CHAPTER ONE: GETTING STARTED...

Transcription

1 Contents INTRODUCTION... 1 About this User Guide... 1 What you should already know... 1 Program Updates... 1 Copyright... 1 Disclaimer... 1 Trademarks... 2 CHAPTER ONE: GETTING STARTED... 3 INSTALLING MASSAGE OFFICE PROFESSIONAL What you need for installation... 4 Installing Massage Office Professional Installation Steps... 4 Special word to our Canadian and Australian users:... 5 Registration Steps... 7 ENTERING AND EXITING MASSAGE OFFICE PROFESSIONAL USING THE LEARNING DATABASE GETTING ACQUAINTED INITIAL SETUP CHAPTER TWO: MASSAGE OFFICE PROFESSIONAL 2014 FEATURES CREATING SESSIONS IN MASSAGE OFFICE PROFESSIONAL CREATING CMS-1500 AND OTHER INSURANCE FORMS IN MASSAGE OFFICE PROFESSIONAL USING YOUR OFFICE AND STATION INFORMATION WORKING WITH THERAPISTS WORKING WITH SERVICES WORKING WITH PRODUCTS WORKING WITH PEOPLE WORKING WITH CLIENTS Client Events Client Sessions S.O.A.P. Notes Module Anatomical Coloring Chart USING THE CONDITION ADVISOR WORKING WITH BILLING Creating CMS-1500 insurance forms Electronic Filing of CMS-1500 insurance forms Understanding the Payment Types and receiving payments from clients Cancelling payments WORKING WITH PROMOTIONS Handling credit balances for a client WORKING WITH REPORTS To preview Quick Reports using the short-cut button To Access and Customize More Reports... 65

2 CHAPTER THREE: APPOINTMENTS SCHEDULER USING APPOINTMENTS HANDLING RECURRING APPOINTMENTS CHAPTER FOUR: EXPENSE TRACKER USING EXPENSE TRACKER CHAPTER FIVE: SUPERSCRIPT WORD PROCESSOR USING SUPERSCRIPT CHAPTER SIX: PERSONAL ADDRESS BOOK USING THE PERSONAL ADDRESS BOOK CHAPTER SEVEN: USING FILE UTILITIES TO BACKUP YOUR MASSAGE OFFICE PROFESSIONAL 2014 DATABASE TO RESTORE YOUR MASSAGE OFFICE PROFESSIONAL 2014 DATABASE FROM BACKUP TO COMPACT YOUR MASSAGE OFFICE PROFESSIONAL 2014 DATABASE SETTING YOUR APPLICATION LOGIN CHANGING YOUR COMPANY INVOICE LOGO CHAPTER EIGHT: MARKETING AND BUSINESS ORGANIZATIONAL TEMPLATES 101 MARKETING OVERVIEW USING THE MARKETING AND BUSINESS TEMPLATES CHAPTER NINE: A FEW MORE ITEMS IMPORTANT UPDATES TO MASSAGE OFFICE PROFESSIONAL USING WILDCARDS IN YOUR SEARCH FAQS FOR MASSAGE OFFICE PROFESSIONAL How can I access my User Guide? Can I delete a service or product from my lists? Where are the marketing and business templates? What operating systems does Massage Office Professional 2014 run on? When I click the Preview button for a report, nothing happens. What is going on?

3 Introduction We have attempted to make Massage Office Professional 2014 as "user friendly" as possible. It is quite possible to functionally use Massage Office Professional 2014 without even looking at this guide past the initial installation instructions. About this User Guide This manual covers the basic installation and use of Massage Office Professional 2014 for Windows XP/Vista/7/8. When there is product-specific information, it will be clearly defined. When deemed appropriate, we may refer to the software as just Massage Office Professional. What you should already know This guide was prepared assuming that you have a general understanding of basic Windows XP/Vista/7/8 procedures including how to move between applications and program groups, how to use the Windows Explorer, and how to use the mouse and keyboard. Should you require assistance in these areas, please consult your Windows XP/Vista/7/8 manual. If there are any issues or definitions of terms that are unclear or not explained in this guide, please contact our free support via at support@islandsoftwareco.com. Program Updates Island Software Company may provide program updates for the product as long as Island Software Company supports it. Island Software Company reserves the right to discontinue the distribution of program updates at any time. You must have an Internet connection in order to receive program updates. Copyright This manual is copyrighted by Island Software Company with all rights reserved. Under the copyright laws, this manual may not be reproduced in any form, in whole or in part, without the prior written consent of Island Software Company Island Software Company Disclaimer Island Software Company has reviewed this manual thoroughly in order that it will be an easy to use guide to Massage Office Professional 2014 for Windows XP/Vista/7/8. All statements, technical information, and recommendations in this manual and in any guides or related documents are believed reliable, but the accuracy and completeness thereof are not guaranteed or warranted, and they are not intended to be, nor should they be understood to be, representations or warranties concerning the products described. Massage Office Professional 2014 for Windows XP/Vista/7/8 has been sold to you subject to the limited warranties set forth in the warranty card and license agreement enclosed with the respective product. All software is licensed AS IS, as described in the license agreement enclosed with the software media. Further, Island Software Company reserves the right to make changes in the specifications of the products described in this manual at any time without notice and without obligation to notify any person of such changes. Massage Office Professional 2014 Page 1

4 Trademarks Massage Office Professional 2014, QuickAdd, CoolCombo.ocx, CoolButton.ocx, and CurrencyBox.ocx are registered trademarks of Island Software Company. Other brand and product names may be trademarks or registered trademarks of their respective companies. Page 2 Massage Office Professional 2014

5 Chapter One: Getting Started In this chapter you will find the information you need to begin using Massage Office Professional Detailed instructions are provided for installing the application. Fundamentals of the application are discussed, including how to access the application, how to use the menus and what conventions are used throughout the application. Look for Best Practice tips throughout our user guide. These will help you make the best choices when given more than one option. Additional training is available through our customer support team for a nominal charge. Please contact us at for more information about this service. Best Practice: Creating an account online at is a great way to get support for Massage Office Professional We can often provide faster tech support via our support ticket system. Create an online account and use the ticket system to reach us. Massage Office Professional 2014 Page 3

6 Installing Massage Office Professional 2014 What you need for installation A 100% IBM compatible Pentium 4/AMD Athlon or better computer including a hard drive with 200mb of space available, CD/DVD-ROM drive, 2-button mouse or compatible pointing device, VGA (1024x768/ 256 colors), Windows XP SP2(min)/Vista SP1 / Windows 7 / Windows 8, 1GB of RAM (preferably at least 2GB). Best Practice: Due to programming standards, we strongly recommend that you have ALL Microsoft service packs/updates installed prior to installing Massage Office Professional Installing Massage Office Professional 2014 A complete installation of Massage Office Professional 2014 for Windows 8/7/XP/Vista installs all the files you need to run the program. Simply read each window and follow the instructions carefully. Important! Due to compatibility issues, you must shutdown all applications running on the computer before you install Massage Office Professional This version of Massage Office Professional 2014 will only install& run properly on Windows 8, 7, XP or Vista. It is also extremely important that you have ALL Microsoft service packs and updates installed prior to installing Massage Office Professional Installation Steps To install Massage Office Professional 2014, follow these steps: Install Massage Office Professional 2014 from CD a) Insert the Massage Office Professional 2014 CD/DVD-ROM into the proper drive. b) From the menu, select Install Massage Office Professional c) If the Menu window does not automatically appear, perform the following steps: Choose RUN from the Start Menu. In the command line text box, type: D:\SETUP\MOPro2014_Setup.EXE [Enter] (where "D" is the drive letter of the CD/DVD-ROM which has the Massage Office Professional 2014 CD) Page 4 Massage Office Professional 2014

7 Now follow the instructions on the window to install Massage Office Professional The important piece to have right now is your serial number, which will be prompted. This number is located on the inside of the case under the CD and consists of two sets of five characters. If you downloaded the software, the serial number will have been ed to you directly. You can call us anytime for help. When requested, you will enter the Serial Number to continue installing the software and be ready to use Massage Office Professional d) When the installation is finished, you will be asked to restart your computer. You can do this automatically from this window, or you can do this on your own. This is a mandatory step to ensure proper installation and functioning of Massage Office Professional e) Massage Office Professional 2014 Page 5

8 Special word to our Canadian and Australian users: When first installing Massage Office Professional 2014, you will be given the choice to select a Country. Click the drop down arrow to access the correct country option and then press (see figure below). With your correct country selected (Australia or Canada), the software will install using your country s postal code compatibility. Page 6 Massage Office Professional 2014

9 Registration Steps Massage Office Professional 2014 must be registered within 30 days of installation. You cannot unlock and make full use of Massage Office Professional 2014 until you have registered your copy of the software. After 30 days, if you have not registered, you will be unable to use Massage Office Professional 2014 without contacting our support team. To register your copy of Massage Office Professional 2014 online, you can do one of two things: 1. Select Help About and then click on Register Now. This will take you to our website where you can register your copy of Massage Office Professional Go to and click on Register button at the top of the home page. In order to register Massage Office Professional 2014 online, you must have a valid user account and serial number. When you register your software, you will obtain a key code which will provide you with full access. Your first step is to set up an account at the website, if you have not already done so. When you first enter the registration page, you will see the following window: If you have not created an online account with Island Software Company, click the "Continue" button on the left-hand side of the window. This takes you to a new window; fill in your name, address, company name (if desired), physical address, and create a password. Once you have successfully created your account, you will be shown the window to follow. If you already have an account with Island Software Company, please enter your address and password on the right-hand side of the window and click the "Sign In" button. Massage Office Professional 2014 Page 7

10 Click on the Continue button to register your product. Enter your assigned serial number (the number you used to install Massage Office Professional 2014) and the type of product (Massage Office Professional 2014 Demo, Massage Office Professional 2014 Full Version, etc.). These two fields are required. Fill out all applicable fields and click on the "Continue" button at the bottom. After you have done this, you should see a pop-up box with your user name and license key. Please know that you will also receive an from islandsoftware@massagesupplycompany.com with the name and license key. Keep a copy of this information; you will need it to complete the registration later on your computer. Page 8 Massage Office Professional 2014

11 Once you have successfully completed this window, you will need to re-boot your computer, and then open Massage Office Professional 2014.You will see a pop-up window which tells you that you only have 30 days to register the application. Until you store the registration information, you will see this box for 10 seconds each time you launch Massage Office Professional When you see this box, you can next click the Enter Key Information button in the bottom portion of the box. Massage Office Professional 2014 Page 9

12 A pop-up window will appear and ask for your Name and Key code. Enter them exactly as they appeared on your and click "OK". To make is easy, we would suggest that you use the Copy and Paste method to enter the data. If the Key Name and Issued Key are correct, you should see a confirmation pop-up: "Key is valid, and has been stored ; click OK. Once this step is finished, then you will know that the registration is now fully completed. We certainly want to encourage you to register online, because this will help you setup your account with us for better future support for you. If you are unable to register via our website, just call us with Island Software Company at (877) We continue striving to make this process simple and secure for our customers. Please feel welcome to contact us any time we can be of assistance. Page 10 Massage Office Professional 2014

13 Entering and Exiting Massage Office Professional 2014 To start Massage Office Professional 2014 Click Start in the lower left-hand corner of your window, point to [All] Programs, point to Massage Office Professional 2014 folder, then Massage Office Professional OR Double-click on the Massage Office Professional 2014 icon from the desktop. The main window will appear. To exit Massage Office Professional 2014 There are three ways to exit the application: Double-click the upper left hand corner of the main window, Single-click the X located in the upper right hand corner of the main window, From the main menu window, click on File for the File menu, and then click Exit. Massage Office Professional 2014 Page 11

14 Using the Learning Database Within Massage Office Professional 2014 is an option to switch to the Learning Database. This feature is populated with sample data and allows the user to try out different areas of the program, without impacting the primary data that you will be using on a daily basis. You can always choose this option anytime you want to test out certain things, and then simply switch back to your main database when you are finished. To access the Learning Database, click on the Learning Database item at the far right of the menu bar. Click Learning Database to switch into that mode. Click here to move back to your own database. Shown in the above window is how your screen will appear when you are utilizing the Learning Database mode. Click on Business Name (Production) Database option to return to your database. Page 12 Massage Office Professional 2014

15 Getting Acquainted The main window of Massage Office Professional 2014 contains several menus and submenus, as well as ten buttons as shown in the figure below: Short cut buttons allow easy access to common features as well. Open the User Guide from this button. Click here for quick access to our website support page. e Massage Office Professional 2014 has an icon that will take your browser to Island Software Company online technical support. The following table provides a brief description of each menu. The buttons are simply shortcuts to the most used menu items, and to related web sites. Details about each item are discussed in subsequent chapters. Massage Office Professional 2014 Page 13

16 Menu Functionality Description Sub-Menu Items File This area grants access to the means of maintaining the database quickly and easily. Allows user to navigate to the picture file to set as the logo. Provides means to create and change user name and password. Input and store login info for X- Charge credit card processing Utilities Run a database backup now Browse for backup to restore Run compact/repair on the database Change Invoice Logo Set Application Login Set X-Charge Credentials (when active) Maintain Appointments Open Marketing Closes down Massage Office Professional Here the program keeps much of the valued information stored in the database. Users can add, delete, and update the information stored in each of the sub-menu groups, in addition to other specific functions. Allows the user direct access to the Scheduling area. Access to new feature Allows the user to open the Easy Reports, and access to the Advanced report generator. Used to enter the personal address book. Also provides the user means to work with expenses, gift certificates and the promotions area. Allows user direct access to the marketing templates in three different file formats. Exit People Services Products Suppliers Units Stations Offices States Types CMS-1500 Insurance carriers Condition Advisor Reports Easy Reports Advanced Reports Expense Tracker Gift Certificates Promotions Personal Address Book Templates Word format Superscript format RTF format Page 14 Massage Office Professional 2014

17 Menu Functionality Description Sub-Menu Items Word Processing Electronic Filing Display Provides access to SuperScript word processor Allows user to keep track of CMS forms that are to be exported. Also creates a text file for export. Provides means to hide/unhide the tool and scroll bars provided with certain display windows. SuperScript Current Batch Count Export CMS Batch Hide Hide MOPRO tool bar Hide MOPRO status bar Hide MOPRO Scheduler tool bar Hide MOPRO Scheduler scroll bars Hide ALL Window Help Learning Database Production Database Allows user to shrink the window to fit the current frame Displays the names of all windows that are open within Massage Office Professional. Also allows for choosing window formatting. The current, active window contains a checkmark. Provides the user with version information, and offers the User Guides as quick reference materials Links to support resources are also available. Allows user to utilize the learning database for training purposes. When in Learning Database, takes user back to their own primary database. Shrink main window to fit Display Default Cascade Tile horizontally Tile vertically Center Notes about the menu: Menu items that contain a further set of options are denoted with a. If a menu item appears gray, or disabled, it is not available for use (at that time). Massage Office Professional 2014 Page 15

18 Notes about the buttons: Work with Clients: Allows you to add clients and update client information. Note: Once you have added a client, they cannot be deleted (only inactivated). We strongly recommend that you not create "sample" or "dummy" clients. Work with Appointments: Allows you to create, schedule and update sessions using the calendar view format. Run Easy Reports: Allows you to create valuable reports, labels, etc., from one simple window. Open Expense Tracker: Allows you to easily track your expenses in a checkbook style screen and run simple expense reports Condition Advisor: Provides several areas of information about specific conditions and allows for storing resource documents with each condition Open Maintain Therapists: Allows you to add therapists and update their information. Note: Once you have added a therapist, they cannot be deleted (only inactivated). We strongly recommend that you not create "sample" or "dummy" therapists. Work with Services: Allows you to add, delete and update information on services. Work with Products: Provides area to add, delete and update information on products and suppliers. Opens the Massage Office Professional 2014 User Guide. An internet connection is required to use the next button Takes you to Island Software Company's online support site. Page 16 Massage Office Professional 2014

19 Initial Setup To get started using Massage Office Professional 2014, you will need to enter your initial setup information in a certain order. When you launch Massage Office Professional 2014 for the first time, you will be taken to the Setup Wizard. Using the Setup Wizard makes the initial setup of your database straight-forward. To follow, are examples of the windows that you will encounter as you go through: We really encourage you to read the text above each window to gain a better understanding of the how the program is designed to work for you. And remember that you are only required to enter data into the yellow highlighted fields; the others can always be entered at a later time. Massage Office Professional 2014 Page 17

20 You can always press the Go Back button to review your entries. Once you are done, press the Finished button to launch Massage Office Professional Page 18 Massage Office Professional 2014

21 After completing the Setup Wizard you re ready to enter your client information. Massage Office Professional 2014 keeps information on each client including contact information and data from each session, event, and bill that you hold with that client. Keep in mind that, once an office, station, therapist, service or product has been associated with a session or an invoice, it cannot be deleted; only edited. Once you edit an office, station, therapist, service or product, that edit is retroactive (the changes are made to every occurrence of that office, station, therapist, service or product in your records). The one exception to this rule is sales tax. If you change the sales tax, new invoices will show the new sales tax, but invoices entered before the change will show the previous sales tax. Massage Office Professional 2014 Page 19

22 Using Cool Combo and Currency boxes Massage Office Professional 2014 has included a way to update frequently-used fields, and even do further work on them, without leaving the window you're in currently. These fields are located in what are known as Cool Combo and Currency boxes. Cool Combo boxes are also called "list" boxes because, when you click on a Cool Combo box, you get a list of options, plus any entries that have already been made in that box. For example, the first time that you tab to or left-click the Therapist field on the lower left-hand side of the Client window, you will see the following list displayed: Cool Combo field The option [None] will let you leave the Therapist field blank. On the Products and Invoice (Billing) windows you will encounter Currency boxes. These boxes allow you to quickly and effectively work with dollar amounts and billing. Fields which are in Currency boxes are in green type (unless you choose to turn this feature off): Currency You will notice that, as you enter a dollar amount into a Currency box, it automatically converts the amount into dollars and cents. To enter a dollar amount into a Currency box, just left-click or tab to the box, and type in the amount. Right-click to bring up other options, as well. In this manual, Cool Combo fields will be indicated by a red cc in front of the field name. Currency fields will be indicated by a green $in front of the field name. Page 20 Massage Office Professional 2014

23 Chapter Two: Massage Office Professional 2014 Features Massage Office Professional 2014 is designed to store the most important information in your business. The application is structured so that you can get to this information quickly when you need it and view it in a way that makes sense to you. Some main features of Massage Office Professional 2014: Password protection when starting the application. Or you can decide not to have one. Electronic Billing: now you have the ability to create a text file of the current CMS-1500 data ready for export to a third-party. **NEW - now includes 02/12 format Condition Advisor to help you provide the optimum service to your clients For each client, you now have a folder that you can scan & store any documents you like. Save intake forms, scripts, pictures, etc. **NEW -- Date field on Billing window that allows you to control Billed Dates and Payment Dates on your invoices. Notes can be made on each specific invoice for internal reference. ** NEW Produce Client Statements Process your client s credit card right from Massage Office Professional 2014, using X-Charge. Notes can be made on each specific invoice for internal reference. Simple gift certificate tracking area; track packages as well. Expense Tracking for keeping an eye on how your business is doing Additional reports and more CMS-1500 preference settings. Massage Office Professional 2014 Page 21

24 General Flow of Massage Office Professional 2014 Massage Office Professional is different from other practice management software in the respect that it is not scheduling software that happens to have billing and notes available. Massage Office Professional is more centered on the Client record and Sessions. When viewing the Appointments calendar screen, it is important to remember that this is simply a calendar view of Maintain Sessions. While in the Appointments screen, you are seeing a calendar view of all client sessions. If you create a new session or appointment while in the Appointments Calendar screen, then close that screen and open Maintain Clients, select the client that you just created the appointment for and click the Session button, you will see the appointment or session in that client s list of sessions. By the same token, if you create a new session by selecting a client in Maintain Clients, clicking the Session button and creating a new session, that session or appointment will appear in the calendar view the next time you open the Appointments screen. Because of this, you cannot have the Maintain Sessions window and the Appointments window open at the same time, as they are both reading from and saving to the same module in the database. It is important to understand the concept that when creating sessions or appointments, the system is not only capturing the service name (which is all the user sees), but it is capturing all the information associated with the client and the services selected. This includes all names and address information and all service information such as billing units, pricing and time allotment. This was done in order to speed up the process of checking a client out and posting transaction data to the system. In short, to go from a session or appointment to a paid invoice ready to print is 3 clicks with no data entry (assuming nothing has changed since the creation of the session/appointment). If there were any changes, it is a simple matter to make the changes directly on the invoice. This workflow structure helps to eliminate duplication of effort. If you understand this basic principal about Massage Office Professional 2014, then understanding and using the system becomes much easier. With this in mind, the following section will help you understand this concept more clearly. Page 22 Massage Office Professional 2014

25 Creating Sessions in Massage Office Professional 2014 Massage Office Professional has integrated client, office, insurance and billing information. An important piece of this integration is through the use of sessions, which can be accessed using the Session button from Maintain Clients You can also utilize the Appointments window to enter a client session. Click here for more detailed information: (see page 73] Notice that, when you bring up a new session, the status is listed as OPEN. When a session is open, any of the fields can be changed or the session rescheduled. Finalizing the session confirms in Massage Office Professional that the selected service/treatment actually took place. This helps to keep client and billing files in sync and provides a solid audit trail. When you finalize a session with payment (via the Create Invoice button) or without payment (Finalize Session), Massage Office Professional will give you the following alert window: Massage Office Professional 2014 Page 23

26 Do not finalize a session until you are sure that you will not be making any changes to office, client, therapist, or station data. Once you have finalized a session, it cannot be changed. After you click the Finalize Session button, you will be returned to the Maintain Sessions window. Notice that the status has now been changed to FINALIZED. For more detail on the S.O.A.P. Notes, see page 45. Page 24 Massage Office Professional 2014

27 Creating CMS-1500 and Other Insurance Forms in Massage Office Professional 2014 In Massage Office Professional 2014, CMS-1500 insurance forms first begin in the Maintain Events window. You can access this area by clicking the Insurance Billing button (on the Maintain Clients window). The following window is an example: An event is an accident, injury, illness, etc. One client may have multiple events, i.e., an auto accident in January, and a personal injury or illness in September. Creating a specific event for each instance keeps the billing and appointment information able to be associated with a specific event. You are not required to create an event to schedule appointments or create sessions; however, it is necessary to create at least one event in order to create a CMS-1500 form for billing. To create an event, click New from the Maintain Events window. Choose a date and Event type. All other information is optional at this point. Once you have created an event and saved it, you will notice the OpenCMS1500 button becomes active. Click this button to open the CMS-1500 form. And while you can create a CMS-1500form from here, there is an even better way of handling insurance forms. For more detail, see page 57. When you enter the necessary data on your client, insurance, event and therapist windows, Massage Office Professional will enter that data into every CMS-1500 you generate for that client. No copying, cutting or pasting required, and your insurance and client data will stay in perfect synch. The table on the next page shows which fields, when entered into Massage Office Professional, will be automatically moved to the CMS-1500 forms you create for a given client. Of course, if you need to edit certain fields on the CMS-1500 itself, you can always do so; just know that these changes will not be carried over to new CMS-1500 forms, unless you update the information in each specific window within Massage Office Professional. Massage Office Professional 2014 Page 25

28 Massage Office Professional 2014 Windows/Fields Maintain People Clients CMS-1500 Line Numbers Primary Insurer Line 1) Primary Insurer ID Number Line 1a) Client s Name (Last Name, First Name, Middle Initial) Line 2) Client s Birth date; Gender Line 3) Insured s Name (Last Name, First Name, Middle Initial) Line 4) Client s Address, Home Telephone Number Line 5) Client Relationship to Insured Line 6) Insured s Address, Home Telephone Number Line 7) Client Status (Marital, Employment) Line 8) Reserved For NUCC Use Line 9c) Insured s Policy Group Number Line 11 Insured s Birth date; Gender Line 11a) Other Claim ID (Designated by NUCC) Line 11b) Primary Insurance Plan Name Line 11c) Client Account Number Line 26) Maintain Events from Maintain People Clients Event Type (Client s condition) Line 10) Insured s Policy Group Number (Claim number) Line 11) Client s Signature on File Line 12) Insured s Signature on File Line 13) Date of Current Illness, Injury or Pregnancy Line 14) Other Date Line 15) Dates Client Unable to Work (in current occupation) Line 16) Name of Referring Physician (or other Source) Line 17) Hospitalization Dates (related to current services) Line 18) Diagnosis Codes (1-12) Line 21A-L) Prior Authorization Number Line 23) Responsible party Line 31) Maintain People Physicians ID Number Line 17a) NPI # Line 17b) Maintain People Therapists Federal Tax I.D. Number Line 25) Billing Therapist Name, Billing Address Line 33) Maintain Offices Office Name or Business Name, Office Address, NPI Line 32) Page 26 Massage Office Professional 2014

29 Using Your Office and Station Information This is really important! Taking some time in the beginning to ensure that your database is setup properly is well worth the investment. This process only takes a short time and can really make things easier later on when you are trying to enter clients, book appointments, and process your billing. The first step in using Massage Office Professional 2014 is to verify information about your office. This includes general office information (such as address and hours of operation) and information about each station within the office. Using Office information into Massage Office Professional 2014 From the main window, click on the Maintain menu, and then click Offices. 1. The following window will be displayed. To add a new office, click on the New button on the right hand side of the Maintain Offices window. Enter the appropriate information in the text fields, keeping in mind that you must fill in the shaded fields. Recording data in the white fields is optional. Refer to the table below for more information on each field. 2. Office information can be changed at any time, just click the Edit button, then make the change to the information in the Maintain Offices window. When finished, click on the Save button on the right hand side of the window. Note: Once an office has been saved, this office cannot be deleted, only changed. You can certainly re-purpose it as well. When more than one office is used, one will always be designated the Preferred Office. These hours of operation are used to help you manage your schedule. Massage Office Professional 2014 Page 27 Handle any changes needed to sales tax rates here.

30 Text Field Text Field Information * Office Name This name can be up to 30 characters Business Name This name can be up to 50 characters Address Line 1 This area of the window is for the office s mailing address. Address Line 2 Each line of the address can hold 50 characters. City State Zip Code (Postal Code) cc Phone Numbers Primary Phone Extension City where the Office is located: 30 Characters State where the Office is located: 2 Characters can be typed or chosen from the list box provided. Office zip code or postal code This area of the window is for entering phone numbers for this office. Each office can have up to four phone numbers, one for each Phone Number Type. Phone Number Types can be selected from the list box provided, and a new type can be added via the Maintain Phone Types window. This is the main phone number for the office. Extension in the field (up to 5 characters) * Service Tax Rate Sales tax percentage to charge on invoices for services * Product Tax Rate Sales tax percentage to charge on invoices for products Operating days and hours Select times from drop-down list. * Required fields. $ Currency box. 3. When all information has been entered, click the Save button in the upper right hand corner of this window. 4. To undo changes that have been made since the last save, click the Undo button in the upper right hand corner of this window. The next step is to enter information about each station in your office. Adding Stations or rooms will create columns on the appointment scheduler window. One column for each room or station. It is highly recommended that you name Stations by room description (i.e. Room1, Room 2, Wet Room, etc. OR Room A, Room B, etc.), rather than using a therapist s name. The name of a station can be edited, however, the change will affect all past, present and future sessions scheduled in that station. This becomes important if a therapist leaves. Best Practice: Simple rule: name the room (station), choose the therapist. Page 28 Massage Office Professional 2014

31 Entering Station information into Massage Office Professional From the main menu, click Maintain, and then click Station. 2. The following window will be displayed. Click on the New button to add a station. Enter the appropriate information in the text fields. You must fill in the shaded fields. Entering data in the white fields is optional. Refer to the following table for more information. Text Field Office Name Description Sort Order Text Field Information Select the Office from the drop-down list The name of the station can hold up to 30 characters Description of the station; can hold up to 255 characters The Appointment scheduler uses the sort order of stations. Zero (0) will appear first, one (1) will appear second, etc. Required fields. 3. When all information has been entered, click the Save button on the right hand side of this window. 4. Click the Edit button to make any changes that are necessary. 5. To undo changes that have been made since the last save, click the Undo button in the upper right hand corner of this window. Massage Office Professional 2014 Page 29

32 Working with Therapists After entering the Office information, the next step in using Massage Office Professional 2014 is entering information about yourself and/or your colleagues. By entering information about the therapist first, you will be able to assign a primary therapist to your clients as you enter their information. To enter a therapist into Massage Office Professional From the main menu, click Maintain, then click Therapists, or click the sixth button in the button row at the top of the main window. 2. The following window will be displayed. Click the New button and enter the appropriate information in the text fields. You must fill in the shaded fields. Entering data in the white fields is optional. Refer to the following table for more information. List box will show therapists, both active and inactive. If you have one of the therapists leave, click here to place their record Inactive. Any time you need to makes changes, first click Edit. This is where you choose the color assigned to each therapist as it pertains to the Appointment scheduler. Enter your therapist s address and you can send them a message by clicking on the button. Page 30 Massage Office Professional 2014

33 Text Field Text Field Information * First Name This name can be up to 40 characters * Last Name This name can be up to 50 characters Inactive Address Line 1 Address Line 2 City State Zip Code Birth date (DOB) Male/Female Married/Single Business Information SSN License Outcall NPI # Color Code Custom/Notes Check the box if the therapist is inactive. If this is checked, they will show up on the Inactive Therapist List. This area of the window is for the therapist s mailing address. Each line of the street address can hold 50 characters. City for the therapist s mailing address: 30 characters State for the therapist s mailing address: 2 characters, chosen from the list box Therapist s Zip Code Therapist s birth date: ##/##/#### formatted field Choose whether the therapist is male or female Choose whether the therapist is married or single This area of the window is used for the therapist s business information. Therapist s SSN Therapist s license number Indicates if the therapist is available for outcall work: Y or N Therapist NPI: Must be 10 numeric characters Each Therapist can be assigned a color, which then can be displayed on the Appointment scheduler as a band next to each session. The Custom area of the window provides four user-defined fields to provide flexibility in tracking key data concerning the therapists. The Notes area of the window provides a place to store important information regarding this therapist that you can see at a quick glance: 2000 characters Phone Numbers and Primary Phone Extension This area of the window is for entering phone numbers for this therapist. The therapist can have up to four phone numbers, one for each Phone Number Type. Phone Number Types can be selected from the list box provided. This is the main phone number for the therapist. Extension, up to 5 characters address for the therapist, up to 100 characters each. Click on the button to send an to the therapist. *Required fields. cccool Combo fields. 3. When all information has been entered, click the Save button in the upper right hand corner of this window. You will see this new therapist appear in the list box on the left of the window. 4. To undo changes that have been made since the last save, click the Undo button on the right hand side of this window. 5. Should you need to make changes to therapist record, just click the Edit button and you can make any modifications needed. Press Save when done. Massage Office Professional 2014 Page 31

34 Working with Services To enter a service into Massage Office Professional From the main menu, click Maintain, then click Services, or click the 7th button in the button row at the top of the main window. 2. The following window will be displayed. Click the New button and enter the appropriate information in the text fields. You must fill in the shaded fields. Entering data in the white fields is optional. Refer to the following table for more information. Click here to choose a CPT4 code for this service Text Field Text Field Information * Name This name can be up to 30 characters Description The description can hold 255 characters * Unit Definition How much time one unit requires. Using this field makes your services much more flexible. *$ Unit Price How much each unit is charged to the client. * CPT4/HCPCS Code for the service * Service consists of How many units are normal for this service such as 4 units of a 15- minute massage would equal one hour. * Time allotment Time allotted in the scheduler; may include buffer between appointments. * Required fields. $ Currency fields. Page 32 Massage Office Professional 2014

35 3. When all information has been entered, click the Save button on the right side of this window. You will see this new service appear in the list box on the left of the window. 4. To undo changes that have been made since the last save, click the Undo button in the lower right hand corner of this window. 5. If you want to add another service, simply click the New button again and you will have a blank window to do so. 6. If you need to delete a service, highlight that service in the list box on the left of the window. You will see the information for the service in the form. Then click the Delete button. Note: you can only delete items that have not been used yet. Otherwise, you may want to just rename it instead. Using the Discount - Service item 1. The Discount Service item is created and available by default when you install Massage Office Professional It is strongly recommended that you do not delete or edit this item. You can utilize the Discount - Service item to provide dollar amount discounts on your clients invoices. While this item is available when you are creating appointments and sessions, this is really best handled within the Billing section. Once you have finalized a session and are ready to complete the billing invoice, you can click the Add Items button. The Add Items window (see below) will appear and allow you to add the Discount - Service item to this invoice. 2. Once you have selected the item, move over to the Adjustments area and click into the Unit Price box. Enter in the dollar amount to be discounted and the type in a minus key (-) and press the Tab key. You will then see the Unit Price field text turn red and the Total will indicate a negative amount. Click Save to add the discount item to your invoice. 3. Lastly, click into the Apply column on the invoice and enter the dollar amount of the discount here, including the minus sign. This will complete the process and reduce the amount of the invoice by the discount. Massage Office Professional 2014 Page 33

36 Working with Products To enter a product into Massage Office Professional From the main menu, click Maintain, and then click Products. Or you can click the 8th button in the button row at the top of the main window. 2. The following window will be displayed. Click the New button and enter the appropriate information in the text fields. You must fill in the shaded fields they are required. Entering data in the white fields is optional. Refer to the following table for more information. List box shows the current product. These Auto search boxes can help you find something quickly. Text Field Text Field Information Page 34 Massage Office Professional 2014

37 * Product name This product name can be up to 30 characters Description Product Code CPT4 Inventory Information The product description can hold 255 characters The code that you use for this product The CPT4 code for this product, if any is relevant This section of the window reflects the inventory information for this product * (Qty) The quantity in units, e.g. 1 case, 6 bottles, 12 tubes, etc. * (Units) The unit description, e.g. 1 case, 6 bottles, 12 tubes, etc. *$ Unit Cost What the unit costs you *$ Unit Price What you sell the unit for Quantity On Hand Reorder Quantity Supplier Details *Required fields. $ Currency fields. How many you currently have on-hand Program prompt appears when QOH reaches this quantity The supplier for this product Displays the details for that supplier (address, phone number, sales rep., etc.) 3. When all information has been entered, click the Save button on the right side of this window. You will see this new product appear in the list box on the left of the window. 4. To undo changes that have been made since the last save, click the Undo button. 5. If you want to add another product, simply click the New button again and you will have a blank window to do so. 6. You can always make changes necessary by clicking on the Edit button. 7. If you need to delete a product, highlight that product in the list box on the left of the window. You will see the information for that specific product in the form. Then click the Delete button. Note: only available until after a product has been used. Massage Office Professional 2014 Page 35

38 Working with People All People windows are exactly the same in layout and information. They include: Physicians, Attorneys, Sales Reps and Insurance Adjusters, in addition to Clients and Therapists. To enter a person into Massage Office Professional From the main menu, click Maintain, then highlight People, then click on the person type you would like to use. A window similar to the following will appear. Click the New button and enter the appropriate information in the text fields. You must fill in the shaded fields they are required. Entering data in the white fields is optional. 2. When all information has been entered, click the Save button on the right side of this window. You will see this new person appear in the list box on the left of the window. 3. To undo changes that have been made since the last save, click the Undo button. 4. To edit information about a person, click on the Edit button. Then make any changes you would like and click on Save to complete the change. 5. If you want to add another person, simply click the New button again and you will have a blank window to do so. ** Using the Custom fields provided can really help provide you with specific, helpful data for use with each person-type window. Page 36 Massage Office Professional 2014

39 Working with Clients To enter a client into Massage Office Professional From the main menu, click Maintain, then highlight People, then click on Clients. Or, click the first button in the button row at the top of the main window. 2. The following window will be displayed. Click the New button and enter the appropriate information in the text fields. You must fill in the shaded fields. Entering data in the white fields is optional. Refer to the following table for more information. If you want the client included in your Personal Address Book, check the box underneath their name. List box shows all Active client records Auto search box Client search function Add a new client Designate up to four user-defined fields to track data for this client Click Attached Documents button to bring up folder It is from this tab that insurance information is auto-filled into the CMS-1500 forms. Click on button send an to that address Massage Office Professional 2014 Page 37

40 Another option new to MOPRO is the ability to select conditions for each client. These conditions relate to our new Condition Advisor feature, and this will be explained in further detail later in this guide. Text Field Text Field Information * First Name This name can be up to 20 characters Middle Initial Holds one character * Last Name This name can be up to 30 characters Inactive Address Line 1 Address Line 2 City State Zip Code (Postal Code) Do Not Mail Birth date (DOB) Male/Female Married/Single Indicates whether you consider the client active or not This area of the window is for the client s mailing address. Each line of the street address can hold 50 characters. City where the client lives: 30 Characters State where the client lives: 2 Characters, chosen from the list box Client s Zip Code or Postal Code Check the box if the client does not want mail Client s birth date; click on the arrow to bring up calendar. Select gender for this client Select married or single for this client cc Phone Numbers and This area of the window is for entering phone numbers for this client. The client can have up to four phone numbers, one for each Phone Number Type. Phone Number Types can be selected from the list box provided, and a new type can be added via the Maintain Phone Types window. Primary Phone Extension Business Tab Phone number for the client. Note the checkboxes should the client does not want calls/faxes. Extension, up to 5 characters cc Therapist Client s primary therapist Account Number address for the client, up to 100 characters. Clicking on the button will enable you to send an to the client at that address. This area contains business information for each client. If you use numbered accounts for your clients, enter that number here. Page 38 Massage Office Professional 2014

41 Employed, Full-time Student, Part-Time Student Employer Tax Exempt Client Since Referred by Driver s license No Checks Attached Documents Custom/Notes Tab Checkboxes for whether these apply to your client Client s employer: 50 characters maximum Check this box if the client has tax-exempt status for products and/or services. Date of first visit How the client was referred to you. Client s driver s license number for checks Checkbox if you are not willing to take checks from this client Click this button to open the window and allow you to save different files that are specific to the Client (e.g. prescription) User-definable fields which allow you to store information you deem valuable in managing your client database. Notes field allow storage of important information regarding this client that you can see at a quick glance: 2000 characters Conditions Tab Insurance Tab Primary Insurance This relates directly to the Condition Advisor and up to three conditions may be selected for each client. This area of the window is for holding your client s insurance information. Once you click on the Insurance tab, you will be shown two tabs Primary Insurance and Secondary Insurance. The fields in each tab are identical. Use the Primary Insurance for the client s primary insurance, and the Secondary Insurance for the client s secondary insurance (such as a spouse s insurance). The insurance company. Choose from the list. cc Insured Person The insured person. Choose from the list. Client relationship to Insured ID Number Group Number Plan name * Required fields. cc Cool Combo fields. Select from the list self, spouse, child, or other ID number of the insured person Group number or plan number Plan name, if there is one 3. When all information has been entered, click the Save button on the right side of this window. You will see this new client appear in the list box on the left of the window. 4. To undo changes that have been made since the last save, click the Undo button on the right side of this window. 5. To edit information about a client, click on the Edit button. Then make any changes you would like and click on Save to complete the change. 6. If you want to add another client, simply click the New button again and you will have a blank window to do so. When entering multiple clients at one time, you may use the Save & Add button to speed up the entry process 7. There are also 4 user-definable fields on the Custom tab that are editable. To do this, simply move your mouse over the words User1 until the mouse turns into a pencil labeled edit and click. This will provide an editor that will change the caption next to the custom field selected, e.g. User1 becomes Privacy Level: Massage Office Professional 2014 Page 39

42 To search for a client or group of clients The Client window opens with the entire client base loaded in the list box on the left of the window. You can use your mouse or arrow keys to navigate through this list to locate the client that you need information for or you can use the search functionality to locate a specific client or set of clients quickly. To use the search functionality, follow these steps: 1. On the Client window, click the button labeled Search Mode. 2. The Client window will be cleared of information allowing you to type in any of the fields that you wish to search by. You may type criteria in one or more of the fields (see example below). 3. Type the search criteria you want and click the Search button. When entering criteria to search by, you can type all or part of a field depending on the results you need. 4. The list box on the left of the window will be filled with the records that match the criteria you specified and the client window will contain the information for the first client in that list. 5. To return to the full client list, click Search without typing any criteria. Example 1: You wish to find a client named Nancy Drew. You know you have more than one client named Nancy, but only one with the last name of Drew. First, click the Search Mode button Type Drew in the Last Name field and click Search. Nancy Drew s information will be on the window and she will be the only client in the list on the left. Example 2: You wish to find all married, male clients living in Dallas. Click the Search Mode button Type Dallas in the City field. Select married and male on the window and click Search. This query may result in multiple matches. All matching records will be in the list at the left and the window will contain the information of the first client in the list. Example 3: You wish to find all clients whose last name begins with S and whose birthday is in the month of March. Click the Search Mode button Type S in the Last Name field. Type 03 in the first part of the birth date field and click Search. This query may result in multiple matches. All matching records will be in the list at the left and the window will contain the information of the first client in the list. Page 40 Massage Office Professional 2014

43 Client Events Client Events are used to record information about illnesses, injuries, and pregnancies. These are used by Massage Office Professional 2014 to assist in filling out insurance forms and tracking insurance information by event. Events are not mandatory in Massage Office Professional 2014, unless you are using insurance form CMS To work with events for a client, click on the Insurance Billing button near the lower right corner of the Client window. Similar to the following window will be displayed: NEW type in the text to show up in box 31. This window manages all of the events for that client. To add a new event, click on the New button near the top right corner of the window. Enter the event information on this window, and then click on the Save button near the top right corner of the window. Complete as much information as possible on the Maintain Events (Insurance Billing) and Client windows to assist in the auto fill process on the actual CMS1500 form. Refer to the table on the following page for more detailed information. If you like, you can create CMS1500 forms from this window (via Open CMS1500), although generally we recommend that you create the CMS1500 from the invoice. Best Practice: When creating sessions for your insurance clients, make sure to select the Event date. This will help keep everything for the client connected properly. Massage Office Professional 2014 Page 41

44 Field Field Information * Date of Current Date of the event. For illness, this is the date of the first symptom. For pregnancy, this is the LMP (Last Menstrual Period) date. Description Enter a description of the event. * Event Type Choose from the list box: Work-Related, Auto Accident, Other Accident, or None. State Primary Insurance Secondary Insurance Referring Physician Claim Number Accept Assignment Prior Authorization Number Diagnosis Codes (ICD-9) Use Business Name (Box 33) Insurance Dates Signatures *Required fields. The state, chosen from the list box. The client s Primary Insurance data (if any), is filled in automatically from the client information. The client s Secondary Insurance (if any), is filled in automatically from the client information. Select the referring physician from the list box. Insurance claim number Check Yes or No For insurance that requires prior authorization, enter the number here. Type in any codes needed to be filled in on the form for this event. Check the box to have business address information fill in Box 33 on the form. Enter dates for similar events (if any), work missed (if any), and hospitalization dates (if any). If you have signatures on file for the client, insured person, and/or therapist, you can enter the dates here. Page 42 Massage Office Professional 2014

45 Client Sessions Client sessions hold information about each session (i.e., appointment) you have with a client. To access the session for a client, click on the Session button near the bottom right corner of the Maintain Client window. The Maintain Sessions window will be displayed: Select the Event date Most likely you will have entered the services in the Maintain Services window when you setup your practice in Massage Office Professional These service items must be in place before they are Available to be selected when creating a session. The Maintain Sessions window manages all of the sessions for your client. To add a new session, click on the New button near the top right corner of the window. Enter the session information on this window, and then click on the Save button near the top right corner of the window. Refer to the table on the following page for more detailed information. Once you finalize a session, press the Create Invoice button to create an invoice (bill) for this session. Massage Office Professional 2014 Page 43

46 Field or Button Field (Button) Information * cc Office Office where the session is held * cc Scheduled for Date when the session is held (select from the calendar) * Start Time Start time for the session (use arrows to control the time) * Length Session length (in minutes) * cc Therapist Therapist for the session (select from the list box) * cc Station Station where the session is held (select from the list box) Event Services Special Instructions Recurring Create Invoice Finalize Session SOAP *Required fields. cc Cool Combo fields. Event date that the session relates to (if applicable) Services the session included. To add a service to the session, click on the service from the Available box. To remove a service from the session, click the service from the Selected box. Add any special instructions for the session here. Click here to bring up the recurring appointment setup window. Finalizes the session and moves information to the Billing window for processing invoices. Click this button to finalize the session once the session is complete. Once the session is finalized, it can be viewed, but not changed. Each session can be finalized only once. Click this button to access the SOAP notes for this session. Page 44 Massage Office Professional 2014

47 S.O.A.P. Notes Module One of the most powerful features found in Massage Office Professional 2014 is the S.O.A.P. Notes module. This portion of the program allows you to make detailed notes on each client in the standard S.O.A.P. format. The module maintains a complete history of every treatment note and also allows you to make a visual representation of these notes using the Anatomical Coloring Chart, which will be explained in greater detail later in this chapter. To access the S.O.A.P. notes, open a client record you wish to work with. On the bottom right corner of the Maintain Client window, you will find the button labeled SOAP Notes. Click on this button. A new window will open over the Maintain Clients window (see figure). This is the Maintain SOAP Notes window. The window will be relatively blank except for the client s name, which is automatically displayed when you opened the window. The notes type can either be SOAP, Narrative, or Release Summary format. To add new information for this client, click the New button. You will be shown a list of sessions for that client from which to select. This comprises is a list of sessions created for this client that have not yet had a SOAP Note attached to them. Choose the session date that you want create a note for. Massage Office Professional 2014 Page 45

48 Anatomical Coloring Chart The Anatomical Coloring Chart is an amazing tool. This feature allows you to draw on one of several muscle charts using ten different colors, each representing a different symptom. In this manner you can create a graphic or visual representation of your notes. Of course it is not mandatory to use this feature. You also have the ability to type, save and print just the text portion of the SOAP treatment note. When you click the Select Image button on the SOAP window, you will be able to choose from several anatomical charts to use for this SOAP note. Once you select an image, that image will pop up in the blank box at the lower left portion of the window. To the right of the image, you will find ten buttons, each of which is user definable. Clicking on any of these ten buttons will cause a small drawing pen to appear in the same color as the selected button. Just hold the left mouse button down and drag the mouse to color on the muscle chart. If you make a mistake, simple click the Undo Last button on the coloring toolbar. You will notice that you have 9 pen sizes to choose from. Just select the one most comfortable to you when you are drawing on the muscle chart. You can also annotate the picture. To annotate the picture, click on the Annotate button, then click where you wish your text to appear. A text box will appear that for you to type your annotation text into. You can draw a line from the text to a point on the picture by clicking on the Draw Line button, and then clicking where you want the endpoints of the line to be. Once you have completed your notes, click Save. After saving, you may choose any of the treatment dates in the pick list in the upper left corner of the window. If you wish to print your notes, click the Print button. You may print the chart with the note or just the text. Click on the caption words to bring up an Edit window. Change it to whatever you like! If you want to copy these treatment notes to another session date, just click here on Copy. Anatomical Coloring Chart; choose from a large library of images or even use your own. Page 46 Massage Office Professional 2014

49 Below is an example of a S.O.A.P. note printout with chart. This aspect of Massage Office Professional 2014 is an exceptionally powerful tool for maintaining good records on clients and proper insurance filing. Because a picture is worth a thousand words, the S.O.A.P. window allows you to recall your last session with a client just a few minutes before they walk in for their next appointment. You can also select any date in the History List and, using your cursor arrows on the keyboard, move up or down through the dates to see changes in the drawing. The form can be printed for the client so that they can see the progress in their treatment. Massage Office Professional 2014 Page 47

50 Using the Condition Advisor Our ground-breaking Condition Advisor module provides a comprehensive pathology database, with an easy to navigate interface. When using MOPRO, click on the Advisor button, or select Open Condition Advisor from the menu and display a window similar to the following example: Place your text box somewhere now empty. Click the refresh button to bring up details and total for any date range you like. What you have at your fingertips is a resource database that you can build and tailor directly to your practice and your clients. Everything you see in dark background is non-editable by the user. This is information that we have gathered and has been reviewed and edited. To add your own custom indications and contraindications for any condition in the list, just click Edit and type right into the open (white) box, and Save! Page 48 Massage Office Professional 2014

51 Depending on the condition you are viewing, the Notes / Alternative Treatments, as well as the Related Resources and Internet Links, will be specific to that condition. Notice that when you click the drop-down arrow next to the Discipline, you will find a whole range of areas to select from. When selecting a different discipline, you can look at different indications and contraindications that are specific to the given discipline for the condition under review. Massage Office Professional 2014 Page 49

52 Click on the Print button to produce a report like the example displayed below: Page 50 Massage Office Professional 2014

53 Working with Billing Massage Office Professional 2014 contains a module to manage billing information for your clients, making your practice easier than ever to run. To access the Invoice information for a client, first select their record, and then click on the Billing button. The following window will be displayed: Here is a list of invoices for the selected client. Note the invoice status in this case, an Unbilled invoice. Great new feature with this date control, which allows you to set the Post Billing date, and also any Payment dates. Just set the date, and then press the desired button. That date will also show on Invoice receipt. This text box for Invoice notes provides the ability to make any internal notes you like about this specific invoice These notes do not print on the actual invoice/receipt This area of the program manages all of the invoices generated for your practice. To create a new invoice, click on the New button near the top right corner of the window. When a new invoice is created, any finalized (unbilled) sessions for the selected client will appear as line items under the Charges area. To create an invoice from a session, see the section of the User Guide that is dedicated to understanding sessions Creating Sessions in Massage Office Professional Any line items that have a green background and have a check mark in the box are active and part of the invoice. By clicking in the checkbox, you can uncheck the box and inactivate that line item for the current invoice. Invoices can be in several categories: Unbilled: These invoices have been created but not posted. While invoices are Unbilled, you can add, delete, and edit items. When you want to print an invoice for your client (to be paid later), you can post the invoice, moving it from Unbilled to Billed. Only while invoices are Unbilled, can you add, remove, and make any changes to the items. Massage Office Professional 2014 Page 51

54 Billed: These invoices have been posted, and they should have been given to the client. The client has not yet paid them. When an invoice is in the Billed category, you can no longer add or delete items from it, but you can edit items. You can void the invoice, which moves the invoice to the Misc category. Once the client pays the invoice, you can enter the payment information. This will move the invoice from Billed to Paid. Paid: The client has paid these invoices. You cannot add, delete, or edit items. You can void the invoice, which moves the invoice to the Misc category. First cancel any payments. Credit: If an invoice was created to Issue Credit to a client, it will be in the credit category. Void: These invoices have been voided. They are kept for historical purposes and can be excluded from income reports. To add items to an invoice, click on the Add Items button on the right hand side of the window. The following window will then be displayed: If needed, you can Quick Add a service item by clicking here. Click into the Unit Price box to enter the pricing. Products List (includes Promotions) Services List The Added Items List box displays those items chosen to be included in invoice. Click on the products and services you want to add to the invoice, and they will go into the Added Items list. Clicking on an item in the Added Items list moves the item from the Added Items list and back into the Products list (if it is a product) or the Services list (if it is a service). Note that if you click on the Lock List button at the top of the Added Items list, you can click on items without them being moved back to the Products list or Services list. Once you have selected the items to add to the invoice, click on the Save button near the top right corner of the window. The selected products and services will be added to the invoice. Note: that you can also add new products and services to Massage Office Professional 2014 from this window using the Quick Add buttons at the top of the Products list and the Services list. Page 52 Massage Office Professional 2014

55 Refer to the following table for more detailed information: Field Field Information * Search Area This area of the window (upper left) allows you to control which invoices are currently displayed in the window. Select a client to display the invoices for that client. * Invoice Selection Once your client is specified, you can select an invoice from this area. The invoices are divided into Unbilled, Billed, Paid, and Misc. Select the tab to see the list of invoices. Click on an invoice in the list to see the details for that invoice. * Billing Info Area This are of the window (upper right) contains the billing, insurance, and HFCA information for the current invoice. These fields are filled in from the Client information wherever possible. Note that changes in these fields will update the client information as well. Charges Area Issue Credit (left side) Apply Credit (middle) Post Billing (right side) Void Billing (right side) Create CMS-1500 (right side) Process Card (right side) Quick Pay (bottom right) Cancel Payment (bottom left) Print Invoice (bottom left) *Required fields These are the line items for the invoice. Each line item has From and To dates, the Therapist, and Item (product or service), Quantity, Price, Due, and Apply. You can add and remove line items by clicking the Add Item and Remove Item button on the right of the window. Note these are only active for Unbilled invoices. You can edit line items by clicking on the line item so that it is highlighted, then making your changes. You can edit line items for Unbilled or Billed invoices. Used when creating a credit invoice for a client. This will add a credit line item to a new invoice that you have created. Click under Apply column and enter amount of credit being issued. Click here when a applying a credit that a client has with you. Click on this button when you bill the client for this invoice. This moves the invoice from Unbilled to Billed. This button is only active if the current invoice is Unbilled. Click on this button when you want to cancel the billing of the invoice. This button is only active if the current invoice in Billed. Click to create a CMS-1500 insurance form using the information from the invoice being viewed. Launches the XCharge credit card processing option. This is a short cut to record a cash payment of the exact invoice amount. This moves an invoice to Paid status. Be sure to specify the Payment Type in the area to the left of the Quick Pay button before clicking on the Quick Pay button. Click this button to cancel a payment. This is only active if the current invoice is Paid. This moves the invoice back to Billed. Click this button to print a receipt for this invoice. This is only active if the current invoice is Paid or Posted to Billing. Massage Office Professional 2014 Page 53

56 Creating CMS-1500 insurance forms CMS-1500 insurance forms can be created right from the client Billing window. This allows you to match a client invoice directly with the CMS-1500 that you want to create. Once you have finalized a client s session and pressed Create Invoice, you will then be brought to the Billing window. To now create a CMS-1500 based on this invoice, first click the Post Billing button. This will produce a window similar to the one shown below: Note that the Create CMS 1500 button has become activated. When you click the button, the following window with show up asking you to select the Event associated with this invoice. Just choose the Event you need from the list and click Select. Page 54 Massage Office Professional 2014

57 You will then see the CMS-1500 (02/12) window appear with your data auto-filled into the document. Review the information for accuracy; you can just type any missing data directly into the form and click the Save button when you are finished. To print the CMS-1500 form, be sure that you have blank CMS-1500 forms in your printer and click the Print button located at the bottom of the button column on the right-side. There are two required fields on the form: Date created and Date of Current. This allows the program to build a complete history of billing for each specific injury or illness. The client s history is stored by Date created in the pick list at the top middle of the form. At the top right of the form is where the Insurance Carrier or Bill To information is displayed. Date of this form Historical Dates of insurance forms created Insurance Carrier info You always have the option to edit or delete a CMS-1500 form that you had saved previously. Massage Office Professional 2014 Page 55

58 Electronic Filing of CMS-1500 insurance forms You can now export out the CMS-1500 data (in tab-delimited text format) and upload that file electronically. When you want to take advantage of this option for a specific CMS-1500 form, click on the Queue for next batch export checkbox (see image below). By checking this box, you will be adding this to a batch to be sent with your next export process. A batch can consist of one or more forms. Click here to include this CMS-1500 data into your next batch for export. When you are ready to export the current batch electronically, you will click on the Electronic Filing menu item, as shown to follow: To check how many CMS-1500 forms are included in your next export batch, click on the Current Batch Count option. Here is an example of what to expect: ` Page 56 Massage Office Professional 2014

59 Now to create an Export batch file, click on Export CMS Batch(under the Electronic Billing menu item) and you will see the text file that was created. This.txt file is the one you can upload to file the CMS-1500(s) electronically. You will want to make note that these CMS Batch files are saved under the C:\Massage Office Professional 2014\CMS Batch Exports folder. When you open one of the CMS-1500 forms (from the Maintain Events window), this date will match up with the Last export date shown on the specific CMS-1500 forms that were included with the batch file. The Last export date shows you when a CMS-1500 form data was included for export. Massage Office Professional 2014 Page 57

60 Understanding the Payment Types and receiving payments from clients Invoice payments can be received from clients using more than one payment type. In this way, should a client want to pay cash for part of their invoice (and then use a credit card for the balance), you can readily accommodate them. Cash: These client payments are fast and easy to handle. Just make sure Cash is selected as the payment type and click on the Quick Pay button. Check: Payments received via check. This Payment Type will appear in the Payment History and the invoice will now be moved into the Paid status. Credit Card: When your client chooses to pay by credit card. Promotion: When your client pays using a promotional item, like a gift certificate. Insurance: Payments being applied from insurance companies (see example below). Other: Use to track any other payment types you wish. You can also accept less than the Amount Due as full payment, as seems to happen when receiving insurance payments at times. To handle those transactions, click under the Apply column and type in the amount you are accepting as payment in full (PIF). Next, click under the PIF column and select Y for yes. Do this for any/all line items on this invoice, check that the adjusted totals are correct, and then click on Quick Pay. You will note that the Balance Due should be zeroed out for that invoice. Below is an example screen shot: Page 58 Massage Office Professional 2014

61 Once an invoice has been paid, the invoice number moves into the Paid area. NEW feature. Just click into the text box and type any notes you have related to this invoice. Print out an invoice receipt. Once full payment has been made, a few changes occur with the invoice. Notice that changes have been made to the columns: Paid amounts and PIF = Y Cancelling payments Invoice payments can be cancelled if need be, and in fact must be if you need to Void Billing. Each payment made is treated as a separate item (in the case of partial payments being made) and as such when you cancel payments, be sure to view your Pay History tab to be sure the correct item is being cancelled. When you click the Cancel Payment button, this will automatically put the invoice in the Billed state and also display the amount now owed by the client in the Balance Due box. The payment will be removed from the Pay History tab and now be ready for the payment to be handled at a later time or voided if need be. If you need to void an invoice, first cancel any payments made, then you will see the Void Billing button become active. Click the button and you should see a window like this one: Massage Office Professional 2014 Page 59

62 Working with Promotions Massage Office Professional 2014 contains a module to help you handle promotional items, both selling and redeeming items like gift certificates. To access the Promotions module, select the Open menu, and then select Promotions. Note the following window where you control the promotions information. Listing of Promotions created Need to include the title of this new promotion Here you can select a starting number and face value of each promotion. Decide whether the promotion is a one time event or is for multiple uses e Add new items, as well as view and manage those promotional items and their attributes. Each item can be entered and then edited until the promotional item has been used in billing. Once the item has been linked to a billing invoice, you will notice the entry is grayed out and no longer available for edit. This is used to protect income data integrity within the database. Promotional items can be added to an invoice (click Add Items); look under the Products listing. We suggest that you leave the Unit price at $0. This still allows you to record the payment receipt, and also provides means of creating an Account Credit amount for a client. When redeeming a gift certificate, you will create a session and/or invoice as you would normally and process that item using a Promotion payment type on the invoice. By using the Promotion payment type, you can filter out these transactions to prevent double counting the income when the item is redeemed. (See example to follow). Page 60 Massage Office Professional 2014

63 Select Promotion as the Payment Type You should see the amount of the gift certificate being redeemed here. Massage Office Professional 2014 Page 61

64 Handling credit balances for a client In Massage Office Professional 2014, credit balances can be created for a given client and tracked for each client separately. One possible application is when a client purchases a multiuse package. Upon sale of the package, a credit balance can be established. As sessions are finalized and invoices produced, you can Apply Credits against an invoice, deducting from the Account Balance Credit. To follow is an example: Select the client from Maintain Clients and click on the Billing button Now, click on the New button to create a new invoice record. You will see a new invoice number shows up in the white box for Unbilled (top left area of window above). Next, click on the Add Items button. Choose the promotion item (under Products list) you desire, e.g. 4 pk. Leave the unit price at $0 and press Save. Click under the Apply column and enter in the dollar amount of the amount to be paid for the multi-use package (e.g., $240.00). Then choose the correct payment type and click Quick Pay. To apply a credit to another invoice, first create the invoice for the service and/or product. Once that invoice is on the billing window, you can see the Account Credit amount available. To apply a credit amount, next click the Apply Credit button. When you press button, the total amount Due will automatically be filled in under the Apply column. You will also see the Total amount (incl. sales tax) deducted from the Account Credit amount. To apply the credit, now click on the Quick Pay button to finish the process. This invoice will now be moved to the Paid tab. In the Payment History area, your will see how the invoice payment method was used; in this case the Pay Type will show Credit. Page 62 Massage Office Professional 2014

65 Working with Reports Start Creating Easy Reports From the main menu, click Open Reports, and then Easy Reports. Or click the third button in the button row at the top of the main window. We certainly understand that creating and printing reports is often one of the most utilized features of any software program. MOPRO 2014 comes with an arrangement of useful, effective reports available for you to first preview (just click the button when ready); and then later you can print, when needed. And look for the Quick Filter option when you need just specific information, rather than your entire practice. Very simple and just plain helpful! Massage Office Professional 2014 Page 63

66 In Massage Office Professional 2014, you can also access certain reports through the short cut button or through the menus. The short cut button will allow you to generate Quick Reports, and accessing through the menu will allow you to customize the reports. To preview Quick Reports using the short-cut button If you are on a window (such as the Maintain Clients window) that has a Quick Report associated with it, a Print button will be located on the bottom right of each window to generate the Quick Report (such as the Client Quick Report). Simply click on this button and the following example should appear: From the preview page, you can print the report using the printer icons at the top of the page. Page 64 Massage Office Professional 2014

67 To Access and Customize More Reports Creating Advanced Reports From the main menu, click Open, Reports, and then Advanced Reports. You will see a tree list of reports and categories that are available: Select your report from this list. You can double-click a category to display the report options, or click on the plus sign next to the category. Once you have a report selected, you can choose to Design, Preview, or Run the report. You can also choose Query Options to create filter criteria giving you more direct control over what is included in your report, and specify the sort order of the items in the report, as well: Massage Office Professional 2014 Page 65

68 In this example, the report selected is the Client List. Using Query Options, a filter is set up so that only clients with the city of Dallas in their address (Client City field) will be included. The query options are stored, so the next time you access this report they will be in place. Important: If you select the Sorts tab under the Query Options, you will be able to specify how the report is sorted. For most reports, there are defaults settings that have the data already sorted. Here is another example of using the Query Options: Choose the fields you want to filter the report on by clicking on the down arrow button and Each report will be preset with default sorting already done. You can change these by clicking here. In this example, the Client Mailing Labels report will be sorted by the client s zip code, then by the client s last name. Page 66 Massage Office Professional 2014

69 Client Quick Report (shown above) is one of the more commonly used reports. This report provides a comprehensive listing of a client s information. As with all reports in Massage Office Professional 2014, you want to preview the report prior to printing. Massage Office Professional 2014 Page 67

70 Shown above is the Client Mailing Labels report. Use this for producing quick and easy labels for a variety of uses, including all of your mailings. Page 68 Massage Office Professional 2014

71 Shown above is the Expense by Type report. Use the Open Reports Advanced Reports to gain access to this report, as well as others. Massage Office Professional 2014 Page 69

72 Above we have the Product List report. For larger operations, helps to keep in touch with inventory requirements and provide information on product pricing and sales. Page 70 Massage Office Professional 2014

73 Above is the Service List report. Can be used as a quick price list reference for all your services. This can be particularly useful when running a special promotion or an offer that you make to a select group (employees of a large company, association members, etc.).you can perhaps add service items that reflect a discount, tip (gratuity), or others when creating invoices. Massage Office Professional 2014 Page 71

74 Above is a sample of an Avery Post Card template in the report generator. All of the text and images can be changed by choosing the post card from the reports list and clicking the Design button. This opens the report designer and allows you to edit the template, and change the verbiage to fit your particular business. You will need to remove the text provided now as an example. Each post card is automatically addressed and personalized. Page 72 Massage Office Professional 2014

75 Chapter Three: Appointments scheduler This chapter will provide you with the knowledge you need to begin using the Appointments scheduler. More specific instructions are provided within. Basics of using the application are discussed, including how to access the application, how to use the menus and what conventions are used throughout the application. Massage Office Professional 2014 Page 73

76 Using Appointments Included with Massage Office Professional 2014 is the appointments scheduling module that allows you to schedule your sessions. It can handle multiple offices, and each office can have multiple stations. The Appointments scheduler is merely a different view of the Maintain Sessions screen. For this reason, you may only work with one interface at a time. And any changes through one will be reflected in the other. To start the Appointments scheduler Select Appointments from the menu. Or click the second button in the button row at the top of the main window. The following window will be displayed. Notice that the toolbar has a number of ways to view and use the scheduler. Schedule will default to your Preferred office Shows date for view View one week at a time View one day at a time: Task View View an entire month at a time Click here to change the time display along the side border. Activates Therapist color code column View one day at a time Click Print button for schedule as shown on the window. Page 74 Massage Office Professional 2014

77 Once you double-click on a time to set an appointment, the Maintain Appointments window will appear. You will notice that it looks almost identical to the Maintain Sessions window: Fill in the details for the appointment, and click the Save button near the top right of this window. Refer to the following table for details on each field. Field or Button Field (Button) Information * Scheduled for Date of the session; automatically filled in (or select from calendar) * Start Time Starting time of the session; automatically filled in (or use the arrow keys to change the time) * Length Length of the session in minutes * Client Select the client from the list box * Therapist Select the therapist from list box * Station Automatically filled in (or select from list box to change) Services 0 Save Save the session. Undo Finalize Session Recurring Create Invoice SOAP Notes Special Instructions Services the session included. To add a service, click on the service from the Available box. To delete a service, click the service from the Selected box. Undo any changes made to record (since it was last saved). Click this button to finalize the session once the session is complete. Once the session is finalized, it can be viewed, but not changed. Each session can be finalized only once. Click here to setup this appointment for future dates as well. Click this button to finalize the session once the session is complete. Once the session is finalized, it can be viewed, but not changed. Clicking this button will also bring up the Billing window for this session. Click this button to access the SOAP notes for a specific session. Add any special instructions for the session here. Massage Office Professional 2014 Page 75

78 Handling Recurring Appointments Once you have an appointment saved, you can then create future appointments based on that same information. Open the appointment you wish to use and press the Recurring button Your first step would be to choose whether this will be a Daily, Weekly, or Monthly recurrence. This window above reflects what you see when selecting the Daily interval. With this option, you also must determine how often the appointment will occur (every 1 day, 3 days, etc.). To follow is the window that is provided when selecting the Weekly option. Here you will choose which day of the week to make the appointment, and also how often (in weeks). Notice at the bottom of each window you will be asked to choose a Start date. And you will also need to click the drop-down arrow to select the number of occurrences you want this recurring appointment to be created for. The maximum allowed is 12 occurrences. Page 76 Massage Office Professional 2014

79 Chapter Four: Expense Tracker This chapter will provide you with the knowledge you need to begin using Expense Tracker feature. More specific instructions are provided within. Basics of using the application are discussed, including how to access the application, how to use the menus and what conventions are used throughout the application. Massage Office Professional 2014 Page 77

80 Using Expense Tracker Our new Expense Tracker module provides a simple to use, very flexible means to track your business expenses. Click on the Expenses button, or select Open Expense Tracker from the menu and display a window similar to the following example: For the most part, you should find everything you need to track business expenses right here on one window. The Expense Tracker window allows you to easily add in New expense records to your database, as well as manage previous records. Click New to create an expense transaction and you will see the Expense Information fields become active to allow you to enter. As always, fields highlighted in yellow background are required before the record will Save. Page 78 Massage Office Professional 2014

81 As you are entering or editing an expense record, you will select the Expense Category by clicking the drop-down arrow. Note the<quick Add> option, which allows you to add a new category on the spot. You can add new Expense Payment types when needed, then those will be available to select from when managing expenses. As well, you can click on Maintain Types to access the Expense Category Types and the Expense Payment Types. And then when you need a hardcopy, you can click on the Print button to produce a report like the one shown here on the right Massage Office Professional 2014 Page 79

82 Chapter Five: SuperScript Word Processor This chapter will provide you with the knowledge you need to begin using SuperScript word processor. More specific instructions are provided within. Basics of using the application are discussed, including how to access the application, how to use the menus and what conventions are used throughout the application. Page 80 Massage Office Professional 2014

83 Using SuperScript Included with Massage Office Professional 2014 is this word processing program that allows you to produce letters and other documents. To start using SuperScript From the main menu, click Word Processing, and then you will see SuperScript open. The following window will be displayed. You begin with a blank page ready for you to type a letter or whatever you need. Notice that the toolbar has a number of functions to use. The program includes a spell-checker, data merge capabilities, and more. Toolbars provide quick access to many features. To create a new document To open existing document On the File menu, click New. Note: the first time you use SuperScript, you will need to point folder location to C:\Massage Office Professional2014\Templates\Superscript. Once this path as been established, SuperScript will default here, making it easy to find your files. On the File menu, click Open. In the Look in box, double-click the drive or folder that contains the document you want to open. Massage Office Professional 2014 Page 81

84 Saving changes to a document Click on the document name you want, and then click Open. On the File menu, click Save. The document will be saved. Note: If this is the first time a new document is saved, you will need to type a name for the document in the File name box. You can use long, descriptive file names if you like. To save the document in a different folder or with a different name, click Save As on the File menu instead of Save. Then select a location in the folder list (if desired), and type a new name in File Name (if desired). To set page margins On the File menu, click Page Layout. Then enter new values under Margin. Use for changes to i Page 82 Massage Office Professional 2014

85 To print a document On the File menu, click Print You will be able to choose what part of the document to print Allows you to print all pages or only certain page ranges Choose number of copies needed To change printer and printing options On the File menu, click Printer Setup. To change printers, select a different printer from the dropdown list in Name. Change printer settings from here. Select printer from here Determines page orientation Massage Office Professional 2014 Page 83

86 To see how your document will look before you print it On the File menu, click Print Preview. In Print Preview, you can click Edit to return to the previous view. To exit SuperScript On the File menu, click Exit. You can then go back and use Massage Office Professional. To undo your last action On the Edit menu, click Undo. To remove text Select the text you want to delete. To remove text so that you can place it in another part of the document, click Edit, and then click Cut. Or, to remove text entirely from the document, press DELETE. When you want to delete all text in a document, you can select all text at once by clicking Edit, and then clicking Select All. To remove an entire row from an existing table, click Table, and then click Delete Cells. On the dialog box that appears, select Delete Rows, and then click on OK. Note: You can undo a deletion by clicking Edit, and then clicking Undo. Page 84 Massage Office Professional 2014

87 To search for text In the document, click where you want to start searching. On the Other menu, click Search. In Locate, enter the text you want to search for, and then click OK. Note: You can also search and replace text by clicking Other and then clicking Replace. If this box is checked, SuperScript finds only text with the specified capitalization. (For example, if you search for "Tree," Editor will not return as valid "tree" or "TREE"). Using Spell Checker On the Other menu, click Spell Check. Click here to ignore spelling suggestion Select to add the highlighted word to the dictionary Make any necessary changes here. Massage Office Professional 2014 Page 85

88 Use Select All to change entire document You can make changes to the entire document, for example the font, at once. To do this, click the Edit menu and then click Select All. This will highlight the entire document for change. To Set Document Views Click on the View menu as shown. Shows view of entire page Displays page ruler Provides view of toolbar Indicates document control characters You can "zoom in" to get a close-up view of your document or "zoom out" to see more of the page at a reduced size Page 86 Massage Office Professional 2014

89 Inserting Fields, Objects, Tables, etc. into your document Click on the Insert menu to open the window displayed below. Select the type of function you want to insert into your document. Sets page break at the place you designate Allows Insert you an to existing merge an picture existing file table (e.g., field *.bmp, into your jpg, document. etc.) These are great for creating custom Mail Merge documents. Massage Office Professional 2014 Page 87

90 To use Merge Fields in your document Using merge fields in your documents allows you to write one document and include all the records in your database. First, enter the field to be used. To enter the field, from the Mail Merge menu, select Step 1 - Insert Merge Field, and then select your field (example: Client Fields->Client s City). Next, enter your criteria to be used for merging. To enter criteria, from the Mail Merge menu, select Step 2 Specify Merge Criteria. In this example, clients living in the city Chicago are included. You generate the document with the menu option Mail Merge - Step 3 Generate Merged Document. Merge fields are useful with form letters and other such correspondence. Page 88 Massage Office Professional 2014

91 Making changes to Character Formats (Fonts) Highlight the text you want to format Click on the Font menu and select option. Change fonts for selected text using any available by Windows Choose color of selected text Massage Office Professional 2014 Page 89

92 To change paragraph formats Click anywhere in the paragraph you want to format. Click on the Paragraph menu and select option. Choose paragraph alignment and spacing Choose paragraph indentation Page 90 Massage Office Professional 2014

93 To change table formats Click within the table you wish to format. On the Table menu, select your option. To set the borders and/or grid lines of your table, from the Table menu, select Cell Border. Width of frame lines. Allows control of how far away the text is from the frame lines Window Controls On the Window menu, choose the type of window control you desire. This menu will also display which documents are currently open. Help options Click on the Help menu, then Contents to open the User Guide. Click on the Help menu, then About to open the System Information window. This is where to find the version number you are currently working with. Massage Office Professional 2014 Page 91

94 Chapter Six: Personal Address Book Massage Office Professional 2014 includes a Personal Address Book for keeping information you may not want mingled in with your clients, therapists, etc. Using the Personal Address Book, you can keep all of your personal contact information in Massage Office Professional, find the information quickly, and view it in a way that makes sense to you. Page 92 Massage Office Professional 2014

95 Using the Personal Address Book The Personal Address Book is the perfect place to store contact information that doesn t fit into the other categories provided by Massage Office Professional Note that updates you make to a person on another Massage Office Professional 2014 window (such as the Maintain Clients window) will not be reflected in the Personal Address Book for that person. Similarly, if you update a client in the Personal Address Book, you will not see those updates on the Maintain Clients window. This is really meant to be a separate database. To enter a contact into the Personal Address Book 1. From the main menu, click Open, and then click on Personal Address Book. 2. The following window will be displayed. Click the New button and enter the appropriate information in the text fields. You must fill in the shaded fields. Entering data in the white fields is optional. Refer to the following table for more information. Massage Office Professional 2014 Page 93

96 Text Field Text Field Information * First Name This name can be up to 20 characters Middle Initial Holds one character * Last Name This name can be up to 30 characters * Business The business name can be up to 50 characters Address Line 1 Address Line 2 City State Zip Code Birth date (DOB) Male/Female Married/Single Phone Numbers and Primary Phone Extension Category Tab Custom/Notes This area of the window is for the contact s mailing address. Each line of the street address can hold 50 characters. City where the contact lives: 30 Characters State where the contact lives: 2 Characters, chosen from the list box Contact s Zip Code Contact s birth date: MM/DD/YYYY formatted field Select male or female for this contact Select married or single for this contact This area of the window is for entering phone numbers for this contact. The contact can have up to four phone numbers, one for various Phone Number Types. Phone Number Types can be selected from the list box provided, and a new type can be added via the Maintain Phone Types window. Phone number for the contact: (###) ###-#### formatted field. Extension address for the contact, up to 100 characters each. Click on the button to send an to the contact. What category this contact falls into. You can select from the drop-down box or add another category. User-definable fields which allow you to store information you deem valuable in managing your contact database Place to store important information regarding this contact that you can see at a quick glance: 2000 characters 3. When all information has been entered, click the Save button on the right side of this window. You will see this new contact appear in the list box on the left of the window. 4. To undo changes that have been made since the last save, click the Undo button on the right side of this window. 5. If you want to create another contact record, simply click the New button again and you will have a blank window to do so. 6. Note that the search function works the same way it does on the Maintain Clients window. Page 94 Massage Office Professional 2014

97 Chapter Seven: Using File Utilities This chapter will provide you with the information you need to manage certain company data, along with maintaining the Massage Office Professional 2014 database. Ensuring that you are preserving your database (by performing data backups on regular basis) can certainly provide much relief for you later should a system failure render your computer(s) useless. We encourage you to be diligent in keeping your hard work safe, because you can always reinstall your software! Massage Office Professional 2014 Page 95

98 To Backup your Massage Office Professional 2014 database Backing up your database is a very important activity for you to do on a regular basis. While this is a quite simple task to do, but it is often overlooked or forgotten. Island Software Company encourages you to back up your database often, preferably to a recordable compact disc, USB flash or jump drive, or a file folder that is stored in a secure location. The USB jump drives are available at our website where you can go to order the 8GB jump drive. These really work great for backup and restore functions. To back up your database follow these steps: From the main menu, click File, Utilities, then Run a database backup now. The following box will appear: File location browse button Click the browse button (recommended) to point to the correct drive/folder you wish to save the backup file to. Next, click the Begin Backup button. Massage Office Professional 2014 will then create a backup for you to the designated drive. During backup, you will see a progress bar like this: DO NOT click or close anything until you see the Backup complete message. Should you wish to cancel the backup, then you can click Abort Backup. Page 96 Massage Office Professional 2014

99 To Restore your Massage Office Professional 2014 Database from Backup This is a simple procedure and only takes about a minute. From the main menu, click File, Utilities, and click Browse for backup to restore. Now you can navigate to the drive or folder where you stored your database backup (usually looking under Computer is a good place to start). Once you find the proper drive, just check the box to restore the desired backup file from the list and click Restore. You will then be asked to type in Yes to authorize the restore command. To Compact your Massage Office Professional 2014 database Repeated additions and deletions to the database can sometimes degrade performance over a long time. To correct this, the database can be periodically compacted. From the main menu, click File, Utilities, and then click Run compact/repair on the database. Massage Office Professional 2014 Page 97

100 Setting your Application Login A helpful feature with MOPRO 2014 is the option to establish a login password for your software. From the main menu, click File, Utilities, and click Set Application Login. Next you will see the following window where you enter the login information. When creating this new application login, you can use anything you like for the User Name and Password: Click OK and you should see a Finished window like the above to the right. Click OK again to close the window. Once that is set, when launching Massage Office Professional 2014 the user will need to enter the User Name and Password before the software will open. Page 98 Massage Office Professional 2014

101 In the future, should you want to modify your user name and/or password, that is something easily taken care of. From the main menu, click File, Utilities, and click Set Application Login. You should see a window like the one above requesting your existing information. Next you can enter in the new login information, as requested and make your changes! Massage Office Professional 2014 Page 99

102 Changing your Company Invoice Logo Quick and easy to swap out the invoice logo with any.jpeg,.jpg,.png, or.bmp picture file that you want to use. From the main menu, select File Utilities Change Invoice Logo. Next, the Select Picture file for logo window will pop up and you just navigate to the right spot and choose the picture file you want to use. Once you have selected the file, you should see the confirmation message. Page 100 Massage Office Professional 2014

103 Chapter Eight: Marketing and Business Organizational Templates Within this chapter you will discover methods and techniques you can employ, teamed with Massage Office Professional 2014, to help build your business. Armed with the templates provided and suggestions on how to immediately put them to work, you can begin getting the most out of your investment. Detailed instructions are provided for utilizing the different templates and ideas on how to get started. Massage Office Professional 2014 Page 101

104 Marketing Overview Massage Office Professional 2014 is designed to help you keep track of your clients and other aspects of your healthcare practice. While this is vital, all the tracking tools in the world won't help you if you have nothing to keep track of! With that in mind, we have included these marketing and business organizational templates that can be used in conjunction with your Massage Office Professional 2014 database to help generate clients and to provide the highest level of service to those clients. These template files are available in two formats, SSE and DOC. The SSE format is used with the SuperScript included with Massage Office Professional The DOC format is for use with Microsoft Word (2003 or later). While both formats will generate similar results, if you have Microsoft Word we recommend that you use the DOC templates provided. You will find it easier to add or change artwork and reformat the template. Microsoft Word also has many advanced features not found in the SuperScript. The most important part of having the templates is USING them on a regular basis to increase your business. Many of the templates, like the appointment book pages, are available in office supply stores or in personal organizers. The problem with these is that they are someone else's idea of what you need. Our templates give you proven, professional forms that you can customize. Change them to suit your business and schedule. Having them available right on your computer also makes them less costly because you print only what you need - no more, no less. This chapter is divided into two sections: (1) SuperScript format and (2) Microsoft Word format. The following pages contain examples of the templates and the file name needed to access them. We encourage you take some time to browse through the templates and understand how each of them can benefit your practice. In addition to the suggested uses, let your imagination be your guide as to how (with a little creative editing) you might use these templates. Remember: these templates are just our ideas. And they have been used successfully for years in a Day Spa and many, many private practices. Now make them yours. Add color, change the artwork, or even put your logo on them. We genuinely hope that you will use them in your practice and watch your client base grow! Page 102 Massage Office Professional 2014

105 Using the Marketing and Business Templates From the main toolbar Click Marketing from the menu bar, and then move your mouse over Templates. Now choose the template format you wish to work with. Clicking any of the available formats will open a Look In dialog box that contains the pre-designed templates in that format. From within SuperScript From the main menu in the SuperScript editor, click File Open Template. Choose the template you wish to edit or print and double-click to open Or from the main menu in the SuperScript editor, click File Open. From there, go to the directory C:\Massage Office Professional 2014\Templates\SuperScript. Just double-click on any of the template forms to bring it up on window. From within Microsoft Word From the main menu in the Microsoft Word, click File Open. Then: 1. Navigate to folder that you installed Healthcare Office (default is C:\Massage Office Professional 2014). 2. Double-click on the Templates folder. 3. Double-click the on the Word folder. 4. Double-click on any of the template forms to bring it up on window. These files are also stored on your Massage Office Professional CD. You can retrieve those files at any time and copy them to your hard drive. Massage Office Professional 2014 Page 103

106 Chapter Nine: A few more items Important Updates to Massage Office Professional 2014 With Massage Office Professional 2014, software updates are available via the internet. On occasion, our programming staff will release updates to the software which are designed to enhance the product and resolve minor issues. To follow are instructions on obtaining these updates. First, it is important that your Massage Office Professional 2014 program be CLOSED during the update process. (You might want to press the Alt, Ctrl and Del keys together to open the Windows Task Manager and verify that Massage Office Professional 2014 is closed, prior to running the update.) Another option would be to reboot your computer before launching the update. Next, make sure you are connected to the internet and then try this: 1) Click your Start button, 2) Choose All Programs, 3) Massage Office Professional 2014, and then 4) click on Check for Updates. This should launch the update program and step you through the update wizard. Click Next to continue through the menus and once the update has completed successfully, you should be ready to use Massage Office Professional Page 104 Massage Office Professional 2014