Basic Operations

Birds Breed Picklist:
Q:  I need to add bird breeds to a picklist. Where do I do that?
A:  This is done in your Other Breeds picklist. Click on Utilities, and then Picklists. When the picklist window is open, locate Other Breeds on your list. The Picklists are in alphabetical order. Once you have located the Other Breeds picklist, double click it, then click the Add button. Enter your new breed name and click ok, then on the next entry screen, click on cancel. You are done.

Adding doctor and register:
Q:  How do I add a new doctor to AI and the register s/he will be using?
A:  This is done in User Settings. Open up User Settings, and click on Add. Assign the user number of your choice and click Ok. Enter the new doctor name in the Name area and select the register that will be used by this doctor. Choose Doctor from the Type drop down list. Next, set the initials and expiration date. The date can be any date in the future, typically a year. Next, assign the user rights for all the categories under Read, Edit, Delete, and Add. And lastly, assign the password for the new doctor. Click Ok to save your changes and exit User Settings. You are done.

Adding a new hospital and vet:
Q:  How do I add a new hospital and veterinarian?
A:  From the lookup screen, click the green plus button. Next, choose Hospital. Proceed to enter your hospital information, such as name, and address. To add the phone number, click the green plus sign next to the phone area. Once you are all done, click ok. You will be asked if you want to add a veterinarian for this hospital, say yes. You will get the veterinarian screen. Fill out the name and other information. To get the phone number in, click the Transfer button next to the phone area. This will automatically insert the hospital phone number, which you already specified, here.  Save your work by clicking ok. You are done.

Adding a new species:
Q:  I need to add a new species to AI. How do I do that?
A:  This is done in your Species picklist. Click on Utilities, and then Picklists. When the picklist window is open, locate Species on your list. The Picklists are in alphabetical order. Once you have located the Species picklist, double click it, then click the Add button. Enter your new species name and click ok, then on the next entry screen, click on cancel. You are done.

Adding new vendors:
Q:  Where do I add new vendors to my AI database? 
A:  There is a picklist for this purpose. To add a vendor, click on Utilities, then Picklists. Locate the picklist called Vendor Names. Double click on Vendor Names. This will open the picklist. Next, click the Add button. Enter your vendor name when prompted, and then click Ok. When you are done, click Cancel.

Referring hospital pays patient bill:
Q:  Some patient bills need to be paid by referring hospital. How do I do that?
A:  Make sure the referring hospital is specified in the patient screen. Click on the invoice tab. When the Case Assignment window is up, chose Hospital under Relation. This will let you create an invoice for the referring hospital.

Medical record editing date exceeded:
Q:  I cannot edit the medical record. It tells me that the editing date has exceeded for this entry, but it is an entry for today. Why can I not edit this record?
A:  AI obtains its date and time from the MS window operating system. If this date gets changed, either on purpose or accidentally, you will run into this problem. Make sure all your workstations, and also your server, have the correct date and time. Make correction, as needed. You will have to call AI Technical Support to obtain a password so that you can change your Last Edit date in configuration.

Need a payment code:
Q:  I need another payment code, can I add one to AI?
A:  There are ten codes available for this purpose. Some have already been set up for you. The others are called Payment Other Card. You can take one of them and modify the code description to your specifications. Example: Payment – Discover Card. To do this, go into inventory. Locate the code you want to use, and click on Modify. You will get a message “this is a system code, continue?” Click on Yes and make your description changes. Save your work and you are done.

Deleting a client:
Q:  How do I delete a client in AI?
A:  First, make sure that you can really delete this client. If you have historical information on the client you may not want to do this since you will loose the connection between the client and other stored data. If you have determined it is safe to do so, you will first need to delete the patient assigned to this client, or link the patient with a new client. Once this is done, bring the client up on the screen. Click on Edit at the top menu, then choose delete. The client will be permanently deleted.

Changing the medical record edit date:
Q:  I have a medical record, which has to be edited, but the record edit date has expired. How can I edit this record?
A:  The system default is set to 7 days. For legal reasons, this field is password protected. To change it, you must obtain the password from AIS technical support. Once you have obtained the password, go into Configuration. Click on Modify, and then click on the Record Edit Days Back up or down arrows. When you do so, you will be prompted to log in with the master password you obtained from AIS. Choose your login name from the drop down list, and then use the master password when prompted. Now you can edit the number of days. When you are done, click on Ok.

Spell checking in AI:
Q:  How do I use Spell Check in AI?
A:  You can run Spell Check in three different places.
1. The Medical Record. Highlight the tag you want to spell check, and then click the spell check button.
2. In Macro Editor. When you are done with your macro design, click the spell check button. Add words as needed.
3. In the Communications Center. Prepare your document, and then click the spell check button. Add words as needed.

Invoice has no summary:
Q:  My Invoice is not printing the Summary section, why?
A:  Make sure you have a macro called INVMSG specified in your INV report. Also, verify that Columnar under Report Type is checked. These are the most common reasons for having no summary section. If you still need assistance, please call Technical Support.

Updating the patient last visit date:
Q:  In the operations center, patient look-up screen, last visit date, shouldn't that automatically update from the medical records?
A:  The Last Visit Date is a duplicate of the patient Last Visit field.  This field is updated by adding an inventory item to a patient invoice that has the New Visit box checked.  This is  done on all exam inventory items because there is usually one and only one added to an invoice.

Transferring/linking patient to new owner:
Q:  Patient has new owner. How do I transfer patient to new owner?
A:  This is called linking. Follow the next steps: Locate the client in the AI lookup screen. The next step is important. As you are looking at the screen, locate the “Patient” area, and click on “Name”. This will make the patient name field active. Now you are ready to proceed to the patient screen. Click on the Patient tab. Next, click the Link button and locate the new client. Once you have chosen the new client a verification notice will pop up. Answer yes, and you are all done. If the patient has a medical record, the record has been transferred as well.

Clearing open estimates:
Q:  How do I eliminate all the open estimates that are not in use?
A:  Each estimate will have to be double clicked in the activity screen, click OK on the case assignment box and either VOID or SAVE in the estimate. When you use VOID the estimate is totally erased. If you choose SAVE, you can retrieve it at a later time.

A payment code has disappeared:
Q:  My Payment – Cash code has disappeared, how do I get it back?
A:  If one of your system codes gets accidentally deleted, you can re-enter it as follows: Go into inventory maintenance, and click the Add button. When the Add Inventory item box pops up, enter a 1 for  cash code, then click ok. Do not select a category. Next, enter your description for code 1, which must be exactly as follows: Payment – Cash. After that click the drop down arrow for category and choose Payments. Save your changes. You are done.

Print preview screen in Client Review:
Q:  In the client review screen, when I press Print, I always get a preview screen. Can I turn it off?
A:  No. This preview screen was designed for lookup purposes rather then for actual reprinting of invoices. Of course, you can reprint invoices just fine as well.

Printing a medical record:
Q:  How do I print the entire medical record for a patient?
A:  Bring up the patients medical record on the screen. Locate the Start and End calendar radio buttons in the lower right corner of the medical record screen. Specify your start date by going back as far as you need to. You can tell your oldest date by looking at the tree above. Once you have determined your start and end date, click the Search button. This will load all your desired information into the record window. Now, click on Printing, Communication. When the Communication Center is open, click the Create button. Navigate to your Letters folder and choose the RECORD macro. Click ok. This will load the entire medical record into to the Communications Center. You are now ready to print it.

Reprinting an invoice:
Q:  Can I reprint an invoice that has already been printed?
A:  Yes. Go to the appropriate client screen, and click on the Review button.  In the review window click on the invoice number you want to reprint. If an invoice has multiple items, you can take any item. When you click Print, you will get a preview if your INV report is set to preview. Now you can send it to the printer.

Restricting doctors to a register:
Q:  I have multiple registers. Can I restrict my doctors to a register of my choice?
A:  Yes you can. There are a couple things to set up. First, go into User Settings and verify that you have all doctors set up for their respective registers. Next, go into Configuration. Under Preferences you will see a checkbox “restrict doctors to register”. Click Modify, then check that box. Save your changes. Exit AI and then restart the application. This will put your changes into effect.

The information in these documents are intended solely for use by Animal Intelligence Software, Inc. clients. 
Any other use is strictly prohibited.