CHAPTER 26: INFORMATION SEARCH

Chapter 26: Infrmatin Search CHAPTER 26: INFORMATION SEARCH AVImark allws yu t lcate r target a variety f infrmatin in yur data including clients, patients, Medical Histry, and accunting. The data can be srted, filtered, printed, and exprted t a variety f frmats. Yu set the criteria by specifying what type f infrmatin yu want t lk fr in the Lk fr clumn, specifying a Cmparisn test that tells AVImark hw t lk, and typing certain Value(s) that yu want AVImark t search fr. Selected data may then be viewed, rganized, sent t a printer fr reprts and/r labels, and/r sent t a wrd prcessr, and s n. Yu may als chse t send dcuments t any client/patient selected by the search. In this chapter, yu will learn hw t: "Access the Infrmatin Search Display" n page 1 Utilize New Search Criteria Windw n page 2 "Create and Run a New Search" n page 2 "Save a New Search" n page 9 "Print and Email Results" n page 9 "Create a Sample Search" n page 12 "Print the Criteria" n page 13 Omit Infrmatin n page 13 "Mdify an Existing Search" n page 13 Access the Infrmatin Search Display On the CID, pen the Wrk with menu. Click Infrmatin Search t display the Search library windw. 1

Chapter 26: Infrmatin Search Chse Search Criteria (Library) Windw Frm the Chse Search Criteria windw r library windw AVImark allws yu t create search categries that can be used t rganize searches pertaining t a specific grup f clients and/r patients. File Menu Select the Print ptin t print a search categry and the criteria fr each search Frm the Print windw use the Categry drp-dwn ptin t chse the categry yu want t include n the reprt. Leave the ptin set t All Categries t include all categries n the reprt. Check the Print Criteria ptin t include the set up f each search included n the reprt. Under the Srt By area select t srt the reprt by Categry and then by Cde r Name. In the Print T field click n the drp-dwn list t chse a printer. Use the Preview ptin t view the reprt n screen and select Print t print the reprt. Click Dne t clse the windw. Edit Menu Use the Und and Red ptins t revert back t changes that have been made. Click Select All t chse all entries within the categry that is currently selected r chse t Invert the Selectin. View Menu Select Refresh t refresh the screen r press F11 Use the Clumns feature t custmize the displayed clumns The Entry Histry ptin will display a histry f changes made t the selected entry. Select Shw/Hide Preview t view r hide ntes assciated with the entries. Use the Shw/Hide Grup Panel ptin t display a panel area allwing yu t chse a categry yu want t rganize the entries by. Help Menu Select the Tpic ptins t access AVImark s Help file. Creating a Categry Under the Categry windw chse right-click New t begin creating a categry. In the Categry field enter a descriptive name that will represent searches assciated r lcated in this categry. Click OK t cmplete the setup. Assigning a Search Name Befre creating a search r defining the criteria fr the search yu can assign the search a name and attach ntes t the search. Hwever, this can als be dne after setting up the search. Frm the Library windw under the Search Criteria sectin chse right-click New. The Categry field displays the categry this search will be assciated with. By chsing anther categry AVImark will mve this search t the selected categry after clicking OK. In the Cde field type a cde that will represent this search. Type a descriptive name fr the search in the Name field. Use the Text area t type ntes that refer t the search. Click OK t cmplete the setup. Yu can then duble left-click n this search name t begin defining the criteria. Utilize New Search Criteria Windw After creating a search r selecting a search yu will autmatically be taken t the New Search Criteria windw. 2

Chapter 26: Infrmatin Search Menu Optins By utilizing the menu ptins yu can perfrm many functins. File Menu Selecting New Criteria allws yu t pen and create a new search. T wrk with anther search select the Chse Criteria ptin. After wrking with the selected search chse Save t save yur additins and changes. The Save As New Criteria saves the search under a new name. Select Remve t delete the selected search. The Print Criteria ptin will print the infrmatin search specificatins. When the Print windw pens click Print t view the setup f the search. This is the infrmatin used by AVImark s Technical Supprt t review the setup f the search. Edit Select New Cnditin t begin creating cnditins fr the selected search. The Delete Cnditin ptin will delete the cnditin yu have currently highlighted. View Refresh will refresh r redisplay the screen. Click the Search ptin t run the search and have AVImark display the results. The Cde Editr ptin allws yu t cpy and paste search specs. Results Select the Email ptin t send a mass email t yur clients fund in the search. The Exprt ptin allws yu t merge yur search results t Excel. Selecting Print will display the Print Query windw again. Tab Pages The new search windw uses 3 tabs t accmplish setting up the entire search criteria. Yu will wrk with all 3 areas t cmplete setup f each search. Search Criteria Tab The infrmatin search nly requires yu specify what infrmatin will be used t narrw dwn yur database and yu will d this n the Search Criteria tab. Yu d nt mark r select the fields that will be reprted in this tab. Entries setup in the Search Criteria windw determines what area f the prgram infrmatin is being pulled frm. T setup a new search chse right-click New Cnditin t pen the New Search Cnditin windw. Reprt Criteria Tab Frm the Reprt Criteria tab yu will select what infrmatin needs t be printed n the reprt Use the Find field t select the item in the list yu wish t reprt. Duble left-click n the entry r use the arrw buttns t mve it under the Reprt Fields area r use the drag and drp functin. 3

Chapter 26: Infrmatin Search Search Results Tab T run the search, click the Search buttn at the bttm f any tab. The search results will be displayed in the Search Results tab. Create and Run a Search Yu may add any number f new searches t the Search Library, giving each search a name f yur chice. On the Search Criteria (Library) windw, click Cancel t display a New Search windw. Begin defining the criteria under the Search Criteria tab. Search Criteria Under the Search Criteria tab yu will define the values needed fr lcating the desired infrmatin. Keep in mind yu d nt need t include all values yu want t print n the reprt nly thse main values used t find the clients r patients. Under the Search Criteria tab select right-click New Cnditin r click the Page like icn t begin defining the values fr the search. Frm the scrllable list chse an area yu want AVImark t search in (i.e. Clients, Accunting, etc.). T search fr a specific field within the client area select Client Use the Accunt ptin t search fr a specific field within the Accunting area fr a client. T set up criteria searching by patient age, breed, check-in date, etc. select the Patient ptin. 4

Chapter 26: Infrmatin Search The Histry ptin allws yu t search fr fields r infrmatin within the Medical Histry area. Use the Patient Reminder ptin t define criteria that will search fr patients based n when reminders are due, reminder descriptin, series name, etc. T search fr patient test results lcated in the patient Medical Histry Analyte windw select the Analyte ptin. Select the Appintment ptin and use a number f the criteria ptins such as when the appintment is due, the appintment type, r if it s an appintment fr a new client r patient. Restrict the search by searching fr Check-in infrmatin such as In Date, Out Date, Waiting Since Date r Time, Released, Status, etc. If using the Client File Attachment ptin yu can search fr the attachment descriptin, filename, attached ntes and ther client infrmatin. T search fr credit card infrmatin select the Credit Transactin ptin. T search fr entries that are n the E-Travel Sheet select the E-Travel Entry ptin. Search fr the patients assciated fllw-up infrmatin by selecting the Fllw-up ptin. 5

Chapter 26: Infrmatin Search Select the Histry File Attachment ptin t search fr file attachments that are linked t a medical histry entry. The Histry Item Used ptin can be used t search fr inventry used items in Medical Histry. Frm this criteria ptin yu can als search fr cntainer and variance infrmatin. T search fr infrmatin cntained in a Medical Cnditin Recrd such as the vitals, ntes and Mre Stuff select the Medical ptin. T search fr the abnrmality infrmatin within a SOAP recrd select the Medical Abnrmality Entry ptin. Use the Medical Diagnses Entry ptin t search fr the diagnses infrmatin such as cde, descriptin and rejected in the SOAP recrd. T search fr the diagnstic entry in the SOAP recrd select the ptin Medical Diagnstic Entry. Search fr the rule-ut entries by selecting the ptin Medical Rule-ut Entry. Use the Medical Subjective Entry ptin t search fr ntes r ther infrmatin cntained in the Subjective area f the SOAP recrd. T search fr the quantity r repeat values f therapeutic entries included in SOAP recrds select the ptin Medical Therapeutic Entry. Select the Ownership ptin t search fr split-billing infrmatin such as percent, previus wner and the start and end dates. T search fr patients by estimates select the Patient Estimate ptin. By selecting this ptin yu can search fr active estimates, expiratin dates r thse that have expired as well as the name and date given. T search fr an entry included in an estimate by searching fr the Cde, Descriptin, Cunt, Amunt and ther criteria select the ptin Patient Estimate Entry. T search fr the name r descriptin f a file attached t a patient select the ptin Patient File Attachment. Select the Payment Accunt ptin t search fr clients wh are n a payment plan. This is fr clinics using MPS. Use the ptin Prblem Histry t search fr the descriptin, pen date and clsing date f entry within a patient Prblem Histry. Select the Recurring Payment ptin t search fr a client that has been set up n a recurring payment plan. This is fr clinics using MPS. Search fr a requisitin frm attached t a patient by using the Requisitin ptin. Use the Requisitin Entry ptin t search fr a specific entry n a Requisitin frm. If using Sund Technlgies and wanting t search fr the file r assciated entry select the Sund Image ptin. T lcate test result infrmatin such as instrument name, test date, status and ther infrmatin lcated in the Medical Histry Tests windw select the Test ptin. Search fr specific infrmatin based n a patient s vaccinatin using the Vaccine ptin. Use the Whitebard Activity ptin t search fr infrmatin such as Rate, Cmpleted, User ID and ther values fr a scheduled entry n the Whitebard. Search fr entries n a Wrk List by using the Wrk List ptin. By using the Other Areas drp-dwn list yu can chse ther areas that yu wuld like fr AVImark t search in, such as; audit trail entries, blck-ffs, purchase rders, etc. By selecting anther area ther fields will be displayed. After chsing an area press Enter r click Next. Next chse t have AVImark search thrugh all clients r thrugh thse that have been included in a search and click Next. 6

Chapter 26: Infrmatin Search AVImark defaults t the ptin Search based n a particular Client field values, which is the value yu are currently defining fr the new search. Under the Advanced area chse t have AVImark Search fr values within anther previusly defined search, Search n a summary field within anther previusly defined search r Select All. Chsing an ptin under the Advanced tab and selecting Next will pen anther windw allwing yu t select the search yu want t search in and/r the specific field. Chse a specific value yu want t use t restrict the search and click Next t advance t the next screen. It is nt necessary t search fr all fields yu want t include n the reprt. Frm this windw simply select the main values used t lcate the grup f clients and/r patients yu are searching fr. In the next screen chse a Cmparisn value by clicking n the drp-dwn list and then entering the apprpriate value in the adjacent field. Select Finish after defining the apprpriate infrmatin and the criteria cnditin will appear under the Search Criteria tab. Select right-click New t define mre values and cmparisns fr the selected search. A checkmark will appear by the criteria yu want t use fr defining the search. Yu can quickly change a cmparisn value by clicking n the cmparisn and selecting a value frm the drp-dwn list. Creating Sub-Cnditins When searching fr criteria and defining values where yu need t search fr either r, yu will want t create sub-cnditins. Fr example; when searching fr clients that live in a specific area yu can have AVImark lcate the clients by searching fr the city r zip cde. Frm the Search Criteria tab select the value line yu want t create a sub-cnditin under. Frm the right-click menu select New Sub-cnditin. Use the apprpriate drp-dwn arrws t change the value frm all t ne r mre r frm True t False. Reprt Criteria After defining the search values yu will determine what infrmatin needs t be included n the reprt and als hw t srt the infrmatin. Click the Reprt Criteria tab 7

Chapter 26: Infrmatin Search Frm the scrllable list n the left chse the field yu want t include n the reprt and click the green arrw pinting t the right r duble left-click n the field. Repeat this prcess until the desired fields r values are selected. Use the Find field t quickly lcate the desired field by typing the name in the field and AVImark will display fields matching the characters typed. T determine the reprt srting ptins fr a value duble left-click n the value under the Reprt Fields area r select right-click Change. If apprpriate change the title f the clumn heading in the Captin field. Use the Width field t specify the amunt f characters allwed fr the width f the clumn. In the first Srt Order field specify the sequential number this clumn will appear in. Click n the srt drp-dwn list t have AVImark srt the clumn by Ascending, Descending r leave it unsrted. Under the Summary area chse the desired summary r cunt ttal. Select Sum t have AVImark add the values in the assciated clumn. Use the Cunt ptin t display a ttal cunt f the selected criteria. Select Cunt Distinct t prevent duplicates frm being added int the ttal amunt. If yu want an Average f the number fund in the assciated clumn select this ptin. Select the Min r Max ptins and AVImark will print the minimum and maximum values fr the clumn n the Subttal line. Click OK nce all apprpriate infrmatin has been specified. Subttals and Summary Setup Use the Subttals and Summary ptin t custmize the infrmatin AVImark is subttaling and summarizing. If apprpriate frm the Reprt Criteria tab select the Setup ptin fr Subttals and Summary. 8

Chapter 26: Infrmatin Search T subttal a clumn yu are srting click n the Subttal By drp-dwn arrw t select the clumn yu want t use fr subttaling. Under Summarize check the Summarize by Srt Oder ptin t reflect n hw the clumns are already srted. Or t have AVImark srt the clumn differently r grup things tgether check the Specify Summary Order ptin. Search Results After the search criteria has been defined yu can then run the search t determine the results. Frm any tab in the Infrmatin Search windw click the Search buttn at the bttm f the windw. The results will be displayed n the Search Results windw and the Print Query windw will pen. Frm the Print windw click Print t print the results r click Dne t clse the Print windw and review the results. Yu can pen a clients file by duble left-click n the apprpriate client name. After clicking Dne n the Print windw and reviewing the results simply click the Printer icn r select Results, Print frm the menu t repen the Print windw. T learn mre abut: Creating Searches Search the Help fr: Infrmatin Search Save a New Search Saving the Search Once the criteria and reprt values have been defined it is recmmended t save the search. Frm the File menu select Save. Chse the Categry where the search will be cntained, enter a Cde and the search Name. Click OK t save the search. Print and E-mail Results Print Query Windw By using the Print Query windw yu can print results, dcuments, pstcards r mailing labels. T pen the Print Query windw select the Search buttn at the bttm f the Criteria windw r frm the Results menu click Print. 9

Chapter 26: Infrmatin Search Print Results Click n the Print T drp-dwn arrw t chse the apprpriate printer yu are sending the results t. AVImark defaults t having the Print Results ptin selected and yu will want this checked when printing the search results. T view the results and the reprt layut befre printing click the Preview buttn. When ready t print the results click the Print buttn. Merge t Dcument T print dcuments fr clients and patients fund in the search yu will want t use the Merge t Dcument ptin. In the Print Query windw select the Merge t Dcument ptin. Frm the Dcument field click the search r brwse buttn. Lcate the dcument, select it and click Open t display the dcument name in the Dcument field. Click n the Srt By drp-dwn arrw t chse hw yu wish t srt the dcuments. If multiple patients belnging t ne client are listed in the search results yu can print ne dcument fr the client instead f fr each patient by clicking the One per client ptin. Click Print when ready t print the dcuments. 10

Chapter 26: Infrmatin Search Print Pst Cards After running the search yu can als print pstcards fr the clients fund in the search. In the Print Query windw click n the Print T drp-dwn arrw t select the printer yu are sending the pstcards t. Yu will then check the Print Pst Cards ptin. T begin entering the text click the Pst Card Text Setup ptin. This will display a nte windw allwing yu t enter the desired text and apprpriate merge wrds. Click Dne nce the text has been entered. Use the Per Page drp-dwn arrw t select hw many pstcards will be printing n ne page. T srt the pstcards by a default srt, Zip Cde, Client Name r Accunt click n the Srt By drp-dwn arrw and select the desired ptin. If the client has multiple pets that were fund n the search check the One Per Client ptin t print nly ne pstcard per family. Click Print when ready t print the pstcards. Print Mailing Labels If using the Infrmatin Search t print letters r dcuments t the grup f clients fund in a search yu can als print mailing labels fr thse clients. In the Print Query windw click n the Print T drp-dwn arrw t select the printer that will be used fr printing the mailing labels. Click the Print Mailing Labels ptin t define the label settings. Frm the Style drp-dwn arrw chse the style AVImark shuld print the labels in. Click n the Srt By drp-dwn arrw t srt the labels by Zip Cde, Client Name, Accunt r the default srt. Click Print when ready t begin printing the labels. E-mailing Results After running a search yu can email the results. Frm the Results menu click E-mail. Select the Message Text bx t enter the email text in an AVImark Nte windw. Click Dne after entering the text. T send ne e-mail per client check the One Per Client checkbx. Use the Attached File brwse buttn t search fr a file yu wish t include with the e-mail. This culd be a dcument, pht, pdf, etc. Click n the Reply T drp-dwn arrw t select the reply e-mail address, which is fund in Hspital Advanced Optins. When ready t send the e-mails click Send. Exprting Results The results f an Infrmatin Search can be exprted t Excel allwing yu t change the frmat and arrange the infrmatin and als save the infrmatin results. After running the search chse Results, Exprt frm the menu. In the File Name field type the name f the file fllwed by the extensin CSV r DBF. Yu can als click the brwse buttn t search fr a file and save the merged file as the selected file. Click n the Merge Frmat drp-dwn arrw t chse the frmat fr the infrmatin being exprted t Excel. Standard, cnslidated - The first line f the merge file will cntain titles fr cmmn client and patient data fields. Then, fr each client selected, the merge file will cntain this infrmatin. Client infrmatin - This merge file will cntain detailed client fields fr the clients selected in the search. Accunt transactin - This merge file will cntain detailed accunting fields fr the accunting infrmatin selected in the search. 11

Chapter 26: Infrmatin Search Patient infrmatin - This merge file will cntain detailed patient fields fr the patients selected in the search. Medical histry - This merge file will cntain detailed medical histry fields fr the medical histry selected in the search. Reminder infrmatin - This merge file will cntain detailed reminder fields fr the reminder infrmatin selected in the search. Custm frmat - This will prvide up t 20 fields f infrmatin in the merge file fr thse fields yu are searching fr. These fields may include client, accunt, patient, and/r medical histry data. T list the client nly nce in the exprted file select the One Per Client ptin. Click Exprt when ready t send the infrmatin search results t an Excel frmat. Create a Sample Search Fr this example we will set up a new search t find all active canines brn in the mnth f June, belnging t wners wh have spent greater than $1000 in the last 12 mnths with yur hspital. Frm the CID access the Wrk with menu and chse Infrmatin Search t display the Chse Search Criteria windw. At this time yu can define a search name and click Dne r press Cancel t set up the search first. Search Criteria Under the Search Criteria tab select right-click New Cnditin. Frm the Area scrllable list select Client and click Next. Leave the default ptin Search based n a particular Client field value selected and click Next. Chse Fiscal Sales frm the field list and click Next. Frm the Cmparisn drp-dwn list select is greater than and in the value field enter $1000 and click Finish. Chse right-click New Cnditin t define the patient values. Frm the area scrllable list select Patient and click Next. Leave the default ptin Search based n a particular Patient field value selected and click Next. Select the Birthday field and click Next. Use the Cmparisn drp-dwn list t chse the apprpriate value and fr ur example we will chse equals and tab t the next field and type Jun r 06. Click n the Date Calculatin drp-dwn list and select Mnth f. Select Finish after defining the criteria fr this value. Chse right-click New Cnditin. Chse the Patient area and click Next. Leave the default ptin selected and click Next. In the Find field type Species Name, click the plus symbl next t Species Entry and select Species Name. Click Next t cntinue. Use the Cmparisn equals and type Canine in the value field. Click Finish t cmplete the setup. Reprt Criteria After defining the criteria fr the search yu will then specify the infrmatin t be included n the reprt. Select the Reprt Criteria tab t define the reprt values. Use the Find field r scrll thrugh the list t find the field yu wish t reprt. After selecting the field, click the right green arrw r duble left-click n the field t place it under the Reprt Fields area. Change the rder r placement f the field by selecting right-click Change. 12

Chapter 26: Infrmatin Search Run the Search Click the Search buttn t display the results n the Search Results tab. Yu can then chse t print the results. Saving the Search Once the criteria and reprt values have been defined it is recmmended t save the search. Frm the File menu select Save. Chse the Categry where the search will be cntained, enter a Cde and the search Name. Click OK t save the search. Print the Criteria There may be an instance where yu need t print the criteria fr a search and this can be easily dne. In the Search Criteria windw select File, Print Criteria frm the menu Click n the Print T drp-dwn list t select the desired printer. Use the Preview buttn t view the search specificatins directly n the screen. When ready t print the criteria setup select Print. Omit Infrmatin With the new design f the Infrmatin Search feature AVImark prvides a much mre cntrllable and flexible way f mitting infrmatin frm searches. The idea is t create tw searches minimizing the detailed setup f ne search and allwing yu t use the searches within ther searches. Yu will first create the main search. Fr example, lk fr all patients wh have received a Heartwrm treatment. Next yu will create a secnd search that will lcate patients that have nt received a Heartwrm. Frm the Search Criteria tab define a Patient value and chse the Advanced ptin Search fr Patient within anther previusly defined search. Frm the next screen set the value t Des Nt Exist in and click n the secnd drp-dwn list t chse the apprpriate search, fr example Patients with Heartwrm. Run the search and AVImark will mit patients that have received a heartwrm treatment and will display nly patients meeting the set criteria that have nt received a heartwrm treatment. Mdify an Existing Search AVImark allws yu t mdify the search criteria f an existing search. Frm the Chse Search Criteria (Library) windw, select the search yu wish t mdify and click Dne r duble left-click t display the Infrmatin Search criteria fr the selected search. Mdify the search criteria as desired and frm the File menu click Save t save the new mdificatins. T save the mdified search and give a new name, pen the File menu and click Save As t display the Change Infrmatin Search windw. Type the name yu wish t assign the mdified search and click Dne. T learn mre abut: Using the Last Search ptin Search the Help fr: Infrmatin Search 13

14 Chapter 26: Infrmatin Search

15 Chapter 26: Infrmatin Search