RxWorks Version 5.7 Release Notes

February 2020

Page 1 | RxWorks Version 5.7 Release Notes

Contents

Overview .............................................................................................................................................. 1

Updates ............................................................................................................................................... 2

RxSMS ............................................................................................................................................. 2

Text Message Button ....................................................................................................................... 3

Grouped Messages .......................................................................................................................... 4

Search .............................................................................................................................................. 5

Care Plan Per Quantity Notional Pricing ........................................................................................... 6

Spellcheck ........................................................................................................................................ 7

Payment Allocations (Receipt to Invoice) ......................................................................................... 7

Transaction Summary Report ........................................................................................................... 8

PetSure Insurance Report ................................................................................................................ 8

VetS8 ............................................................................................................................................... 9

Optimisations ..................................................................................................................................... 10

Breeds, Colours, and Suburbs........................................................................................................ 10

Client Communication Log ............................................................................................................. 10

Text Message Queueing ................................................................................................................ 10

Apps .................................................................................................................................................. 11

Counter Sales ................................................................................................................................ 11

Calendar ........................................................................................................................................ 13

Weight Kiosk .................................................................................................................................. 15

Changelog ......................................................................................................................................... 18

Overview

Some features that are being developed as the next generation of RxWorks are still changing, as fresh sets of eyes take in the changes and eager mice click through the windows exploring the new workflows. Between each major release of RxWorks, features which are currently implemented are dusted off, taken apart, analysed, scrutinised, then recreated in a new interface with all of the best bits in mind.

This process allows for the developers to take a fresh approach to recreating the features in new and exciting ways, while also allowing for improvements and refactoring to take place in the current public releases of RxWorks. Version 5.7 has had an optimisation pass over a few key areas which were impacting practices. This includes faster load times on patient and client files where they’ve accumulated thousands of communication log entries over time, and also for practices with an ever-growing client base to be able to switch off the live searching of client names. Additionally, if searches take too long, they can now be cancelled.

Text messaging from RxWorks can now be handled via the RxWorks API, allowing clients to send a reply directly to their communication log and/or the relevant appointment on the clinic’s clipboard.

Page 2 | RxWorks Version 5.7 Release Notes

Updates

RxSMS

RxWorks can now be configured to receive general SMS messages and appointment confirmations via SMS. This has been branded as RxSMS. Front-end usage of SMS’ will remain mostly the same, and now replies to your practice’s texts will return to the related appointment and client communication log.

Important: A MessageMedia account is required to use RxSMS.

With some minor changes, all SMS’ will send and receive through the RxWorks API to your clients, rather than send as an email to be converted to text by a third party ‘Email to SMS’ provider.

Clients who receive a text message from the clinic can confirm or decline the appointment. They can reply with a variation of “Yes” or “No” to either confirm or decline the appointment date and time.

“Y”, “Yes”, "Ja", and “J” can confirm the appointment, which will then display as *CONF* on the appointment.

“N”, “No”, and "Nee" decline the appointment, which will then display *DECL*. A declined appointment will not be removed from the appointment list, allowing the reception team to contact the client to re-schedule. The SMS reply, along with all other SMS replies will be shown in the appointment notes.

Only these four English, and three Dutch, responses are currently interpreted as confirmations and declinations. Any other response will appear in the client's communication log and will not update the related appointment status.

Users can right-click an appointment to manually confirm or clear the appointment’s status. If a staff member calls a client that hasn't yet responded to their text, staff can set the appointments status for others to see.

If an appointment is moved to a different date and/or time the confirmed status will be cleared. Otherwise, it is kept. This is useful for transferring between clipboards but not altering the time of the appointment. An appointment which has been declined will maintain its status when moved to new timeslots. This can be manually cleared or updated using the right-click menu.

If a client replies to a general SMS that has been sent from the client or patient screen, a notification will appear in the notifications area, and the message will display in the client’s communication log.

Configuration of the new RxSMS functionality is performed by the Implementations Team at Covetrus. To register for RxSMS, fill in this registration form.

Read More

Page 3 | RxWorks Version 5.7 Release Notes

Text Message Button

The SMS button has been removed from the client and patient merge documents windows.

5.6 5.7

Users can continue to use the Message button in the ribbon bar along with message templates to send SMS messages to clients.

Page 4 | RxWorks Version 5.7 Release Notes

Grouped Messages

When using the Automated Message Manager module, a grouping feature is now available where if a client has more than one patient due for the same AMM rule on the same date, they are batched together, and swaps to using a set grouped message template instead. This means the client will not receive multiple SMS messages or emails, instead a singular alternate message will be sent with the patient name merge field listing each of their patients.

For example, if Fred, Molly, and Fido, all belonging to Mrs Smith, are due for the same Vaccination AMM rule on the same date, the {Patient Name} field will populate with “Fred, Molly & Fido” in the grouped message version of the template.

This SMS message template:

Just a reminder, {Patient Name} are due for their vaccinations. To book their appointments please call {Clinic Name} on {Clinic Phone No}.

Populates as:

Just a reminder, Fred, Molly & Fido are due for their vaccinations. To book their appointments please call Evergreen Vet Clinic on (07) 12 345 678.

This grouping of messages functions similarly to grouped reminder letters (where reminders can be grouped by patient or by client) using a different template.

To utilise this functionality, reword a reminder template and select it in the AMM Rules in Task Panel > Module Management > AMM > AMM Rules.

Page 5 | RxWorks Version 5.7 Release Notes

Check the contents of the template quickly by clicking the info bubble.

Read More

Search

Live Search

Users may now choose to disable live search in the client name field. This alters the client name search field to only accept typed characters and not suggest results in a live list. Internal testing shows a small speed increase when disabling the live search on databases with a high number of similarly named clients.

This is a user-specific setting, rather than clinic-wide. To disable live search, click on your username in the top-right corner of RxWorks > Edit User Profile > Disable Search Type Ahead.

Disable Live Search OFF Disable Live Search ON

Page 6 | RxWorks Version 5.7 Release Notes

Cancel Search

Version 5.7 adds the ability to cancel searches if they’re taking too long.

While the search is running users can now click Cancel in the Find window to stop the query. While searching, the OK button changes to read Searching as a visual indicator that the system is processing the search request.

Care Plan Per Quantity Notional Pricing

You now have the ability to set a fixed “notional” price for a Care Plan component, which overrides the normal price for an item, procedure, or bundle. The notional price can now be configured as a per unit price, rather than an overall price for anything charged in the component.

To configure a component to apply a notional price per quantity, navigate to Task Panel > Options & Setup > H. Item > Manage Care Plans. Edit the Care Plan’s component to use the new option.

Page 7 | RxWorks Version 5.7 Release Notes

Spellcheck

The spellcheck function in the Visit History text field has been extended to allow it to be turned on and off on a per user basis, rather than globally. This gives users the freedom to decide whether they want to use the functionality whilst typing history notes.

To disable spellcheck, click on your username in the top-right corner of RxWorks > Edit User Profile > Disable History Spellchecker.

Payment Allocations (Receipt to Invoice)

If attempting to edit the charges on a visit that already has a payment allocated to it, a message dialog will now appear to block this until the payment has been un-allocated from those charges. This replaces previous behaviour where the payment would be automatically unallocated and therefore ensures the user has more control.

Page 8 | RxWorks Version 5.7 Release Notes

Transaction Summary Report

Details have been included in the B3. Transaction Summary report which describes the results of the report when analysing aged debt.

The B3. Transaction Summary report has been updated to highlight what the data represents when running receipt to invoice. Payments that are added in the transaction period but not allocated or allocated to a later invoice may cause the Closing balance to not equal the sum of the aged debt breakdown.

Headings have been added to the report when generated from a practice where Payment Allocations are enabled. These headings assist in explaining why the aged debt doesn’t always sum to the total balance for a client.

All transactions are related to invoices raised within the specified report period. Aged Debt will show the balance of outstanding invoices raised within the specified period, but irrespective of the date that the payment was allocated to the invoice.

PetSure Insurance Report

A new report PetSure Claim Status has been added to analyse insurance claims. The “PetSure claim status” report can be accessed in Task Panel > Reports > G. Excel Analysis > Insurance > PetSure Claim Status.

The report exports data on all patients with claims in the specified time period including their owner details, claim details, payment dates and amounts, as well as messages and logs between RxWorks and the insurance provider.

This report is designed to help track the status of GapOnly™ claims and whether the PetSure benefit and client gap portions of the claim have been paid. PetSure will send the benefit payment amount to RxWorks at the time of the claim so the gap amount is known. They release funds to the clinic once they have confirmation that the client has completed payment of the Gap amount.

The report exports the following data:

• Client name & ID

• Patient name & ID

• Species and Breed

• Clinic Name

• Insurance Company

• Policy Number

• Claim ID

• Created and Submitted dates

• Condition details

• Amount claimed and amount remaining

• Current Status and the last log message received from PetSure

• Last Benefit Payment Message and Date received

Page 9 | RxWorks Version 5.7 Release Notes

VetS8

To comply with a recent regulation change, all charge information sent to the VetS8 electronic drug register must now also include the pet parent’s (client’s) first name. This information has been added to the payload of data transferred to VetS8 each time a scheduled drug is dispensed.

Page 10 | RxWorks Version 5.7 Release Notes

Optimisations

Breeds, Colours, and Suburbs

When viewing a patient’s file, RxWorks now only loads the breed and colour lists if you enter edit mode. Previously, the complete list of breeds and colours would load and cache when the program started and the user logged in. Now RxWorks only loads and caches the lists when a user enters edit mode on the patient window. This is loaded for each user and remains loaded after the initial edit mode has been entered.

The same change has also been made to the client screen when displaying the full ‘local suburb’ list. Local suburbs are only loaded and cached when a user enters edit mode on a client file.

The load time of opening client & patient screens has been optimised in general with additional caching of configuration options.

Client Communication Log

RxWorks 5.7 improves load-times when opening a client file with large Communication Logs (e.g. 1000+ messages). Now, only the 5 most recent communication will be loaded and displayed in the window. Users can click View Full Log in the top right or bottom left of the pane to load all of the client’s communication history.

Additional icons have also been added to signify outgoing and incoming messages.

Text Message Queueing

Manually created text messages are now added to the outgoing message queue. Previously, these text messages were processed and sent immediately, which could cause the program to appear to freeze for a number of seconds on servers with slower connections to their email server. This wait time has been eliminated by queueing the messages in the background.

Text message queueing can be enabled in Task Panel > Tools & Utilities > Application > Application Settings. Toggle the menu item “Client Page - Queue SMS messages instead of trying to send right away and blocking user”.

Page 11 | RxWorks Version 5.7 Release Notes

Apps

The next generation of RxWorks continues to be developed with refreshes and rebuilds to many areas of RxWorks that so many practices know and love. As with previous releases some features have been fleshed-out enough to be functional while still working in tandem with your current RxWorks system. Future versions of RxWorks will continue to iterate on these new in-browser versions of current features after testing and feedback.

If you wish to provide feedback on this next-gen version of RxWorks, join the conversation on the RxWorks Discussion forum.

Apps can be accessed via Task Panel > Tools & Utilities > Application > RxWorks Web Config.

Copy the server name and port number highlighted in yellow then paste it into a web browser (Chrome works best). Sign in with your RxWorks credentials, then select your clinic and stock location.

Note: Remove “/kiosk” from the end of the URL to access the Apps menu.

In this web version click Apps in the menu. Here, all of the released apps are displayed first. If you wish to view the unreleased apps, you can select Preview Apps and browse through them here.

Counter Sales

Counter Sales have been recreated in the web version, allowing for use on tablets and other non-desktop devices. Counter Sales now has the ability to charge items to multiple patients in one sale, easily swap between units and packs, print labels, and adjust quantities, all from the comfort of a web browser. More details can be recorded on the counter sale where desired, including the dispensing Veterinarian, Cost Centre, Identification, and printed notes.

A new client can also be created from Counter Sales by clicking New Client and Patient on the client selection screen.

Page 12 | RxWorks Version 5.7 Release Notes

Note: Counter Sales (Web) is currently only optimised for computers and tablet-sized devices, rather than mobile phones. The layout will not fit on smaller screens.

When using Provet Connect, images will automatically download to RxWorks to be displayed in Counter Sales for items ordered within the last 2 days.

Items can be dispensed to multiple patients within the same transaction, and payments can be split over different methods where required.

An existing client can be selected from the list, where some existing clients are displayed. Search for clients using the search box at the top of the screen, then press the magnifying glass to initiate the search. Alternatively, a new client can be created at this stage.

Tip: Easily access the new OTC Web Preview via the prompt in RxWorks Counter Sales.

Read More

Page 13 | RxWorks Version 5.7 Release Notes

Calendar

A preview of the calendar has been enabled to be used in-browser. The calendar can be used in conjunction with, or alternatively to, the RxWorks clipboards. All appointment data is shared between Calendar and Clipboards.

Each of the groups along the top of the screen correspond to clipboard groups in RxWorks.

These groups can be selected by clicking on the text, or each clipboard inside of the group can be selected by clicking the drop-down arrow on the right of the group name.

Views can be swapped by clicking Day, Week, Month, and Agenda. Return to today by clicking Today. Click in any empty area of the calendar to create a new appointment. Click on an appointment to delete it. Multiple appointments can be booked for patients under one client.

Note: Appointments currently cannot be edited via the web.

Page 14 | RxWorks Version 5.7 Release Notes

A new client can also be created from the clipboards by clicking New Client and Patient on the client selection screen.

Tip: To create a miscellaneous appointment, press Skip Selecting Client.

Page 15 | RxWorks Version 5.7 Release Notes

Weight Kiosk

Overview

Pet owners may use the self-service weigh-in kiosk by following the prompts on each screen. The list of patients initially displayed are those who are in the Waiting Room clipboard. Once a patient is selected, their previously recorded weight will display under their profile picture.

Owners can enter the patient’s weight or swap to a calculated version where they can elect to hold the pet or leave them in their carrier, then weigh the carrier/themselves without the pet, allowing the system to calculate the actual patient weight.

Weights entered in the Weigh-in Kiosk will appear automatically in RxWorks on the related patient’s file. The patient’s current weight and vital sign weight will update to the entered amount.

Staff Access

To enter a weight for an unlisted patient, a Staff Access button appears at the bottom of the screen allowing users to search for any patient in the database. Staff members can press this and enter the RxWorks password associated with the account currently logged-in to the device.

Page 16 | RxWorks Version 5.7 Release Notes

Once logged in, all clients and patients can be searched-for using the menus on the screen.

Multiple fields can be queried including:

• Client Surname • Phone Number • Microchip Number

• Client Number • Postcode • Rabies Tag Number

• Client Initials • Patient Name • Breed & Species

Configuration

The unit of measurement on the weigh-in screen (Kg, Lb., etc) is linked to the patient weight field in RxWorks. The unit of measurement can be altered; however, this will present issues with weights already recorded in RxWorks.

Important: If the unit of measurement is changed it does not recalculate existing records. E.g. If a patient’s weight has been recorded as 10kg and the unit of measurement is changed from Kg to Lb it will remain as 10Lb, not calculate as 22Lb.

To change the unit of measurement, open RxWorks > Task Panel > Options > B. Patient > General Patient Information > Patient Weight Measured.

Note: This field is a text field, not a drop-down list of preconfigured units of measurement. This allows for any wording such as Kg, Kilograms, or Kilos.

Page 17 | RxWorks Version 5.7 Release Notes

Tip: Ensure users log off and on again for the change to take effect and refresh the browser on your device.

Check in Selection

To toggle between kiosk workflows for a clinic, navigate to Task Panel > Tools & Utilities > Application > RxWorks Web Config. Here, select either:

• Separate: Self-Serve Check in or Weight Check – For clinics that want to use separate devices for check in and weight check or only want to use one of the functions

• Combined: Self-Serve Check in and Weight Check – For clinics where the scales are at the same location as you would like your clients to check in. Clients will check in first then be asked to enter the weight for their patient

Page 18 | RxWorks Version 5.7 Release Notes

Changelog

In addition to the new features and enhancements in this release, improvements have been made to many areas within RxWorks, addressing existing issues as well as fixes resulting from rigorous internal testing.

Client

No longer selects the first box when entering Edit view on client contact details screen. When viewing contact entries for a client, as soon as a user clicked Edit it would select the first entry. This was causing some users to create an invalid contact entry inadvertently.

When destroying documents as part of the optional anonymisation process, all copies of the same document-type (same letter or form) were being deleted. This has been corrected to only delete the documents for the selected client.

The Find Client window was still searching including deactivated clients before returning only the active client list. Searches for only active clients should be moderately faster now.

Patient

Registering a microchip after already adding it to the patient file now correctly processes instead of throwing an error.

Consultations

Dosage rates based on the patient’s weight weren’t looking at the patient weight in the current visit if it had been updated since the visit was created. The current weight of the patient is now correctly referenced when the dosage rate calculation is run.

Visits were incorrectly referencing service ratios after they had been moved to a consultation.

If a patient’s name has characters other than the English 26 letters and 10 numbers, the history text would sometimes not print or allow the consultation details to be emailed. This was observed occurring often with a + or = in the patient name.

Dropship orders of 0 quantity were able to be generated. Now, if someone was to enter 0 as the quantity to be shipped, a warning dialog appears stating that 0 items cannot be ordered. Previously the order would place and miscalculate as 0.1 items.

Bundles

Bundles were unable to be edited once applied to an estimate. This was not the intended functionality, as bundles usually need to be modified for estimates to be generated for clients. This has been corrected to allow editing of bundles on estimates.

Procedures which were only able to be sold in bundles were still able to be sold outside of a bundle.

When modifying a bundle after applying it to a consultation, the number of units were not pre-populating with the currently charged amount. This has been updated to now display the currently amount, allowing for easier editing of the units charged.

Bundle units were being ignored if the item had a dosage rate.

Items

Bulk updating prices where the filter By Performance Pack (PP) Type would not actually restrict to PP items only. This filter now acts as intended by filtering to only update PP items.

When an Inventory Movement report was run, and an item had a pack size of zero, a “divide by zero” error would occur. The report has been updated to load even if there are incorrect pack sizes.

Species-specific item usage notes will now correctly display for each species. Previously only the <all species> notes would display, even if there was a different note for the selected species.

Page 19 | RxWorks Version 5.7 Release Notes

Care Plans

When adding a Care Plan of the same category or time period as an existing plan, an error would occur.

Suspending a Care Plan now correctly reads a user’s permissions, allowing users without cancellation permission to suspend them.

When processing a payment for a Care Plan, the “Unregistered Care Plans” heading displayed all the way across the screen. This has been corrected to be in line with the other “Visits in Progress” and “Incomplete Visits” headings.

The dialog to print a label was appearing multiple times in some scenarios when charging a Care Plan. This was caused by some charges being included in multiple components and prompting to print the label as part of each. This has been restricted down to one dialog per charge.

AMM

AMM rules where all reminders were included in the filter were not being included in the ‘Test Rules’ report.

Financials

Correctly removed transaction notes which referenced deallocated payments on insurance claims.

Manually recalculating a client’s balance now correctly recalculates instead of throwing an error.

Syndicated patient charges were sometimes not allocating the correct % amount to each of the syndication owners.

The Find button would sometimes not function at all when clicked on the financials screen.

The invoice style Invoice Procedure was displaying the payment section for non-allocation practices for debit transactions. This no longer displays when not necessary to the practice.

Inventory

Users with view access were able to perform inventory transfers between stock locations. This has been amended to only users with modify or higher access.

VSSCo orders were sometimes only sending header data. The XML file now correctly sends the item data as well, so orders can be fulfilled successfully.

Stock adjustment searches could display other items when searching by item number and another item has the same batch number as the searched item. This has been corrected so only the searched-for item will be returned in the search results.

If Run Inventory Below Zero was unticked, and an item with current on-hand of 0 was charged, it would charge as wastage. If the current on-hand was below 0 the correct warning would appear, preventing the item from being charged.

Documents

Editing a saved document was creating a duplicate document and leaving it in a temporary location. While the document technically was saved, it was saved in a location where it cannot be retrieved and would’ve been cleared when the session ended. Documents now correctly save over the top of existing copies.

If a document had a full stop in its name it was cutting off a portion of the remainder of its title when saved. E.g. "1. Patient Doc Test 6545.doc" was saving as "16545.doc". Additionally, if another document was already called this, the wrong document might’ve been opened.

Address labels would not print consultation-related merge field data. Any merge field related to a consultation would be blank in the exported pdf.

Page 20 | RxWorks Version 5.7 Release Notes

Header and Footer images were not being included in emails if Word was being used to merge the data into the document. This was being worked-around by the support team assisting in changing to Syncfusion with little-to-no side-effects. However, for convenience this has been properly fixed to allow for Word merge provider to include images correctly once again.

Clipboard

Clipboard dates were sometimes defaulting to US dates regardless of the practice’s region or server region.

Reports

Incorrect results from Query Report when filtering on client balances. If any one of a client’s 30/60/90 day, sales this or last period, or current balances were blank, incorrect results may have been returned.

The Reminder Summary report has been rebuilt to better handle large datasets. The report was running slower than desired when a large amount of data was being queried (e.g. multi-practice groups and corporate databases).

The Client Ratings report was referencing an old table in the database where ratings were stored in a previous version of RxWorks. The report has been updated to correctly reference the current client rating in the appropriate table.

Boarding

Documents generated in the boarding module, such as forms and letters, were unable to be emailed as the ‘email’ button was unavailable. Documents can now be emailed from boarding manager.

API

More API calls have been added to get top items or ordered by usage from lists of species, reminders, breeds, colours, and more. Also added a call to get patients filtered by appointment status. All API calls can be found on Postman.