Frequently Ask Question

Getting
Started

How to sign up as a trainer?

To sign up as a trainer, simply click the “Trainer” icon on the Sign Up screen and fill in the following fields:

First Name: The first name of the Head Trainer
Last Name: The last name of the Head Trainer
Email: An active email address for the Head Trainer
Date of Birth: The Head Trainers’ Date of Birth
5 Digits of HRI Account Number: The Unique 5 Digit code used to sign in to the HRI Rás system.
Yard Name: The name of the yard on which the trainer is resident, then provide the address of the yard. Note, this is only necessary on first sign up. Each subsequent time a trainer signs in to the system the data about the yard will automatically be complete.
Password: A password of your choice. We recommend a combination of at least 8 Upper- and Lowercase letters, numbers and symbols for security reasons
Confirm Password: Type the password again in order to confirm password selection.

How to sign up as a assistant?

To sign up as an assistant, simply click the “Assistant” icon on the Sign Up screen and fill in the following fields:

First Name: The first name of the Assistant
Last Name: The last name of the Assistant
Email: An active email address for the Assistant
Trainer Identification Code: This is the unique code a trainer will send when they invite you to use the Equine MediRecord platform via email. This code is used to verify that you have been invited to view or add records for the Head Trainer in question.
Password: A password of your choice. We recommend a combination of at least 8 Upper- and Lowercase letters, numbers and symbols for security reasons
Confirm Password: Type the password again in order to confirm password selection.

How to sign up as a vet?

First Name: The first name of the Vet
Last Name: The last name of the Vet
Email: An active email address for the Vet
Trainer Identification Code: This is the unique code a trainer will send when they invite you to use the Equine MediRecord platform via email. This code is used to verify that you have been invited to view or add records for the Head Trainer in question.
Password: A password of your choice. We recommend a combination of at least 8 Upper- and Lowercase letters, numbers and symbols for security reasons
Confirm Password: Type the password again in order to confirm password selection.

Inviting Assistant to use the system

To invite a vet to use the system, simply navigate to the “Profile” tab and click “Invite Assistant / Vet”. Then fill in the email of the person you wish to invite on to the system and click “Send Invite”

The invitation will be sent to the email address provided containing a Trainer Identification Code. The invitee can then paste this code into the “Trainer Identification Code” field on the Sign Up page.

At this point, the Trainer will be notified of a request to join their Yard. The trainer can accept this request to grant the Assistant / Vet access to their records, or reject the request to deny the Vet / Assistant access by going back to the ‘Profile’ tab and clicking either the tick (accepting) or cross (rejecting) next to the name of the Assistant / Vet.

Using the System

How to add a horse?

To add a horse, click on the “Horses” tab on the left side of the screen, then click “Add Horse”

Fill out the following fields:

Gender: Select whether the horse is a Gelding, Cold, Mare or Filly
Horse Name: The name of the horse as it appears on the passport. If the horse has not been named yet, put the name of the Dam and the year of birth.
Date of Birth: The registered birth date of the horse
Yard: The yard that the horse is being held at.
In the Food Chain/Out of the Food chain: Click the toggle to switch between whether or not the horse has been stamped out of the food chain.
In/Out of Training: Click the toggle to switch between whether or not the horse has been returned to training.
Microchip Number: Fill this field with the last 5 digits of the horses microchip number. If the microchip number contains both letters and numbers, simply input the last 5 numbers, leaving out any letters.
Photo of Passport: Click the box to select a photo of the front page of the passport. This is optional.
Description: This field can be used to capture any other information on the horse that is not covered by previous fields. Many trainers choose to put horse owner details here.

After these fields have been filled out, click “Add Horse” to add the horse to the Equine MediRecord.

How to edit Horse

Once a horse has been added to the system, it is easy to edit the horse details. Simply click on the “Horses” tab, select the horse in question, and click the “Edit” Button.

Update whichever fields you wish, then click the “Edit Horse” button to save the changes you have made to the horse details.

How to archive Horse

In certain circumstances, such as when a horse is no longer under your care, it may be advisable to archive a horse to avoid making mistaken changes to records. This should only be done if the horse will not be returning to the yard. To archive a horse, Click the “Horses” tab, select the horse in question, and click the “Move to Archive” Button.

How to add a treatment

To add a treatment for a horse, click the “Horses” tab, Select the horse in question, and click ”Add Treatment”

Simply fill out the following fields:

Drug Name: The pharmaceutical or brand name for the drug. Our system contains all medicines licensed for use in horses under the cascade system. Simply start typing the name of the drug into the text box and our instant search function will narrow down the list of suggestions.
If you still can’t find the name of the medication you are looking for, simply click the ‘Other’ and type in the drug in the text field labelled ‘Other Drug’.

Route: select the route whether it is ‘Intra-venous’, ‘Intra-muscular’, ‘Oral’ or if you are administering the drug by another route select ‘Other’ then type in the other route you administered the drug in the text field labelled ‘Other Route’.

Daily Quantity: enter the quantity of drug that was administered to the horse.

Quantity Measure: select the quantity in which you gave the drug. The measures can be precise, for example ml, mg or/and g, or as vague as you want tube, tub or/and tablets.

Withdrawal (days): enter the withdrawal for the medication given in days.

Reason: enter the reason for the medication being given.

Start Date: select the date when the medication is first given to the horse

End Date: select the date when the medication was last given to the horse

Drag or Select Photo of Prescription (Optional): if a prescription is given for the medication a photo can be attached to the treatment. The Irish Department of Agriculture ‘has no objection to taking a photograph of a prescription as a backup record should a prescription get lost’.

How to edit a treatment

Once a treatment has been added to the system, it is easy to edit the treatment details. Simply click on the horse, select the treatment in question, and click the “Edit” Button.

Update whichever fields you wish, then click the “Save” button to save the changes you have made to the treatment.

How to delete a treatment

A treatment can be deleted by selecting the active treatment in question. Then select the ‘edit’ button. Then scroll to the bottom of the treatment and select the ‘delete’ button. Once the ‘Are you sure you want to delete treatment? This action cannot be undone’ screen is presented select the ‘delete’ button to delete the treatment. Once this is action is completed it can’t be undone.

Approving treatments

Trainers can approve treatments can happen in two ways;

1. Select the treatment tab, this will present all the treatments that have been given to all the horses on the yard. Active treatments will be presented at the top of the treatments. Then simply select the treatment that is listed as ‘pending’ and if the information is correct select the tick (to approve the treatment) or the cross (to reject the treatment) under the ‘action’ column. Once the tick is selected then the treatment is approved.
2. Select the horse with the treatment. Then select the treatment that is listed as ‘pending’ and if the information is correct select the tick (to approve the treatment) or the cross (to reject the treatment) under the ‘action’ column. Once the tick is selected then the treatment is approved.

What is the red cross next to a horses name

The red cross that is presented next to a horse is to remind trainers, assistants and vets that a treatment is currently active on the horse in question and should be checked before entering a horse into a race.

How to close a treatment (red cross)

Once the trainer is happy that treatment has been completed he can close the treatment, removing the red cross reminder next to the trainers name. Simply select the horse. Select the treatments tab. Next to the active treatment in the action column select the closed symbol (circle with a diagonal line through the middle). This will close the treatment and will remove the red cross reminder.

How to add a vaccination

To add a vaccination select the horse in the horses tab. Then select the vaccination tab. Select add vaccination. Then fill out the relevant information fields;

1. Vaccination Name: select the type of vaccination whether it is Equine Influenza
Equine Herpes or ‘Other’, if ‘Other’ is selected then write in the type of vaccination in the ‘Other Vaccination’ field.

2. Date of Administration: Select the date when the vaccination was administered.

3. Vaccination Number: select whether the vaccination is a ‘Primary’, ‘Secondary’ or a
‘Booster’ vaccination.

4. Date of Next Administration: If ‘Other’ or a ‘Booster’ is selected then choose when the next vaccination should be administered.

How to delete vaccine

To delete a vaccination, select the vaccination tab. Next to the vaccination in question select the cross. Once presented ‘Are you sure you want to delete vaccination? This action cannot be undone’ select ‘delete’. This will delete the vaccination. This action can’t be undone.

How to add a note?
How to create a Note

Select the horse in question from the horses tab. Then select the ‘Notes’ tab. Then select ‘Add Note’. Then fill out the relevant fields;

1. Note type: Select what the note is for ‘Feed’, ‘Location’, ‘Training’, ‘Weight’ or ‘Other’ for what the note is recording.
2. Title: Enter a title for the note
3. Description: Enter in the information you wish to be recorded

Then simply select ‘Add note’ and the note will be added to the horse’s note tab

How to edit a Note

Once a note has been added to the system, it is easy to edit the treatment details. Simply click on the horse, select the treatment in question, and click the “Edit” Button.

Update whichever fields you wish, then click the “Save” button to save the changes you have made to the note.

How to create a report

Select the report tab.Select ‘send report’. Then select the ‘from date’. This is the start date from which you want the report to be generated. Then select the ‘to date’. This is the end date from which you wish the report to be generated to. Then click ‘send report’. This will send a report of all the treatments that were given within the two dates to the email listed under the profile. If a report is not in the email’s inbox please check the ‘junk’ as it may have been sent there.

Account

How do I change my password?

Select ‘Forgot Password’. Then under the Reset password screen, where is says ‘email address’ put in the email for the profile. Then select ‘request reset link’. This will sent an email to the email provided. If the email is not in the inbox please check the ‘junk mail’ section of the email. Within the email there is a link, select this link. This will take you to another screen which will present the following questions that will need to be filled out;
1. Email: Put in the email that is related to the profile
2. New password: Enter the new password you wish to have for the profile
3. Password confirmation: Enter the new password that was entered in the ‘new password’ section.

Then select the reset password button. This will then reset your password.

What happens if I have lost my password?

Select ‘Forgot Password’. Then under the Reset password screen, where is says ‘email address’ put in the email for the profile. Then select ‘request reset link’. This will sent an email to the email provided. If the email is not in the inbox please check the ‘junk mail’ section of the email. Within the email there is a link, select this link. This will take you to another screen which will present the following questions that will need to be filled out;
1. Email: Put in the email that is related to the profile
2. New password: Enter the new password you wish to have for the profile
3. Password confirmation: Enter the new password that was entered in the ‘new password’ section.

Then select the reset password button. This will then reset your password.

General

Is this system compliant with IHRB regulation?

The IHRB and BHA confirmed that they will accept a medicines register recorded via Equine MediRecords but may require print outs of the records when inspections are conducted.

Still need help? Send us a note!

For any other questions, please write us at [email protected] studio or call us on +39 123 456 789

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