This section gives a general overview of the traditional choices about options and setup made by different types of practices. No two practices are the same, of course, so we expect that you may differ in one or more ways from the average.
We recommend that you look at other types of Practices and how they use RxWorks Options and Setups. You may find that your practice has some of the traits of a different type of veterinary practice and may find some of the solutions used in that arena good for your business too.
A qualified RxWorks trainer can help you with the customization and tailoring of your RxWorks software. It is advised that your team stay abreast of new developments by reading the release notes and schedule regular training and maintenance.
Learning from others
Veterinarians in Equine and Large Animal Practices spend a lot of time visiting clients have long been used to managing inventory in their vehicles. If you want to add house-calls as a service in your Small Animal Practice, your RxWorks Trainer will be able to give you some of the tips and tricks we have picked up working with Equine and Large Animal Practices over the years.
Similarly, as an Equine Practice Manager, you might be interested in looking into some of the clipboard functionality many Small Animal clinics make use of to streamline waiting room and in-clinic workflow.
Though there many different types and sizes of Animal Shelter, they do have much in common.
- In most cases, Animal Shelters setup RxWorks as for a typical small animal practice
- The standard appointment system is suitable for most cases. You can setup reminders and make good use of HealthCare Manager.
- You may have veterinary specialists and will be interested in the referral system, referral response letters and so on.
- Appointment clipboards may also require two extra fields:
- Referring Client
- Referring Vet
- These fields will allow referrals to be tracked at the time of booking.
- You can setup generic clients such as Admissions, Assessment, Re-HOME.
- You might use extra custom fields on each species. Examples are Admission Date, Admission Reason, Where found, Resolution Date, Resolution.
- These fields will allow you to get admission and resolution reports each month using Reports G Queries.
We understand that practices run exclusively as emergency centers are quite different to general practice. However the options and setup are usually the same as a standard small animal practice.
- Clipboards will be similar to general practice, although the hours will be different.
- Appointment clipboards may also require two extra fields: Referring Client and Referring Vet. These fields will allow referrals to be tracked at the time of booking.
- You may wish to regard the client’s normal practice as a referring practice. Therefore you will need to configure some referral response letters.
- Referral Clients and vets can be setup on the Client > Category > Other tab.
- You will need to know how to use the referral reports to focus on where patients have come from and the results provided.
- A Referral Practice e-learning video is available on the RxWorks website. This can demonstrate the full functionality of the referrals system.
Equine Practice – Descriptive Overview
Horse Trainers and Studs
As you may have clients such as horse trainers and studs with large numbers of horses. The horses are usually owned by other people or groups of people yet it is the trainer or stud that is the client. This creates some special problems.
The large amount of work done on credit in Equine practices means a greater reliance on the RxWorks accounting system. It is advised that a qualified RxWorks trainer assist you in the accounts set up.
Because of the requirements of Equine practice, and keeping in mind how you have setup the practice, elected to run accounts and so on, the following functions are particularly important to the general office staff:
Mixed and Large Animal Practices – Descriptive Overview
Very few practices are exclusively Large Animal-oriented. The term Large Animal is not really completely correct (after all, Great Danes are about as big as sheep), but it is synonymous with Farm Animal or Production Animal. Large Animal Practices would usually treat species such as sheep, goats, pigs, cattle and horses.
Many practices will find the RxWorks Prescription Module particularly useful as it is now a legislative requirement in some countries to prescribe the amount of bulk medications, drugs such as mastitis treatments and so on, for each farm 12 months in advance. At the end of the year they will need to print the Prescription reports. This practice may become more common in other countries and various States of the US in coming years.
For mixed practice in general:
Typical Setup for a Large Animal Practice
You may want to use the option to Filter Fees By Category, rather than species for Mixed Practices. This will allow large animal vets to view fees that are >Al Species> and >Large Animal>. Any >Small Animal> fees will be ignored.
This is not a practice type as such, but it is a situation with special requirements.
RxWorks has a number of features specifically designed for multi-site practices. The RxWorks trainer and the Practice Management team will discuss this during the set-up.
These features are:
Setting up different branches in the database
The RxWorks program installs with a single clinic. This is Clinic 1 and it is usual to make this the main clinic. Your implementer will need to add the extra clinics directly into the database.
After you have added a new Clinic all other customisation should be done in Task Panel > Options & Setup > Clinic.
There are three different ways clipboards can be setup in multi-site practices.
You can set up a group for Appointments for each clinic and then set clinic clipboard security. This means that 1 user may be able to view clinic 1 and 2, but excluded from clinic 3.
Patient status clipboards such as Waiting Room etc. remain shared so that structure and functionality are easy to manage.
Inventory and Process
Usually an individual clinic will want to track their own inventory levels. This means Clinic 1 should be set to use Clinic 1’s stock, Clinic 2 to use Clinic 2’s stock and so on.
Some will want to set different prices at different clinics or they may wish to use price bands where, say, Clinics 1, 2 and 3 are to share the same prices while Clinics 4 and 5 are to share different prices.
You will find in Task Panel > Options and Setup > Clinic > General Options that Clinic 1 is locked into using Clinic 1 Stock and Clinic 1 Prices.
All other clinics will be defaulted to use Clinic 1’s Stock and Prices.
As you set up each of the other clinics to use their own stock there will be a delay while RxWorks duplicates Clinic 1’s stock into the new clinic.
If you set up a clinic to use their own Prices you will be asked if you wish to duplicate Clinic 1’s Prices. If you choose No then the new clinic will have all its prices set to zero. It is usually far better to choose Yes as they immediately have a working price structure. The prices can be modified later using the Item Pricing Wizard.
If using item wizards for multiple practices, you must be logged into the clinic you wish to manipulate.
If using electronic stock control you should talk to your Wholesaler about having different accounts for each clinic – this means stock orders can be created automatically for each clinic and Goods Receipts downloaded to the correct clinic.
Graphic Letterheads and Footers
Each site can have its own customised graphic letterheads and footers. This will allow for a different clinic name, address, phone number and so on to be included on printed documents including invoices, accounts and even reminders.
RxWorks attaches graphic headers and footers to documents using Page Style settings. The actual graphic files reside in RxWorksTemplatesLogos.
To individualise the graphics the same file names are used but the files are saved into a subdirectory named by the Clinic Code.
Whenever you print a document requiring a graphic, RxWorks will look for the file first in the clinic folder. If it is not there RxWorks looks in the Logos directory.
Restricting Users to particular sites
By default all users have access to all clinics. However, it can be useful to restrict some users from clinics they have no need to open, mainly because it reduces the chance of them logging in to the wrong clinic. You can do this by manipulating the settings in ‘User Security at Options & Setup I’.
Different background colour for RxWorks screens
Use different background colours for RxWorks screens to help prevent people working while logged into the incorrect clinic. This needs to be set up directly in the database, so you will need the help of a qualified RxWorks implementer.
Specialist veterinarians are referred difficult cases by general practitioners. When a practice consists entirely of specialists it is called a Referral Practice.
Because they depend on the good will of general practice they need to guarantee they will only do work referred to them and they will not compete in any way for routine work.
As such most Referral Practices will not be interested in things such as:
On the other hand, Referral Practices will be particularly interested in:
Typical Setup for a Referral Practice
Small Animal Practice
The majority of practices established around the world are small animal clinics. No practice is alike, and each business requires unique invoicing and communication that suits the location and demographic of clients.
While RxWorks is configured with default certificates, letters and handouts, these should be tailored to suit the practice.
Typical Setup for a Small Animal Practice
It is not uncommon to find general practices where there is a specialist on staff or a specialist that visits their practice on a regular basis.
This does not affect setup to a great degree, but staff should be trained on the RxWorks Referral system.
Practices with Visiting Specialists may wish to separate income generated by the specialist using the Cost Centre facility. Task Panel > Options & Setup > Finance > Cost Centers.