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Before we begin, it will be helpful to define what the follow up module was built for. We want you to leave this classroom with a confidence and understanding how the Follow Up module will help you save you and your staff lots of time. We will teach you the design of the medical module, how its intended to function hand in hand with the follow up module to always accurately show every time something was completed for an animal, from a surgery to a medication. Purpose of the follow up module, specifically in regards to medical records, is to allow you to * quickly complete medical items that are pending or scheduled. For example, pre- schedule Surgeries for your clinic, and mark them completed in one easy step. Or, have your intake staff set up pending intake exams, tests or vaccinations right when you complete the intake, and then use this screen to record that they have been done at the end of the day. * you can also use it to easily reschedule multiple items at once. * or to cancel multiple items at once. This makes managing your medical records that much easier, especially when there are unforeseen circumstances like a vet or tech who is out for the day. For those of you who do not use the medical module often, let’s also define what we mean when we use the term “medical items.” Here we are talking about: * Exams or Surgeries 3

* Tests * Vaccinations * And Treatments, which include Medications, Procedures, Feeding Prescription Diets, and other Tasks. * Each Medical Item will have a status. 3

Medical does need to be set up before you can use the medical module. You may want to review the presentation Advancing Your Medical Module that was done by Diann and Meg for help with this. But, even if your administrator does no advanced medical setup, you can still use the Follow Up module with your scheduled items. You just need to schedule them manually, instead of asking PetPoint to automate it for you. Up next, we will show examples of manually scheduling the medical items when a scheduled status is possible. 4

So we will open our PetPoint database, and go straight into Add Exam. After selecting

• ur animal records, the details tab shows us the first of the status menu options that

we can select from. More information on the Medical module can be found at: http://www.petpoint.com/help/Care_Medical.htm#MiniTOCBookMark8. 5

So we will open our PetPoint database, and go straight into Add Exam. After selecting

• ur animal records, the details tab shows us the first of the status menu options that

we can select from. Here you can see an exam being added, and you will notice the choices for the status drop down are Pending Scheduled Completed History - we won’t see much of History in our follow up topic, but just in case you are curious, that can be used to define what has been entered as animal medical history from a previous vet. You will see a drop down list like this for every type of medical item. Also, an interesting note to add is that your initial status & status date/time, in fact this whole row of information that you are selecting on the Details tab for the exam or surgery, will be the default choices shown on the other Medical tabs after you click Save. 6

If you select either the status Pending or the status Scheduled, this will trigger that Item to show up on the Edit Follow Up screen. *Pending means that it has been started but not completed, a great example of this is medical tests. A test may have results pending if it was sent off to a lab or is a test that takes some time to produce a result. A pending test will need to have a status date and time in the future, but may not be set in stone. *Scheduled is used for items that are scheduled to be done in the future. Revaccinations and Medications are often set up as scheduled. *Both Pending & Scheduled items require you to set them up for future status dates & times. 7

Full details on the Follow Up module for Medical can be found at: http://www.petpoint.com/help/edit_follow_up_medical.htm OK, so moving on to the main focus of this class, the Follow Up module. This screen can be found on the Edit menu, by clicking Follow Up. It is really important that you notice there are two distinct Filters, the brown areas on the screen. *The first one is the Search Filter. The Search Filter is required to pull the items that you will be updating. There are all sorts of search filter options that we will go over in detail in just a moment. *The next one on the page, the Item Filter – allows you to filter the results you got with the Search filter, if you want to. If you use this, you can select just specific like items, which allows you to access more fields on the item during Follow Up. We will talk more about the Item Filter later on, with some specific examples of these definitions, but first lets focus on the required Search Filter. 8

I want to start by talking about what the screen does on it’s own if you don’t make any adjustments to the filters. If you go to Edit Follow Up and click the Find button immediately, you can expect the search to pull: *All Scheduled AND Pending Items *Today and in the past - This is going to look for the records within the date range in the boxes on this row, plus any that were due before this date range. As you can see, the default settings have been chosen in a way that benefit the groups that complete their Scheduled & Pending items regularly. This checkbox being activated allows you to see anything that may have been missed on previous days. *For all Active animals *in all Stages *Within all Locations in your default site Remember, a default site can be set up on Admin Options > Add/Edit User, but will only apply to those of you that have multiple sites. This will be very helpful if you have staff that primarily works at one site, keeps them from having to select the site each and every time they see that drop down menu. 9

So now, we are going to go into our PetPoint demo database and show you this and more options when using the Search filter. You may want to follow along, and take a look in your own database to see if you have any items that are Scheduled or Pending. SWITCH TO PP Go to Edit Follow Up Click Find Button Here you see all of our results based on the default search filters. Another couple of options you have in the filter, which are not default settings but just as important as the ones we have already gone over, are Animal #, Group # and Animal Type. Copy/Paste Animal #, Click Find, Click Vaccinations Tab Here is an example of us using Animal # to see all of the vaccines this one animal is due for. All we have to do is type in or copy/paste the animal number and click Find and then click the Vaccinations tab. EXAMPLE ANIMAL A08261582 Copy/Paste Group #, Click Find, Click Treatments Tab 10

You can do the same with a Group #, works the exact same way but will show all Scheduled & Pending items for a group of animals, such as a litter. We have copied and pasted a group # into the follow up search filter, and now we can see and complete all medications due for this group of animals. EXAMPLE GROUP 687948 And finally, Animal Type. Just select the animal type, say cat, and click Find. This will show all cat Scheduled & Pending items, but not dog, which can be helpful if you are working with only one species at that moment. Right now we are looking at all of the Exams & Surgeries that have been scheduled for the cats in our database. 10

Here you see all of our results based on the default search filters. Another couple of options you have in the filter, which are not default settings but just as important as the ones we have already gone over, are Animal #, Group # and Animal Type. Copy/Paste Animal #, Click Find, Click Vaccinations Tab Here is an example of us using Animal # to see all of the vaccines this one animal is due for. All we have to do is type in or copy/paste the animal number and click Find and then click the Vaccinations tab. ** need example animal # Copy/Paste Group #, Click Find, Click Treatments Tab You can do the same with a Group #, works the exact same way but will show all Scheduled & Pending items for a group of animals, such as a litter. We have copied and pasted a group # into the follow up search filter, and now we can see and complete all medications due for this group of animals. And finally, Animal Type. Just select the animal type, say cat, and click Find. This will show all cat Scheduled & Pending items, but not dog, which can be helpful if you are working with only one species at that moment. Right now we are looking at all of the Exams & Surgeries that have been scheduled for the cats in our database. 11

You may find in your own database a red message from PetPoint indicating there are no results after you click the Find button: This means there are no Scheduled or Pending Medical Items in your database. It could mean your work for the day is done! The search did not return any results because there is nothing Scheduled or Pending for you to follow up on. OR it could mean you do not currently Schedule medical items, or have any entered as Pending. The message will show as a combination of any of the following: No Medical Records Found, meaning no exams or surgeries. No Medical Test Records Found, No Medical Vaccination Records Found, No Medical Treatment Records found. This just gives you a hint about what you may not find if you click to the other Medical tabs of the follow up module. 12

Notice when you are looking at the follow up module that there are two rows of tabs *The top row, we call the Module Tabs - if you use PetPoint lite or pro, you will

• nly have the medical tab available. You will see the additional tabs, but not

be able to click on them. However, enterprise groups are able to use Follow Up for the Foster, Intake, Outcome, Release, Behavior, and Care Activity modules. *Under those, you see the Medical Item Tabs - each individual section of the exam or surgery record. Note that Conditions is not an option, this is because Conditions cannot be scheduled

• r set to pending. Therefore Follow Up does not apply.

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After the tabs, the Item Filter is the next part of the screen. *Default Settings: ALL *Use the Item Filter to make it easy to select only one type of item at a time, for example Recheck Exam or a specific Vaccine. *Selecting only one item type allows you to use an additional part of the Follow Up module when completing the items. 14

Best Practice - let’s think about using the follow up module in a real life scenerio. How does your day begin? Traditionally, you start your day by creating your To Do list. The list on screen provided by the Follow Up module is great! But wouldn’t it be even better to be able to print this list? Unless you have portable computers, you will want to work from a printed report when doing treatments, surgeries, exams, etc. Here we will show how to print reports that match the filter options. You can run the report from the reports website called Medical Exam Surgery Express, Medical Tests Express, Medical Treatment Express, and Medical Vaccine

• Express. You will want to look in your handout to get copies of the way these reports

can be run to take home with you. Once you print the report, just have the animal care staff check off their completed medical items directly on the reports, then use the report to select the records you want to complete using the Follow Up screen. 15

This report we are running as an example is the Medical Test Express report, however the report parameters we focus on for the Follow Up or To Do list are available in all

• f the express reports, so you can pull one report for each tab on the Follow Up

screen. We are going to use this report to see the list of Heartworm Tests that have been scheduled for today. Up on the screen you see the Medical Test Express report parameters, and we have the ones that correspond with the filters on the Edit Follow Up screen shown in the red boxes. You can use some of the parameters, or none. We chose the ones you see because we wanted to run a report to show us those dogs due for their heartworm test who are in a specific location called the adoption kennels. 16

You can see that the report here showing three animals, which you can print, that matches the follow up screen exactly. 17

There is something we still need to show you that is just as important as finding the items you need to follow up on. We need to apply our new status to the items. First we will show you a demonstration, then break it down and cover some of the

• ptions and finer points.

We have completed heartworm testing these dogs. On Edit Follow Up Click Find Click Tests Tab We have a select all check box which is really helpful. Alternatively, you can select

• nly some of the check boxes if you wish.

Click Select All The Apply Selection button is key to gaining access to the rest of the screen. Click Apply Selection If you are paying attention, you will notice this looks JUST like the tests tab of the Medical Module. We have the same empty fields in the same order. It looks just like a brand new test tab to fill in for the selected animals. There is one major difference here though. The reason the test tab fields are empty is not because they need to be filled in, it is because there are multiple animals selected so there may be multiple answers in some of these fields. For that reason, we show them to you blank. Then you have a choice. If you want to overwrite what was originally entered in the Tests tab of the Medical Module, you fill in the blanks. 18

If you want to leave the choices made by the person who originally sets up the scheduled test, you Update the Records with blank fields. Click Now Button Here we will say the tests now have the Completed status, we use the Now button to enter the date & time of right now. Choose Result Negative And we are going to leave everything the way that it was on the exam screens except for the result, which we now have a negative on. Click Update Tests 18

There is something we still need to show you that is just as important as finding the items you need to follow up on. We need to apply our new status to the items. First we will show you a demonstration, then break it down and cover some of the

• ptions and finer points.

We have completed heartworm testing these dogs. On Edit Follow Up Click Find Click Tests Tab We have a select all check box which is really helpful. Alternatively, you can select

• nly some of the check boxes if you wish.

Click Select All The Apply Selection button is key to gaining access to the rest of the screen. Click Apply Selection If you are paying attention, you will notice this looks JUST like the tests tab of the Medical Module. We have the same empty fields in the same order. It looks just like a brand new test tab to fill in for the selected animals. There is one major difference here though. The reason the test tab fields are empty is not because they need to be filled in, it is because there are multiple animals selected so there may be multiple answers in some of these fields. For that reason, we show them to you blank. Then you have a choice. If you want to overwrite what was originally entered in the Tests tab of the Medical Module, you fill in the blanks. 19

If you want to leave the choices made by the person who originally sets up the scheduled test, you Update the Records with blank fields. Click Now Button Here we will say the tests now have the Completed status, we use the Now button to enter the date & time of right now. Choose Result Negative And we are going to leave everything the way that it was on the exam screens except for the result, which we now have a negative on. Click Update Tests 19

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Watch this demonstration of how easy it is to cancel medical items using the follow up module. A stray dog who was scheduled for initial vaccinations today has been identified by his owner through the website, and they will be coming in to pick him up at the end

• f the day. The owner has provided proof of vaccination, so we will cancel the

vaccines that were scheduled at intake. Paste Animal # A16574018 Click Find Click Vaccinations Tab Select All Click Apply Selection Change Status to Cancelled Click Now Button Click Update Vaccinations Button 21

Rescheduling is just as easy as cancelling. Here, a litter of puppies who had originally been scheduled for surgery today, have been deemed too young to alter by the vet. We will use the Follow Up module to reschedule their surgeries. Paste Group # 687977 Click Find Select All Apply Selection Enter Scheduled Date 0924 Click Update Exams/Surgeries 22

OK, now it’s your turn. Search for an animal in your database. Our Spay/Neuter vet has called and let us know they will be coming in today to perform surgeries, so we need to create a list of scheduled surgeries for them. Use an animal in the database to set up a scheduled surgery manually for later this

• afternoon. So log in using the Shelter ID USAC16, the user name summit and the

password summit (no caps), then click on Add Surgery. Further directions on scheduling medical items can be found at: http://www.petpoint.com/help/Care_Medical.htm#MiniTOCBookMark8 23

Okay, before we move on to our next challenge, let’s go over a few important points. REMEMBER!!! - Overwrite, but only if you mean it. This screen is pulling information from the Exam or Surgery. Although you may not be able to see it, it IS there, it is NOT blank, unless it was intentionally left blank by the person who set up the original exam. It’s not shown here because you have multiple animals selected so PP can’t list all the various dose combinations for all of the different animals. If you change these fields in Follow Up you will OVERWRITE, which may not be a bad thing depending on the situation. One perfect example of why you need to be careful with overwriting is the exam notes section. You will never see exam notes in the follow up module. If the item was auto-scheduled by PetPoint, it is unlikely that any notes are already in the exam, however, if the item was scheduled by a person, there may be item notes that would be overwritten by using this module. Vets who need to record exam notes for each individual animal with each item can do so by selecting one animal at a time and then typing in the notes section. Total completion of Medical Items is great for reporting! If you are consistently recording every time a vaccine, medication, or test is done to the animal, you will have totally accurate reports when you want to see how many of those things have happened in the past. Run the report exactly the same way as we taught you, only now look for Completed status items rather than Scheduled & Pending, for dates in 24

the past, and you may want to run the report grouped by Item Name as a summary report if you are only interested in totals rather than individual animals. For larger shelters, you may need to run this one month at a time. 24

Alright, the steps to check on your Follow Up items follow. I want you to go through all of the elements of what we have learned today using these steps. There is an animal that the vet has just seen, and you need to go into it’s record and complete everything that was due today for that particular animal. 25

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