Equine Practice Management - PDF Free Download

Equine Practice Management Power erful Softw twar are For The Equine Industr try Equine Reproduction Module

Introducing the NEW The Equine Reproduction Module provides equine breeding facilities and equine practices performing reproductive services with the tools to fully automate their management, scheduling, record keeping and billing activities. Because the module runs on a highly secure, fully managed server your only hardware requirements are a high speed internet connection and computers with the Microsoft Internet Explorer browser software. No software installation is necessary, no periodic software upgrades or patches are necessary, and no knowledge of operating systems or networking is required. Running at a select group of breeding facilities, equine practices and universities during the 2002 and 2003 breeding years, the module is a fully tested, mature software product. The module is equally suitable for universities, medium to large breeding farms, equine practices standing stallions and/or breeding mares, and equine practices performing mobile breeding services (ultrasounds, collections, etc.). This document is not a users guide or a how to manual. It is intended to introduce you to the many capabilities of the program by giving you examples of what will actually appear on your computer screen. This is not a complete list of features, in fact we do not get into the issue of preserving and storing frozen semen at all even though the program fully supports it. Our goal is to give you a taste of the tools available to you and to stimulate thinking as to how this product may be used in your business.

Introducing the NEW The Equine Reproduction Module starts with a single page. You easily navigate from that page to the various other pages by simply clicking on tabs located at the top of each page. While navigating is easy to do on your computer it is much harder to do in print so we organized this document into areas of interest. They are: Stallion Management Breeding Mare Management Outside Mares Receiving Cooled Shipped Semen Production Mare Management Recipient Mare Management Weanling, Yearling, Etc. Management Billing The Schedule

Stallion Management Maintains a complete, detailed history of collections, shipments, on-farm breeding (AI and live cover) and frozen semen by breeding year. Maintains a semen collection schedule by stallion. Provides a full analysis of daily sperm output and progressive motility. Daily schedules of mares to be bred and semen shipments provide a clear picture of daily semen requirements. Maintains a detailed record of semen usage (and storage) by collection. Lets you keep detailed notes on individual collections and health maintenance examinations. Displays a full set of statistics on bookings, doses shipped, mares bred and confirmed pregnancies at any point in the breeding year. Prints cooled and frozen semen shipping documents and records shipping container usage. Allows you to keep a collection schedule for outside stallions to assist in ordering semen. Provides for receipt and evaluation of semen shipped from outside stallions. Lets you maintain a schedule of fees (booking fee, stud fee, chute fee, etc.) by stallion to automatically bill customers upon receipt of contract. Provides for an easy lookup of stallion records by owner, stallion name, collar, facility location, sire or dam. Keeps a current photograph of each stallion at your facility. Lets you schedule and perform health maintenance examinations. Prints stallion breeding reports. Bills outside stallion owners for standing their stallion at your facility.

Stallion Management This is an example of the history for a stallion being collected to ship semen to outside mares and to A.I. on farm mares. Calculations of daily sperm output (DSO) and progressive motility of each collection provides a partial picture of the stallion s breeding performance. Records of live cover breedings and dismount collections are also reflected in a stallion s history when they are recorded.

Stallion Management A semen collection schedule can easily be set up for a full breeding year. Notice how actual collections are displayed in blue while scheduled but not performed collections are displayed in red.

Stallion Management This is an example of the page used to record a daily collection. Multiple collections may be recorded for a day. If extender is used on the entire collection a quick calculation is performed giving the number of breeding doses collected with each containing a minimum of 500 million progressively motile sperm.

Stallion Management A detailed record is kept of the usage of semen from each collection for breeding on farm mares, shipments to outside mares or storage in frozen inventory. Both raw gel-free semen and extended semen volumes are recorded.

Stallion Management Each breeding season you identify the stallions that will be used either as stallions being collected and bred to mares at your facility, or outside stallions shipping semen to your facility. If you provide numbers for each of their applicable fees you won t have to fill those numbers in on each mare breeding contract.

Breeding Mare Management Maintains a complete, detailed history of arrivals, examinations, findings, breedings, embryo flushes, pregnancy confirmations, and departures for each mare by breeding year. Provides for speculum, palpation and ultrasound examinations. Lets you record responsiveness to teasing, follicle sizes, luteal tissue findings, MSF, AHF, CL and CH findings, confirmation of ovulation, uterine folds and fluids. Stores ultrasound images for each examination. Lets you identify the specific collection and accompanying semen volume, dilution ratios and concentrations of progressively motile sperm in an AI insemination dose. Supplies a pregnancy confirmation examination recording vesicle size and location, general embryonic detection indications, fetal sex determinations along with a list of negative pregnancy indicators and reasons for pregnancy loss. Automatically maintains a full foaling schedule based on pregnancy confirmations. Provides a means for recording embryo flushes and corresponding recipient mare information. Gives you the tools to maintain a full pallet of treatments and diagnostics. General categories may include anthelmintics, antibiotics, anti-inflammatories, biopsies, cultures, cytology, dentistry, hormone therapies, farrier work, neonatal and weanling management, performance and lameness management, radiology, sedations, surgeries, uterine treatments, vaccinations and wound management, or any additional categories you desire.

Lets you record diagnostic findings and notes. Allows you to bill each treatment separately. Treatments can be tailored to automatically schedule follow-up examinations, or you can schedule examinations at any time. Both methods let you maintain a detailed schedule of work to be performed. Extensive note taking abilities are available on examinations and ultrasounds. Provides for an easy lookup of mare records by owner, mare name, collar, micro chip, ranch location, breeding stallion, sire or dam. Records breeding contracts by providing owner information, and selecting the breeding stallion and his associated fees and payment terms. Keeps a current photograph of each breeding mare at your facility.

Breeding Mare Management To add a breeding mare to your program you enter information from her breeding contract identifying the stallion she will be bred to, information about her and her owner, how she will be bred, and any fees that may apply. You need enter mare and owner information once, it will be stored in the system from then on. The fees flow automatically from the list of standard fees recorded for the stallion and you select which ones apply.

Breeding Mare Management History for a breeding mare includes records about her arrivals and departures, detailed information about each examination, bred dates (and in the case of A.I. - doses received) for the entire breeding year. The camera indicates that ultrasound images are available for that day.

Breeding Mare Management When you examine a mare you record your findings on a day sheet. Each day sheet is divided into three sections: examinations, treatments, and follow ups. The examination section lets you record the date, time, and person performing the examination, whether or not the mare was bred, two different ways to record responses to teasing, the examination method used, optional ultrasound images being saved, up to three findings for left and right ovaries (follicle sizes 15 to 65mm, luteal tissue, MSF, AHF, CL, CH, and positive confirmation of ovulation) (soft, semisoft or tender follicles), and uterine folds, fluids and fluid volumes. You may also record extensive notes on any examination.

Breeding Mare Management The treatments section of the day sheet lets you record exactly what you did to the mare during the examination. When you first start using the program the treatment section will essentially be blank. You will set up the treatments that apply to your individual operation. Here is an excellent example of the treatment section set up by Dr. Joe Manning, DVM of Weatherford, TX used during the 2003 breeding year.

Breeding Mare Management Notice how Dr. Manning s day sheet treatment section goes beyond activities associated with only breeding mares but can be used in virtually every aspect of breeding farm management.

Breeding Mare Management To create your own day sheet treatment section you simply identify each of the treatment categories you will be performing, each treatment type within those categories and optionally a dollar amount that may be billed for performing that treatment. You may also define up to three follow up examinations or treatments that will automatically be scheduled when the treatment is performed. In this example whenever Dr. Manning administers Dinoprost Tromethamine/Lutalyse he is assured that the mare will be scheduled for a follow up ultrasound examination in 5 days.

Breeding Mare Management The follow up section of the day sheet looks deceptively simple but it, more than possibly any other page, is responsible for controlling how your business runs. If you follow one simple rule: Never let a mare leave the stocks without scheduling a follow up examination the program will provide you with a full schedule of the work to be performed every day. And because scheduled work continues to show up on your daily schedule until you either perform it or remove it, you can be assured that you won t be missing important steps in any mare s breeding cycle regardless of how may mares are in your operation. You can specifically schedule follow up examinations or use treatments to schedule them for you.

Breeding Mare Management This is an example of a day sheet where a mare was artificially inseminated with fresh semen collected from an on farm stallion. Notice how actual semen usage volumes are matched to this collection.

Breeding Mare Management After a mare has been bred a pregnancy confirmation section is automatically inserted into the examination section of the day sheet. A couple of things are going on in this example. A positive pregnancy confirmation is recorded and an ultrasound image of the vesicle was saved with the day sheet. If you click on the small image (referred to as a thumbnail image) a full screen image will be displayed. It should also be noted that positive pregnancy confirmations keeps the mare on next years foaling schedule and negative confirmations or record of loss/abortion removes them.

Breeding Mare Management If you record a treatment that refers to a biopsy, culture or cytology an additional page is automatically displayed for you to record the results.

Outside Mares Receiving Cooled Shipped Semen Maintains a detailed history of semen orders, shipments and pregnancy confirmations Records breeding contracts by providing owner information, shipping information and selecting the breeding stallion and his associated fees and payment terms. Extensive note taking abilities are provided on each shipment. Prepares printed shipping documents When you enter a breeding contract to ship cooled semen to an off farm mare not only do you enter information about the shipping stallion, the mare, the mare owner and any fees that may apply but you also provide information about how and where to ship the cooled semen.

Outside Mares Receiving Cooled Shipped Semen The system keeps a detailed record of every cooled semen shipment you make and lets you record pregnancy confirmations or open mare findings for each outside mare receiving cooled semen.

Outside Mares Receiving Cooled Shipped Semen To record a cooled semen shipment you simply identify which collection was used, the volumes being shipped, and tracking information. You can also use this form to notify the stallion manager of an upcoming shipment by leaving the collection information blank and entering a dose of zero.

Outside Mares Receiving Cooled Shipped Semen When you record a shipment you can also request to print an Equine Cooled Semen Transport Sheet and one will be sent to your computer to be printed. This is an example of what will actually print.

Production Mare Management Maintains a complete, detailed history of purchases, examinations, findings, breedings, embryo flushes, pregnancy confirmations, and sales for each mare at your facility. Provides for speculum, palpation and ultrasound examinations. Lets you record responsiveness to teasing, follicle sizes, luteal tissue findings, MSF, AHF, CL and CH findings, confirmation of ovulation, uterine folds and fluids. Stores ultrasound images for each examination. Lets you identify the specific collection and accompanying semen volume, dilution ratios and concentrations of progressively motile sperm in the insemination dose. Supplies a pregnancy confirmation examination recording vesicle size and location, general embryonic detection indications, fetal sex determinations along with a list of negative pregnancy indicators and reasons for pregnancy loss. Automatically maintains a full foaling schedule based on pregnancy confirmations. Provides a means for recording embryo flushes and corresponding recipient mare information. Gives you the tools to maintain a full pallet of treatments and diagnostics. General categories may include anthelmintics, antibiotics, anti-inflammatories, biopsies, cultures, cytology, dentistry, hormone therapies, farrier work, neonatal and weanling management, performance and lameness management, radiology, sedations, surgeries, uterine treatments, vaccinations and wound management, or any additional categories you desire. Lets you record diagnostic findings and notes. Treatments can be tailored to automatically schedule follow-up examinations, or you can schedule examinations at any time. Both methods let you maintain a detailed schedule of work to be performed. Extensive note taking abilities are available on examinations and ultrasounds. Provides for an easy lookup of mare records by mare name, collar, micro chip, ranch location, breeding stallion, sire or dam.

Provides a means for declaring stallions to be bred to this mare and whether she will be flushed or carry to term. In cases where production mares are maintained in pastures allows for herd management including recording location changes and scheduling health maintenance examinations for all mares in a given location. Maintains purchase and selling prices for all mares owned by the farm. Keeps a current photograph of each production mare at your facility.

Production Mare Management To set up a production mare you simply provide information about the mare and where she is currently located. It is generally assumed that production mares are owned by the breeding facility, but the program allows for production mares owned by third parties.

Production Mare Management Production mare breeding records can span multiple breeding seasons, starting with their purchase and ending with their sale or death. Notice how breeding stallions were declared for this mare on March 4 and again on March 25. Also notice that this mare foaled on March 3 and currently has a foal at her side. Recognizing this, the program places a foal button at the top of her page letting you flip back and forth between her records and the foal records.

Production Mare Management When you examine a production mare you record your findings on a day sheet in exactly the same way you do on outside breeding mares, using the examination section to record findings, the treatment section to record what was done during the examination and the follow up section to schedule the next exam. This treatment section of a day sheet for a production mare shows the successful retrieval of an embryo during an embryo flush procedure.

Production Mare Management As pregnancies are confirmed mares are automatically added to next year s foaling schedule. Notice the combination of embryo transfer recipient mares and on farm production mares in this 2003 on farm foaling schedule. As foal births are recorded their entry on the schedule changes from blue to grey. (Also note that you can view a foaling schedule for outside mares to keep track of their deliveries).

Production Mare Management Production mare records are easily organized by name, collar, microchip, breeding stallion, sire, dam, or as in this example by ranch location. When you look at production mares by location herd management capabilities are available letting you perform operations on all of the mares in this location such as scheduling examinations or vaccinations or moving them all to another location.

Schedule Tease Relocate Schedule Tease Relocate Schedule Tease Relocate Schedule Tease Relocate

Recipient Mare Management Maintains a complete, detailed history of purchases, examinations, findings, breeding, embryo flushes, pregnancy confirmations, and sales for each mare by breeding year. Provides for speculum, palpation and ultrasound examinations. Lets you record responsiveness to teasing, follicle sizes, luteal tissue findings, MSF, AHF, CL and CH findings, confirmation of ovulation, uterine folds and fluids. Automatically maintains a list of recipient candidates for each scheduled embryo flush. Stores ultrasound images for each examination. Lets you record the specific embryo flush used in the transfer. Supplies a pregnancy confirmation examination recording vesicle size and location, general embryonic detection indications, fetal sex determinations along with a list of negative pregnancy indicators and reasons for pregnancy loss. Automatically maintains a full foaling schedule based on pregnancy confirmations. Gives you the tools to maintain a full pallet of treatments and diagnostics. General categories may include anthelmintics, antibiotics, anti-inflammatories, biopsies, cultures, cytology, dentistry, hormone therapies, farrier work, neonatal and weanling management, performance and lameness management, radiology, sedations, surgeries, uterine treatments, vaccinations and wound management, or any additional categories you desire.

Lets you record diagnostic findings and notes. Treatments can be tailored to automatically schedule follow-up examinations, or you can schedule examinations at any time. Both methods let you maintain a detailed schedule of work to be performed. Extensive note taking abilities are available on examinations and ultrasounds. Provides for an easy lookup of mare records by mare name, collar, micro chip, ranch location, donor sire or donor dam Allows for herd management in cases where recipient mares are maintained in pastures including recording location changes and scheduling health maintenance examinations for all mares in a given location. Keeps a current photograph of each recipient mare at your facility.

Recipient Mare Management To set up a recipient mare you simply provide information about the mare and where she is currently located. If, at the time you set the mare up she is pregnant, you provide information about the donor mare and stallion along with the date of the embryo transfer. This will build all of the necessary breeding and flush information and automatically add the mare to the appropriate foaling schedule.

Recipient Mare Management This is an example of the breeding history of a recipient mare during the 2003 breeding season. Note the record of a confirmed ovulation on February 23 and again on March 17. By recording ovulations you enable the program to keep a list of embryo recipient candidates on your daily schedule. Also note how top and bottom side information is maintained for each successful embryo transfer.

Recipient Mare Management When you examine a recipient mare you record your findings on a day sheet in exactly the same way you do on outside breeding mare and production mares using the examination section to record findings, the treatment section to record what was done during the examination and the follow up section to schedule the next exam. This treatment section of a day sheet for a recipient mare shows the successful transfer of an embryo donor to the recipient. Had multiple flushes been performed on this day the full list of donor pairs would be displayed.

Recipient Mare Management Because the daily schedule is such an important aspect of the equine reproduction module it requires its own section, but because we are discussing recipient mare management it should be noted that there is a separate section of the daily schedule devoted to recipient mares. The top portion of the recipient mare sections lists all of the examinations scheduled and/or performed for the day. The lower portion lists your embryo recipient candidates for flushes as 6,7, and 8 days post ovulation. The table columns reflect synchronization of ovulation between the door mare and the recipient candidate where: -2 indicates that the recipient candidate ovulated 2 days after the donor. -1 indicates that the recipient candidate ovulated 1 day after the donor. 0 indicates they ovulated on the same day. 1 indicates that the recipient candidate ovulated 1 day before the donor. If this were a real life situation and recipient mare Recip 78 did not receive an embryo on April 12, she would go off the list of candidates making this an excellent time to evaluate a course of action and schedule her next examination.

Recipient Mare Management A full range of herd Management capabilities is provided for recipient mares. The first of these is the ability to record responsiveness to teasing for all of the recipient mares in a given location. As positive signs are recorded a simple click schedules and moves the mare on to an actual examination.

Recipient Mare Management Second in the series of herd management capabilities for recipient mares is the ability to schedule an examination and work to be performed for all recipient mares in a given location. In this example all of the recipient mares located in Pasture 1 are scheduled to receive a vaccination for West Nile on April 15th. And finally in the series of herd management capabilities for recipient mares is the ability to record the movement of the whole group from one location to another.

Weanling, Year earling, Etc. Management Maintains a complete, detailed history of purchases, births, health maintenance examinations, and sales for each non-breeding horse at your location. Provides for an easy lookup of horses records by age, name, collar, micro chip, ranch location, sire or dam Allows for herd management including recording location changes and scheduling health maintenance examinations for all horses in a given location. Keeps a current photograph of each non-breeding horse at your facility. When a foal is born and properly recorded on a mares day sheet the foal is automatically added to the list of Other Horses and recorded with the same collar (id) and location as its mom. (We use the term mom to refer to the mare that will nurse the foal rather than its biological mother). For all other non breeding horses at your facility you need simply provide identifying information about the horse, how it came to be at your facility, where it is located and information about its owner.

Weanling, Year earling, Etc. Management Detailed records about the purchase, health maintenance examinations (e.g. a record of vaccinations) and the sale of non-breeding horses at your facility is readily available. This list could easily be expanded to include training schedules, show schedules or maybe even lifetime earnings.

Weanling, Year earling, Etc. Management Herd management capabilities extend to non-breeding horses location at this facility. In this example all horses located in barn 3 are scheduled to receive a vaccination on April 16th.

Billing Billing entries are automatically generated as you book contracts, perform billable examinations and procedures and record arrivals and departures involving mare care. A complete list of charges and payments is maintained by horse for each breeding year and can be displayed for an individual horse, an individual client or for the entire breeding year.. Statements are downloaded to your computer where you can store them and print them using any popular word processing program This is an example of a statement for the mare Miss N Tigress for all services performed during the 2003 breeding year. A quick look at her breeding contract would reveal a $200 booking fee, a $200 chute fee and a $1,500 stud fee. The contract was received on 2/13/2003 along with a check for half of the fees or $1,900. The mare arrived on April 15 and departed on May 5, returned on May 15 and departed for the last time on May 29. During the entire time she was billed for dry mare stall care at $18 per day. During her stay she received 2 injections and a caslick which were not covered by the breeding contract and therefore billable. Her owner currently owes $1683. It is important to note that none of this information had to be manually entered by an operator, but rather came automatically from her contract and day sheets.

Billing To manually enter a charge or a credit (payment) to a statement you simply click the more button on the statement and a page like this one is displayed for you to enter the charge or credit information.

Billing If you need to make a change to arrivals and departures a page is available that shows you each of the days the mare was at your facility and the mare care fee charged for each day. To include or exclude a day you simply click on the appropriate calendar date, and click save to recalculate all mare care charges.

Billing When you display the statement for a mare and click on the Print button you are instructing the server running your application to prepare a document and send it to your computer. Save the document and open any popular word processing program (e.g. Microsoft Word) to print the statement. Notice in this example of a printed statement how it is formatted to fit into a window envelope. To save postage you might consider attaching this statement to a note and emailing the client.

Faster Horses, Inc. 13748 WCR 4 Brighton, CO USA 80603 August 20, 2003 Joelyn Knoll Brown 3282 W. County Rd. Fort Collins, CO 80524 2003 STATEMENT Date Description Charges Credits Miss N Tigress 02/12/2003 Smart Peppy Freckles 2003 contract charges $1,900.00 02/12/2003 Smart Peppy Freckles 2003 contract payment $950.00 04/25/2003 Daysheet $15.00 05/01/2003 Daysheet $25.00 05/05/2003 Mare care for Tue Apr 15 through Mon May 5 at $18.00 per day. $378.00 05/28/2003 Daysheet $45.00 05/29/2003 Mare care for Thu May 15 through Thu May 29 at $18.00 per day. $270.00 Balance Due $1,683.00

The Schedule The Daily Schedule is the most powerful component of the Equine Reproduction Module. Not only does it let you see exactly what you did on any given day but it shows you what you need to do today, tomorrow, and any day in the future. To make the daily schedule work as designed you need to be aware of three fundamental principles: 1. You should record everything: arrivals, departures, examinations, shipments, collections, births, purchases, etc... EVERYTHING 2. When you perform mare examinations NEVER let a mare leave the stocks until you have scheduled some follow up activity. 3. Once an item is on your schedule it cannot come off unless you perform it or cancel it. The schedule is PERMANENT. This is an example of a daily schedule for March 31,2003 presented as if it were today. We will take a detailed look at the various sections of the schedule on subsequent pages but before we do a few general observations are in order. Mares being bred at this facility, whether owned by a client (outside breeding mares) or owned by the facility (production mares) and mares that are receiving cooled or frozen shipped semen are listed under the stallion that will be used to breed them. Production mares that have not yet been assigned to a stallion (declared) are listed under Unknown. A separate section of the schedule is reserved for embryo recipient mares and a separate section is reserved for health maintenance examinations on other horses (e.g. weanlings, yearlings, two year olds, etc.). Items that are scheduled to be done appear in grey, items that have been done appear in black. You can click on a calendar to see any day you desire.

The Schedule The mare Little Red Olena is a production mare being bred to an outside stallion Peptoboonsmall. During some previous examination it was determined that we should order up some cooled semen and that information was placed in the follow up section of her day sheet. Smart Peppy Freckles is a stallion standing at this facility and has a collection scheduled for today that has yet to be performed. Two mare owners have scheduled shipments for today. Neither have shipped. Using the schedule options to tell the program we want to see this stallion s breeding statistics we can see that as of today we have shipped semen to 9 of the 35 shipped semen contracts for a total of 18 doses shipped. Thus far 2 mares have reported pregnancies. Four mares breeding to Smart Peppy Freckles have examinations scheduled for today and 1 has already been performed. Thus far all 4 mares booked to breed on farm and 5 of our own mares declared to Smart Peppy Freckles have been bred a total of 7 times with 1 confirmed pregnancy. Smokin Trona is a stallion standing at this facility and a scheduled collection, 1 scheduled shipment and 6 breeding mare examinations were scheduled for today. Thus far he has been collected, a shipment has been prepared and 1 of the mares has been examined.