Mobile Veterinarian

Mobile Veterinarian

Estimated reading time: 11 min

RxWorks Mobile Veterinarian is a straight-forward portable solution that allows you capture Client, Patient, Visit, and Financial details while out in the field. Install RxWorks Mobile Veterinarian on your laptop and take advantage of reliable, up-to-date practice records at your fingertips.
Having RxWorks on the road with you means:

  • You have access to your full RxWorks database – Quickly and easily access your client and patient records, next appointment details, create invoices and receive payments.
  • Your medical records will be more accurate – You no longer have to rely on memory or transcribing from treatment sheet notes.
  • Missed charges are reduced – By using procedures & bundles you can confidently charge all the correct items used in your visit.
  • RxWorks Mobile Veterinarian Is Easy To Use

    Mobile Veterinarian is essentially a full replication of your main practice database. The look and feel of the program is exactly the same as your in-clinic product. Jump right in and start using Mobile Veterinarian as if it were any other terminal in your practice.

    To make sure your mobile workstation is up to date, all you need to do is:

  • Connect to your practice network & synchronise the database before heading out of the office.
  • Connect & synchronise again when you return.
  • While on the road you will have access to all features of RxWorks that can practically be used in a remote setting.

    What’s New In Mobile Veterinarian V4?

    Mobile Veterinarian 4 now uses the power of Microsoft SQL Database Replication. The benefits of the new database platform are:

  • You can add new client and patient records in the field. You no longer need to create them in your main database first.
  • A more robust & reliable database.
  • Smarter & Faster synchronisation of your data.
  • Lower network traffic. Only data that has changed needs to be synchronised.
  • Better management & identification of new records created by your mobile workstations.
  • A built in conflict resolution tool helps identify any conflicting information entered into your system during synchronisation.
  • Using Mobile Veterinarian

    Using RxWorks Mobile Veterinarian 4 is essentially the same as using RxWorks in your practice. You have access to all areas of the program; however, only select information is replicated back into your main database.
    While out of the office your main focus is on the treatment of patients and ensuring that billing is accurately recorded. For this reason only the following information is replicated back to your main database from the mobile workstation:

  • Client Record updates.
  • Patient Record updates.
  • Visit Record updates.
  • Financial Record updates.
  • When you return to the office, synchronising databases will pass new information gathered in the field back to your main database. New information entered at the practice will then be passed onto your mobile workstation. Read the following points to see some of the activity information that gets transferred from your Mobile Veterinarian workstation.

    Working With Client Records In Mobile Veterinarian

    Changes to Client Records in Mobile Veterinarian will be passed back to your main database.

  • Update your client contact and address information on-the-fly.
  • Create a new client record & add patients and visits to it.
  • View and print letters and client related reports.
  • Working With Patient Records In Mobile Veterinarian

    Changes to Patient Records in Mobile Veterinarian will be passed back to your main database.

  • Update your Patient details so that they are correct and up to date.
  • Create a new patient record & add visit information for that patient.
  • View Reminders, HealthCare Indicators & Recall information.
  • Check patient allergy notes, billing details & patient location.
  • View and print forms, certificates and letters.
  • View upcoming appointments for the patient (new appointments cannot be made).
  • Working With Visit Records In Mobile Veterinarian

    Changes to Visit Records in Mobile Veterinarian will be passed back to your main database.

  • Add new visits with full access to all the visit tools you have at the practice
  • Use procedures & bundles to simplify your billing and prevent missed charges.
  • Enter patient vital signs & write up clinical notes.
  • View the full patient history.
  • View and print handouts, certificates & patient histories.
  • Transfer visits to other patients and duplicate visits for repetitive work.
  • Working With Financial Records In Mobile Veterinarian

    Changes to Transaction Records in Mobile Veterinarian will be passed back to your main database.

  • Create Invoices and print them for your clients.
  • Process payments & print receipts.
  • View client account information, bank details and special payment notes.
  • Access To Reports In Mobile Veterinarian

    View and print all the same reports you have access to in the practice. If you have a small portable printer, you can print reports in the field. If not, you can still print your reports, invoices & receipts when you return to the office.
    Reports that store ‘last run dates’ such as Account & Reminder runs; will not transfer the updated date back to the main database. This is best left to when you are back in the office.

    Using Modules With Mobile Veterinarian

    Which Modules work in the field and synchronise?

    Two “modules” will remain active while out in the field, and update when you synchronise databases. These two modules are:

  • “Recall Manager Module”.
  • “Health Care Manager Module”.
  • Both the “Veterinary Supply Database Module” and the “Performance Pack Module” are active in the office and in the field. However, field configuration & management of these modules is not usually practical.

    Which modules are managed by the main Database?

    Modules that require a network or internet connection will not function while in the field. Some modules can contain data that is not part of the synchronisation process from a mobile workstation. RxWorks recommends that the following modules remain centrally managed from the office:

  • “Automated Message Manager Module”.
  • “E-Commerce Module”.
  • “Lab Manager Module”.
  • “Forms, Certificates and Letters Module”.
  • “Data Access Module”.
  • Mobile Veterinarian And Inventory Control

    Your inventory is kept up to date through the sale of products in visits & counter sales. By synchronising your databases, the sales information is transferred and the stock level information on your main database will be updated. Changes made to the main database will replicate to your mobile workstations.
    If you use a stock location for a vehicle, sales of items sold from this location will be replicated throughout your system upon synchronising your databases. Inventory Management such as stock adjustments and purchase receipt entry are not practical to perform in the field.

    Using Appointments With Mobile Veterinarian

    View “clipboards & appointment” information so you know your schedule for the day. New appointments made in the field will not be transferred back to your main database due to their complexity and highly fluid nature. Only new appointments scheduled through the main practices’ database will be replicated onto your mobile system.

    New ID Number Suffixes – Eliminating Duplicate Records

    Now that Mobile Veterinarian has the ability to create new client and patient records, we need to ensure there are no duplicate records being synchronised.
    To prevent duplicate Client, Patient, Visit and Transaction numbers, a new alpha-numeric ID is used. ID numbers remain the same in RxWorks at your main practice. If a record was created in Mobile Veterinarian, the alpha-numeric ID will be used.

    An Example

    If a new client or patient was added from a mobile workstation, a letter representing that workstation will be appended to the end of the ID number. If there are multiple mobile workstations, additional letter suffixes will be used to represent each additional workstation. Searching for records in your database will require the additional suffix letter to be included in the search field.
    These examples show the addition of the suffix for each of the major work areas.

    The Client Reference Number – 3B

    The Patient Reference Number – 2B

    The Visit Reference Number – 1B

    The Financial Transaction Reference Number – 1B

    What Data is Synchronised?

    When out on the road you will want to concentrate on the most important aspects of your work:

  • Keeping the client and patient records up to date.
  • Ensuring that your patient medical records and dispensed medications are accurately recorded.
  • Providing an accurate invoice for your services to your client.
  • It is not practical, or in some cases impossible, to attempt to perform administrative tasks while out of the office. For this reason only selected information from your Mobile Veterinarian Workstation is replicated back to the main database. See below for a short guide to what is synchronised.

    Remember! All changes to your MAIN database are replicated to each of your Mobile Veterinarian workstations.

    Synchronised Data

  • All changed data from the server is replicated to all mobile (subscriber) databases. This includes inventory updates, appointments, reminder & account run data.
  • Client, patient, visit & financials from both publisher and subscriber.
  • New clients and patients from both the publisher and subscriber.
  • What is not synchronised?

    A lot of effort goes into getting your stock accounted for and fee & procedures billing the way you want them. Changing them in the field usually does not have any benefits to you or your practice. To preserve your valuable setup and configuration, some changes made in your Mobile Veterinarian will be excluded from replicating back to the server.

    The following information is a guideline to the type of data that will not be replicated back to the main database:

  • Changes to Procedures made in Mobile Veterinarian.
  • Changes to Fees & Pricing.
  • Stock & Inventory adjustments – these are taken care of by the main database when you synchronise data.
  • Appointments & Clipboard entries – These are set through the main database for you to view and act on in the field.
  • Reports where a start date is stored e.g. reminder runs, accounts etc. The reports can be run but the recorded information will not propagate to the main database.
  • No new Attachments can be added in the field.
  • Incoming Email will not be downloaded in the field as it is centrally managed.
  • Synchronising Your Mobile Workstation

    The RxWorks Mobile Veterinarian database is a separate database to the one on your server. Using the powerful features of Microsoft SQL Database Replication, changes to your data can be mirrored from one database (your main database) to another (your mobile veterinarian database) on your network.
    Before you go out in the field, and when you return to the office, you should synchronise your databases to ensure that both systems have the most up to date information.
    Connect your Mobile Veterinarian laptop(s) to the network using a network cable & follow the steps below depending on whether you want to synchronise one laptop or many laptops at once.

    Before you go out in the field, and when you return to the office, you should synchronise your databases to ensure that both systems have the most up to date information.
    In SQL terminology the main server database is known as the ‘Publisher’, and other subordinate databases (Mobile Veterinarian databases) are known as ‘Subscribers’.

    Synchronising A Single Mobile Workstation (Subscriber)

    You can synchronise a single Mobile Veterinarian workstation directly.

    1. Make sure your laptop is connected to the network before you begin.
    2. Open RxWorks Mobile Veterinarian on the laptop.
    3. Navigate to the ‘Task Panel.’
    4. Click on the ‘Synchronise’ button in the lower left of the RxWorks screen.
    5. You can also use the ‘Merge Database Changes for this Subscriber’ option under Task Panel > Module Management > Replication for Mobile Devices.
    6. The synchronisation will begin processing and a progress window will open to indicate that this has begun.
    7. On completion of the synchronisation, a confirmation box will appear to notify you. Click OK to continue.

    Your workstation should be fully synchronised and ready to take out on the road with you.

    Synchronising One Or More Workstations From The Main Database (Publisher)

    To synchronise one or more mobile workstations from the server:

    1. Make sure your Mobile Veterinarian laptop is connected to the network before you begin.
    2. Navigate to the RxWorks Task panel.
    3. Select Module Management from the left hand side of the window.
    4. Select ‘Replication for Mobile devices.’
    5. Click on ‘Merge Database Changes for All Subscribers’.
    6. The synchronisation will begin processing and a progress window will open to indicate that this has begun.
    7. On completion of the synchronisation, a confirmation box will appear to notify you. Click OK to continue.

    Now that you have synchronised your workstations, you are now ready to take your Mobile Veterinarian laptop out in the field again.

    Resolving Conflicting Data

    With many additions and changes to your data both at the main practice as well as in your Mobile Veterinarian workstations, it is likely that there will be conflicting data entries at some point in time. This is a normal and expected issue when data is entered across multiple independent databases. Microsoft SQL Database Replication has built in tools to help resolve data conflicts where only one data set can be correct.
    When two or more sets of conflicting data are found, the user is asked to choose which of the conflicting data sets is most correct. The ‘winning’ data set is retained in this process, while the ‘losing’ data set is discarded. Use the built in conflict resolution utility after a successful synchronisation to resolve any conflicting data.

    What Causes Data Conflicts?

    Data conflicts usually arise when data is changed on the same part of a record in both the Main database as well as the mobile database. For example, if I change a client’s address in my Mobile Veterinarian database, there will be no conflict because this change will simply update back to my main database when I synchronise again.

    A conflict would arise if:

  • You change a client address (for the same client) in both your mobile and main databases.
  • The details of the address are different on both databases.
  • When synchronising data you must decide which of the two recently updated addresses is correct.

    Using The Conflict Resolution Tool

    After synchronising your Mobile Veterinarian workstation the server will notify of any detected conflicting data by showing an alert in the notifications area.

    1. Click on the alert to open the conflict resolution tool.
    2. Click ‘Resolve Merge Conflicts’.
    3. A screen will open showing any conflicts. If there is more than one you can resolve each conflict one by one. The system will make a judgement on which is the most correct data and assign it as the ‘Winner’ and the data to be discarded as the ‘Loser’. In most conflicts the main or ‘publisher’ database is the winner by default.

    4. Choose which set of data is the most correct by clicking ‘Submit Winner’ or ‘Submit Loser’.

    Repeat this process for any additional conflicts shown until they are all resolved.

    Using Your Mobile Laptop as a Computer Terminal

    When you return to your practice & have completed the synchronisation of your data, you can use your laptop as a computer terminal to connect to your regular practice database.
    You will have two different desktop shortcuts to the RxWorks program on your desktop:

  • One to use in your practice.
  • And another to use Mobile Veterinarian.
  • Use the connection method that reflects your practice needs.

    Although this method is possible, it is not recommended that Mobile Veterinarian be utilized to enter data in-clinic when a connection to the Server database is available.

    While Connected To A Peer To Peer Server

    Link to your regular database

    Use this icon to access RxWorks when at the practice.

    Link to RxWorks Mobile Veterinarian

    Use this icon when synchronising to Mobile Veterinarian or when using RxWorks out of the office.

    While Connected To A Terminal Server

    Access your regular database by connecting to the server.
    Use this icon while you are at the practice.

    Link to RxWorks Mobile Veterinarian

    Use this icon when synchronising or when out of the office.

    Technical Requirements for Using Mobile Veterinarian

    A list of core requirements are listed below as a guide for you and your technician.

    Microsoft SQL Database Replication is a core database function and can be complex to configure. For this reason, the installation & configuration of the SQL components will be performed by RxWorks staff. Full setup of each Mobile Veterinarian workstation will be completed by RxWorks personnel.
    These technical requirements are recommendations. To confirm specific variations for your mobile RxWorks environment, we strongly advise “discussing this with an expert” before making any purchases.

    Recommended Mobile Veterinarian Components On Your Server

  • For Peer to Peer systems – Microsoft Windows 7 ‘Professional’ or ‘Ultimate’ must be installed, with a minimum of 4GB RAM.
  • For Terminal Server systems – ‘Microsoft Windows Server 2008R2’ or ‘Microsoft Windows Server 2003’ must be installed. Depending on the size of your RxWorks database, there’s a minimum requirement of 4GB RAM.
  • Microsoft SQL Server 2008R2 ‘Standard’ or ‘Workgroup Edition’ must be installed on your server to function as a SQL Replication Publisher. You may need to purchase a licence for this product if you do not already have it. An SQL Client Access License is also required for each additional terminal wanting to access RxWorks.
  • At least 3 times the expected size of the SQL database (in GB) must be available as free space on the drive where RxWorks will be installed.
  • A Remote Desktop connection as an Administrator User must be available to connect to your server remotely for support.
  • When synchronising your data, ensure you can connect to your server via a network port & cable.
  • What’s Recommended For Your Mobile Veterinarian Workstation

  • Microsoft Windows 7 ‘Professional’ or ‘Ultimate’ laptop must be installed with minimum 4GB RAM.
  • For databases smaller than 10GB in size, Microsoft SQL Server 2008R2 ‘Express Edition’ must be installed on your Mobile Veterinarian laptop to function as an SQL Replication Subscriber. If your database exceeds 10GB, Microsoft SQL Server 2008R2 ‘Standard’ or ‘Workgroup Edition’ must be installed.
  • At least 3 times the expected size of the SQL database (in GB) must be available as free space on the drive where RxWorks will be installed.
  • Ensure there is a Remote Desktop Connection as an Administrator User. In the event you require support, this will be your lifeline for RxWorks support to connect to your workstation remotely.
  • Useful Notes
  • Your Mobile Veterinarian workstation will be equipped with a full installation of RxWorks.
  • For each Mobile Veterinarian workstation, there will be a unique suffix letter assigned to prevent duplication of database reference numbers.
  • No background tasks should be enabled to run from your Mobile Veterinarian Workstation.
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