CHAPTER 26: INFORMATION SEARCH
AVImark allows you to locate or target a variety of information in your data including clients, patients, Medical History, and accounting. The data can be sorted, filtered, printed, and exported to a variety of formats. You set the criteria by specifying what type of information you want to look for in the Look for column, specifying a Comparison test that tells AVImark how to look, and typing certain Value(s) that you want AVImark to search for. Selected data may then be viewed, organized, sent to a printer for reports and/or labels, and/or sent to a word processor, and so on. You may also choose to send documents to any client/patient selected by the search.
In this chapter, you will learn how to:
"Access the Information Search Display" on page 1 “Utilize New Search Criteria Window” on page 2 "Create and Run a New Search" on page 2 "Save a New Search" on page 9
"Print and Email Results" on page 9 "Create a Sample Search" on page 12 "Print the Criteria" on page 13 “Omit Information” on page 13
"Modify an Existing Search" on page 13
Access the Information Search Display
• On the CID, open the Work with menu. Click Information Search to display the Search library window.
Choose Search Criteria (Library) Window
From the Choose Search Criteria window or library window AVImark allows you to create search categories that can be used to organize searches pertaining to a specific group of clients and/or patients.
File Menu
• Select the Print option to print a search category and the criteria for each search
• From the Print window use the Category drop-down option to choose the category you want to include on the report. Leave the option set to All Categories to include all categories on the report.
• Check the Print Criteria option to include the set up of each search included on the report. • Under the Sort By area select to sort the report by Category and then by Code or Name. • In the Print To field click on the drop-down list to choose a printer.
• Use the Preview option to view the report on screen and select Print to print the report. • Click Done to close the window.
Edit Menu
• Use the Undo and Redo options to revert back to changes that have been made.
• Click Select All to choose all entries within the category that is currently selected or choose to Invert the Selection.
View Menu
• Select Refresh to refresh the screen or press F11
• Use the Columns feature to customize the displayed columns
• The Entry History option will display a history of changes made to the selected entry. • Select Show/Hide Preview to view or hide notes associated with the entries.
• Use the Show/Hide Group Panel option to display a panel area allowing you to choose a category you want to organize the entries by.
Help Menu
• Select the Topic options to access AVImark’s Help file. Creating a Category
• Under the Category window choose right-click New to begin creating a category. • In the Category field enter a descriptive name that will represent searches associated or
located in this category.
• Click OK to complete the setup. Assigning a Search Name
Before creating a search or defining the criteria for the search you can assign the search a name and attach notes to the search. However, this can also be done after setting up the search.
• From the Library window under the Search Criteria section choose right-click New. • The Category field displays the category this search will be associated with. By choosing
another category AVImark will move this search to the selected category after clicking OK. • In the Code field type a code that will represent this search.
• Type a descriptive name for the search in the Name field. • Use the Text area to type notes that refer to the search. • Click OK to complete the setup.
• You can then double left-click on this search name to begin defining the criteria.
Utilize New Search Criteria Window
After creating a search or selecting a search you will automatically be taken to the New Search Criteria window.
Menu Options
By utilizing the menu options you can perform many functions. File Menu
• Selecting New Criteria allows you to open and create a new search. • To work with another search select the Choose Criteria option.
• After working with the selected search choose Save to save your additions and changes. • The Save As New Criteria saves the search under a new name.
• Select Remove to delete the selected search.
• The Print Criteria option will print the information search specifications. When the Print window opens click Print to view the setup of the search. This is the information used by AVImark’s Technical Support to review the setup of the search.
Edit
• Select New Condition to begin creating conditions for the selected search.
• The Delete Condition option will delete the condition you have currently highlighted. View
• Refresh will refresh or redisplay the screen.
• Click the Search option to run the search and have AVImark display the results. • The Code Editor option allows you to copy and paste search specs.
Results
• Select the Email option to send a mass email to your clients found in the search. • The Export option allows you to merge your search results to Excel.
• Selecting Print will display the Print Query window again. Tab Pages
The new search window uses 3 tabs to accomplish setting up the entire search criteria. You will work with all 3 areas to complete setup of each search.
Search Criteria Tab
The information search only requires you specify what information will be used to narrow down your database and you will do this on the Search Criteria tab. You do not mark or select the fields that will be reported in this tab.
Entries setup in the Search Criteria window determines what area of the program information is being pulled from.
• To setup a new search choose right-click New Condition to open the New Search Condition window.
Report Criteria Tab
From the Report Criteria tab you will select what information needs to be printed on the report
• Use the Find field to select the item in the list you wish to report.
• Double left-click on the entry or use the arrow buttons to move it under the Report Fields area or use the drag and drop function.
Search Results Tab
• To run the search, click the Search button at the bottom of any tab. The search results will be displayed in the Search Results tab.
Create and Run a Search
You may add any number of new searches to the Search Library, giving each search a name of your choice.
• On the Search Criteria (Library) window, click Cancel to display a New Search window. • Begin defining the criteria under the Search Criteria tab.
Search Criteria
Under the Search Criteria tab you will define the values needed for locating the desired information. Keep in mind you do not need to include all values you want to print on the report only those main values used to find the clients or patients.
• Under the Search Criteria tab select right-click New Condition or click the Page like icon to begin defining the values for the search.
• From the scrollable list choose an area you want AVImark to search in (i.e. Clients, Accounting, etc.).
o To search for a specific field within the client area select Client
o Use the Account option to search for a specific field within the Accounting area for a client.
o To set up criteria searching by patient age, breed, check-in date, etc. select the Patient option.
o The History option allows you to search for fields or information within the Medical History area.
o Use the Patient Reminder option to define criteria that will search for patients based on when reminders are due, reminder description, series name, etc.
o To search for patient test results located in the patient Medical History Analyte window select the Analyte option.
o Select the Appointment option and use a number of the criteria options such as when the appointment is due, the appointment type, or if it’s an appointment for a new client or patient.
o Restrict the search by searching for Check-in information such as In Date, Out Date, Waiting Since Date or Time, Released, Status, etc.
o If using the Client File Attachment option you can search for the attachment description, filename, attached notes and other client information.
o To search for credit card information select the Credit Transaction option. o To search for entries that are on the E-Travel Sheet select the E-Travel Entry
option.
o Search for the patients associated follow-up information by selecting the Follow-up option.
o Select the History File Attachment option to search for file attachments that are linked to a medical history entry.
o The History Item Used option can be used to search for inventory used items in Medical History. From this criteria option you can also search for container and variance information.
o To search for information contained in a Medical Condition Record such as the vitals, notes and More Stuff select the Medical option.
o To search for the abnormality information within a SOAP record select the Medical Abnormality Entry option.
o Use the Medical Diagnoses Entry option to search for the diagnoses information such as code, description and rejected in the SOAP record.
o To search for the diagnostic entry in the SOAP record select the option Medical Diagnostic Entry.
o Search for the rule-out entries by selecting the option Medical Rule-out Entry. o Use the Medical Subjective Entry option to search for notes or other information
contained in the Subjective area of the SOAP record.
o To search for the quantity or repeat values of therapeutic entries included in SOAP records select the option Medical Therapeutic Entry.
o Select the Ownership option to search for split-billing information such as percent, previous owner and the start and end dates.
o To search for patients by estimates select the Patient Estimate option. By selecting this option you can search for active estimates, expiration dates or those that have expired as well as the name and date given.
o To search for an entry included in an estimate by searching for the Code,
Description, Count, Amount and other criteria select the option Patient Estimate Entry.
o To search for the name or description of a file attached to a patient select the option Patient File Attachment.
o Select the Payment Account option to search for clients who are on a payment plan. This is for clinics using MPS.
o Use the option Problem History to search for the description, open date and closing date of entry within a patient Problem History.
o Select the Recurring Payment option to search for a client that has been set up on a recurring payment plan. This is for clinics using MPS.
o Search for a requisition form attached to a patient by using the Requisition option. o Use the Requisition Entry option to search for a specific entry on a Requisition
form.
o If using Sound Technologies and wanting to search for the file or associated entry select the Sound Image option.
o To locate test result information such as instrument name, test date, status and other information located in the Medical History Tests window select the Test option. o Search for specific information based on a patient’s vaccination using the Vaccine
option.
o Use the Whiteboard Activity option to search for information such as Rate, Completed, User ID and other values for a scheduled entry on the Whiteboard. o Search for entries on a Work List by using the Work List option.
• By using the Other Areas drop-down list you can choose other areas that you would like for AVImark to search in, such as; audit trail entries, block-offs, purchase orders, etc. By selecting another area other fields will be displayed.
• After choosing an area press Enter or click Next.
• Next choose to have AVImark search through all clients or through those that have been included in a search and click Next.
o AVImark defaults to the option Search based on a particular Client field values, which is the value you are currently defining for the new search.
o Under the Advanced area choose to have AVImark Search for values within another previously defined search, Search on a summary field within another previously defined search or Select All.
o Choosing an option under the Advanced tab and selecting Next will open another window allowing you to select the search you want to search in and/or the specific field.
• Choose a specific value you want to use to restrict the search and click Next to advance to the next screen. It is not necessary to search for all fields you want to include on the report. From this window simply select the main values used to locate the group of clients and/or patients you are searching for.
• In the next screen choose a Comparison value by clicking on the drop-down list and then entering the appropriate value in the adjacent field.
• Select Finish after defining the appropriate information and the criteria condition will appear under the Search Criteria tab.
• Select right-click New to define more values and comparisons for the selected search. • A checkmark will appear by the criteria you want to use for defining the search.
• You can quickly change a comparison value by clicking on the comparison and selecting a value from the drop-down list.
Creating Sub-Conditions
When searching for criteria and defining values where you need to search for either or, you will want to create sub-conditions. For example; when searching for clients that live in a specific area you can have AVImark locate the clients by searching for the city or zip code.
• From the Search Criteria tab select the value line you want to create a sub-condition under. • From the right-click menu select New Sub-condition.
• Use the appropriate drop-down arrows to change the value from all to one or more or from True to False.
Report Criteria
After defining the search values you will determine what information needs to be included on the report and also how to sort the information.
• From the scrollable list on the left choose the field you want to include on the report and click the green arrow pointing to the right or double left-click on the field. Repeat this process until the desired fields or values are selected.
• Use the Find field to quickly locate the desired field by typing the name in the field and AVImark will display fields matching the characters typed.
• To determine the report sorting options for a value double left-click on the value under the Report Fields area or select right-click Change.
• If appropriate change the title of the column heading in the Caption field.
• Use the Width field to specify the amount of characters allowed for the width of the column. • In the first Sort Order field specify the sequential number this column will appear in. Click
on the sort drop-down list to have AVImark sort the column by Ascending, Descending or leave it unsorted.
• Under the Summary area choose the desired summary or count total.
o Select Sum to have AVImark add the values in the associated column. o Use the Count option to display a total count of the selected criteria.
o Select Count Distinct to prevent duplicates from being added into the total amount. o If you want an Average of the number found in the associated column select this
option.
o Select the Min or Max options and AVImark will print the minimum and maximum values for the column on the Subtotal line.
• Click OK once all appropriate information has been specified. Subtotals and Summary Setup
Use the Subtotals and Summary option to customize the information AVImark is subtotaling and summarizing.
• To subtotal a column you are sorting click on the Subtotal By drop-down arrow to select the column you want to use for subtotaling.
• Under Summarize check the Summarize by Sort Oder option to reflect on how the columns are already sorted. Or to have AVImark sort the column differently or group things together check the Specify Summary Order option.
Search Results
After the search criteria has been defined you can then run the search to determine the results. • From any tab in the Information Search window click the Search button at the bottom of the
window.
• The results will be displayed on the Search Results window and the Print Query window will open.
• From the Print window click Print to print the results or click Done to close the Print window and review the results.
• You can open a clients file by double left-click on the appropriate client name.
• After clicking Done on the Print window and reviewing the results simply click the Printer icon or select Results, Print from the menu to reopen the Print window.
To learn more about:
Search the Help for:
Creating Searches Information Search
Save a New Search
Saving the SearchOnce the criteria and report values have been defined it is recommended to save the search. • From the File menu select Save.
• Choose the Category where the search will be contained, enter a Code and the search Name. • Click OK to save the search.
Print and E-mail Results
Print Query WindowBy using the Print Query window you can print results, documents, postcards or mailing labels. • To open the Print Query window select the Search button at the bottom of the Criteria
Print Results
• Click on the Print To drop-down arrow to choose the appropriate printer you are sending the results to.
• AVImark defaults to having the Print Results option selected and you will want this checked when printing the search results.
• To view the results and the report layout before printing click the Preview button. • When ready to print the results click the Print button.
Merge to Document
To print documents for clients and patients found in the search you will want to use the Merge to Document option.
• In the Print Query window select the Merge to Document option. • From the Document field click the search or browse button.
• Locate the document, select it and click Open to display the document name in the Document field.
• Click on the Sort By drop-down arrow to choose how you wish to sort the documents. • If multiple patients belonging to one client are listed in the search results you can print one
document for the client instead of for each patient by clicking the One per client option. • Click Print when ready to print the documents.
Print Post Cards
After running the search you can also print postcards for the clients found in the search.
• In the Print Query window click on the Print To drop-down arrow to select the printer you are sending the postcards to.
• You will then check the Print Post Cards option.
• To begin entering the text click the Post Card Text Setup option. This will display a note window allowing you to enter the desired text and appropriate merge words. Click Done once the text has been entered.
• Use the Per Page drop-down arrow to select how many postcards will be printing on one page.
• To sort the postcards by a default sort, Zip Code, Client Name or Account click on the Sort By drop-down arrow and select the desired option.
• If the client has multiple pets that were found on the search check the One Per Client option to print only one postcard per family.
• Click Print when ready to print the postcards. Print Mailing Labels
If using the Information Search to print letters or documents to the group of clients found in a search you can also print mailing labels for those clients.
• In the Print Query window click on the Print To drop-down arrow to select the printer that will be used for printing the mailing labels.
• Click the Print Mailing Labels option to define the label settings.
• From the Style drop-down arrow choose the style AVImark should print the labels in. • Click on the Sort By drop-down arrow to sort the labels by Zip Code, Client Name, Account
or the default sort.
• Click Print when ready to begin printing the labels. E-mailing Results
After running a search you can email the results. • From the Results menu click E-mail.
• Select the Message Text box to enter the email text in an AVImark Note window. Click Done after entering the text.
• To send one e-mail per client check the One Per Client checkbox.
• Use the Attached File browse button to search for a file you wish to include with the e-mail. This could be a document, photo, pdf, etc.
• Click on the Reply To drop-down arrow to select the reply e-mail address, which is found in Hospital Advanced Options.
• When ready to send the e-mails click Send. Exporting Results
The results of an Information Search can be exported to Excel allowing you to change the format and arrange the information and also save the information results.
• After running the search choose Results, Export from the menu.
• In the File Name field type the name of the file followed by the extension CSV or DBF. You can also click the browse button to search for a file and save the merged file as the selected file.
• Click on the Merge Format drop-down arrow to choose the format for the information being exported to Excel.
o Standard, consolidated - The first line of the merge file will contain titles for common client and patient data fields. Then, for each client selected, the merge file will contain this information.
o Client information - This merge file will contain detailed client fields for the clients
selected in the search.
o Account transaction - This merge file will contain detailed accounting fields for the accounting information selected in the search.
o Patient information - This merge file will contain detailed patient fields for the patients selected in the search.
o Medical history - This merge file will contain detailed medical history fields for the medical history selected in the search.
o Reminder information - This merge file will contain detailed reminder fields for the reminder information selected in the search.
o Custom format - This will provide up to 20 fields of information in the merge file for those fields you are searching for. These fields may include client, account, patient, and/or medical history data.
• To list the client only once in the exported file select the One Per Client option. • Click Export when ready to send the information search results to an Excel format.
Create a Sample Search
For this example we will set up a new search to find all active canines born in the month of June, belonging to owners who have spent greater than $1000 in the last 12 months with your hospital.
• From the CID access the Work with menu and choose Information Search to display the Choose Search Criteria window.
• At this time you can define a search name and click Done or press Cancel to set up the search first.
Search Criteria
• Under the Search Criteria tab select right-click New Condition. • From the Area scrollable list select Client and click Next.
• Leave the default option Search based on a particular Client field value selected and click Next.
• Choose Fiscal Sales from the field list and click Next.
• From the Comparison drop-down list select is greater than and in the value field enter $1000 and click Finish.
• Choose right-click New Condition to define the patient values. • From the area scrollable list select Patient and click Next.
• Leave the default option Search based on a particular Patient field value selected and click Next.
• Select the Birthday field and click Next.
• Use the Comparison drop-down list to choose the appropriate value and for our example we will choose equals and tab to the next field and type Jun or 06.
• Click on the Date Calculation drop-down list and select Month of. • Select Finish after defining the criteria for this value.
• Choose right-click New Condition. • Choose the Patient area and click Next. • Leave the default option selected and click Next.
• In the Find field type Species Name, click the plus symbol next to Species Entry and select Species Name. Click Next to continue.
• Use the Comparison equals and type Canine in the value field. Click Finish to complete the setup.
Report Criteria
After defining the criteria for the search you will then specify the information to be included on the report.
• Select the Report Criteria tab to define the report values.
• Use the Find field or scroll through the list to find the field you wish to report.
• After selecting the field, click the right green arrow or double left-click on the field to place it under the Report Fields area.
Run the Search
• Click the Search button to display the results on the Search Results tab. • You can then choose to print the results.
Saving the Search
Once the criteria and report values have been defined it is recommended to save the search. • From the File menu select Save.
• Choose the Category where the search will be contained, enter a Code and the search Name. • Click OK to save the search.
Print the Criteria
There may be an instance where you need to print the criteria for a search and this can be easily done. • In the Search Criteria window select File, Print Criteria from the menu
• Click on the Print To drop-down list to select the desired printer.
• Use the Preview button to view the search specifications directly on the screen. • When ready to print the criteria setup select Print.
Omit Information
With the new design of the Information Search feature AVImark provides a much more controllable and flexible way of omitting information from searches. The idea is to create two searches minimizing the detailed setup of one search and allowing you to use the searches within other searches.
• You will first create the main search. For example, look for all patients who have received a Heartworm treatment.
• Next you will create a second search that will locate patients that have not received a Heartworm.
o From the Search Criteria tab define a Patient value and choose the Advanced option Search for Patient within another previously defined search. o From the next screen set the value to Does Not Exist in and click on the second
drop-down list to choose the appropriate search, for example Patients with Heartworm.
• Run the search and AVImark will omit patients that have received a heartworm treatment and will display only patients meeting the set criteria that have not received a heartworm
treatment.
Modify an Existing Search
AVImark allows you to modify the search criteria of an existing search.
• From the Choose Search Criteria (Library) window, select the search you wish to modify and click Done or double left-click to display the Information Search criteria for the selected search.
• Modify the search criteria as desired and from the File menu click Save to save the new modifications.
• To save the modified search and give a new name, open the File menu and click Save As to display the Change Information Search window.
• Type the name you wish to assign the modified search and click Done.
