Winter is Coming…

Winter is indeed just around the corner. With winter comes the New Year and the bulk of the annual reports are due. It is very important that you start looking at your State and Federal reports right now to find inconsistencies.

Winter To-Do List4-ways-to-rock-your-to-do-list

  • Search all pending records and make sure you close out all patients that are not in your care.
  • If your state has a state report, make sure you can access it and that it is working. It is found under “Quick Links”, “Reports” If you do not see a state report for your state, please send us a blank copy ASAP so we can get it into the system. We believe we have them all, but if we don’t we would appreciate your help.
  • Make sure mammals, birds and herps are where they belong in the report. Sometimes if a species is changed in the Cage Card it does not fully update, we can not find any reason why it does this, but we think it happens by not clicking update. It will change the species name but not the species info behind the scenes.
  • Identify unidentified species. It is very common to have several species that are not identified correctly. If someone just types is swallow instead of selecting Barn Swallow, then the database does not recognize that screen-shot-2016-11-28-at-1-42-37-pmanimal. The database is pretty smart, but not that smart. My hope is that this week we can create an easy way to fix the unidentified animals through settings. Until then, the easiest thing to do is search all 2016 records, Export Records, select the Common Name and all the Taxonomy and export. This will give you a list you can compare common names entered and the animals taxonomy. If it says unidentified in all the taxa, you know it is an unidentified animal. The Case # is the ID and you can go back into WRMD and fix the info.

Suggestions and Ideas

Throughout the year we get many new suggestions, ideas and possible fixes. We always look at these, filter through what can be done and can’t be done and put them on a priority list. I would like to invite our users to make any suggestions and ideas they would like to see in the New Year. We have many items on our lists, but we would like to see what is more urgent for our users. Please email me at [email protected]. I will do my best to reply quickly on if it is something will can do and also the status of that suggestion.

We are particularly interested in ideas for analytic and reports you would like to see more of. Feel free to repeat yourself if you have already sent me ideas in the past.

End of the Year Reminders

end-2014As the end of the year comes to an end, there are certain steps that should be taken to close out the year with your WRMD account. It is much easier not to worry about your previous years data in the new year, as you can imagine. It is a good idea start in fall… that way you are not rushing to do all the work the last week of December.

1. Reconcile your records.

Search for all the animals still pending and make sure that they are closed out completely as long as they are no longer in care.

The federal report requires that the Disposition and/or Transfer type, Disposition date and Criminal activity fields are completed. If it was a transfer, the Disposition Location and State are required as well.

You can also reconcile rescuers. This feature allows you to identify and combine repeat customers. This is more for your own personal data, not so much for reporting.

For your own records it is good to export a report of all the intake numbers with their City found. Many times cities are spelt incorrectly and this will disturb your data.

Screen Shot 2014-12-20 at 8.59.17 AM

2. Try to finish up all your records for 2014 in 2014.

In order for the 2014 Federal and State reports to be correct, you need to get all the patients in the system. Use the Quick Admit extension if necessary. You can still add patients into 2014 in 2015, but unless it is done before the reports are sent, the reports will be flawed.

3. This is a good time of year to look at your data and analyze it.

How did the system work for you. Are there trends that you notice, like not identifying the Sex of some of the animals. Is there a certain group that you would like to search, but can’t figure out how to search them all. Try using keywords as a tool. These observations can help you in 2015. You can change a few behaviors to make sure that the data that you want to get out of WRMD is recorded in the first place.

4. We always make a few updates in the new year.

This year we are going to be changing the names of a few fields and merging others in the new records and the intake screens. No previous data will be lost, but it might be in a different section. We will post these changes before the new year to give you time to adjust to them.

As always if you have any questions or concerns just let us know and we will try to help any way we can. Happy Holidays and Happy New Year!