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EasyTABS Clinic User Manual

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1. Time of Tx 10 15 AM Duration of Tx Informed Consent Obtained Subjective information Techniques Used O myofascial trigger point therapy O high grade joint mobilization O low grade joint mobilization O stretch O intra oral Areas Treated O medial thigh 100 dad Browse 4 Therapist Goals reatment Implementation ail T Client Reaction amp Feedback to reatment Reassessment Findings Recommended and or use of Self Care as ir Lee T Dated Field User Defined When you have finished with the data entry for the Case Health History click the Close button to return to the main Client Records screen Client Notes The Client Note records are accessed and or created in the same way as the Case History records are There is only one screen for the Client Note records The pop up fields are used in the same way as they are for the Case History Likewise the buttons on the left side of the screen perform functions as indicated in their labels Although not displayed in the screen shot above there are User Defined fields at the bottom of the screen The Time of Treatment Duration of Treatment Informed Consent Obtained and Therapist Name fields will need to be completed according to your jurisdiction Client Assessment y Assessment Entry Form Mi The Client Assessment table Assessment Entry Form contains 10 screens The Overview Cliant ID
2. Hans g When you select Letter to Client and create a letter using the green sign the client address information gets inserted automatically When you select the salutation the appropriate name gets inserted For example by selecting Dear the name that gets inserted is Mr Backbone If you At the bottom of the screen you select the appropriate ee therapist name and indicate if there isan enclosu re a of the screen you select the appropriate therapist name and indicate ifthere is an Note that you could pop up a previous letter to a client Using the eyeglasses icon and then create a new letter from this screen Printing the Letter You can print the letter or you can Acne ETT T E send the letter as an attachment to an email message In Signature Maggie Mugqins RMT the PDF Attachment process the software grabs the relevant data and inserts it into an email message It also saves a copy of the PDF in the folder PDF_Records which is stored with the program Usually this is at C Program Files MTR EasyTABS PDF_ Records in the Windows version the Macintosh version will have been stored according to the Users own selection Letter About Client al Letterpublic Data Entry When you want to create a letter about a client you use the tab Letter About Client Entry Form Letter About Client When the letter gets created the field Re t Record 1 of Found Total Recordsa
3. Y Gift Certificates Administration Schedule Tasks Reports Birthdays Expenses Product Purchase The Product Purchase portal shows a a Client ID Client Name Total Price Total Invoice Amt Paid list of products that have been sold E Fred Fargo 111 00 126 54 126 54 f Kerry Cathcart 67 00 76 38 76 38 the date of sale client name etc it Fred Fargo 15 00 17 10 10 00 f Keith Norman 150 00 171 00 171 00 Fred Fargo 37 00 42 18 24 00 i Fred Fargo 99 00 112 36 112 36 Again the eyeglasses take you to an existing record the green sign icon creates a new record The new record pops up a decision box asking if the purchaser ProductSale Denein is a new client or an existing client Selecting Existing pops u J J A PAR IF the Purchaser is an Existing Client select Existing the dialogue box shown to the lower right Product Sales Contact Popup If you have existing records showing the K ean contact information for people who have previously purchased products from you the list of names will be displayed Click on the oe enn ee mae IS noe the product The aoe T appropriate information will be inserted into the Product Invoice a record Please note the following The Product Sales Contact List unlike the Gift Certificate Contact table is not connected to the Client Contact table Here is the reasoning a Gift Certificate purchase will eventually lead to a
4. DDebit Card Debit Card Amount Close Expense Data Entry Form Category Amount Tax Code Tax2 Total Amt MOP Grand amp Toy Jan 5 2007 Print Cartridges Vv 66 12 Office Supples 58 00 Master Card Y expense data when Staples Dec 5 2006 Future Shop Feb 5 2007 Canadian Tire v Jan 10 2007 Jan 10 2007 you click the green sign icon you will see NEn Canadian Tire Jan 10 2007 Future Shop Jan 10 2007 Jan 18 2007 the existing data and a new record with the xX X X X XXXX cursor placed in the Software Visa v Office Materials y 239 00 253 34 Computer Mouse ly Carpeting v Equipment 37 00 Equipment v 42 18 34 65 50 en 39 50 Cheque v Debit Card Print Cartridges Y Office Materials Y 47 90 54 61 Visa Lf Lamps v Computer Mouse v Equipment v 76 89 Equipment v 45 00 87 65 51 30 DDebit Card Debit Card Y v Paid To field Click on the down arrow in that field to check if the Paid To business has been used previously If Yes then select the name of the enterprise from the list If No type the name of the enterprise into the Paid To field The Date Created will be filled in automatically complete th
5. Gift Certificate ID the current date is inserted into the Gift Certificate Date Redeemed field GiftCertificateDecision To create a new Gift certificate record use the green sign To display an IF the Purchaser is an E ating Cenk seed Exising existing record select the eyeglass icon in the appropriate portal row When a NecIecE Meds you click the green sign this decision box pops up If the purchaser is an existing client select Existing if the purchaser is a new client select Cancel New New Of course to cancel the process select Cancel Existing Client When the Existing option is selected the screen to the left pops up GIFT CERTIFICATE CONTACT POPUP displaying the Contact list Browse find the client name desired and click on that name The appropriate information about that contact is recorded and First Name Last Name then inserted into the appropriate fields in the second screen shot to the Sir Ratus Anterior Margie Masseter right Ossie Occiput Penny Pectoralis In this case Quigley Quadratus was selected as the purchaser of the Gift epee See Quigley Quadratus Certificate Roger Rabbit Sue Scalenes Snow White Note that when the popup list is very long you can filter the list using the alpha list at the top of the screen hl Gift Certificate Entry Form If you had selected New in the decisio
6. Show Balance O Yes _O No entered automatically based on the Payment Info PaymentNumber1 Adjust Account Balance For Payi selections made in the Preferences tab in o i Method of Payl Date Paymenti Amt Recdl Reci the Administration section Payment Number 2 Adjust Account Balance For Pay2 CE C Lood Method of Pay2 DateAmtRec2 Amt Recd2 Rec2 Account Info The following features have been included in Date Transaction AmtDep Amt W D the Receipt form Account Balance Category of Treatment the text selected here will be the text that is inserted on the printed receipt This allows you for example to select Massage Therapy Tx for a treatment that could be claimed from a benefits plan and a Gift Certificate selection for the purchase of a Gift Certificate that of course cannot be claimed from a benefits plan Select Fee this amount is an amount that you select If you have chosen RoundFee in the Preferences table the software will calculate the amount of fee that needs to be entered in order for the end result Amount Due to be a round fee However if you have chosen No to the RoundFee option the Select Fee is the Fee that you are charging for the treatment Taxes that apply in your jurisdiction are then added Graphics to the Select Fee to give the Amount Due In the above shot the therapist has select No to RoundFee the Amount Due becomes 79 50
7. Total for the Month of February 2 22 2 96 Total for the Year 2007 101 31 135 03 1927 44 Grand total Expense Report All On the right is the Expense Report for all expenses since you started recording this data Expense Report by Enterprise Main Menu 2 Preview The report on the right shows the Expenses that lalelaiS Expenses for Massage Therapy Resources Layout Sorted by Enterprise have been incurred sorted by Year and by the Report_E i Description Category Amount Taxi Tax2 e x Staples name of the enterprise to which the payment T Dec 5 2006 Software Office Materials 239 00 14 34 0 00 Total for Staples 239 00 14 34 0 00 Total for the Year 2006 239 00 14 34 0 00 was made 2007 Description Category Amount Taxi Taz Yearly totals are also shown Canadian Tire Jan 10 2007 Carpeting Equipment 34 65 2 08 2 77 Jan 10 2007 Lamps Equipment 76 89 4 61 6 15 Total for Canadian Tire 111 54 6 69 8 92 Future Shop Jan 10 2007 Print Cartridges Office Materials 47 90 2 87 3 83 Jan 10 2007 Computer Mouse Equipment 45 00 2 70 3 60 Total for Future Shop 92 90 5 57 7 43 Feb 5 2007 Computer Mouse Equipment 37 00 2 22 2 96 Total for Future Shop 37 00 2 22 2 96 Grand amp Toy Jan 5 2007 Print Cartridges Office Supples 53 00 3 48 4 64 Total for Grand amp Toy 58 00 3 48 4 64 Great West Supply Jan 18 2007 Massage Table Equipment 1389 00 33 34 221012 Total
8. For this reason when you attempt to delete a record from the Contact table you will be given three warnings Deletion of records in General Records Scripts Tools Window Help L The deletion of a record in general is not subject to such ominous results To E ma delete a record from any portal OTHER THAN THE CONTACT LIST PORTAL will Duplicate Record Ctrl D result in the deletion of only that one record E Delete Record CHhE 2 Even so the deletion cannot be undone Once you have read the pop up paete Foun pe rd warning the next Delete step will cause the record to vanish forever Go to Record When deleting records that are not displayed in portal you must be careful CP show All Records Ctrl 4 Th hic below sh dropd f hich a deleti b OT e graphic below shows a dropdown menu from which a deletion can be A ae carried out Note that there are two opportunities to select a phrase with the E omit multiple Ctrl Shift T word Delete in them One is Delete Record This deletes the current Modify Last Find Ctrl R record only The other is Delete Found Records When that option is Sort Records Ctrl 5 selected all records that are part of the found set will be deleted Unsort One way to avoid this possibility is to use the keyboard commands The key stroke CtrIl E will delete only the current record Fortunately this action will always produce the warning dialogue box Therefore it is not possib
9. O Female Male 2 When you can put criteria in multiple fields you are KE oa Total Bus Phone asking the software to conduct an AND search This Fax Cell Email Birthday Omit E Symbols _ gt means that if you put a letter S in the First Name field and the Letter P in the Last Name field you will Script Preferred Tel C AND the Last Name begins with P Note that in the grey area on the left you see Request 1 Total 1 Number find all records where the first name begins with S 3 You can create a search that is an OR search This means that for example you want to find all those clients whose Last Name begins with P or with S you do the following e Enter P in the Last Name field Find Ent e Using the keyboard select Ctrl N a new blank screen appears Salutation First Name Last Name e Enter S in the Last Name field Note that in the grey area on the left you now see Request 2 Total 2 Suite Apt Street City Using the arrow the booklet in the grey area you can z equest scroll back and forth through your find criteria 2 Home Phone Total Bus Phone 2 Omit E Symbols _ gt e Select Continue to complete the search Fax Cell Email Birthday Script Sort Records Home Phone 212 212 1212 4 After a list has
10. TTT However whenever the Client Records Client Receipts Account Jonathan Crosier tab is active you will see the screen David Dawson Inez Gorag Bobbi Janzen s Date Tx Fee Duration Tx Category Tx Amount Due Total Rec d Balance S Apr 11 2007 70 75 1 Hr Massage Therapy Tx 75 00 75 00 000 So Mar22 2007 70 75 1 Hr Massage Therapy Tx 75 00 75 00 000 Don Jones So Mar21 2007 75 00 75 00 do 70 75 1 Hr Massage Therapy Tx above 000 Sam Jones Keith Karson Larry Lounge Harry Mosher Margaret Mosher Let s go over what is on this screen Barry Normand Ossie Occiput Oscar Osteopath Penny Pectoralis SSS SSS FFF FFF S F 3 S F Mary Poppins So Josee Psoas Se Quigley Quadratus do Tricia Quarter Se Roger Rabbit a 4 44 44 EN E E E E E E E a a aia aa aia ia 1 Client List left side This is a portal that allows you to view all of the client records in your database There are 21 names visible at any one time 2 To create a new client record click the green sign just below the graphic of the person This will create a new client record and pop up a screen wherein you can enter all of the appropriate information Within the Contact Entry Form are two more tabs that will R Contact
11. unmodified ii You can duplicate an existing graphic using the duplicate button This is very helpful if you want to modify only one or two of the views from a previous entry iii You can move back and forth between graphics records by using the arrows located in the middle of the screen at the top Letters The screen shot to the right shows the Letter display Within it Letter Flag client List petas there are two tabs Letter to Client and Letter About Client By providing these two options you can more quickly and more Letter to Client Letter About Client accurately created letters appropriate to your need ofp Date Created Regarding Therapist Body Text Introduction So Jan 11 2007 Jonathan Jones So Now 10 2006 Results from Latest Jonathan Jones Sey Letter To Client B Letter Entry Form When you select Letter to Client and create a letter using Letter Entry Form Record 1 of 1 Found Total Records 1 the green sign the client address information gets inserted automatically When you select the salutation the Hans Backbone om oo a 2345 Middle Ave kp cp Ottawa ON KIT 4R6 Print Send Email appropriate name gets inserted For example by selecting Letter PDF Attach Dear the name that gets inserted is Mr Backbone If pr 24 2007 Dear Mr Backbone you were to select Hi the name inserted would be Re Your Request u
12. Backbone Nov 19 1956 hansb hotmail com 313 313 3131 Inez Gorag Margie Masseter Dec 20 1986 mm yahoo com ra i e p ie i Nancy Netherwood Ossie Occiput Jun 13 1964 occi rogers com 813 838 3838 Penny Pectoralis Sep 28 1933 pennyp hotmail com 515 151 5151 Mary Poppins Aug 10 1939 mary umbrella com 717 616 5151 Josee Psoas Feb 7 1978 ohsaycanu see com 414 232 4343 Quigley Quadratus Jun 23 1968 qq hotmail com 616 232 4242 Roger Rabbit Apr 27 1973 rr briarpatch net 698 456 7172 Sue Scalenes Nov 16 1935 scalenes elbow com 456 456 4564 Paul Smith Snow White Feb 27 1934 whitey dwarf ca OGGGGgggGgeggGaqgqggsad ALATA 7777 Expenses This tab displays two other tabs Expenses Summary and Expenses Reports Expenses Summary 7 Expenses Summary shows a portal that summarizes expenses that have been entered The summary can be by Year amp Month or by Year only To enter an Expense click the green sign You will then see the screen to the lower right When the eyeglass icon is clicked you Paid To Date Created Description will see the existing N Gift Certificates Products Purchased From Monthly Calendar Web Calendar Administration Birthdays Expenses View all Months 2007 January Year Month Paid By Master Card Debit Card Visa
13. Hans Backbone AssessmentID 8 screen is shown here Date Created Jan 11 2007 Therapist Name niu T Cn Record 1 of 2 Found Total Records 7 Record Duplicate Delete Print Record Record Record Overview Shoulder Elbow Wrist Hip Knee Ankle Cervical Spine Lumbar spine Thoracic spine Injury History You can see the other 9 tabs that xrays Ld Location f MD Diagnosis Onset Origin can be accessed easily Means of Injury fC A Referral Pattern Previous Injury Quality Type Motor Vehicle Accident Co Intensity Surgery L O Frequency Occupation L e Duration Here is a screen shot of one of Racaaton Activities E Alleviates Trigger Phenomena these other 9 screens Associated systems Observations Girth Measurements Het i cafe L cafe gt d Readness Thigh_L ss Thigh_R a Swelling D Forearm_L sd Forearm R i Scars O_O O o y Arm_L aia Arm_R te Receipt hl Assessment Entry Form Note that the Range of Motion codes Assessment Entry Form Client ID can be edited however the format of Hans Backbone AssessmentID 8 poi ate Created an il the text that replaces the existing text ETE PE PER Sa Rae ea eastern Nels gt iw Ca Record 1 of 2 Found Total Records 7 Record Duplicate Delete Print Record Record Record MUST be consistent with the original format This means thate if for y Ankle Cervical Spine Lumbar spine Thoracic spine example yo
14. been obtained you can sort the list Sir Ratus Anterior 34 Low St Ottawa Canada alphabetically using the Sort Records text button Hans Backbone 313 313 3131 2345 Middle Ave Ottawa Canada George Brown Canada oe Finally when you view the list and see that some Inez Gorag Larry Lounge Canada records do not contain a complete address you can Omit these records by clicking on the field that contains the client name The record is Omitted not deleted Birthday Check On that screen also you will find a radio button that lets you set the software to search on startup for client birthdays for Ossie Occiput Penny Pectoralis Mary Poppins Josee Psoas Quigley Quadratus Roger Rabbit Sue Scalenes Paul Smith Snow White the current week A screen pops up to let you view and or print the list 818 838 3838 515 151 5151 717 616 5151 414 232 4343 616 232 4242 698 456 7172 456 456 4564 PLASA FEIF 45 North Cresc 78 Karcher Ave 67 Box Ave 789 Leiter Blud 456 Guest St 56 Fifth Ave 76 Fox Put 12 Hull Private If you do not want to have this search conducted on each startup set this radio button to No Tax Settings Edmonton Canada Canada Canada Canada Canada Canada Canada Canada In this screen set tax values that are appropriate for your jurisdiction In addition you can set the software to set your invoice values to Round Fee or not A Y
15. client When you tab away from the Client Records Monthly Calendar Web Calendar tbat the top loft say to Gift Certificates Client Records Gift Certificates Products Administration Schedule Tasks Reports Birthdays Expenses the information displayed is no longer iabadai divi P reli t Thi IP Date Created Name of Purchaser Name Receiver Duration Redeemed Date Redeemed ae ee ee ee Ses o Nov 26 2006 Larry Lounge Manny Moniker 1 Hr 04 09 2007 Yes means that the information in the Gift Go Dood 2008 Josea Psoas En RaRED Lh oh oe So Dec20 2006 Ossie Occiput Many Poppins 1 1 2 hr 12 20 2006 Certificate portal stands alone in that you So Dec20 20068 George Jones Norma Jones 1 Hr can have records displayed there that are not part of the Contact table This portal shows the date created name of purchaser name of receiver and duration When the Gift Certificate is redeemed you can insert the current date into the field Redeemed Date and the field Redeemed displays Yes in red text Note that you cannot type or select Yes directly you must enter a date to trigger the Redeemed flag to display Yes The easiest way to insert the date is to use the keyboard place the cursor in the Redeemed Date field and select CTRL from the keyboard In addition on the Receipt Data Entry screen there is a field in which you can insert the Gift Certificate ID Then by clicking the text
16. for Great West Supply 1339 00 33 34 111 12 Total for the Year 2007 1688 44 101 31 135 08 Grand total 1927 44 115 65 135 08 Daily Calendar Weekly Calendar Monthly Calendar I nvento ry Gift Certificates Administration Inventory Self Care Manual View all Months We have included an Inventory table in which ee ee you can keep track of the non product items that you have purchased Use the Green sign aiie eee zat Ra dl a do Jan 16 2007 TableOO1 Computer table Equipment 179 00 179 00 gt to create a new item and use the glasses icon to So Jan 23 2007 _ Tableoo2 Computer Table Equipment i i 179 00 _ 179 00 view an existing inventory We have also placed a field at the bottom of the Inventory portal that gives you a Grand Total of GrandTotal For this Period the amount you have spent on these items The portal can be displayed for the complete year or for any given month in the year Calendars in EasyTABS There are two Calendar options in the software The first is computer based it is resident on your computer only The second is web based L The computer based calendar is accessed by clicking the icon text from any number of locations in the program There are several text buttons on the Home screen there daily Weekly and Monthly buttons From other screens the 3 buttons are displayed at the top of the portals The strengt
17. seein te E E E E E EE aconsceeaucetonencencuaroccaeesateucns 24 BNA Sis sane a wee acweece dees seaneucad NE E e A E cca a edaet pid dean oneuanmucadaenduanonese cetauearedeanechanstegoaen 24 SS iss eee tae sate eae eaeates senna a ance aaan nent etenac gece states capa aeensuesectenecer 25 Expense FCS erer ces rece EE E E EE EREE tear E EE eee ve mace cammannhnota paar cane geme mesa O EEES 25 Exp ns REpOrt FUN cee cds aesges etic cea a EAE conatnetaeadeanuenteeecacmnse aE 26 Expense Report by Enterprise 0 e nen e eee e need ee EE EEE EEE EEE EEE E EEE E ESSE ESSER EEE E ESSE EE EERE EERE EES 26 iol do g Seen en E E R ee ee ee ee eee 26 Calendars in EaSy TABS ocrni a E A EA E a a ANA E EAE 26 Recording Making an Appointment ccc eee ene e eee e eee e ee eee eee EEE HEHE SESE ESSE E SEES SEES SEES EERE EE EEE EES 27 Email Appointment ReEMINERL ccc ccc e een e nee e eee eee E EEE EERE EEE HEHE EEE E HEHE SESS DEES SEES EEE EE EEE EEE REESE 28 Generic Email MOSS AGC S ai avidantcrccssncsacaas eu aepseacg ae decansatanncheerewanweneedeetesetoaendeeheauth ae easaesacuentecteneanenete 30 Tech and Database Support se siccecccccrsscenchinccesenndaetecsataacanshessersd uyndesosaawbawansudeatecainidaceean taawerdaaniexomnentan 30 Licensing Of EaSyTABS Software 2 0 0 ccc eee eee e nee e eee e eee n en EEE EEE EEE EAHA ESSE ESSE ES EE SEES EEE EE EERE EERE EES 31 Loyalty Pricing Of EaSyTABS Software ccc ccc cece
18. software grabs the relevant data and inserts it into an email message It also saves a copy of the PDF in the folder PDF_Records which is stored with the program Usually this is at C Program Files MTR EasyTABS PDF_ Records in the Windows version the Macintosh version will have been stored according to the Users own selection When the Insert Contact Button is used a screen Contact Non_Client Popup pops up to show the data that has been entered Harris Samantha 34 789 First Ave Ottawa KEJ 4J Jackson Larry Apt 2B 345 High St Low ESK 5KS Jones Mary Suite 401 234 Boother Ave Regis H amp J J amp H telephone numbers and email address Rabbit Peter Apt 12 235 Barton Ave Ottawa EZF 3F4 Safton Sheila Apt 2B 34 Harbet St Jackson J7 7JF Smithson Dr Naomi Suite 401 234 Boother Ave Regis HS J6 H and allows you to enter other info such as If in the process of creating this letter you chose Existing a list of existing contacts from the letter contact table is displayed The screen shot to the right shows a sample list Merely click the name of the person to whom you are directing the letter and all of the info relevant to that contact will be inserted into the fields in the letter Complete the letter as need desired Click Print to complete the process Flags O x Client Flag Notes Close The Flag table provides you with a means of recording info that is dans J tae treatment specific for in
19. table first so that records you create reflect information that pertains to your clinic Then click on the Home button Top of the screen From the Home screen go to Client Records Create a client record by clicking on the green sign beneath the person icon on the left of the screen A new screen pops up in which you enter the contact s first name and last name That is all you actually have to enter to start creating records fro this contact Fill in as much info as you have or that you want to enter right now Click Close top right on the screen You now see the contact name in the portal a portal is just a window that looks at records from a different area or table The eye glass icon on the left of the portal row can be used to go back to the data entry screen that you just left If when you need to go there Click on the name that is in the Client List portal it becomes the current record Now looking at the tabs to the right of the Client List you see Case History Client Notes Client Assessment Receipt Graphic etc When you click on one of those tabs all of the records for the current client are displayed Initially course there are no records So you create a record by using the green Sign Click on the Case History tab and then on the green sign A new window pops up displaying fields that pertain to the Case History table There are two tabs at the top of this sc
20. the phone and you want to get the booking done quickly the full client details can be added to the Contact record at a later date time e From the Weekly Calendar navigate to the appropriate week using the forward and back buttons and ina similar way as for the Monthly booking click on the word Book in the selected date The steps shown above for the Monthly calendar booking are the same for the Weekly booking e From the Daily button you will pop up a screen that displays the current date Use the green sign to create a new appointment Select Insert in the first dialogue box Follow the above instructions to complete the booking e From the Client Records screen you can select a client and then select the Individual Appointments tab again using the green sign you can pop up the Event Entry Form and proceed as you would for the above options Note that the only way you can ensure that the client telephone number and email address appear in the booking of the event is to use the Get Information from Existing Client button short of typing the information into the fields manually So if you do pop up an event record with the clients name already inserted AND you want to include the email address and telephone number merely use the Get Information from Existing Client button and select Insert when that dialogue box is displayed Colour Coding Event Entries Fy Event Entry Form In t
21. the portal on the right portion of the screen This client s name indicates that he she is the current client As you select the various tabs across the top of this portal all lists that appear will s you select the various tabs across the top of this portal all lists that appear will pertain to that current client That is when you click the Case History tab any records that get displayed are records for this current client If this client does not yet have a Case History record the list will show no data To create a new first Case History record merely click the Green sign A screen will pop up to allow you to enter data for that client When you have finished with this Case History record click Close to return to the original portal window 6 All other tabs across the top of this portal will display only data records for the current record This feature allows you to select one client pop up the appropriate data entry screen for the selected tab close that window select another tab and pop up the applicable data entry screen There is one tab for which the above does not apply Client List Details This tab displays all of the clients in the database very similar to the Client List portal on the left of the screen The difference is that this portal displays more details It gives phones numbers email address and Date of Birth This allows you to gain access to data that is used often phone
22. transaction only In the former case you will end up with a new Client Contact Record in the latter case you will not have access to this person s data for future Gift Certificate purchases hi Giftcertificate Data Entry If you choose Add a Gift Certificate Data Entry Gift Certificate Data Entry screen will popup See next page This screen allows you to enter information that you will need to complete the Gift Certificate record However it does ae ee ee 24 not contain fields that you would need if this person i i Active were a client for a massage treatment Should this happen that eventually the person becomes a A client you would need to access the person s data ay from the Client List portal on the opening screen TEE Using the eyeglasses icon you would be able access HomePhone a screen that would provide the added fields that are i required by governing colleges In point of fact there is much more info on this screen than you would require to complete the Gift Certificate record All you would really need is the person s First and Last names The other fields need only be completed if when this person becomes a massage client Creating the Gift Certificate Receipt i Giftcertificate Data Entry Gift Certificate Entry Form oes fi Form click Create Receipt to popup a second Gift Certificate New ae Delete oll Print Gift After having filled in the informa
23. Client 1D Print Delete Send Email 14 4 gt gt I gets filled in with the client s name latter Record PDF Attach 4 Get Info from Existing Non_Client Contact Title In the process of creating this letter a dialogue pops up to ask if Firstname gt Lastname i you want to enter the data into a blank form or do you want to Suite Apt Street use an existing name The screen shot to the right was created by City the latter method a blank form Postal Code You then enter the information regarding to whom the letter is i See el when you select Letter to Client and create a letter using the green sign he client address information gets inserted automatically When you select the being sent When it has been completed fully you can add this Dear the name that gets inserted is Mr Backbone If you were to select person to your Letters Contact List by selecting Insert Contact A nE TAR tea eves ana At the bottom of the screen you select the appropriate therapist name and The program will than create a new contact for your Letters table eR E and place the data you have entered into the appropriate fields If you do not want to add this person to your list just leave it as it is without clicking the Insert Contact button Printing the Letter You can print the letter or you can send the letter as an attachment to an email message In the PDF Attachment process the
24. Data Entry display the input fields for Emergency Data Contact Data Entry and Business Data To return to the Client Records portal select the Close button 3 When back at the Client Records portal you Contact Data Emergency Data Business Data Salutation First Name Date Created Jan Ad 2007 00 i Status can view the data for an existing client by Address Suite Apt Street selecting the eyeglass icon to the left of the client s name Clicking that button will display City the existing data and allow you to add delete modify the data 4 To filter this list and see only some of the HomePhone Telephone Fax Mobile Email names you click on the letter of the last name E a using the alpha list provided This will insert Number the letter into the filter field Immediately the portal on the left is filtered to display only the names of those clients whose first OR last name begins with that letter If the resulting list is still too long you can use the scroll bar on the left of the portal or you can increase the character left being used for the filter by placing the cursor in the Filter field and typing in the next 1 2 or more letters in the first or last name 5 After having filtered the list to meet your needs click on the name of the client whose record s you want to view and or use That person s name will appear in blue text at the top of
25. February 07 aa e N EasyTABS Clinic A Virtual Administrative Front Office for the Independent Massage Therapist Developed in Canada for Canadian Massage Therapists Also used by Therapists from other English Speaking Countries User Manual Developed by Massage Therapy Resources 350 Pleasant Park Rd Ottawa ON Canada K1H 5M8 Ottawa Area 613 248 3645 Toll free 800 715 6160 Table of Contents Binago elii ile n et ee nT re eer en ne eee ee ee er ee ee een ee eee ree 3 PONS agra surement ches ae aceon wanane yastaraserecneseuororuenals uuereeeuan usd soda ceanevasinealeres ee E E E nie meer eueneumetenecoelas aca 3 OVEFVICW Ee E ee ee ea ee er ee rere Ter errr ere 3 Functions of these Tables siiiscsediicens arth serstinanvie nil seiiiatennendeadiaradiads dened wareeindanaRenteaanerenehalaasedees 4 Getting Started The Ml i oe ee ne en he he errr th ee ee ee ce 5 BOS E E A E ena sacea raider ree E A E ES E E E 6 Deletion of Client ROCOMGS isiici ss tanvascnservnaaddunivesss Seana cetiinreWedeunaterasiarsiaeniniiannstiet beer edad nn rrn nrnna 7 Deletion of records in GENOVA viciciichs co inchsacacvateoresaniiessoterseGnnnahereageieheininesiaeiaie Dhenenwns 46prerrbueiaananeans 7 Other Client Records VAS pias asinae steroids thecrisan bans ieecisus eerie ena ere naan ranean 8 Lerter TO CHENE ee nn ne he re ee eT rr ee re ne re 13 Letter About CHORE icisasaiintisticaiwindeki arcuate satiate aeinse une rnrn rnnr nnt 14 Non C
26. Payment There are two Payment Date options This allows you to collect part of the payment at one time and the remainder at another time As soon as the Method of Payment is selected the current date is entered automatically If the date of payment is not the current date merely select the appropriate date using the pop up calendar provided If you are a Single user in your clinic make sure you select your name in the Default Settings pop up This will result in your name and data being entered automatically in any receipt that is created If there are 2 or more therapists using the software you can choose to have one of the names entered automatically And then any therapist other than the one selected will be required to select her his name for each receipt created or you can leave the Default Selection blank where by all users will have to select the appropriate name whenever a receipt is created There are 4 values displayed at the top right of the Data Entry screen Total Received Total GST Received Balance this Tx and Total Balance Total Received displays the total amount that has been received from this client Total GST Received is the total GST amount received for the current client Balance this Tx gives the balance owing for this current treatment and the Total Balance shows the total owing for this client These data are for your convenience They do not get printed on a receipt Account To address requests from a number of t
27. Usually this is at C Program Files MTR EasyTABS PDF_Records in the Windows version the Macintosh version will have been stored according to the Users own selection hl Bodygraphic Entry Form Body Graphics For Windows Users The Graphic table is available for Windows Hans Backbone users only Macintosh does not support bmp Record 1 of 2Found Total Records 5 format which is required to perform the Therapie Wanie EOD Client ID modifications that are needed in the figures New Duplicat Delete Print Record e Record Record The four views of the body can be modified Windows Users by double clicking the 7an 11 2007 graphic 7 GraphicID The Bitmap Image shown below pops up You PRUE ime can use the File Edit View Image Colors Help tools from the toolbar on the left to mark up the graphic A colour palette Not shown in this screen shot is available to provide colour options The magnifying glass provides you with the opportunity to increase the size of the figure so that more accurate mark ups can be made After a few practice sessions you will be able to manipulate these figures quickly Features I If an error is made in the work on one of the graphics merely click on the text button left right back or front located just above the graphic This will provide you with a new graphic for that view only leaving the other 3 views
28. ale of products This table is linked to the Product List so that a running total of the quantity for each item is maintained Flags notify you when the supply drops below a preset quantity Enter and Track expenses for your clinic Create reports that summarize your expenses Grand Totals are available by Year or by Month Create and maintain an inventory of capital inventory such as computers tables chairs desks etc Grand Totals are available by Year or by Month Create email templates that you can use to send to clients regarding special events occasions etc Set a default to search for birthdays in the current week Then send a personalized email message of congratulations Create gift certificates gift certificate receipts and track gift certificate redemption A self care manual developed by Doug Alexander can be part of your software package for a small increase in yearly fees You will need to be connected to the internet to access this feature The ToDo list always you to enter tasks that you want to remember to do The Due Date Title Description in which you can for example enter a person s name to remind you to call her him and Telephone Number Completed radio button which triggers the Date Completed auto entry This table is used in the Event Entry Form to provide users with the opportunity to colour code the events that are booked Getting Started The Basics 10 11 12 13 Set up the Administrative
29. client receiving a massage That info ultimately will be part of a client contact record On the other hand the sale of a e Product may not ever result in a person becoming part of the massage business For this reason we have elected to create a Product Sales Contact lit RETETE that stands completely separate from the Client Contact table As Product Sales Data Entry previously noted if the popup list does not contain the name you S H a H H Label need merely click Close and re create a new record this time Receipt oe selecting New instead of Existing ee eee SS ae Address Type Suite Apt Apt 21 DAR eaat New Product Sales Contact iia CEE EE mi City West Island NB Postal Code B7R 4R5 County Canada Notes Contact Links The screen on the right shows the view you will get when you select Telephone 567 345 1234 Ext HomePhone 505 345 5655 New in the Product Sales Decision popup The fields here resemble Fax 505 234 2345 Email those in both the Contact Entry and the Gift Certificate Entry screens There is some data that would appear to be essential Name Address etc however we have included other fields that you may or may not want to use In future Product Sales this person s data can be al Productsales Entry Form accessed by clicking the Existing option in the Product I
30. dividual clients dane DACKDONE Therapist Name Record 2 of 2Found Total Records 5 You can navigate browse between various flags for the current client Note Call Back ASAP by using the buttons just above the text of the note The first few words of the text are displayed in the portal on the Client Records flags screen 100 adad E Browse A On the Client Records Client List portal a red flag appears for each client for whom a flag text has been created This provides a heads up for the therapist to check the Client Records flags screen In addition a red Flag appears in the Calendar on Daily amp Weekly layouts It also appears in the screen used to entry appointment details In each display you can jump to the applicable person s Flag by clicking on the flag itself After viewing reviewing the information merely click Close to exit that screen Non Client Specific Tabs On the main Client Records screen which displays the client list along with many other tabs the first tab at the top left is the Client Records tab When that tab Is active that is selected all information in the second row of tabs refers to the client that has been made current That is when a client name is selected from the Client List portal all info that gets displayed as you tab across from Case History to Client Notes to Client Assessment etc is information that pertains to the selected
31. ds function in MOMS Works provides for the deletion of all client records in the database This tab provides you with buttons that can used This action cannot be undone during the Import and the Export of the data In Delete All Records truth few therapists will use these buttons they are primarily for the use of MTR staff However as the software evolves there MAY become a time MOMSWorks when end users will need to export and or import data Home zddglicenseDate Monthly Calendar Web Calendar tecords Gift Certificates Products Administration Reports Birthdays Expenses Clinic Address Default Settings Tax Settings Users Other Preferences Import Export Miscellaneous Province or State ON City Ottawa Country Canada Name of this Solution MOMSVVorks Logo Address Blocki Massage Therapy Resources Address Block 350 Pleasant Park Rd Address Block3 Ottawa ON Address Block4 Canada Address BlockS K1H SMS Address Blockg 2 900 715 6160 Address Block Address Block Massage Therapy Resources 350 Pleasant Park Rd Ottawa ON Canada KiH 5M8 1 800 715 6160 Delete All Records This is the most dangerous button in the software For that reason there are three 3 warnings given whenever this button is used You will have to confirm your wish to delete all records 3 times before the action is finally taken Reports Home X j MOMSWorks 9 zddglicenseDate Dan 10 2008 The Report
32. e field without selecting one of the pre set options Note that there are two tabs in the Case History table Merely click on the second tab to display the fields for that tab In both tab displays there are additional User Defined fields These are fields that you may or may not want to use Note that the field name is global That means when you name a field it will be named with that text for every record that you create On the left side of the Health History 1 screen are 4 icons New Record Duplicate Record Delete Record and Print Record The Duplicate Record icon is extremely useful when a client s yearly review suggests that there are few changes in the data Merely duplicate the existing record and amend the information to reflect the latest situation The new record will be created with the current date It will be displayed in the Client Records Case History tab as the top record On the right side of the screen you will see an icon labeled Print Hard Copy Use this button to print the 2 pages from which you can make copies if you prefer to have your clients complete the form in the waiting area i Clientnote Entry Form FF Client Notes Entry Form Hans Backbone tt New Duplicate Delete Print Record Record Record Record Client ID 6 ClientNoteID 7 Time Stamp Calc 151766 Creation Date Jan 10 2007 Record 1 of 2 Found Total Records 7
33. e remainder of the fields either by typing the text into the field or by selecting it from the pop up menu viewed by clicking on the down arrow in the field The Tax Code is B for both GST amp PST in Canada Taxl amp Tax2 elsewhere G is for GST Tax1 P is for PST Tax2 and H is for Harmonized tax used in some of the provinces in Canada Expense Reports The second tab reveals two buttons more to Bi Main Menu 2 EE ti sO t sr Preview come that allows you to create a report that Expenses for Massage Therapy Resources displays where money was spent sorted by year and a report that sorts expenses sorted by the enterprise to which the payment was made JR eport_E gt Description Software Category Office Materials Total for the Month of December Description Print Cartridges Carpeting Print Cartridges Lamps Computer Mouse Massage Table Total for the Year 2006 Category Office Supples Equipment Office Materials Equipment Equipment Equipment Amount 239 00 239 00 239 00 Amount 58 00 34 65 47 90 76 89 45 00 1389 00 Tasi Tax2 14 34 14 34 14 34 Taxi 0 00 0 00 0 00 Tax2 3 48 2 08 2 37 4 61 2 70 83 34 4 64 2 77 3 83 6 15 3 60 191 12 1651 44 37 00 99 09 2 22 132 12 2 96 Total for the Month of January Computer Mouse Equipment 37 00 1688 44
34. eee eee e ee ee eee eee eee E EEE AEE E ESSE DEES SEES EEE E EE EEE EES 32 MOMS Purchase Date cccccc cece cece eee eee eee eee seen bebe beeen nnn Error Bookmark not defined Date Transfer Costs cicacsantercencenpmacceehescsanatinas sancbnexonsadeesadonatearoenvemeaasdagnees Error Bookmark not defined Yearly Licensing Costs cccdes cee de cennsceeraretriwdyen seem oncadieocea aes uhoeendetisaaanieess Error Bookmark not defined EasyTABS Clinic Software Introduction EasyTABS has been developed to provide Massage Therapists with an Electronic Records Office Management solution By managing clinic and client records electronically EasyTABS ensures that a therapist is using modern efficient and exact record management techniques Home The software opens to the Home screen Overview EasyTABS contains the following Tables e Administrative Table e Contact e Health History e Client Notes e Receipts e Client Assessment e Graphics e Letters to Client EasyTABS Software License Expiry Date Mar 13 2012 Client Records Clinic Reports Product Sales Administration Email Reminder Tutorials Calendars Daily Calendar Weekly Calendar Monthly Calendar Web Calendar Web Book24 7 N EasyTABS opening screen Letters to Others Inventory Flag System e Email Messaging Internal Calendar e Birthday Email Web Calendar e Gift Certifica
35. efault Duration enter other data that you have or want to record Note that an appointment created using this method will not be displayed in the Individual Appointments tab portal gt Using the Add Existing Client Info button you can pop up a list of existing client names from that list merely click the name you want and his her data will be inserted in the appropriate fields Note that if you have created a new record by selecting Book above there is an intermediary step whereby you choose to insert the data in the current record or choose a new record if you have just created a record using the Book button you most likely will select Insert When selecting an existing client information such as telephone number email address and Clienti D will be included in the data inserted The Client ID will enable the software to display the appointment in the Individual Appointments tab of the Client Records screen gt Ifthe person is not yet in your client contact table you can create a new client record for this client by selecting the green sign just below the person graphic on the Event Entry Form This button pops up a screen into which you can enter the person s data information Note that all fields do not have to be completed at this time the only data that is absolutely necessary to create Client Contact record is the person s first name and last name This is useful to know when a new client is on
36. er can be applied to get for example all appointments for Therapist 1 followed by for example Cranial Sacral as a description This will display all cranial sacral appointments for Therapist 1 The third filter can also be applied to reduce the appointments displayed further Repeat Appointments Repeating appointments can be booked using the Repeat Appointment feature Follow these steps 1 Go to the Event Entry Form and enter all of the information for the first date 2 Click button Set Up Repeat 3 Fill in the fields Repeat Every select the number of weeks between each appointment 4 Fill in This Number of Times 5 The Total Number of Appointments will read 1 more than the number of times 6 Close the window 7 The Repeat Start Date will be shown as well as the Repeat End Date 8 Click Book Repeats 9 The appointments are booked and you are shown a screen that displays the appointments 10 Please Note The booking process does not cross check to see if the therapist has been booked in any one of these spots You must click on each Date from the displayed list The listing of the appointments for that day is shown By selecting the Therapist name from the filter you can easily check to see if there is a conflict Pop up the Event Entry Form using the eyeglass icon to modify the appointment appropriately 11 You can then Print this list or just close the window Generic Email Messages gi Reminde
37. erson s message to send it When there are large numbers of people in the found set it is recommended that you use the Group radio button Tech and Database Support When you purchase a License Agreement for this software you receive 3 months of free training and support After the first 3 months additional support can be purchased by contacting us It is important to note that we do not provide computer literacy training Our support is focused on the database and its functions The full power of databases in general can be explored through many online training modules Further to this it is extremely important that you learn how to backup your software on a regular basis See the section on backing up the database elsewhere in this manual Licensing of EasyTABS Software The license for the software can be purchased in various lengths with the minimum length being 1 year Most users will want to opt for the yearly license which gives the best duration per dollar rate 1 Yearly License Price 79 00 2 Two Year 149 00 3 Three Year License 199 00 4 Life Time License 429 00 e You will be reminded by the software when you are within 1 month of the license expiry That reminder will run for 3 openings e With 10 days remaining you will again be reminded of the coming expiry This reminder will run for 3 openings e When you are within 5 days of the license expiry date you will be reminded each time you open the s
38. es to Round Fee means that the calculation will be carried out so that the final amount due will include all taxes A No to Round Fee means that taxes will be added on to the fee at the end of the calculation Users The Users tab allows you to create user profiles for each of the people who will be using the software The fields are self explanatory Other Preferences In this tab you can set Gift Certificate Expiry duration the Cancellation Fee value and the Cancellation Notification duration These values will be used in the Consent form and the Gift Certificate form In addition you can modify Techniques Used and Clinic Address Default Settings Tax Settings Users Import Export Miscellaneous Areas Treated check box display in the Client Notes table When modifying the Areas Treated values you The Export function in MOMS Works provides for the saving of all records in the Export folder These data are then available to be transferred to a newer version of the program must make sure that you retain the 4 areas named medial thigh gluteals chest and breast In poe addition these values MUST be in positions 9 10 12 amp 13 respectively in the list This will ensure that Sa Pp a each epee a they align with the check boxes that confirm that Import Data client consent has been obtained for the treatment of these areas l m po rt Expo rt The Delete All Recor
39. es to clients giving them the date and time of the appointment Because of the need to merge data from a Template record and an Appointment record it is important that the Reminder of Appointment template adhere to a set format Here are some screen shots that show how this works 1 Click the tab All Today 4 Feb 21 2007 E StartDate Today k Mar 7 2007 EndDate Print List or Send Email gt gt Appointments or Click Email dh Date Created Client Name Time Appointment Telephone Description Email Address Reminder on the Home Screen You will see the screen on the right 2 There are two fields that control the display StartDate and EndDate You can adjust So Feb 24 2007 Roger Rabbit 3 00 PM 698 456 7172 m briarpatch net Go Feb 24 2007 Sir Ratus Anterior 3 00 PM 212 212 1212 sta yahoo cpm Go Feb 26 2007 Quigley Quadratus 7 15 AM 616 232 4242 Testing Sunday qq hotmail com So Feb 26 2007 do Feb 26 2007 So Feb 27 2007 do Feb 28 2007 Margie Masseter Mary Poppins George Brown Roger Rabbit 7 00 AM 8 15 AM 6 15 AM 10 30 AM DEA T TA A 717 616 5151 698 456 7172 Test Monday Monday Feb 26 mm yahoo com mary umbrella com gb yahoo ca m briarpatch net Go Feb 28 2007 George Brown 2 45 PM gbi yahoo ca Gey Feb 28 2007 Mary Poppins 7 45 AM 717 616 5154 ma
40. g Product Sales When products are purchased and an Invoice is printed the software takes the information in the Invoice portal and adjusts the quantity of that product in stock in the Product List For each item in the list you can set a Reorder Quantity that is if you set a reorder quantity for LOT1000 Massage Lotion 1 L for example at 10 then a green flag will appear in the Product List when the quantity in stock is reduced to 10 or lower Each product can have its own unique reorder number When a product gets returned after the Invoice has been printed you can return to the invoice and click on the garbage can at the end of the portal row to delete that part of the purchase The quantity is readjusted in the Portal List Administration Tab The Administration tab displays 6 or more other tabs The first deals with the clinic address logo etc The Default Settings screen lets you set automatic entry data for the client receipt Labels You can print mailing labels The default format is Avery 5160 There are two options e Print All e Search for records having specific criteria When you want to print all records in the Contact table you are shown ASIRI the pop up screen to the right If there are some records that you do Here is a list of contacts that match your request not want to print perhaps there is an incomplete mailing address for You can OMIT a record from the list without having to conduct another
41. h of this calendar is that it can be used to search for client appointments AND connect these records to an email to remind them of the appointment 2 The web based calendar can be one of your choosing The Google web calendar has been set as the default The advantage to the web calendar is that you can access it from any computer anywhere in the world In addition the web calendar offers many more options when it comes to screen displays Note that you must create a Google Email Account to use the Google web based calendar You can use a different Web Calendar by inserting the web address for the calendar of your choice in the Administration Other Preferences screen Please note that we do not provide training and support for the web calendar Contact the supplier for details on how the calendar that you use functions Recording Making an Appointment Using the program based calendar an appointment or a booking can be made from several screens e From the Client Records screen you can select the Daily Weekly or Monthly calendar e From the Monthly calendar click the word Book Vertical text orientation in the day of the date you want A screen pops up with the chosen date inserted in the Activity Date field In this screen you can choose from these three options gt Enter the name of the person or event in the Name field select the Time Start the Time End will be set according to the Preference setting for D
42. he Event Entry Form see diagram on the right there is a Event Entry Form series of radio buttons next to the title Colour Type These selections can be modified by clicking on the Colour Type Harry Mosher Add Existing Client Info phrase This will pop up a screen that allows you to assign text A to a colour Then when creating the appointment you merely Event Date Contact ID 47 Apr 11 2007 select the appropriate radio button to have the selected colour Name Time Start displayed in the Daily Weekly and Monthly calendars Time End Telephone Therapists i Single Description Nap hole i i in Clinic i Multiple Therapist 0 Jane Johnson Mary Bethson John Doe D Norma Jones There are two methods for displaying Appointments Colour Type O Blank Colour Shading Chiro e When the Individual Appointments tab is selected Equine Affair Bele O New Client OYMCA you will see appointments for the current client only That is the lest you see is for the client whose name is displayed 100 a ed E Browse gt 4 e When the All Appointments tab is selected you will see a list of all appointments that have been filtered using the StartDate and EndDate fields More about this feature below Email Appointment Reminder This software provides users with an option to send reminder email messag
43. herapists an Account table has been included This table works as follows o Client pays for several treatments with one payment usually in advance o You enter the day s current date in the Account portal followed by selecting the Deposit button from the Type of Transaction field then the Amount of the deposit o When the client receives a treatment you fill in all fields normally In the Method of Payment field you select Account o Click the button Adjust Account Balance For Payl1 or Adjust Account Balance For Pay2 depending on which Payment field is being used to adjust the Account balance The transaction is recorded in the Account table and the portal on the Receipt Entry Form shows the results of the transaction o The Account Balance is displayed to the right of the portal o When the Receipt is printed all information that is appropriate for the treatment is displayed on the receipt giving a professional form that can be submitted from a benefits carrier Send Email with PDF Attachment This feature is available ONLY with FileMaker Pro full License It is NOT AVAILABLE in the Runtime solution In the FileMaker Pro version using the button Send Email PDF Attach you can send an email message to the email address of the current record The software grabs the relevant data and inserts it into an email message It also saves a copy of the PDF in the folder PDF_ Records which is stored with the program
44. le to strike CtrI E and have a record disappear without a warning Other Client Records Tabs Case History The Case History tab displays the case health history records for the current client The records are displayed in reverse order sorted by creation date To view a current record click on the eyeglass icon To create a new record click on the green Sign The screen shot below shows what the screen looks like Several of the fields have small arrows to the right side of the box Click the arrow to view the pop up options You can select from the existing list select Edit to Py Healthhistory Entry Form Close Health History Entry Form Health History 1 Health History 2 Hans Backbone New Duplicate Delete Print Record Record Record Record Primary Concerns current medications dates of injuries nature of surgeries i Time Stamp Calc 73962 Client ID 6 Case HistoryID 12 Creation Date Jan 11 2007 amp Print Hard Copy Record 1 of 2 Found Total Records 8 j kok Therapist Functional Limitations OO other medical conditions other health care O Yes O No involvement specify involvement special notes surgeries These 4 fields can be defined by the user The field on the left is the name of the data the one on the right will contain the data 100 aal ad Browse vi 4 vy other 9g v Zy gt change the list or type directly into th
45. lient Specific TADS virccs cc rscucarsscutansve sey mimaenseuserateesnereduseereswseyeeweaoegannaesetanreetebitensaedeieerechiGeraaeenent 15 New Gift Certificate Contact susssrsrerrrrrrsrrrrrrsrrrrrrrrerrrrrrrrrrrrrsrrrrrrrrenrrrsrrrrnrrrsrrrrnrrrerrrrrrrrrnnt 16 Creating the Gift Certificate Receipt ssssrsrrsrrsrrrrsrrsrrrrrrrrrrrrrrrrrrsrrrrerrerrrrrrrrrrsrrrrrrrsrrrrerrerre 17 PEOGUICE SANS oain ia aE a E a a nis E E E R eel aN 18 Product PurchaS siiirircsiriirdsisnrcidrsi nsira cer arin irnar rA EE A A a aiaa 18 New Product Sales Contact ssssessersrrsrrrrnsrrsrrrrrrrrrrrrrrrrrrsrrrrrtrrrrrrrtrr dvesendereecseeedeerewer dere cuvart 19 Product Sales Invoice iris ric peer a rete oe enh ed ve lt n owe Ge eas rnnr ee Re ae ane uote 19 Tracking Product SS igor ce ig eee neem NAE E eee eis coon eeeien em eeande eter cnyedase ieee ac gamaatees 20 LIDOS iets ee ee eet eig inde hemi tie ee ie nada renner eben E ae esa as 20 BEC ay CIN ics treacea erceen tar ccotse sonauanascaneedemsateatceci ances neal cedonaterieesoodensustesaceeauncuese te ciedeiecatecedaniescies 21 Tax SO COUN ose crce renee cenen teense oh ce weenmseuseetacaawetecantaon amie d eananadeuciuaremacantaesdettensewussceeedaeiancasseatanancnsen 21 ON re eee ee een ee ee en eee ee S eer eer ere er ree 22 other Preferent eS enra ee re ny ee re ee en ee ee te ee eer eee 23 DOr EPOE ee ee ee ee a ee ee ee ee ere ee ee 23 BR OS seine ec encore ee E aeas
46. n box on the previous page you Gift Certificate Entry Form would have arrived at this screen having empty fields where Quigley s a 2 D Record e Record Certificate Certificate dada is now displayed l Receiot Purchaser First name Quigley id 7 Get Info from Existing Client Contact If that happens and you change your mind and want to access the popup Contact info shown above use the Pencil icon labeled Get Record 5 of 5 Found Total Records Info from Existing Contact The popup above will appear and you can select the name from the list First Name Duration Tx e Last Name Telephone a Street Email i If you arrive at the popup and discover that the person whose data city Date Created 5 Prov Sate Date Expiry Jan 10 2008 you need in fact is not an existing client merely click the Close Postal Code 7 Gift Cert ID Contact ID p Redeemed button in the popup window Therapist New Gift Certificate Contact 100 aad E Browse l If you need to create a new Gift Certificate Contact the decision box below will popup GiftCertificateDecision Would you like to add this Purchaser to your Contact Table OR Would you like to enter only the Purchaser s name For this transaction only Cancel Mame Only fe You can then decide whether or not you want to add this new contact to your database or just enter the person s info for this
47. numbers email etc without having to pop up the complete client Data Entry Form 7 Sort Order The list of records for each of the tabs has been set as reverse order by date of creation This means that the most recent record is the first one that appears in the list 8 Flags The Flags tab allows you to pop up a window here you can record data information about the client that is particular to the treatment It is understood that the CMTO regulations say that any information recorded must be applicable to the treatment the client receives Apparently this precludes the recording for example of the condition of the client s pet unless the pet s condition can be seen to be having an impact on the treatment the client needs Notwithstanding CMTO regulations whenever a flag note is created a red flag will appear in the Client List portal This provides you with a visual reminder that this client has a note or notes that may bear considering The flag will appear as long as there are ANY notes pertain to this client Deletion of Client Records L A Client Record can be deleted from the database in a number of ways The most efficient method is to delete the record from the Client List portal 2 A Warning dialogue box appears whenever you attempt to delete a record 3 Warning The deletion of a record from the Contact table will result in ALL records for this client in every table being deleted THIS ACTION CANNOT BE UNDONE
48. nvoice Close Print Invoice decision dialogue box and then selecting the Fred Fargo amp Apt 21 appropriate name Ri Traget St Date of Invoice Jan 10 2007 West Island NB Invoice ID BFR 4R5 Clint ID ii r g Product Cod Product Descripti Price ax Code Click Create Receipt to create an invoice for the E ee DR 1 7 Massage Lotion 500ml 28 00 B sale of a product 2 LoT2zo0 7 Massage Lotion 200 ml 15 00 B Enter Payment Details Pay Method Pay Date Pay Amount Taxable Subtotal Visa 1 10 2007 112 86 E 5 94 Tax2 Total 7 92 Total Invoice 112 86 Product Sales Invoice Amount Received 112 86 Amount Due 0 00 onathan Jones RMT Select the Product Code from the pop up menu 100 dad EA Browse several fields are populated automatically with the quantity set to 1 Enter the quantity being purchased and make sure the appropriate tax code is selected This will give an Amount for the sale for that item those items without taxes added in Below the portal to the right of the Payment Details the totals for tax 1 and Tax 2 are displayed along with Total Invoice amount Complete the invoice by selecting the method of payment The current date is inserted into the Pay Date field Fill in the Pay Amount Click the button on the upper right Print Invoice to complete the transaction and print the Invoice Trackin
49. o remind you of your appointment on Monday Febcuarcy 26 2007 at 7 00 AM two buttons do not do that Should you need to contact us regarding this appointment you can do so using the telephone 8 When the button has been selected you will get eo another dialogue box giving additional instructions 9 After editing the Template fields select the Set Variables button The next screen shows you a list of the recipients merely select Send to send the messages You can opt not to send the message at this point by closing the message box in the email client program 10 The default email program on your computer will pop up with the first person s email address and the text that you entered into the template fields Note that the message is personalized with the client s first name in the body 11 You must select Send in your email program to send the message The next client s message will pop up and you select Send again Repeat this until the messages stop popping up 12 The final dialogue box reminds you to open your email program to ensure the messages were in fact sent Calendar Filters The internal calendar offers three filters Therapist Name Description and Type colour These filters are available on the Daily Weekly and Monthly displays Using these filters you can see only the bookings for a selected therapist or description or type After selecting one of the filters a second filt
50. oftware until you have exceeded the expiry date e After expiry you will have full access to all functions in the software except the creation of new records This will mean that you can get Reports print Receipts etc However you will not be able to create any new records until the license has been renewed Loyalty Pricing of EasyTABS Software Effective January 1 2008 users of the MOMS software program will be eligible for assistance in the transfer of data records to the EasyTABS program Below are the fees that will apply L Transfer of the Preferences Contacts and Receipts data 50 00 CDN 2 Transfer of data as noted in 1 AND Case History Client Notes and Calendar data 75 00 CDN 3 Transfer of Data from other databases for example Excel Please contact us for an estimate
51. r of Appointment Message Plain Text File Edit View Insert Format Tools Actions Help Using the tab Email Template you are taken to two more SEAS AAN T E AE AN KEE tabs one labeled Email s To rabbit bornm ca Appointment Reminder te CE Explained above and the Subject Reminder of Appointment other named Email HI PeLEr Generic This second tab This is just a quick note to remind you of your appointment on Tuesday February 6 2007 at 7 00 AM shows a portal that contains a If there are any questions regarding this appointment please contact us at telephone number below list of email templates At the Otherwise we will see you then top of the portal is a button Fara details labeled Email Generic Best wishes Here is an outline of how Carryl these features work MTR e You can create an email template by clicking on the green sign e You then enter data information that you want to have in the email The fields that show a red next to their right edge are fields whose data will appear in an email The other fields are provided for you to use to categorize and label your email templates They will not appear in the email message e Before selecting the Email General button select from the radio button how you want to have the message sent Select Group when you want to send an email message to a large number of people The individual email add
52. reen indicating that there are two screens for this topic You can complete this screen with the client or you can print off blank copies use the icon Print Hard Copy for the client to fill out on her his own After completing that screen click the Close button top right You can now select another tab Client Notes or Receipt for example Click the green sign again and a record for that table is created Using these tabs you can create manage and print client records very quickly easily Refer to the rest of the manual to get more details as you need them Tabs Tabs are often used in EasyTABS to move from one view of data information to another When the button Client Records on the Home Screen is clicked you are first taken to a screen resembling the screen shot below al Home EasyTABS The Client Records tab has been Home Weekly Calendar Monthly Calendar selected There are several more tabs Google Calendar across the top of the screen on the same Gent Records Administration ft certificates Products Reports Birthdays Expenses Inventory Emal Template Labels Al Bookings Wscallaneous level as the Client Records tab These Client List other tabs when selected change the View All e Active Inactive Click Name to select client display of the data being viewed Hans Backbone Hans Backbone Client Statement LD George Brown
53. resses will not be shown to other recipients so confidentiality is retained This method option is best suited to the sending of large numbers of messages Make sure that the salutation reads something generic such as Hello everyone The individual names will not appear in the message e When the radio button Group is selected one email is sent to everyone that ends up being part of the found set The email addresses are all inserted in the BCC field of the message For those who are not aware of this the BCC field allows you to send email messages to groups of people without the individuals being able to see who else received the email very important for privacy e When the radio button Individual is selected one email is sent to everyone that ends up being part of the found set however in this case the person s first name is inserted into the salutation Therefore the salutation in the template would be say Hello The software then finds and inserts the person s first name in the email message Please note that when Email Individual is used the software loops through everyone in the found set you will be required to select Send after each person s individual message appears on the screen This same process is used in the Email Appointment Reminder message described above The caution here is that if your found set is 250 clients it will take a long time to click each p
54. ry umbrella com Go Mar2 2007 George Brown 6 30 AM 6139246 6785 Test Monday gb yahoo ca the display be changing either of these two dates using the next and previous arrow buttons The single arrow moves the date by 1 day while the double arrow moves it by 7 days 3 When you get the date range you want select the icon Print List or AppointListDialogue You can Send Email You will see the dialogue box Print this list or 4 Ifyou want to print the list select Print if you want to send an Email View the list from where you can send email messages message select View 5 You will see a second dialogue box explaining how to manage the list SearchForEmailAddresses After you select OK you can omit records from the list by clicking on the Client Event Name field You can omit any records clients that 1 Do not have an email address 2 You do not want to receive this email By clicking on the Client EventName field 6 After you have fine tuned the list you can send the email using the r j This will Omit th d from this list it WILL NOT DELETE th d Text button Appointment Reminder ee ag 7 Do not use either of the other two buttons The Appointment Reminder button invokes a template that merges the date and time of the anvar oF aprenan appointment into the email message The other aao This is just 4 short note t
55. s we have added a field and a button to the Receipt screen The field is to enter the Gift Certificate ID when the certificate is presented for payment Then you just click on the blue underlined text Gift Certificate ID That will set the Date Redeemed field in the Gift Certificate table to the current date That in turn will trigger the Redeemed flag to read Yes Product Sales Monthly Calendar Web Calendar When the Product tab iS selected you Y cit Certificates Administration Schedule Tasks Reports Birthdays Expenses will see a screen with two more tabs E Product List and Product Purchase product Code Description i Apply Taxi Apply Tax 2 do LOT200 hiassage Lotion 200 ml s Managing these tables is moderately d LoTso0 Massage Lotion 500ml do LOT1000 Massage Lotion 1000 ml easy To view an existing Product data select the eyeglass icon to create a new Product record select the green sign The information that gets filled in is quite basic the Product Code must be unique Various fields in the Product Purchase Invoice screen will draw data from this record so make Sure all fields are filled in Product Table GC wW New Delete Record Record Record 1 of 3Found Total Records 3 Product Code LOT200 Product Description Massage Lotion 200 ml Cost Price Tax Rate 1 Apply Tax1 Y ON Tax Rated2 Apply Taxz OY ON Product Purchase Monthly Calendar Web Calendar
56. s By Year Quarter With Client Names _Select Year ENEE several months of data to display They do not reveal much when you are first starting out Some of the tabs have limited buttons in them at the time of the writing of this manual As the software evolves more buttons will appear in these tabs Client Records Gift Certificates Products Administration Birthdays This tab displays two sub_tabssub tabs Birthdays By Month and Birthdays All Birthdays By Month will show all clients whose Select Month Birthdays Expenses Birthdays By Month Birthdays All Birthdays for the Month of February Sorted by Month amp Day of Birth birthdays are in the month selected In the Email address ohsaycanuimsee com whitey Gldwart ca Date Birth Feb 7 1978 Feb 27 1934 Client Name Josee Psoas Snow White portal you will find the client s Date of Birth email address home phone number and age There is a button attached to the email address that can be used to create an email to the Birthdays By Month Birthdays All client Birthdays for All Clients Sorted by Last Name The Birthdays all tab reveals all clienclient names sorted alphabetically by last name The same fields are displayed in this layout as are displayed in the Month view Client Name Date Birth Email Address Home Phone Sir Ratus Anterior Mar 17 1945 sra yahoo cpm 212 212 1212 Hans
57. s tab reveals 6 further tabs It is within these an 3 ia Monthly Calendar Web Calendar s Gift Certificates Products Administration Reports Birthdays Expenses tabs that you can locate buttons that will create reports that pertain to many aspects of your clinic activity In the Receipt Reports Product Sales Gift Certificates Accounts Receivable Treatment Data Contact Reports The following buttons create reports for the complete Receipts table screen shot on the right the top portion will give reports that will search all records for your complete database Clients By Year Month With Client Names Month All Names irrespective of the year or month Use these buttons when Pa Clients By Year Month Without Client Names Month All No Names Clients By Year Quarter With Client Names you want to create a report that displays data for all Quarter All Names Quarter All No Names ee R Clients By Year Quarter With Client Names activity since you began using E Records The following buttons create reports for the Year Selected The bottom portion allows you to select a specific year Clients By Year Month With Client Names _ Select Year Select Year With Names Clients By Year Month Without Client Names _ Select Year Select Year Without Names Clients By Year Quarter With Client Names _ Select Year Select Year By Quarter with Names The other buttons are best explored when you have Client
58. search example you can Omit that record from the list by clicking the field _ Merely click on the field containing the person s name and the record will be containing the person s name omitted Make sure you have the labels inserted into the printer and follow the This does not Delete the record it just omits it from this list prompts Click Continue in the left margin to pront the labels When you conduct a Search for client names a pop up that appears that gives you a prompt as to what you are to do The search feature is quite powerful you enter a criterion in the field where you want to You can search for client names that meet set cirteria conduct the search You can enter multiple criteria Here are some Enter the criterion criteria in the fields that you want to serch on then click the Continue button in the left margin guidelines L When you first enter the Find Mode you will see a Find Entry Form screen that resembles the one to the right There are y Layout Find Entry Salutation First Name Last Name more fields at the bottom of the screen not displayed Date Created Status here You must place a criterion in at least one of the Home Phone Notes Address Suite Apt Type fields el Street C Client Gift Certificate Prod Purchase City i i i Request ostal Coda ountr Gender
59. tes Product List e Self Care Manual Product Sales e ToDo List Expenses Functions of these Tables Y Y V WV Contact Administrative Health History Client Notes Receipts Client Assessment Graphics Letters to Clients Letters About Clients Flag System Internal Calendar Web Calendar Product List Product Sales Expenses Inventory Email Messages Birthday Email Gift Certificates Self Care Manual ToDo List Colours Contains a list of all of your clients Allows you to personalize the software for your clinic Contains records pertaining to the client health history Allows you to create and manage individual client records chronologically Create and manage client receipts generate Client Statements Used by some therapists to record ROM etc Available only in the Windows platform this table provides four views of the human body which you can mark up with colour marks etc Preformatted letters to clients Preformatted letters about clients Flag a condition or service for a client and have the flag popup whenever you book the client using the Internal Calendar An appointment booking calendar internal to the program Provides Daily Weekly and Monthly Calendars A web based calendar is available for those who want to have access to a Calendar using the web However it is NOT CONFIDENTIAL Create and Maintain a list of products you sell from which invoices can be created Create invoices for the s
60. tion in the Gift Certificate Entry Record e Record Certificate Certificate i Receip screen Shown beneath the one to the right Purchaser First Name I Get Info from Existing Client Contact In this screen complete the form as appropriate including the Recipient s First and Last Names the Duration of the Record 6 of Found Total Records 6 Treatment the Therapist name and any other information that Recepient First Name L Duration Tx Recipient ee Street P you would like to retain about the Purchaser and or the City i Prov Sate The Expiry Date is entered based on the information that was Postal Code entered in the Preferences table Therapist When all information has been entered you can print the gift certificate icon labeled Print Gift Certificate on the left of the screen or print the receipt click the icon that is labeled Print Gift Certificate Receipt Massage Therapy Resources ran a N Gift Certificate This certificate entitles Paul Smith toa Massage Therapy Treatment of 1 Hr This gift has been given to you by Inez Gorag Certified By Harry Potter LMT A sample of what the certificate will look like is shown to the right There is more data at the bottom of the screen that has not been displayed here Gift Certificate tracking is not an easy task whether you are using paper records or Electronic Records To help with thi
61. u wanted to change the code 01 normal to expected you ja 3 Oo Shoulder would have to format the new text as AE 01 expected The numbering m system MUST be retained in order for seis naan On Ou OW O area the radio buttons to display properly Passive ak wain Flexion O A empty endfeel spongy endfeel leathery endfeel decreased ROM wipain Extension R i z decreased ROM wistifiness Abduction K F A 4 decreased ROM wipain amp stifness gt decreased ROM wino painjno stiff L Ext Rotation 5 intemal Rotation Resisted Flexion O Extension Abduction e Ext Rotation Rl Receipt Entry Form Receipt Entry Form The Receipt tab will display all of the Hans Backbone receipts for the current client in reverse Record 1 of20Found Total Records 225 order sorted by creation date This means 6 amp amp l ba New Duplicate Delete Print Send Email InvoiceID __ 16 that the most recent receipt will appear at Record Record Record Receipt PDF Attach ClientID 6 Date Invoice Sep 28 2006 E Select Fee Total Received the top of the list ee eee Duration Tx ____iHour Jv ee Th h b h Category Tx Massage Therapy Tx 3 Total Balance e screen shot below shows a newly Type Tx Tv amt Due Gift Certificate 1D created receipt Some data has been Round Fee ves ONo DateLastReceipt _

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