Teleos Systems

Over the coming few weeks you will receive a further Teleos program update which provides additional features that you may require for GDPR compliance. Click on the link below for further information.

GDPR Handout 2

Below is a handout that details how GDPR in Teleos will be used day to day. We advise you print a copy and keep it at reception.

GDPR Handout

The new General Data Protection Regulations come into force on 25 May 2018. Your practice is probably already looking at what you need to do to ensure compliance. These changes affect every business in the EU so it is important that you get your business up to speed.

We are currently reviewing all of our data protection policies and support contracts and you will receive these in due course. You will need them for your own compliance.

We have already made some changes to the Teleos program which will assist in your own compliance. Further details are available in this document GDPR and Teleos

Subject to Teleos support staff having access to your system on Saturday 17th February 2018, we will upgrade all practices to the new program build. However, if your Teleos financial account is not in good order then we reserve the right to withhold the update.

If you have any queries regarding GDPR then please email GDPR@teleosvet.co.uk in the first instance.

We’d like to inform you of some exciting changes being made to the Teleos support desk. Our support is an integral part of the Teleos system and we understand how important it is to our users. Over the past few months we acknowledge our support hasn’t been at our usual high standard. We are addressing this and want you to know this is going to change.

How will we achieve this?

On February 19th we are moving to a new call logging system. This will give you, our users, a more streamlined and easier system to use. We’ll be able to give you a quicker response than previously, due to its full and seamless integration at our end. You will also have the ability to track your support tickets online and update them with your own notes when needed. Each ticket resolved will give you the option to rate the service you received and we’d encourage you to do this on as many tickets as you can so we know how we’re doing.

What changes for you?

Currently you can either tmail support through the Teleos programme or call the support desk. You will still be able to call us but from February 19th when you click ‘tmail support’ you’ll be taken to our online support portal. The first time you access the portal you will be required to sign up – which involves entering your email address and your name. Once you’ve set up an account you’re done. To raise a ticket you login to the support portal with your email and password and then send your request. We appreciate this gives you one extra step but it will make a big difference our end when it comes to dealing with the query.

What do you gain?
1. The ability to track your raised tickets, and add to them whenever you need to.
2. We are building a knowledge base for our users within this area. This will be a searchable area available through a  “Solutions” tab.

We would like to thank you in advance for your cooperation and understanding. Once the new system is fully up and running, we do expect our level of service to be better than it has ever been before.

Teleos are pleased to announce we are now Microsoft partners and re-sellers of the full Office 365 business suite as well as other Office 365 products.

COST:

£13 per month per device

BILLING:

Although a monthly subscription Teleos Invoice quarterly for Office 365 Business

INSTALLATION:

The package includes: Word, Excel, PowerPoint, OneNote, Access, Publisher & Outlook

If you are interested please drop us a t-mail through Teleos and we can arrange to go through the needs of the practice.

Practices are still being infected with this virus!  If you do not ensure that you are doing full incremental backups and you get infected, YOU COULD PERMANENTLY LOSE ALL OF YOUR CLIENT RECORDS.  The support desk will always endeavour to recover your system to full functionality, but there is only so much that we can do. At best you will have significant system downtime and at worst you could lose all of your data. Please take this threat seriously and ensure that you are taking proper precautions!

You may recall in November 2015 we added a post about a virus called the “Cryptolocker”. Click HERE to see the handout we attached detailing types of backup and their pro’s and con’s.

This type of virus is known as ransomware and although it has been around for some time now it has been growing more sophisticated with each incarnation. The aim of the infection is to encrypt all your files, then make you pay an extortionate ransom to get them back.

Ask yourself these questions.

1. How do you do your backup each night? Is it run manually or automatically? If automatically how do you know it’s working?
2. What do you backup to? USB stick, USB Hard drive, dropbox ?
3. What do you backup? Just the main database or all the Teleos configuration files?
4. How do you plan to recover from an infection? Is there a computer on your network capable of being a temporary server with limited users if yours goes down?

The Teleos support contract states

The Customer shall: Keep a minimum of three separate backups of the software on an approved backup medium (tape, removal hard drive, Memory Stick etc) which will be used on a rotational daily basis. At least one of these backups should be removed from the customer’s premises or locked in a fireproof safe to allow recovery of data after fire, flood or theft of equipment. Backups must be fully verified using manufacturer supplied software utilities. It is entirely the customer’s responsibility to check that daily backups have been performed.

All Teleos servers and workstations need a fully licensed and up to date Antivirus to give you the best chance at reducing infection, however you and your staff also need to be diligent. A virus like this will only gain access to your system in 2 ways, opening web links that contain the virus or opening email attachments containing the virus, these things don’t just appear by themselves.
If you are not sure what backup you have in place please get in touch with the support desk, in this case an email would be preferred and we can look as soon as possible. Please do this through a Teleos t-mail or a standard email support@teleosvet.co.uk 

In case you didn’t catch us at the London Vet Show, we’re pleased to announce that we’ve upgraded our Integrated Card Payments solution… Many practices have been benefiting from fully integrated card payments for some time and our partners at UPG and First Data have now added new terminals, including a portable Wi-Fi option. In addition to existing benefits, Wi-Fi enables flexibility for practices to take payments away from the main reception.

As with the static countertop option, the Wi-Fi terminal:
•    Ensures that taking payments is quicker
•    Card payments automatically reconcile at the end of day, saving time
•    Can be shared by multiple PC’s
Both the Wi-Fi and new countertop terminal support contactless payments (including ApplePay and AndroidPay). Whilst the contactless limit is currently £30, this is likely to increase in the future.
Want to know more? In the coming weeks, the experts at our Partners at First Data and UPG will be making contact with users to discuss the benefits of Integrated Payments and the new Wi-Fi terminals.

FAQ

• Does it cost anything to integrate with Teleos? No, this is totally free. The agreement is between the practice and UPG/First Data.
• How much will it cost? UPG and First Data strive to deliver a superior payments solution at no extra cost to your current standalone provider – It’s as simple as providing a statement to compare… They may even save you money.
• Do I need a phone line? No, the terminals connect into your existing computer network and use your broadband connection. As well as saving money on a phone line, it’s also much quicker for the payment to go through.
• What equipment do I need? You will be shipped a new terminal, this is network ready, just let the Teleos support line know when it arrives and we’ll help get you setup.
  Can I upgrade my existing UPG Terminal? UPG will contact you at the end of your existing terminal contract and advise options. If you wish to upgrade your terminal before the end of the contract then termination fees will apply.

The new Teleos website is up and live, we have a new section called “meet the team” so you can see pictures and a bit about all the staff here. It’s always good to put a face to the name.

http://www.teleosvet.com/

As you may know, our programmers are updating key modules of Teleos, including billing. Changes to this part of the program have potentially far-reaching consequences for all Teleos users. Please read these notes which briefly outline some of the changes we are planning and let me know if you have any questions or other points to raise before we implement them. Please email sean-evans@teleosvet.co.uk with any queries.

In Teleos currently, the terms ‘bill’ and ‘invoice’ are interchangeable and all are allocated an invoice number. We plan to change this so that Teleos generates either a ‘Fee note’ or an invoice, with invoices being subject to tighter restrictions.

A fee note would typically be given to a small animal or retail client to show work that has just been added and balances bought forward and outstanding. The assumption would normally be that the work will be paid
for immediately. It would not have an invoice number and could be deleted if necessary. Duplicate fee notes could be issued for the same work if required. Fee notes would be generated by a print bill command in a work entry button during a consultation or through the (possibly renamed) Print bill button on the Reception channel.

An invoice would typically be produced for a large animal or equine account client or a retail client who has a balance outstanding when an invoice run is done. It would have a sequential invoice number and could
not be removed from the record. A credit would be required if there were a problem with the invoice. Once work has been included in an invoice, it would not be possible to re-invoice it. A copy of the original invoice could be produced instead. Invoices would by default, show a balance brought forward and outstanding, to reflect the way veterinary practices usually invoice their clients. The option to produce ‘pure’ invoices, showing only the invoiced work with balances included on a separate statement will continue to be available though. Invoices would be generated through the Invoice button on the Admin channel as part of an invoice run or individually. The print bill command would default to producing a fee note as described above but there would be an option to allow it to produce an invoice during a consultation if required.

We have some new features currently in their beta stage and we’d love to give you a demonstration, they’re listed below along with a short video. Because of the Teleos pricing structure, all updates are included free of charge for all clients.

CLICK HERE for video demonstration. Please use the arrows at the bottom to continue through each section.

Work entry

• Work entry screens are now more flexible. For example, the new work entry screen allows you to adjust the column widths and minimise the window.
• You can now search / filter the price list using multiple search terms and add multiple freehand items in one session.

Labels

• Filterable dosage / warning list
• Reorderable dosage / warning lines
• Option to print dispensed by / checked by on labels

Payment Screen:

• Option to record a ‘No payment’ along with a reason
• Ability to take split payments
• Allocate payment to a specific piece of work
• Apply a percentage discount
• Apply a surcharge for certain payment types

Improved layout for printouts:

• Receipts – includes detailed breakdown
• Invoices
• Prescriptions
• Estimates
• Statements
• Infosheet
• The option to email a copy of the printout has been added to various areas of the programme

Future developments in this area:

• Layout improvements to the clinical / invoice view and the client / animal card
  Additional fields on client and animal card
• Ability to search clinical history