RxWorks

There are some features that we have specially developed for ambulatory practices.  These are included in the RxWorks Mobile Veterinarian module (currently in beta testing for RxWorks V4).

However, if you have either of the following types of practice, you do not need the special functions included in the RxWorks Mobile Veterinarian module:

• You drive a mobile clinic and do not have another office.  You can typically use a stand-alone RxWorks system. 
• All your clients are in areas with a reliable wireless internet connection.  You can connect to your office computer and use RxWorks from there.

This is for veterinarians who work “disconnected”  from their office.  In computer terms, you need a “Store and Forward” system.

Features for Ambulatory Veterinarians

You are in the field but have the same tasks as your office-based colleagues.  You need to view the patient’s prior medical history.   Next, record medical notes and the services provided to the patient.  Then print a bill and any leave-behind instructions or forms and hand them to clients.  And setup any reminders, recalls or follow-up appointments

The difference being, all of these have to be done while on the client’s premises and then you have to drive to the next appointment.

Let’s look at the task of adding a new client and patient.  There is a basic decision to be made.  Who enters all of the client and patient information you need in a good practice management system?  You are likely to be disappointed if you expect it done by the veterinarian.  It will be more efficient for the veterinarian to enter only the basic information.  This will include client name and phone number and patient name, species and breed

The rest of the information you need can be collected by someone in the office and entered there.  The chances of it being complete and accurate are much better

Unfortunately, there are other complications. 

Keeping Your Information Consistent

Staff in your office will make changes to information, while you are in the field.  These could be for such things as new clients and patients, payments, ownership or future appointments.  Or they could be changes in products and services.  All of those need to update the computer you use in the field.  It is not a matter of simply downloading the information you collect in the field onto the office computer.  It also needs to work the other way.  This two-way update is called replicating or synchronizing.

Adding details for a new client is a good example of the need for replication.

The next problem is to determine how often replication needs to be done.  Obviously, at least every day would be best.  But, many veterinarians do not return to the office on a daily basis.  Then, the answer is to do the updates when you have access to a reliable internet connection – such as from home.

Finally, the replication process must be simple.  If there are several steps, it is guaranteed to fail on a regular basis.  Cut and Paste, copying individual files and other manual tasks are not good enough.
 

Controlling Truck Inventory

Most mobile practices find it very difficult to account for products that are stored in the trucks.  Did the re-stocking of the truck get recorded properly?  Were items not billed, given away, stolen or just lost?   

Comprehensive software like RxWorks can help solve the problems.  However, no system will work unless  all staff follow the process.  

RxWorks will reduce the truck’s stock for every item you bill.   Our Performance Pack also reduces the chances of missing items on the invoice.  Any products you give away should be recorded, as they are still part of the medical records.

The main cause of discrepancy is when adding more stock to the truck, you do not record it.  This is where staff discipline is essential.  Hopefully, giving away items without a record is less of a problem!

To get effective control of truck stock, your software must allow for “multiple-locations”.  You transfer from your office stock to the trucks.  And record that transfer!  RxWorks provides the tools, you must provide the discipline.

If process is followed, any difference in what the computer says is on the truck and the actual count, is caused by problems in the field.   RxWorks has reports that show the extent of the problem, so you can focus your attention on a solution.

Efficient Administration

The veterinarian’s time is even more at a premium when on the client’s premises.   RxWorks includes several features that help save time.  Here are a few:

• It is common to give the same treatment to several patients in the same location.  You can record  the service for one patient and then select all other patients that also received it.  RxWorks will create the medical notes and charges for the other patients without any further action.
• Performance Pack and Veterinary Supply Database modules help speed up data entry.  The Procedures included in the modules reduce keystrokes needed to record treatments.  This not only makes you more efficient but also reduces missed charges that plague a mobile practice.
• All of your staff are better equipped to manage patient wellness plans with HealthCare Manager.
• Selecting all patients who are at a location is a regular task.  An easy-to-use function is provided.
• Searching for patients by owners, other names, etc. is very simple.  It helps speed up your response to “while you are here, can you look at …?”  Their medical records are immediately available to you.

Equine practices make up the greatest percentage of mobile users.  Here is a reminder of features that are particularly useful to them.

• Keeping track of the owners of a horse can be an administrative burden.  RxWorks keeps a complete history of who the owners were and how long they owned the horse.
• Similarly, RxWorks keeps a history of the locations where a horse was stabled and the length of stay.
• RxWorks has all of tools needed to produce bills for horses with multiple owners.  Each owner’s percentage in the “syndicate” is used to pro-rate charges.  A bill for each owner is produced automatically.  A history of syndicates owning the horse is also kept.

Use marketing to grow your business

It’s important whether you have an office-based or mobile practice, to keep your clients up-to-date with anything that helps get more business.  This is marketing.

Why not notify clients of any new services you have introduced. Or advise them of problems that could affect their animal.  These are just two of the possible marketing activities.  

RxWorks lets you easily select the clients that match the profile you want.  You can then automatically merge data from the database to send Microsoft Word letters or emails.  There is no manual effort other than mailing letters.

Recommended Modules
Mobile Veterinarian, Performance Pack, Veterinary Supply Database and HealthCare Manager.

What Next?

To find out more on how RxWorks can benefit your Ambulatory Practice, please contact your local RxWorks’ Practice Advisor.

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