How to print vaccination reminders

The process of printing vaccination reminders uses the NEXT VACCINATION DATE and SEND VACCINE REMINDERS check box of each patient to decide which patients should receive reminders.
When using Microvet for the first time, it is important to check these settings on the Patient Information form. It is very easy to update this information when the dates and check boxes of all the patients are correct.

Ways to update a patient's vaccination information

When selecting the breed

The breed information can be set up in such a way that when selected, while adding the patient information, the patient's vaccination information will be updated. Usually all dog and cat breeds should be ticked.

Click on PATIENTS on the main menu
Click on BREEDS
Click on EDIT BREED
Select the breed
Tick or untick the SEND VACCINE REMINDERS box.

When selecting a service item

The service item information can be set up in such a way that when selected, while doing a transaction, the patient's vaccination information will be updated.

Click on TARIFFS on the main menu
Click on SERVICE
Click on EDIT SERVICE
Select the service item
Fill in the number of days that the vaccination date should be updated with when using this service

When selecting a method

Remember that a method consists of a combination of your existing stock and services items. Therefore, if you have edited the service item that is part of a method, the next vaccination date will also be updated when selecting a method while doing a transaction.

How to print vaccination reminders

Printing vaccination reminders on pre-printed vaccination paper

Microvet accommodates the following paper to print on:  

·         Janssen  
·         Pfizer (If you use the new Pfizer paper, select the Rhone Merieux option.)  
·         Intervet  
·         Rhone Merieux  
·         Plain paper (Otomys paper or plain A4 paper)

The user can set the time period for the reminders. If you want to send out vaccination reminders every second week, you can set the end date 14 days ahead. By setting the start date 30 days into the past, the client will receive a second reminder, if they did not respond to first one. The following patients will not get a vaccination reminder:  

·         Patients marked deceased  
·         Patients marked not to receive a reminder  
·         Vaccination date outside the time window

Select the menu option PATIENTS on the main menu
Insert the paper in the printer
Select the appropriate option e.g. VACCINE REMINDERS: JANSSEN
Select the first and last records
Select the start and end dates
The reminders will start to print

Printing plain vaccination reminders

These reminders print on BdS statement paper or plain white A4 paper. The letter is addressed directly to the patient with humorous text. The text cannot be edited. If you want to change the message or add an advertisement message to the text, you can use MS Word to setup your own vaccination letter. Then use the Microvet Vaccine Export file to do a mail merge in MS Word.

How to set up a mail merge document for vaccination reminders in MS Word

Keep in mind that there are different versions of MS Word. This was written for MS Word 2000, but the basic setup is the same for the different versions.

Step 1: Create the Vaccine Reminder Export file
Do this on the file server
Click on PATIENTS on the main menu
Click on Vaccine Reminder Export file
(This step will create a text file in your Mfw5 directory)
Exit from Microvet

Step 2: Create a Mail Merge document
Open a blank document in MS Word
Click on TOOLS
Click on MAIL MERGE
      Main document à    Click on CREATE
                                    Click on FORM LETTERS
                                    Click on ACTIVE WINDOW
      Data source à Click on GET DATA
                              Click on OPEN DATA SOURCE
                              Look in: Mfw5
      Change Files Of Type at the bottom of the window to
      All Files (*.*)

Double click on REMINDER.TXT to open it
Header record delimiters à Leave all the defaults, except the Field Delimiter should be changed to ( ; )
Click on OK
Click on EDIT MAIN DOCUMENT
Now you can create your own reminder letter

Click on the INSERT MERGE FIELD button in the places where you want to insert the client name, patient name, patient breed, address and vaccination date.

The sequence of the field names is as follows:
1. Patient name
2. Breed
3. Client name
4. Home telephone
5. Work telephone
6. Fax
7. E-mail
8. Next vaccination date
9. Postal address 1
10. Postal address 2
11. Postal address 3
12. Postal code

When finished
Click on FILE
Click on SAVE AS
Save the file in your Mfw5 directory in the Doc subdirectory
Name it: MainReminderDoc
Click on SAVE
Click on MERGE
Click on FILE
Click on PRINT to print the reminders

For the following batch of reminders you only need to do step 1 and then open your Main Merge Document, which was saved in your Mfw5 directory in the Doc subdirectory as MainReminderDoc.
Then click on MERGE and print your reminders.

How to print a vaccination reminder phone-back list

This is a list of patients that have to get vaccination reminders. 
TIP: Print this report for the previous month to find the patient owners that did not respond to the reminder.

Click on PATIENTS on the main menu
Click on VACCINE REMINDER PHONE-BACK