Calendar Event

This window is used to manage a Calendar Event.

The fields are:

Repeating Events

Calendar Events can be made to repeat one or more times, to form a series of events. Each event in the series:

• has the same details as the first event
• can be edited independently of the series

Repeat Options

Calendar Events can be made to repeat:

• Daily
  • Every day
  • On weekdays
  • Every N days
  • Every Sunday...Saturday
• Weekly
  • Every Week
  • Every N weeks
• Monthly
  • Every month
  • Every N months
  • On the first..fifth or last Sunday...Saturday every N months
  • On the 1..31 or last day(s) every N months 
• Yearly
  • Every year
  • Every N years
  • On the 1..31 January...December every N years
  • On the first..fifth or last Sunday...Saturday of January...December every N years

Calendar Events repeat until a specified date, or number of times. When using 'until date', the relative date facility can be used to calculate the date - e.g. 0ye will set the end of the current year, and 6me will set the end of the 6th month ahead.

Restrictions

• at most only 729 recurring events can be scheduled (i.e. for a total of 730 in a series)
• if an event is set to repeat on a day that is not available, it is skipped. E.g specifying a monthly repeat on the 31st of the month will skip all months without 31 days.

Clickatell

This screen is used to configure the Clickatell Plugin.

For background, Setup - SMS - Plugins

The fields are:

Note: The Country and Area Prefixes are used to send phone numbers to Clickatell in the required format.
That is, the customer's number will be something like 0413 123 456, but Clickatell needs the full international number, i.e. 61413123456.
If the customer lives in another country then their number will be something like (for Hong Kong) 852 1234 5678. To indicate that this is an international number, prefix it with a +, i.e. +85212345678.

The logic is therefore:

• if the number starts with a +, it is an international number. The + will be removed; else
• if the number starts with the Area Prefix, then it is a local number. The Area Prefix will be replaced with the Country Prefix added; else
• the number will be used as is

Department

Departments represent areas of a practice (e.g. Consulting, Surgery, Emergency) and are used to:

• classify charges for improved reporting
• determine pricing via calendar-based service ratios

For background, see Concepts - Departments.

The fields are as follows:

Deposit Accounts

This screen is used to create/edit/view the details of the bank accounts in which takings are deposited via the Reporting|Till Balancing|Deposit processing.  Most of the fields are used to provide the information to print on the Bank Deposit document obtained using Reporting|Till Balancing|Print.

The fields are as follows:
Name - the name of the Deposit Account
Account Name - the name in which the account is held
Bank - select the bank from those available in the pull-down - see Lookups|Bank
Branch - the name of the branch
Account Number - the account number
Last Deposit - the date on which the last deposit was made (this is updated by the system when the Till Balancing|Deposit processing is done)
Active - uncheck this box to deactivate the account

Locations Tab - used to set the Practice Locations for which this Deposit Account is available. Note that multiple locations can be set, but not repeated - ie an error will occur if you attempt to add one location twice

Insurance Service

This screen is used to create or edit an Insurance Service.
Insurance Services are provided by plugins and the available fields are defined by the Insurance Service provider.

Please contact your Insurance Service provider for a description of the fields.

Mail Server

Mail Server is used to configure email server settings to enable OpenVPMS to send emails.

The fields are as follows:

OAuth2

OpenVPMS supports authentication using OAuth2 for Gmail and Microsoft Outlook.
Consult the relevant How To documents on how to configure these:

• Gmail OAuth2 configuration
• Microsoft Outlook OAuth2 configuration

OTC

This screen is used to create/edit/view the OTC accounts. See also Concepts|OTC - Over The Counter.

The fields are as follows:
Name - the name of the OTC account
Description - serves to clarify the name
Active - uncheck this box to deactivate the account

Locations Tab - used to set the Practice Locations for which this OTC account is available. Note that multiple locations can be set, but not repeated - ie an error will occur if you attempt to add one location twice

Practice

This screen is used to create/edit/view the Practice. Note that you can only have one active Practice at a time.

The fields are as follows:
Practice Name - the name of the practice. This will appear on various reports and documents so it should be set as you want it to appear.
Active - uncheck this box to deactivate the practice
Currency - select the currency to be used - see Lookups|Currency
Patient Age Format - select the required format - see Lookups|Duration Formats. If you leave this set at None, default settings apply - see Lookups|Duration Formats.
Estimate Expiry - the default interval for how long estimates are valid - see Concepts|Estimates
Default Payment Type - sets the default payment type
Prescription Expiry - the default interval for how long prescriptions are valid - see Concepts|Prescriptions
Reminder Export Format - this determines the file format when exporting reminders on the Reporting|Reminders screen - it can be set to None, Comma or Tab separated values.
Auto Lock Screen - this determines how long a user's session may remain inactive before a dialog is displayed prompting the user to re-enter their password. A value of 0 disables this feature. Note that due to the way the client browser is refreshed, the dialog may be displayed up to 30 seconds after the specified period of inactivity.
In order to prevent auto-lock, you need to periodically do something that triggers synchronisation with the server. This resets the auto-lock timer. Things that trigger synchronisation include:
- pressing Enter in a field
- clicking a button (e.g. Apply)
The following will not trigger synchronisation:
- inputting text without pressing enter
- moving the mouse
- pressing tab
The reason for this is to limit the amount of network traffic between the browser and the server.
Auto Logout - this determines how long a user's session may remain inactive before the user is automatically logged out.
Scheduling Refresh - the number of seconds between automatic refreshes of the Scheduling and Work Lists displays. Use 0 to disable refreshes. When enabled, the Appointment and Task caches need to be sized correctly to ensure fast updates. See Application Caches for more details.
Show Problems in Visit - if selected, a Problems tab will be displayed in the Visit Editor. By default, it is unselected.
Ignore List Price Decreases - if selected, then if the Auto Price Update option is checked on the Product's Supplier tab and the calculated cost price is less than the existing cost price of the product, then no Auto Price Update will be done.
Log Communication - if selected, communication with a customer will be automatically logged. See Communication for more details.
Record Lock Period - the period of time after a patient medical record is created that it is locked from editing. Setting a value <= 0 disables locking. Changing this value will log an Audit message. Enabling it will schedule a job to periodically lock records. See Medical Record Locking for more details.
Minimum Quantities - used to reduce charging errors, by ensuring that a product has a minimum quantity.
When enabled, product template and estimate Low Quantities set a mininum quantity for a product. When expanding a template into an estimate or charge, the low quantity of the included product becomes the minimum quantity for an item. When invoicing an estimate, the estimate low quantities set the minimum quantities on the invoice.

• For estimates, an item is invalid if its Low Qty is less than the minimum quantity
• For charges, an item is invalid if its Quantity is less than the minimum quantity

If an item has a minimum quantity:

• it cannot be swapped for another product, if it is a service
• it can be swapped for another medication, if it is a medication
• it can be swapped for other merchandise, if it is merchandise
• it can be deleted, subject to the Override.
  This specifies the type of user that may delete items with a minimum quantity.  If unset (i.e. None), items may be deleted, but a warning will be displayed. If set, only users with the specified user type may delete the item.

When Override is set, users with the specified user type can override minimum quantities.

Enable Departments - determines if Department support should be enabled or disabled.

Show Prices Tax Inclusive - determines if fixed and unit prices in Products - Information and during product selection should be displayed inclusive or exclusive of tax.
Use Location Products - if selected, products used in charges, estimates, investigations and reminders are restricted to those available at the current location. This is useful for multi-location practices where not all products are available at each location. For:

• medication and merchandise products, this excludes products that don't have a Stock Location relationship, ie there has never been stock of the product at the stock location for the current practice location
• service and template products, this excludes products that are specifically set as not being available at the location. By default all templates and services are available at all locations. To set the 'not available at' locations for specific templates and services, use the Locations tab on the Product Information screen (which is only displayed if 'Use Location Products' is checked).

Insurance Claim at Check Out - determines if insurance claims should be made during Check Out, for those patients with insurance policies. This provides the options:

• Don't claim - don't prompt to make any claims
• Gap Claim Only - only prompt to make gap claims. This occurs before payment is collected, and only applies if an insurer supports gap claims.
• Standard Claim Only - only prompt to make standard claims. This occurs after payment is collected.
• All - prompt to make both standard claims and gap claims

Follow Up at Check Out - check this box if you want to pop up a new task editor at check-out to optionally create a follow up task for the patient.
Use Logged In Clinician - determines how Clinician fields are populated. When:

• selected, Clinician fields default to:
  • the current user, when the logged in user is a clinician; else
  • the workflow clinician or the last selected clinician, when the logged in user is not a clinician

This is the preferred choice.

• unselected, Clinician fields default to the workflow clinician, or the last selected clinician  

Only use this if workstations are shared.

Short User Name Format - specifies the format for user and clinician names in reports. Defaults to the user's name.
Medium User Name Format - specifies the format for user and clinician names in printed Medical Records and Problems, Appointments and Tasks, and Drug Labels. Defaults to the user's title and name.
Long User Name Format - specifies the format for user and clinician names in Estimates and certificates. Defaults to the user's title, name and qualification.
Sell Restricted Drugs OTC - when selected, enables medications with a restricted drug schedule to be sold using a Counter Sale. Deselected by default, as there is no clinician, customer or patient recorded on a Counter Sale.
Restrict Ordering - when selected, supplier orders can only be finalised by a clinician. This can be used in jurisdictions that require restricted drug ordering to be limited to clinicans.
Pharmacy Order Discontinue Period - determines how long after an invoice is finalised that any pharmacy orders are discontinued. When non-zero, this automatically schedules a Pharmacy Order Discontinuation Job to discontinue pharmacy orders after invoices have been finalised. If zero or not specified, pharmacy orders are discontinued when an invoice is finalised.
Base URL - the base URL for accessing OpenVPMS. This is used by plugins that need to serve content. This is set automatically when editing the Practice.
Show mailto: Links - when selected, displays a button that acts as a mailto: link beside customer email addresses. This enables users to launch external mail editors to send emails, rather than use the internal email editor. The internal email editor is still launched by clicking on the email address.
NOTE: any emails sent using an external email editor will not be logged in customer Communications.
Enable VetCheck - when selected, displays:

• a VetCheck button in the patient summary to launch VetCheck for the patient
• a VetCheck button in Administration - Templates to launch VetCheck to administer VetCheck templates

See VetCheck Integration for more details.

Service User - the user responsible for background services. This is required by:

• SMS, to deliver outbound messages
• the HL7 services to update outbound messages.
• the Smart Flow Sheet interface, when processing events (e.g. treatments, discharge)
• medical record locking
• plugins

Mail Server - the default email server. This is used:

• by the email-to-SMS gateway
• when no Mail Server is specified on a Practice Location
• to email password reset codes

SMS - the SMS gateway.
Appointment SMS - the default appointment reminder SMS template to use if no template is specified for a Practice Location. See also Template|Appointment Reminder SMS Template.
Reminder Configuration  - determines how patient reminders are processed. See Reminder Configuration.
Smart Flow Sheet Configuration - configuration for the Smart Flow Sheet interface. See Smart Flow Sheet Configuration.

Logo - sets the practice logo. This is displayed:

• on the Login page
• at the top of the screen, unless there is a Logo specified for the current Location.

The Contacts tab is used to view and maintain the various contacts. The types are as follows:
 

Location - you should set this so that it can appear on reports and documents
Phone - again you should set this so that it can appear on reports and documents
Email - you need to set this, not only so that it can appear on reports and documents, but also because it is used by the system when generating the From address on emails being sent out. In particular, the code that sends out Reminders and Statements via email will the Practice's email addresses for customers who do not have a Practice Location set. If you set one with the purpose 'Billing' it will be used for the Statements. If you set one with the purpose 'Reminder' it will be used for Reminders. Note however that emails initated by users are sent out using the current location's email address(es).

See Concepts|Contacts for details.

Below is the Locations tab. You can use this to set the Practice Locations, but it's more normal to attach the locations to the practice when setting up the locations.

Below is the Taxes tab. Use this to set the applicable taxes.

Below is the Templates tab. You should set the 'default' template here for each type of template for which you have multiple templates of that type. For example if you are using different Invoice templates for some Practice Locations, then you should set the default invoice template here.

Below is the Subscription tab with no current subscription. First you need to click the link to purchase the subscription. You will be sent a key file.  Upload this by clicking the Upload button.

Below is the Subscription tab showing the current subscription (with the details intentionally blurred).

Practice Location

This screen is used to create/edit/view the Practice Locations, ie the branches of the practice. See Concepts|Practice and Locations for background.

The fields are as follows:
Location Name - the name of the location. This will appear on various reports and documents so it should be set as you want it to appear.
Active - uncheck this box to deactivate the location
Stock Control - check this box to enable stock control for this location
Rostering - check this box to enable rostering at this location
Roster Check Period - determines how far into the future that the roster is checked when assigning clinicians to appointments. This is to avoid warning users that a clinician is not rostered on when the roster hasn't been established.
Logo - used to set the logo to be displayed at the top of the screen when the Practice Location is selected. Logos may be .png, .jpg, .gif, or .bmp format, and should be no more than 30 pixels high. Note that any new logo will be displayed after the location is selected.
Default Printer - use the pull-down to select the default printer for this location.
Pricing Group - the pricing group in use for the practice location. This is optional. It is used by practices that set different prices for the same product at different locations. See Concepts|Pricing for details.
Disable Discounts - if selected, disables discount entry when editing charges and estimates at this location.
Stock Locations - sets the Stock Location for the location. If you have Stock Control enabled for this location then you must have one. Multiple locations can share the one stock location. See also Organisation|Stock Location.
OTC - sets the OTC account for the location. You can only have one but multiple locations can share the one OTC account. See also Organisation|OTC.
Smart Flow Sheet Clinic API Key - specifies the API key used to connect to Smart Flow Sheet. See also Smart Flow Sheet integration.
Mail Server - specifies the email server to use when sending emails from the location. If none is specified, the mail server associated with the Practice will be used. See also Organisation|Mail Server.
Appointment SMS - specifies the appointment reminder SMS template to use when sending SMS reminders from the location. If none is specified, the template associated with the Practice will be used. See also Template|Appointment Reminder SMS Template.
Letterhead - specifies the Letterhead template to use for this location. This field is not mandatory but is needed if you want to use the Letterhead facility for easy customisation of invoice, credit notes, statements etc.
Online Booking - if selected, appointment schedules at this location that also have Online Booking selected, are available for online booking.

The Contacts tab is used to view and maintain the various contacts. The types are as follows:
Location - you should set this so that it can appear on reports, documents and the letterhead
Phone - again you should set this so that it can appear on reports, documents and the letterhead. If you have a fax number, you should enter it (as a Phone contact with purpose Fax) so that it can be shown on the letterhead.
Email - you need to set this, not only so that it can appear on reports, documents and the letterhead, but also because it is used by the system when generating the From address on emails being sent out. Although the code that sends out Reminders and Statements via email uses the Practice's email addresses, emails initiated by users are sent out using the current location's email address.  If there are multiple email addresses set, then the user can choose the required one from a pull-down list.
Website - you should set this so that it can appear on reports, documents and the letterhead

See Concepts|Contacts for details.

Below is the Practice tab. Use this to set the Practice to which this location belongs. Note that you can have a location not attached to a practice, but it can't be used because it can't be selected using the Location pull-down at the top right of the screen.

Below is the Tills tab. Use this to set theTill(s) for the location. You must have at least one, otherwise there is nowhere to put the money. It is possible for multiple locations to share tills. See also Organisation|Tills.

Below is the Deposit Accounts tab. Use this to set the Deposit Account(s) for the location. You must have at least one, otherwise there is nowhere to deposit the money. It is possible for multiple locations to share accounts. See also Organisation|Deposit Accounts.

Below is the Schedule Views tab. Use this to set the Schedule Views for the location. You must have one, but can have more. Multiple locations can share Schedule Views. See also Organisation|Schedule Views.

Below is the Work List Views tab. Use this to set the Work List Views for the location. You must have one, but can have more. Multiple locations can share Work List Views. See also Organisation|Work List Views.

Below is the Printers tab. Use this to set the printers that may be selected at the location. If no printers are listed, all will be available for selection.

The Status column indicates if a printer is Available or Unknown. If a printer is marked as Unknown, it is no longer available for selection when printing.

Below is the Templates tab. Use this to set any location specific Document Templates.These were commonly used where it was necesssary for each location to have different logos on invoices, receipts etc. However, the Letterhead facility now provides this. The facility is of use for setting location specific printers, and for testing new versions of templates.

Below is the Service Ratios tab. Use this to apply a ratio to prices of products of a specific product type, at this practice location. See Service Ratios for more details.

Follow-up Work Lists tab. Use this to configure the work lists that may be selected when:

• clicking the button in the patient summary, to add a follow-up task
• the Follow-Up At Check Out option is selected to create follow-up tasks at check-out

Roster Area

A Roster Area is an area within a Practice Location where employees work.

It is used in Workflow - Rostering to roster employees on to shifts.

A Roster Area may have optional Schedules. These determine which schedules a clinician may be rostered on to for an appointment.

The fields are as follows:

SMS Configuration: Clickatell SMTP Connection

This screen is used to configure the SMS gateway for Clickatell using e-mail.

NOTE: this configuration is deprecated as Clickatell no longer supports e-mail for new accounts. Use the Clickatell plugin instead.

See also Concepts|SMS and Reference|Setup|SMS. The screen is in two parts - the top contains the parameters, the bottom allows you to test the setup.

The fields in the top half are as follows:

Name - the name of the connection
Description - a description which serves to clarify the name
Website - Clickatell's website
Active - uncheck this box to deactivate this configuration
Country Prefix - the country code, eg 61 for Australia, 44 for the UK, etc
Area Prefix - the digit used to prefix the area code, ie 0 for Australia - see also below
User - the user name for the Clickatell account
Password - the password for the Clickatell account
API ID - the API ID provided by Clickatell
From - a valid email address
Reply To - an optional email address - responses from the gateway will be sent here
Sender ID - the SMS sender ID. If specified, it must correspond to one configured with the Clickatell account.
2 Way SMS - used to indicate that Clickatell should use Sender ID to allow mobile phone users to send SMS messages to your Clickatell account. See the Send 2 Way SMS Service for more details.
Maximum Parts - the maximum number of parts that may be sent in a single message. These are sent as multiple SMS by Clickatell, but are concatenated together so that the recipient sees a single message.
Each part is charged separately by Clickatell.
The specified number must not exceed that of the Clickatell account.

Notes:

• If your Clickatell SMS Configuration was created prior to OpenVPMS 1.7.1, you will need to recreate it to use the Sender ID field.
• If your Clickatell SMS Configuration was created prior to OpenVPMS 1.9, you will need to recreate it to use the 2 Way SMS field.

The bottom half of the screen contains:
Number - the phone number to which the test message is to be sent
Message - the text for the SMS message
SMS Button - press to send the email
Email - this panel shows the email that will be sent
Status - this shows 'OK' if all is OK else an error message indicating what is wrong
To get the Email and Status to update you must press the Enter key when the cursor is positioned in either of the Number or Message fields.

Note: The Country and Area Prefixes are used to format phone numbers so that they have the required format. That is, the customer's number will be something like 0413 123 456, but the gateway needs the full international number, ie 61413123456. However, if the customer lives in another country then their number will be something like (for Hong Kong) 852 1234 5678. You need to indicate that this is an international number by prefixing it with a +, ie +85212345678.

So the logic is:
If the number starts with a +, strip it and use that number.
Else does the customer's number start with the Area Prefix? If yes, then strip the prefix and add the Country Prefix.

SMS Configuration: Generic Email Gateway

This screen is used to configure the generic SMS gateway. See also Concepts|SMS and Reference|Setup|SMS. The screen is in two parts - the top contains the parameters, the bottom allows you to test the setup. Note that this is a generic gateway configuration screen - the screen shot below shows parameters suitable for Exetel.

The fields in the top half are as follows:
Name - the name of the connection
Description - a description which serves to clarify the name
Website - the provider's website
Active - uncheck this box to deactivate this configuration
Country Prefix - the country code, eg 61 for Australia, 44 for the UK, etc
Area Prefix - the digit used to prefix the area code, ie 0 for Australia - see also below

From & From Expression - these define the email's From address. If only From is entered, this is used. If the From Expression is provided, it is evaluated and the result used. The expression may refer to the From value as "$from".

To & To Expression -these define the email's To address. If only To is entered, this is used. If the To Expression is provided, it is evaluated and the result used. The expression may refer to the To value as "$to".

Reply To & Reply To Expression - these define the email's Reply To address. If only Reply To is entered, this is used. If the Reply To Expression is provided, it is evaluated and the result used. The expression may refer to the Reply To value as "$replyTo".

Subject & Subject Expression - these define the email's Subject. If only Subject is entered, this is used. If the Subject Expression is provided, it is evaluated and the result used. The expression may refer to the Subject value as "$subject".

Text & Text Expression - these define the email's Text. If only Text is entered, this is used. If the Text Expression is provided, it is evaluated and the result used. The expression may refer to the Text value as "$text"."

Maximum Parts - the maximum number of parts that may be sent in a single message. These are sent as multiple SMS by the gateway provider, but are concatenated together so that the recipient sees a single message.
Each part will be charged separately by the provider.
The specified number must not exceed that supported by the provider.

The bottom half of the screen contains:
Number - the phone number to which the test message is to be sent
Message - the text for the SMS message
SMS Button - press to send the email
Email - this panel shows the email that will be sent
Status - this shows 'OK' if all is OK else an error message indicating what is wrong

To get the Email and Status to update you must press the Enter key when the cursor is positioned in either of the Number or Message fields.

Note: The Country and Area Prefixes are used to format phone numbers so that they have the required format. That is, the customer's number will be something like 0413 123 456, but the gateway needs the full international number, ie 61413123456.  However, if the customer lives in another country then their number will be something like (for Hong Kong) 852 1234 5678. You need to indicate that this is an international number by prefixing it with a +, ie +85212345678.

So the logic is:
If the number starts with a +, strip it and use that number.
Else does the customer's number start with the Area Prefix? If yes, then strip the prefix and add the Country Prefix.

SMS Configuration: SMSGlobal Email2SMS

This screen is used to configure the SMS gateway for SMSGlobal. See also Concepts|SMS and Reference|Setup|SMS. The screen is in two parts - the top contains the parameters, the bottom allows you to test the setup.

The fields in the top half are as follows:
Name - the name of the connection
Description - a description which serves to clarify the name
Website - SMSGlobal's website
Active - uncheck this box to deactivate this configuration
Country Prefix - the country code, eg 61 for Australia, 44 for the UK, etc
Area Prefix - the digit used to prefix the area code, ie 0 for Australia - see also below
From - a valid email address - this must be the same as that entered in the Email to SMS settings in the Email Settings page at https://mxt.smsglobal.com/integrations/email-to-sms
Subject - placeholder email subject. This is not used by SMSGlobal, but may be set to prevent mail servers from rejecting SMS emails as spam.
Maximum Parts - the maximum number of parts that may be sent in a single message. These are sent as multiple SMS by SMSGlobal, but are concatenated together so that the recipient sees a single message.
Each part is charged separately by SMSGlobal.
The specified number must not exceed that of the Maximum Messages Split Allowed setting in the SMSGlobal Email Settings page at https://mxt.smsglobal.com/integrations/email-to-sms.

The bottom half of the screen contains:
Number - the phone number to which the test message is to be sent
Message - the text for the SMS message
SMS Button - press to send the email
Email - this panel shows the email that will be sent
Status - this shows 'OK' if all is OK else an error message indicating what is wrong

To get the Email and Status to update you must press the Enter key when the cursor is positioned in either of the Number or Message fields.

Note: The Country and Area Prefixes are used to format phone numbers so that they have the required format. That is, the customer's number will be something like 0413 123 456, but the gateway needs the full international number, ie 61413123456. However, if the customer lives in another country then their number will be something like (for Hong Kong) 852 1234 5678. You need to indicate that this is an international number by prefixing it with a +, ie +85212345678.

So the logic is:
If the number starts with a +, strip it and use that number.
Else does the customer's number start with the Area Prefix? If yes, then strip the prefix and add the Country Prefix.

Schedule

This screen is used to create/edit/view the Schedules. These together with the views (see Organisation|Schedule View) determine how the Workflow|Scheduling screen works. It also sets options to control the check-in behaviour.

The fields are as follows:

Name - the name of the schedule
Description - serves to clarify the name
Slot Size - the size of each slot in the schedule.
Max Duration - the maximum duration for an appointment or calendar block. This is used to improve query response times. For daily schedules, this should be no longer than 24 hours. For boarding schedules, it should be no greater than the maximum boarding period.

Allow Double Booking - check this box to allow multiple appointments to be scheduled at the same time.
Active - uncheck this box to deactivate the schedule. Note that if you do deactivate a schedule because it is no longer needed, then you should also remove this schedule from any schedule views in which it is used, otherwise the Workflow|Scheduling screen will happily display and let you use a schedule that has been deactivated.
Start  & End Time - these define the work day - ie the times between which appointments can be booked. If left unset, they default to 08:00 to 18:00 respectively.  Enter either in hh:mm or hhmm format. If you enter just the hour the minute portion will be set to the current time (ie 9 yields 9:13 if the current time is 11:13).
If you set say 18:00 as the end time, then the last slot shown on the schedule will start at the slot size before this, ie 17:45 if you have a 15 minute slot size.
For a practice that operates on a 24 hour basis, you should set the start time to 00:00 and the end to 24:00.
Use All Work Lists - if this box is checked, then when an appointment if checked-in from this schedule, you will be able to choose any work list, otherwise only the worklists defined in the Work Lists tab will be available
Input Weight - if this box is checked, then as part of the check-in, the New Weight screen will be displayed so that the patient's weight can be entered
Use All Templates - if this box is checked, then as part of the check-in, all patient form and letter document templates will be displayed for you to select from, otherwise only those defined in the Templates tab will be available
Send Appointment Reminders - if this box is checked, SMS reminders may be sent automatically for appointments in the schedule. If not checked, then SMS reminders can still be sent manually.
Online Booking - determines if this schedule is available for online booking
Online Booking Times - specifies alternative times to the Start and End Times for online bookings.
Location - this field is mandatory and is used to set the Practice Location to be associated with this schedule when sending out SMS appointment reminders.
Cage Type - identifies a schedule as being a physical cage, used for boarding or in-hospital stay.  

Views tab - used to set the Schedule Views which this Schedule is included in

Appointments Types tab - as shown below, this is used to view, add and delete the Appointment Types that are valid for this Schedule.

The fields are as follows:
Appointment Type - the appointment type (the available types are determined by the Administration|Types|Appointment screen)
No of Slots - the lenght of this appointment type in this schedule
Default - check this box if this is the default appointment type.

Work Lists tab - as shown below, this is used to view, add and delete the Work Lists you can choose from when checking-in an appointment on this schedule.
These only apply when Use All Work Lists is not selected.
If a Work List has its Default flag selected, it will be pre-selected at patient Check-In.

The Work List flagged as the Default will be pre-selected

Templates tab - as shown below, this is used to view, add and delete the patient form and letter document templates that will be presented to choose from when checking-in an appointment to this schedule.
The templates will only be used if Use All Templates is not selected.

As you can see you can add, delete and modify the list of templates.
The Print option allows a template to be pre-selected for printing. Use this if a template is always printed when a patient is checked in to the schedule.

Schedule View

This screen is used to create/edit/view the Schedule Views. These together with the schedules themselves (see Organisation|Schedules) determine how the Workflow|Scheduling screen works.

The fields are as follows:
Name - the name of the schedule view
Description - serves to clarify the name
Active - uncheck this box to deactivate the schedule view
Display Expression - this the expression used to construct what is displayed when the schedule view contains multiple schedules. (It's not used if there is only a single schedule in the view.) See also Expressions below.
Display Notes - uncheck this if you do not want the notes icon shown on the multi-schedule version of the Workflow|Scheduling screen. On the single-schedule version, the notes text is shown in the Notes column.
Highlight - you can select None, Clinician, Event Type (ie appointment type), or Status. This determines the initial setting of the Highlight setting on the Scheduling screen. Remember that if you are going to make proper use of this highlighting facility, then you need to set different colours for each clinician (in Administration|Users), appointment type (in Administration|Types|Appointment). However if you want to change the status colours, it's more difficult - see Reference|Colours.
Multiple Day View - if selected, multiple days worth of appointments can be shown at once.
Use strikethrough for Completed/Cancelled - if selected, Completed and Cancelled appointments are displayed with strikethrough text.
Schedules tab - used to set the Schedules which this Schedule View includes.  If there are more than one, then the Workflow|Scheduling screen initially shows each schedule in its own column.  If there is only one, then a different screen format is used with columns for each of Status, Appointment Type, Customer, Patient, Reason and Notes.  Even with a multiple-schedule view, you can switch the Scheduling screen to show only a single schedule.

Test Button
Pressing the Test button opens a window that allows you to test and compose expressions. It includes documentation and examples as well as its own Test button that actually tests your expression and displays the resulting text.

Expressions
The expression shown in the screenshot above is duplicated here so you can copy it:

concat(openvpms:get(.,'clinician.name'),': ',openvpms:get(.,'customer.name'),' - ',openvpms:get(.,'patient.name'),'\n',openvpms:get(.,'act.reasonName'),' - ',openvpms:get(.,'act.statusName'))

Note that what we are doing is concatenating together bits of information from the openvpms:get calls with various separators, eg ': '. The '\n' injects a newline character to start a second line.

The following table shows the parameters that the expressions have access to, that is, each of the node names which can be used in the openvpms:get(.,'nodeName') function.

There are also a number of others which may be used, but not particularly efficiently as they require database queries.

• patient.objectReference - reference to the patient
• act.objectReference - reference to the appointment/task
• schedule.objectReference - reference to the schedule
• customer.objectReference - reference to the customer
• clinician.objectReference - reference to the clinician

To get the breed, do:

 openvpms:lookup(openvpms:get(., "patient.objectReference"), "breed")

To get the customer's last name, do:

 openvpms:get(.,"customer.objectReference.lastName") 

Notes:

• the various objectReference properties above aren't supported by the Display Expression editor and hence if you use its Test function, you will get 'Expression Error'
• if there is no patient, an empty string will be returned

However, if you need a customer's full name and address to show on a schedule view so that a house call vet can look at the schedule with his iPhone to see where to go next, then the following will do the trick:

normalize-space(openvpms:get(., "customer.objectReference.description"))

The 'normalize-space' function (one of the xpath functions) removes the newline characters to convert the multiline address into a single line.

Finally, an example where the information is displayed over three lines but is limited to 30 characters wide:

 concat(substring(concat(openvpms:get(., 'clinician.name'),': ', openvpms:get(., 'patient.name'),' ',openvpms:get(.,'customer.objectReference.lastName')),1,30),'\n', substring(concat('[',openvpms:lookup(openvpms:get(., 'patient.objectReference'),'breed'),']'),1,30),'\n', substring(concat(openvpms:get(.,'scheduleType.name'), ':', openvpms:get(.,'act.reasonName'),' ', openvpms:get(.,'waiting')),1,30)) 

Service Ratio Calendar

This screen is used to create/edit/view Service Ratio Calendars.
These are used to determine the dates and times that a Service Ratio applies.

The top part of the screen contains the calendar details.
The bottom part contains the events in the calendar.

The fields are as follows:

Calendar Events

Calendar Events determine when a Service Ratio applies.
Wherever there is:

• an event, the Service Ratio will be applied
• no event, the Service Ratio will be ignored

To add, change, or delete events, double click on a cell to edit it.
If the cell is empty, a new event will be created.
 

Stock Location

This screen is used to create/edit/view the Stock Locations, ie the store rooms where stock is held. See Concepts|Stock Control for background.

The fields are as follows:
Name - the name of the stock location. This will appear on various reports and documents so it should be set as you want it to appear.
Description - used to clarify the name if necessary
Active - uncheck this box to deactivate the stock location

The Default Author tab is used to view and maintain the user set as the author of stock management transactions generated by the system. It is possible to set an normal user for this, but it is better to create a special user - as is shown in the screen shot above.

Below is the Locations tab. Use this to set the Practice Locations to which this stock location belongs. One stock location can be used by multiple practice locations, but a practice location cannot have more than one stock location. Note that you can have a stock location not attached to a practice location, but it is of little use since all you can do is use the Products|Stock Management|Stock Transfer transaction to transfer items to it.  However, you could use this as a mechanism to keep a record of written-off stock, ie create a stock location called Write-offs unlinked to any practice location, and transfer written-off stock to it.

Till

This screen is used to create/edit/view the details of the Tills. See Concepts|Tills for background information.

The fields are as follows:

Opening the Cash Drawer

Many POS terminals support opening the cash drawer by sending a set of control codes to the receipt printer. OpenVPMS supports this through the Printer Name and Drawer Command fields.

OpenVPMS will send the drawer command to the receipt printer when:

• a payment containing Cash, Cheque, or Credit line item is finalised
• a payment containing an EFT line item with non-zero Cashout is finalised
• a refund containing a Cash, Cheque or Credit line item is finalised

Consult your POS terminal vendor for the appropriate control codes to use.

Alternatively, see this list.

Work List

This screen is used to create/edit/view the Work Lists. These together with the views (see Organisation|Worklist View) determine how the Workflow|Scheduling screen works and also to control what screens are presented as part of the check-in and worklist transfer processes. See also the note at the bottom about * as the default task type.

The fields are as follows:
Name - the name of the work list
Description - serves to clarify the name
Max Slots - the maximum number of slots in the work list, ie how many entries it can contain. For normal 'list of jobs' work lists this can be left at the default of 100. However, if your work list represents some limited commodity such as the number of boarding kennels, then you should set the Max Slots to this.  
Active - uncheck this box to deactivate the work list. Note that if you do deactivate a work list because it is no longer needed, then you should also remove this work list from any work list views in which it is used, otherwise the Workflow|Work Lists screen will happily display and let you use a work list that has been deactivated.
Use All Templates - uncheck this box if you want to limit the list of document templates presented for selection at check-in and worklist transfer time. You will then need to use the Templates tab to define which templates are to be displayed for selection, and if none are defined then the document selection step will be skipped. If the box is checked, then all suitable templates will be displayed for selection. Note that even if you do want to be able to select from all available templates, you may want to uncheck this box and list all the templates in the Templates tab because you can then control the order so that the most commonly used one are listed first.
Input Weight - uncheck this box if you do not want the Weight recording window to be displayed as part of the Check In process.
Create Flow Sheet - used to create a Smart Flow Sheet for a patient on Check In, or when the patient is transferred to the Work List. Only applies if Smart Flow Sheet has been configured for the Practice Location.
Default Flow Sheet Department - the default Flow Sheet department. Only applies if if Smart Flow Sheet has been configured for the Practice Location.
Default Flow Sheet Template - the default Flow Sheet treatment template. Only applies if if Smart Flow Sheet has been configured for the Practice Location.
Expected Hospital Stay - the default expected number of days stay.

Views tab - used to set the Work List Views which this Work List is included in

Task Types tab - as shown below, this is used to view, add and delete the Task Types that are valid for this work list.

The fields are as follows:
Task Type - the task type
No of Slots - this field is not currently used by the system (every task type uses one slot in the work list irrespective of anything you set here)
Default - check this box if this is the default task type

Templates tab - as shown below, this is used to view, add and delete the Templates that are valid for this work list - i.e. those that will be suggested for use when a check-in or task transfer is done.
The templates will only be used if Use All Templates is not selected.

As you can see you can add, delete and modify the list of templates.
The Print option allows a template to be pre-selected for printing. Use this if a template is always printed when a patient is checked in or transferred to the Work List.
 

Note that in order to enable the quickest possible selection of the Task Type on the Workflow/Work Lists screen, you should define an task type "*" (description 'unspecified') and make this the default.  When you do the check-in, this will get set as the task type, and can generally be left as is BECAUSE the Notes field of the worklist entry gets automatically set to the Appointment Reason + the Appointment Notes.  However, if you do want to set a specific Task Type, you can just edit the Worklist entry and press the Task Type binoculars to show the available types (and all available types will be displayed because * acts as a wildcard mean 'show all'). 

If you don't like this approach, then be sure to set the default task type for the worklist to the most common task, so that most of the time you don't need to change it.

Work List View

This screen is used to create/edit/view the Work List Views. These together with the work lists themselves (see Organisation|Work Lists) determine how the Workflow|Work Lists screen works.

The fields are as follows:
Work List View - the name of the work list view
Description - serves to clarify the name
Active - uncheck this box to deactivate the schedule view
Display Expression - this the expression used to construct what is displayed when the work list view contains multiple work lists. (It's not used if there is only a single work list in the view.) See also Expressions below.
Display Notes - uncheck this if you do not want the notes icon shown on the multi-work list version of the Workflow|Work List screen. On the single-work list version, the notes text is shown in the Notes column.
Highlight - you can select None, Clinician, Event Type (ie task type), or Status. This determines the initial setting of the Highlight setting on the Work Lists screen. Remember that if you are going to make proper use of this highlighting facility, then you need to set different colours for each clinician (in Administration|Users), task type (in Administration|Types|Task Type). However if you want to change the status colours, it's more difficult - see Reference|Colours.
Work Lists tab - used to set the Work Lists which this Work List View includes.  If there are more than one, then the Workflow|Work Lists screen shows each work list in its own column.  If there is only one, then a different screen format is used with columns for each of Status, Appointment Type, Customer, Patient, Reason and Notes.  Even with a multiple-work list view, you can switch the Work List screen to show only a single work list.

Test Button
Pressing the Test button opens a window that allows you to test and compose expressions. It includes documentation and examples as well as its own Test button that actually tests your expression and displays the resulting text.  Note that it is possible to write a valid complex expression that the Test facility says is invalid - see the note at the bottom of this page.

Expressions
The expression shown in the screenshot above is duplicated here so you can copy it:

 concat(openvpms:get(.,'clinician.name'),':',openvpms:get(.,'patient.name'),' ',openvpms:get(.,'customer.objectReference.lastName'),' =',substring(openvpms:get(.,'act.status'),1,2),' ', openvpms:get(.,'waiting'),'{',date:format(openvpms:get(., 'act.objectReference.appointments.source.startTime'), "HH:mm"),'}',openvpms:get(.,'customer.objectReference.type.name'),'\n','[',openvpms:lookup(openvpms:get(.,'patient.objectReference'),'breed'),'] ',openvpms:get(.,'scheduleType.name'),':',openvpms:get(.,'act.objectReference.author.entity.name'),'\n',openvpms:get(.,'act.description')) 

Note that what we are doing is concatenating together bits of information from the openvpms:get calls with various separators, eg ': '. The '\n' injects a newline character to start a second line. The above expression generates output like:

ie the clinician is DQ, the patient is Miso, customer last name Liang, status is In Progress, 1 hour 32 between being checked in and the consult starting, the appointment was at 09:15, the customer Account Type is 'Creature Comforts', breed is Poodle-Toy, task type is Hospital Inpatient, the task author is 'Anita Chiu', and the bottom line gives the task notes.

The following table shows the parameters that the expressions have access to, that is, each of the node names which can be used in the openvpms:get(.,'nodeName') function.

There are also a number of others which may be used, but not particularly efficiently as they require database queries.

• patient.objectReference - reference to the patient
• act.objectReference - reference to the appointment/task
• schedule.objectReference - reference to the schedule
• customer.objectReference - reference to the customer
• clinician.objectReference - reference to the clinician
• author.objectReference - reference to the author

To get the breed, do:

openvpms:lookup(openvpms:get(., "patient.objectReference"), "breed")

To get the customer's last name, do:

openvpms:get(.,"customer.objectReference.lastName")

To get the referring practice if any, use:

expr:concatIf('\n', 'Ref: ',openvpms:get(party:getPatientReferralVetPractice(openvpms:get(., 'patient.objectReference')), 'name'))

In the above, the expr:concatIf() function ensures that things work nicely if there is no referring practice since the whole expression becomes null if one component is null.

To get the appointment start time (in 24hour format) for this task, do:

date:format(openvpms:get(., 'act.objectReference.appointments.source.startTime'), "HH:mm"))

Notes:

• the various objectReference properties above aren't supported by the Display Expression editor and hence if you use its Test function, you will get 'Expression Error'
• when you are testing a new expression, remember that you need to logout and log back in again in order for the new expression to be active
• if there is no patient, and empty string will be returned
• The various $patient, $customer, $task etc variables that are available in macro expressions are not available here

However, if you need a customer's full name and address to show on a schedule view so that a house call vet can look at the schedule with his iPhone to see where to go next, then the following will do the trick:

normalize-space(openvpms:get(., "customer.objectReference.description"))

The 'normalize-space' function (one of the xpath functions) removes the newline characters to convert the multiline address into a single line.

Confirm Delete

When you press the Delete button on the Administration|Organisation screen, a confirmation window will appear.

If the selected Organisation is not in use and can be deleted, the window will simply ask you to confirm the delete. Press OK to confirm or Cancel to abort.

If it cannot be deleted because it is in use, the text will be "xxxx has relationships and cannot be deleted. Do you want to deactivate it instead?"(where xxx is the name of the item you are trying to delete). Pressing OK will unset its Active flag, Cancel will abort.

If it is in use but can be deleted, the text will be "xxxx has relationships. Are you sure want to delete? This operation cannot be undone." (where xxx is the name of the item you are trying to delete). Pressing OK will delete the item as well as all references to it, Cancel will abort.

Confirm New

This is the New Organisation confirmation window. Select the type of Organisation to be created and then use OK to continue or Cancel to abort. Note that if you have selected a type on the Organisation screen, then this will already be selected in this window (even if it is not showing in the list of types) - thus you can normally simply click OK to proceed.