14/00 The AVImark Drug Label Wizard now allows you to express the “interval” of administration as every so many hours (e.g. every 3 hours) as well as so many times a day (e.g. 4 times a day).

2/17/00 AVImark now prints any Forms that are attached to Medical History entries following the last page of the Patient Chart. Those Medical History entries that have attached forms printed are highlighted on the chart with the notation “(See attached form)”. A new check box has been added to the Print Patient Chart window that allows you to control whether attached forms are printed or not.

2/18/00, 120 AVImark now supports “quantity based” reminders for inventory items. That is, you can now specify that, when calculating the due date for a reminder for a particular item (such as Flea Prevention), AVImark should consider the quantity sold. If the quantity sold was 2, for example, AVImark would set the due date twice as far in the future as it would if the quantity sold were 1. This feature also considers fractional quantities, such as selling 2.5 packages of flea prevention, extending the reminder due date two and a half times the normal reminder interval.

IMPORTANT NOTICE: AVImark now requires Microsoft Word 97 or Word 2000 to operate properly. AVImark will no longer work properly with Word 95. If you have Word 95, you can upgrade to Word 2000 for about $75. The upgrade is available at most computer stores or from PC Connection at (800) 800-5555

3/8/00, 121 AVImark now allows you to send reminders via e-mail. A new menu, E-Mail, has been added to Work with, Reminders. Selecting “Messages” in this new menu allows you to enter e-mail message text that is to be sent for first, second and third reminders to those clients having e-mail addresses. Selecting “Send” in the menu actually causes AVImark to find those patients having reminders due during the period selected (first, second, and third) and send the appropriate e-mail messages to those clients with e-mail messages. An action code, “G”, can be entered for clients having e-mail addresses that do not want to receive reminders via e-mail.

In addition, options have been added to Hospital Setup that allow you to designate that, when you request reminders to be physically printed, they are printed for clients having e-mail addresses (that also received reminders via e-mail). This can be selected for first, second, and/or third reminders. For example, for those clients having e-mail addresses, you might want to only send e-mail reminders for the first notice, but both send e-mail and print reminders for second and third notices.

3/15/00, 122 AVImark now allows you to specify top margins for both the patient and drug labels. These are set up in Hospital Setup, Documents. You will find these values handy to precisely position the first line of text on Dymo (Co-star) label printers.

You can now set the font size for post cards printed from Work with, Reminders or from Information Search. This value is set in Hospital Setup, Reminders in the field at the lower right corner of the screen called “Font size”.

You can now use Information Search to locate clients, patients, and medical history entries that have certain “More Stuff” values. For example, if you have a Urinalysis treatment for which you have set up an additional data field for Specific Gravity, named “SpGt”, you could search for any 4 year or older feline who has had a urinalysis SpGt value of greater than

1.06. To use this feature, simply enter the field name of the additional data field in Information Search in one of the Look for/Report fields. In all other respects, it works like the standard data fields that Information Search is set up to handle.

3/16/00 You can now use Information Search to find patients of a specified Age directly. We have added a new Patient criteria value, called “Age”, that you can use for this purpose. Use the AVImark standard syntax for patient ages (e.g. 3w, 4y, 2d, etc.).

3/17/00 There is now a Hospital Setup option on the Miscellaneous page) that allows you to suppress the warning that normally shows when you are entering medical history as of a date other than today’s date. Large animal clinics will find this particularly convenient. In addition, the Statement has been enhanced to include the Split Billing percent for each patient in the Patient Summary section.

3/22/00 AVImark now lets you control in which order the medical history is shown on patient charts, either chronologically or reverse-chronologically. Look for the “Print in Chronological Order” check box on the Print Chart window. Please note that Public charts are printed in chronological order by default, although this can now be overridden through the use of this same check box.

You can now view the details of an inventory item from the purchase order window. Simply, highlight the desired item in the purchase order, then use Right-click, and Item Details to view the item. Remember that you cannot change any of the values for the item, only view them.

3/27/00 Version 123 offers many new appointment calendar features. These features include a flexible ‘out of office’ schedule which will allow you to mark the calendar for vacations, holidays etc. The following lists some of the new features that have been added:

Client and patient alerts show in appointment ‘new/change’ window -- including a warning if the pet is deceased.

Reminders that are due, show in the appointment ‘new/change’ window. Reminders can be 'right-click' selected for within 60 days of appointment's date or double clicked to select as a chosen treatment.

‘Next patient’ feature will display a list of patients for the current client to quickly create new appointments for other patients of the same client.

‘New patient’ feature for making a 'new patient' appointment for the client selected. When the appointment is ‘checked-in’, AVImark will prompt to create a new patient record to the database.

The 'Working with' label is now a button that can invoke client-selection. This button can ‘drop-down’ to pick the next patient for a client for a new appointment. This button can also ‘drop-down’ to see recently changed/added appointments at the current workstation.

Scheduled ‘block-offs’ now appear on weekly by room view.

The right-click 'new block-off' feature will allow you to create a block-off for a specific day for a specific doctor.

Rows can be resized on all of the daily calendar views (but not weekly by room view).

Chosen treatments are no longer abbreviated on calendar.

AVImark will let you lock and unlock appointments so that they cannot be drag-dropped on the calendar.

3/29/00 You can now save an estimate that you have created for a particular patient in the Estimate List so that it can be used for other patients in the future. Simply use Right-click, Save in the patient’s Estimate area on the Client Information Display.

A check box has been added to the Enter Medical History window that is used to indicate whether this medical history entry is to be considered as “public” or not. That is, whether this medical history entry is to be shown in the Public view on the Client Information Display or printed on a “public” patient chart. This check box is checked by default, and all previously entered medical history entries will automatically be marked as public by the AVImark version update procedure.

Two new medical history Views have been added to the Client Information Display, “Notes” and “Public”. The Notes view causes only those medical history entries to which Notes are attached to be selected. The “Public” view causes only those medical history entries marked as “public” to be selected. Please note the paragraph above on how to mark medical history entries as “public” or not. In addition, be aware that when you ask to print a public patient chart, the “Public” view of the medical history will automatically be selected for the chart.

Starting with this version, all medical history view tabs at the bottom of the Medical History section of the CID will not be shown at one time…there is not room across the CID for all of them to fit. You will see a small left and right arrow control at the lower right corner of the CID that can be used to scroll the list of medical history view tabs left and right to bring the rest of the tabs into view (i.e. the Photos, Notes, and Public view tabs). As additional views are added to AVImark in the future, they will be added to the right of the existing medical history view tabs.

3/31/00, 124 A new “Work Lists” feature has been added to AVImark. You are allowed to define any number of work lists in the Work Lists system table, then add and remove patients from any of these lists from the Client Information Display. Use Right-Click, then Lists in the Patient

area of the CID. A sub-menu will allow you to work with any of the work lists that you have defined in the Work Lists system table. Currently, you can add and remove patients from the lists, enter notes associated with any entry, and “accept” a work list entry, indicating that you are working on the task associated with that patient.

Sorting and printing of the Work List window is provided by menu. You may also sort on any column by clicking in the column heading area for that column.

A new spell checker has been added to AVImark, replacing the existing feature. The new spell checker should prove to be more reliable with Windows NT systems. However, be aware that any words that you have added to the dictionary will not be transferred to the user dictionary used by the new spell checker.

4/4/00 AVImark no longer prints an area titled “Exp.” on a drug label that is being printed for a treatment…only for inventory items.

4/6/00, 125 AVImark now provides a means by which the hospital logo and patient’s photo can both print on the invoice. In Hospital Setup, Invoices, look for the Top and Left margins of the Logo. These two values allow you to specify how far down from the top of the invoice (in inches) and how far from the left edge of the invoice the hospital logo is to print. By positioning the logo in the top center of the invoice, both images can be printed. Note that if these two values are set to “0.00”, AVImark will continue to work in the previous manner, where if the patient on the invoice has a photo, the hospital logo will not print on the invoice.

There is now a check box in the Associated Treatments/Items window that allows you to specify that inventory items that are used in the progress of performing this treatment are to be printed following the treatment line on the Invoice. The description and quantity used values are printed. This information may be used to justify the charge for the service as well as to communicate better to the client what work was performed on the patient.

A new value has been added to the Edit Treatment window, called List Codes. This feature causes the treatment, when performed on a patient, to automatically cause the patient to be added to one or more designated Work Lists. The work list(s) associated with a particular List Code is specified by putting that same letter in the Codes value for the work list entry(ies) in the Work List table in System Tables. The codes are completely arbitrary on your part. For example, you might put the letter “S” in the List Codes value for certain surgery treatments in the Treatment List. In System Tables, put the same letter “S” in the Codes field for the work list to which the animal is to be added when the surgery is performed. This design, although somewhat complicated, allows you to have any treatment(s) automatically place the patient involved on one or more work lists.

The AVImark backup feature has been enhanced to optionally verify that a backup is complete and accurate. A check box has been added to the Backup window that allows you to request (or reject) this function. The box is checked by default.

4/12/00 There is a new check box in the Patient Alert window that allows you to designate that this is a medical-oriented alert. If this box is checked, AVImark will display the alert window with a

distinctive red background color. If the box is not checked, the alert window will show in the normal yellow background color.

4/25/00, 126 You can now schedule an appointment for a patient from the CID, rather than having to go to the appointment calendar. To do this, select the Schedule tab in the “Reminders” section, then use Right click, New to enter the information about the appointment.

4/27/00 AVImark now allows you to optionally include the AVImark program files, documents, and/or photos in your backup. Use the “Include” check boxes on the AVImark Backup window.

We have added a “Refill” popup menu item for Medical History section of the CID. This allows you to select any entry, then Right-click, Refill to refill a prescription item.

There is an option in Hospital Setup (Invoice tab) that allows you to have AVImark print the patient’s weight history on the invoice. Weight histories are included for each patient represented by this invoice. Look for the “Weight History” check box under “Options”.

4/28/00, 127 AVImark now allows you to define up to 10 new payment types. Once defined, these payment types can be entered in the same manner that other payments are entered. They are defined in System Tables in a new table named “Payment types”. This new table will have been automatically added for you by this version update. Each entry in this table represents one new payment type. For example, you might define a payment named “Friendly Bank Debit Card”.

It is important that you assign a Code value for each entry that is a single digit, 0 – 9. This one-digit code becomes the actual Transaction code value that AVImark uses to know what kind of accounting entry this is. AVImark uses only letters for it’s internal transaction codes, so if you use digits for these user-defined payment types, you can be assured that there will never be a conflict with AVImark’s codes.

You may need to associate one or more action Codes with each new payment type defined. These action Codes tell AVImark the nature of the new payment type and, consequently how to treat this particular payment type. The following Codes may be used:

A This payment should be treated as a Credit Card payment.

C AVImark is to treat this payment as if it were a cash payment, giving the appropriate cash discount where appropriate. If you give cash discounts, you should use this action code for payment types that are similar to check payments (e.g. debit cards).

5/2/00 AVImark now supports most of the popular serially-attached cash drawers. That is, AVImark will automatically open computer controlled cash drawers that are attached to the computer via the system COM1 or COM2 serial ports. AVImark has been tested with the serial interface cash drawer sold by M-S Cash Drawer Corp of Pasadena, CA. You will need to

tell AVImark which serial port your cash drawer is attached to your computer with, COM1 or COM2. Do this on the System page of Hospital Setup with the “Cash drawer on” setting.

5/3/00 AVImark now allows you to quickly find entries in medical history that have a certain word or phrase in their Description. For example, you could find the last heartworm treatment given to this patient. To do this, simply type the word, portion of a word, or phrase into the search box located in the Medical History section of the CID, just to the right of the Description column heading. As you type each successive letter of the word(s), AVImark automatically re-displays all Medical History entries that contain the letters you have typed so far. When you see the entry you want, simply stop typing. Note that you must have the “Chronological” view tab selected for this to work.

5/5/00 AVImark now shows the patient’s name, sex, age, and birthday at the top of the Enter Medical History window.

5/23/00 You can now specify AVImark default printers by workstation. That is, each computer on your network can have different default printers for the various functional areas listed in Hospital Setup, Printers tab.

5/26/00, 129 AVImark now allows you to specify a date range for Out-of-office schedule entries on the Appointment calendar. The Start and End date for a particular block-off is entered on the Edit Block-off window from the Appointment Calendar.

6/14/00, 130 AVImark now allows you to schedule multiple follow-ups with one request. In the “Enter Follow-up” window, look for the “Repeat every” and “times” values. For example, you could set up four follow-ups, 30 days apart, starting in 10 days.

8/11/00, 131 You can now Remove an appointment from within the Change Appointment window. This is handy when you want to first look at an appointment, then remove it from the calendar. This method works from either the CID (Schedule tab) or from the Appointment Calendar.

AVImark now supports multiple hospitals sharing a centralized database. AVImark can determine if a user is logged in for a particular location and display the appropriate treatment, inventory and appointment calendar data. Each medical history and accounting transaction records the site number. Accounting reports for each site can reflect data on an individual transaction basis (unlike the multiple company feature). For information on how to add a second site, please contact technical support.

8/16/00 AVImark now allows you to double click in the patient’s weight unit of measure field to convert pounds to/from kilograms and ounces to/from grams. Do this in the Change Patient Information window, of course.

8/17/00, 132 AVImark will now let you specify a maximum duration for boarding reservations. Setting this value as low as possible will allow the boarding calendar to run faster (see ‘Work with/Hospital Setup/Appointments’).

You may now specify the string of characters sent to a cash drawer machine. This feature allows AVImark to support a wider range of cash drawer machines (see ‘Work with/Hospital Setup/System’).

Removing appointments is now a protected security function.

You can now customize the colors for appointments for each of the daily views of the calendar. See ‘Work with/Hospital setup/Appointments’.

The color of each window in AVImark can now be altered to show Window’s own default color for windows. This feature is useful for computers that can only support a 256 color mode. See ‘Work with/Hospital setup/System’. This option can be set for each computer on the network.

The boarding calendar will allow you to view vacancies for reservations in the future. Before creating a new reservation, choose ‘View/Choose facility’. Enter starting and ending dates for the reservation and choose an appropriate facility for the reservation and press ‘Done’. The newly created reservation will appear in the boarding calendar.

In the ‘Work/with/Reports’ window, AVImark will allow you to run accounting reports for a particular site, as well as for all sites. If you have one hospital, then choosing ‘all’ sites is the same as choosing site ‘0’.

8/23/00 AVImark now displays an alert if the staff adds a new client having the same Folder Number as another client already in your data base.

8-30-00 AVImark now allows you to use Information Search to find a client with a specified Fax number. The client’s fax number can also be printed on the report printed by the Search.

A new merge word, “first-and-spouse”, has been added that allows you to merge the client’s first name and spouse name into a MS Word document. In addition, a new merge word, “added”, allows you to merge into MS Word documents the date the client was added to the AVImark data base.

AVImark now allows you to request multiple copies of the printed Appointment Schedule or patient charts printed from the appointment calendar Print feature.

9/8/00 Follow-up notes posted to Medical History now include the User ID of the user that posted the follow-up.

9/13/00, 133 In the System folder of the Hospital Setup window, you can now see a sub-folder called Cash Drawer settings. In this folder you can specify the baud rate, data bits, parity, stop bits and cash string as specified by the manufacturer of your cash drawer.

Also in the System folder of Hospital Setup, you will see a sub-folder called Instrument. If you are using the Hemagen lab test equipment, you can specify the Com port you are using to pull the data into AVImark.

11/30/00, 135 AVImark now provides export capability for VetCor hospitals to send daily transaction data to corporate accounting. To do this, select the VetCor application from the Applications menu in AVImark. (Be sure that you have an active Internet connection before attempting to send information). A window will be displayed that will prompt you to enter the day’s deposits and cash payouts. Finally, click Run to gather the financial information for the day and send the results to VetCor.

12/1/00, 136 We have added a “show ghosts” option on the Schedule tab on the CID. This new feature provides you the option of having deleted appointments show for the patient or not.

AVImark now provides a handy pick list of Action Codes for clients and patients. These action code lists appear automatically when you move to the Codes field in the Change Client or Change Patient windows. Clicking on a particular code in the pick list causes that action code to be entered in the Codes field for the client or patient.

On the Client Selection Display, AVImark now displays deceased or moved patients in a light gray color so as to easily distinguish them from normal patients.

You can now qualify Information Searches that involve Accounting by the Patient Name. For example, you could produce a report that would list detail and subtotals of charges by patient name for a particular client for a certain period of time, showing detail charges as well as subtotals by patient.

AVImark now provides a warning when adding a new client with the same phone number as another client already in your database at the time that you enter the phone number itself. (Previously, AVImark warned you of this situation when you clicked the Done button).

We have replaced the client’s Added date on the CID with the client’s E-mail address. This change makes e-mail addresses more accessible to the user. It was felt that the Added date for the client was less important (from an accessibility point of view) than their e-mail address.

12-11-00, 137 You can now restrict use of inventory items to either one or two species, in the same manner that you can restrict treatments to certain species.

You can now protect changing Inventory Used amounts that are attached to specific medical history entries. This protection becomes important when considering that the controlled substance report obtains its quantity amounts from the Inventory Used window. If a person changes a quantity in the Inventory Used window, the Controlled Substance report will also be changed.

Beginning with this version, several records in Avimark were lengthened, allowing room for foreseeable enhancements during the next year. As a result of this reorganization, most of the utility program in your Avimark directory have been erased as part of this enhancement. To replace these utility programs, please download the UTILITY.ZIP file. This file contains the following utility programs:

Action Revive

Chgcode Setcodes

Chkacct Upditem

Income

12-15-00 You can now use Information Search to locate patients that are currently participating in Discount Plans. In the Patients tab, look for the “Plan code” and “Plan expires” fields. The Plan code field pertains, of course, to the Treatment Code of the defining treatment for a particular discount plan. The “Plan expires” field pertains to the expiration date of the plan in question. For example, you could search for all Canines that are currently on a particular plan that will expire before a certain date.

Obsolete items will now show in Gray color on the list of items in the Inventory Maintenance window.

There is a new action code for Inventory items that indicates that the an item is “Not for Resale”. Attempting to enter such an item in a patient’s medical history results in a warning message.

You now have the option of qualifying the Inventory Report by Report Code as well as by Action Code.

There is now a place in the Change Vendor window to record the vendor’s Internet address (e.g. “henryschein.com”) as well as your hospital’s Account number for that vendor.

12-18-00 AVImark now provides the capability of copying “canned” estimates (from Work with, Estimates) into the Diagnostic and Therapeutic Plan pages of the S.O.A.P (i.e. Medical Condition) window. Use Right-click, Choose estimate from the Diagnostic or Therapeutic Plan page to do this. The details of the selected estimate will be copied into the Therapeutic page of the Plan folder.

We have added the capability in AVImark to control the number of refills that are permitted when writing prescriptions. In addition, you can limit the maximum length of time during which refills are allowed, as well as the minimum interval between refills. For example, you might write a prescription, allowing 4 refills over the next six months, with an interval of at least 4 weeks between refills.

You specify the number of refills that are allowed on the Drug Label window in the field called “Allow ___ refills”. The maximum refill period and minimum interval between refills is specified for the item being prescribed on the Change Item window in Inventory Maintenance. Look for the “Refill for ______ mo.” value and the “Minimum interval between refills _____ days” value. When the item in question is refilled, these parameters are verified and the user is warned of they are exceeded. The restrictions can be overridden by writing a new prescription for the item. In addition, there is a new Action Code for inventory items that indicates that you wish to control refills on this item. This action code is the left parenthesis character, “(“, and can be found at the end of the Action Code selection box, called “Control refills”. Be sure to set this action code on all items you wish to control refills on.

There is one final value that adds flexibility to prescription refills. It too is specified for the item being prescribed in the Change Item window in Inventory Maintenance. It is referred to as “or if ________ performed” in the Change Item window. If you enter a Treatment code for this value, this indicates that, for a particular prescription written, the maximum refills allowed and the maximum refill period will be extended from the date the treatment was performed. For example, if you prescribed a particular drug in March and allowed 1 refill after 3 months, you could specify that if a certain blood test was performed on the patient before September (6 mo. after the original prescription was written) that the item could be refilled an additional time after the blood test were performed. As long as the required blood tests were performed periodically, the item could continue to be refilled. If the blood test came back positive, the refills allowed for the item could be cancelled (i.e. set to zero).

The animal hospital’s Account number for a particular vendor will be printed on Purchase Orders written to that vendor.

Block-offs on the appointment calendar can now be marked to act as an alert. When changing or adding a block-off for a specific day, you may check mark ‘Block-off is an alert’

so that whenever the block-off is displayed on the calendar, notes for that block-off are displayed in a window to alert your staff.

You can now select the Unit of Measure for Inventory items from a drop-down list in the Change Item window, rather than having to manually type this value in. Entries in the “Measure” drop-down list on the Change Item window are obtained from a new System Table that you must add (in Work with, System Tables, on the left side of the AVImark System Tables window).

When you add this new table, be sure to use a Table Code value of “MEASURE”. The Description of the new table is up to you, for example “Unit of Measure table”. Once this new table has been added, simply add entries to the table (on the right hand side of the AVImark System Tables window) for each unit of measure that you wish to use for your inventory items. For each entry, use a Code value that will be the actual unit of measure you want. Enter a descriptive name for the unit of measure in the Description field (e.g. You might use a Code value of “Ea” and a Description value of “Each”). Note that AVImark currently does not use this Description value, but may do so in the future).

12-26-00 You can now indicate in the Change User window that this user is a Full-time veterinarian, a Part-time veterinarian, or Other staff. This indication is currently used only for VetCor hospitals for corporate data collection purposes.

A new check box has been added to Hospital Setup on the Invoicing page that allows you the option of having the “Services Provided by…” notation printed on the Invoice.

12-27-00 A Calculator tool has been added to the Invoice and Accounting windows. In the Accounting window click on View, Calculator to show the calculator tool. In the invoice window, click on Tools, Calculator.

The Date of the associated Medical History entry is now shown (along with it’s description) in the Notes window.

You can now add one or more treatments, items, or diagnoses to the Medical History of multiple patients at the same time. To do this, Right click in the Patient area, then click Choose. This will display a list of all patients for this client. To select which patients to which you wish to add entries, simply hold the Ctrl key down and click once on each of those patients. Finally, use Right click, Choose and Treatments, Items, or Diagnoses to select the entries you want to add to these patients’ medical history.

We have added a new check box on the Print Inventory Report called “Fiscal Inventory Format”. When this box is checked, AVImark prints the Inventory Report double-spaced with a column just to the right of the On Hand column titled “Actual”. It is intended that you use this column to write in the actual quantity on hand counted.

1/4/01, 138 AVImark Image handling has been enhanced in that you can now rotate photos in 90-degree increments. In addition, you now have control over the contrast of your photos. Use the speed buttons on the AVImark Image Editor window for these functions.

IMPORTANT: With this update, you must copy the files listed below from your AVImark folder into your C:\WINDOWS\SYSTEM folder on each workstation in the hospital. (If you are using Windows NT Workstation or Windows 2000 on your workstations, copy these DLL’s into your C:\WINNT/SYSTEM32 folder on each workstation.

CRDE2000.DLL

ISP2000.DLL

These files will have been automatically copied onto a diskette during the AVImark version update process. It is your responsibility to copy these files from the diskette to each workstation as stated above. Insert the diskette into the diskette drive of each workstation and perform the following steps.

1. Close all windows, then double-click on the “My Computer” icon on your Windows desktop. A window will open showing your 3 ½ Floppy (A) diskette drive.

2. Double click on the icon for your floppy drive and you will see the contents of the diskette, namely the two files listed above. Press Ctrl-A on your keyboard to select the two files.

3. Press Ctrl-C on your keyboard to tell Windows to copy these two files to the Windows “clipboard”

4. Close all windows, then double-click on the “My Computer” icon again.

5. Double-click on the C: local disk drive icon. A window will open. Next, double-click on the “Windows” folder. Finally, double-click on the “System” folder.

6. Press Ctrl-V on your keyboard to copy the files from the diskette the files into this folder. Close all windows. This completes the process.

We apologize for any inconvenience this causes you. If you need help copying these files, please don’t hesitate to call us. Be aware that these new files will provide to AVImark many new image-handling features in the future, and so the effort now will pay off as time goes on.

1/15/01, Version 141The AVImark Time ClockIntroduction

AVImark lets you track and report hourly employment activity. As the Hospital Administrator, you will be allowed to set up and edit “time cards”, print reports, etc. As an employee, after you log into AVImark, you are given the opportunity to clock in and out of the Time Clock function.

AdministrationSince the reliability and accuracy of AVImark’s Time Clock depends upon the fact that AVImark knows the date and time of day when each employee has clocked in and out, keep in mind that:

AVImark’s Security functions must be set up and The Time Clock functions protected.

The AVImark Time Clock must be set up correctly.

AVImark must know the identity of each employee who is clocking in or out.

Employees must be diligent in clocking in and out.

The Time Clock function must be correctly administered and reported.

AVImark SecurityIf you haven’t set up AVImark Security, you should do that to protect at least basic security functions.

As the Hospital Administrator (included in the “Hospital Administrators” User Group), you should authorize yourself to perform functions ADM01, ADM02, ADM03, as well as CLK01 and CLK02.

You should never authorize any other user group to perform these functions.

Time Clock SetupTo set up the Time Clock, you should set options regarding the rounding off of clock in and out times, when to display the employee’s time card, and synchronizing the time of day on your workstations with that on the server. To set these options:

From the CID, choose Work with...Users and Security.

From the AVImark Security Maintenance window, choose (Menu)Time Clock...Setup to open the Time Clock Options window.

Clock In and Out RoundingIf you wish AVImark to clock in your employees as of a time of day rounded back to a previous time value, set that unit of time.

For instance, let’s say that an employee clocks in after lunch at 1:03 pm. You would like to give your employees no more than 5 minutes of “grace”. In this case, you would set this value to “5”. By doing this, each time an employee clocks in, his actual time, as recorded in AVImark, would be rounded back to the nearest 5 minute value--in this example, 1:00 pm.

If you wish AVImark to clock out your employees as of a time of day rounded forward to a future time value, set that unit of time.

For instance, let’s say that an employee clocks out for lunch at 11:57 am. You would like to give your employees no more than 5 minutes of “grace”. In this case, you would set this value to “5”. By doing this, each time an employee clocks out, his actual time, as recorded in AVImark, would be rounded ahead to the nearest 5 minute value--in this example, 12:00 noon.

By the way, AVImark will not allow an employee to clock in as of a date and time of day that is more recent than any other time card for that period, thus “cheating the clock”.

Displaying the Time CardCheck the appropriate box to display the employee’s Time Card either for those users who are not already clocked in OR every time they logon to AVImark.

Most of the time, employees will be allowed to log out and back into AVImark while they are still “on the clock” and would not want to be bothered with the Time Card window every time. This would happen whenever the employee moves from computer to computer or on a paid break period. With the top box checked, if the employee is still clocked in, the Time Card will not be displayed when they log out and back into AVImark.

With the top option checked, AVImark will display the Time Card every time.

Synchronizing workstation timesBy checking this option, each time a user clocks in or out of the Time Clock, AVImark forces the system time-of-day on all workstations to match that on the server. Understand that, for this to work, you will need to specify the server’s location on the network--the “network path”.

For instance, let’s say that your server’s name, as specified on that computer in Network Neigh-borhood...Properties...Identification...Computer Name is “Server” (without the quotation marks). In this example, the path name would simply be “Server”.

If you need help in determining what your server’s path is, give us a call.

Clock Out ReasonsFinally, you will need to set up a table of typical reasons for clocking out.

You will build this list in Work with...System Tables...Clock out reasons.

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Hourly StaffOf course, there are certain staff that work by the hour and those who do not. You will need to tell AVImark which personnel you wish the Time Clock function to track. Do this:

Use Work with...Users and Security to display the AVImark Security Maintenance window.

On the left side, Click on a User Group which is made up of hourly staff.

One the right side of the display, Double Click on one of these users to open the Enter User window.

Check the User clocks in box at the bottom of the window.

Click Done to close the window.

Repeat this for each staff person for whom you wish to track hourly activity.

The Employee Time CardWhenever an employee clocks in or out, that activity is recorded on the employee’s individual Time Card.

Clocking InWhenever an employee logs into AVImark, if they are not already clocked in, AVImark will open that person’s Time Card window.

The Clock In button will be highlighted. The Clock Out button will not.

If an employee is already logged into AVImark and they need to Clock In, use (Menu) Utilities...Time Card.

AVImark will open that person’s Time Card window. The Clock In button will be highlighted. The Clock Out button will not.

If the employee is NOT already logged into AVImark and attempts to Clock In, AVImark will minimize AVImark and open the AVImark Logon window.

The employee should log into AVImark with their password, then Clock In as is appropriate.

On the Time Card window, Click the Clock In button.

In just a few seconds, the Clock In date and time will be added to the top of the Time Card. The Clock Out button will be highlighted and the Clock In button will not.

Clocking OutWhen you Clock Out, you will need to select a reason for doing so from the drop-down menu. If an employee is already logged into AVImark and they need to Clock Out, use (Menu) Utilities...Time Card.

AVImark will open that person’s Time Card window. The Clock In button will be highlighted. The Clock Out button will not.

AVImark will not allow an employee who is NOT already logged into AVImark to Clock Out.

Instead, AVImark will be minimized and the AVImark Logon window will open. The employee should log into AVImark with their password, then Clock Out as is appropriate.

Pay Period Start DateAVImark displays the date that the Time Clock Report was printed for the last pay period. Hourly activity is reported from this date forward to the present.

ReportsUsing Work with...Reports, you will be able to print your Time Clock Report for the pay period that is appropriate. AVImark records the date that this report was run and displays it on the employees’ Time Cards.