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Vet S8 User Guide Version: 4.1

31 / March / 2020

Contents Introduction 5

Getting Started 5

Western Australian Users 5

Support 5

Supply to Patient 6 Integrated Supply to Patient 6 Discarding while Supplying 8

Quantity Discarded 9 Discard Declaration 10

Manual Supply to Patient 13

Receive from Supplier 15

Stock Check 17

Tasks 20 Stock Adjustment 20 Returns and Destruction 22

Destroy Stock 22 Patient Return 24 Destruction Register 26

Add Item 27 Pending Items 28 Destroying Pending Items 29 Destruction Activity 31

Stock Transfers 32 Stock Transfer Locations 32 Stock Transfer Register 34

Pending Counter-Sign 36 Daily Entries 39

Reverse an Entry 41 Note 43

Lists 45 Users 45

Manager Setup 46 New Users 48 Editing a User 51 Adding/Editing a User without the Manager 52 User Roles 53 Any changes will have to be signed by the Manager with their Password, followed by the OK button. 54 Setting up an Authorised Officer 54

© Copyright Modeus Pty Ltd | Vet S8 User Guide Version: 4.1 | Date: 31 / Mar / 2020 2

User Manager 56 Patients 57

Entering New Patients 58 Edit an Existing Patient 59

Medications 60 Hiding Medications 62 Refill Balance 63

Set Refill Balance 63 Refill Stock 64

Suppliers 65 Locations (external) 68 Registers 71

Reports 73 Register 73 Patient Activity 74 User Activity 75 Daily Activity 76 Location Activity 77 Supplier Activity 78 Medication List 79 Destruction Activity 80

Options 82 General 82 Local Settings 83 Email Alerts 84 Account Password 84 Account Info 84 Download Data 84

About 85

Audit Logs 86

Log Out 87

Appendix 88 Appendix A 88

Password Security 88 Medicine Unit Selection 88

Appendix B 88 Appendix C 88

Other downtime solutions 89 Solution A: 89 Solution B: 89


Introduction The Modeus Electronic Drug Register “Vet S8” is a software program that provides an electronic version of the traditional veterinary controlled drug Register. Vet S8 is designed to help with compliance by providing a controlled approach to the recording of controlled drug transactions (such as S8) consistent with the requirements of the relevant authorities (e.g. Health Departments) in Australia. A key principle adopted by Vet S8 is that modification of Register data is not permitted. Once a registry entry has been entered it cannot be modified. If a mistake has been made then a “reversing” entry can be created to balance out the changes of the original entry that was made in error.

Getting Started If you are new to Vet S8, here is some information to help you get started.

● Set up the Manager - Please refer to the section titled Manager Setup for information about how to set up the Manager’s Password.

● Add Users who will be entering data into Vet S8 – refer to the section titled New Users for more information about how to add Users

● Use the Stock Adjustment function to transfer the balances of each medication from your paper Register – refer to the section titled Stock Adjustments for more information

● Set up your list of Suppliers – refer to the section titled Suppliers for information about how to add Suppliers

Western Australian Users WA Users should be aware of certain features as required by their Health Department. In particular please refer to Appendix A.

Support Customers can send support queries via email to: [email protected] Please note: The first time you contact support via email you will need to Register for support by simply clicking on the link in the automated email reply and choosing a support Password. This is a once-off process that ensures your support request and all future support requests are received by the support team.


mailto:[email protected]

Supply to Patient This function allows you to add a Register entry to record the supply of medication to a patient. To record a supply to patient, you can press Ctrl-Alt-A on the keyboard, or click on the Supply to Patient toolbar button in the following diagram:

This will open up the Pending Supply to Patient page.

Integrated Supply to Patient If you are using a Vet Practice Management Software (VPMS) integration, all S8 entries you finalise in your billing will flow down automatically to this pending section. To process, select one or multiple entries (the line will turn blue once selected) that have come through automatically from your VPMS and click the Process button on the top left-hand side.


The Supply to Patient window will open up and you’ll be required to check if all info is correct, select your User, type your Password and select the Ok button ( or OK+More if you selected multiple entries), as shown below:

After you’ve processed the pending entry, you’ll be redirected to the Daily Entries page:


Discarding while Supplying In certain cases you might have to discard part of the drug that was taken out of the safe meant for a Patient Supply. The Quantity Discarded box should only be ticked if you are using a portion of a particular drug and wish to Discard the remaining portion of it (e.g. unused remaining liquid in an open ampoule).

If this box is ticked, another field will appear with a Discard Declaration box and a Quantity Discarded input field, as shown below:

There are 2 ways of Discarding while doing a Supply to Patient, depending on how you bill in your Vet Practice Management Software (VPMS):

1. Quantity Discarded: You bill the exact amount that is supplied to a patient 2. Discard Declaration: You bill the full unit of drug, regardless if you only supplied part of the drug to a

patient.


Quantity Discarded If you only bill the exact amount of drug that was dispensed to the Patient, that amount will automatically flow down from your VPMS onto VetS8.

However, you might be left with some remaining amount (e.g. remaining liquid in a broken ampule, other half of tablet,...) that still needs to be Discarded on top of the amount you billed. In that case, add the remaining quantity to be Discarded (0.2 of an ampoule in our example) in the Quantity Discarded field as below:


After processing the pending entry with your User and Password, you’ll be redirected to the Daily Entries page. There you will see that on top of signing of the drug amount that came through from your VPMS billing (0.8 in the example provided), an additional entry for the Discarded drug amount was created (0.2), lowering down your stock to the full unit (total of one full 1mL ampule in this example).

Discard Declaration If you bill a full drug unit (Ampule, Tab,...) to the client, 1 full drug unit will come down from your VPMS into Vet S8, regardless if only part was supplied to the patient.


That’s where you will need to Declare how much of the unit was discarded. Select the entry and press the Processed button. To discard, tick the Discard Quantity box but this time also tick the Discard Declaration box. Specify the Discard Units (mL or g) and declare how much of the drug was discarded.


After processing the pending entry with your User and Password, you’ll be redirected to the Daily Entries page. The Discard Declaration function will add a note to your entry and WILL NOT create an additional discard line/entry (as the full unit was already accounted for when flowing down from your VPMS).

You can view the Discard Declaration Note by selecting the Blue Text Bubble. The note will open up as seen below:


Manual Supply to Patient If you use Vet S8 without VPMS integration, your Pending Supply to Patient page will be empty. You will have to manually enter the S8s you are supplying by selecting the New button on the top left hand-side.

This will open the Supply to Patient window where you’ll need to enter all available info manually.

Item Description

Stock from Select the Register (only applicable for multi-register setup).

Patient Select the Patient (animal) name from the list or simply enter a couple of letters of the Patient (e.g ‘sn’ for snoopy).


If the Patient is not in the list then you can add a new Patient by pressing the + button on the right of the Patient field screen (or press the ctrl+alt+z shortcut) – refer to the section titled Entering New Patients for more information.

Drug Select the prescribed medication from the list

Quantity Supplied Enter the amount (quantity) supplied to the patient

Quantity Discarded See Discarding while Supplying section

Reference (Optional) This field may be used to document a case number or relevant reference i.d. the veterinarian may require

Note (Optional) Enter any relevant information as required.

Entered by Select the User name from the list If the User is not in the list, then you will need to Cancel out of this screen and enter the User’s details into the system – refer to the section titled Users for details on how to do this.

Password Enter the User’s Password – remember Passwords are case sensitive.

Cancel Press Cancel to cancel changes

OK + More Press the OK + More button to save the changes and then add another medication for the same patient.

OK Press OK to accept changes and close the window


Receive from Supplier This function allows you to record the details of stock received from a Supplier (wholesaler). It is important to enter stock received from a Supplier to ensure the Register balances can be calculated correctly. You can record the details of stock received from a Supplier by pressing ctrl+alt+w shortcut keys, or click on the Receive from Supplier toolbar button as shown in the below print screen:

This will display the Receive From Supplier window as shown in the print screen below:

Item Description

Supplier Select the Supplier from the list. If the Supplier is not in the list, then you will need to cancel out of this screen and enter the Supplier’s details into the system – refer to the section titled Suppliers for details on how to do this.

Reference Typically this would be an invoice/order number or other value that helps you to uniquely identify the supply.



Stock to Select the Register (only applicable for multi-register setup).

Drug Select the medication from the list by typing in 1 or more characters.

Quantity Enter the amount (quantity) received. For example, this could be the number of tablets received.

Add Row Press the ‘Add Row’ button to add additional medications and relevant quantities received by the Supplier.

Entered By Select the User name from the list.


Cancel Press Cancel to cancel changes.

OK Press OK to accept changes.


Stock Check This function allows you to perform Stock Checks on all medications in specific Registers or in all registers. It is especially useful for the purpose of completing the required stock check requirement by the health department. You can perform the Stock Check by pressing the button on the menu screen as shown below:

This will display the Stock Check window as shown in the print screen below:

Item Description

Filter Select the filter options for the Stock Check. You have the option of all stock, individual Registers or by drug.

Check Stock Select this button to populate the list by your filter selection. You can also include balances of zero if you prefer by ticking the ‘Include zero balances’ box.


Register The Register where this medication is stocked.

Drug The medication name.

Last Checked Last date that a Stock Check was confirmed.

Calculated Balance The balance the Vet S8 system calculates is in the safe based on the activity for that medication in Vet S8.

Arrow The copy button. This is used to copy the Calculated Balance into the Actual Balance section.

Actual Balance The physical balance after your stock count in the physical safe. If it matches the Calculated Balance, you can select the arrow and the amount will be copied across without you having to type the number.

Process The checkbox for selecting which Stock Check to confirm.





Please note: If the amount of your Actual Balance is different from Calculated Balance, a warning will appear asking you if you wish to proceed with the Stock Check.


The Stock Check will not adjust your stock levels but a note will appear in Daily Entries highlighting that your medication levels are not correct and need to be adjusted.

Please note: You must ensure to correct your stock levels by either doing a Stock Adjustment or making the appropriate correction.


Tasks The Tasks section is where you will find all other features of the Vet S8 software (other than the 3 main buttons/functions discussed previously).

Stock Adjustment A Stock Adjustment can be for amounts in or out, depending on the scenario. A good use for this function is when transferring your initial balances from your paper based register or drug safe. Do not use this function to record stock that you destroy – please use the Destroy Stock function for this. You can record a Stock Adjustment by going to Tasks -> Stock Adjustment, as per below print screen:

This will display the Stock Adjustment window as shown in the print screen below:


Item Description

Register Select the Register (only applicable for multi-register setup).


Current Balance The current balance of the selected medication will then appear.

Adjustment Enter the amount (quantity) to adjust. Enter a positive number if stock needs to be adjusted upwards. Enter a negative number if stock needs to be adjusted downwards.

New Balance The new balance of the selected medication will then appear.

Note Enter any relevant information as required. Typically this would explain the reason for the stock adjustment. Please note: Providing a note explaining the reason for the Stock Adjustment is a compulsory requirement for all health department jurisdictions.




OK + More Press the OK + More button to save the changes and then do another stock adjustment.



Returns and Destruction In this section you will see the various ways to record Returns and Destructions of S8 medications. Ensure you are complying with your state’s requirements as there may be different requirements in each state.

Destroy Stock This function allows you to record stock that needs to be destroyed, for example, stock that has passed its use-by date. Please note: Jurisdictions that require the use of a Destruction Register (e.g. QLD) should refer to the Destruction Register function. You can record the details of stock to be destroyed by going to Task -> Returns & Destruction -> Destroy Stock, as shown in the following print screen:


This will display the Destroy Stock window as shown in the print screen below:

Item Description



Quantity Enter the amount (quantity) that is to be destroyed.

Note Enter the details describing the reason for destroying the stock, e.g. the stock expired past its use-by-date. You can use preset Reasons by pressing the blue drop-down list.

Method of Destruction

Enter the way the stock has been destroyed.


Verified By The Health Department requires 2 different Users to approve this entry. If a User is not in the list, then you will need to Cancel out of this screen and enter the User’s details into the system – refer to the New Users section for details on how to do this. Please note: In some jurisdictions, the witness to the destruction must be of a different professional group to the authorised person destroying the S8 drug.




OK + More Press the OK + More button to save the changes and then do another Destroy Stock function.


Patient Return This function allows you to record stock to be destroyed, in the rare occurrence that stock has been returned back to the veterinary practice from an existing patient. You can record the details of returned stock to be destroyed by going to Tasks -> Returns & Destruction -> Patient Return, as per below print screen:


This will display the Patient Return window as shown in the print screen below:

Item Description

Stock from Select the location of the Register (only applicable for multi-register setup).

Action Select the type of action required:

1. Destroy now 2. Add item to the Destruction Register 3. Stock Return (stock will be returned into your inventory)

Please refer to the Destruction Register section directly below this section if selecting that option.

Patient Select the name of the patient by typing in 1 or more characters.


Quantity Enter the amount (quantity) that is to be destroyed.


Note Enter the details describing the Reason (pre-defined options available) for destroying the stock, e.g. patient has returned the stock.


Enter the way the stock has been destroyed.


Verified By The Health Department requires 2 different Users to approve this entry. If a User is not in the list, then you will need to Cancel out of this screen and enter the User’s details into the system – refer to the New Users section for details on how to do this. Please note: in some jurisdictions, the witness to the destruction must be of a different professional group to the authorised person destroying the S8 drug.



OK + More Press the OK + More button to save the changes and then do another destroy stock function.


Destruction Register In some jurisdictions (e.g. QLD), stock is not destroyed on site, or stock cannot be destroyed until appropriate authorised persons are on site (e.g. NSW). In these scenarios, the Destruction Register function may be utilised. The Destruction Register maintains a list of items to be destroyed (or dispatched) at a later time. Items are moved from the main register (stock on hand) to the Destruction Register. From there, the items can be destroyed or sent to be destroyed. Please note: Not all jurisdictions would be required to use this function and may prefer to use the Destroy Stock function.


Add Item Items can be added to the Destruction Register by going to Tasks -> Returns & Destruction -> Add Item, as shown in the print screen below:

This will display the Add Item to Destruction Register window:

Item Description

Stock from Select the location of the Register (only applicable for multi-register setup).

Drug Select the medication from the list by typing in 1 or more character


Quantity Enter the amount (quantity) that is to be moved to the destruction Register

Note Enter the details describing the Reason (pre-defined options available) for destroying the stock, e.g. stock is expired past its used by date


Enter the way the stock will be destroyed (e.g. will be picked up by authorised agent).

Entered By Select the User name from the list. (Please also note that the Verified By field will be deselected in this option).



OK + More Press the OK + More button to save the changes and then do another add item to the destruction Register function

OK Press OK to accept changes

Items added to the Destruction Register are displayed on the Destruction Pending page. You will be automatically redirected to this page any time a drug is added to the Destruction Register. Pending Items You can also access the Destruction Pending Items page at any other time by going to Tasks -> Destruction Register -> Pending Items, as shown in the print screen below:

In the following example, 5 Durogesic 12 mcg Patches have been moved to the Destruction Register:


In the Daily Entries you’ll then see that 5 Durogesic 12 mcg Patches were moved from the main register stock on hand to the Destruction Register with an Entry Type of “To Destruction Register” and Out Quantity of 5:

Destroying Pending Items Items are usually removed from the Destruction Register when they are to be sent for destruction or destroyed on site by an authorised agent. Items can be removed from the Destruction Pending list by selecting the Destroy all items button or by selecting individual drug lines (line will turn blue once selected) and press the Destroy item button.


This will display the Destroy Item window as shown in the print screen below:

Item Description

Drug Name Medication to be sent or destroyed.

Quantity Available This is the current balance in the Destruction Register for the selected item.

Quantity Sent/Destroyed

Enter the amount (quantity) that is to be sent for destruction or destroyed on site.

Note Enter appropriate details.


Verified By The Health Department requires 2 different Users to approve this entry. If a User is not in the list, then you will need to Cancel out of this screen and enter the User’s details into the system – refer to the New Users section for details on how to do this. Please note: in some jurisdictions, the witness to the destruction must be of a different professional group to the authorised person destroying the S8 drug.





Destruction Activity The Destruction Activity area allows Users to see the activity within your Destruction Register. Also another useful tool within this area is the ability to reverse any Stock Destruction entries incorrectly made. Select the Destruction Activity button as per the below diagram:

In the Destruction Activity you can see the information as below:

Item Description

Entry Date The date and time the entry was recorded.

Entry Type The type of entry .

Drug The name of the medication received/supplied.

In The quantity received in.


Out The quantity gone out.

Balance The balance of the medication after the transaction is completed.

Entered By The name of the User who recorded the entry.

Reference The reference for the entry (if applicable).

Reverse Entry This is used to reverse the entry. Select the entry to be reversed first (entry will turn blue once selected), then press Reverse Entry. On the Reverse Entry window you will be required to enter a Note as of why this reverse was necessary. Sign off with User and Password.

Stock Transfers The Stock Transfer function allows you to record the supply or receipt of stock between your vet clinic and other Locations or Registers – for example, this may be another veterinary practice, a veterinary vehicle or another drug safe in the same premises, to name a few possible scenarios. Do NOT use the Stock Transfer function to record stock received from a wholesaler – instead use the Receive from Supplier function.

Stock Transfer Locations The Stock Transfer Locations function should be used to transfer stock to or from another external Location, often this would be a sister veterinary clinic. You can record a Stock Transfer Locations by going to Tasks -> Stock Transfer Location as shown in the print screen below:


This will display the Stock Transfer Location page as shown in the print screen below:

Item Description

Transfer Type Select the type of transfer: Send to Location – select this option when you are sending stock to the selected Location – this will reduce your balance Receive from Location – select this option when you are receiving stock from the selected Location – this will increase your balance.

Location Select the Location from the list. If the Location is not in the list, then you will need to Cancel out of this screen and add the Location – refer to the Locations section for more information.

Stock from Select the Register you’re taking the drugs from.


Quantity Enter the amount to be transferred.

Note (Optional) Enter any relevant information as required. Typically this would explain the reason for the Stock Transfer.

Entered By Select the User name from the list. If the User is not in the list, then you will need to cancel out of this screen and enter the User’s details into the system – refer to the section titled Users for details on how to do this.




OK + More Press the OK + More button to save the changes and then do another Stock Transfer.


Stock Transfer Register The Stock Transfer Register function should be used to transfer stock to or from another Register that is internal to the vet practice, often this would be a second drug safe or a vet vehicle. You can record a Stock Transfer Register by going to Tasks -> Stock Transfer -> Stock Transfer Register as per the following print screen:


This will display the Stock Transfer Register page as shown in the print screen below:

Item Description

From Select the Register from where you’ll be transferring drugs from.

To Select the Register to where you’ll be transferring drugs to.


Note (Optional) Enter any relevant information as required. Typically this would explain the reason for the Stock Transfer.

Add row This will add a row for a drug and quantity to be selected for transfer.

Refill Stock When Refill Balance (see Refill Balance section for more info) has been set for particular drugs in a particular Register and the stock is lower than the set Refill Balance, selecting the Refill Stock button will auto-populate the list with the drugs that need to be refilled in the selected “To” Register.

Return Stock Selecting the Return Stock button will auto-populate the list with all drugs of the “From” Register and return those to the “To” Register. This is most often used to empty vehicle Registers back into the main practice Register.

Drug Select the medication from the list by typing in 1 or more character

Quantity Enter the amount to be transferred.

Action Delete an drug entry/row from the item transfer list


Entered By Select the User name from the list. If the User is not in the list, then you will need to Cancel out of this screen and enter the User’s details into the system – refer to the section titled Users for details on how to do this.




Pending Counter-Sign Vet S8 supports the concept of Counter-Signing an entry. This allows you to enforce a second User to review and approve an entry made by certain other users. A typical scenario where this may be required is when a vet nurse creates a register entry that must then be Counter-Signed (approved) by a registered veterinarian. Please note: When adding Users to the system, you can specify whether the User must have their entries Counter-Signed by another User, or whether that person is permitted to Counter-Sign other User’s entries. Please refer to the section titled New Users. If a User who needs their entries Counter-Signed is performing the Supply to Patient function, they will need to select a Prescriber for the medication - that being the user (i.e. registered vet) who is authorised to administer the medication as per below print screen:


If a User must have their entries Counter-Signed (refer to the section titled Users), then the following dialog box will be displayed after they create a Register entry:

If you press Yes, the Counter Sign Entry window will open up, requiring a vet to Counter-Sign this entry. If you press No, the entry will be highlighted in red in the Daily Entries to indicate that it must still be Counter-Signed as shown in the print screen below:


To Counter-Sign an entry displayed in red in the Daily Entries, go to Tasks -> Pending Counter-Sign as per below print screen:

This will display a list of Pending Counter-Sign items as per the below. To counter-sign an entry simply select the entry (the entry will turn blue once selected) and press the Counter Sign Entry button in the top left-hand corner. You can counter-sign multiple entries if you wish to do so.

This will display the Counter-Sign Entries window as shown in the print screen below:


The User who is Counter-Signing the entry must select their name from the list and enter their Password followed by the OK button to counter-sign the entry. Please note: Only a User who has been configured as being allowed to Counter-Sign other Users’ entries can countersign an entry (refer to the section titled Users).

Daily Entries The Daily Entries section provides the list of all register entries recorded for the selected day. You can access this section by going to Tasks -> Daily Entries, as per below print screen:

This will display the Daily Entries page.


Item Description

ID The unique Register ID for the entry.

Entry Date The date and time the entry was recorded.

Register Register where the entry occurred.

Drug The name of the medication the entry is related to.

Entry Type The type of entry – values include: ● Supply to Patient ● Receive from Supplier ● Stock Adjustment ● Stock Check ● Destroy Stock ● To Destruction Register ● Reverse Entry ● Stock Transfer

Who This value depends on the Entry Type as follows:

● Supply to Patient - Patient Name ● Receive from Supplier - Supplier Name ● Stock Check - Discrepancy alert note ● Reverse Entry - Depends on original entry ● Stock Transfer - The Location details

In The quantity received in.

Out The quantity gone out.

Balance The balance of the medication after the transaction is completed.

Entered By The name of the User who recorded the entry.


Countersigned By The name of the User who countersigned the entry.


Reverse an Entry This function allows you to Reverse a previous register entry. You may need to reverse an entry for a number of reasons, for example, because you made a mistake entering the information in the original entry. In this case you would reverse the original entry and then create a new entry with the correct details. You can reverse an entry by selecting the entry you want to reverse from the list of entries on the Daily Entries screen (once selected the listing will turn blue), and then selecting the Reverse Selected Entry button on the Daily Entries window as per below:

This will display the Reverse Entry window for the selected entry as shown in the print screen below:


Item Description

Entry ID The unique Register ID of the entry to be reversed.

Entry Date The date of the original entry.

Drug The date and time the entry was recorded.

Entry Type The type of the original entry.

Who The Patient/Supplier name or depending on the type of entry.

In Quantity The quantity received.

Out Quantity The quantity supplied.

Reference The reference for the entry.

Note Enter a note to explain why the entry is being reversed.




Once you selected your User and entered your Password, press OK and the entry will be reversed.

Please note: Reversing an entry will add a new entry line to offset the previous entry. The old entry will NOT be deleted but will now have a strike through it, as seen in the above example.


Note Most functions in Vet S8 allow you to enter a Note. However, there may be times when you want to add a “stand alone” note that is not specifically associated with a register entry such as Supply to Patient or Stock Adjustment. You can use the Note function to add a “stand alone” note to the Register, and like all Register entries, the note will have its own Entry ID. You can optionally “tag” a note to be associated with a patient or drug. You can add a Note by going to Tasks -> Note, as per the following print screen:

This will display the Add Note page as shown in the print screen below:


Item Description

Patient (Optional) - Selecting this item allows you to “tag” the Note to be associated with the selected Patient. You must select a Patient from the list.

Prescriber (Optional) - Selecting this item allows you to “tag” the Note to be associated with the selected Prescriber. You must select a Prescriber from the list.


Drug (Optional) - Selecting this item allows you to “tag” the Note to be associated with the selected Drug. You must select a Drug from the list.

Note You must enter Note here.






Lists In this section you will be able to locate all the Lists in the software: Users, Patients, Medications, Suppliers, Locations and Registers. The Lists area is used initially to set up the Vet S8 software so that it is able to function to your vet practice specific requirements.

Users Users are the people authorised to record entries into the register. Typically a user is a veterinarian, but other types are permitted - e. g. vet nurses. Users need to be added to the system before being able to use the system. You can view a list of users by going to Lists -> Users as per below print screen:

The main page will display a list of Users as follows:


Item Description

Edit Allows to edit User details (once User is selected in the list). Please refer to the Editing a User section of this document.

New Create a new User. Please refer to the New Users section of this document.

Action This drop-down list has various actions that can be performed after selecting a relevant User:

● Change User Password - when a User knows their current Password and want to make a new one (no Manager’s permission needed)

● Approve User - when a User was created or edited without a Manager’s approval, said Manager will have to select that User item and action the Approve User function with their Manager’s Password.

● Manager Setup - To set up a Manager please refer to the Manager Setup section of this document.

● User Roles -when you want to edit the different User Roles’ permissions. (you do not need to select any User in the User list). Please refer to the User Roles section of this document for more information.

● Setup Authorised Officer - please refer to the Setting up an Authorised Officer section of this document.

ID The unique ID assigned to the User.

Surname The User’s surname.

First Name The User’s first name.

Type The User’s Role.

Reference The reference number for the User e.g. a registration number (if required).

State Enabled – the User is enabled Disabled – the User is disabled (to see disabled Users, untick the ‘Active Users’ box on the top left-hand corner of the page. Password EXPIRED – the User’s Password is expired and must be changed (refer to Appendix B)

Approved The date the User has been approved by the software administrator

Manager Setup There is a special User called the ‘Manager’. Typically, as the name implies, the manager in charge (or at least a responsible senior person) should accept the role of Manager in Vet S8. As at this time, the main function of the Manager is to authorise adding (and editing) User details (see the New Users section of this document). Please note: If the Manager requires other Users to be able to approve new user creation or edits, they’ll be able to give this permission by making them User Managers (see User Manager section for more info).


To configure the manager’s details go to Lists -> Users, then press the Manager Setup action under the Action button as per below print screen:

Pressing the Manager Setup toolbar button will display the Manager Details window as shown in the following print screen:


Item Description

First Name Enter the Manager’s first name.

Surname Enter the Manager’s surname.

Old Password Enter the Manager’s current Password. Please note: You will not need to enter this field the first time you set the Manager’s Password.

New Password Enter the new Password. Do not disclose this Password to others!

Confirm Password Re-enter the new Password.



If you forget the Manager’s Password you will need to contact Modeus Support for assistance to have it reset.

New Users To create a new User, go to Lists -> Users, then press the New button as per below print screen:


Pressing the New button will display the Manager Authorisation dialog box as shown in the print screen below:

The Manager (or Manager User) should then enter their Password in the space provided and then press OK to continue. Please note: If the Manager (or a Manager User) is not available to authorise this transaction, you can still proceed by ticking the ‘Manager is not available’ box. The Manager (or a Manager User) will then be required to Approve this new User at a later stage. Please see the Adding/Editing a User without the Manager section for more information. Next, the User window is displayed as shown in the print screen below:


Item Description

First Name Enter the User’s first name.

Surname Enter the User’s surname.

Contact Number The phone number of the person being set up as a User.

Email The email for the User.

User Type Select the User Role from the list.

Qualification (optional) Enter information relevant for the User. For example, if the User is a veterinarian they may have a vet registration number.

This User can Counter-Sign other User’s entries

Select this checkbox if the User is authorised to countersign other User’s entries. For example, typically this would be selected for a registered veterinarian who can countersign a vet nurse’s entries. Refer to the section titled Pending Counter-Sign for more information about Counter-Signing entries.

This User’s entries must be Counter-Signed

Select this check-box if the User must have their entries Counter-Signed by another User. For example, typically this would be selected for a vet nurse who must have their entries Counter-Signed (verified) by a registered Vet. Refer to the section titled Pending Counter-Sign for more information about Counter-Signing entries.

User is Enabled When checked the User is enabled and can use the system. If unchecked, the User won’t be able to use the system.

Set Password Select to set the User’s Password.

New Password Enter the new Password. Do not disclose this Password to others!

Confirm Password Re-enter the new Password.

Create Date This is an auto-populated field that contains the date and time the User record was created. This value will be n/a when creating a new User.

Last Update This is an auto-populated field that contains the date and time the User record was last updated. This value will be n/a when creating a new User.

Approval Date This is an auto-populated field that contains the date and time the User record was last approved by the Manager . This value will be n/a when creating a new User.


Password Updated This is an auto-populated field that contains the date and time the User’s Password was last updated.



Please note: You should always check to see if the User exists in the system before adding a new User.

Editing a User To edit an existing User, you have to select the user from the list (the item line will turn blue once selected), then press the Edit button as shown in the print screen below:

After selecting the Edit button, the Manager (or User Manager) will be required to sign to allow a User edit. Alternatively a Manager (or User Manager) will need to Approve this user edit at a later stage.


Adding/Editing a User without the Manager As described in the previous section, a Manager is required to authorise adding or editing Users. However, there may be occasions where no Manager is present to authorise the transaction. In this circumstance, the following process should be followed: 1. Check ‘The Manager is not available to authorise this transaction’ option when the Manager Authorisation dialog box is displayed as shown in the print screen below:

2. Press the OK button to continue 3. Enter the User’s details as normal 4. Upon their return, the Manager should perform the Approve User function as described below: When a User is added/edited without the Manager’s approval, the user is displayed in red in the User List. This provides a visual clue to the manager that they must Approve the user as soon as practical.


The Manager should select the User on the User List (the line will turn blue once selected), press the Actions button and then select the Approve User menu item as shown in the print screen below:

The Manager (or User Manager) will then be required to Approve the User edit/creation with their Password.

User Roles The User Roles function allows the Manager to change Permissions for different Users in the system. This allows them to customise certain actions available to users. Select User Roles under Lists -> Users -> Action to make any changes.


You will be given the option of selecting the User Type at the top of the screen and tick which actions they will be allowed to perform.

Any changes will have to be signed by the Manager with their Password, followed by the OK button.

Setting up an Authorised Officer There may be times when an Authorised Officer (such as a health inspector or policeman) must be added as a User in Vet S8 (eg if they wish to perform an audit) or in some jurisdictions (such as WA) when Destroying Stock the witness must be of a different professional group to the authorised person destroying the stock. To set up an Authorised Officer go to Lists -> Users.


On the User List page press the Action button and select the Setup Authorised Officer menu item as shown in the print screen below:

The Authorised Officer setup window is then displayed as shown in the print screen below:

Please note: The Vet Practice Manager or Authorised Officer will have to contact Modeus to set up an account for the Authorised Officer (Username and Password) Once these details are known, the Authorised Officer will have to enter these details into the relevant field above. The Authorised Officer will then have to choose a New Site Password which gives the Officer a Password in Vet S8 to perform functions, much like a vet has a unique Password in Vet S8 to perform functions. The Authorised Officer will be then added to the Users list with the type ‘Authorised Officer’. The Authorised Officer will be automatically disabled 24 hours after setup.


User Manager The Manager in Vet S8 can create User Managers who will be able to approve other Users’ edits/creations. To enable this permission go to Lists -> Users. Once on the Users List page, select the User that needs this permission (or create a new User if necessary) and press the Edit button (your Manager’s Password will be required), as shown below:

On the User Edit window, tick the User Manager box and press OK, as shown in the print screen below:

This new User Manager will now have the same permissions as the system’s Manager (create/edit Users and Approve edits/creations entered by other Users).


Patients In the Patients List you’ll be able to create Patients (if you are using Vet S8 without VPMS integration) or edit Patients’ details if necessary. You can access the Patients List by going to Lists -> Patients, as shown in the print screen below:

The Patients List page will appear as shown in the print screen below:

Item Description

Edit Allows User to edit patient details.

New Create a new Patient (animal).

Merge Merge Patients and Patient details.

ID The unique ID assigned to the patient.

Owner Name The Patient owner’s Family Name.


Animal Name The name of the animal.

Species The species of the animal.

Reference The reference number/case number for the animal (if required).

Entering New Patients You can add a new Patient with the New button as shown in the below print screen:

A new Patient window will appear as shown in the print screen below:


Item Description

Animal Name Enter the first name of the Patient.

Family Name Enter the Patient owner’s family name.

Address Details Select to expand this section and enter Patient/Owner address details.

Type (optional) Enter the Patient's animal number or other relevant identifier (this may be a unique identifier from VPMS for example)

Reference Enter the reference number/case number for the animal (if required).

Species Enter the species of the Patient.





Please note: You should always check to see if the Patient already exists in the system before adding a new one to prevent adding a duplicate entry.

Edit an Existing Patient To edit an existing Patient, you can select the patient from the list (the line will turn blue when selected) and then press the Edit button.


Medications You can view the Medications List by going to Lists -> Medications, as shown in the print screen below:

The following screen will then display your list of Medications.

Item Description

Edit The edit Medication button.

New Create a new Medication.

Stock Check Press this icon to perform Stock Check on the Medication.


Visibility This button hides or unhides Medications.

ID The unique ID assigned to the Medication.

Drug Name The name of the Medication (including strength if applicable).

Balance The current stock balance of the Medication.

Last Stock Check The date and time the last Stock Check was performed for the Medication. Please note: If the Medication name appears in the ‘alerts’ section on the Vet S8 home page with the message ‘Stock Check required’ this means it is time to perform a Stock Check on the Medication to ensure the Register is kept accurate. If this value is blank, then this means a Stock Check has never been performed for the Medication.

Units The Unit type for the Medication.

You can filter the view by selecting the Register (if you have more than one), the Show drop-down list or enter a keyword into the search field.

The values of the Show drop-down list have the following meaning:

Item Description

All Items Show all items including both hidden and non-hidden Medications. Please note: Hidden Medications will be shown with a line through the name of the Medication (strike-through).

Stocked Items Only Display all Medications that are NOT hidden (i.e. stocked).

Hidden Items Display all Medications that are hidden.

Balance Greater than Zero

Shows a list of the Medications which have a balance that is greater than zero. Filtering out all Medications which don’t currently have a balance.


Hiding Medications Vet S8 allows you to “Hide” medications from the Medication List. Typically you would hide Medications that you do not expect to stock, while non-hidden medications are items that you would normally expect to stock. Note that you are not required to hide medications – this feature is provided as a convenience only. To hide (or unhide) a Medication, select the medication first (the line will turn blue once selected) and press the Visibility button as shown in the print screen below. Please note: The Medication must have a zero balance for you to be able to hide .

Please note: You cannot create any registry entries for hidden medications.

The Drug Visibility window will appear and you’ll have to tick the Hidden box if you wish to have the selected Medication hidden from the selected Register.

If you have more than one single Register you can have the drug hidden for all of them by ticking the Apply to all Registers box. Finally, select your User and use your Password to save the changes.


Refill Balance The Refill Balance feature is especially useful when sub-registers like veterinary ambulances or vans need a minimum amount of certain Medications when going on outcalls. Set Refill Balance To be able to Refill drugs in a certain Register, you’ll first have to set the Refill Balances for those Medications within that specific register. To do so, go to Lists -> Medications, which will open the Medications List page. Now select the register for which you want to set up Refill Balances (Vehicle 1 in below example). Search for the drug in the search bar (optional), select the Medication you wish to set a Refill Balance for (item line will turn blue) then press the Edit button on the left-hand side.

This will open up the Medication window. In the Refill Balance input section you can now set your desired Refill Balance for that drug in the previously-selected register.

Sign off with your User and Password to save the changes you made.


Refill Stock Once you have set Refill Balances for Medications within a specific Register, you’ll be able to perform a Refill Stock for that register. Vet S8 will automatically calculate how many of each drug will need to be refilled into the register to match the set Refill Balances. To perform a Refill Stock, go to Tasks -> Stock Transfer -> Stock Transfer Register.

Select the From Register and the To Register, where you will be Refilling Stock to, then press the Refill Stock button on the right-hand side. This will populate the list with Medications that need to be refilled to the To Register according to the previously set Refill Balances.


You can delete (red ‘X’ on the right-hand side of each drug) and adapt the drug Quantity that you wish to transfer to the To Register, if required. Finally select your User and enter your Password to finalise the Refill Stock Transfer. Please note: After e.g. an outcall you’ll easily be able to return the unused stock from the van to your main Register by pressing the blue ‘Return Stock’ button.

Suppliers Suppliers (e.g. wholesalers) supply S8 drugs to your practice. You need to specify a supplier when recording a Receive from Supplier. You can access the list of Suppliers by going to Lists -> Suppliers as shown in the print screen below:

The main screen will display the list of Suppliers as follows:


Item Description

Edit Select the Supplier then press the Edit button to edit.

New Press the New button to add a new Supplier to Vet S8 (see section below).

ID The unique ID assigned to the Supplier.

Name The name of the Supplier.

Reference The reference if applicable for this Supplier.

Created Date the Supplier was created.

You can add a new Supplier by pressing the New button as shown in the print screen below:

Pressing the New button will display a blank Supplier window as shown in the following print screen:


Item Description

Name Enter the name of the Supplier.

Address (optional) Enter the address of the Supplier.

Phone (optional) Enter the phone number of the Supplier.

Fax (optional) Enter the fax number of the Supplier.

Email (optional) Enter the email address of the Supplier.

Reference (Optional) The reference if applicable for this Supplier.

OK Press Cancel to cancel changes.

Cancel Press OK to accept changes.

To edit an existing Supplier, you have to select the row in the Supplier List (the line will turn blue) then press the Edit button as shown in the print screen below:

You’ll then be able to edit the existing Supplier’s details. When done, select your User and enter your Password to save the changes made.


Locations (external) A Location is a place where you can transfer stock to/from (refer to the Stock Transfers Locations section). For veterinarians, this may be another vet practice or for large Animal Hospitals another location where medications need to be transferred to. You can view a list of Locations by going to Lists -> Locations, as shown in the print screen below:

The main screen will display a list of Locations as follows:

Item Description

Edit Select the existing Location first, then press the Edit button to edit.

New Create a new Location (see section below).

ID The unique ID assigned to the Location.

Name The name of the Location.

Phone The phone number of the Location.


You can add a new Location by pressing the New button as highlighted in the following print screen:

Selecting the New button will display a blank Location window as shown in the following print screen:

Item Description

Name Enter the name of the Location.

Phone Enter the phone number of the Location.

Type Select the Type of Location from the list.

● Other - Select this if no other option correctly describes the Type of Location. ● Veterinary Clinic - The location is another Veterinary Clinic. ● Animal Hospital - The location is another Animal Hospital.


Street Enter the street address of the Location.

State Select the State of the Location from the list

Suburb Enter the suburb of the Location.

Postcode Enter the postcode of the Location.





To edit an existing Location, select the row in the Location List (the line will turn blue) and then press the Edit button as shown in the print screen below:

You’ll then be able to edit the existing Location’s details. When done, select your User and enter your Password to save the changes made.


Registers A Register is a safe or vehicle where S8 drugs are kept. Most vet practices just have one main single register but if your practice/hospital has secondary safes and/or vet vehicles, you’ll be able to set those up in the Registers section. You can access your Registers by going to Lists -> Registers as shown in the print screen below:

The main screen will display a list of Registers as follows:


You can add new Registers in the system by pressing the New button as per below:

Selecting the New button will display a blank Register window. Just name the new register and sign off with your User and Password to save. You can also edit Register names by selecting the existing register (the line will turn blue) and press the Edit button as shown in the print screen below:

You’ll then be able to edit the existing Register's name. When done, select your User and enter your Password to save the changes made.


Reports In this section we will look at the powerful reporting function in the Vet S8 software. Vet S8 can create multiple types of Reports, giving you full control over various filters for easy accessibility and visibility of your S8’s

Register The Register Report is the main Report produced by the system. This report provides the electronic equivalent of the traditional paper based drug register. You can view the Register Report by going to Reports -> Register, as shown in the print screen below:

To generate the Register Report:

● Select the Register from the list (if you have multiple) ● Select the Drug from the list ● Select a Date ● Press the Generate button

The Register Report contains the following items:

Item Description

ID/Date The unique Register entry ID and Date of the Register entry.

Supplied To/ Received From

The person/company to whom the supply was made or received.

Register The specific Register/safe for the Medications.

In The quantity of the selected Drug that was received.

Out The quantity of the selected Drug that was supplied.


Balance The balance of the Drug after this transaction.

Entered By/ Countersigned

The User who made the entry and countersigned the entry (if applicable).

Prescribed By The Prescriber who authorised the drug (if applicable).

Reference/Notes The Reference value entered when creating the entry.

Patient Activity You can view the Patient Activity Report by going to Reports->Patient Activity, as shown in the print screen below:

To generate the Patient Activity Report:

● Select the Patient from the list ● Select the Date ● Press the Generate button

The Patient Activity Report contains the following items:

Item Description

Entry Date The date of the register entry.

Entry Type The type of entry made.

Who The Patient name and address.

Drug The drug supplied to the Patient.

In The quantity of the selected drug that was received.


Out The quantity of the selected drug that was supplied.

Entered By The User who made the entry.


Reference The reference value entered when creating the entry.

User Activity You can view the User Activity Report by going to Reports -> User Activity, as shown in the print screen below:

To generate the User Activity Report:

● Select the User from the list ● Select the Date ● Press the Generate button

The User Activity Report contains the following items:

Item Description


Who The Patient name and address.

Drug The drug supplied to the Patient.







Daily Activity You can view the Daily Activity Report by going to Reports -> Daily Activity, as shown in the print screen below:

To generate the Daily Activity Report:

● Select the Register ● Select the Entry Type from the list ● Select the Date ● Press the Generate button

The Daily Activity Report contains the following items:

Item Description

ID The unique register entry ID.


Register The specific register/safe for the medications.

Drug The drug supplied/received.

Entry Type The type of entry made (see entry type list below).

Who The Patient/company to whom the supply was made or received.




Balance The balance of the drug.

Entered By The User who made the entry

Prescribed By The person who authorised the drug

Reference The Reference value entered when creating the entry

Note Any Note entered (if applicable)

The Entry Type list contains the following values:

● All - All entry types ● Supply to Patient - Medication supplied to a Patient (animal) ● Receive from Supplier - Medication received from a Supplier ● Stock Adjustment - Adjustment made with the Stock Adjustment function ● Stock Check - An entry made with the Stock Check function ● Stock Transfer - An entry made with the Stock Transfer function ● Destroy Stock - An entry made in regards to Destruction or Discarding ● To Destruction Register - An entry where stock is transferred to the Destruction Register, awaiting

destruction or pick-up

Location Activity You can view the Location Activity Report by going to Reports -> Location Activity, as shown in the print screen below:

To generate the Location Activity Report:

● Select the Location from the list ● Select the Date ● Press the Generate button


The Location Activity Report contains the following items:

Item Description







Note Any note entered.

Supplier Activity You can view the Supplier Activity Report by going to Reports -> Supplier Activity, as shown in the print screen below:

To generate the Supplier Activity Report:

● Select the Supplier from the list ● Select the Date ● Press the Generate button


The Supplier Activity Report contains the following items:

Item Description







Note Any note entered.

Medication List You can view the Medication List Report by going to Reports->Medication List, as shown in the print screen below:

To generate the Medication List Report:

● Select the Register ● Select the Show filter from the list ● Press the Generate button


The Medication List Report contains the following items:

Item Description

ID The unique ID for the medication.

Drug The name of the drug.

Balance The current balance (stock on hand) of the medication.

Last Stock Check The date/time the last Stock Check was performed for the medication.

The values of the Show list have the following meaning:

● All Items - Show all items including both hidden and unhidden medications. ● Stocked Items Only - Display all medications that are NOT hidden ● Hidden Items Only - Display all medications that are hidden

Destruction Activity You can view the Destruction Activity Report by going to Reports -> Destruction Activity, as shown in the print screen below:

To generate the Destruction Activity Report:

● Select the Register ● Select the specific Drug or tick All Drugs box ● Select the Date ● Press the Generate button


The Destruction Activity Report contains the following items:

Item Description

ID The unique register entry ID.

Entry Type The type of entry made (see entry type list below).




Balance The balance of the drug.


Note Any note entered (if applicable).


Options The Options section will cover the back end of the software and it’s multitude of settings that are there to make a secure and customisable experience. This area is accessed through the Cogwheel button on the top right-hand side of the screen as highlighted below:

The Options available in this sections are as follows:

General The General tab under Options allows the toggle of User Interface (UI) changes as well as some custom features. Below is a list of all the options available and their functions:

1. Balance declaration for Register entries - This toggleable option will give the Register a requirement to declare the current remaining drug balance after each entry is made.

2. Stock check alert days - This option allows you to set Stock Alert days so that the software can remind the Users when to perform the next Stock Check after ‘X’ number of set days. Stock Alerts will appear on the Home page under the Alert section.

3. Widescreen - This UI change widens the Vet S8 software screen for a better widescreen experience. 4. Auto Logout - This allows you to select after how many minutes of inactivity you wish the software to

auto logout. 5. Add invoiced by to supply notes - This toggleable option will automatically add the ‘Invoiced by’

information to the note section when Processing an entry (see example below).

Please note: This option can be useful as the ‘Invoiced by’ person might not always be the same person who signed-off the entry. Turning this option on will add a bit more info to the Register entry.


Local Settings The Local Settings tab contains settings that will only be applied on the machine you are changing those on. No other Vet S8 session will be affected other than the machine this was changed on. Below is a list of all the options available and their functions:

1. Disable touch enhancements - Touch Enhancements are making buttons (bigger) and drop-down lists more user friendly on touchscreen-enabled devices. This option is usually toggled OFF on devices Vet S8 identifies as touchscreen-enabled. If you use a laptop or PC with a touchscreen but do not want to have Touch Enhancement activated, you need to turn this toggle ON (as this will disable the touch enhancements).

2. Default Table Length - This will change all table length to the desired amount of rows.


Email Alerts The Email Alerts tab allows you to set a Manager’s email (or multiple emails) that will be alerted if the following options are toggled on:

1. Unauthorised User changes - These are changes made to any of the Users without the Manager’s (or User Manager’s) Password.

2. Stock Check - When a Stock Check is finalised, an alert is sent. 3. Stock Check Discrepancy - Any incorrect Stock Checks (Discrepancies) will trigger an alert. 4. Stock adjustment - This alert is sent when any Stock Adjustments have been made in Vet S8.

Account Password This tab allows you to change the current Login Password for the Vet S8 software. You will need the old Password in order to create a new Password.

Account Info This tab shows you the current software license expiry and credits in the case of limited licenses.

Download Data This tab allows you to download all the data for your software. It will create a CSV file from the first day of use till current date and time.


About

The About page shows the software version as well as website and support information. Should you ever require a quick link to Modeus/Support use this link.


Audit Logs

The Audit Log is used as a security tool and audit measure to track changes made to the system. This is especially useful to track Password changes, Discarded entries, etc.


Log Out

The Logout function will log the current computer out of the software. A new login will be required on the computer in order to access Vet S8 again.


Appendix

Appendix A

Password Security The following section describes the enhanced User security features that currently only apply to Users in Western Australia; however, some or all of the following may become applicable for other jurisdictions in the future. The enhanced User security features are as follows:

● User Password must be a minimum of 6 characters in length ● Passwords cannot be reused within a two year period ● Passwords must be changed at least every 3 months

Medicine Unit Selection Users have the ability to edit a medication’s ‘unit of use’ depending on how they record each medication (eg ‘ml’ or ‘bottle’ or ‘ampoule’). For example, one vet clinic may prefer to use bottles as their unit of use for a liquid whilst others may prefer to record in ml. Users are reminded that if they are to change the unit of use (i.e from ‘ml’ to ‘bottle’) must also modify the quantity of the medication in the register to reflect the correct amount corresponding to the unit of use chosen.

Appendix B Some internet web browsers (such as Google Chrome), may allow login (Username and Password) details to be remembered from previous visits to certain web pages. Modeus would like to remind Users of their Register obligations to ensure that all login details must be re-entered each time they open Vet S8. Please ensure that if your web browser asks if you would like it to remember your login details for future visits, this function is turned off.

Appendix C In instances where temporary internet outages are for a relatively short time frame, that being, from a few minutes to not more than a few hours, the User will still have the ability to enter the transaction at a later period during the day when the connectivity issue has been resolved.


Other downtime solutions

Solution A: Since Vet S8 is a cloud-based software, in the event of internet outage at a facility, Vet S8 will still be accessible from mobile networks. Access to a device which can provide backup internet connectivity is highly recommended. This device can be used to provide an internet connection hotspot to devices where Vet S8 is normally accessed. Solution B: In the event of an internet outage and no immediate access to backup devices, it is recommended to use a paper register temporarily until the connectivity is restored. The information recorded in the paper registers can be transferred into Vet S8 once connectivity is re-established.


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