CHAPTER ONE: GETTING STARTED...

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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 e-mail at [email protected].

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.

2003-2014 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.

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Trademarks

Massage Office Professional 2014, QuickAdd, CoolCombo.ocx, CoolButton.ocx, and CurrencyBox.ocx are registered trademarks of Island Software Company.

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Chapter One: Getting Started

In this chapter you will find the information you need to begin using

Massage Office Professional 2014. 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

877-384-0295 for more information about this service.

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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 2014.

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 2014. 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 2014.

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 2014.

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:

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Now follow the instructions on the window to install Massage Office Professional 2014. 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 emailed 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 2014.

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 2014.

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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).

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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 2014.

2. Go to http://www.islandsoftwareco.com 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, e-mail 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.

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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 e-mail from

[email protected] with the name and license key.

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A pop-up window will appear and ask for your Name and Key code. Enter them exactly as they appeared on your e-mail 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.

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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 2014. 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,

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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.

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.

Click here to move back to your own database.

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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:

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.

Open the User Guide from this button.

Click here for quick access to our website support page. Short cut buttons allow

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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 Closes down Massage Office Professional 2014.



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)

Exit

Maintain 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.



People Services Products Suppliers Units Stations Offices States



Types

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CMS-1500 Insurance carriers

Appointments Allows the user direct access to the Scheduling area.

Open 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. Condition Advisor



Reports Easy Reports Advanced Reports Expense Tracker Gift Certificates Promotions

Personal Address Book

Marketing Allows user direct access to the marketing templates in three

different file formats.



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Menu Functionality Description Sub-Menu Items

Word Processing Provides access to SuperScript word processor

SuperScript

Electronic Filing Allows user to keep track of CMS forms that are to be exported. Also creates a text file for export.

Current Batch Count Export CMS Batch

Display Provides means to hide/unhide

the tool and scroll bars provided with certain display windows.

Allows user to shrink the window to fit the current frame



Hide

Hide… MOPRO tool bar Hide… MOPRO status bar Hide… MOPRO Scheduler tool bar Hide… MOPRO Scheduler scroll bars Hide… ALL

Shrink main window to fit

Window 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.



Display Default Cascade Tile horizontally Tile vertically Center

Help Provides the user with version

information, and offers the User Guides as quick reference materials

Links to support resources are also available.

“Learning” Database “Production” Database

Allows user to utilize the learning database for training purposes. When in Learning Database, takes user back to their own primary database.

Notes about the menu:

Menu items that contain a further set of options are denoted with a



.

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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

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Initial Setup

To get started using Massage Office Professional 2014, you will need to enter your initial set-up 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:

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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).

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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:

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):

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.

Cool Combo field®

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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.

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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.

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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.

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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.

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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

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Massage Office Professional 2014 Windows/Fields CMS-1500 Line Numbers Maintain PeopleClients

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

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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.

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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 City where the Office is located: 30 Characters

State State where the Office is located: 2 Characters can be typed or

chosen from the list box provided.

Zip Code (Postal Code) Office zip code or postal code

cc Phone Numbers 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.

Primary Phone This is the main phone number for the office.

Extension 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.

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Entering Station information into Massage Office Professional 2014

1. 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

Text Field Information

Office Select the Office from the drop-down list

Name The name of the station can hold up to 30 characters

Description Description of the station; can hold up to 255 characters

Sort Order 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.

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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 2014

1. 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.

Any time you need to makes changes, first click Edit.

If you have one of the therapists leave, click here to place their record “Inactive”.

Enter your therapist’s email address and you can send them a message by clicking on the Email button.

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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 Check the box if the therapist is inactive. If this is checked, they will show up on the Inactive Therapist List.

Address Line 1 This area of the window is for the therapist’s mailing address.

Address Line 2 Each line of the street address can hold 50 characters.

City City for the therapist’s mailing address: 30 characters

State State for the therapist’s mailing address: 2 characters, chosen

from the list box

Zip Code Therapist’s Zip Code

Birth date (DOB) Therapist’s birth date: ##/##/#### formatted field

Male/Female Choose whether the therapist is male or female

Married/Single Choose whether the therapist is married or single

Business Information This area of the window is used for the therapist’s business information.

SSN Therapist’s SSN

License Therapist’s license number

Outcall Indicates if the therapist is available for outcall work: Y or N

NPI # Therapist NPI: Must be 10 numeric characters

Color Code Each Therapist can be assigned a color, which then can be

displayed on the Appointment scheduler as a band next to each session.

Custom/Notes 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 Email 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.

Primary Phone This is the main phone number for the therapist.

Extension Extension, up to 5 characters

Email Email address for the therapist, up to 100 characters each. Click

on the Email button to send an email 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.

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Working with Services

To enter a service into Massage Office Professional 2014

1. 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.

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.

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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 2014. 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.

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Working with Products

To enter a product into Massage Office Professional 2014

1. 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.

Text Field Text Field Information

List box shows the

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* Product name This product name can be up to 30 characters

Description The product description can hold 255 characters

Product Code The code that you use for this product

CPT4 The CPT4 code for this product, if any is relevant

Inventory Information

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 How many you currently have on-hand

Reorder Quantity Program prompt appears when QOH reaches this quantity

Supplier The supplier for this product

Details Displays the details for that supplier (address, phone number, sales rep., etc.)

*Required fields.

$ Currency fields.

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

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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 2014

1. 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.

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Working with Clients

To enter a client into Massage Office Professional 2014

1. 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

Click Attached Documents button to bring up folder Client search function Designate up to four user-defined fields to track data for this client

It is from this tab that insurance information is auto-filled into the CMS-1500 forms.

Auto search box

Click on Email button send an email to that address

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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 Indicates whether you consider the client active or not

Address Line 1 This area of the window is for the client’s mailing address.

Address Line 2 Each line of the street address can hold 50 characters.

City City where the client lives: 30 Characters

State State where the client lives: 2 Characters, chosen from the list

box

Zip Code (Postal Code) Client’s Zip Code or Postal Code

Do Not Mail Check the box if the client does not want mail

Birth date (DOB) Client’s birth date; click on the arrow to bring up calendar.

Male/Female Select gender for this client

Married/Single Select married or single for this client

cc Phone Numbers and Email 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 Phone number for the client. Note the checkboxes should the client does not want calls/faxes.

Extension Extension, up to 5 characters

Email Email address for the client, up to 100 characters. Clicking on the Email button will enable you to send an email to the client at that address.

Business Tab This area contains business information for each client.

cc Therapist Client’s primary therapist

Account Number If you use numbered accounts for your clients, enter that number here.

Another option new to MOPRO is

the ability to select conditions for

each client.

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Employed, Full-time Student, Part-Time Student

Checkboxes for whether these apply to your client

Employer Client’s employer: 50 characters maximum

Tax Exempt Check this box if the client has tax-exempt status for products and/or services.

Client Since Date of first visit

Referred by How the client was referred to you.

Driver’s license Client’s driver’s license number for checks

No Checks Checkbox if you are not willing to take checks from this client

Attached Documents Click this button to open the window and allow you to save different files that are specific to the Client (e.g. prescription)

Custom/Notes Tab 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 This relates directly to the Condition Advisor and up to three conditions may be selected for each client.

Insurance Tab 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).

Primary Insurance The insurance company. Choose from the list.

cc Insured Person The insured person. Choose from the list.

Client relationship to Insured Select from the list – self, spouse, child, or other

ID Number ID number of the insured person

Group Number Group number or plan number

Plan name Plan name, if there is one

* Required fields.

cc Cool Combo fields.

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

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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.

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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-1500.

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:

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.

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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 The state, chosen from the list box.

Primary Insurance The client’s Primary Insurance data (if any), is filled in automatically from the client information.

Secondary Insurance The client’s Secondary Insurance (if any), is filled in automatically from the client information.

Referring Physician Select the referring physician from the list box.

Claim Number Insurance claim number

Accept Assignment Check Yes or No

Prior Authorization Number For insurance that requires prior authorization, enter the number here.

Diagnosis Codes (ICD-9) Type in any codes needed to be filled in on the form for this event.

Use Business Name (Box 33) Check the box to have business address information fill in Box 33 on the form.

Insurance Dates Enter dates for similar events (if any), work missed (if any), and hospitalization dates (if any).

Signatures If you have signatures on file for the client, insured person, and/or therapist, you can enter the dates here.

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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:

Most likely you will have entered the services in the Maintain Services window when you setup your practice in Massage Office Professional 2014. 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.

Select the Event date

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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 Event date that the session relates to (if applicable)

Services 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.

Special Instructions Add any special instructions for the session here.

Recurring Click here to bring up the recurring appointment setup window.

Create Invoice Finalizes the session and moves information to the Billing window for processing invoices.

Finalize Session 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.

SOAP Click this button to access the SOAP notes for this session.

*Required fields.

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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.

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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 Coloring Chart; choose from a large library of images or even use your own.

If you want to copy these treatment notes to another session date, just click here on Copy.

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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

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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.

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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.

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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

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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.

CHAPTER ONE: GETTING STARTED...

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

I

M

O

P

2014 ... 4

What you need for installation ... 4

Installing Massage Office Professional 2014 ... 4

Installation Steps ... 4

Special word to our Canadian and Australian users: ... 5

Registration Steps ... 7

E

E

M

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2014 ... 11

U

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D

... 12

G

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... 13

I

S

... 17

CHAPTER TWO: MASSAGE OFFICE PROFESSIONAL 2014 FEATURES ... 21

C

S

M

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2014 ... 23

C

CMS-1500

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2014 ... 25

U

Y

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S

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... 27

W

T

... 30

W

S

... 32

W

P

... 34

W

P

... 36

W

C

... 37

Client Events ... 41

Client Sessions ... 43

S.O.A.P. Notes Module ... 45

Anatomical Coloring Chart ... 46

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A