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This section looks at the functions of the program menus

2.1 Enter New detail

Selecting this option will show a blank data entry screen which has overlapping file tabs to group related information. The cursor will be flashing at the first field.

Service No: Enter the members service number here and press enter to advance to the next field prompt. A field rule has been set for service number that prevents duplicate records being entered twice or leaving the field blank.

Rank: Enter the members abbreviated rank or alternatively check the menu option at the bottom of the screen for [F3] Options . Press [F3] and a pop up window will display a list of ranks. Use the arrow keys [Up], [Dn] to navigate through the list or type the first few letters of the rank. There are two ways of displaying the list, by press [F3] again to toggle the display order between "Alphabetical position for rank" and "Alphabetically by rank". This list can be edited by selecting the menu option "Utilities", "Rank list".

Surname: Enter the members surname and press enter to advance to the next field. The members surname along with other fields in the program will default to uppercase

Initials: Enter the members initials with a period separating each initial and press enter

Date of birth: Enter the members date of birth here and press enter.

Age: This field will be skipped during data entry because it is calculated from the date of birth and your computers system date. (If your computers system time is incorrect you can re-set it by typing "Date" at the DOS prompt and entering the correct date.)

Sex: This field will always default to "M" during data entry but you can override it by typing over it. Only two characters are allowed "M" or "F". Press enter to go to the next field.

Sub Unit: Enter the sub unit the member belongs to or press [F3] for a list of options. The pop up list has been provided to ensure data accuracy for all records. If a sub unit is typed which doesn't exist in the pop up database then you will be prompted to confirm whether you want to allow the entry. You can edit the pop up list of sub units from the "Utilities", "Sub Unit list" option. ( You should add all applicable sub units to the database before initial data entry for each member in the unit to save time swapping back and forth between databases )

Corps: Enter the Corps the member belongs to and press enter to go to the next field. If you want you can press [F3] for a list of available Corps. If a Corps is typed which doesn't exist in the pop up database then you will be prompted to confirm whether you want to allow the entry. You can edit the pop up list so that all Corps applicable for your unit appear, by selecting the menu options "Utilities", "Corps List".

ECN (Employment Category Number):Enter the members Employment Category Number here. This field has been included as a cross reference to determine whether a members medical standard is suitable to his/her employment category. The ECN list can be edited from the menu options "Utilities","C. ECN List".

Category: Enter the members Army category as ie: "ARA" or "Reserve" and press any key to continue.  You can press [F3] for options. you can only enter a category that is found in the pop up list.  The pop up list is editable. from the "Utilities",
"1. Service category" menu option.

Notes [Alt-M]: The "Notes" field has been provided to allow you to enter detailed notes, remarks, or additional information about the members medical history. To access or edit the Notes field you can press the key stokes [Alt-M] or double click it with your mouse. This will bring up a full screen basic text editor which allows you up to 10,000 characters worth of notes to add. When you have finished typing ,save the note by pressing [F10]. Full view of the notes will be hidden and the word "...Memo.." will appear to indicate that there is information contained in the field. To view or edit the memo again, double click the word "..Memo.." with your mouse or press [Alt-M], make your changes and press [F10] or right click your mouse or press [Esc] to lose any changes.

1. Note : Any information contained in the Notes field can be printed by selecting "Print" from the first page of the members record and selecting the option, "A. Medical record". The Notes information will print as page 2 of the members medical record.

Colour Perception: Enter the members colour perception i.e. CP 1,2 etc. as applicable to current instructions.

PES: Enter the members current PES or press [F3] for a list of options which also explains what each PES stands for. Highlight the PES you want from the pop up window and press enter to insert the selection.

G6PD Date: Enter the date for the members Glucose 6 phosphate dehydrogenate deficiency test .

Last Dental: Enter the date of the members last full dental check

Dental Class: Enter the members Dental class i.e. : 1, 2, 3 or 4 as determined at the last Dental check up.

Last Med Board: Enter the date of the members last Med Board

Med Board Due: If entering a new member record this will default to 3 years from the date of the members last Med Board. Accept this date or overwrite it to indicate the date the member should be due for the next Med Board.

Allergies: Enter any known allergies the member has. The field length for Allergies is 60 characters only. Each Allergy should be separated by a comma to assist you in doing searches at a later date.

Restrictions: Enter any restrictions the member has, leaving a comma between each restriction.

Laser Eye: Enter the date the members laser eye test was given if applicable to the members trade

HIV Date: Enter the date the member was last screened for HIV.

HEP C Date: Enter the date the member was last given a test for Hepatitis C.

Height, Weight and BMI (Body Mass Index): Enter the members height in centimeters and weight in Kilograms. The following field (BMI) is auto calculating and gives the members Body Mass index according to the members height and weight entered.

Typhoid Given: Enter the date the member was last given an injection for Typhoid.

ADT Given: Enter the date the member was last given the injection for ADT. The due date will auto calculate 10 years from the given date.and blink an orange colour if overdue. An over due inoculation will print on the report regardless of date.

Polio date given: Enter the date the member was given the Polio/Oral Sabin . The due date will automatically default to 10 years from the given date and will blink an orange colour if it is overdue. An over due inoculation will print on the report regardless of date.

MMR Date Given: Enter the date the member was given the MMR inoculation. The due date will automatically default to 10 years from the given date and will blink an orange colour if it is overdue. An over due inoculation will print on the report regardless of date.

Japanese Encephalitis: Enter the date an injection for Japanese Encephalitis was given.

Plague: Enter the date the member was given an injection for Plague.

Mantoux: Enter the date member was given mantoux test.

Result : Enter either "POS" or "NEG" here dependant on the outcome of the members Mantoux test. Only "POS" or "NEG" are allowed in this field. You may press F3 for options.

BCG Date: Enter the date the member was given the BCG test . The three fields "Mantoux", "Result" and "BCG Date" are related and current information staes that if a members Mantoux test was NEG then a BCG is required. If you want to find or creat a list of all members who have NEG in the result field and have no date for the BCG then it can be done usin the following procedure.

From the View menu select Browse, this will show the default browse table. Select browse again then select the table option which contains the options for," [  ] CP,Lasereye, Blood GP, Mantoux, BCG" and press [F10]. The relevant fields will be shown. Press "Q" and the query screen will be shown. Go to the relevant fields and in the RES field enter "NEG". Go to the BCG field and enter a "!" ( exclamation mark) then press [F10], this will return a list of all personnel in the database who's Mantoux test was NEG and who haven't been given a BCG. You can print the list from here.
 

HEP A 1st Given: Enter the date the member was given the first inoculation for HEP A. HEP A 2nd Given: The date due for the second inoculation is calculated automatically as one month from when the first inoculation was given. Enter the date the member was actually given the 2nd inoculation for HEP A. An over due inoculation will print on the report regardless of date.

HEP A 3rd Given: The date due for the third inoculation is calculated automatically as one month from when the second inoculation was given. Enter the date the member was actually given the 3rd inoculation for HEP A. An over due inoculation will print on the report regardless of date.

HEP A 1st Booster: The date due for the first booster is calculated automatically as 5 years from when the 3rd inoculation was given. Enter the date the member was actually given the 1st Booster for HEP A. An over due inoculation will print on the report regardless of date.

HEP A Subsequent boosters: Subsequent boosters will be due every five years. Enter the date each subsequent booster is given and the due date will change accordingly. An over due inoculation will print on the report regardless of date.

HEP B Inoculations: HEP B Given and due dates are identical to HEP A. Follow the instructions for the HEP B Due and given date as per the instructions for HEP A.

2.2 Entering records in scrolling Regions

There are three scrolling regions on a members record which can be found on the form TAB's [Member]. [Appointments]. [Hosp/Admission] A scrolling region allows you to enter up to 1,500 records per region and can be made active by clicking inside the region with the mouse or pressing the [TAB] key continuously until the desired region is active. Once inside the region, the menu bar at the bottom may change slightly to show the available options whilst in that region. To navigate inside the region use the [up], [dn] arrow keys or the mouse to scroll the records in the region.

The occurrence field is 120 characters in length and is split over two lines which will automatically word wrap. Enter a short note for the occurrence and press [F10] to save the entry or [CTRL-ENTER] to save the entry and enter a new one. Each entry is then sorted in date order with the most recent entry showing first in the region. If you wish to see all the entries for that member you can click your mouse in the region or press [TAB] to make it active and use the [UP],[DN],[PG-UP],[PG-DOWN] keys to scroll up and down through the entries or alternatively use you mouse on the available [UP], [DN] arrows to the right of the region border. You can also select the menu bar option at the bottom of the screen [Print] which will bring up a list of available reports for that member. Option "E" will print all the members occurrences to Screen, Printer or File.

2.2.2 Appointments entries: This region can be found on the "Appointments" TAB from the view screen. The principles for viewing and entering entries in this region are the same as for Occurrences.

• Referal: Enter a referal number applicable to this appointment.
• Date: Enter the appointment date and press enter to go the next field.
• Time: The time field automatically defaults to the current system time. Press enter to accept it or over type it to change it. Enter all times in military format as HH:MM. Press [Enter] to go to the next field.
• Referred to: Enter the name of the Dr or specialist the member was referred to and press enter.
• Referred by: Enter the doctor or specialists name who made the referral and press enter
• Account received: Enter the date your RAP received the account from the doctor or specialist.
• Account reference: Enter any references from the account such as invoice number or any account reference details. This field automatically defaults to "N/A" during entry. Press [enter] to accept it but it is preferable to have some sort of reference for accuracy in conducting a search at a later date.
• Date Sent: Enter the date the account was sent from your RAP after it has been approved.
• Amount: Enter the amount appearing on the account.
• Injury: Enter "Y" if appointment was for an injury or "N" if for an illness . This is the last field for data and you can press [F10] to save the entry or [CTRL-ENTER] to save the current record and enter a new one.

• Referal: Enter the referal number applicable to the members hospitalisation

• Admitted: Enter the date the member was admitted to Hospital and press enter.
• Discharged: Enter the date the member was discharged from hospital . The number of days in the facility will auto calculate and a running total will be displayed at the bottom of the screen.
• Leave from and Leave to: Enter any convalescence leave dates the member was given for this entry and the number of days will auto calculate and give a running total at the bottom of the screen. A report of members who are or are still on convalescence leave can be generated from the Reports Menu. To generate a report from the main menu select "reports","C. Hospital Admissions", "D. Convalescence dates",and when prompted enter the dates "from" and "to". A report will be generated which includes all members who were or are on convalescence within those dates and also members who are on an ope ended convalescence leave ( where the TO: date field is blank).
• Facility Name:Enter the name of the hospital or facility the member was admitted to and press enter.
• Diagnosis: Enter a short description of the diagnosis / reason for admission. To assist with record searches at a later date you should always include a key word in the diagnosis such as "Ankle" which would assist in searching for all occurrences where diagnosis was related to any kind of Ankle injury.
• Doctors Name: Enter the name of the doctor in charge of members treatment in hospital. This is the last field for data and you can press [F10] to save the entry or [CTRL-ENTER] to save the current record and enter a new one.
• Admission Type: Select [F3] for a pop up list of codes representing admission types. This pop-up list can be edited or changed from the utilities, E. Admission codes list.
• Mode of separation: Select [F3] for a pop-up list of codes associated with mode of separation of discharged type. This pop-up list can be edited from the utilities, F. Mode of separation list.

3.0 View

• The view menu will show a completed form for one member and is laid out in a similar fashion to the file tabs in a filing cabinet. Each tab represents a related group of information for one member. The tabs are: [MEMBER] [MEDICAL] [INOCULATIONS] [APPOINTMENTS] [HOSP/ADMISSIONS] To show the detail for each tab you can click on it with your mouse or press [CTRL+PGDN] or [CTRL+PGUP] to open each tab in sequence. When you first select the "View" option from the menus the "Find" dialogue box appears asking for ......Which 'Surname' ..... Enter a Surname or the first few characters and press [Enter] to go to the first match. If you wish to find a record using another index other than by surname you will see an option at the bottom of the screen [F2] use alternative index.
• Press [F2] and the list of available indexes will appear to choose from or press Escape to clear the search box.

3.1 The View Menu bar

• At the bottom of the screen in view mode is a menu bar showing the available options for the form. The menu bar options are: ­ Move Up one record in the current index order ¯ Move down one record in the current index order [Enter] Enter a new record [Change] Change the details on the current record [Browse] Show up to 20 records per page in a table type format [Index] Shows a list of indexes to sort the data by instantly [Find] Displays a prompt for you to instantly find a record according to index [Query] Changes current form and allows you to do complex searches of records [Delete] Prompt to confirm whether you want to delete the whole record or the record within the region window. [Print] Shows a menu box with available reports for the viewed members record.

4.0 Browse Menu

• 4.0.1 A. Main records- Shows all fields from the database except those from a scrolling region
• 4.0.2 B. Appointments- Shows all appointments for members.
• 4.0.3 C. Accounts details- Shows all records which have been entered for accounts This browse table is only slightly different to appointments as the region "Appointments" contains all the details for appointments and accounts. D. Occurrences/History Shows all records where occurrences have been entered for any member, such as RAP attendance's.
• 4.0.4 D. Occurrence/History - Shows basic member details, the date of the occurrence entry and the 120 character occurrence/history information.
• 4.0.5 E. Hospital Admissions - Shows all records where hospital admissions entered for any member.
• 4.0.6 F. Fast Table Editor- The Table Editor menu has been added to allow you a faster way of editing or updating records using the browse table layout. When the browse table is first displayed it will show all database fields from left to right. Use the left/right arrow keys or click on the arrow symbol indicated on the top left or top right of the screen to move the fields in that direction. When you have the column containing the field you want to edit highlighted you can press "change" from the menu bar at the bottom of the screen and change the data for that field, press the down arrow key and change the next and so on. Each time you press the down arrow key or up arrow key the members name and basic details appears on the bottom of the screen to let you know which record you are editing as the service number and name field may be too far to the left or off the screen for you to see which record you are changing. Alternatively if you are working on a particular field such as the dates each member had their last Med Board, you can press the "Browse tables" menu option from the bottom of the screen. This will display a selection box of browse table to choose from which restrict the browse table layout you are working on so only the applicable fields you want are displayed in the browse table. When the browse table selection box is displayed use the up/down arrow keys to scroll up and down through the selections and press enter to select the desired browse table. Whenever a browse table is active you can change the current index to re-sort the records according to that index, change a record, find a record according to the current index, or perform a Query to display a special group of records.

5.0 Reports

• 5.1 A. Appointments - The Appointments menu will generate a report showing the members service number, name and initials, the appointment date and time, who they were referred to and who they were referred by. When the menu option is selected a prompt box will be displayed on the screen for you to enter a date period , "From" and "To". Initially the date box will show today's date in both the "From" and "To" prompts, accept these defaults if you want to print a report showing only today's appointments or enter another date period to print a report showing all appointments between a dates. When you have entered the dates press [F10] and you will be given the choice of "Screen", "Printer" or "File" to send the report.
• 5.2 B. Accounts - The accounts menu will display further options on reports regarding accounts
• 5.2.1 A. For selected member- When this menu is pressed a pop up box appears showing a list of all members in alphabetical order. Use the up/down arrow keys to make a selection or type the first few letters of the members name to find the first match for the member you are selecting. Alternatively you can press [F3] to toggle the display order of the records from alphabetical by surname to numerical by service number. Finding a record is determined by which index order you choose. Select "Screen" printer or file to send the report. If no records are found for that member you will be told "No valid records in current range".
• 5.2.2 B. Accounts not received-This report will display a list of members alphabetically where the "Date Account received" field has not had a date filled in.
• 5.2.3 C. Accounts not sent - This report will show all records where the "date sent " field is blank.
• 5.2.4 D. Received in a period - This report shows all records where the account was received within a given date period. When the menu option is pressed you will be prompted to enter a date period.
• 5.2.5 E. Sent within a period - Shows all records that were sent within a given date period. Enter the date range when prompted.
• 5.2.6 F. Received & Sent for period - Shows all records that were received and sent within a date period. Enter the date range when prompted.

This option shows sub menus available for entering and tracking member Hospital admissions.

• 5.3.1 A. Member admissions - When this menu is pressed a pop up box appears showing a list of all members in alphabetical order. Use the up/down arrow keys to make a selection or type the first few letters of the members name to find the first match for the member you are selecting. Alternatively you can press [F3] to toggle the display order of the records from alphabetical by surname to numerical by service number. Finding a record is determined by which index order you choose. Select "Screen" printer or file to send the report. If no records are found for that member you will be told "No valid records in current range".
• 5.3.2 B. Current admissions - This option will show all entries where the member has been admitted to hospital on a given date and has not been discharged.
• 5.3.3 C. Admissions for a period- Shows all members who were admitted to hospital within a given date period.
• 5.3.4 D. Convalescence dates - Shows all members who are or have been on convalescence leave during a given date period.
• 5.3.5 E. Summary of admissions- Prints the summary of admissions to a health facility for a period. This report covers information such as admission type, mode of separation and period hospitalized.

• 5.4.1 A. For a date period - This report will show all personnel in the unit who are due for a Med Board within a date period and will also include all Med boards that are overdue. The report will show the members name and details and will be sorted alphabetically by surname within each sub unit. Each sub unit will start on a separate page so that reports can be sent out if required . The report will also show when the members last Med board was, when the next is due, the members current PES and whether the Med board is overdue.
• 5.4.2 B. Dates for NON FE Pers - A report will be generated for every member in the unit who has a current PES of anything other than "FE" showing the date of their last Med board, next due, current PES and whether the Med board is overdue.
• 5.4.3 C. Med Board Report - prints a report showing all member details and last med board and next due date and current PES. Initially you will be prompted to select a sub unit or All or only records from a Query list. This allows you to print a report for a sub unit or the entire unit and a report showing only a specific group of members as defined by a Query which you specify.

This is a sub menu to a variety of reports available for inoculations and each menu has the following principles in common: Any inoculations which are overdue are printed regardless of date period entered. When the menu is selected a pop up box appears for you to select a particular sub unit if required or at the bottom of the sub unit list is "All Sub Units In List". Select this option to print for the entire unit, sorted alphabetically by surname and by sub unit Before the report destination box appears a reminder appears telling you that the report could take up to 10 seconds per sub unit to calculate. If you send the report to the screen you should press [Enter] for continuous printing and let the report continue until all records have been exhausted. The word "End" will appear on the bottom left of the screen. Use the Page - UP/DN or [é], [ê] arrow keys to scroll back up through the report.

• 5.5.1 A. Typhoid - Generates a report showing all personnel in the unit ,sub unit or user defined Query list with the dates members were given Typhoid innoculation.
• 5.5.2 B. ADT - Generates a report showing all members due for the ADT inoculation within a date period and includes any overdue inoculation regardless of period specified.
• 5.5.3 C. Polio - Generates a report showing all member who are due for a Polio vaccination within a date period and includes overdue vaccinations regardless of date period specified.
• 5.5.4 D. Other Innoculations - Generates a report showing all members dates given for MMR, Japanese Encephalitis ,Plague, Mantoux, Mantoux Result and BCG for a unit, sub unit.or user defined query list.
• 5.5.5 E. HEP A - Generates a report showing all members due for HEP A inoculation within a period and includes any overdue inoculation regardless of period specified. HEP A inoculations shown include any due for 1st, 2nd, 3rd, 4th and subsequent boosters due.
• 5.5.6 F. HEP B - Generates a report showing all members who are due for HEP B inoculation within a given date period and includes any overdue inoculation regardless of date period specified. HEP B inoculations shown include any due for 1st, 2nd, 3rd, 4th and subsequent boosters due.
• 5.5.7 G. Inoculations Due - Generates a report showing all members who are due for  innoculations which have a specific due date such as any of the above inoculations within a given date period and includes any overdue inoculation regardless of date period specified. HEP A and B inoculations shown include any due for 1st, 2nd, 3rd, 4th and subsequent boosters due.
• 5.5.8 H. Missing Data - Reports all occurrences where date information is mission from any members records and includes members who are overdue inoculations.

• 5.6.1 A. PES Stats - Selecting this option will immediately bring up the list of sub units to choose from. Select the sub unit you wish to see PES Statistics from or select "ALL" to run a report showing the statistics for the entire unit.
• 5.6.2 B. BMI - Reports information containing, Height, Weight and body mass index as well as report summary and averages
• 5.6.3 C. Personnel Numbers - Generates a report showing a summarized total of ranks within the unit. A "pop-up" selection box of sub units will appear. Select the sub-unit or "All" from the selection box to run the report.

Other miscellaneous report options are included under this sub menu and are :

• 5.7.1 A. History occurrence -When prompted enter a date period "From" and "To" for the report. This will then list all History/Occurrences for members in that period. The date "From" and "To" will automatically default to today's date so that you can immediately see entries for today but you can over type this if you wish.
• 5.7.2 B. Audit check form - The Audit check form option has been included to enable you to pre-print Audit checks on medical records. You are given the option to print the Audit check forms for a sub unit, the entire unit or only those records specified by running a Query-by-form (See the section regarding Query-by-form ) The box then includes spaces for you to enter, Service number, rank, initials and the audit check date. This information is not mandatory but will save you time handwriting the detail in whilst doing the check.
• 5.7.3 C. SA13 Issue sheets -The SA13 issue sheets option works in the same manner as the "B. Audit check form" except it prints an A4 sized SA13 issue sheet with pre printed names.
• 5.7.4 D. Nominal Roll - The nominal roll menu option prints an A4 sized nominal roll which includes, Service Number, Rank, Surname, Initials, Sub Unit and five check boxes and a remarks column. The report option works the same way as the Audit check forms and SA13 issue sheets.
• 5.7.5 E. AIRN - The AIRN option allows you to print the Army Individual Readiness report which includes, Regimental number, Rank, Surname, Sub Unit, Current PES, Date of last Med Board, The date the next HEP B inoculation is due, Whether the HEP B course of inoculations is complete, the members last dental and the members dental class. The choice of report options are the same as for the "Audit check form".
• 5.7.6 F. Referals - Sub Menu to A. Referals for Hospitalisation or B. Referals for an appointment which allows you to print a report showing any related Hospitalisation or appointment for a specified referal number.

6.0 Utilities

• 6.1.1. Category - The category list relates to the available options that are available as a pop-up choice for the "Category" field during data entry or editing an existing record . Category's relate to a members type of military service such as "ARES" - Army reserve or "ARA" - Regular Army or any user defined category acceptable by your unit.. You can edit or add to this list by using the menu options available at the bottom of the screen.

• 6.1 A. PES List - The PES list contains all the relevant PES codes used in unit RAP's. When you select this option it will take you directly to the PES list where you can Change, Edit or Delete PES codes and descriptions. This list is used by the program when you are entering or changing details for a member and is included as an [F3] "POP-UP" list when the cursor is at the PES field.
• 6.2 B. Corps List - The Corps list menu will take you to the Corps list database where you can enter, change, or delete a list of Army Corps and descriptions. This list should be maintained so that it contains all the relevant Corps applicable to your unit prior to initial data entry .A comprehensive list is already entered which will suit most units. When you are entering a new member to RAP Manager this list is used as the [F3] POP-UP list when the cursor is flashing at the Corps field.
• 6.3 C. ECN List - The ECN list contains an extensive collection of Employment Category Numbers. When the menu option is selected the list is shown and can be edited using the available functions listed at the bottom of the screen. When you are entering a new member to RAP Manager this list is used as the [F3] POP-UP list when the cursor is flashing at the ECN field.
• 6.4 D. Rank List - The rank list menu contains all the relevant ranks within the Army and has a "Rank" seniority" position assigned to each one. Using this list you can Enter, Edit , Change or delete ranks from the list and includes an on-line help file which explains what the rank position field is for. All you need to do is enter a relevant abbreviation for a rank and a seniority position. (press "H" for help while viewing the list to see how to enter a seniority). When you're entering a new members details or changing an existing one you may only enter a rank that is contained in the list.
• 6.5 E. Sub Unit List - The sub unit list allows you to Enter, Change or Delete from a list of sub units. The list contains three fields: Number: Enter a unique number for the sub unit, this should, where practical, be the same number the main Q store uses to identify it as a "Sub Account". Abbreviated: Enter a short , maximum, ten character abbreviation for the sub unit name Sub Unit full name: Enter the full description of the sub unit . The sub unit list is used as an [F3] POP-UP list when entering or changing a members details and only an authorized entry found in the sub unit database will be allowed. Sub Unit name "AA" - ALL SUB UNITS IN LIST can't be edited or deleted !
• 6.6 F. Admission Codes List - Allows you to edit or change the pop-up list of admission codes for hospitalization
• 6.7 G. Mode of separation List - Allows you to edit or change the pop-up list of available codes for mode of separation or discharge from a medical facility.
• 6.8 H. Pack Database - The pack database option permanently remove deleted records from the program. When records are deleted from any menu bar option they are only removed from any indexes associated with the program and are no longer referred to in any report options. The records are, however, still contained in the database and can only be found by using a browse list with the current index being "A. By Record number". The index "A. Record Number" has each record sorted according to the order each record was entered into the database. Each deleted record is noted with the diamond (u) symbol to its left and can be UN-Deleted by pressing [ALT - U]. The pack database option should be used with care, as deleted records can not be retrieved once the operation has been completed. Be aware that if you have a system crash or a power failure during the "packing" process all your records may be lost so it is advisable to back up the program before running the option.
• 6.9 I. Backup - When the F. Backup menu is selected a short instruction on how to perform the backup appears on the screen. The backup option compresses all the program files onto floppy disks. You can quit to DOS directly from this screen or press [Esc] to go back to the menus.
• 6.10 J. Printer Set-up - The printer set-up utility allows you to install, edit or erase printer drivers and select a default printer driver. You can install up to 26 different printer drivers. Before a report begins printing you will have the chance to select which one of the installed printers should be used ( this is useful if you have more than one type of printer connected to your computer). Select the menu option "Create/edit printer configuration" option. A list of installed printers will be shown, each identified by a letter from A to Z or 1 to 9. Press any unused letter or a number from 1 to 9 to create a new printer driver. A list of printer drivers will appear, scroll through the list and select a driver for your printer. To edit an existing configuration, press the corresponding letter. In both cases the printer configuration appears next with default values for most of the printer settings. The default values are based on the selected printer. You should not need to change any of these defaults except for the Printer port as applicable to your printer. If you require to custom design the printer driver you should consult your printer manual for necessary codes. Press [F10] to save the printer driver configuration. If you want to make this printer driver the default each time you print you should use the menu option "Select a printer configuration". Regardless of the default printer you select you can still change it at print time if you wish. If your printer type is not listed you should consult your printers manual as most printers can "Emulate" other printers. If this is the case select a printer driver that your printer emulates or experiment with other printer drivers to work with your printer.
• 6.11 K. Update Indexes - The update indexes option will repair damage done to indexes, if any, as a result of a power failure during data entry. The index update should also be done if you suspect that any record is out of order or corrupt. Use this option immediately after any program upgrade has been done. (Updating indexes can sometimes take up to 40 seconds depending on the speed of your computer.)
• 6.12 L. Program Info - Shows program acknowledgment and information and allows you to print a program enhancement or question form to mail.
• 6.13 M. System Defaults & Upgrades - . Sub menu option....Menu options A and B have been included to combat the problem concerning the "MILLENNIUM BUG" . All date fields in the program are saved as four figure numeric year fields but allow you to enter the year for each date as two figures and the program will convert it to four depending on what default option you have set in options 6.13.1 or 6.13.2.
• 6.13.1 A. Default Dates to year 1900 - This menu option allows you to select how dates are entered into the programs date fields. If you select to set the date default to 1900 then any date such as ie: 01/01/86 would default to 01/01/1986 unless you explicitly entered the prefix "19"
• 6.13.2 B. Default Dates to year 2000 - Setting the default as 2000 will automatically default two figure dates to 2000.
• 6.13.3 C. System upgrade options - This This part of the program allows you to run the program up-grade and fix-it tools. Unless you have been given supervisor access to these options you should not attempt to access them. Some options in the following menus delete all program information in preparation for the upgrade process and use of them should only be done according to written or verbal instructions from the application developer. You will be prompted for the following information to proceed......"Enter the master password to access the program upgrade and fix it tools .....Password:__________ "
• 6.14 N. Make Member Disk - With this menu option you can create an upload able disk with the members medical record details. On screen prompts make the process a snap simply by asking you to insert a blank formatted  disk into your floppy drive and selecting the appropriate member from the alphabetical pop-up list. When a member leaves your unit on posting you can create a disk to accompany any hard copies of the members medical records so that the members gaining unit can easily upload his/her data on arrival  (providing they use RAP Manager V3 or later)
• 6.15 O. Upload Member from disk - This menu option will allow you to Upload a members medical record from a floppy disk to your copy of RAP Manager. Only the members main data record is uploaded to your copy of RAP Manager, any records contained in the HISTORY, APPOINTMENTS or HOSPITAL files will remain on the disk and can be viewed using any program that can read database files such as Lotus Approach or Microsoft Access. Member data from these databases has been left on disk to prevent errors in statistics from another unit when any report options are run after the upload. All the members details from Service Number to inoculation details are instantly available from your program and will be included instantly in all reports and user defined query's.