The Medical tab
The tab is a column of cards, each holding one kind of record.Summary
Spay / neuter says whether the animal is spayed or neutered and, when it is, whether that was Before intake or In our care, the date, the clinic and the veterinarian. Press Edit on the card to change them. A procedure your catalogue marks as a spay or neuter fills these in by itself when it is done (see Procedures and surgeries). For a cat, the card also keeps Declawed (Yes, No or Not recorded) and FIV (Positive, Negative or Not tested). At a glance counts what needs attention:Given, done or scheduled
Every form starts with the same question: has it happened, or is it being booked? The first choice reads Already given, Already run, Already done or Started, depending on the card. The other is always Schedule it. Scheduling asks for Due on, a Time (nine in the morning unless you change it) and a Length, from 15 minutes to All day. A scheduled item:- appears on the animal’s Today tab once it is due, on the Medical due page, and on the Calendar;
- creates an open task on the animal, named for the animal and the item, assigned to the person named as doing it, or otherwise to you. See Tasks. Finishing the item finishes the task, and deleting the item deletes it.
Where it was done
Most forms ask where the work happened.- Tick Our own clinic for work done by your own team. You are then asked Who did it (or Who will do it for a scheduled item), which starts as you.
- Otherwise choose the Veterinary practice, then the Veterinarian (or Surgeon, on a procedure). The list of vets holds the people currently recorded at that practice, so pick the practice first. Practices and the people at them are kept under Organizations.
Diagnoses
Press Add a diagnosis.
Press Save diagnosis. A diagnosis can also be added from an exam (see Physical exams).
Diagnostic tests
Press Add a test, then choose Already run or Schedule it.
Press Save test, or Schedule test. A scheduled test reads Scheduled for its date. A test’s badge turns green for Normal or Negative and amber for Abnormal or Positive.
Entering results
When results come back, press Enter results on the test (or Edit results to correct them). Fill in Run on, Outcome, the test’s fields and Notes, and press Save results.Vaccines
Press Add a vaccine, then choose Already given or Schedule it.
Press Save vaccine, or Schedule vaccine.
When you give a Next due, the next dose is saved as its own scheduled record, so it comes due on its own. If you filled in Every and Unit, it also repeats: marking it done schedules the one after. See Recurring items.
Treatments
Press Add a treatment, then choose Started or Schedule it.
Tick Schedule a follow-up exam to book a recheck at the same time. It asks for the date, time and length, who requested it, the Clinic, an Exam reason and Notes, and whether it is a Vet exam or a Tech exam. The follow-up is saved as its own scheduled exam.
Press Save treatment, or Schedule treatment.
Physical exams
Press Add an exam, then choose Already done or Schedule it. A scheduled exam keeps only the request; the findings are recorded when it is done.
An exam does more than save itself:
- A Weight on it is added to the weight history, noted with the exam’s name.
- Each diagnosis made becomes a diagnosis on the record, dated the day of the exam.
- Schedule a follow-up exam and Schedule a tech exam each book a further exam as its own scheduled record.
Procedures and surgeries
Press Add a procedure. It starts on Schedule it, because a procedure is usually requested before it is done.
Press Add another procedure to this visit for each further procedure. Each becomes its own record with the same date and place.
When your catalogue marks a procedure as a spay or neuter, the form says so, and once the procedure is done the animal’s Spay / neuter summary is set to Yes, in your care, with the date, the clinic and the vet.
Medications and preventatives
The Medical records card holds everything that does not have a card of its own. Press Add record.
Press Save record.
A record with a Performed on date is finished, and its Next due never comes due. To book an item, or to start one that repeats, leave Performed on empty and fill in Next due.
Recurring items
A recurring item is one that is scheduled again each time it is done: a yearly booster, a monthly flea treatment. It shows Every year, Every 3 months and so on beside its date. The next occurrence is created when you mark the current one done, and it is dated from the day it was actually given, not from the day it was due. A rabies booster given two weeks late moves next year’s booster two weeks later too. A month added to the 31st lands on the last day of a shorter month. For a medication, the chain stops by itself when there is nothing left to give:- when Refills reaches zero, marking it done says “No refills left: this prescription needs renewing.”;
- when the next date would fall after Prescription expires, it says “The prescription has expired and needs renewing.”
Stop repeating
Stop repeating on a recurring item ends the whole series: marking an item in it done no longer schedules another. Nothing already given is removed, and the item then reads Recurrence ended. An occurrence that was already scheduled stays until you mark it done or delete it.Completing an item
An item that is due and not done has a Mark done button. It opens the item’s own fields so you can record what happened in one step.1
Press Mark done
The form opens with Done on set to today and you as the person who did it.
2
Fill in what happened
Where it was done, the item’s fields (a lot number, a tag, a dose) and Notes.
3
Press Save and finish
The item is recorded as done. If it repeats, a line reads “Done. Next one due” with the date.
Deleting a record
The bin icon on a row deletes that record straight away, without asking. It cannot be undone. A scheduled item’s task is deleted with it.Weights
Weights are kept in grams and shown in your organization’s unit, set under Settings → Organization → General profile → Weight unit. You can enter a weight in lb, kg, oz or g whatever that unit is.Logging a weight
On the record, press Weight under Quick log. The Log a weight form starts with the last reading, so a slip such as 55 for 5.5 stands out. Fill in Weight, Unit and Recorded on, and press Save. A weight also comes from the intake form (noted “At intake”) and from an exam.Weight history
The Weight history card shows the change Since last reading and Since first reading, a chart with the lightest and heaviest marked, and a table of every reading with its Date, Weight and Change. The bin icon on a row deletes that reading straight away.Due and overdue
An item is due when it has a due date and has not been done. On the record:- its date reads Next while it is in the future;
- it reads Due, in amber, once the date is today or earlier. Overdue is more due, not less, so it stays until it is done;
- once done, the old date reads was due, and the next occurrence, if any, is its own row.
The Medical due page
Medical due lists what is outstanding across every animal: the list a medical coordinator opens in the morning. Open it from the search palette by typing “Medical due” (see Finding your way). The numbers at the top count Overdue, Due today, and the items due in the Next 30 days. Below them, the items are grouped:
Each line shows the kind of record, its name, the animal and the due date. Press the animal’s name to open its record and mark the item done there.
- Looking ahead sets the window: 7, 30 or 90 days. It starts at 30.
- Kind narrows the list to one kind of record, such as Vaccination or Treatment.
- Species narrows it to one species.
- Views saves the filters you use most, as on the Animals list.
Adding a record to many animals
To give the same vaccine to a litter, or record one test for every cat in a room, select the animals on the Animals list and press Add medical record…. It takes at most 100 animals at a time. The Add a medical record panel asks once for what is the same for every animal, and has a table with a row for each animal for what differs.1
Choose the kind and the item
Kind is Vaccine, Test, Treatment or Procedure. Then choose the item from your catalogue, or Something else… and a Name.
2
Given or scheduled
Choose whether it has already happened, with its date, or Schedule it. For one already given you can set Next due, or Every and Unit, exactly as on a single vaccine.
3
Say where
Our own clinic, or the practice and the vet.
4
Decide what differs for each animal
Under Different for each animal, ticked fields get a column in the table; the rest are asked once, under The same for all of them. A lot number and a rabies tag start ticked, as do a test’s result and findings and a treatment’s amount.
5
Fill in the table
One row per animal, with a Notes column. Same for all under a column heading copies the first animal’s value to every row.
6
Save
Press Add to N animals, or Schedule for N animals.