Dispensary
Dispensary Requests
Once an item has been added to an invoice, it is possible to send a dispensary request in order for a label to be printed and the medication to be dispensed.
- From the invoice overview, click on the dispense icon (
) to the left of the invoice line:
The "Dispense Invoice Line" window will open in a new window. The fields to be completed will vary depending on whether or not the medication requires a cascade label:
Non-Cascade LabelCascade Label Cascade labels offer the following fields in addition:
- Special precautions
- Warnings
- Authorised by (mandatory)
- When you are happy with the information you have entered, click on "Send to Dispensary" (if you are not printing the label yourself).
- The medication label has now been sent to a queue in the dispensary module, which can be accessed by any user with permission. You may choose to dispense the medication later yourself or there may be a member of staff tasked to do that specific job; in either eventuality the dispensary requests can be viewed by clicking on "Dispensary" from your Vet-One main menu and then the "Dispensary Requests" icon:
- Vet-One will show a list of dispensary requests, with those not completed appearing in red and the "Printed" field will say "No":
Click on the printer icon on the right side of the screen to print the label and it should open in Adobe Reader. Proceed to print. - Dispensary requests that have been printed will no longer appear in red and the "Printed" field will say "Yes":
If you wish to print the same label again then as above, click on the printer icon on the right side of the screen.
Dispensary requests will remain indefinitely until they have been printed. Once the request has been printed it will remain on the dispensary requests screen until midnight that same day.
If at any point another copy of the label is required; navigate to the original invoice and repeat this process from the beginning.
Dispensary Module Setup
Dosages Rates
To create a dosage rate, click the 'create dosage rate' button, then fill in the description e.g tablet/s twice daily then enter the quick code.
The dosage rate is the information that is printed on the label. When you either choose the description or the quick code.
Medication Types
To create a medication type, click the 'create new medication type' button, then fill in the description.
This is the type of medication that the vet prescribes, and the length of time it can be dispensed for until it is next checked
Active Substances used with Products
This shows a list of those Active Substances which have been associated with products.
The list is in alphabetical order of active substance.
If more than one product is associated with an active substance then the active substance is shown multiple times for each product.
The product has a link to the product overview which opens in a new window.
If an active substance is deleted or removed from the list of current active substances, yet there is an association existing with a product then it will still show in the list but will be indicated as "Yes" in the Deleted Active Substance column.
Active Substances List
This shows a complete list of all active substances currently authorised as a standard list by VetXML.
The list is regularly updated when additions or deletions are made.
Label Templates
Prescriptions
Vet-One allows users to raise prescriptions for redemption with external pharmacies. It is at the practice's discretion as to whether or not the client is charged for this service but generally speaking an administrative charge is levied, the RCVS state that:
Veterinary surgeons may make a reasonable charge for written prescriptions. (Prescriptions for POM-V medicines may be issued only for animals under the care of the prescribing veterinary surgeon and following his or her clinical assessment of the animals.)
Code of Professional Conduct for Veterinary Surgeons, Section 9: Practice information, fees and animal insurance
In addition, RCVS accredited practices must:
Advise clients, by means of a large and prominently displayed sign or signs (in the waiting room or other appropriate area), with reference to the following: * “Prescriptions are available from this practice. * “You may obtain Prescription Only Medicines, Category V, (POM-Vs) from your veterinary surgeon OR ask for a prescription and obtain these medicines from another veterinary surgeon or a pharmacy.
Practice Standards Scheme: Small Animal, Draft modules for consultation (February 2015)
Click here to download
Prescriptions can be created via the:
Invoice Overview (Find product or service)
Creating a prescription via the Dispensary Module
- Begin by navigating to the prescription screen:
- On the prescription screen, click on "Create New Prescription":
- Allocate the prescription to an animal and client. Click on "Edit Prescription details":
- And then click on the hyperlinked text: "Unknown / Unknown":
- Input the name of the animal and the surname of the owner separated by a forward slash, e.g. Spike/Huckin and press search, before clicking on the animal you wish to raise the prescription for:
- Now add an authorising user (a vet, authorised to dispense) by editing the prescription overview again and selecting the user from the drop-down menu before clicking "Save changes":
- Now add any products you wish to prescribe in much the same way as you would when adding items to an invoice. Click on "Add a Product":
- Search for the item by name (or change to search by supplier code etc. if you prefer), click "Search", add the product to the prescription by clicking on the green arrow alongside its name (after changing quantity if necessary) and then returning to the prescription:
- Edit a prescription line by clicking on the product name:
- Edit details such as the commencement date, quantity, number of permitted repeats, dosage and relevant remarks before clicking "Save Changes":
- When the prescription is complete, click "Close":
- Finally, click
to produce a hard copy of the prescription. You can see an example of a prescription by clicking here.
Creating a Prescription via the Animal Overview
- From the Animal Overview screen, click on "Prescriptions" in the left hand "Animals Details" menu:
- Click on "Create New Prescription":
Click here for the next step (numbered 6).
Creating a Prescription via the Invoice Overview
Prescriptions can also be created while raising an invoice. If you're not sure how to raise an invoice then please start here.
- If you wish to prescribe a drug during the course of raising an invoice then proceed to search for and add an item as you usually would:
- Enter the name of the drug you wish to add, click search, make any changes to quantity and then click the green arrow to add the product to a prescription:
Note: The green arrow will only appear if you have appropriate permissions to create prescriptions. Speak to your Vet-One administrator if you require enhanced permissions.
- A new window will open called "Dispense Prescription Line". Input any relevant information such as: Dosage, relevant remarks, number of permissible repeats, commencement date etc. and then click "Save Changes" to return to the prescription overview:
- The prescription can be completed there and then.
or - If you prefer, the window can be closed, allowing you to complete the invoice in process behind. To access the prescription when the invoice has finished select "Prescriptions" from the Animal Details menu to the left of the Animal Overview:
Setting up label printing
In order to ensure that medication information is legible it is important to calibrate your label printer settings in both your computer's control panel and to set your browser to print via the correct application (Adobe Reader).
You must have Adobe Reader installed on any computer you wish to print labels from. It can be downloaded for free from the Adobe website (we do not recommend downloading Adobe Reader from any third party websites). Once Reader has been installed, proceed with the following steps:
Depending on which version of Adobe Reader you are running, it may be necessary to adjust Reader's settings in addition to your browser settings:
Calibrating Adobe Reader
Open Adobe Reader
Navigate to "Edit > Preferences..."
Select "Internet" from the categories displayed on the left hand side of the Preferences window
If the option "Display PDF in browser" is displayed and the box is ticked, untick the box:
If this option is not displayed and you see the following message, close Adobe and move to the next step:
Setting Printer Preferences
Depending on your version of Windows, go to the Start Menu and select either "Devices and Printers" or "Control Panel > Devices and Printers".
Right click on your installed label printer and select "Printing preferences" from the menu.
Click the "Advanced" button from the bottom right of the "Printing Preferences" window.
Select label size 36x89mm (or the equivalent label code, e.g. Dymo 99012 - Large Address).
Click "OK" to close the window and "OK" again to close the "Printing preferences" window.
If the label printer is used frequently from the machine you're setting up, you may want to consider setting it as the default printer (right click on the printer in "Printers and Devices" and click "Set as default printer). This way the label printer will be automatically selected by any programme you print from (if you want to use an alternative you will need to select it from the options available when printing).
Managing Browser Plug-ins
Most browsers have "plug-ins" that allow PDF files to be viewed within them. Whilst this is fine for simply viewing a PDF document, when it comes to printing there are less options available than when viewing PDFs in a dedicated programme (such as Adobe Reader), so this section will explain how to stop PDFs opening in your browser (whether its Microsoft Internet Explorer or Google Chrome).
Microsoft Internet Explorer
Navigate to the "Manage add-ons" menu.
Depending on the version of Internet Explorer you have installed the location of the add-ons menu may vary: Typically it is located under the "Tools" menu but in newer versions of Internet Explorer you will need to click on the small cog icon, at the top right of the window.
Once within the Manage Add-ons menu, locate the Adobe PDF Reader add-on. In the example below it was displayed in the "Run without permission" list but if you do not find it there check the other lists until you locate it.
Click on the add-on so that it is selected and click "Disable", its status in the list will update to Disabled. Close the add-ons menu.
Google Chrome
Type the following into Google Chrome's address bar: about:plugins
Identify the "Chrome PDF Viewer" plug-in and click disable, the plug-in will be deactivated and "greyed out".
Close the browser tab.
Forcing Labels to Display Automatically
When the "Print label" button is clicked in Vet-One, the label is downloaded by your browser which should then open it automatically in Adobe Reader. If this does not happen:
Microsoft Internet Explorer
Press Ctrl+J to view your downloads. Right click on the most recently downloaded PDF file and un-check "Always ask before opening this type of file":
Google Chrome
Right click on the downloaded PDF, displayed at the foot of the Chrome window and click on "Always open files of this type":
PDFs will now be opened in Adobe Reader automatically.
Printing Labels
From Vet-One's dispense menu, select "Print label", the label in question should open in Adobe Reader automatically (if printing has been set-up correctly).
Go to "File > Print" and the print dialogue box will open.
Select your label printer from the drop-down printer selection menu at the top of the window (it will be pre-selected if you have set it as the default).
After setting your browser / Adobe Reader etc. up for the first time, click "Properties" and then "Advanced" to check that the correct label type is listed (this was set in printer preferences). Close the "Properties" window and return to the Print dialogue.
Under Page Sizing and Handling ensure that the Fit option is selected:
Finally, click Print.
If labels continue to print incorrectly check that you haven't missed any important steps and remember that if users use both Internet Explorer and Chrome, you will need to set up both.
If you continue to experience difficulties, please contact support@vet-one.co.uk.
Dispensary History Report
It is possible to generate a report that details items dispensed to all animals owned by a client or for one specific animal. Before attempting to do so, ensure that the permission to do this has been granted in the Dispensary Module permissions (Report->Dispensing History).
Generating a client dispensing history report
Navigate to the relevant client's overview page and click on the option in the client "quick menu" labelled Dispensing History report:
On the set-up page that follows, select the start and end date (inclusive) of the period to be considered and choose the format you would like the report to be generated in. When you're ready, click Generate Report:
The resultant report will show all dispensing activity, for all animals, in the period specified.
Generating an animal dispensing history report
Navigate to the relevant animal's overview page and click on the option in the client "quick menu" labelled Dispensing History report:
On the set-up page that follows, select the start and end date (inclusive) of the period to be considered and choose the format you would like the report to be generated in. When you're ready, click Generate Report:
The resultant report will show all dispensing activity for the animal specified between the two dates chosen.