Client Management System Help Document
Contents
Introduction...5
The Concept of Multi-Users – Important, Please Read!... 5
Data Protection Act 1998 – Important, Please Read! ... 6
Help Overview ... 7
Installing CMS ... 7
As a New Product ... 7
As an Upgrade from CMS Version 2 ... 7
Installation Details ... 8
Logging On ... 8
Overview of CMS...8
CMS Screen Flow – Please Print!... 9
Home Page... 10
Manager Home Page Tabs... 10
Therapist Home Page Tabs... 10
Reception Home Page Tabs... 11
All Users’ File Tab and CMS Utilities Tab ... 11
Print Options – File Tab ... 11
Refresh All – CMS Utilities Tab ... 11
Back Up Database – CMS Utilities Tab... 11
Restoring the Database ... 12
General Functionality... 12 Tabs ... 12 Data Entry ... 12 Date Format ... 12 Time Format... 13 Scroll Bars... 13 Find Record ... 13 Screen Refresh ... 14 Saving Data ... 14 Print Buttons ... 14 Generating Reports... 14 Help Button ... 14 Logout Button... 14 Exit CMS Button... 14
My Clients Tab...15
Overview... 15
Adding a Client ... 15
Locating a Client ... 16
Accessing a Client’s Details... 16
Adding a New Appointment ... 16
Deleting a Client ... 16
Producing a My Clients Report ... 16
Contacts Tab ...17
Overview... 17
Adding a Contact ... 17
Locating a Contact... 17
Viewing/Updating a Contact’s Details ... 17
Deleting a Contact ... 17
Producing a Contacts Report... 18
My Appointments Tab ...18
Overview... 18
Making a New Appointment... 18
Creating a New Event... 18
Changing an Appointment or Event Date/Time ... 19
Cancelling an Appointment or Event... 19
Viewing the Client Details Screen... 19
Changing the Range of Appointments/Events Displayed ... 19
Producing a Future Appointments Report... 20
Reports Tab ...20
Overview... 20 Reports ... 20 Labels ... 20 Emails... 20 Client Reports... 21 My Clients’ Details... 21 Recent Treatments... 21 No Recent Treatments ... 21 Payment Reports ... 21 My Clients’ Payments... 21 Pending Payments ... 21 Address Labels ... 21 All My Clients ... 21 Recent Treatments... 21 No Recent Treatments ... 21Special Code Selection ... 22
Emails... 22
All My Clients ... 22
Recent Treatments... 22
No Recent Treatments ... 22
Export Data... 22
Business Reports – Manager Only ... 22
Therapists’ Clients... 22
Therapists’ Payments... 22
Therapists’ Schedule... 22
All Clients’ Labels... 22
All Clients’ Email ... 22
Other Details Tab...23
Overview... 23 My Details ... 23 Adding a Logo ... 23 Consent Text... 23 Payment Terms... 23 BACS Details ... 23 Vouchers ... 24Glossary Tab ...24
Overview... 24 Locating a Term... 24Editing the Glossary... 25
Administration Tab – Manager Only...25
Overview... 25
Manage Users ... 25
Adding a New User ... 26
Modifying the Details of an Existing User... 26
Changing a Password ... 26
Deleting a User ... 26
Misc(ellaneous)... 27
Special Codes ... 27
Extra Information Label Administration ... 27
Reassign Client ... 27
Migrate Legacy Data – Only for Users of CMS V2 ... 28
VAT ... 28
Client Management Page ...29
Overview... 29
Accessing the Client Management Page ... 29
Printing Client Details ... 29
Client Details Tab ...29
Creating a Letterhead ... 29
Emailing the Client... 30
Creating a Client’s Address Label... 30
Medical History Tab ...30
Medical Diagnosis Tab...30
Creating the Doctor’s Address Label ... 31
Lifestyle Tab ...31
Appointments Tab...31
Changing an Appointment Date/Time... 31
Deleting an Appointment ... 31
Viewing Full Details of an Appointment ... 32
Client Appointment Windows ...32
Client Treatments Window... 32
Overview ... 32
Producing a Treatment Consent Form ... 33
Producing an Invoice... 33
Producing an Editable Invoice... 33
Accessing the Other Client Appointment Windows ... 34
General Medical Notes Window... 34
Overview ... 34
Adding a Note ... 34
Transferring General Medical Notes from the Previous Appointment ... 34
Seats of Pain Window... 34
Overview ... 34
Transferring Seats of Pain from the Previous Appointment ... 35
Aftercare Advice Window... 35
Overview ... 35
Adding an Aftercare Advice Note ... 35
Deleting an Aftercare Advice Note ... 35
Referring the Client to a CMS Contact ... 35
Payment Details Window... 36
Overview ... 36
Entering Payment Details... 36
Extra Information Tab ...36
Adding Supporting Documents ... 36
Quick-Start with CMS...38
Setting Up CMS as a Manager ... 38
Entering Your Clients to CMS... 38
Creating Forthcoming Appointments in CMS... 38
Entering Details of an Appointment ... 38
Reception ...39
Current Appointments Tab ...39
Overview... 39
Locating an Appointment or Event... 39
Changing an Appointment or Event Date/Time ... 39
Cancelling an Appointment or Event... 40
Changing the Range of Appointments Displayed ... 40
Viewing the Client Details Screen... 40
Producing a Future Appointments Report... 40
Create a New Client Tab...41
Overview... 41
Adding a New Client ... 41
Create a New Appointment Tab...41
Overview... 41
Creating a New Appointment... 41
Introduction
Welcome to Version 3 of the Client Management System (CMS). The purpose of this document is to explain how to make the most of the Client Management System. It will explain in detail how to use all features of the system and give you some handy tips. It is recommended that you read this document before you begin. For those of you who want to get going without delay, there is a flow chart showing the interconnectivity of the main CMS screens on page 9 and a Quick-Start guide on page 38. Please do read the sections on Multi-User and Data Protection.
The Concept of Multi-Users – Important, Please Read!
CMS has been designed specifically for the Complementary Healthcare Practitioner. It will enable you to store your clients' personal, medical, appointment and treatment details, mark seats of pain, schedule appointments, print after-care advice and receipts, run a variety of reports and perform many other functions to enable you to run your business efficiently.
CMS V3 has multi-user functionality. There are 3 roles - Manager, Therapist and Reception. Any number of users can be set up. Each user is allocated a role. Each role enables different features and functionality. The roles are summarised below:
1. Manager: Top-level, to be used by the sole trader and clinic manager(s) a. Can list, add, update and delete details of the Manager’s assigned clients. b. Can list, add, update and delete appointment details for the Manager’s assigned
clients.
c. Can run a variety of reports on the Manager’s assigned clients. d. Can run a variety of reports on the whole clinic’s database.
e. Can perform top-level administrative functions (e.g. add users and reassign clients). f. Can migrate legacy data from CMS V2 into CMS V3.
2. Therapist: To be used by non-managerial therapist(s)
a. Can list, add, update and delete details of the Therapist’s assigned clients. b. Can list, add, update and delete appointment details for the Therapist’s assigned
clients.
c. Can run a variety of reports on the Therapist’s assigned clients. 3. Reception: To be used by receptionist(s)
a. Can add new clients and assign them to a Manager or a Therapist. b. Can list, add, update and delete appointment dates and times.
Note: Clients cannot be assigned to a Reception user. Reception is a “booking-in” function only.
A default user has been set up for you. This default user has the role of Manager. The default password is CMSManager.
If you are using CMS as a sole trader, i.e. a therapist who works alone, you will have no cause to use any other role than that of Manager. Using the Manager role will ensure that you have access to full functionality. You will therefore have no need to set up any other users.
If you are the Manager of a clinic, this default user is for you too. Using the Manager’s administrative functionality, you can quickly and easily set up Therapists and Receptionists, and even other
Managers if you wish.
Due to the importance of data protection, clients are assigned to one user only. Clients’ sensitive data is never shared between users. The Manager, assuming he/she is a hands-on therapist, has his/her own clients. Every Therapist has his/her own clients too. Not even the Manager can see sensitive appointment details of any Therapists’ clients. CMS will allow the Manager to re-assign a client to another user. However it is the Manager’s responsibility to ensure that, in doing so, no aspect of data protection is breached. Should a client see more than one therapist at the clinic, a duplicate record must be set up.
Data Protection Act 1998 – Important, Please Read!
The Data Protection Act 1998 requires every data controller who is processing personal data on a computer to notify (register) unless they are exempt. If you are using CMS you are storing data digitally and so need to ensure you are compliant.
The Information Commissioner’s Office (ICO) provides a vast amount of information about data protection. Their web site is www.ico.gov.uk . It offers information from the perspective of both organisations and the general public. This is the site to go to if you have any concerns or queries about data handling. The Information Commissioner’s Office can also be contacted by telephone, Monday-Friday, on 0303 123 1113 or 01625 545745. The ICO address is:
Information Commissioner's Office Wycliffe House
Water Lane Wilmslow Cheshire SK9 5AF
The Information Commissioner’s Office controls notification. Whether or not you need to notify as a data controller depends on how you use your data. You need to find out.
The ICO provides an online self-assessment at
http://www.ico.gov.uk/for_organisations/data_protection/notification/need_to_notify.aspx . This will help you determine if you need to notify or not. If you do, the annual cost of notification is £35 (2012). Queries about notification can be emailed to the ICO at [email protected] .
Data controllers must comply with the provisions of the 1998 Act even if they are exempt from notification. There are 8 Data Protection Principles. In summary they require that data shall be:
1. fairly and lawfully processed 2. processed for limited purposes
3. adequate, relevant and not excessive 4. accurate
5. not kept longer than necessary
6. processed in accordance with the data subjects' rights 7. secure
8. not transferred to countries outside the EEA without adequate protection
Please ensure you logout from CMS when you leave your PC. You wouldn’t leave paper client records on display so take care of your digital data too!
Help Overview
The Client Management System is very easy to use but, to ensure that even the most novice user is catered for, there are 5 sources of help available:
1. This document, available from our web site at
http://www.essential-training.co.uk/productsclient.htm, from the CMS folder created as a result of the download, and from the CMSV3 folder created by the installation process.
2. This document, accessed from CMS by clicking any “Help” button.
3. Error messages, built in to guide you should you make a mistake inputting certain data. 4. In the unlikely event that options 1-3 do not enable you to resolve your query, email and
telephone support is available from Essential Training Solutions (ETS). You can contact ETS by email at [email protected] or telephone on +44(0)1604 879110.
5. Video links placed on our web site at www.essential-training.co.uk to demonstrate some features of CMS functionality. Full contact details can be found there too.
Installing CMS
As a New Product
CMS is distributed as a download. Detailed instructions covering the download procedure are provided at the time of purchase. The download procedure results in a CMS folder containing the installation files being copied to your PC. One of the files in the downloaded CMS folder is called SetupCMS.bat. To install CMS double-click on the SetupCMS.bat file.
During the installation process simply follow the clear on-screen instructions. The installation includes Access Runtime 2010. We recommend you leave these installation screens to their default settings. At the end of the installation a message will confirm that the CMS set-up has been successful. You will have an entry called Client Management System on your Start Program list and a Client
Management System icon on your desktop.
To use the software, simply click on either the Start Program entry or double-click the desktop icon. Depending upon your security settings, you may be asked to confirm that you wish to open the database. If this message shows, click “Open”. The CMS Logon screen will then be displayed. To logon for the first time select Manager from the Username drop-down menu, enter CMSManager as the default manager’s password and click the “Access CMS” button. The CMS Home page entitled “Welcome to CMS” will be displayed.
When installing on a network for multi-user access, install the database on the server using the instructions above. Links then need to be created from every networked PC to the database. As an Upgrade from CMS Version 2
Back up your CMS V2 data. Create a folder on your c: drive called CMSV2, i.e. c:\CMSV2. Copy the V2 database cms_v2.mdb to this folder so you have c:\CMSV2\cms_v2.mdb.
Install V3 as a new product and logon as the default Manager as described above.
From the CMS Home page, select the Administration tab and then the Misc(ellaneous) tab. Click the “Migrate Legacy Data” button. Click “OK” to confirm. If you receive a security warning asking you to confirm the source of the database is trustworthy, click “Open” to confirm. When your data has been transferred you will receive an “Upgrade Complete” message. Click “OK”. Your key data from V2 will now be in V3.
Please note that, depending on the file types used in V2, the logo in My Details and linked files may not be transferred successfully. Also, the seats of pain images in V3 are different and so there may be a slight mis-matching of tick boxes.
Important: You must transfer your data BEFORE you add ANY new entries. Installation Details
The CMS database is called “Client Management System V3.accdr”. During the installation a CMSV3 folder is created locally and the database is copied to it. The database can be found at:
"C:\CMSV3\Client Management System V3.accdr".
The C:\CMSV3 folder created by the installation process is also the folder to which some documents you produce in CMS (e.g. the editable invoice and the export data files) are saved.
Logging On
To logon to CMS a username and password is required. To logon, select your username from the drop-down list, enter your password and then click the “Access CMS” button. Once logged on the Home page entitled “Welcome to CMS” is displayed for Managers and Therapists. The Home page for Reception is entitled “Welcome to CMS Reception”.
Users are set up by the Manager on the Manage Users screen, accessed from the Administration tab. Once set up the usernames appear in the drop-down list.
CMS is distributed with one default Manager user:
Name Username Password Role ID
CMS Manager Manager CMSManager Manager
The name, username and password of this default user can be changed on the Manager User screen. We recommend these details, particularly the password, are changed as soon as possible.
You will notice from this screen that there is another user showing too:
Name Username Password Role ID
Administrator Admin ******** Manager
This user is set up so that should you forget your password and find yourself unable to access your data, we can instruct you how to logon using this “emergency” Admin user to reset your password. Please do not delete, overwrite or try to use this Admin user. If you do we may be unable to help you.
Overview of CMS
This section gives an overview of the system and explains common functionality that is found throughout. We recommend this section of the Help is read by all users.
CMS Screen Flow – Please Print!
The following chart shows the interconnectivity between the main screens in CMS for the Manager and Therapist. This will help you navigate the system.
New Client Management Page Tabs
(frm_ClientManagement)
Client Appointment Windows (exist for EVERY appointment)
My
Clients Contacts
My
Appoint’s Reports
Other
Details Glossary Admin (Manager Only) Client Details Medical History Medical
Diagnosis Lifestyle Appoint’s
Extra Information Client Treatments General Medical Notes Seats Of Pain Aftercare Advice Payment Details Create New Event Create A New Appointment New Client Appointment New Client Home Page Tabs (frm_Home)
Home Page
Once logged on, the CMS Home page is displayed. From the top of the Home page you will notice that it is identified as “frm_Home” for Managers and Therapists, and “frm_Reception” for Reception. The Home page shows the user’s name plus the date and time at the top right, and has standard “Help”, “Logout” and “Exit CMS” buttons just underneath (see General Functionality).
The Home page has a series of “tabs” running across the screen. The tabs shown will be determined by the user’s allocated role.
Manager Home Page Tabs
The Manager’s Home page has the following tabs:
My Clients – Lists clients assigned to that user. Clients can be added and deleted from here too. This is the point from which a client’s full record is accessed.
Contacts – Lists the clinic’s contacts. Contacts can be added, updated and deleted from here. My Appointments – Lists the user’s appointments. New appointments can be made here and
existing appointments changed or cancelled. Events can also be added, changed and cancelled here and will be listed with the appointments.
Reports – Start point to run reports, print address labels and send emails for the assigned clients. This is also the start point for the Manager’s Business Reports run on the whole clinic.
Other Details – The user’s details (e.g. name, address, accreditations, logo and payment terms) are entered, the default treatment consent form text is set, and gift vouchers can be produced from here. Glossary – CMS has a built-in reference of nearly 200 medical conditions. They are listed here. Administration – Used to add/modify users and perform top-level administrative Manager-only functions such as reassigning clients.
Therapist Home Page Tabs
The Therapist’s Home page has the following tabs:
My Clients – Lists clients assigned to that user. Clients can be added and deleted from here too. This is the point from which a client’s full record is accessed.
Contacts – Lists the clinic’s contacts. Contacts can be added, updated and deleted from here. My Appointments – Lists the user’s appointments. New appointments can be made here and
existing appointments changed or cancelled. Events can also be added, changed and cancelled here and will be listed with the appointments.
Reports – Start point to run reports, print address labels and send emails for the assigned clients. Other Details – The user’s details (e.g. name, address, accreditations, logo and payment terms) are entered, the default treatment consent form text is set, and gift vouchers can be produced from here. Glossary – CMS has a built-in reference of nearly 200 medical conditions. They are listed here.
As you can see, the Therapist does not have the Administration tab and does not have the ability to run Business Reports from the Reports tab. These are the only key differences between the role of Manager and that of Therapist.
Reception Home Page Tabs
The Reception role is purely to make appointments for Manager and Therapist users. Clients cannot be assigned to a Receptionist.
The Reception has the following tabs on the Home page:
Current Appointments – Displays all appointments and events for all Manager/Therapist users. The Reception can change and cancel appointments/events from here.
Create a New Client – Enables the Receptionist to add a new client and assign the new client to a Manager or Therapist.
Create a New Appointment – Enables the Receptionist to create a new appointment or event for any Manager or Therapist user.
Reception functionality is covered in details on page 39.
All Users’ File Tab and CMS Utilities Tab
Above all users’ Home page tabs, just described, there are two more tabs – File and CMS Utilities. These tabs offer the following functions:
Print Options – File Tab
The File tab provides 3 print options:
1. Quick Print - Select to print to the default printer using your default settings. 2. Print - Select a printer and/or make changes to your default print settings. 3. Print Preview - Perform a print preview.
These print options are mainly used for printing reports (in which data is collated for you rather than being displayed on screens with editable input areas). Most screens (that have editable input areas) have their own “Print” button and so the File tab print options are not required.
Refresh All – CMS Utilities Tab
The CMS Utilities tab has an option called “Refresh All”. This is used to refresh the data that appears on the screens. See “Refreshing the Screen” below for more details.
Back Up Database – CMS Utilities Tab
Your data is stored in a database. The CMS database is called Client Management System V3.accdr and it can be found at C:\CMSV3\Client Management System V3.accdr.
It is very important that you keep a backup (copy) of your data. The CMS Utilities tab has a “Back Up Database” option. To back up the database:
1. Click “Back Up Database”. 2. A “Save As” window will appear.
3. Select the folder you wish to save the backup file to (this will default to C:\CMSV3 but can be changed).
4. The backup file name defaults to Client Management System V3_yyyy_mm_dd.accdb, where yyyy_mm_dd is today’s date. You can change this file name if you wish.
5. Click “Save”.
6. You may need to logon again.
To ensure the safety of your data you should back up your data regularly and copy your backups to a storage location away from your hard disc drive (e.g. memory stick, CD or external hard drive) and ideally keep it in a safe place in a separate building to the working database.
Restoring the Database
You can restore CMS from any back up copy you have produced using the instructions above. To restore a database simply copy it to C:\CMSV3 and ensure it is called Client Management System V3.accdr. You should only need to restore if you accidentally delete records or if for some reason your whole working database gets deleted or becomes inaccessible.
General Functionality
Some functionality is common throughout CMS. To save repeating it, the most commonly used functionality is covered here.
Tabs
To select a tab, simply click on it. Think of the tabs as dividers in a paper file. They separate information into logical blocks, making it faster to access.
Data Entry
CMS requires you to enter data in editable areas of the screen called input fields. In the vast majority of instances the title of the input field will prompt your data entry, e.g. the Surname field requires the client’s surname. To enter or change data in an input field click the cursor in it and type in the
required data. The tab key will move your cursor from one field to the next. Input areas that show a down-arrow to the right have pre-set entries to select from. To display the menu of possible entries, you simply click on the down-arrow. The appropriate option is then selected from the list by a single-click. Not many fields are mandatory and most are free-format allowing you to enter data in any way you choose. The date and time fields are the main exceptions (see “Date Format” and “Time Format” below).
Tip: Ensure the data you enter is accurate and in the correct format. Remember that the information you enter is the information that will be displayed on the address labels, reports and print outs etc. Try to be consistent, e.g. don't enter the county as Hants on one record and Hampshire on another. Consistency will aid efficiency!
Date Format
Most date fields provide you with a calendar from which you can select the required date. Whenever you access the calendar it will default to today’s date. You can move backward/forward through the months using the little coloured left and right arrows. To select the date to be entered in the input field just click on it. You can type dates in too. This may be quicker in fields such as date of birth when the date will be many months away! Dates must be entered in the format dd/mm/yyyy. For example, if your client was born on 18th February 1957, you would enter 18/02/1957 in the date of birth field.
Time Format
All times must be entered using the 24 hour clock and in the format hh:mm. For example, an appointment that runs from 9.30 am until 2pm would have a start time of 09:30 and an end time of 14:00.
Scroll Bars
Many screens within CMS will contain more information than can be displayed on your monitor, both vertically and horizontally. For example, a list of clients will probably extend beyond that which can be displayed in one shot. CMS will automatically use scroll bars to enable you to scroll left/right or
up/down as necessary. BEWARE! In cases of vertical scrolling, such as in cases where your client list is long, when you scroll down you will lose the ability to see the tabs (e.g. Client Details, Contacts, My Appointments, Reports etc.) that run across the top of the screen. They have not gone – you just can’t see them! This can be a little disorientating at first but all you have to remember to do is to scroll back up again. Likewise, some functionality may only be accessible if you scroll to the right. Your screen resolution will affect how much information can be displayed without the need for scrolling. The higher the screen resolution, the more you will see.
Find Record
Some screens have a “Find Record” button. This button shows a pair of binoculars. When the button is clicked, the Find and Replace window is displayed. The Find and Replace window has two tabs – Find and Replace.
The Find tab is used to find a particular word or phase within the current screen. For example, on the My Clients tab, you could ask it to find clients with a particular surname. The Find tab has several fields:
Find What: Here you enter the word or phrase that you want to find on the screen you are using. Look In: Select “Current document” to ask CMS to look for your word/phrase within the whole screen that you are working on. Selecting “Current field” restricts the search to the specific input area that your cursor is in on your screen and so has little use.
Match: Select where you want CMS to look within each field. Selecting “Any Part of Field” gives the greatest chance of your word/phrase being found. So if you were searching for the name “Ward”, clients called Woodward and Wardsworth would match as well as those with the surname Ward. “Whole Field” requires the whole field to be matched (so eliminating Woodward and Wardsworth in the above example). “Start of Field” won’t look further into a field unless the start of it matches (so eliminating Woodward).
Search: Tells CMS which fields to search. “All” gives the greatest chance of your word/phrase being found. “Up” or “Down” restricts the search to fields that are located above or below the field in which your cursor is located.
Match Case: Ticking this will restrict the search to words/phrases that exactly match the data you entered in “Find What”. So if you have typed your word/phrase in capitals, it will need to be in capitals on the screen for CMS to find it. Leaving the Match Case un-ticked gives the greatest chance of a match.
Search Fields As Formatted: This field enables formatted fields (such as those with a hyphen) to be searched. You should have no need to change the default setting here.
When you have completed your search criteria, click the “Find Next” button. If CMS finds a match it will mark it (shadow it in black) on the screen. If the word/phrase appears on the screen in another place, “Find Next” will take you on to it. Keep clicking “Find Next” until you find the entry you are looking for. When CMS has found all the instances of your word/phrase, a message advising that it has finished searching the records will be displayed. The “Cancel” button can be used at any time to close the Find and Replace window.
The Find and Replace window has a Replace tab. This can be used to not only find a word/phrase but to also replace it with something else when it has been found. It has an additional field called “Replace With” in which you enter the text that you want your word/phrase (entered in “Find What”) replaced with. It works in fundamentally the same way as the Find. Once the phrase has been found and marked, clicking the “Replace” button will replace the “Find What” text with the “Replace With” text. Please note that data in some fields is protected and so, although CMS will find the matching data, it may not always be able to replace it.
Screen Refresh
Data that you enter on one screen cannot always be fed onto another automatically. For example, when you add a new client you will need to refresh the My Clients list to see the client listed. Think of a web page that frequently changes. You do not see the updates until you manually refresh the page. There is a “Refresh All” link at the top of every screen on the CMS Utilities tab. This will refresh all pages. Alternatively you can click the tab you are on again. That will refresh the current page. Saving Data
CMS will automatically save details you enter. However, we strongly recommend you click “Save” on the screens where a “Save” button is available and always use the “Save and Close” buttons on pop-up windows.
Print Buttons
Many screens will have a “Print” button. The “Print” button will tell you what its function is, e.g. “Print Medical Diagnosis”, “Print Doctors Address Label”. Reports can be printed by using the Print options on the File tab. Please note you may need to click “Refresh All” or the “Save” button before data you have just entered can be pulled through to a report for printing.
Generating Reports
There are many instances in CMS when you can create a report. A report lifts data from the system and presents it to you. When a report is generated, it is opened in a tab that sits alongside your Home page. From there you can print it using the Print options on the File tab as described above. Many reports enable you to export the data to word or excel, or even email the data. A toolbar will appear at the top of the page showing the options available.
Some reports are generated from pop-up windows. These windows are always on top of the Home page so you can see them. However, due to this, when you generate a report from a pop-up window you won’t immediately be able to see it. It will be alongside your Home page but behind the window. If you have finished with the window simply close it. If not, then the easiest action to take is to
minimise it. To minimise a window click the “-“ at its top right. This will reduce the window to a small area that you will see at the bottom left of your screen. Deal with your report and then restore the window using the “restore up” option (two little overlapping squares on its top right). The most common place for this to occur is on the Appointment windows.
Help Button
The “Help” button will open this Help document. Logout Button
The “Logout” button will log you out and return you to the CMS Logon screen. Exit CMS Button
The “Exit CMS” button will log you out and close CMS completely.
Important: To help protect the confidentiality of your data, please ensure you logoff or exit from CMS when you leave your PC.
Home Page Tabs – Manager and Therapist
We will now look at each of the Manager and Therapist’s Home page tabs in more detail. The Reception tabs are covered in the Reception section starting on page 39.
My Clients Tab
Overview
The My Clients tab lists clients assigned to the user. They are listed in alphabetical order by
surname. New clients can be added and existing deleted from here and appointments can be made too.
Each client has a row of information. The client’s name, home telephone, email and address are shown. Although some of these fields can be overtyped here it is not recommended. You should make any necessary changes only on the actual Client Details screens from which this information is derived.
This is the only point from which an existing client’s full record can be accessed.
Adding a Client
A new client can added to CMS from the My Clients tab. Clients added by a user are automatically assigned to that user. To add a new client:
1. Click the “Add New Client” button.
2. The New Client screen will be displayed.
3. Complete the New Client screen with the client’s contact details and then click the “Add new client” button on the New Client screen to confirm.
4. The Client Management page for the new client will be displayed. Notice the Client Management page sits alongside the Home page and it is identified as
“frm_ClientManagement”.
5. Like the Home page, the Client Management page has tabs. The 6 tabs on the Client Management page display the main Client Details screens. The 6 tabs are:
1. Client Details (this will display the data just entered on the New Client screen) 2. Medical History
3. Medical Diagnosis 4. Lifestyle
5. Appointments 6. Extra Information
6. These Client Details screens hold the client’s contact details, case history and appointment records.
7. When you have completed entering the client details, click the “Save and Close Window” to close the Client Management page. Please note, when adding a client you do not need to enter all the details at once. You can access to the Client Management page again at any time.
8. Click “Refresh All” on the CMS Utilities tab.
9. Your new client will be displayed on your My Clients tab.
We will look at how to complete the Client Details screens and look in detail at their functionality in the Client Management Page section (page 29).
Locating a Client
There are several ways to locate a client on the My Clients tab:
1. Use the vertical scroll bar to the right of the screen to scroll down through the client list. Clients are listed alphabetically by surname.
2. Use the “Go to this client” down menu to select the client. The “Go to this client” drop-down menu lists all clients assigned to the user in alphabetical order. When a client is selected from the list CMS will take you to the selected client’s name field.
3. Use the “Find Record” button and search for the client using the Find function. The Find Record functionality is explained in full earlier in this document.
Accessing a Client’s Details
Each client has a row of information on the My Clients tab. The client’s name, home telephone, email and address are shown. To the right of this row of details is a “View Client Details” button. This button is used to access the Client Management page (“frm_ClientManagement”) for the selected client. It is from the Client Management page that the 6 main Client Details screens are accessed.
Adding a New Appointment
The My Clients tab can be used to add a new appointment. To add a new appointment: 1. Locate the client for whom you wish to make the appointment.
2. Click the “New Appointment” button to the right of the row of details summarising the client. 3. The New Client Appointment window is displayed.
4. Enter the Date of the appointment. 5. Enter the Start Time of the appointment. 6. Enter the End Time of the appointment. 7. Enter the Treatment that is to be given. 8. Click the “Save and Close Form” button.
9. The appointment has been made and will be displayed on the My Appointments list. Appointments can also be added using the My Appointments tab and by Reception.
Deleting a Client
Clients are deleted using the My Clients screen. Deleting a client will delete all associated appointment details too. To delete a client and all associated records:
1. Locate the client to be deleted.
2. Click the rectangular box to the left of the row of client details. The box will turn black. 3. Press the delete key.
4. You will be warned that you are about to delete a record. 5. Click “Yes” to continue with the deletion or “No” to abort.
Producing a My Clients Report
The My Clients tab has a button called “My Clients Report”. This report lists the contact details of all the assigned clients. When the report extends to more than one page, you can move through the pages using the “Page” buttons at the bottom left of the report. Reports are printed using the Print options on the File tab. To close the report click the “x” the just above the top of the report to the right.
Contacts Tab
Overview
The Contacts tab lists the clinic’s contacts. It is literally an address book that is shared by the Managers and Therapists. For example, you may choose to save details of therapists of other disciplines to whom you refer clients, the stationer who provides the office supplies or even staff contact details. Contacts are shared. The Managers and Therapists can add them and delete them. Once added they can be viewed on every Managers’ and Therapists’ Contacts tab.
Although some of the fields on My Clients can be overtyped it is not recommended. You should make any necessary changes only on the actual Contact Details screens from which this information is derived.
Adding a Contact
A contact can be added to CMS from the Contacts tab. Contacts added will display on all Managers’ and Therapists’ Contacts tab. To add a new contact:
1. Click the “Add New Contact” button.
2. The New Contact window will be displayed.
3. Complete the New Contact window with the contact’s details. 4. Click the “Save and Close” button.
5. The new contact will be displayed on the Contacts list once the screen has been refreshed.
Locating a Contact
There are 2 ways to locate a contact on the Contacts tab:
1. Use the vertical scroll bar to the right of the screen to scroll down through the contact list. 2. Use the “Find Record” button and search for the contact using the Find function. The Find
Record functionality is explained in full earlier in this document.
Viewing/Updating a Contact’s Details
Each contact has a row of information on the Contacts tab. The contact’s name, company, telephone and email are shown. To the right of this row of details is a “Full Contacts Details” link. This link is used to access the Contact Details window. Here the contact’s details, as entered in the New Contact window, will be displayed. They can be viewed or updated here. Click the “Save and Close Window” button to save any changes.
Deleting a Contact
Contacts are deleted using the Contacts screen. Remember that if you delete a contact you delete the contact from all users’ Contacts’ lists not just your own! To delete a contact:
1. Locate the contact to be deleted.
2. Click in the rectangular box to the left of the row of contact’s details. It will turn black. 3. Press the delete key.
4. You will be warned that you are about to delete a record. 5. Click “Yes” to continue with the deletion or “No” to abort.
Producing a Contacts Report
The Contacts tab has a button called “Contacts Report”. This report lists the contact details of all contacts. When the report extends to more than one page, you can move through the pages using the “Page” buttons at the bottom left of the report. Reports are printed using the Print options on the File tab. To close the report click the “x” the just above the top of the report to the right.
My Appointments Tab
Overview
The My Appointments tab lists the user’s appointments and events. New appointments can be made here and existing appointments changed or cancelled. Events can be added, changed and cancelled here too.
Today’s appointments (including events) are listed by default. For each appointment the date, start time, end time, client name, treatment, telephone, and the initial outcome of the treatment (which obviously will only appear if the treatment has been completed) are displayed. For an event, “Event” will show as the Client Name and the event description will show in the Treatment field.
Tip: This screen may have two sets of scroll bars. The outer set scrolls the whole My Appointments tab left/right and up/down. The inner set scrolls the appointment details. You may need to use both sets of scroll bars to see all the details and have access to some of the buttons.
Making a New Appointment
Before you can make a new appointment from here, the client must already exist in CMS and be assigned to you. Clients are added on the My Clients tab, or added and assigned to you by Reception.
To make a new appointment:
1. Click the “New Appointment” button.
2. The Create a New Appointment window is displayed. 3. Your assigned clients are listed in the ID of the Client field.
4. Click on the down-arrow to display the clients and click on the client for whom you wish to make the new appointment.
5. Complete the Date, Start Time, End Time and Treatment fields. 6. Click the “Save and Close Form” button.
7. If the Appointment has been made for today, you may need to click the My Appointment tab for the new appointment to appear on a refreshed list.
Your new appointment will show on your Appointments lists and on Reception’s, but no other user will be able to see it, although it will appear on a Manager’s Business Report.
Creating a New Event
As well as appointments, CMS can store and list events. Events are activities that may take you out of the clinic. You may want certain events to appear on your Appointments list to remind you and Reception not to make an appointment for you during a time that you are unavailable.
1. Click the “New Event” button on the My Appointments tab. 2. The Create New Event screen will be displayed.
3. Enter the Date, Start Time, End Time and Event Description. 4. Click the “Save and Close Window” button.
Your event will show on your appointment lists and on Reception’s, but no other user will be able to see it, although it will appear on a Manager’s Business Report.
Changing an Appointment or Event Date/Time
1. Locate the appointment/event.
2. Overtype the Date, Time and End fields as appropriate. 3. Click “Refresh All”.
Cancelling an Appointment or Event
1. Locate the appointment/event to be cancelled.
2. Click the “Cancel Appointment” button to the right of the row of appointment/event details. You will need to scroll right to see this.
3. You will be warned that you are about to delete a record. 4. Click “Yes” to continue with the cancellation or “No” to abort.
Viewing the Client Details Screen
To the right of each line of appointment details, underneath the “Cancel Appointment” button, is a “View Client Details” button. You will need to scroll right to see it. This button displays the Client Details screen, showing the client’s contact details, in a window.
Remember, once a client has been added to CMS, the full Client Management page
(“frm_ClientManagement”) with its tabs offering access to all the Client Details screens is only accessible from the My Clients tab on the Home page.
Changing the Range of Appointments/Events Displayed
Although Today’s Appointments are listed on the My Appointments tab by default, you can alter this. Once you have selected the range of appointments/events you would like to view, you can change or cancel a listed appointment/event and view the Client Details screen in the same way as you can for Today’s Appointments.
• To view appointments/events falling in the next 7 days, click the “Next 7 Days Appointments” button.
• To view appointments/events falling in the next 30 days, click the “Next 30 Days Appointments” button.
• The fields in the Custom Date Range box are used to list appointments/events that fall within a date range. To use this function, enter your chosen Start Date and End Date and then click the “View Appointments” button. Appointments/events that fall within your dates will be listed. Tip: When you display appointments/events for the next 7 days, next 30 days, or using the custom range fields, the appointments/events are listed in a separate window. This window sits over the My Appointments tab showing Today’s Appointments. You will see that you can drag it about. To save confusion, close the window down by clicking the “x” in its top right corner when you have finished with it.
Producing a Future Appointments Report
You can produce a report of future appointments/events. To do this: 1. Click the “Future Appointments” button.
2. Enter how many days forward you want the list to go, e.g. if you want to see all the appointments you have booked for the next two months enter 30.
3. The report will be displayed.
4. When the report extends to more than one page, you can move through the pages using the “Page” buttons at the bottom left of the report.
5. Reports are printed using the Print options on the File Tab.
6. To close the report, click the “x” just above the top of the report to the right.
Reports Tab
Overview
The Reports tab is the start point to run reports, print address labels and generate emails for the user’s assigned clients. This is also the start point for the Manager’s Business Reports, which run on the whole clinic, encompassing all clients on the CMS database. To begin any report or function, simply click the appropriate button.
Reports
Reports are printed using the Print options on the File tab. When reports extend to more that one page, you can move to the next page using the “Page” buttons at the bottom left of the report. To close the report, click the “x” just above the top of the report to the right. Remember many reports can be exported to word or excel, or even emailed. A toolbar will appear at the top of the page showing the options available.
Labels
Address labels are formatted to Avery A4 J8161 labels or their equivalent. Address labels are printed using the Print options on the File tab. When the labels produced extend to more that one page, you can move to the next page using the “Page” buttons at the bottom left. To close a labels report, click the “x” just above the top of the report to the right.
Tip: When any label report is produced, you will see a “Word” button on the top toolbar. This takes the data from the report into Word. In Word, the clients' address details can be cut from the document and pasted into any other document. You could therefore format a document to your preferred
address label and cut/paste any client's details to any label position.
Emails
For the email function to run, you must be using a PC with email software (e.g. Outlook) and an internet connection.
When you select to send emails from the Reports tab, the Email Shot Composer is displayed. To use this screen:
• Your email (derived from the My Details screen), will show in the My Email area.
• Email addresses of the clients who match the email function you are running will appear in the Client Email Addresses area.
• To mark them, hold down the Ctrl key and click the addresses. You will see they turn black. Leave out any email addresses you do not want to send the email to, and do not include any blanks (which may be imported from clients without a saved email address).
• Enter the Email Subject.
• Enter the Email Body Text (your message).
• When you have selected your recipients and written the email click the “Send Email” button. • You may see a security message asking you to confirm that you are happy for the email to be
sent. Select “Yes”.
• A message will confirm that your email has been sent. Click “OK”.
• If you select an invalid or blank email address within the Client Email Addresses, you will get an error message. Remark your recipients and try again.
• To close the Email Shot Composer, click the “Close Window” button or click the “x” to its top right.
The Reports tab is divided into 6 areas, Client Reports, Payments, Address Labels, Emails, Export Data and Business Reports.
Client Reports
My Clients’ Details
This report shows the information held on the Client Details screen for all assigned clients. Recent Treatments
This report requires you to enter a number in the “How many days back” field. Assigned clients that have had a recent treatment within the chosen time frame will be listed. Their addresses and contact details will be displayed.
No Recent Treatments
This report requires you to enter a number in the “How many days back” field. Assigned clients that have not had a recent treatment within the chosen time frame will be listed. Their addresses and contact details will be displayed.
Payment Reports
My Clients’ Payments
This report requires you to enter a “From Date” and then a “To Date”. The report will then list all payments received in the chosen time frame, assigned client by assigned client.
Pending Payments
This report lists all outstanding payments, assigned client by assigned client.
Address Labels
All My Clients
This option produces address labels for all assigned clients. Recent Treatments
This option requires you to enter a number in the “How many days back” field. Address labels for assigned clients that have had a recent treatment within the chosen time frame will be listed. No Recent Treatments
This option requires you to enter a number in the “How many days back” field. Address labels for assigned clients that have not had a recent treatment within the chosen time frame will be listed.
Special Code Selection
Clients can be tagged using Special Codes. Special Codes are set up by the Manager on the Administration tab. To print labels by Special Code, select the appropriate code from the Special Code Selection drop-down menu and then click the “Special Code Labels” button. This option produces address labels for assigned clients that have been tagged with the selected code.
Emails
All My Clients
This option opens the Email Shot Composer window and puts all assigned clients’ email addresses in the Client Email Addresses field.
Recent Treatments
This option requires you to enter a number in the “How many days back” field. The Email Shot Composer screen is then displayed. The email addresses of assigned clients who have had a recent treatment within the chosen time frame will be in the Client Email Addresses field.
No Recent Treatments
This option requires you to enter a number in the “How many days back” field. The Email Shot Composer screen is then displayed. The email addresses of assigned clients who have not had a recent treatment within the chosen time frame will be in the Client Email Addresses field.
Export Data
The Export Data option exports contact details of your assigned clients and business contacts to two excel files. The files are saved in C:\CMSV3. This option requires you to enter a name for your files. The file name you enter will precede _Clients.xls and _Contacts.xls. We recommend you use your user name and the date, e.g. managerddmmyyyy.
Business Reports – Manager Only
Business Reports are only available on the Manger’s Reports tab. They work in the same way as the other reports but the data they pull in comes from all users, encompassing all clients on the CMS database.
Therapists’ Clients
This report lists the clients assigned to each user. Therapists’ Payments
This report requires you to enter a “From Date” and then a “To Date”. The report will then list payments received from clients in the chosen time frame, user by user.
Therapists’ Schedule
This report requires you to enter a “From Date” and then a “To Date”. The report will then list appointments and events that fall in the chosen time frame, user by user.
All Clients’ Labels
This option produces address labels for all clients on the CMS database. All Clients’ Email
This option opens the Email Shot Composer window and puts all the clinic’s clients’ email addresses in the Client Email Addresses field.
All Special Code Labels
Clients can be tagged using Special Codes. Special Codes are set up by the Manager on the Administration tab. To print labels by Special Code, select the appropriate code from the Special Code Selection drop-down menu and then click the “Special Code Labels” button. This option
produces address labels for all clients on the CMS database that have been tagged with the selected code.
Other Details Tab
Overview
The Other Details tab is used by the user to add their own details (e.g. name, address,
accreditations, logo and payment terms) and set the default treatment consent text. Gift vouchers can also be produced under this tab. There are 2 sub-tabs, My Details and Vouchers.
My Details
The user’s details are entered here. These details are pulled through to reports such as invoices. Tip: Complete the My Details screen as soon as you can after installing CMS and ensure you keep the details up to date.
Adding a Logo
Every user can add their logo to CMS. It must be in a bitmap (bmp) format. To add a logo: 1. Right-click in the space below the heading “logo”.
2. Click “Insert an Object”.
3. Select the “Create from File” radio button. 4. Click the “Browse” button.
5. Locate your logo and click on it. 6. Click “OK”.
7. If you would like any changes that may be made to your logo file at a later date updated to the copy held in CMS automatically, tick the “Link” box.
8. Click the “OK” button.
9. Your logo will appear in the box. Consent Text
CMS allows you to print a treatment consent form for your client to sign. The text that appears on this form is set in the Consent Text area of the My Details screen. To change the default text, simply over-type it as necessary.
Payment Terms
The payment terms that appear on invoices is set in the Payment Terms area of My Details. Enter the text that you want to appear on your invoices, e.g. 14 days.
BACS Details
The BACS details that appear on invoices are set in the BACS Details area of My Details. Enter the text that you want to appear on your invoices, e.g. Bank: My Bank Sorting Code: 12 34 56 Account Number: 78901234.
Vouchers
Gift vouchers are produced on the Vouchers screen and vouchers that have been issued can be viewed here too.
Vouchers are allocated a unique Voucher ID. The first input area that you see on the Voucher screen shows the ID of vouchers that have already been issued or shows (New) when you begin to enter details of a new voucher. Leave the default settings in this field. Do not overtype them. The voucher IDs appear on the Payment Details screen in the Voucher ID drop-down menu field.
On this screen, each voucher is called a “record”. Notice the “Record” information at the bottom left of the voucher box. You can use the Record arrows to move forward and back through the issued
vouchers.
To add a new voucher:
1. If you are not already on a blank voucher screen, click the “New (blank) Record” button (>
*
) at the bottom left of the voucher box, or page forward through the existing records until you come to a blank record.2. Complete the voucher details but remember not to type in the first input area. 3. Click the “Print” button to print the voucher.
4. This will show a print preview of the voucher.
5. Check the details and then, to print the voucher, use the Print options on the File tab. Note: For vouchers to print successfully you do need to have completed the My Details screen.
Glossary Tab
Overview
CMS has a built-in reference of nearly 200 medical conditions. They are listed alphabetically on the Glossary tab. For each condition its definition, possible causes and signs and symptoms are
displayed. The glossary is shared by all Manager and Therapist users.
On this screen, each glossary entry is called a “record”. Notice the “Record” information at the bottom left of the screen. As you click on a glossary entry you will see the number in the Record field change to show the corresponding record number.
Locating a Term
Tip: The vertical scroll bar only takes to you the bottom of what can be seen on one screen. However, if you click anywhere in the glossary data and then use the mouse wheel, you can scroll down through the whole list of glossary terms.
There are 3 ways to locate a term within the glossary:
1. Click within the glossary data then use the mouse wheel to scroll down through the list. 2. Use the “Record” arrows to the bottom left of the screen to move through the terms.
3. Use the “Find Record” button (binoculars) and search for the term using the Find function. The Find Record functionality is explained in full earlier in this document.
Editing the Glossary
You can amend any existing glossary entry, add a new one or delete an entry. Remember that if you edit the glossary in any way, your change will impact on all Manager and Therapist users.
To amend an existing glossary entry:
1. Locate the record you wish to amend. 2. Click in the area to be altered.
3. Over-type the existing details. To add a glossary term:
1. Click the “New (blank) Record” button (>
*
) at the bottom left of the screen. 2. This will take you to the end of the existing list and open up a new record. 3. Enter the required details by clicking in the field under each of the 4 headings. To delete a glossary entry:1. Locate the record to be deleted.
2. Click the rectangular box to the left of the row of glossary entry details. The box will turn black. 3. Press the delete key.
4. You will be warned that you are about to delete a record. 5. Click “Yes” to continue with the deletion or “No” to abort.
Administration Tab – Manager Only
Overview
The Administration tab is used to add/modify users and to perform top-level administrative Manager-only functions such as reassigning clients. There are 2 sub-tabs – Manage User and Misc
(miscellaneous).
Manage Users
The Manager Users screen is used to add new users or to modify the details of existing users. CMS is distributed with one default Manager user. The details of this default user are:
Name Username Password Role ID
CMS Manager Manager CMSManager Manager
When CMS is installed, this default user is modified to show the details of the sole trader, or, when multi-user functionality is required, the clinic manager. The Name showing here will appear on the top of the Home page. The Username will appear in the drop-down list on the logon page.
If you are using CMS as a sole trader, i.e. a therapist who works alone, you will have no cause to use any other role than that of Manager. Using the Manager role will ensure that you have access to full functionality. You will therefore have no need to set up any other users.
If you are the manager of a clinic, this default user is for you too. Using the Manager’s administrative functionality, you can quickly and easily set up Therapists and Receptionists, and even other
You will notice from this screen that there is another user showing too:
Name Username Password Role ID
Administrator Admin ********** Manager
This user is set up so that should you forget your password and find yourself unable to access your data, we can instruct you how to logon using this “emergency” Admin user to reset your password. Please do not delete, overwrite or try to use this Admin user. If you do we will be unable to help you. Adding a New User
When adding a new user, it is of great importance to ensure that the user is allocated the correct role. The Role ID and Name field has a drop-down list of roles. They are:
1 – Manager 2 – Therapist 3 – Reception To add a new user:
1. Scroll down to the next available row of user details. You will see that the rectangle to the left has an asterisk (*) in it.
2. Click in the Name area on this new row and enter the user’s name. The name entered here appears on the Manager’s Business Reports and at the top of the screen when the user logs on.
3. Click in the Username field and enter a unique username for the user. This username is used to logon.
4. Click in the Password field and enter a password. This password is used with the username to logon.
5. Click the down-arrow in the Role ID and Name field to display the list of roles. Please note you may need to use the horizontal scroll bar to scroll right to see it.
6. Select the appropriate role from the drop-down list. The role selected here enables different features and functionality.
On the Manage User screen, each user is called a “record”. Notice the “Record” information at the bottom left of the screen. As you click on a user you will see the number in the Record field change to show the corresponding record number. In cases where there are many users, click the “New (blank) Record” button (>*) at the bottom left of the screen to move quickly to the next available record to enter the details of the new user.
Modifying the Details of an Existing User
To change the details of an existing user, click in the input area and over-type the details. Changing a Password
1. Locate the user by scrolling down through the list.
2. Click in the Password area and overtype the old password with the new. Caution! Take care with your typing. If you come out having typed a password incorrectly you may not be able to get in again. The password is not case-sensitive.
Deleting a User
When a user is deleted, the user’s client records can be reassigned by the Manager (see Reassign Client below), but all data relating directly to the user will be lost. It is highly recommended that should a user need to be deleted, the data is managed before the deletion. To delete a user:
1. Locate the user to be deleted.
2. Click in the rectangular box to the left of the row of user’s details. It will turn black. 3. Press the delete key.
4. You will be warned that you are about to delete a record. 5. Click “Yes” to continue with the deletion or “No” to abort.
Misc(ellaneous)
The Miscellaneous screen enables a variety of Managerial roles to be completed. Special Codes
Special Codes are entered and viewed here. Special Codes are set up by the Manager and are shared by all users. Special Codes are used to “tag” clients. The Special Codes entered here appear in the drop-down menu of codes in the Special Codes input areas on the Client Details screen. Address labels can be produced based on Special Code at both user and business level (Manager only) on the Reports tab.
Within the Special Codes area, each code is called a “record”. Notice the “Record” information at the bottom left of the Special Codes box. The Record arrow buttons are used to move through existing Special Codes.
To add a special code:
1. Click the New (blank) Record” button (>
*
) at the bottom left of the Special Codes box to move to the next available record.2. Enter the Special Code – this appears on the Special Codes’ drop-down menu on the Client Details screen.
3. Enter the Code Description.
Tip: Give careful thought as to how you want to use the Special Codes. For example, you may wish to tag clients who purchase essential oils from you. Having “Oils” as a code and tagging clients that purchase oils would enable you to quickly produce address labels for a targeted mail shot.
Extra Information Label Administration
The 6 field titles on the client’s Extra Information screen default to Extra Information 1 – Extra Information 6. These field titles can be changed to suit the needs of the clinic. To change the field titles, simply enter the text as required in the input areas to the left of the default titles. The next time you view an Extra Information screen the field titles will reflect your changes.
Reassign Client
The Reassign Client function allows the manager to move a client from one user to another. Warning: Before a client is reassigned it is important to ensure that there is no breach of data protection. You may choose to get a letter of authority from the client.
The Reassign Client box has two columns – Client Name and Therapist. The Client Name lists all clients on the CMS database and the Therapist, to the right, shows the user to whom the client is assigned. The Therapist field has a drop-down menu listing all Manager and Therapist users. To reassign a client:
1. Scroll down through the Client List to locate the client to be reassigned. 2. Click the drop-down arrow on the Therapist field.
4. To continue, select the user to which the client is to be reassigned from the drop-down menu. Reassigning a client will remove all traces of the client from the original user’s database. The client’s details and appointments will all be transferred immediately to the user to whom the client has been reassigned.
Migrate Legacy Data – Only for Users of CMS V2
The Migrate Legacy Data function allows details from CMS V2 to be brought across to CMS V3. You must import data from CMS V2 before you add any new data to CMS V3.
To migrate your data:
1. Back up your CMS V2 data.
2. Create a folder on your c: drive called CMSV2, i.e. c:\CMSV2.
3. Copy the V2 database cms_v2.mdb to this folder so you have c:\CMSV2\cms_v2.mdb. 4. Click the “Migrate Legacy Data” button.
5. Click “OK” to confirm.
6. If you receive a security warning asking you to confirm the source of the database is trustworthy, click “Open” to confirm.
7. When your data has been transferred you will receive an “Upgrade Complete” message. Click “OK”.
8. Your data from V2 will now be in V3.
Please note that, depending on the file types used in V2, the logo in My Details and linked files may not be transferred successfully. Also, the seats of pain images in V3 are different and so there may be a slight mis-matching of tick boxes.
VAT
The VAT rate is set here. To set the VAT rate simply enter it in the VAT Amount field. Enter the rate using numeric characters followed by the percent sign, e.g. twenty percent would be entered as 20%. Important: When you enter a VAT rate click “Refresh All” before you leave the screen.
When a VAT rate is set, CMS will assume that the amount entered in the Therapy Cost and Goods fields on the Client Treatments screen are gross of VAT. These gross figures will be totalled on the invoice and then the gross total broken down to show the amount of VAT included.
If no users in the clinic are VAT registered, the VAT amount can be entered as 0%. If some users are VAT registered and some are not, or if some goods sold are zero rated and some good are not, the “Generate Editable Invoice” function on the Client Treatments screen allows the invoice to be amended accordingly.
Client Management Page
Overview
The Client Management page (fm_ClientManagement) has 6 tabs. The tabs on the Client Management page display the main Client Details screens. The tabs are:
1. Client Details 2. Medical History 3. Medical Diagnosis 4. Lifestyle 5. Appointments 6. Extra Information
These Client Details screens hold the client’s contact details, case history and appointment records. When you have completed entering/viewing the client details, click the “Save and Close Window” button to close the Client Management page.
Accessing the Client Management Page
The Client Management page (fm_ClientManagement) is accessed from the My Clients tab by clicking the “View Client Details” button for the selected client. It is also opened as a result of adding a new client on the New Client screen.
The Client Details screen only, showing the client’s contact details, is also accessible from My Appointments, by clicking the “View Client Details” button to the right of the row of appointment details.
Printing Client Details
All 6 Client Details screens have a “Print” button. Clicking the “Print” button takes the information from the screen through to a report. The report can then be printed using the Print options on the File tab. To close the report, click the “x” just above the top of the report to the right. Remember many reports can be exported to word or excel, or even emailed. A toolbar will appear at the top of the page
showing the options available.
Client Details Tab
The Client Details screen holds general client details such as name, address, date of birth and contact details. To complete this screen, simply type the client's details in the input areas. There are several drop-down menu fields to help you. Remember the Special Codes are set up on the
Manager’s Administration tab.
There are 3 buttons at the bottom of the screen. These enable the following functionality:
Creating a Letterhead
The “Create Client Letter” button enables you to quickly format a letterhead to send a letter to the client. It takes the client’s contact details (as entered on this Client Details screen) and the user’s details (as entered on the My Details screen) and produces a letterhead. You can print the letterhead using the Print option on the File tab. You can then use this as you would any other printed