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User Guide The following pages are provided as a User

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1. DOWNLOAD ALL Monthly Sales DOWNLOAD Weeki Week 2 Week 3 Week 4 Week 5 Saka Nov 1 7 Nov 8 14 Nov 15 21 Nov 22 28 Nov 29 30 Total 10 24 9 43 Hearing Aid 20 046 00 41 920 00 22 180 00 0 00 0 00 84 146 00 4 13 4 21 Earmold 50 00 189 00 1 100 00 0 00 0 00 1 339 00 7 12 5 D 24 Hearing Test 825 00 926 00 620 00 0 00 0 00 2 371 00 6 16 4 0 0 26 iia 16 00 75 89 50 00 0 00 0 00 141 89 ALD B 5 4 D 19 1 444 00 480 00 536 00 0 00 0 00 2 460 00 p 6 12 2 0 0 20 ileal 671 00 2 660 00 400 00 0 00 0 00 3 731 00 EUG 4 4 0 0 0 B axo 245 00 900 00 0 00 0 00 0 00 1 145 00 0 3 0 0 0 3 Mus 0 00 365 00 0 00 0 00 0 00 365 00 43 93 28 0 0 164 Suh Total 23 297 00 47 515 89 24 886 00 0 00 0 00 95 698 89 Returns 0 0 0 0 0 0 0 00 0 00 0 00 0 00 0 00 0 00 m 43 93 28 0 164 23 297 00 47 515 89 24 886 00 0 00 0 00 95 698 89 Partial view 16 MONTHLY SALES REPORT Like the Weekly Sales Report there are four subcategories within the Monthly Sales Report the Monthly Sales Monthly Receipts Monthly Appointments and Monthly Referrals The Monthly Receipts Report has the same DETAILS button as the Weekly Receipts to see more information on the Details feature or on any of the Monthly Sales Report subcategories please review subcategories for Weekly Sales Report The Monthly Sales Report allows the user to view a particu
2. 6 LOGIN AREA This displays the name of the person currently logged in The Sign Out link will end the session and require the next user to enter their user name and password Please use the Feedback button to send any comments problems or feature suggestions you have The Help link will download the Sycle User Guide Sycle Overview 4 Appointments siens d Help Sign Gut Contact Us Feedback PATIENT SEARCH BH appointments E EM marketing E P sdininistration anter paar January 14 2003 show clinic show provider find appointment type length Oak Ridge All Providers Select One o min find next 1 5 2D03 gt I Scroll James Mitchell Christy Smith Sun Mon Tue Wed Thu Fri Sat 9 00 am 1 2 i 4 9 15 am 2 B i E 3 ib 11 9 30 am George Godard b Alice Beeler i2 13 15 16 17 18 SIE Hearing Aid Evaluation i2 2D 21 22 23 4 2 10 00 am 2f 29 30 41 10 15 am 10 30 am Beth Burrough TETP b Hearing Exam Printable Schedule 11 00 am 11 30 am 3 enter patient 11 45 am Add a new patient 12 00 pm Appointments Main Navigation Items 1 through 3 1 CALENDAR Select the date for an appointment by clicking on it The calendar also includes a Week at a Glance button which displays booked appointments and openings You can also make an appointment directly from the week at a glance view 2 SCHEDULE Once you ve chosen an appointment date from the calendar click
3. Peishing GREOUP HEALTH PLAN CH APIPUS c HPV Save and view printable J M e DATE DEX 4 NSU ECS HAME pak e last B PATIENT S EKELATPEONSHIF TC NSURE D 7 NSU KEC S ADDE ESS Ma amp ieser Geli Spouse Child khai E a ty ty E L Jj t ae CITY Z PATIENT STATUS Kansas Cty ngk Mand Othe P ZIP CODE TELEPHONE Emra Ut PT Na ZIP CODE TELEPHONE Student Student Emplay ment 7 OTHER INSUR ECS M h E last Tux opes STATE 1D 5 PATIENT S CONDITION RELATED E O INSURED S POLICY GROUP OR FECA NUMBER ink Td a EMPLOYMENT CURRENT OF a OTHER NSURED S POLICY OR GROUP NUMBER ix LE a i SURED S pr OF a vo Yes fe Na al b AUTO ACCIDENT PLACE Skate T l FA ooh Fs re _ 57 Sycle Overview 17 Patient Summary cont Archive Step 2 To archive a patient click on the archive button This will load a pop up window which asks you to confirm your decision to archive the patient Patient summary Patient Myra C Wallace purchase new appointment identity edit full intake 9 archive Full Name Mrs Myra C Wallace Patient Type Current Preferred Name Gender Female STEP 2 Address 570 Pershing Date of Birth 05 10 1928 Age 75 Preferred Language English Snowbird Address Phone Number 316 345 2490 home Email Address Are you sure you want to archive Myra Wallace Kansas City OH Step 3 The Patient Summary relo
4. Silica CIC Digital L 65465 1600 00 5 2003 05 13 2003 05 13 Landon Binstock Willie Mays Oak Ridge Futuretone FTC8 ITC Analog L 12345667778 300 00 6 2003 05 13 2003 05 13 Lisa Koch Ken Dryden Oak Ridge Beltone Invisa DHI CIC Conventional L 452 1600 00 7 2003 05 27 2003 05 27 Lisa Koch Spyder Mann Oak Ridge Beltone Suprimo BTE Conventional R 2452 1600 00 8 2003 05 27 2003 05 27 Landon Binstock Farrah Fawcett Oak Ridge Beltone Invisa Oria CIC Digital L S78012876198 7600 00 9 2003 05 29 2003 05 29 Landon Binstock Dennis Franz Oak Ridge Beltone Invisa Polara CIC Digital L 23 1600 00 10 TOTAL 14800 00 11 i 44 gt gt Hearing Aid Purchases _ Hearing Aid Repairs oe 4 M 21 DOWNLOAD Allows you to download the Inventory Report directly into an Excel Document onto your desktop 24 Sycle Overview 6 Reports cont A Sycle net Help Sign Out Contact Us PATIENT SEARCH mee appointments lg reports EM marketing 9 MELCsseir enter natient G0 quick monthly business sales m m P apen weekly sales HA sales total sales Tai aging nantres referrals marketing Referral Report ena wow Te eo 4 EZIES Referral Report For Oak Ridge Clinic Stats id dh DOWNLOAD ALL Referral Report for Oak Ridge DOWNLOAD Referral Source Count Cancelled Completed Sales Ops Sales Ops with Test TNS No Loss Units Sold Purchase Ratio Follow up 25 i 10 7 3 1 D 3 2195 Telemarketing 1 1 1 1 D 2 10095 Di
5. cccccccceeeecceeeeeeeeseeeeeeeeesaeeeeeeeeenaeees o4 17 Patient Summary HCFA Archive Edit cccccccseccsseeseeeeeeeeeeeneeeneeeees 56 Appendix A Other Ways to Make an Appointment 59 A 9 ucle ner Sycle Overview 1 Introduction oycle is designed to grow your business not just watch it oycle is a marketing and patient management system designed and built to increase lead generation patient retention and overall practice productivity Marketing The right message to the right person at the right time oycle is an online real time multi location appointment scheduling and one to one marketing system Sycle is totally unique a Customer Relationship Management CRM marketing tool that combines the power of the Internet and database management with traditional personalized automatic event triggered direct mail It systematically maintains your customer relationships for you leaving you free to conduct business as usual In short this means that every encounter you have with a patient triggers some sort of marketing event usually a piece of personalized direct mail Here are a few examples A hearing aid is purchased a thank you letter is sent the next day a clean and check card is sent bi annually and a birthday card is sent a week before your patient s birthday All you have to do is schedule your appointments and update your patient records A hearing l
6. 0 11 14 43 7 Eyeexam o 0 Jo jo X 0 X J o 2 5 I SS E E d a T 0 Of i i Clean n Check a fo jo o o ff Totais Jo amp amp 3 Je Je 9 9 43 1009 11 WEEKLY APPOINTMENTS Provides the user the number of appointments and a percentage breakdown of the types of appointments scheduled during any selected week Yellow pages jo Jo jJ0 j O0 Jo eT wakin 0 Ja Jo jo o C 0 Jo o w 9 b b b 9 h h hiw telemarketing a 1 H4 H1 a a a o 70 gt JO go go w 0 X jo o rr EE EE E EE EE EE dan Referral Patient Referral pl Online Follow up 0 DietWelig 9 o o 1 a 71 2 4 9 Toss lo s 3a ph bo ho po jaji 12 WEEKLY REFERRAL Provides a snapshot of the patient referral source Note The REFERRAL REPORT contains more detailed information on referral sources and completed appointments 17 Sycle Overview 6 Reports cont A sucle net Sample Help Sign Gut Contact Us Feedback PATIENT SEARCH enter patient MISIen Inventory referrals marketing appts a A men appointments METTE lg reports EM marketing 9 administration qe open HA sales total sales lesions aging Monthly Sales Report Monthly Sales report for Clinic Stats
7. 0 00 0 00 0 00 75 89 ALD D 5 1 D 2 1 2 11 0 00 239 00 75 00 40 00 91 00 75 00 300 00 780 00 MEN D 5 1 D 4 2 D 12 iiid 0 00 960 00 500 00 0 00 800 00 400 00 0 00 2 660 00 Service uo 0 AR E _ 0 00 0 00 0 00 900 00 0 00 0 00 0 00 900 00 qu D D D 1 D D D 1 di 0 00 0 00 0 00 185 00 0 00 0 00 0 00 185 00 1 4 1 3 3 12 earmold 10 00 129 00 0 00 0 00 50 00 0 00 0 00 189 00 Sub Total 1 35 8 7 21 19 8 99 10 00 18 445 89 6 775 00 4 685 00 7 095 00 11 925 00 11 050 00 59 985 89 emm 0 2 0 0 0 0 0 2 0 00 3 400 00 0 00 0 00 0 00 0 00 0 00 3 400 00 Total 33 8 Fi 21 8 j 10 00 15 045 89 6 775 00 4 685 00 7 095 00 11 925 00 11 050 00 56 585 89 Partial view All weekly reports follow below 8 WEEKLY SALES REPORT The Weekly Sales Report includes 4 subcategories Weekly Sales Weekly Receipts Weekly Appointments and Weekly Referrals The Weekly Sales Report allows the user to view a breakdown of weekly sales including repairs and returns Using the pulldown you can select the specific week you would like to review Following are are all Weekly Reports Weekly Receipts Appointments and Referrals each provides a detailed account of the week s activities Note All Weekly Reports have download buttons to download the report into an Excel Document onto your desktop 15 Sycle Overview 6 Reports cont X 5 210 45
8. 1 924 00 0 00 1 924 00 Partial view 19 OPEN INVOICE REPORT The Open Invoice Report provides the user with a cumulative list of all Open Invoices the Patient s first and last name the Purchase Date the Net Price Amount Paid and Balance Due Clicking on the amount underlined in blue in the Net Price column a will load the corresponding Receipt window See below You can take payments from the Open Invoices Report Maple View Maple View Hearing Care 1077 South Wright Road Santa Rosa CA 95407 415 412 2412 800 555 4444 Provider Christy Smith Date 04 19 2002 Tracking Receipt E Patient Agnes Smith 123 Main St San Francisco CA 94133 415 555 1234 Quantity Item Description Cost Amount Other 70 00 Other 70 00 Battery Battery Energizer 675 26 00 Battery Battery Energizer 675 68 00 1 Right Hearing Aid Phonak Claro 311 dAZ BTE Digital 2 500 00 2 250 00 Discount 250 00 Trade In 1 Left Hearing Aid Phonak Claro 311 dAZ BTE Digital 2 500 00 2 250 00 Discount 250 00 Trade In 1 Warranty Left Extended Service Plan Favorite Patient 100 00 1 Warranty Right Extended Service Plan Favorite Patient 100 00 Total 4934 00 Sales Tax 0 00 Grand Total 4934 00 Amount Due 4934 00 Foca eat pnt iss Sycle Overview 6 Reports cont nn LLLI quick business appointments weekly sales lg reports monthly sales HA sales A R Aging Report Parent Compa
9. Reports Absence Sample Help Sign Gut Contact Us Feedback PATIENT SEARCH gee cL Poniente T reports Eee E JB administration quick business licec sales i Eie since invoices Mfg dais oe eferr s marketing Quick Report choose No J 2s DOWNLOAD ALL GROSS REVENUES DOWNLOAD Mov 2004 OTD YID Oak Ridge 94698 195515 974327 RETURM REVENUES DOWNLOAD Mov 2003 QTD YID Oak Ridge 0 3600 119256 NET REVENUES DOWNLOAD FULL REPORT Now 2003 OTD YTD Oak Ridge 94698 191915 855071 GROSS UNITS SOLD DOWNLOAD Noy 2003 OTD YID Oak Ridge 43 89 393 UNITS RETURNED DOWNLOAD Noy 004 OTD YID Oak Ridge 0 2 58 Partial view All quick reports are on this page 1 QUICK BUSINESS REPORT The quick business report provides a snapshot of the practice It includes benchmarks for many of the categories based on industry averages There are twelve reports Gross Revenues Return Revenues Net Revenues Gross Units Sold Units Returned Net Units Sold Close Rate Average Sale Price Binaural Rate Return Rate Product Mix and Product Mix by Technology 2 CLINIC PULLDOWN If you have more than one clinic you can use this pulldown menu to select an individual clinic or all clinics This allows you to do a clinic by clinic comparison Clinics are displayed with a blue background 3 PROVIDER PULLDOWN You can choose an individual provider by selecting their name or you can select all p
10. find appointment type Select One find next gt gt Landon Bimneback James Miberel Christy Smith Thu Fri Sat Joyce Caroll Ned Divine o 3 4 5 Hearing Exam Hearing Exam uu i 1 1z on ERE x 24 25 26 700 am Leo Berns Blaine Fuller 10 15 am kh Christin Ridge bh Clean n Check Hearing Exam 10 30 am 10 45 am 11 00 am 11 15 am 11 30 am 11 45 am 12 00 pm Step 2 New Patient Intake Form Enter as much information as possible and click save The Patient Search page loads showing the new patient Myra Wallace Note the Patient Intake form can be printed and given to the Patient to complete at the time of his or her appointment identity Title First Name Middle Initial Last Name Sufix Preferred Name Street 1 Street 2 City State Province Zip Postal Code Country snowbird address Street 1 Street 2 City State Province Zip Postal Code Country my ra c wallace m 570 Pershing Ka nsas City pM USA m 1920 Ocean Drive Ft Pierce Florida 34550 Patient Type Prospect Gender Female Date of Birth Preferred Language English STEP 2 10 x 1528 4k Home 1 e Email Address 62 Appendix A Other Ways to Make an Appointment cont Step 3 The search results page loads showing your new patient Myra Wallace Click on the appt link search Search Result Oak
11. tab s home page option type in http www sycle net Click on Apply then OK and Sycle net will automatically load as your start page when you open your browser 1 LE Ire INTERNET EXPLORER 5 0 Sycle has been optimized for Explorer 5 0 or greater Some functions and features will not work with other browsers If you don t have Internet Explorer 5 0 you can download it for free by going to http www microsoft com windows ie downloads ie6 default asp 2 USERNAME Each User whether a Provider Receptionist Office Administrator or Owner will have a unique User Name and Password Each User s security level will determine which pages and features they can access Users can be added and subtracted from a clinic in seconds on the administration page 3 PASSWORD Users can select their own password and passwords can be easily changed on the administration page privileges View Own Appointments W View All Providers Appts W delete staff member 4 SECURITY LEVELS There are five staff types to choose from Owner Office Manager Provider Reception and Telemarketer Note Only staff members designated as Provider will appear on the schedule You can create security levels by selecting privileges for each staff member For example an Owner has all privileges checked which allows the Owner to create and delete all other Users their passwords and their access privileges Security Levels are set by accessing the Administ
12. 19th um 19 Thu Nov 20th m Pt D B uocuelucu m 15 inventory Fri Nov 21st ce S S e amp PATIENT SEARCH enter patient PELEN referrals marketing 27 Sample Sign Out Contact Us Feedback gt ol Fl ololel e o DOWNLOAD Total 55 1 2 oO 0 Oo 0 3 5p 3B 61 1 25 1 FL B 13 D 0 Fi 1195 D Qs oO 0 3 5 62 1005 5 APPOINTMENTS REPORT Provides the user with a detailed account of the weeks appointments both as a total count and as a percentage The Appoinments Report allows you to move forward a week at a time to identify specific appointments and project the number of sales opportunities your desktop DOWNLOAD Downloads the Weekly Appointments Report into an Excel document onto 28 JA 9 cle netr Sycle Overview 7 Practice Appointment Flow The life of an appointment oycle is designed to work the way you do an appointment is made a patient is seen and notes next steps are recorded Your work is finished From here Sycle takes over If a patient made a purchase a receipt will be generated and a thank you letter printed and sent The inventory will automatically populate with the purchase just completed and the sale is automatically added to all reports The Sycle Appointment Flow Make Appointment Confirm Appointment Have Appointment Update Patient Record Step 1 Make Appointment An appointment is m
13. Block archive search Step 2 On the Schedule Block pop up you can fill in the length of time to be blocked from the schedule and a description of the appointment Click save Schedule Block schedule block Clinic Oak Ridge Provider James Mitchell Date 06 26 03 STEP 2 Start Time 9 00 am K ae Length 2 OR until closed 6 00 pm Dentist Appointment Description Help Sign Out ContactUs PATIENT SEARCH Bub appointments ig reparte E mark etima p 4 administration enter patient GO show clinic show provider find appointment type Oak Ridge All Providers Select One zz 2003 gt gt gt Landon Binstock Sun Mon Tue Wed Thu Fri Sat 9 00 am 1 2 3 4 5 5 f 9 15 am 8 10 ii 12 13 14 9 30 am i5 16 17 18 19 20 21 9 45 am 22 23 24 25 Ba 2 2 10 00 am Joe 10 29 30 TELP Speech Thera Week at a glance 10 30 am 10 45 am h 11 00 am Printable Schedule 11 15 am All Providers gu all Providers JEn NUTUS cose Add a new patient 12 00 pm 35 Sycle Overview 11 How to Move an Appointment Step1 Select the appointment you wish to move by clicking on the patients name on the schedule i e Jack Feldman This will load the Appointment Summary pop up window p mmm appointments show clinic Oak Ridge x A e Ly m Lab EB us m v v i Mon Tue Wed Thu Fri 1 2 3 4 5 6 B E 10 11 12 13
14. Number Message Mrs Christine Ridge Christine 510 444 3434 home Your appointment is on Thursday January 30 at 10 30 am with Mr James Mitchell at Oak Ridge for a Clean n Check gt 3 yrs Mr Jack Feldman 415 388 4949 home Your appointment is on Thursday January 30 at 01 30 pm with Ms Christy Smith at Oak Ridge for a Clean n Check gt 3 yrs Mr John Adamson John 222 555 1212 home Your appointment is on Thursday January 30 at 09 00 am with Dr James Mitchell at Oak Ridge for a Clean n Check gt 3 yrs Tm Confirmed Confirmed Reschedule Cancel Remove uot Confirmed rn 4 Confirmed Reschedule Cancel Remove not Confirmed Confirmed Reschedule Cancel Remove Reschedule Fitting Repair Pickup Show all Step 3 The Appointment A patient visits The results of the appointment are noted in the patient s file 29 Sycle Overview 7 Practice Appointment Flow cont The life of an appointment Step 4 Update Patient Record The provider returns the file to the receptionist The receptionist clicks on the patient s name followed by a click on the enter outcome button in the Appointment Summary pop up window The receptionist can now update the patient s file including any purchases mailings they should receive level of hearing loss etc Entering the outcome automatically completes the appointment and changes the green tri
15. Review Ad on Mov 10 i 1 1 1 0 1 50 Total 69 3 48 a7 4 4 i 55 599 23 REFERRAL REPORT DETAIL You can click on the any of the referral sources in the Referral Report to view referral subcategories Referral Sources and Referral Subcategories are created in the Administration Section Clicking on the number 2 in the count column for Denver Post Christmas Special will load the Report Detail List see below Referral Report Detail List All Appointments With Referral Source of Newspaper Denver Post for All Providers in Oak Ridge Appt Appt Sales Units Patient Clinic Staff Status Subcat Desc Date T Op Left Loss Right Loss Sold Heather Oak Christy Comilscad Denver Christmas 11 13 Hearing Y Level 4 Level 5 Jones Ridge Smith P Post special 2003 Exam Severe Profound Elaine Oak James Completed Denver Christmas 11 13 Hearing Y Level 4 Leve 4 1 Moore Ridge Mitchell F Post special 2003 Exam Severe Severe 24 REFERRAL REPORT DETAIL LIST Gives the user a list of patients which patient tested for a hearing loss their level of hearing loss and units sold As on other reports information can be sorted by column headings appearing underlined in blue type 25 DOWNLOAD Lets you download the Referral Report into an Excel document onto your desktop 26 Sycle Overview 6 Reports cont Asucle net Sample Help Sign Out ContactUs Feedback a PATIENT SEARCH mee appoint
16. 0 2925 00 Primary Insurance Secondary Insurance Policy Holder s Name Myra Wallace Policy Holder s Name Insurance Company Blue Cross Insurance Company Group Group ID Number 345 54 0876 ID Number Insurance Co Phone ED0 3245 98 Insurance Co Phone Notes Notes Mail Status Send Mail Mailing Lists Birthday Card Confirmation Letter Warranty Letter Thank You Letter Test Mo Sale Repair Rebate Letter Clean and Check Card Step 5 Most subcategories in the Patient Summary have an edit button located on the right hand side of the page Below is an example of how to edit the level hearing loss Level 1 No Loss Level 2 Mild save Level 3 Moderate fo Level 4 Severe Right Ear Level 4 Severe Level 5 Profound Level 6 Unaidable amp g Did Mot Test 59 Appendix A Other Ways to Make an Appointment Following are two other frequently used methods for making appointments Version 2 Patient Search and Version 3 Add a New Patient Version 2 Patient Search Step 1 Enter the first few letters of the patient s first or last name in the search box example John Adamson and click the search button A sycle net Help Sign Out me EUREN PATIENT SEARCH mee appointments mm reports EM marketing n ada i IGO January 30 2003 show clinic show provider find appointment type length Oak Ridge All Providers lo EE find next xx Jan amp 2003 Ee PES James Mitehell Chr
17. 06 OK to return these hearing aids SebotTek PAC PAC Digital SebotTek PAC PAC Digital STEP 3 Return Date 2003 Step 3 The return pop up asks you to confirm the return and the return date Simply click ok and a second confirmation pop up will load Click ok once more and a Credit Receipt window will load showing your return Sycle Overview 14 How to Make a Return Exchange Step 4 The credit Receipt shows the returned Hearing Aids listed directly underneath the original purchase To make a credit payment click on the credit button Oak Ridge Oak Ridge Hearing Clinic 445 Second Ave Dak Ridge OH 45631 740 446 7619 B00 223 1234 Provider Christy amp mith Date 07 17 2003 Tracking Receipt Patient Blaine Fuller 456 Conneticut San Francisco CA 94578 510 466 3454 Quantity Item Description Cost Amount 1 Accessory Accessory Swim Molds 86 00 86 00 1 Battery Battery Rayovac Pro Line 104 1 Left Hearing Aid SebotTek PAC PAC Digital 3 000 00 2 800 00 Discount 200 00 200 Trade in Left Hearing Aid SebotTek PAC PAC Digital 2 800 00 Discount 200 00 200 Trade in STEP 4 Returned vere gita Right Hearing Aid SebotTek PAC PAC Digital 3 000 00 2 B0D 00 Discount 200 00 200 Trade in 1 Right Hearing Aid SebotTek PAC PAC Digital 2 800 00 Discount 200 00 200 Trade in Returned 2003 11 23 1 Hearing Test Hearing Test 55 00 49 50 Discount 5 50 Initial Visit Di
18. 11 18 2003 Arrival Date 11 23 2003 Patient Mrs Oscar Fish Deliver to Patient Equipment Widex Diva BTE Digital Description Sent To Send Date 11 19 2003 Arrival Date 11 23 2003 Patient Mr John Reed STEP 6 Deliver to Patient Equipment Phonak Aero 22 ITC Digital Description Door is Broken Sent To Phonak West Send Date 11 23 2003 Arrival Date 11 24 2003 Step 7 Enter the final price You can change the final price by clicking in the Final Price field highlighting the price and typing in a new price You can enter notes in the Repair Results field pulldown to set the Warranty Expiration include an insurance estimate and and select sales tax if applicable Click the save button to load the Receipt page Deliver Repaired Hearing Aid Patient John Reed Deliver Hearing Aid STEP 7 Estimated Price 95 00 Repair Results Actual Cost 40 00 Final Price 95 00 Sales Tax __ yes insurance estimate Insurance Blue Cross Company slices hl ge Benefit zu Notes save 53 Sycle Overview 15 How to Make a Repair cont Step 8 The Purchase Receipt page shows the final price charged for the repair You can take a payment edit print or close the receipt r Cm Oak Ridge Receipt Oak Ridge Hearing Clinic 435 Second Ave Oak Ridge OH 45631 740 446 7619 800 223 1234 Patient John Reed Provider Christy Smith 32 Sierra Vista Date 11 23 2003 Corte Madera CA 95674 Tracking 41
19. 14 15 16 17 18 15 ggg 2 22 23 24 25 25 27 28 29 30 Week at a glance Printable Schedule All Providers enter patient search Add a new patient Saturday June 21 call list Confirmed Not Confirmed 0 show provider Help Sign Qut PATIENT SEARCH enter patient POO EM marketing p 4 administration June 20 2003 find appointment type length sandy Fisichella James Mitchell Christy Smith 8 30 am 8 45 am 9 00 am 9 30 am STEP 1 10 15 am Jack Feldman Fitting 10 30 am Gertrude Bendel Best Hearing kh Aid Exam 10 45 am 11 00 am h UL Lollie Talvert Hearing Exam 12 00 pm 12 15 pm h Step 2 From the Appointment Summary window click on the cancel reschedule button A small pop up window will load asking if you would like to cancel or reschedule the appointment select one Appointment Summary Patient Jack Feldman 415 388 4949 Time Since Last Purchase 60 days appointment Clinic Oak Ridge Provider Sandy Fisichella Type Fitting Referral Source Follow up Referral Subcategory Referral Name Notes print intake form f enter intake f print outcome form J enter outcome OO sycle net Cancel R GC What would you like to do with this appointment cancel and reschedule dont cancel na show confirm appointment Date 06 20 03 Time 10 30 am Length 90 minutes Status Not Confirmed STEP 2 can
20. 200 00 29 224 00 2 320 00 visa 2 650 00 3 450 00 1 200 00 me 0 00 290 00 30 00 40 00 40 00 238 00 0 00 528 00 other 0 00 0 00 0 00 0 00 0 00 000 000 beltone 0 00 0 00 0 00 30 00 0 00 0 00 0 00 HA Deposits 0 00 11 200 00 2 275 00 0 00 4 400 00 5 000 00 6 650 00 29 525 00 9 WEEKLY RECEIPTS Provides a list of weekly receipts 10 RECEIPTS DETAILS Located on the weekly receipts is a DETAILS button The DETAILS window provides a line item entry for each sale by receipt type See below Weekly Receipts Detail Report Weekly Receipts report for 99k Ridoe Week of EJ DOWNLOAD ALL 1 10 2 Joe Schmuckatelli E 1 10 2 Sammy Davis SSS 1 10 2 Sammy Davis as 1 112 Patrice Avedon es 1 12 2 Bill Jones 1 12 2 John Hooker 1 13 2 Heather Jones 1 14 200 Archibald Arsolen ERG LI i L1 14 200 Billy Jean y O 1 14 200 Carmine Bocho EE O L1 14 200 Jane Doe nT 1 14 200 Jane Doe n 11 14 2003 Migdalia Acevedo amp 3 11 10 2003 Margaret Campbell 11 10 2003 Riley Rae 11 10 2003 Franky Avalon 11 14 2003 John Jones 16 Sycle Overview 6 Reports cont Speech 1 Language Eval Speech Language 1 Therapy Sign Language ee Hearing Exam a E Hea n Aid Eur p p p 00 0 0 a rim WAO o Jo Om a Eee Hd Jo OJo Ja
21. 45 am 11 00 am 11 15 am 11 30 am 11 45 am 12 00 pm he STEP 1 Step 2 Locate the enter outcome button and click on it to load the Appointment Outcome page Appointment Summary Patient Blaine Fuller 510 466 3454 Time Since Last Purchase no purchases found appointment Clinic Provider Type Referral Source Advertising Desc Referral Name Oak Ridge Christy Smith Hearing Exam Direct Mailing 4th of July Spe Motes print intake form f enter intake print outcome form enter outcome confirm appointment Date 07 17 03 Time 10 00 am Length 60 minutes Status Not Confirmed STEP 2 cancel reschedule 38 Sycle Overview 12 How to Make a Purchase cont Step 3 The Appointment Outcome page allows you to record hearing loss add notes check the appropriate mailing lists make or add purchases and view previous receipts and previous appointments As you scroll down the Appointment Outcome page you will see the Yes button selected this is located underneath the purchases sub heading Yes is the default setting Click the save button on the Appointment Outcome page to load the Purchase Page Appointment Outcome Patient Blaine Fuller Preferred Mame Preferred Language Age 76 appointment Clinic Oak Ridge Date 07 17 03 Provider Christy Smith Time 11 00 am Type Hearing Exam Length 60 minutes Referral Source Direct Mailing T Status Complet
22. 5 333 3453 Quantity Item Description Cost Amount 1 Repair Estimate Repair Left Hearing Aid Phonak Aera 22 ITC Digital Door is Broken Estimated Price 95 00 1 Repair Repair Phonak Aero 22 ITC Digital 95 00 Door is Broken Purchased 2003 11 24 STEP 8 Insurance Estimated benefit fram Blue Cross 40 00 Total 95 00 Sales Tax 0 00 Grand Total 95 00 Amount Due 95 00 Step 9 A repair is treated like any other purchase In our example John Reed has made a paymement of 55 00 his insurance estimate is 40 00 Amount Due 95 00 Date Type Amount Description Add new payment here 2003 55 total amt STEP 10 Sycle Overview 16 How to Perform a Global Search Search All Clinics Global Search is a multi clinic feature which allows you to search for a patient in more than one clinic and to move a patient patient record from one clinic to another Step 1 Enter the first few letters of the patients name and the search results page will load We will use Edward Smithson for this example POT Sign Qut PATIENT SEARCH Help IH appointments P marketing show clinic show provider All Providers Scroll A 9 00 am A A Ak M Jan Sun Mon Tue Wed Thu Fri Sat ETEN Janet DeLuca 1 203 4 E 25 ee pat ee ae ee ge es ae ETE 26 a 28 29 at 10 15 am h 10 30 am Christin Ridge 10 45 am h Clean n Check Printable Schedule 11 00 am All Providers EIN 11 15 a
23. JA 9 cle net User Guide The following pages are provided as a User Guide and are best read in the order listed Once you have read through these pages you should find Sycle easy to navigate and use ume cedo E 1 NE ES MC RH 3 3 GloDak Ste Navig zo Penne eee ee eee EN 4 4 Appointments ccc cecceeeceeeeeceeceeeceeeeeceeececeeeseeaeeteeeaeeteeeeeesaeeseesaeees 6 oM eniiue jm 8 O ROPO ee ee A ee ee ee ee ee een eee 11 T Practice Appointmenct FIOW siniccscescsssndccwaesauanwesuaucssenrwiawancaocaceoscdeecvinsanniwnens 28 8 How to Make an Appointment ccccccccecceeceeeceeeseeceeeeeeeeeeseeeeeeeeesseeees 30 9 How to Squeeze an Appointment cccecceeeesseeeseeeseeeeeceeeeeseeseeeeaeees 33 10 How to Block the Schedule ccc ccccceeeecseeeeceeeeseeeeeseeeeseeeeeaeeeeseneeeaaeees 34 11 How to Move an Appointment eeeseessesseereenrnrnnnnn 35 12 How to Make a Purchase ccceeccceeceeeeeceeeeceeeeseeeseneesseeeaeeeseuseneeesaneesens 37 13 How to Make a Payment sssssssssssssssseseenn nennen nnns 43 14 How to Make a Return Exchangge ccccccccceeccceeeeeeeeeeeeeeeeseeeeaeeeseeeeaees 46 15 How to Make a REpPalil cccccccecceecceecceece ees eeeeeseeeseeteeeeeeeeeseeeeeeeseeeeeeees 50 16 How to Perform a Global Search
24. LL All reports in Sycle feature Download and Download all buttons This feature allows the user to download all or specific report information directly into an Excel Document onto your desktop The approximate download time is 3 seconds e o e9 M ha xls gt A B C D E F 1 Selected Period QTD YTD LTD LYTD PI Oak Ridge 176296 748890 205016 58649 lt Shady Oakes 0 26950 13300 28466 Happy Valley 10350 20945 4045 1113 Maple View 7430 38535 2095 72022 All Clinics T 8 194076 835320 235221 180250 i 9 EY gt lt lt ECT Hearing Aids SSO TB Ready Sum 292600 OscRL Ocars NUM F 14 Sycle Overview 6 Reports cont A ucle ner Sample Sign Out Contact Us Feedback PATIENT SEARCH enter patient GOQ referrals appts Help SEE appaintmemnts T reports weekly sales sp Weekly Sales Report Weekly Sales report for Week of EM marketing p 4 administration open A 1 HA sales total sales Tapis aging Inventory marketing DOWNLOAD ALL Weekly Sales DOWNLOAD Sales Sun Mon Tue Wed Thu Fri Sat Total Now 9th Nov 10th Nov 11th Nov 12th Nov 13th Nov 14th Nov 15th Hearing Aid 3 i 2 4 ri 4 29 aos 0 00 16 760 00 6 100 00 3 600 00 5 860 00 11 200 00 10 500 00 54 020 00 E 3 2 D 4 3 2 14 eating IES 40 00 282 00 100 00 0 00 294 00 250 00 250 00 1 176 00 D 9 D 4 3 D 16 Battery 0 00 75 89 0 00 0 00
25. Oak Ridge OH 45631 740 446 7619 B00 223 1234 Provider Christy Smith Date 07 17 2003 Tracking Quantity Item Description Cost Amount 1 Accessory Accessory Swim Molds 86 00 86 00 1 Battery Battery Rayovac Pro Line 10A 1 Left Hearing Aid SebotTek PAC PAC Digital 3 000 00 2 8DD 00 Discount 200 00 200 Trade in 1 Right Hearing Aid SebotTek PAC PAC Digital 3 000 00 2 BD0 00 Discount 200 00 200 Trade in 1 Hearing Test Hearing Test 55 00 49 50 Discount 5 50 Initial Visit Discount 1 Warranty Right Extended Service Plan Extended 45 00 45 00 1 Warranty Left Extended Service Plan Extended 45 00 45 00 Payment Check 11 23 2003 2 500 00 Payment Cash 11 25 2003 3 325 50 Total STEP 6 5825 50 Sales Tax 0 00 STEP 5 5825 50 0 00 Grand Total Amount Due payment fee Step 6 To delete a payment click on the Payment link underlined in blue on the Receipt The Payment pop up window will load with a delete this payment link Step 7 Click on the delete this payment link Once the payment has been deleted you have the opportunity to add a new payment by clicking on the Add a new payment link Amount Due 0 00 Date Type Amount Description 11 23 2003 Check 2500 00 STEP 7 delete this payment Add a new payment close 46 Sycle Overview 14 How to Make a Return Exchange Step 1 Enter the first few letters of the patients name and the search results
26. Phone Number 720 223 334 o Other Number o o n Email privileges View Own Appointments View All Providers Appts View Own Reports View All Providers Reports Marketing o Telemarketing F3 Admin Clinics Default loak Ridge Shady Oakes e C Happy Valley C Maple View O User Name whitney Password e Password Again e Sycle Overview 5 Administration cont show clinic Oak Ridge f lt lt Now 2003 gt gt Scroll Up Sandy Fisichella James Mitchell Christy Smith Sun Mon Tue Wed Thu Fri Sat EELITEHEEEEEMEN eS aa SS eee 1 Oo Fzisan i O e e 2 a 4 5 8 7 8B EET TION ee aE gt o u E s B ERN Jc rz i 1 2 2 1 2 NENECNMUNNNNNNN NENNEN n 2 27 23 2 M 30 a re e Te Staff Meeting Staff Meeting Week at a glance Staff Meeting Staff Meeting administration Discount Types Warranty Service Plans eee T 10 00 am 3 Flaine TIME Earmold Types 10 15 am patient appt in Moore Jones Referral Subcategories Exam Exam insurance Companies dic b b Physician Backfill 11 00 am Hearing Aid Prices Database Backup Telemarketing Admin 11 30 am Wendal Cathy De Mot Call List Ross Brown PUES Hearing Hearing 12 00 pm Exam Exam clinics 12 15 pm Cliff Blow b N 12 30 pm Fitting ceps zem 12 30 pm_ 1 00 pm staff Create a new staff member 2 00 pm 3 SCHEDULE The administration appointment schedule lets you block time from the schedu
27. Ridge Active Patients showing results 1 1 af 1 for myra Patient Name Phone Number L R Action Myra C Wallace 316 345 3490 home STEP 3 appt purchase repair Step 4 Step 6 Refer to Steps 3 4 and 5 described above see version 2 Select the Date and Time enter New Appointment by selecting type of appointment and referral source then verify information by clicking save on the Appointment Confirmation
28. Sat i 3 4 2 amp Fi 8 9 10 1 12 13 14 is i6 i7 18 19 EN a 2 23 24 25 26 27 28 29 i20 Week at a glance Printable Schedule 10 30am Add a new patient 10 30 am 37 Sycle Overview 12 How to Make a Purchase How to Make a Purchase There are basically two ways to make a purchase A1 Appointment Outcome or A2 Quick Purchase A1 Appointment Outcome Most Hearing Aid sales will take place as a result of a diagnostic appointment As an appointment record is updated there is an opportunity to add purchases made during the visit Step 1 From the Appointment Page click on the patient s name we will use Blaine Fuller to reach the Appointment Summary A TP Sample Help Sign Out ContactUs Feedback PATIENT SEARCH enter patient GOQ T reports EM marketing ERE appointments sdministraticn July 17 2003 length o min show clinic show provider find appointment type All Providers 5elect One x find next lt lt an x SR Landon Binstock James Mitchell Christy Smith Sun Mon Tue Wed Thu Fri Sat 5 00 am Joyce Caroll Ned Divine 1 2 3 4 5 9 15 am Hearing Exam Hearing Exam 56 2 8 389 310 1i 12 9 30 am i3 14 15 16 EQ e 19 9 45am be 20 21 22 Do fe 10 00 am Leo Berns Blaine Fuller 27 28 29 30 31 MEERE Christin Ridge he Clean n Check Hearing Exam Week at a glance Printable Schedule All Providers te enter patient Em Add a new patient 10 30 am 10
29. When you have located your patient s repair check the repaired box enter the serial number S N and the cost optional Click on the save button Note Once a hearing aid has been checked in your patient will automatically populate the Call List You can find your patient s name in the Repair Pickup subcategory Their name will stay on the Call List as a reminder until the patient has been contacted or their name has been removed from the Call List Repair Check In Patient Equipment Description Send Date Sent To Patient Equipment Description Send Date Sent Toa Patient Equipment Description Send Date Sent To Mr Amin Musani Micro Tech Other CIC Digital Sending LE CIC inta MTech for repair 11 20 2003 H Cast MTech Ned Divine Repaired 7850 S N Cost STEP 5 amp repaired 4 __5 N Beltone Invisa beltone 11 30 2003 be tene Mr Jahn Reed Phonak Aero 22 ITC Digital Door is Broken 11 23 2003 Phonak West Polara CIC Digital 52 Sycle Overview 15 How to Make a Repair cont Step 6 When John Reed arrives to collect his repaired hearing aid locate his name in the Inventory Box under Repairs to be Delivered to Patient Click on the Deliver to Patient link located on the right hand side of the page Repairs To Be Delivered To Patient Patient Franky Avalon Deliver ta Patient Equipment Bernafon Flair ITC Digital Description door broke Sent To Send Date
30. acos 1 500 00 01 01 10 20 Sandy Agnes Shady Phonak Aero BTE poe 2004 2003 Li Fisichella Johnson Oakes Digital R2 200 00 01 01 10 20 Sandy Agnes Shady Phonak Aero BTE see ee 2004 2003 iJ Fisichella Johnson Oakes Digital 2 200 00 11 06 11 06 Whitney Janet Maple Audibel Eclipse 2003 2003 ic Price Dubask View CIC Digital cds 2 120 00 Hearing Aid Repairs Sale Arrival BTE Lr 5 Purchase Date Date Earmold In Provider Patient Office Equipment Ear S N Description Price oaa 192 wa Beth cindy elison Sha elton 11 11 11 11 Christy Barbara Oak a resound canta sn 2003 2003 N A Smith Anderson Ridge R 03456789 53456789 20 INVENTORY REPORT Creates a detailed account of all hearing aids that have been checked in from the manufacturer but have not yet been delivered to the patient Both Hearing Aid Purchases and Hearing Aid Repairs are listed Like the other reports using the pulldowns you can view an individual clinic or all clinics and an individual provider or all providers You can also sort inventory information by clicking column headings underlined in blue type Sale Date Arrival Date Provider Patient Office or Purchase Price P 8086 sales report 2 xls gt C D E F G H l J ID Sales 05 2003 3 Sale Date Arrival Date Provider Patient Office Equipment Ear S N Description Discount Price 4 2003 05 08 2003 05 08 Landon Binstock Harry Belafonte Oak Ridge Beltone Invisa
31. ade An orange triangle with the letter N for not confirmed appears next to the patient s name Step 2 Confirm Appointment The day before the receptionist clicks on the Call List and confirms patient appointments by telephone As patients confirm the receptionist clicks the confirmed button next to their name in the Call List This changes the orange triangle with the letter N to a green triangle with the letter C for confirmed Color coding allows for a quick scan of the day to check for any unconfirmed appointments Note Appointments can also be confirmed by clicking on the patient s name directly on the schedule This will activate an Appointment Summary pop up window that includes a no show button cancel reschedule button and confirm appointment button Simply click on the button to confirm the appointment Date Thursday January 30 2003 print call list B print outcome forms confirmed Patient Janet DeLuca Janet view Message Your appointment is on Thursday January 30 at 09 00 am with Mr James Thursday January 30 call list Mitchell at Oak Ridge for a Fitting Call List Qty Patient Mrs Edith Reed Edith view Phone Number 415 333 5656 home Confirmed Message Your appointment is on Thursday January 30 at 12 30 pm with Mr James Mitchell at Oak Ridge for a Hearing Exam Not Confirmed not confirmed No Show Patient Phone Number Message Patient Phone Number Message Patient Phone
32. ads with the opportunity to unarchive the patient No patient record is ever deleted you can at anytime pull up a patient record Patient summary Patient Myra C Wallace purchase new appointment identity quick edit B edit full intake f unarchive Full Name Mrs Myra C Wallace Patient Type Current Preferred Name Gender Female Address 570 Pershing Date of Birth 05 10 1928 Age 75 Kansas City OF Preferred Language English Snowbird Address Phone Number 316 345 3490 home Email Address Step 4 Archive Search is located on the Search Results window You can click on the archive search link to locate a patient and access their Patient Summary search myra search search all E siia now patient archive search STEP 4 58 Sycle Overview 17 Patient Summary cont Edit the Patient Summary Whew all Date Type Status Outcome Notes Ref Source Purchases 01 30 2003 Hearing Exam Completed 2 Hearing Aids Hearing Aids Batteries Left Ear Level 4 Severe Right Ear Level 4 Severe c Left Ear Right Ear Equipment Siemens Signia Sensorineural Digital Equipment Siemens Signia Sensarineural Digital Serial Number Serial Number Purchase Date 01 30 2003 Purchase Date 01 30 2003 Battery Type 10A Battery Type 10A Purchase Purchase Purchase Price 2400 00 Purchase Price 2400 00 Warranty Exp 01 25 05 Warranty Exp 01 25 05 receipts 000000000000 Date Total Amount Due 2003 4925 0
33. ales Report HA SALES REPORT Cont The Hearing Aid Sales Report also shows any Discount given to the patient the Net Payment Cost Deposit Insurance Payment Balance Due and Date of Last Payment Hearing Aid Returns and Exchanges are also organized and can be sorted by clicking on the column headings 18 DOWNLOAD Allows the user to download the HA Sales Report directly into an Excel document onto their desktop 20 Sycle Overview 6 Reports cont JAAsucle net Help Sign Qut PATIENT SEARCH mee appointments T reports Dv marketing 4 administration enter patient IGO orca weekly sales mo BL TEE total sales aging inventory referrals marketing appts Total Sales Report Choose uv LS J 2008 report by Christy Smith Oak Ridge Christy Smith 1 7 DOWNLOAD Total Sales Sale Provider Patient s zT Net Insurance hace Md Name Office Type Description Notes Gross Price Discount Price Estimate ov Christy Oak Left i 05 Smith billy bob Ridge Warranty 0 00 0 00 169 99 0 00 2003 T Christy billy bob O8k Right 0 00 0 00 169 99 40 00 3003 Smith Y Ridge Warranty J i j 07 ee Right bu i Christy Oak i Beltone Suprima EET NE S T og Smith Wes Cole Ridge Hearing BTE Conventianal 2 200 00 440 00 1 760 00 425 00 2003 Aid v Christy Wes Cole Oak Right Hearing Aid 0 00 0 00 0 00 425 00 2003 Smith a Ridge Earmeold Earmold j i gy Christ Oak Pet E Wes Cole i
34. angle with the C to a blue triangle with a check mark indicating that the appointment has been completed Appointment Outcome Patient Ken Dryden Preferred Name Date 06 18 03 Clinic Oak Ridge Time 10 30 am Provider Christy Smith Length 90 minutes Type Fitting Status Not Confirmed Referral Source Current Patient Preferred Lang English Mailing Code Age 59 Referral Name Notas Left Ear Hearing Loss Right Ear Hearing Loss Leyel 1 2 3 4 5 6 127445 6 Type Sensoneural Sensoneural Conductive Conductive Mixed Mixed Test Price Outcome Hotes Tinnitus Medical Referral Repair Left Hearing Aid Repair Right Hearing Aid __ Mail Status Don t Send Mail Birthday Card IV confirmation Letter I thank You Letter M tect No Sale bul Clean and Check Purchases Batteries Accessories ALD Extended Service Plans Partial view Optional Sycle features built in outcome forms which can be printed before a patient appointment and given to the provider A The outcome form contains a patient identity including preferred name age address etc along with a brief description of the patient s last few visits notes about this appointment and an area for the provider to fill in information B From the Call List the receptionist can print outcome forms for all patients scheduled for a particular day Outcome forms can be printed individually by clicking directly on the
35. ccessory Types Earmold Types Referral Sources Referral Subcategories Insurance Companies Physician Backfill Hearing Aid Prices Database Backup Telemarketing Admin Do Nat Call List clinics ook nee s staff Brian Anderson ED Create a new staff member Oak Ridge 4 un a rt Ie IE fe Ii d sm ve I 5 45 am 10 00 am 10 30 am 11 30 am 12 00 pm 1 patient appt in anather clinic Cliff Blow b Fitting Hearing Exam Cathy Brown Hearing Exar CLINIC Each new clinic will be set up and given an owner password by Sycle Once the initial set up is completed you will be able to edit the clinic s information address phone number etc and select the clinic s hours of operation These can be changed at any time Select the clinic if there is more than one in your group and click on the edit button STAFF The staff area allows you to add and delete staff members Only staff members that are added as providers under the type pulldown will appear on the schedule You can assign and change passwords for all employees as well as select access privileges We recommend that you choose alpha numeric passwords For example Whitney Price has the username whitney and her password r3d substitue the number 3 for the letter e First Name whitney Last Name Price Other enter below Provider Title Director of Audiology Home Phone Number 303 7z4 5502 Cell
36. cel reschedule 36 Sycle Overview 11 How to Move an Appointment cont Step 3 To reschedule click on the reschedule button located in the lower left corner To cancel click on the cancel appointment button in the lower right corner Appointment Summary Patient Jack Feldman 415 388 4949 Time Since Last Purchase 60 days appointment Clinic Oak Ridge Date 06 20 03 Provider Sandy Fisichella Time 10 30 am Type Fitting Length 90 minutes Referral Source Follow up Status Reschedule Referral Subcategory Referral Name STEP3 STEP 3 reschedule cancel appointment Step 5 In the white space just above the appointment schedule you will receive a prompt Rescheduling appointment for Jack Feldman Please select a date and time You can select a different provider from the provider pulldown then select a new date and time Or if the patient would like to reschedule at a later date simply click on the cancel button and the patient s name will appear in the call list under the reschedule category Asucle net Sample Help Sign Out ContactUs Feedback PATIENT SEARCH mar appointments ME rosrketing A cdininistrstion enter patient MiSIsI June 20 2003 show clinic show provider find appointment type length Oak Ridge Sandy Fisichella Fitting 90 min find next lt lt Jun amp o0 gt gt EE eM Feldman Please select a date and time Sun Mon Tue Wed Thu Fri
37. ch Battery Beltone B9DO0PA 675 20 00 0 00 20 00 425 00 3003 Smit Ridge n Christy Johnny Oak Aocessory Telephone 40 00 0 00 475 00 40 00 2003 Smith Rogers Ridge Y P i KA D7 iL Left ET Christy Ken Oak i Beltone Alto Super m Y EEN Smith Dryden Ridge Hearing Max ITE Analog 2 000 00 200 00 1 800 00 0 00 2003 Aid Total Returns Sale Provider Patient s Net Insurance Date Name Name Office Type Description Motes Gross Prica Discount Price Estimate D1 l l Left TRET Christy Alice Oak Beltone Invisa Polara ped Smith Beeler Ridge eA nO cic Digital S N 789 2 025 00 0 00 2 025 00 0 00 2003 Aid TEH Right Beltone Ultima 80 BTE 21 dein Shahla E Hearing Non programmable S 42 000 00 4400 00 1 600 00 0 00 2003 J 9 Aid N 2345 D7 TON Left Christy Eugene Oak Beltone Optima SUE E 10 Smith Mills Ridge Tearing Lumina ITE Digital 2 000 00 200 00 31 800 00 30 00 2003 Aid D7 Right S Christy Eugene Oak 2 Beltone Optima o Smith Mills Ridge ages Lumina ITE Digital SAUQU UO 200 00 2T 800 00 30 00 TOTAL 8 025 00 800 00 7 225 00 0 00 17 TOTAL SALES REPORT Allows the user to see all sales made including hearing aids warranties and service plans repairs batteries and accessories You can specify the month using the pulldowns and you have the option to view an individual clinic or all clinics and an individual provider or all providers You ca
38. cian referral from referral source c a small pop up box will load Find or add the physician s name Press continue to advance to patient confirmation New Appointment STEP 5 Patient Janet Jones eant nie 7 0792000 identity Address 13 Grant Ave Patient Type Current Medical Referral Phone Number 412 123 1236 home San Francisco CA 94132 E mail Address Dr Grant Evans M D appointment title Dr E Clinic Oak Ridge Date 06 20 04 DEOR p 1 E quii H first name Provider Christy Smith Tite 10 3D am norum n F 2 die last name Type Hearing Exam Length minutes suffix Status Not Confirmed close f submit pH qF Referral Source fe Referral Subcategory Alotes continue close 32 Sycle Overview 8 How to Make an Appointment cont Step 6 You can verify your information on the Appointment Confirmation Page Once you click save the schedule will reload with the appointment you just made Note You have the option to send the patient a Confirmation Letter by simply clicking on the Confirmation Letter box Note a confirmation letter can be sent only if an appointment has been made days from the scheduling date Appointment Confirmation STEP 6 Patient Janet Jones Identity Address 13 Grant Ave Patient Type Current Phone Number 412 123 1236 home San Francisco CA 94132 E mail Address Appointment Send Mailings Your appoint
39. cubriou 29u prsucreco Cy 34133 003 Gnupst o MIA byssus 19106 BOUG Heceibf Maple View Maple View Hearing Care 1077 South Wright Road Santa Rosa CA 95407 415 412 2412 800 555 4444 Date 11 22 2003 DFS 02N01N 35003 bLOAIGGL WLIGUG coojqae 800 222 d d 4 412 415 5415 es3u s Koes CY 3240A 70A 2onry MUGpE gosq WIDE AIGM HEILLE CSLG W9bje NEM E Amount Balance 199 00 199 00 2 000 00 2 000 00 Over 90 Days Amount Due 2 199 00 2 199 00 c ca 5 5 h 35000 00 3 000 00 5 000 00 coer wwonur LigcKwa ag Sycle Overview 6 Reports cont JAsucienet aes appointments quick business Inventory Report report by weekly sales T reports monthly sal HA sales EM marketing total sales open invoices aging Help P administration inventory 23 Sample Sign Out ContactUs Feedback PATIEMT SEARCH enter patient GOQ referrals marketing appts All Providers Hearing aids and earmolds checked in from the manufacturer but not yet delivered Oak Ridge DOWNLOAD Hearing Aid and Earmold Purchases BTE Sale Arrival Purchase Date Date idus Provider Patient Office Equipment Ear S N Description Price 10 07 11 03 Arlene john Maple Argasy ARM2DG E OU 2002 2003 icd Coolidge Farmer View BTE Digital E 39152545313 fe 07 10 11 18 Randy John Happy Starkey Sequel II T 2003 2003 ibi Rivers Tester Valley CIC Digital R s
40. d Total Amount Due STEP 3 payment fee Oak Ridge Oak Ridge Hearing Clinic 445 Second Ave Oak Ridge OH 45631 740 446 7619 800 223 1234 Provider Christy Smith Date 07 17 2003 Tracking Description Accessory Swim Molds Battery Rayovac Pro Line 10A SebotTek PAC PAC Digital Discount 200 00 200 Trade in SebotTek PAC PAC Digital Discaunt 200 00 200 Trade in Hearing Test Discount 5 50 Initial Visit Discount Right Extended Service Plan Extended Left Extended Service Plan Extended Check 11 23 2003 other receipts for this patient Dat Total Amount Due Cost B5 00 3 000 00 3 000 00 55 00 35 00 45 00 44 Amount 86 00 2 800 00 42 800 00 49 50 45 00 45 00 2 500 00 5825 50 0 00 5825 50 3325 50 Step 4 The Payment window allows the user to change the date of a payment enter past payments or postdate a check Select payment type enter the amount and click save to reload the Receipt showing your new payment Amount Due 3325 50 Date Type Amount 11 23 2003 Check 2500 00 Add new payment here u j 2003 C STEP 4 Description p 45 Sycle Overview 13 How to Make a Payment cont Step 5 The Receipt loads showing the payment and balance due Receipt Patient Blaine Fuller 456 Conneticut San Francisco CA 94578 510 466 3454 Oak Ridge Oak Ridge Hearing Clinic 445 Second Ave
41. e patient to another clinic Results For smi search results 16 Patient Name Phone Number Preferred Name Clinic Action Agnes Smith 415 555 1234 home Mr Smith Maple View Change Clinic Agnes T Smith 415 553 3216 home Aggie Oak Ridge Change Clinic Alan Smith 503 122 1234 home Maple View Bill Smith 0 0 Of home Oak Ridge Bob Smith 503 572 6391 home Maple View Frank Smith 415 505 1214 home Oak Ridge Frank Smith 0 0 Of home Oak Ridge joe smith 0 0 0 home Maple View John Smith 415 555 1212 home Mr Smith Oak Ridge John Smith 503 0 O home Oak Ridge Mary Smith 401 B22 1222 home Oak Ridge Mary Smith 401 555 5555 home Maple View Sara Smith 0 O D home Oak Ridge TOM SMITH 0 O O home Oak Ridge John Smithers 0 0 Of home Oak Ridge Edward Smithson 310 334 1212 home Shady Oakes Step 4 Using the clinic pulldown you can select the new clinic for your patient Sample Help ContactUs Feedback an CE Patient Edward Smithson Current Clinic Shady Oakes r P Please select the clinic you would like te move Edward Smithsen to Oak Ridge Le GO Shady Oakes STEP 4 Happy Valley Maple View Step 5 The confirmation pop up lets you know that Edward Smithson has been moved to the Oak Ridge Clinic Patient Edward Smithson Current Clinic Oak Ridge STEP 5 Edward Smithson has been moved from Shady Oakes to Oak Ridge Sycle Overview 17 Patient Summa
42. e save button to load the Receipt window Repair Patient John Reed Staff Christy Smith Tracking a Repair pate 11 3 2003 repairs DE Phonak ITC Digital Aero Description Door is Broken Notes Sent To Phona ky Wiest Estimated s STEP 3 Hearing Aid Description Notes Sent To Estimated Price Select One 51 Sycle Overview 15 How to Make a Repair cont Step 4 The Receipt window reflects the repair and the estimated cost of the repair You can print a copy of this estimate to give to the patient Click the close button to reload the Appointment schedule page Receipt Patient John Reed 32 Sierra Vista Corte Madera CA 95674 415 333 3453 Quantity Item 1 Repair Estimate Total Sales Tax Grand Total Amount Due payment Oak Ridge Oak Ridge Hearing Clinic 435 Second Ave Oak Ridge OH 45631 740 446 7619 00 223 1234 Provider Christy Smith Date 11 23 2003 Tracking Deseriptian Cost Ariount Repair Left Hearing Aid Phonak Aero 22 ITC Digital Door is Broken Estimated Price 95 00 0 00 STEP 4 0 00 0 00 0 00 E other receipts for this patient HOW TO CHECK IN A REPAIR Step 5 To check in a Hearing Aid once it has been repaired click on the Inventory Box located on the lower left hand side of the Appointment schedule page Scroll down the Inventory Box until you reach the Repair Check In subcategory
43. ecords As you make and complete each appointment Sycle keeps track of every interaction for every hearing aid purchased the price make and model are noted every piece of direct mail a patient receives and every single appointment a patient has are recorded associated notes are systematically included Further all of this information is simple to maintain and easy to access since it is directly attached to each patient s record Reporting Real time reporting on key aspects of your business makes sure you stay on top Management reports include Revenue Units Sold Close Rate Average Sale Price Binaural Rate Return Rate Product Mix and Technology Level These reports are automatically generated and always available in the Reports area The instant nature of these reports allows you to make proactive decisions about where your business is going instead of just reacting to where your business has been Sycle Overview 2 Log in A A ed w T Bi EE Ww E m x What is Sycie FAQS Security Sign Up Privacy Contact A P ii JA A Customer Login User Name If you can use a website you can use Sycle Password 1 LOGIN PAGE To use Sycle you need to login at the start of each day To do this go to http www sycle net and login You can sign out at any time You can also make Sycle your default landing page by selecting the following in your browser Under Tools select Internet Options under the General
44. ed Referral Fa N A Subcategory Description ath of July Special Notes Left Ear Hearing Loss Right Ear Hearing Loss Level Level 4 Severe Level Level 4 Severe Type Sensorineural T Type Sensorineural Outcome Notes Tinnitus A Medical Referral privacy HIPAA Waiver Signed OK to Send Mail OK to Call purchases Time since last hearing aid purchase no purchases found Were there any purchases with this appointment including hearing tests STEP 3 previous receipts Date Total Amount Due previous appointments 2002 10 30 Repair Save close 39 Sycle Overview 12 How to Make a Purchase cont Step 4 On the Purchase Page you have the opportunity to enter a tracking number and change the purchase date the default setting is today s date Hearing Aid purchases are organized in vertical columns for the left and right ears respectively Initiate the Purchase by going to the Manufacturer pulldown and selecting the manufacturer Note You can click on the Binaural button same as left button located next to the Right Ear Manufacturer pulldown to auto populate the Right Ear Equipment fields with the same information that you just entered for the Left Ear Completing the Purchase Page you have the option to enter Insurance estimates Diagnostic services Batteries Extended Warranties and Accessories Purchase Appointment Thursday July 17 at 11 00 Patient Blaine Ful
45. eipt Page Purchase Patient Matilda Brown Tracking HE LE ay Purchase Date 11 23 J 2003 hearing aids Hearing aid purchases need to be associated with an appointment preferably their most recent appointment If you would like to add a hearing aid purchase to this patient s most recent appointment please click here Otherwise you will need to create a new appointment for this patient Most recent appointment Fitting 2003 08 01 Not Confirmed Partial view of Purchase Page from Quick Purchase link batteries Size 13 High Power STEP 2 Size Select One Brand Rayovac Proline B pack Brand Select One Price per Item 14 Price per Item Quantity 1 Quantity Total Price 4 14 DO Total Price Discount Select One Discount Discount _ Discount C Amount Amount Purchase Price 14 00 Purchase Price 4 Sales Tax Sales Tax yes LJ yes 43 Sycle Overview 13 How to Make a Payment Step 1 Enter the first few letters of the patients name and the search results pop up will load Click on the patient s name to view the Patient Summary for this example Blaine Fuller will make a payment Results For blai search results 1 Patient Name Phone Number Preferred Name L R Action Blaine Fuller 510 466 3454 home appt purchase repair search blai RS Add a new patient Step 2 Scroll down the Patient Summary unti
46. horten the existing appointment In the example below Christin Ridge has a 30 minute Clean and Check appointment scheduled to begin at 10 15 Christin s appointment has been squeezed into Janet DeLucca s Fitting appointment Janet s appointment shortens by 15 minutes from 90 to 75 minutes to accommodate Christin s appointment January 30 2003 show clinic show provider find appointment type length Oak Ridge All Providers l Select One o min find next lt lt Jan 2003 gt gt LETE James Mitchell Sun Mon Tue Wed Thu Fri Sat Janet DeLuca 5 6 2 8 9 1 in 12 13 14 18 16 i7 i8 Jack Feldman 19 20 2A 22 23 24 25 10 00 am h Clean n Check 2A i 9 i3 Lo ln m n ES 10 15 am h MARCARE AA 10 30 am Christin Ridge Janet Jones 10 45 am b Clean n Check Hearing Exam 11 00 am Printable Schedule 11 00 am ba All Providers gt mmm erui Leo Berns 11 30 am Hearing Exam Hearing Exam enter patient Em 11 45 am Add a new patient 12 00pm S h 34 Sycle Overview 10 How to Block the Schedule SCHEDULE BLOCK Is used to block time on the appointment schedule for Provider appointments outside the clinic such as dentist appointments doctors appointments etc Step 1 To block time for a provider click on the day and time on the appointment schedule Click on the Schedule Block link located on the search pop up search close sS Add a new patient Schedule
47. isby Smith Sun Mon Tue Wed Thu Fri Sat Janet DeLuca ee ee 4 Fitting 3 amp E B 3 10 11 12 13 14 15 16 17 18 Jack Feldman i9 20 21 22 23 24 25 h Clean n Check 26 27 26 2 EUM 31 h Christin Ridge Janet Jones h Clean n Check Hearing Exam Leo Berns h Hearing Exam search STEP 1 gt alt Add a new patient EE sy Step 2 Click on the appt link located to the right of the patient name John Adamson Jr and the Appointment page will reload Results For ada search results 1 Patient Name Phone Number Preferred Name L R Action John Adamsan 222 555 1212 hame John e e appt purchase repair STEP 2 search 60 Appendix A Other Ways to Make an Appointment cont Step 3 Just above the schedule you will see the prompt Scheduling appointment for John Adamson Please select a date and time Click into the time slot on the schedule to initiate a new appointment show clinic show provider Delebmbla tenia Martin Bowman Ei eur Step 4 Select the type of appointment the referral source and enter any additional information in the notes box Click continue New Appointment Patient John Adamson identity Address 345 Johnsway Rd Felix CA 98264 appointment Clinic Oak Ridge Provider James Mitchell Type Clean n Check gt 3 yrs Referral Source Direct Mailing Referral Free clean and check Subcategory Description Notes I6 months
48. l you reach the receipts subcategory Click on the link located directly underneath the Date purchases will be listed in descending order by most recent date For this example click on 7 17 03 to load the Receipt Page Patient Summary Patient Blaine Fuller HCFA suirchase new appointment identity quick edit ll edit full intake archive Full Mame Blaine Fuller Patient Type Current Preferred Name Gender Address 456 Conneticut Date of Birth 01 17 1927 Age 76 San Francisca CA 94578 Preferred Language Snowbird Address Phone Number 510 466 3454 home Email Address equipment edit Left Ear Right Ear Equipment SebotTek PAC Sensorineural Digital Equipment SebotTek PAC Sensorineural Digital Serial Number Serial Number Purchase Date 07 17 2003 Purchase Date 07 17 2003 Battery Type 10A Battery Type 10A Purchase Purchase Purchase Price 2800 00 Purchase Price 2800 00 Warranty Exp 07 16 05 Warranty Exp 07 16 05 Ext Service Plan 07 11 06 Ext Service Plan 07 11 06 receipts Date Total Amount Due 07 17 2003 300 00 0 00 STEP 2 07 17 2003 5825 50 3325 50 Sycle Overview 13 How to Make a Payment cont Step 3 Click on the payment button to enter a new payment Receipt Patient Blaine Fuller 456 Conneticut San Francisco CA 94578 510 466 3454 Quantity Item 1 Accessory 1 Battery 1 Left Hearing Aid 1 Right Hearing Aid 1 Hearing Test 1 Warranty 1 Warranty Payment Total Sales Tax Gran
49. lar month s sales including repairs and returns Using the pulldowns you can select the specific month you would like to review You can also select an individual clinic or all clinics and an individual provider or clinic stats 18 Sycle Overview 6 Reports cont JAAsSucie net s PATIEMT SEAR CH aan AppGinmtmrents EM marketing p 4 administration enter patient quick ee monthly usiness kly sales sales HA sales MeoccESTES nee aging Inventory referrals marketing Sales Report CAD NENNEN I 2003 Oak Ridge Christy Smith 15 DOWNLOAD Sales pel te provider Patent ee ice Ref Sre Units Manufacturer Model Type 5 05 E Christy Smith Adelle Smith Oak Ridge Newspaper 1 Argosy Other BTE 09 11 christy Smith Franky Oak Ridge Newspaper 1 Beltone Ode ClearVoice ANF ITC 2003 i Avalon 7 diia i i 27 E Christy Smith Geri Lapierre Oak Ridge Walk in 2 Beltone Opera Plus K P ITC 2 13 RM Christy Smith Jim Outeman Oak Ridge Newspaper 1 Widex Brava CIC Wr 5 A Christy Smith Kathy Hill Oak Ridge Newspaper 1 Phonak Claro 22 ITC p9 16 leri Center Mariano TE ae nw m 2003 Christy Smith Curt Oak Ridge Online 1 AVR Soenovation Other ITE yoy 20 l i Mariana m 2003 Christy Smith Beli Oak Ridge Follow up 1 Audiovox PATE BTE ES Christy Smith Bab Wachtel Oak Ridge Newspaper 1 Audina Nueve ITC 09 30 christy S
50. le for an individual provider or for the entire clinic You can also schedule patient appointments from the administration 4 ADMINISTRATION APPOINTMENT TYPES This area allows you to create and delete appointment types as well as define their length of time and the color in which they will appear on the schedule You may choose colors to designate sales opportunities DISCOUNT TYPES This allows you to create discount types assign a percentage discount or a set a dollar figure You can create as many as you like WARRANTY SERVICE PLANS This area allows you to create any service or extended warranty plans you wish to offer including the time coverage and cost of the plan SERVICE TYPES This area allows you to set up any services you provide and charge for ACCESSORY TYPES This area allows you to include accessories ALDS and list their prices in the clinic s inventory EARMOLD TYPES The default setting is Hearing Aid Earmold you can add new earmold types in this area Sycle Overview 5 Administration cont 10 Lone az lt lt mo Sun Mon Tue Wed Thu Fri Sat 1 z2 3 4 5 G 7 B 9 10 11 12 14 15 i6 17 18 19 20 21 22 23 24 25 26 2f 28 29 30 zm Week at a glance administration Appointment Types Discount Types Warranty Service Plans Service Types 10 00 am BXUERRSIY Zkus 10 15 ar patient appt in Earmold Types sible EN Referral Sources 10 30 am another aime Hearing seria Referral Subca
51. ler staff Tracking 3 Purchase Date 07 i 2003 Save STEP 4 hearing aids Left Ear Right Ear EIUS eft Manufacturer SebotTek Manufacturer SebotTek Technology Lvl Digital Technology Lvl Digital Purchase Purchase Base Price 3000 Base Price 4 3000 Discount 200 Trade in Discount 200 Trade in Discount San nn Discount Sgr Amount ER Amount a Purchase Price 2800 00 Purchase Price 2800 00 Manufacturer J ae Manut ars anufacturer ye Partial View of Purchase Page diagnostic services Service Hearing Test Price ss Discount Initial visit Discount Discount S ED Amount 1 7 Purchase Price 4 fas 50 Sales Tax yes Service Select One Price Discount Discount Amount Purchase Price Sales Tax batteries Sycle Overview 12 How to Make a Purchase cont 40 Step 4 cont Click on the save button at the bottom of the Purchase Page and the Receipt will load showing your purchases warranties and extended service plans Left Ear Plan Extended Right Ear Plan Extended Price Price 45 00 Discount Discount Select One Discount Discount Amount Amount Purchase Price 4 i500 Purchase Price 45 00 Sales Tax yes Sales Tax yes accessories ALDs Accessory Swim Molds x Description Price e6 DO Discoun
52. m Leo Berns T ELE 11 30 am Hearing Exam Add a new patient bh A administration find appointment type Se ect One James Mitchell enter patient GO January 30 2003 length o min find next Martin Bowman Fitting b Janet Jones Hearing Exam b Step 2 Click on search all clinics Edward Smithson is not in our search results for the Oak Ridge Clinic We are sure he is a patient at one of our other clinics search smi SENS Add a new patient l STEP 2 Search Result Oak Ridge Ac showing results 1 27 of 27 for sm Patient Name Phone Number L Adelle M Smith 1 200 0003 home Agnes T Smith 415 553 3216 home e Angnes Smith 415 555 1212 home Anne Smith 415 455 5555 home Beth Smith Bill Smith L Frank Smith 415 505 1214 home Frank Smith George Smith 508 555 1234 home archive search Action kd appt purchase repair e appt purchase repair appt purchase repair appt purchase repair appt purchase repair appt purchase repair appt purchase repair appt purchase repair appt purchase repair 54 55 Sycle Overview 16 How to Perform a Global Search cont Step 3 The search results for all clinics show Edward Smithson as a patient at Shady Oakes clinic We can click on the patient s name to review or edit the Patient Summary or click on the change clinic link to move th
53. ment is on Friday June 20 at 10 30 am with Ms Smith confirmation Letter at the Oak Ridge for a Hearing Exam SN an er ae as Mail piece is currently not turned on Schedule page below showing appointment just scheduled for Janet Jones A sycle net Help Sign Out ContactUs Fee WP PATIENT SEARCH IH appointments n reparte MM marketing P administration June 20 2003 show clinic show provider find appointment type length Oak Ridge All Providers Select One T o min xx gt gt F Scroll James Mitchell Chrisby Smith Sun Mon Tue Wed Thu Fr Sat Doi 2 4 3 2 e 2 1 n A n i as 16 17 1s 19 EN 21 45 an 22 23 244 2 26 27 26 9 15 am Week at a glance 9 30 am 9 45 am 10 00 am Printable Schedule 10 15am 15 am All Providers gt print 10 30 am enter patient ET 10 45 am Hearing Exam Add a new patient 11 00 am Janet Jones 11 15 am HA Sr e 33 Sycle Overview 9 How to Squeeze an Appointment Appointment Squeeze The appointment squeeze feature is designed to give the receptionist greater scheduling flexibility To squeeze an appointment click on the small light blue boxes located to the right of an existing appointment An existing appointment can be shortened from any length down to 15 minutes Clicking on the small light blue boxes to the right of the grey appointment box will initiate the new appointment beginning at the selected time and s
54. ments T reports vM marketing P sdiministration enter patlent quick monthly p weekly sales sales a TW open HA sales total sales Tug aging Inventory Marketing Report Gs Parent Company Te Current Oak Ridge Je _ Shady Oake c Competitive C y Oakes Report Type Happy Valley 1 Birthdates T Maple View p iew Report Select Birth Month Download Birthdates_Oak Ridge DOWNLOAD Date Do Do HIPAA First Last Preferred of Purchase Addressi Address2 City State zip 2 Phone Not Not Waiver Birth Age Mail Call Signed ov E n D6 02 345 Main MON 555 Janet Linde Jan D5 2003 Street Stockton CA 94566 415 1475 1934 Simon Bernstein Simon uz 3r 28 m San CA 94123 415 ar 1932 2003 Way Francisco 6745 George Smith dy ty HDI Auburn MA 01501 508 722 3 2003 Street E 1234 1934 05 411 EM Anna Woodworth osy seh Valley Sumner ME 04292 207 225 x 1915 Road 20 MARKETING REPORT The Marketing Report allows the user to organize and download mailing lists in the following categories Birthdates Purchase Dates Consultant Zip Code Consultant and Purchase Date Patient Type Tested Not Sold and Manufacturer Warranty Expiration You can select as many clinics as you wish and select specific months and date ranges on most marketing reports Birthdates xls A B C D E F G H J K L M N o 1 Patients in Oak Ridge wh
55. mith Beth Smith k Ridge ect Mailing sitoi l Oria Oi CIC 2003 Christy Smith Beth Smit Oak Ridge Direct Mailing 2 Beltone Invisa Oria Oria BTE Totals 11 Returns Provider Patient Sale Date NGA Nama Office Ref Sre Units Manufacturer Model Type Jar OS s Mm Christy Smith Adelle Smith Oak Ridge Newspaper 1 Argosy Other BTE Totals 1 Exchanges OMY sae Date Provider Patient Name Office Ref Sre Units Manufacturer Model Mew Name Totals D Partial view Right hand side Hearing Aid Sales Report 17 HA SALES REPORT The Hearing Aid Sales Report provides the user with detailed sales information The sales information can be sorted by clicking on the column headings underlined in blue type Sales Date Provider Name Clinic Office Manufacturer Model Type Technology Gross Price Discount Net Price Initial Payment Insurance Payment Fees Balance Paid Balance Due and Last Date Paid You can specify the month and year using the pulldowns and you have the option to view an individual clinic or all clinics and an individual provider or all providers The above Hearing Aid Sales Report accounts sales for September 2003 for the provider Christy Smith at the Oak Ridge Clinic 19 Sycle Overview 6 Reports cont g zr IT m A Totals 30 430 00 13 690 00 0 00 0 00 15 690 00 14 710 00 0 00 1 000 00 dal 0 00 1 000 00 0 00 Left hand side of Hearing Aid S
56. n sort information by clicking on the underlined column headings in blue type Sale Date ProviderName Patient s Name Office Type or Gross Price 18 DOWNLOAD Allows you to download the Total Sales Report directly into an Excel Document onto your desktop 21 Sycle Overview 6 Reports cont POTE 3 ample Help Sign Out Contact Us Feedback PATIENT SEARCH enter patient OO marketing appts TH appointments lg reports EM marketing administration quick business monthly oats referrals i i open i weekly sales HA sales total sales Tide aging Inventory Open Invoice Report Parent Company Test Company Clinics H Oak Ridge L Shady Oakes Happy Valley Maple View View Report Download Total Balance Due 76555 5 Open Invoices Clinic First Last Purchase Date Net Price t Paid Balance Due Maple View Agnes Smith 04 19 2002 4 934 00 E 4 934 00 Maple View Mariano Ferrario 04 25 2002 1 200 00 0 00 1 200 00 Maple View Janet Dubosk D4 30 2002 1 350 00 0 00 1 350 00 Maple View Mariano Ferrario D4 30 2002 1 350 00 BD0 00 550 00 Maple View Mariana Ferrario 05 02 2002 1 000 00 0 00 1 000 00 Maple View carry water 05 05 2002 3 480 00 0 00 3 480 00 Maple View joe smith 05 08 2002 6 000 00 0 00 6 000 00 Maple View Alan Smith 05 15 2002 1 800 00 0 00 1 800 00 Maple View Agnes Smith 05 24 2002 1 250 00 0 00 1 250 00 Maple View Mary Jones 06 11 2002
57. nvoices Sycle Overview 3 Global Site Navigation cont f pepon El Sample Help Sign Out ContactUs Feedback n PATIENT SEARCH enter patient ELEN mee appointments January 14 2003 show clinic show provider find appointment type length Oak Ridge Oak Ridge all Providers J Providers Select One T o min find next P EXE oe 2003 amp m James Mitchell Chrisby Smith Sun Mon Tue imu Fr Sat d 2 3 4 2 B B 3 io 11 George Godard k Alice Beeler 2 Es s s c 19 20 21 A 23 24 25 ee 2b 27 26 24 30 3 10 15 am h Week at a glance ARG 3 MARKETING This will take you to the marketing page where you can review edit and initiate all your direct marketing 4 ADMINISTRATION This takes you to the administration page where you can create appointment types service types accessory types discount types earmold types and warranty plans as well as add referral sources enter insurance companies and set hearing aid retail prices Also you can download your entire database into an Excel document add staff members set clinic hours define security privileges and create user names and passwords 5 PATIENT SEARCH Type the first few letters of a person s first or last name to create a short list of matches If you have more than one clinic you can use the Global Search or search all clinics feature to search for a patient in all of your clinics
58. ny Test Company total sales PM marketing open invoices Help Sign Out Contact Us 22 PATIEMT SEARCH A administration 19 inventory referrals marketing Clinies oak Ridge L Shady Oakes Happy Valley enter patient GO appts Maple View print all statements A R Aging Patient Clinic 0 30 31 60 BOND JAMES 2002 12 18 Maple View 0 00 0 00 2003 05 01 Maple View 0 00 0 00 Total BOND JAMES 0 00 0 00 CARTER WILA 2003 07 15 Maple View 0 00 0 00 Total CARTER Uni 0 00 0 00 CLAYBORN CLIFF 2003 02 04 Maple View 0 00 0 00 2003 02 04 Maple View 0 00 0 00 61 90 0 00 0 00 0 00 0 00 0 00 0 00 0 00 gt 90 199 00 2 000 00 2 199 00 6 000 00 6 000 00 4 000 00 4 000 00 TOTAL 199 00 2 000 00 2 199 00 6 000 00 6 000 00 4 000 00 4 000 00 View Report Download Statement Receipt Receipt Statement Receipt Statement Receipt Receipt 19 AGING REPORT Provides the user with an aged receivables account You can print an individual statement or all statements as well as view individual statements and take payments Statement To James Bond 007 Gunbarrel Way San Francisco CA 94133 Date Transaction 12 18 2002 Warranty 2 05 01 2003 Hearing Aid 1 0 30 Days 31 60 Days 61 90 Days 0 00 0 00 0 00 3 vuJonur pne euq Lora 29 62 19x 1ors T rei Hesuud yiq vnqipe VBI 1X CIC BIC nsupir rew Dse
59. ogy Lvl Digital qF Battery Type Select One Battery Type Select One Purchase Purchase Base Price 3200 _ Base Price 3200 Discount Select One Discount Select One Discount Discount Amount Amount s Purchase Price 3200 00 Purchase Price 3200 00 Sales Tax m Yes Sales Tax __ yes Mae Lys 15 Mine Hg pe emi acturer 2 PC ab Warranty Sycle Overview 14 How to Make a Return Exchange cont Step 4 The Receipt will show the exchange and the new amount due as well as any negative or positive balance You can click on the fee button to add a restocking fee You can also click on the payment button to take a deposit for the Exchange Purchase Receipt Patient Scott Austin 999 999 9999 Quantity 1 STEP 4 1 1 Total Sales Tax Grand Total Item Right Hearing Aid Left Hearing Aid Right Hearing Aid Right Hearing Aid Left Hearing Aid Left Hearing Aid Fee Amount Due Step 5 A 50 00 restocking fee has been added to the Receipt Date Add new fee here Type Description Starkey Arista ITC Digital Purchased 2003 11 23 Starkey Arista ITC Digital Purchased 2003 11 23 Starkey Axent CIC Digital Discount 100 00 Cash Starkey Axent CIC Digital Discount 100 00 Cash Returned 2Z003 11 23 Starkey Axent CIC Digital Discount 100 00 Cash Starkey Axent CIC Digital Discount 100 00 Cash Re
60. on the block that corresponds to the time you would like the appointment to start This Will activate the appointment making process From the Schedule page you can click directly on a previously booked appointment to confirm cancel reschedule designate the appointment as a no show view notes print an intake or outcome form and enter the outcome of the appointment Note Appointments have color coded triangles to identify confirmed not confirmed no show and completed appointments You can locate the legend at the bottom of the appointment schedule page 3 PATIENT SEARCH Type the first few letters of a person s first or last name and click the search button to create a short list of matches You can also leave the field blank and click on the search button to view the entire database simply scroll down until you find your patient s name To select your patient click on the patient s name Sycle Overview 4 Appointments cont AN sucle net sample Help Sign Out ContactUs Feedback PATIENT SEARCH mee appointments v marketing p 3 administration enter patient JGO Printable Schedule 11 00 am 11 30 am Add a new patient 12 00 pm 12 15 pm kh John Adams Andrea Franklin Wednesday January 15 call list Hearing Exam Call List Confirmed Net Confirmed Mo Show Reschedule Fitting Repair Pickup Show all 12 30 pm James Broawn 12 45 pm Hearing Exam 1 00 pm b x 1 30 pm 3 00 pm pe Tuesday Jan
61. ose birthdate is in September 2 4 3 First Last Preferred Date of Birth Purchase Date Address1 Address2 City State Zip Area Code Phone Do Not Mail Do Not Call HIPAA Waiver Signed 4 Janet Linde Jan 1934 09 05 2003 06 02 346 Main Street Stockton CA 84568 15 555 1475 5 Simon Bernstein Simon 1932 09 07 2003 03 26 2 Ashton Way San France CA 94123 415 245 6745 6 George Smith 1934 09 01 2003 04 15 2 Round Street Auburn MA 01501 508 555 1234 7 Anna Woodworth 1915 09 05 2003 10 02 411 Valley Road Sumner ME 04292 207 358 2323 X i4 4 P i Birthdates Oak Ridge 26 DOWNLOAD Allows you to download the specific Marketing Report directly into an Excel Document onto your desktop which you can take to your local mail fulfillment house Sycle Overview 6 Reports cont 2 22 JAAsucie net SE appointments quick business weekly sales monthly sales T reports HA sales EM marketing total sales open invoices Help EP aging Weekly Appointments Report Weekly Appointments Report for Week of B Appointments for Oak Ridge Appointments Speech Language Eval Speech Language Therapy Sign Language Repair Hearing Exam HAO Fluency Master Fitting ENG Clean n Check 23wrs check aid non Programmabl check aid Best Hearing Aid Exam Total Sun Nov 16th D occuuumocLLo jd e m OD GIG Mon Nov 17th L2 Tue Nov 18th m m cejmimiuEEmB m 12 Wed Nov
62. oss is identified but no hearing aid is purchased this person will be included in a regular Tested Not Sold series of mailings thus maintaining contact with a prospect who is likely to make a purchase in the next six to twelve months Patient Retention The magic of Sycle is that while you manage your practice and care for patients on a daily basis Sycle goes about maintaining your customer relationships for you Each direct mail item is personalized merged and mailed on your letterhead Sycle provides the letters or you can replace or add your own Your current customers are your most valuable assets In fact it costs six times less to maintain a current customer than to acquire a new one The hearing industry has been flat for some time making customer retention more crucial than ever A 9cle net In addition to maintaining your current patient relationships Sycle helps you organize and mail your prospect database your monaural patients your three year plus patients etc all with the click of a mouse No mailing house no printing no hassles Or if you prefer to create and mail your own messages you can export your database in a flash and use your own mail house Sycle makes it easy whichever way you choose Patient Management oycle has robust patient management and reporting features It allows you to securely maintain and manage one clinic or one hundred from anywhere at any time Sycle effortlessly maintains your patient r
63. p 7 All printable receipts are embedded with your clinic logo The Sycle net header does not print on the Receipt page Print the Receipt with your clinic logo hand to the patient and close receipt 42 Sycle Overview 12 How to Make a Purchase A2 Quick Purchase Is used primarily for walk in patients that would like to purchase batteries an extended warranty or an accessory Step 1 Matilda Brown walks into the clinic to purchase batteries Enter the first few letters of Matilda s name in the search box on the appointment schedule page to load the search results Click on the purchase link located to the right of Matilda s name If you accidentally click on Matilda s name the Patient Summary page will load where you can easily click on the purchase button and proceed by following the steps outlined here Results For Matil search results 1 Patient Name Phone Number Preferred Name L R Action Matilda Brown 415 777 8978 home appt purchase repair search m Matil search all clinics Step 2 When making a Quick Purchase you must select a Staff member If you are purchasing a Hearing Aid you will see the date of the most recent appointment and asked to add hearing aid purchase to this appointment if there was no previous appointment the user will see a create a new appointment button Simply scroll down the page to purchse batteries Clicking the save button at the bottom of the page will load the Rec
64. patient s name on the schedule then clicking on the print outcome forms button in the resulting pop up C During the appointment the provider can makes note directly on the outcome form these might include level of hearing loss general notes and any purchases Sycle Overview 8 How to Make an Appointment There are several ways to make an appointment we will explain the most commonly used method If you would like to review other ways to make an appointment please see Appendix A Selecting the Date and Time Step 1 Choose the appointment date by clicking on the calendar the appointment schedule will reload Step 2 Click on the starting time of the appointment This will activate a search pop up Sample Help Sign Out ContactUs Feedback Ys PATIENT SEARCH EUH appointments PM marketing p 4 administration enter patient GO January 30 2003 show clinic show provider find appointment type length Oak Ridge All Providers Se ect One o min ca Jan amp STEP 1 z T F Scroll James Mitchell Christy Smith Sun Mon T Sat 9 00 am Janet DeLuca Se 5 6 7 B 9 10 i 9 30 am lz 13 14 15 16 i i8 9 45 am Jack Feldman e ES a 10 15 am HA 10 45 am M Clean n Check STEP 2 Printable Schedule DES 11 15 am Leo Berns All Providers Providers Wea All Providers 11 30 am Hearing Exam enter patient ET 11 45 am Add a new patient 12 00 pm h 12 15 pm Step 3 Simply t
65. pop up will load Click on the patient s name to view the Patient Summary for this example Blaine Fuller will return his hearing aid search biain Search Result Oak Ridge Active Patients showing results 1 1 of 1 for blain STEP 1 Patient Name Phone Number Blaine Fuller 510 466 3454 home search all clinics Add a new patient archive search L R Action e u appt purchase repair Step 2 Scroll down the Patient Summary until you reach the equipment subcategory Click on the return both button to load the return pop up Patient Summary Patient Blaine Fuller identity Full Name Blaine Fuller Preferred Name Address 456 Conneticut San Francisco CA 94578 Snowbird Address equipment exchange Left Ear Equipment SebotTek PAC Sensorineural Digital Serial Number Purchase Date 07 17 2003 Battery Type 104 Purchase Purchase Price 2800 00 Warranty Exp 07 16 05 Ext Service Plan 07 11 06 receipts purchase new appointment quick edit B edit full intake archive Patient Type Current Gender Date of Birth 01 17 1927 Age 76 Preferred Language Phone Number 510 466 3454 home Email Address Partial View STEP 2 return both edit exchange Right Ear Equipment SebotTek PAC Sensorineural Digital Serial Number Purchase Date 07 17 2003 Battery Type 104 Purchase Purchase Price 2800 00 Warranty Exp 07 16 05 Ext Service Plan 07 11
66. pt summary 41 Step 6 Click the payment button on the purchase Receipt The payment window allows you to select the date select the type of payment and the amount Click on save and the purchase Receipt reloads showing your payment and the adjusted balance due Amount Due 5825 50 Date Type Add new payment here 2003 Save STEP 6 Amount 4 2500 total amt Description m clase Receipt Patient Blaine Fuller 456 Conneticut San Francisco CA 94578 Oak Ridge Oak Ridge Hearing Clinie 435 Second Ave Oak Ridge OH 45631 740 446 7619 BOO 223 1234 Provider Christy Smith Date 07 17 2003 Tracking 510 466 3454 Quantity Item 1 Accessory 1 Battery 1 Left Hearing Aid 1 Right Hearing Aid 1 Hearing Test 1 Warranty 1 Warranty Payment Description Accessory Swim Molds Battery Rayovac Pro Line 104 SebotTek PAC PAC Digital Discount 200 00 200 Trade in SebotTek PAC PAC Digital Discount 200 00 200 Trade in Hearing Test Discount 5 50 Initial Visit Discount Right Extended Service Plan Extended Left Extended Service Plan Extended Check 11 23 2003 Total STEP 6 Sales Tax Grand Total Amount Due payment c other receipts for this patient Date Total Amount Due Cast Arm aunt 86 00 86 00 3 000 00 2 800 00 3 000 00 a BUL OD 55 00 45 50 35 00 445 00 45 00 45 00 2 500 00 5825 50 0 00 5825 50 3325 50 STEP 7 Ste
67. ration Section Sycle Overview 3 Global Site Navigation A ot Sample Help Sign Qut UU E PATIENT SEARCH Bud appointments im reports Ea mark eting A administration enter patient Wiss January 14 2003 We tT ER Ee rub TE AL piace ird Ms a E All Providers 2 gt gt TE Sat 2 4 z 3 il 2 no EJ is 18 Is 20 021 01322 023 124 025 26 27 28 29 30 31 IE Today Beth Burrough b Hearing Exam Printable Schedule ELTUEH Add anew patient b John Adams Andrea Franklin IE Hearing Exam Confirmed b Not Confirmed h No Show Reschedule Fitting Repair Pickup Show all Tuesday January 14 Printable Receipts Purchases Today s Receipts 6 This Week s Receipts Out to Manufacturer 31 Tam Ashworth In from Manufacturer 12 b Fitting 5 30 om 5 45 6 00 om 6 15 om APPOINTMENTS This is the default landing page and the page used on a daily basis for making appointments accessing your call list managing inventory printing receipts monitoring mail items and conducting patient searches 2 REPORTS This will take you to Management revenue units sold close rate binaural rate return rate and technology level Marketing total current patients prospective patients tested not sold hearing aid purchase date referral sources and appointment types and Sales Reports weekly and monthly sales and receipts inventory hearing aid sales aging and open i
68. rect Mailing 15 2 B 5 5 4 0 5 50 Walk in O Yellow pages 2 D 2 2 2 0 l 3 75 Physician Referral 12 i B 6 D D 11 9275 a l 48 47 47 4 o 55 59 Radio 2 1 1 1 o 1 0 Patient Referral 4 D 3 3 3 z D 1 17 Online 4 D 2 2 1 i 1 25 TV 1 D D O Presentation 10 H B i 1 1 0 0 Total 147 8 91 5 69 12 4 B1 549b 22 REFERRAL REPORT Provides the user with a detailed account of all referral sources This allows the user to analyze the effectiveness of their advertising dollars in terms of referrals and purchase ratio It identifies sales opportunities and tested not sold appointments Using the pulldowns you have the option to view an individual clinic or all clinics and an individual provider or all providers 25 Sycle Overview 6 Reports cont Referral Source Details Newspaper Referral Report for Newspaper in Oak Ridge Sales Sales Ops with No Units Subcategory Description Count Cancelled Completed o Test TNS Sold Mia 10 z 2 2 2 D 0 2 305 Denver Past 2 E 2 2 2 0 2 50 ied Mni 3 3 2 2 0 o 4 100 Denver Post 3 1 1 1 0 1 50 Denver Post UE 23 2 2 2 i D 1 25 Denver Post Holiday special 1 D 1 1 1 0 1 50 ibis Meci B 3 3 3 4 5795 Chicago Times 20 1l 18 18 1H z D 18 5n Chicago Tribune 6 5 5 5 1 5 50 Chicago Tribune 10 04 03 1 1 1 1 0 1 50 Cuban Review 5 B B B 0 o 13 B156 Cuban Review 11 24 03 1 1 1 i 0 1 50 Cuban
69. roviders This allows you to compare providers Providers are displayed with a white background 4 FULL REPORT By clicking on the Full Report button you will see a more detailed version of the selected Quick Business Report There is a Full Report for eight of the individual Quick Business Reports E 12 Sycle Overview 6 Reports cont Revenue Report Product 2003 Manufacturer 2003 revenue report by All Clinics gt Total Sales Clinic Stats GO DOWNLOAD ALL Hearing Aids DOWNLOAD Selected Period QTD YTD LOTD Oak Ridge 137100 176296 748890 205016 58649 Shady Oakes 9200 0 26950 13300 28466 Happy Valley 0 10350 20945 4045 21113 Maple View 0 7430 38535 20950 72022 All Clinics 146300 194076 835320 235221 180250 Batteries DOWNLOAD Selected Period QTD YTD LOTD Oak Ridge 31 163 1202 430 Shady Oakes 0 0 20 20 Happy Valley 0 0 135 135 Maple View 0 0 19 0 All Clinics 31 163 1376 585 Repairs DOWNLOAD Partial view All full reports are on this page FULL REPORT Above is a Full Report for the Revenues section of the Quick Business Report The Full Report has the date range pulldown allowing you to select specific date ranges by day month and year Again using the pulldown menus you can select individual clinics or all clinics You can also select clinic stats or all providers MANUFACTURER Clicking on the Manufacturer b
70. ry 56 The Patient Summary provides a detailed history of the patient s appointments and purchases You can also initiate a purchase edit the patient intake form archive schedule a new appointment or print a HCFA form for the patient STEP 1 purchase new appointment Patient Summary Patient Myra C Wallace identity Full Name Mrs Myra C Wallace Patient Type Preferred Mame Gender Address 570 Pershing Date of Birth Age Kansas City OH Snowbird Address privacy HIPAA Waiver Signed OK to Call OK to Mail responsible party Name Address background Current Provider James Mitchell Previous Provider Prev Provider Phone HCFA Form no yes yes Preferred Language Phone Number Email Address quick edit edit full intake Current Female 05 10 1928 75 English 316 345 3490 home Relationship to Patient Phone Number E mail Address Bill to Responsible Party no Primary Physician Dr Marris Hirsch Referring Physician Dr Morris Hirsch Step 1 Click on the HCFA button to load a HCFA form The HCFA form will populate with the patient information that was entered on the patient intake form Complete the form electronically or after printing a copy for submission HCFA Form 5 i m 3 Clinic Gak Ridge F starr James Mitchell 1 HEDICAKE MECCA 2 PATIENT 5 MAHE last Wallace 5 PATIENT 5 amp DDEESS LL CIIM RU izat 570 Pening 00
71. scount 1 Warranty Right Extended Service Plan Extended 45 00 45 00 1 Warranty Left Extended Service Plan Extended 45 00 45 00 Payment Check 11 23 2003 2 500 00 Payment Cash 11 25 2003 3 325 50 Total 225 50 Sales Tax 0 00 Grand Total 225 50 Amount Owed 5600 00 cac other receipts for this patient Step 5 You can change the date of the credit payment select the type of credit payment and the amount Amount STEP 5 Description Amount Owed 5600 00 Date Type Add new credit here as 48 Sycle Overview 14 How to Make a Return Exchange cont Exchange Step 1 follow Steps 1 and 2 for Hearing Aid Returns From the Patient Summary select the Exchange both button Step 3 The exchange pop up asks you to confirm the exchange Click ok to load the Exchange page OK to exchange these hearing aids Starkey Axent CIC Digital STEP 3 Starkey Axent CIC Digital li FS Step 3 To complete the exchange select the new hearing aid and purchase price as you would when making a new purchase Exchange Patient Scott Austin Staff James al alia Tracking Exchange Date 2003 STEP 3 CE Exchanging For Starkey Axent CIC Digital left and Starkey Axent SEES CIC Digital right hearing aids Left Ear Right Ear El Manufacturer Starkey Manufacturer Starkey Type ME q r Type ITC Model Arista Model Arista Technology Lwl Digital Technol
72. since last visit cantinue cantine Patient Type Current Phone Number 222 555 1212 home E mail Address Date 01 30 03 Time 9 00 am Length minutes Net Confirmed Status Step 5 Verify the information and click save the schedule will reload with the appointment you just made Note You have the option to send the patient a Confirmation Letter by simply clicking on the Confirmation Letter box If you choose to send a Confirmation Letter allow 7 days before the actual date of the appointment Appointment Confirmation Patient John Adamson Identity Address 345 Johnsway Rd Felix CA 98264 Appointment Your appointment is on Thursday January 30 at 9 00 am with Dr Mitchell at the Oak Ridge for a Clean n Check gt 3 yrs STEP 5 Patient Type Current Phone Number 222 555 1212 home E mail Address Send Mailings LL Confirmation Letter 6l Appendix A Other Ways to Make an Appointment cont Version 3 Add a New Patient Step 1 Click on Add a new patient and a New Patient Intake Form will load JAAsucie nert 7 mee appointments show clinic im reports Oak Ridge lt lt Jul 2003 T Em E i i 6 Fi B B 14 15 20 21 22 2 28 2 show provider All Providers EM marketina Sample Sign Out ContactUs Feedback PATIENT SEARCH enter patient GOQ Help Misses July 17 2003 length o min
73. t Select One Discount _ J Amount Purchase Price e6 DO Sales Tax yes Accessory Select One Description Price Discount Discount CNN Amount Purchase Price Sales Tax c Step 5 The Receipt Page allows you to review your purchases to add a purchase you can click on the add button to delete a single item or the entire receipt click on the edit button Recel pt Patient Blaine Fuller 456 Conneticut San Francisco CA 94578 510 466 3454 Oak Ridge Oak Ridge Hearing Clinic 435 Second Ave Oak Ridge OH 45631 740 446 7619 B00 223 1234 Provider Christy Smith Date 07 17 2003 Tracking Quantity Item Description Cost 1 Accessory Accessory Swim Molds B6 00 1 Battery Battery Rayovac Pro Line 10A 1 Left Hearing Aid SebotTek PAC PAC Digital 3 000 00 Discount 200 00 200 Trade in 1 Right Hearing Aid SebotTek PAC PAC Digital 4 000 00 Discount 200 00 200 Trade in 1 Hearing Test Hearing Test 55 00 Discount 5 50 Initial Visit Discount 1 Warranty Right Extended Service Plan Extended 45 00 1 Warranty Left Extended Service Plan Extended 45 00 Tatal Sales Tax Grand Total Amount Due payment fee STEP 5 other receipts for this patient Date Total Amount Due Sycle Overview 12 How to Make a Purchase cont Ar court 66 00 2 600 00 2 800 00 45 50 35 00 45 00 5625 50 0 00 5825 50 5825 50 ap
74. tegories 10 45 am M za Insurance Companies iC Ba ba Physician Backfill 11 00 am Hearing Aid Prices Database Backup a Telemarketing Admin 11 30 am Wendal Cathy Do Not Call List 11 45 am Ross Brown IUE Hearing Hearing 12 00 pm Exam Exam clinics Cliff Blow be kh 12 30 pm Fitting Oak Ridge 1 00 pm staff 30 pr Brian Anderson h Create a new staff member 2 00 pm Administration Cont REFERRAL SOURCES You can choose to use or deselect the default referral sources as well as add any additional referral sources REFERRAL SUBCATEGORIES You can further customize your referral sources by adding subcategories For example you can choose newspaper as your referral source and add the name of your local newspapers in your referral subcategories INSURANCE COMPANIES This area allows the user to enter insurance companies which are frequently used PHYSICIAN BACKFILL Allows the administrator to record the names of physicians who have referred patients New entries will appear in the Referral Source when making a new appointment HEARING AID PRICES This area allows the administrator to utilize pulldowns to set up the retail and wholesale price for hearing aids DATABASE BACKUP Clicking on database backup allows the user to download their entire database into an excel document to their desktop TELEMARKETING ADMIN The telemarketing module along with the Do Not Call feature is detailed in the appendix B 11 Sycle Overview 6
75. turned 2Z003 11 23 Restocking Fee 11 23 2003 Amount Oak Ridge Oak Ridge Hearing Clinic 415 Second Ave Oak Ridge OH 45631 740 446 7619 800 223 1234 Provider James Mitchell Date 11 21 2003 Tracking Cost 3 200 00 3 200 00 5 000 00 5 000 00 STEP 5 Description Arm curt 3 200 00 3 200 00 4 900 00 4 900 00 4 900 00 4 900 00 50 00 6450 00 0 00 6450 00 6450 00 STEP 5 close 49 50 Sycle Overview 15 How to Make a Repair Step 1 From the Appointment Schedule page type the first few letters of the patient s first or last name and click on the search button For this example we will use John Reed STEP 1 au 45 am 11 00 am Printable Schedule All Providers Add a new patient 11 15 am Step 2 Locate John Reed s name on the search results page and click the repair link Results For john reed search results 18 Patient Name Phone Number Preferred Name L R Action John Reed appt purchase repair STEP 2 John Adams 555 555 121 2 work John appt purchase repair John Adamson 222 555 1212 hom amp John e e appt purchase repair John Dae 555 555 5555 home john e appt purchase repair Step 3 Select the Hearing Aid from the pulldown enter a brief description of the repair where the repair will be sent optional and an estimate for the work to be performed Click th
76. uary 14 Printable Receipts Purchases Qut to Manufacturer In from Manufacturer Show all Check In or Qut Tom Ashworth LLL INE e 5 30 pm Appointments Main Navigation Items 4 through 7 4 CALL LIST Displays the number of appointments that are Not Confirmed Confirmed No Shows Reschedules Fittings and Repair Pickups Clicking anywhere on the call list will display a list of all the appointments to confirm for the following day Note Friday s call list will display appointments scheduled for Saturday Sunday and Monday 5 PURCHASES Allows you to view receipts and payments for the day or for the week INVENTORY Tracks newly ordered equipment and equipment sent for repair Clicking on the Show all Check in or out lists the date the equipment was ordered or sent for repair received waiting to be delivered and date delivered 7 MAIL Displays the number of pieces and type of mail going out each day By clicking on the mailbox you will see which pieces are going to whom and have the option to deselect any and all that you wish Mail items must be deselected by 8 00 p m or they will be mail merged and automatically sent that evening Sycle Overview 5 Administration L zen s 2 show clir p A he tc Cc Lab i ke v sH z e 2 3 4 5 9 10 it 12 i6 17 18 19 23 24 2 26 30 administration Appointment Types Discount Types Warranty Service Plans Service Types A
77. utton will load a Full Report by Hearing Aid Manufacturer Revenue Report Manufacturer revenue report by Selected Period QTD YTD LQTD LYTD Oak Ridge 5680 2000 19168 1200 960 Shady Oakes 0 0 0 0 3234 Happy Valley 0 0 0 0 0 Maple View 0 0 6000 6000 72 All Clinics 5680 2000 25168 4800 4266 Audibel Selected Period QTD YTD LQTD LYTD Oak Ridge 6920 12920 33553 8022 0 Shady Oakes 0 0 9250 0 0 Happy Valley 5400 3000 3000 0 0 Maple View 7430 7430 9430 0 0 All Clinics 19750 23350 55233 8022 0 Audina DOWNLOAD 13 Sycle Overview 6 Reports cont Revenue Report Product Manufacturer revenue report by All Clinics Total Sales ClinicStats Stats 3 9200 0 Happy Valley 0 10350 20945 4045 21113 Maple View 0 Z 7430 38535 20950 amp 720220 AN Clinics 146300 194076 835320 235221 180250 OakRidge 31 163 1202 430 2354 SShadyOakes 0 0 20 20 12 Happy Valley 0 0 BK 135 0 Maple View o 0 A 19 82280 AN Clinies 31 163 1376 amp 585 amp amp 4596 Partial view All full reports are on this em 7 DOWNLOAD or DOWNLOAD A
78. ype the first few letters of the patient s first or last name into the search box and click on the search button A search results page will load with a short list of possible matches o STEP 3 search Bg search all clinics Add a new patient Schedule Block archive search 31 Sycle Overview 8 How to Make an Appointment cont Step 4 Select your patient from the list or you can click on the add a new patient link located next to the search all clinics button For this example we will use Janet Jones clicking on her name takes you directly to the New Appointment page aia jan search all clinics a new patien archive search Search Result Oak Ridge Active Patients showing results 1 9 of 9 for fan Patient Name Phone Number Left Battery Right Battery Jan Brown 555 555 6666 home Janet DeLuca 401 278 8888 home o Jane Doe 415 421 5555 home os jane happy 954 721 5566 home Janet Jones 412 123 1236 home e Janis Joplin STEP 4 543 232 7643 home Janet Linde 415 555 1475 home Jane Noe 510 888 8989 home Jane Seymore 415 244 6789 home Li a STEP 5 New Appointment You can now Select the type of appointment Change the length of time for an appointment Select the referral source Select a Referral Subcategory You can give the advertising piece a brief description Enter notes pertinent to today s appointment If you have selected physi

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