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.
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.
Anatomical
If you want to copy these treatment notes to another session date, just click here on Copy.
Click on the caption words to bring up an Edit window. Change it to whatever you like!
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
.
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:
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!
Place your text box somewhere now empty.
Click the “refresh” button to bring up details and total for any date range you like.
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.
Click on the Print button to produce a report like the example displayed below:
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:
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 2014. 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.
Here is a list of invoices for the selected client. Note the invoice status – in this case, an Unbilled invoice.
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
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.
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:
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.
Products List (includes Promotions)
Services List The Added Items List box displays those items chosen to be included in invoice.
If needed, you can “Quick Add” a service item by clicking here.
Click into the Unit Price box to enter the pricing.
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 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.
Issue Credit (left side) 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.
Apply Credit (middle) Click here when a applying a credit that a client has with you.
Post Billing (right side) 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.
Void Billing (right side) 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.
Create CMS-1500 (right side) Click to create a CMS-1500 insurance form using the information from the invoice being viewed.
Process Card (right side) Launches the XCharge credit card processing option.
Quick Pay (bottom right) 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.
Cancel Payment (bottom left) Click this button to cancel a payment. This is only active if the current invoice is Paid. This moves the invoice back to Billed.
Print Invoice (bottom left) Click this button to print a receipt for this invoice. This is only active if the current invoice is Paid or Posted to Billing.
*Required fields
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.
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.
You always have the option to edit or delete a CMS-1500 form that you had saved previously.
Date of this form
Historical Dates of insurance forms created
Insurance Carrier info
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.
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:
` Click here to include
this CMS-1500 data into your next batch for export.
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.
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:
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:
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
NEW feature. Just click into the text box and type any notes you have related to this invoice.
NEW feature. Just click into the text box and type any notes you have related to this invoice.