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LocuTour Client Manager

1. Group data points by COTA Numeric Columns Horizontal pate Graph Horizontally gt Trial Number Deviation from Target sec Vertical Graph Vertically gt i le lt Remove Move Up Move Down Edit i it Show Graph Data Table Close Figure 8 The Graph Builder Window the Graph Vertically button The variable you selected will be added to the Vertical list You can change the ordering of the variables by highlighting one and then clicking the Move Up and Move Down buttons below the list Some Client Manager games may report level information for example the client may have played a game at Easy difficulty one week and Medium difficulty the next If this is the case you may group the data points on your graph by selecting a column from the Group data points by drop down box This will cause Client Manager to place data points belonging to different levels on different lines on the graph Additionally each line will have a label next to it to identify it When you are satisfied with the options you have chosen for your graph click the Show Graph button Client Manager will automatically save your options and open the graph in a new window as shown in Figure 9 The graph type that you have created will be available to use with all of your clients If you have made customizations you may wish to use a detailed 2005 2010 Locu Tour Multime
2. LocuTour Client Manager Version 2 2 0 User Manual 2005 2010 LocuTour Multimedia Inc All rights reserved Contents 1 Introduction 1 1 1 What is Client Manager 1 1 2 What does Client Manager do 1 2 Tutorial 2 1 Creating a Client Profile 2 2 2 Accessing Session Datal 6 2 2 1 Collecting Session Data Automatically 6 2 2 2 Making SOAP Notes Manually 7 2 2 3 Creating Session Reports 7 23 Graphs a ode eR Ree Re ee oo oe ee 8 2 4 Services Summary aro eek bb we BEES e 13 2 5 Preferences 00 4 4 15 A so woe eee eh ee ERE ee ee 17 2 7 Conclusion 0 0 0 a 18 3 Clients 18 3 1 Advanced Combining Session Records 19 3 2 Advanced Backing Up or Transferring Clients 19 3 2 1 Performing System Backups 19 3 2 2 Archiving a Client 19 3 2 3 Restoring a Client 20 4 Saving 20 5 Printable Reports 21 A aa ee ake eee ee ek ewe eee Se ee 21 5 2 Session Reports 21 A Troubleshooting 22 A 1 No Games Installed appears in the Game menu 22 TYPE 22 PTE 3 TETE TENUE 23 A 24 ne 24 Praise 24 A 8 The tables in the reports I create don t look right 24 A 9 Other Problems 24 List of Figures 1 Log in S
3. Cancel ee ii Re Figure 4 Report Window 2005 2010 Locu Tour Multimedia Inc All rights reserved 6 For more information call 800 777 3166 or visit www locutour com 2 2 Accessing Session Data 2 TUTORIAL corner of the session window There will be a list of games the client played during this session Double clicking on one of the games will open a report window giving specific data on the client s performance Figure 4 shows a sample game report from LocuTour Multimedia s High Level Attention software Most games organize their data in a tabular for mat with columns representing the different types of data collected and rows representing individual trials in the game 2 2 2 Making SOAP Notes Manually You may if you wish track therapy sessions in which the client did not play games To create a new therapy session in Client Manager click the New button in the Session History box Client Manager will open a blank session window depicted in Figure 5 for the current date and time At this point you may enter your SOAP notes SOAP notes are entered in the bottom half of the window There are four tabs for Subjective Objective Assessment and Plan notes In each tab there is a space for you to type your notes as well as a selection of boilerplate notes you may wish to use To include a boilerplate note click the note A check mark will appear in the box next to the note After you have selected the notes
4. Edit Axis Deviation from Target sec Axis Title Deviation from Target sec Axis ID deviation Y Draw connecting lines between points C Custom Color MN Range Choose min max values automatically Show values from 0 to 0 Scale Place a label every 0 1 units Y Place a large tick mark every 0 1 units Vi Place a small tick mark every 0 1 units r Target Goal Lines 0 15 0 2 OK Ji Cancel Figure 10 Edit Axis Window You can view the raw data and export it to a spreadsheet for further analysis by clicking on the Data Table button as shown in Figure 11 You can save the data by clicking the Save as CSV button It will be saved in a comma delimited format which is readable by most spreadsheet programs Clyde Cessna Stopwatc Date 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 02 08 2007 Save as CSV Close Figure 11 Raw Data Panel with Save as CSV option 2 4 Services Summary Services summaries may be generated and sent to insurance companies either as a bill or as a progress report on the client s most recent sessions You can generate a services summary in one of two ways 2005 2010 LocuTour Multimedia Inc All rights reserved 13 For more information call 800 777 3166 or visit www
5. Level ___ Expected Rehabilitation potential Level ___ LTG Improve ability to use esophageal speech or an artificial larynx to effectively communicate in vocational avocational social and educational settings Articulation Intelligibility C Clear C Add to Notes Create Report Figure 5 Client Manager Session Log 2005 2010 LocuTour Multimedia Inc All rights reserved 8 For more information call 800 777 3166 or visit fwrww Jocutour coni 2 3 Graphs 2 TUTORIAL Patricia Clark 01 30 2007 10 28 46 AM Salty Provider Phone 800 777 3166 Fax 805 555 1234 E Mail SLPG TSLC com Session Activities HLA Stopwatch Avg Deviation 0 841 HLA Catch of the Day Avg Time 7 3 Avg Moves 3 0 Subjective Notes Patricia was alert and cooperative She expressed anxiety concerning her performance I don t know if can do this Husband attended session in order to learn compensatory strategies Objective Notes The client played Stopwatch which required sustained attention to stop the clock within 15 fifteen hundredths of a second from the goal This task targets vigilance sustained attention and reaction time Once the client is within 15 of a second average over ten trials for three consecutive runs the level of difficulty is increased to 10 or 15 seconds To pass the 15 second level the client should average 20 20 100 ths over three consecutive trials of 10 runs each Stopwatch The client
6. As you collect more data from your clients you may wish to see their progress over a particular period of time Client Manager stores data for each game so that you can easily generate customized graphs for each client Some Client Manager enabled programs may come with pre defined graphs You may use them as is or customize them for each client 606 Session for Patricia Clark on 01 30 2007 10 28 46 AM Patricia Clark 01 30 2007 10 28 46 AM HLA Stopwatch HLA Catch of the Day Notes Y Print Notes Authorized for 12 sessions 1 26 07 through 2 26 07 Send progress report to physician Show Saved Files View Remove Objective Information e g measurable facts scores percentages hundredths of a second from the goal This task targets vigilance sustained attention and reaction time nce the client is within 15 of a second average over ten trials for three consecutive runs the level of difficulty is increased to 15 seconds To pass the 15 second level the client should average 20 20 100 ths over three consecutive trials of 10 runs each The client played Stopwatch which required sustained attention to stop the clock within 15 fifteen Stopwatch The client played 10 trials on level s Training 10 Seconds Their average deviation was pt 0 84 seconds Alaryngeal Communication C Baseline as measured on _ __ ___ Level __ Present Function as of __ __ ____
7. E r Mat F a W Date of Evaluation 01 25 2007 wi First Day 01 30 2007 a Show Saved Files ame a ST _ Medical Info Insurance Schedule Notes Speech Visualization Diagnosis Referring Physician 784 3 Aphasia Name Dr Kingston History of multiple TIA s with recent stroke 1 15 07 pl 11 m Fa Edit List Address C Add Remove ID No XDU 34567 Prognosis Edit List Client is expected to continue to improve Current Level of Functioning Client has difficulty following verbal instructions auditory memory disorder and difficulty with ADL s Requires maximal assist with self care routines Figure 3 Client Profile Screen The main Client Profile screen has tabs for entering additional information about the client The Medical Info tab is used to enter the Diagnosis Prog nosis Referring Physician and Current Level of Functioning Drop down boxes can be used to quickly enter diagnosis codes and descriptions Select the diagnosis code from the drop down box and the number will appear in the panel below the box Click on the Add button to have it added to the list If you know the diagnosis code you can enter it in the box and click the Add button to have the code and description entered in the box above You can add additional comments to the Diagnosis panel by entering them in the input box below the drop down box and then clicking the Add button If there
8. need to track a client s progress You can also generate and print a SOAP format summary of client progress over time The Session Summary 2005 2010 LocuTour Multimedia Inc All rights reserved 1 For more information call 800 777 3166 or visit www locutour com 2 TUTORIAL includes all session data and clinician notes The Session Summary is stored in a normal word processing format that allows you to edit the information and print it out for archiving or presentation You can also use Client Manager to prepare a summary of client contact The Services Summary collects and prints billing and insurance information for selected date ranges As with the Session Summary the report is generated in a format that can be read and edited by any word processor With Client Manager you can quickly and easily manage many clients and always have access to stored data 2 Tutorial 2 1 Creating a Client Profile When you first start Client Manager you ll see a log in screen as shown in Figure 1 The log in screen prevents unauthorized persons from looking at confidential medical recordd 660 Please Log In LocuTour Client Manager Password Fox Cancel Figure 1 Log in Screen Client Manager does not require a password but we strongly rec ommend that you use one as part of your procedures to comply with HIPPA and other applicable laws Client Manager will only show You should always keep your computer secure and
9. never rely on Client Manager s security features alone You should follow good security practices such as regularly in stalling critical software updates on your entire computer not just in Client Manager 2005 2010 Locu Tour Multimedia Inc All rights reserved 2 For more information call 800 777 3166 or visit www locutour com 2 1 Creating a Client Profile 2 TUTORIAL the password box in the login screen after you have set a password We will show you how to set a password in section 2 5 For now in order to start Client Manager simply click OK Clicking Cancel will exit Client Manager Now you ll see the main Client Manager screen as shown in Figure 2 It consists of a menu bai two panels and a set of buttons for each panel The left panel lists all clients and the right panel lists all sessions recorded for the currently selected client The buttons are used to create edit or remove clients and sessions e 06 LocuTour Client Manager File Game Client Session Tools Help Clients gt m session History Clyde Cessna 12 04 2005 03 15 08 PM Glenn Curtiss 08 25 2006 02 50 21 PM Guest Client 09 30 2006 01 45 32 PM Kelly Johnson 01 28 2007 01 43 54 PM Patricia Clark 01 30 2007 10 28 46 AM 01 30 2007 01 15 21 PM 01 30 2007 03 36 59 PM 01 31 2007 02 38 10 PM 01 31 2007 02 45 40 PM o Profile Remove New View Graphs Remove pl Ve Me L oh e lt
10. you want click the Add to Notes button to append them to your typed notes Some boilerplate notes may have blanks denoted by ____ or lt placeholder gt When you insert your notes Client Manager will select the first blank so you can fill it in Press Tab to move to the next blank or Shift Tab to move to the previous one You may also enter general non SOAP notes in the box in the upper left corner of the window If you wish you may keep these notes private by turning off the Print Notes checkbox above them 2 2 3 Creating Session Reports When you are satisfied with your notes you can create a printable session report by clicking the Create Report button in the lower right corner This will create a report that can be edited in your word processor and printed out Figure 6 shows a sample summary report You can create three types of session report Summary This includes only the SOAP notes and a list of the games the client played 2005 2010 LocuTour Multimedia Inc All rights reserved T For more information call 800 777 3166 or visit wwwlocutour com 2 3 Graphs 2 TUTORIAL Full In addition to SOAP notes this includes all available data on the client s performance this session including all the data recorded from each game the client played Abbreviated This is a shorter version of the full report Games may choose to provide less detailed information if they support it 2 3 Graphs
11. M Launch Game Figure 2 Main Screen The Clients box and Session History box will be empty when you open Client Manager for the first time To create your first client profile click on the New button under the Clients panel or use the Client menu option New Client at the top of the screen You will now see the main Client Profile screen This screen is used to edit and view client information and to generate services summaries The default Client Profile screen is shown in Figure 3 You may fill out as much or as little client information as you d like as long as a first or last name is provided You may wish to assign a number to a client instead of a first last name to protect their privacy The Date of Birth field has a default value that you should update Click the OK button to create your first client The main Client Manager screen will now show your new client in the Clients panel You can edit a client profile either 2The commands in the menu bar will appear at the top of the screen if you are using a Macintosh 2005 2010 LocuTour Multimedia Inc All rights reserved 3 For more information call 800 777 3166 or visit www locutour com 2 1 Creating a Client Profile 2 TUTORIAL by double clicking on the client s name or by using the Profile button below the Clients panel ry om oO Profile for Patricia Clark First Name Patricia Last Name Clark Birthdate 12 21 1929 D Male Female fai
12. The data in each graph is specific to each client but the graphs themselves can be shared Graphs are saved to a central loca tion in Client Manager When you open the graph list for a client Client Manager will display only graphs that are rele vant to that client When you click New Graph Client Manager will open the Graph Builder window as shown in Figure 8 Give your graph a title and pick a game from the drop down list of games the client has played By default Client Manager will use all available data to generate the graph If you wish however you can choose to use only data collected over a certain 2005 2010 LocuTour Multimedia Inc All rights reserved 9 For more information call 800 777 3166 or visit www locutour com 2 3 Graphs 2 TUTORIAL e 09 Graphs for Patricia Clark Catch SFAT Stopwatch Stopwatch Daily Data Table Figure 7 List of Graphs period of time To do this click the Show data from radio button and select the appropriate dates At this point you may choose the options you wish to use for this graph Most Client Manager enabled games will have a set of options similar to those shown in Figure 8 Some games may have additional or different options depending on the type of data the game collects The graph title and time constraints are the only options available for graphs in all games The Numeric Columns box shows the variables that have been collect
13. ave the report and save it in Rich Text Format rtf You can then open it in your favorite word processing program review edit and print the report from within your word processor 5 1 Notes Some windows have a Notes field with a Print Notes checkbox next to it If the Print Notes checkbox is checked as it is by default the notes you type there will be included in the printable report However if you enter observations or other private notes you may uncheck this checkbox to prevent the notes from being included in any printable reports 5 2 Session Reports When saving a printable session report you have three choices Your choice only applies to the data included in the Session Report It does not affect the data that is retained by Client Manager The choices are explained briefly below Full Includes a session summary sheet with a list of games and SOAP notes followed by a full printout for each game played during that session Summary Includes only the session summary sheet which has a list of the games played and the session SOAP notes Abbreviated Includes a session summary sheet followed by a set of ab breviated reports which include just the final results information and the date for each report In most cases abbreviated reports are the 2005 2010 LocuTour Multimedia Inc All rights reserved 21 For more information call 800 777 3166 or visit www locutour com A TROUBLESHOOTING same as full reports
14. creen 2 eet ae eae aw eeu e eee eee eee ee aes 3 peepee eae ee eee eee eee see 4 ee ew eee AAA AAA 6 5 Client Manager Session Log 8 6 Report Client Manager Session Log 9 7 List of Graphs o0 a a oR RS RE RS 2 10 8 The Graph Builder Window 11 9 Graph of Progress 12 10 Edit Axis Window 13 peewee ase sss 13 12 Services Summaryl 14 eke eee ag ee ans 15 A 16 15 Edit Lists Tab in Preferences Window 17 11 1 INTRODUCTION 1 Introduction 1 1 What is Client Manager Every speech professional knows how important it is to keep track of client progress With accurate progress reports it is easier to tailor treatment to a client s changing needs We also know how hard it is to keep track of so many print outs handwritten notes paper tests and homework papers Even if you take the time to record everything in one place you can never record everything you might someday need to know Enter Client Manager from LocuTour Multimedia With Client Manager you can easily keep track of all of your clients sessions Client Manager will track the use of Client Manager enabled software including most LocuTour Multimedia products as well as sessions that do not involve computer based exercises You can generate charts of client progress and print out pro
15. dia Inc All rights reserved 11 For more information call 800 777 3166 or visit www locutour com 2 3 Graphs 2 TUTORIAL Real Data HLA Catch BB seconds BB Moves A 01 31 2007 02 01 2007 02 02 2007 02 03 2007 02 04 2007 02 05 2007 02 06 2007 02 07 2007 02 08 2007 02 09 2007 02 10 2007 Figure 9 Graph of Progress description in the graph title For example if you have created a graph for Stoplight that uses trial number instead of date as the horizontal axis you may wish to call it Stoplight By Trial Note In the current version of Client Manager you cannot Save As to save a copy of your graph and retain the original graph settings If you save a graph with a new name the graph set tings with the original name are overwritten You may wish to fine tune the graph by changing the way the data is pre sented for one or more variables You can make changes to a variable s title color and labels by using the Edit Axis window as shown in Figure 10 You can also add a target line for a variable To edit the way the horizontal axis is presented click the button in the Hor izontal box To edit a variable on the vertical axis double click the variable name in the Vertical box or highlight it and click the Edit button below 2005 2010 LocuTour Multimedia Inc All rights reserved 12 For more information call 800 777 3166 or visit www locutour com 2 4 Services Summary 2 TUTORIAL
16. e Unlike other windows in Client Manager the Services Summary window does not allow you to change many of the fields that are displayed Client and insurance information must be changed using the Client Profile screen Information is shown on this screen for validation purposes Notes will be saved for the next time you generate a Service Summary Changes to CPT codes Units and Charges will be remembered When you Create Report all of the information on the screen plus some additional information is captured in a document that can be opened later edited and saved 2005 2010 LocuTour Multimedia Inc All rights reserved 14 For more information call 800 777 3166 or visit www locutour com 2 5 Preferences 2 TUTORIAL The client s entire session history will be listed in the table in the bottom half of the window Sessions that are to be included in this services summary will have a check mark next to them under the Show column To include a session in this summary make sure it is checked If you want to leave a session off clear its check box The Dates from to boxes will update automatically to reflect the range of sessions you have selected Rather than check each individual box you can select a range of sessions with the Shift key and click the Show Selected or Hide Selected buttons to check or uncheck all of them at once For each session you should specify a CPT code the number of units hours for that session a
17. e name fields and clicking OK This will change that client s name everywhere it appears within Client Manager You may remove any client by selecting the client s name in the main Client Manager window and clicking Remove or using the Clients menu item Re move Client Warning Client removal is permanent All information for that client will be deleted and will not be recoverable It is probably a good idea to leave all of your clients in the program for archival purposes even if you do not plan to use that profile again There is no limit to the number of clients that may be managed by Client Manager Storing large numbers of clients will not slow down Client Manager and takes up very little room on your hard disk You may also remove individual sessions from a client and individual reports from a session These changes are also permanent and should only be made if you are sure that you do not want to keep that information 2005 2010 LocuTour Multimedia Inc All rights reserved 18 For more information call 800 777 3166 or visit www locutour com 3 1 Advanced Combining Session Records 3 CLIENTS 3 1 Advanced Combining Session Records You may often play multiple games with a client during a therapy session If you accidentally start a game from the main Client Manager screen rather than the session window that game s records will go into a new session record and not the session you re working on You ma
18. ed by the game You can choose which variable to graph horizontally the X axis and one or more variables to graph vertically the Y axis The horizontal axis is set to Date by default The horizontal axis will show all of the days in the range that you have selected In general graphing by date gives you a good idea of how the client progressed over time Alternatively you may wish to graph by Trial Number This view will show progress over time without the gaps from days when the client did not do the exercise To change the horizontal axis from Date to Trial Number click on Trial Num ber in the Numeric Columns box It will highlight Then click on the Graph Horizontally button and Trial Number will now display in the Horizontal box Client Manager will let you use any variable in the numeric column you wish so you can visualize aspects of your client s performance It is up to you to make sure that the values you choose for the axes make sense Choose one or more variables for the vertical axis by either double clicking on the variable in the Numeric Columns box or highlighting it and clicking 2005 2010 LocuTour Multimedia Inc All rights reserved 10 For more information call 800 777 3166 or visit www locutour com 2 3 Graphs 2 TUTORIAL 606 Graph Builder HLA Stopwatch Graph Title HLA Stopwatch Use data from game HLA Stopwatch Time Constraints Show all collected data Y Show data from 05 27 2007
19. gress reports to keep as records give to clients and parents use in IEPs and submit to insurance companies Client Manager remembers results from every session and every game played by each client and provides you with an easy interface for looking up stored information Client Manager handles the paperwork so you can spend more time with your clients 1 2 What does Client Manager do Client Manager provides a framework for tracking client progress It is espe cially useful for tracking progress for clients using Client Manager enabled software Its job is to track your clients progress over time and present this information in three formats graphs SOAP format progress reports and services Summaries First you create a profile for each client It will contain a complete record of all the Client Manager enabled games the client plays You can also enter information on sessions where no computer based games were played When you finish a Client Manager enabled game the program will remember data related to the game It will record the time it took to complete a level the number of mistakes made during a game the number and type of speech productions other game specific information and clinician notes You can use the stored information to generate graphs that clearly document progress from session to session week to week or month to month You can customize the graphs that Client Manager produces to show just the infor mation you
20. including the SOAP notes However games may choose to provide additional information on a full report that is not included in an abbreviated report Graphs Graphs are not printed with the session reports Follow the instruc tions in section 2 3 for creating and printing graphs A Troubleshooting A 1 No Games Installed appears in the Game menu This occurs when Client Manager is not aware of any Client Manager enabled games If you know you have a Client Manager compatible game installed you should inform Client Manager of its existence by doing the following 1 From the main Client Manager window select Game Search Com puter for Games 2 Client Manager will begin searching your hard disk for compatible games When it finds a game it will display a message informing you of this 3 After Client Manager has completed its search your game should ap pear in the Game menu If it does not see section A 2 A 2 My game is not in the Launch Game Menu This occurs when Client Manager does not have a game plugin for your game or the game has moved or been deleted from the hard drive There are two possible solutions which you should try in the order listed 1 Reinstall the game It is possible that some game files were moved or corrupted 2 Add the game again to Client Manager a From the main Client Manager window select Game gt Add Game Client Manager will ask for the location of the game b Bro
21. is a diagnosis that you use frequently and it is not in the drop down box you can add it by using the Edit List button You can also edit the text 2005 2010 LocuTour Multimedia Inc All rights reserved 4 For more information call 800 777 3166 or visit www locutour com 2 1 Creating a Client Profile 2 TUTORIAL of an existing diagnosis using this screen All of this information will be included when you print the Client Profile and when you generate a Services Summary page for billing The Insurance tab is used to enter insurance information about the client This information will print when you print the Client Profile and when you generate a Services Summary page for billing Each client may have one or more insurance policies Policies are listed by the policyholder s name and the insurance company You can add policies to a client by clicking the Add Policy button To specify the primary insurance policy to use select the policy then click the Use as Default button That policy will move to the top of the list 2005 2010 LocuTour Multimedia Inc All rights reserved 5 For more information call 800 777 3166 or visit www locutour com 2 2 Accessing Session Data 2 TUTORIAL 2 2 Accessing Session Data 2 2 1 Collecting Session Data Automatically All data recorded in Client Manager is grouped into therapy sessions You can immediately start recording data from a game by starting the game from within Client Manager Once y
22. lient To create a backup of a particular client called a client archive select the client in Client Manager Then open the Client menu and choose Archive Client Client Manager will ask you where you want to save the archive When you click Save Client Manager will compress and store all of that clients information to the file you specified c 2005 2010 LocuTour Multimedia Inc All rights reserved 19 For more information call 800 777 3166 or visit fwrww Jocutour coni 5 PRINTABLE REPORTS You may save this file or transfer it to another computer It contains all information about that client including any documents or graphs you might have saved in the client s folder 3 2 3 Restoring a Client To restore a client open the Client menu and select Restore Client Select the client archive you saved earlier and click Open Client Manager will restore the client If you already have a client with the same name in Client Manager Client Manager will ask if you want to merge the archived client with the client you already have If you allow Client Manager to merge it will add any new sessions and saved files that are in the archive but not in Client Manager to the already existing client 4 Saving Client Manager automatically saves information whenever you close a data entry window Data collected from other LocuTour Multimedia products is automatically saved every time you run Client Manager Generally clicking OK in a windo
23. listed in the Help menu is included on the Client Manager CD and may also be accessed through the Start Menu or on the hard drive in Client Managers installed directory A 7 Where can I find ICD and CPT codes International Classification of Diseases codes can be found at http www cdc gov nchs datawh ftpserv ftpicd9 ftpicd9 htm CPT codes are harder to find since they are controlled by the AMA The ASHA web site has a list of Medicare covered CPT codes in Adobe Acrobat format at http www asha org members issues reimbursement medicare analysis 200 7mfs htm A 8 The tables in the reports I create don t look right If you are using Mac OS 10 3 you will need to use a program other than TextEdit to view the reports you create TextEdit on 10 3 and earlier does not support tables and displays them incorrectly Use a word processor such as OpenOffice or Microsoft Word to view and print your reports OpenOffice is available freely from http www openoffice org A 9 Other Problems If you encounter any problems not described in this manual please contact LocuTour Multimedia or visit our website at http www locutour com 2005 2010 Locu Tour Multimedia Inc Al l rights reserved 24 For more information call 800 777 3166 or visit www locutour com
24. locutour com 2 4 Services Summary 2 TUTORIAL e In the main Client Manager window select a client Then open the Client menu and select Services Summary e Double click a client in the main window Click the Services Summary button in the lower right corner 606 Services Summary Clark Patricia Sally Provider MA CCC SLP Notes The Speech and Language Clinic 2234 Main St Send to Medicare first then secondary Columbus OH 43210 insurance 800 777 3166 Client Information Client Patricia Clark Birthdate 12 21 1929 Referring Physician Dr Kingston Date of Evaluation 01 25 2007 First Day of Therapy 01 30 2007 Prognosis Client is expected to continue to improve Print Date CPT Code Unit Charge 01 25 2007 92506 Evaluation of Speech Language 1 0 200 00 01 30 2007 92507 Speech Language Therapy 1 0 120 00 02 01 2007 92507 Speech Language Therapy A 120 00 02 15 2007 92507 Speech Language Therapy 1 120 00 02 16 2007 92507 Speech Language Therapy 4 120 00 02 16 2007 92507 Speech Language Therapy 120 00 02 19 2007 92508 Group 4 50 00 02 19 2007 92507 Speech Language Therapy E 120 00 Show Selected Hide Selected Total 970 00 Print date header as 01 25 2007 to 02 19 2007 _ Include sessions Summary Abbreviated Create Report Close Edit CPT Code List F Figure 12 Services Summary A typical Services Summary window is shown in Figur
25. nd a charge per unit Client Manager will automatically calculate the total bill and display the total at the bottom Finally you may include all your session notes with your services summary To do this turn on the Include Sessions checkbox and select the type of session report you want The different types were explained earlier in section 223 When you are finished click the Create Report button to generate your services summary Client Manager will prompt you for a place to save the summary and will open it in your preferred word processing program From there you may edit the summary further or print it 2 5 Preferences Return to the main Client Manager screen Click on the File menu and select the Preferences option The Preferences window is where you choose options and fill out your professional information The first tab Settings as shown in Figure contains options affecting the operation of Client Manager 09 01 1956 hh mm ss a Figure 13 Settings Tab in Preferences Window 2005 2010 LocuTour Multimedia Inc All rights reserved 19 For more information call 800 777 3166 or visit www locutour com 2 5 Preferences 2 TUTORIAL There are several options available to you Log Out on Launch will cause Client Manager to automatically log out whenever you start playing a game This is to prevent unattended clients from closing the game and accessing private medical records Date Format allows
26. ou have a client setup select that client click Launch Game and the game you want to play Client Manager will start the game and the client may play through it normally Once the client has finished the game Client Manager will return you to the login screen When you log back in Client Manager will open a new session window displaying the data recorded from that game At this point you may review the data enter SOAP notes or start another game using the session window s Launch Game button in the lower right corner If you choose to launch another game that game s data will be appended to your session Game data that Client Manager has recorded will appear in the upper right 3Tf you don t see the game in the list see appendix A 1 Report for Patricia Clark Catch of the Day 01 30 0007 10 33 16 AM HLA Catch of the Day Level Seconds Large level 1 Large level 1 Large level 1 Large level 1 Large level 1 Large level 1 Large level 1 Large level 1 Large level 1 Large level 1 wa eo LO de Lal a Lai Lai Lai Lai Lai Lal Lai La Remove Trial Notes vi Print Notes Patricia wears glasses for reading and remebered to bring them to the session Good scores move to Large level 2 for next session Understood the concepts of finding all three numbers first then typing them in using the keyboard This strategy is good for her memory as well as her impulsivity Create Report OK
27. played 10 trials on level s Training 10 Seconds Their average deviation was 0 84 seconds The client played Catch of the Day which required visual scanning and identification as the complexity of the visual field increases It provides the client with compensatory strategies for hemianopsia and left side neglect with the objective of decreasing response time as complexity increases The goal at levels 1 8 lt 10 seconds at levels 9 10 lt 20 seconds average Catch of the Day The client played 10 trials on level s Large level 1 Their average time was 7 3 seconds and they averaged 3 moves per game Assessment There was good awareness of errors after they were made Some spontaneous self correction observed and consequently this resulted in hyper anticipatory errors Plan Will continue to require maximal assist with tasks that require new learning Other Notes Authorized for 12 sessions 1 26 07 through 2 26 07 Send progress report to physician Sally Provider MA CCC SLP Figure 6 Report Client Manager Session Log To view graphs for a particular client return to the main Client Manager screen Click on a client s name to highlight it then click the Graphs button below the Session History box You will see a list of saved graphs as de picted in Figure 7 This list contains pre defined graphs and graphs that you created To create a new graph click the New Graph button at the bottom of the window Note
28. r com 2005 2010 LocuTour Multimedia Inc All rights reserved 16 For more information call 800 777 3166 or visit www locutour com 2 6 Help 2 TUTORIAL provider There are fields for your name title business address business phone number fax number e mail address provider number tax ID number state license number and a field for your default charge per session All of this information will be printed on each Services Summary you print Note The Services Summary uses the information on this screen to calculate the charge for each client session If there is no default charge when the session is started then Client Manager will not calculate a charge for the session Similarly if you change the session charge Client Manager will not change the charges for sessions before the change was entered Now click on the Lists tab as shown in Figure This tab collects all of the drop down boxes in one place for easy editing You can edit the values in the drop down boxes for ICD Codes CPT Codes and Prognosis e 06 Preferences Settings Professional Information Lists Edit ICD Code List _ Edit CPT Code List Edit Prognosis List OK Cancel Figure 15 Edit Lists Tab in Preferences Window 2 6 Help There are three ways of getting help and information about Locu Tour Multi media s Client Manager First you may read this manual in printed format Second you may access
29. sion window Only start games from the main screen when you know you want the game to be recorded in a new session If you have already played multiple games and want to merge them into a single session see section A 4 Clients are missing from the client list If an internal or operating system error corrupts Client Manager s data such as moving or deleting any files in Client Manager s folder on the hard drive Client Manager may be unable to display clients If you have made any changes to Client Manager s folder quit Client Manager and undo those changes Then restart Client Manager and see if the missing clients have returned If they have not contact LocuTour Multimedia for further assis tance A 5 I forgot my Client Manager password Contact Locu Tour Multimedia for help in resetting your password Write your new password here ________________ 2005 2010 LocuTour Multimedia Inc All rights reserved 23 For more information call 800 777 3166 or visit www locutour com A 6 Help menu items do not work A TROUBLESHOOTING A 6 Help menu items do not work Client Manager uses your default Internet browser to launch its help infor mation If you do not have a default browser or do not have any browsers installed or if your operating system does not provide the location of your browser to Client Manager this is often the case in Microsoft Windows 98 and earlier then Help menu items may not work All documentation
30. this manual on your computer by clicking the Help menu and selecting Help Contents Third you may log on to Locu Tour Mul timedia s website by opening a browser and visiting You may also access the website directly by clicking the Help menu and selecting Website 2005 2010 LocuTour Multimedia Inc All rights reserved 17 For more information call 800 777 3166 or visit www locutour com 2 7 Conclusion 3 CLIENTS 2 7 Conclusion Congratulations That s all you need to know to effectively use Client Man ager to keep track of your clients As you collect more data you will see how easy it is to manage all that information The rest of this manual is dedicated to exploring each Client Manager feature in depth If you have any questions or concerns that are not addressed in this manual feel free to contact LocuTour Multimedia via our website or call us at 800 777 3166 3 Clients There are two ways to create Client Profiles You may click the New button in the main Client Manager window and fill out a profile window or you may launch a game and play it as a guest Any record returned from a LocuTour Multimedia game without a corresponding Client Manager client profile will be placed under a new client named Guest The guest client is stored and tracked like any other Client Manager client You can rename the Guest client later if you wish You may rename a client at any time by opening their client profile chang ing th
31. w will save any changes you have made If you click Cancel or close a window by clicking the close button in its title bar Client Manager will ask you if you want to save There is a Save option under the File menu that will save everything that has been changed in Client Manager since the last save However this is rarely necessary since most saving happens automatically Warning Client Manager depends heavily on its file structure on the hard drive to operate Do not move or alter the Client Manager folder or any of its sub folders on the hard drive or Client Manager may operate unpredictably 5 Printable Reports Printable reports can be used to maintain a hard copy archive of important information or provide information to others such as insurance companies 2005 2010 LocuTour Multimedia Inc All rights reserved 20 For more information call 800 777 3166 or visit www locutour com 9 1 Notes 5 PRINTABLE REPORTS in a physical format Client Manager can generate several types of printable reports including Client profiles Name address insurance information e Services summaries Bills list of sessions attended Sessions SOAP Notes including Full Summary and Abbreviated re ports Individual game reports Raw data Dates levels To generate a printable report open the relevant window in Client Manager and click the Create Report button Client Manager will ask you where to s
32. wse to the place where the game is installed On Windows it is usually in a folder that is somewhere inside My Computer gt C Program Files On the Mac it is usually in Applications 2005 2010 LocuTour Multimedia Inc All rights reserved 22 For more information call 800 777 3166 or visit fwrww com A 3 I played multiple games during a single therapy session but they show up as multiple sessions in Client Manager A TROUBLESHOOTING c Inside the game s folder there will be a number of files only one of which can be selected On Windows this will be a file with a name ending in jar On Mac this will be the game application itself Select that file and click Open d Client Manager should automatically log out and back in Check the Game menu to see if your game appears If neither of these two alternatives correct the problem chances are there is a problem with Client Manager or the game itself Please contact Locu Tour Multimedia or the company that produced your game for assistance A 3 I played multiple games during a single therapy session but they show up as multiple sessions in Client Manager Client Manager can start games in two different ways Games can be started from the main window or from a session window If you start a game from the main window the game will always be recorded in a new session To ensure your games get recorded in the correct session you should always start games from the ses
33. y wish to combine or merge all these session records into one To do this first select all the sessions you wish to combine You may select individual sessions by holding the Ctrl key on your keyboard and clicking each one individually Or you can hold down the Shift key to select a range of sessions Once you have selected your sessions open the Session menu and click Merge Sessions All but the first session you selected will be removed and the first session will be highlighted That session now contains all of the data from the sessions you selected earlier 3 2 Advanced Backing Up or Transferring Clients It is usually a good idea to leave inactive client profiles intact in Client Manager You can however move inactive client profiles to a location where they will not be read by Client Manager The same process can be used to make a backup of client profiles and store them in a safe place or transfer them to another computer running Client Manager 3 2 1 Performing System Backups On the Mac Client Managers data is stored in UserName Library gt Preferences gt LocuTour Multimedia Client Manager Copy this folder to backup your data or transfer it to another computer On Windows its a little more complicated because the data folder is hidden from non admin users It is found at C gt Documents and Settings gt User Name Application Data LocuTour Multimmedia Client Manager 3 2 2 Archiving a C
34. you to change the way Client Manager displays dates This change takes effect everywhere in Client Manager dates that appear in lists in the client profile and on printable reports will all be affected The default is MM dd yyyy Time Format allows you to change the way Client Manager displays times in much the same way you can set the date format The default is hh mm ss a p List Clients As allows you to specify how clients are listed in the main window you can choose to sort them by either first name or last name Change Password resets your password to whatever you type in the box If you forget your password contact us at LocuTour Multimedia using the contact information on our websitdl or call us at 800 777 3166 and we will help you reset your password 0606 Preferences Settings Professional Information Lists Provider s Name Sally Provider Title MA CCC SLP Address The Speech and Language Clinic 234 Main Street Columbus OH 43210 Phone No 800 777 3166 Fax No 805 555 1234 E Mail Address SLP TSLC com Provider No NPI 1234567890 Tax ID No 77 0554567 State License No CA 4321 Default Session Charge 120 00 Lt OK Cancel Figure 14 Professional Information Tab in Preferences Window Now click on the Professional Information tab as shown in Figure 14 This is where you fill in professional information about yourself as a medical care www locutou

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