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1. Users can use the Filter button to quickly find a patient in the Patient List by entering some filter creiteria in the supplied text box The Filter button filters on the Last Name column of the Patient List Clicking a name in the Patient List loads that patients information into the Information tabs The information can only be viewed no changes can be made without enabling the form to allow updates by clicking the Edit button in the Toolbar Info Interests Treatment History Call History Notes Quotes Receipts amp Credits Sx Patient ID Location Demo Location Title iss Media Physician DOCTOR USER Last Name Ref Source Test Ref First Name Referral Source Date Gender Female DOB li Last Visit AMBASSADOR PROGRAM If the Referral Source is another patient seach for the patient Ambassador below WI ces Mail Phone 4 Address Phone 2 City Phone 3 State No Call Reminders Postal Code Country No E mail 7 Credit Card Type Visa M Number sF Expiry Date Health Card Health Card Information Number Version 1 The general contact credit card and health card information for the selected patient is
2. Printing A Staff Member Appointment Schedule Open the Print Appointment Information form Select a staff member from the Staff Associated list Select a specific appointment type from the Appointment Type list or leave it blank to select all appointment types Select a specific appointment status from the Appointment Status list or leave it blank to select all appointment statuses Select a time frame for the schedule by filling the Start Date and End Date fields Click the calendar icon next to each field to bring up the calendar control for quick selection of dates Click the S earch button to find all the appointments which match the search criteria selected Matching appointments will be displayed in the Appointment list Appointments with a garbage can icon are cancelled appointments 8 Click the Preview and Print button to preview and print the patient appointment schedule Cancelled appointments are not printed in the schedule e Do not enter any Patient search criteria as this will cause SpaMedware to print a Patient appointment schedule not a Staff Member appointment schedule S paMedware User Manual Page 68 of 102 xd SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Viewing An Appointment Select the appointment to be viewed and click the S elect Appointment button The Print Appointment Information form will close and the selected appointment will be displayed in the Appointment C r
3. 23 2008 10 11 FILTERACTIDMS A Locations The Action Items form used to assign a patient action to yourself or another staff member is opened by 1 Clicking the Action Items button on the Scheduling Interface This button will turn red if the user has Pending or In Progress Action Items 2 Right clicking on a completed appointment and selecting Create action item from the pop up menu that appears 3 Clicking the Actions button in the Toolbar of the Patient Information form Creating An Action Item To create an action item 1 Open the Action Items form Action items can only be created if the form is opened via a completed appointment or the Patient Information form If opened from the Patient Information form the Patient ID field will be automatically entered If opened from a completed appointment the Patient ID Procedure Procedure Date and Appointment ID fields will all be automatically entered Select a staff member to assign the action to Selectthe action to be assigned Enter the date the action is to be completed by Set the status of the action to Pending Add any general notes Click the Save button to save the action item Clicking the Save And Email button will save the action item and send an email to the assigned staff member informing them of their new action item if they have an email address on record ee Viewing Actio
4. Abdominoplasty endoscopic Abdominoplasty standard Abdominoplasty 1 site liposuction ovr Abdominoplasty 2 site liposuction ovr The Pre op Visit appointment form is very much like the Maintenance form with the exception that multiple surgical procedures may be selected for the appointment The left box in the Procedure s frame lists the available surgical procedures for a clinic the right box lists the procedures selected by the user for the appointment To add a procedure to the appointment users simply find the procedure in the left box and click it To remove a procedure users find the procedure to be removed in the right box right click and select Remove procedure S paMedware User Manual Page 15 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Creating a Surgical Appointment L Appointment Surgery D Date amp Time i 7 Alessandra FCP C Bella C CrystalPeel i C Claudia Dawn February 09 2009 C Audrey C ClearLight C Derm oro0 to loros gt Last Name Last Name First Name Phone Address First Name Address lt Double click a patient to show their details Abdominoplasty endoscopic Abdominoplasty standard Abdominoplasty 1 site liposuction ovr Abdominoplasty 2 site liposuction ovr Quote Anesthesia Overnight RESET
5. The Procedures frame used to search for the price of a procedure By default all procedures are shown when the Price List is opened The Products frame used to search for the price of a product By default all products are shown when the Price List is opened Searching For The Price Of A Procedure To find the price of a procedure 1 Open the Price List form 2 Select the appointment type for the procedure if known The Procedure List will update to display only procedures of the selected type 3 Scroll through the Procedure List and locate the procedure The All button in the Procedure frame can be clicked to quickly reset the Procedure List to display all the procedures within the system Searching For The Price Of A Product To find the price of a product 1 Open the Price List form 2 Select the supplier for the product if known The Product List will update to display only Products from the selected supplier 3 Select the brand for the product if known The Product List will update to display only Products from the selected brand 4 Scroll through the Product List and locate the product The All button in the Product frame can be clicked to quickly reset the Product List to display all the products within the system SpaMedware User Manual Page 86 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL REFERRAL SOURCES L Referral Source 2 AX 5 ADD EDIT DELETE SAVE ANCEL FIRST PREY NEXT
6. Creating A Task To create a task 8 Open the Task List form 9 Selecta staff member to assign the task to 10 Enterthe date the task is to be completed by 11 Setthe status of the action to Pending 12 Add notes describing the task 13 Indicate if the task is to be editable by the assigned user by checking the supplied checkbox 14 Click the Save button to save the action item Clicking the Save And Email button will save the action item and send an email to the assigned staff member informing them of their new action item if they have an email address on record Viewing Tasks Users can view the action items assigned to them by clicking opening the Task List form The Task List form will open and display the tasks for the user Initially all the Pending tasks for the user will be displayed To view the In Progress or Completed tasks set the Status filter accordingly and press the Filter button To view the tasks of another user set the Assigned To to the user whose tasks are to be viewed and click the Filter button Printing A Task List To print a list of tasks 1 Open the Task List form 2 Filter the displayed tasks so the tasks to be included in the Task List are displayed 3 Click the Print button A printable Task List report will be generated SpaMedware User Manual Page 73 of 102 xd SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Updating A Task To u
7. Good afternoon SpaMedica Dawn speaking how may I help you today Yes saw you ad in this month s Very good ma am What services were you interested in Well Ma am given the range of services you are interested in it may be best for you to come in to our clinic and speak with one of our Service Consultants Would you like to book a consultation Y es think maybe should Have you ever been to our clinic before No Ok I ll need to enter your information into our system Now we ll go ahead and book your consultation 15 there anything else can help you with today Not today thank you Thank you for your call and we ll see you soon Good bye Good bye S paMedware User Manual Dawn opens the Call Tracking form and selects Dead Lead Dawn selects the relevant referral source As Dawn answers the callers questions regarding services she selects relevant call actions as they occur and starts and stops timers as necessary Dawn attempts to move the client from a Dead Lead to an Active Lead Dawn switches the call to an Active Lead Dawn clicks the Add Patient button and enters the client s information into 5 paMedware Dawn selects the relevant booking call action minimizes the Call Tracking form and books the clients consult Dawn restores the Call Tracking form Dawn clicks the Save button and closes the Call T
8. SpaMedWare COMPLETE PRACTICE MANAGEMENT SOLUTION User Manual 5 X Meeting the demands of today s medical aesthetic practices to enhance efficiency productivity growth amp profits x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL TABLE OF CONTENTS LOGGING INTO SPAMEDWARE 8 TROUBLESHOOTING TIPS FOR FAILED LOGINS 8 SCHEDULING APPOINTMENTS 9 THE SCHEDULING INTERFACE 9 SCHEDULING APPOINTMENTS 12 CREATING AN APPOINTMENT 12 CREATING A MAINTENANCE PACKAGE OR TREATMENT APPOINTMENT 13 CREATING A CONSULT APPOINTMENT 14 CREATING A FOLLOW UP MEET amp GREET OTHER PHOTOS OR POST OP VISIT APPOINTMENT 15 CREATING A PRE OP VISIT APPOINTMENT 15 CREATING A SURGICAL APPOINTMENT 16 CREATING A STAFF UNAVAILABILITY 16 SWITCHING BETWEEN APPOINTMENT TYPES 17 MANIPULATING APPOINTMENTS 17 VIEWING AN APPOINTMENT 17 MODIFYING AN APPOINTMENT 17 CANCELLING AN APPOINTMENT 17 MOVING AN APPOINTMENT 18 COPYING AN APPOINTMENT 18 CHANGING THE STATUS OF AN APPOINTMENT 18 VIEWING AN APPOINTMENTS ACTIVITY 18 VIEWING A PATIENTS APPOINTMENT HISTORY 18 VIEWING THE BOOKED PATIENTS INFORMATION 19 CREATING AN ACTION ITEM FOR THE APPOINTMENT 19 ADDING TREATMENT TRACKING 19 CREATING MODIFYING A QUOTE FOR THE APPOINTMENT 19 CREATING MODIFYING A RECEIPT FOR THE APPOINTMENT 19 LOOKING UP APPOINTMENTS 19 SEARCH RESULTS 20 PRINT APPOINTMENT SCHEDULE 20 CANCEL APPOINTMENT 20 SELECT APPOINTMENT 20 PATIENT MANAGEMENT 21 T
9. If a patient is booking multiple appointments of the same type users can quickly copy the first appointment and paste in copies of that appointment where required 1 Right click on the appointment to be moved and select Copy from the Edit submenu 2 Realign the Appointment Grid to display the date and time and or staff member schedule where the appointment is to be copied to 3 Right click in the cell that corresponds to the new start time and select Paste from the Edit submenu If there is enough time available in the staff member s schedule the appointment will be pasted into the schedule When the appointment is copied between staff member schedules the staff member from the original appointment is removed from the appointment Therefore returning to that staff members schedule and attempting to view the appointment will not work as that staff member is not associated with the appointment To re associate a staff member with a copied appointment if required the user will need to modify the appointment and add the original staff member Changing the status of an appointment The statuses for an appointment are Scheduled The appointment has been scheduled In Treatment The appointment is in progress No Show The patient did not show up for their appointment Complete The appointment has been completed Arrived The patient has arrived for the appointment Users change an appointments status by right clicking t
10. Comments The general information for the selected product is displayed on and entered via the Main frame The Main frame has a number of components Description The name and or description of the product Product The supplier product number appears beside the product name on purchase orders Inventory Code If applicable the identifying code for inventory processes Our Cost The cost of the product from the supplier Retail Price Used to indicate the price the product is sold to patients at Sale Price The cost of the product when on sale Unit Type The type of quantity units cc s boxes etc the product is sold in Sale Start Date from which the Sale Price is applicable Sale End Date from which the Sale Price is applicable S paMedware User Manual Page 38 of 102 4195 SpaMedica OOD ivcvicat CORPORATION SPAMEDWARE USER MANUAL Category Type Used to indicate which billing category if any a product belongs to Sale Type Used to indicate the sale type Retail Disposable etc the product belongs to Is Commissionable Used to indicate if staff members earn a commission for sales of the product Tax1 Used to indicate that Tax1 as setup using the Setup form is applied to the product Tax2 Used to indicate that Tax2 as setup using the Setup form is applied to the product Information Frame Supplier Supplier The supplier and brand for the selected product are displayed on and entered via
11. Reports staff members have the same privileges as Update Records level staff members but can also generate reports Admin staff members have complete access to all of SpaMedware functions If a function is restricted to staff members of a certain security level it will be noted in that functions section Adding Staff Members Staff members are added to SpaMedware as follows 1 Open the Staff form 2 Clickthe Add button in the Toolbar The Staff form will now allow the user to enter information in the fields in the Information tabs 3 Enterthe staff members information 4 Click Save to save the staff member In order to be successfully added to the system a staff member must have at least a first name and a last name If the name entered for the staff member is already present in 5 paMedware the user will receive a warning informing them about a possible duplicate entry S paMedware User Manual Page 31 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Once staff member has been added S paMedware must be restarted by all users in order for the addition to take effect Only users with Admin security privileges may add staff members Updating Staff Member Information A staff members information is updated as follows Open the Staff form Select the staff member in the Staff List The staff members information will display in the Information tabs Click the Edit button in the Tool
12. SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Adding A Coupon Coupons are added as follows 1 Open the SpaMedware Settings form 2 Click the Coupons tab 3 Enter the coupons details in the provided fields 4 Click the Save New Coupon button to save the coupon Updating A Coupon Open the S paMedware Settings form Click the Coupons tab Find and select the Coupon to be changed in the Choose a Coupon to Edit box Modify the coupons details as required Click the Update Coupon button to save the changes to the coupon Removing A Coupon Open the SpaMedware Settings form Click the Coupons tab Find and select the Coupon to be changed in the Choose a Coupon to Edit box Click the Delete Coupon button to delete the coupon The Documents Tab A SpaMedware Setup Call Actions Call Timer List Types Tax Types Ambassador Program Bis Email Settings Documents Location Setthe root path to your SpaMedyware documents For example Cz 5paMedywarewlacuments Folder C spademoidocuments CHANGE DOCUMENT LOCATION SAVE DOCUMENT LOCATION In order for SpaMedware to print documents such as procedure consents it must be told where those documents are located via the Documents tab on the SpaMedware Settings form The documents folder must have the following structure in order to be compatible with SpaMedware lt DOCUMENT LOCATION gt Consents folder where consent documents are
13. SpaMedware User Manual Page 56 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL TREATMENT TRACKING af Treatment Tracking AEk Velulite Package 8 tx Double click the titles to open close Treatment Tracking options Fill in the tracking information then click the S amp VE TREATMENT TRACKING button below YelaContour and elaSmooth Areas Treated Number of minutes per area Abdomen C Flanks Gluteal roll Anterior Thigh Interior Thigh Buttocks Number of Treatments Percentage Improvement Add Remove a new Treatment Add Choose Receipt SAVE TRACKING The Treatment Tracking form used for entering treatment tracking information is opened by 1 Right click a completed appointment 2 Select Add treatment tracking from the pop up menu which appears The main components of the Treatment Tracking form are The Treatment Tracking frames used to enter treatment tracking information Any treatment trackers associated with the procedure conducted during the appointment will be displayed when the Treatment Tracking form is opened The Add Treatment Tracker field used to select treatment trackers to be added to the current appointment Entering Treatment Tracking Information Treatment tracking information is added for an appointment as follows 1 Right click the completed appointment and select Add treatment tracking The Treatmen
14. Action Items section Adding Treatment Tracking After an appointment is completed the user can if the appointment procedure has an associated treatment tracking add treatment tracking information for the appointment by selecting Add treatment tracking For more information concerning treatment tracking please refer to the Treatment Tracking section Creating Modifying a Quote for the appointment After an appointment is completed the user can create a quote for the appointment by selecting Create Modify Quote for appointment For more information about creating quotes please refer to the Creating Quotes section Creating Modifying a Receipt for the appointment After an appointment is completed the user can create a quote for the appointment by selecting Create Modify Receipt for appointment For more information about creating quotes please refer to the Creating Receipts section Looking Up Appointments While the appointment grid can be used to search for appointments if a user needs to quickly find an appointment over a range of dates they should use the Search Appointments form EE Setup Exit CSR Patient Search Forms Print Reports Receipts Search Bank Deposits To open the Search Appointments form simply click the Search button on the Toolbar and then select Search Appointments form the menu that opens ae Search Appointment EEUU Patient Last Name S
15. LAST CLOSE o Name 11 _ FILTER active Mail Description Start Date 1 End Date Total Cost 0 00 Referral source management is required to keep track of all the referral sources such as marketing campaigns that can be selected for a patient In this way a patient can be tracked by their referral sources and the success failure of a marketing campaign can be determined It is important to keep this information as accurate and up to date as possible for reporting purposes The Referral Source form used for managing referral sources is opened by 1 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Referral Source from the Forms menu The main components of the Rolodex form are The Toolbar used to add update and delete contacts The Referral List used to search for and select referral sources to viewed update and or delete The Main frame used to view enter and update general referral source information The Detail frame used to view enter and update detailed referral source information The Toolbar EDIT DELETE SAVE CANCEL FREST PREV MEXT LAST Add used to enable the form to add a referral source First used to switch to the first referral source in the Referral list Edit used to enable the form to update a referral source Prev used to switch to the previous referral sourc
16. Main and Detail frames Click the Delete button in the Toolbar Confirm the deletion in the Delete Referral Source Confirmation dialog that opens SpaMedware User Manual Page 89 of 102 x SpaMedica MEDICAL CORPORATION COMPANY ROLODEX The Rolodex Form Rolodex SPAMEDWARE USER MANUAL E mx ADD EDIT DELETE SAVE CANCEL 5 FIRST PREY LAST CLOSE SEARCH Last Mame First Name Work Phone Mobile Phone Filter search results D Tiie Company Name Motes Last Name Birthdate First Name Occupation Address city State Or Province Home Phone Mobile Phone Country Work Phone Fax Number Postal Code Extension Email amp ddress The Rolodex form used for managing company contacts is opened by clicking the R olodex utility button on the Scheduling Interface The main components of the Rolodex form are The Toolbar used to add update and delete contacts The Search frame used to search for and select contacts in the rolodex to viewed update and or delete The Personal Information frame used to view enter and update general contact information The Contact Information frame used to view enter and update a contacts c
17. Page 51 of 102 SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Creating Credit Memos The Credit Memo Form Qty Returned 65T1 PSTIS Amount Total 181 Total Amount hemis Total 0 00 Peri Seve and Pore Cet Memo The Credit Memo form used for creating quotes for patients is opened by 3 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 4 Select Credit Memo from the Forms menu The main components of the Credit Memo form are The Apply Credit frame used to select products and procedures for which a credit is being issued Patient list used to select the patient who the credit is being generated for Creating A Credit Memo To create a quote for a patient 1 Open the Credit Memo form 2 Find and select the patient for whom the credit memo is being generated in the Patient List Clicking the magnifying glass icon at the bottom of the Patient List will open a Patient Search dialog allowing the user to quickly find a patient The Filter box allows users to filter through the patient names returned from a patient search the filter works on the patient last names 3 Find and select a product or procedure for which a credit is to be issued in the appropriate selection box The selected item will then be displayed in the yellow text boxes below the selection boxes 4 Adjust the quantity returned tax and amount
18. Proc Type Description Default Time Per Appointment UNE hour s 2771 Procedure Type IY Elis Procedure a Package Category Type Elis Commissionable Non surgical Consult Surgical Fee 0 00 Anesth Fee Service Fee 0 00 Other Fee Total Fees 0 00 Add GST Add PST Non Surgical Surgical Botox Body C Laser Hair Removal Face L Mesotherapy Appointment Type Quote Type Information Document Consent Document Help Information The Procedure form used for managing procedures is opened by 1 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Procedures from the Forms menu The main components of the Product form are The Toolbar used to view create update and delete procedures The Procedure List used to select the procedure whose information is to be viewed and or updated The Information Frames used to view enter and update procedure information The Toolbar ADD SAVE CANCEL FREST PREY MEXT LAST Add used to enable the form to add a procedure First used to switch to the first procedure in the P rocedure list Edit used to enable the form to update procedure information Prev used to switc
19. The Print menu will be displayed 2 Select Print Appointment Schedule from the P rint menu The main components of the P rint Appointment Information form are Search Criteria fields used to enter appointment schedule search criteria Search Results list displays the results of an appointment schedule search Printing A Patient Appointment Schedule Open the Print Appointment Information form Enter some patient information such as the Patient Last Name Patient First Name or Patient Phone No Select a staff member from the Staff Associated list or leave it blank to select all staff members Select a specific appointment type from the Appointment Type list or leave it blank to select all appointment types Select a specific appointment status from the Appointment Status list or leave it blank to select all appointment statuses Select a time frame for the schedule by filling the Start Date and End Date fields Click the calendar icon next to each field to bring up the calendar control for quick selection of dates Click the S earch button to find all the appointments which match the search criteria selected Matching appointments will be displayed in the Appointment list Appointments with a garbage can icon are cancelled appointments 9 Clickthe Preview and Print button to preview and print the patient appointment schedule Cancelled appointments are not printed in the schedule cl eee eer
20. be marked as refunded in the Credit Memo List of the Credit Memos frame Right click the credit memo and select Mark As Refunded from the pop up menu Confirm that the credit memo has been refunded in the Refund Credit dialog that appears Qu Sa c Dum SpaMedware User Manual Page 53 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL SEARCH RECEIPTS The Search Receipts Form Search Receipts Patient Last Name StatDate SEARCH CLEAR Patient First Name EndDate Receipt Amount Payment Type Payment Amount Location Receipt Number Patient ID Last Name First Name Receipt Date Receipt Number Receipt Total Receipt Items Il VIEWAND PRINT GOTORECEIPT The Search Receipts form used to quickly find receipts over a range of dates is opened by 1 Click the Search button on the Scheduling Interface Toolbar The Search menu will be displayed 2 Select Search Receipts from the Search menu The main components of the Search Receipt form are Search Filters criteria such as patient last name payment type etc used to search for receipts Search Results list used to view the results of the search Searching For Receipts To find receipts enter any search criteria Patient Last Name Patient First Name etc for the receipts and click the Search button Any receipts which match the search criteria wi
21. by clicking their fields and then clicking the box that appears A window will open with the current notes these can be changed added to and then by clicking the Save button on the window saved back to the action item If the user updates an action item assigned to another user they should email that user so they ll know the action item has been changed To do this the user right clicks the action item and selects Email Assigned To person this item Deleting An Action Item To delete an action item 1 Open the Action Items form 2 Find and select the action item to be deleted 3 Right click the action item and select Delete Task 4 Confirm the deletion in the Delete Action dialog which appears Viewing Patient Information From An Action Item To view the Patient Information form for the patient associated with an action item right click on the action item and select View Patient Info from the pop up menu that appears SpaMedware User Manual Page 72 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL TASK LIST The Task List Form E This task con be edited by the perron d r anger bo The Task List form used to assign a task to yourself or another staff member is opened by clicking the Task List button on the Scheduling Interface The Task List button will turn red if the user has Pending or In Progress Action Items
22. can also be modified via the Scheduling Interface Please refer to the Manipulating Appointments section for more details Cancelling An Unavailability Unavailabilities are cancelled as follows 1 Open the Staff Unavailability form 2 Find and select the the unavailability to be cancelled in the Unavailability List Select a staff member for the unavailability in the Staff box to populate the Unavailability List 3 Click the Delete button in the Toolbar 4 Confirm the deletion in the Delete Staff Unavailability Confirmation dialog that opens Unavailabilities can also be cancelled via the Scheduling Interface Please refer to the Manipulating Appointments section for more details SpaMedware User Manual Page 81 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL PATIENT CALL REMINDERS Call Reminders e x EE March 2008 O Mon Tue Wed Thu Fri Sat Sun Aesthetic Room1 Alessandra YK ClearLight Dr Aesthetic 2 Audrey C CrystalPeel C Dr Morto Aesthetic Room 3 O Bella Dawn Dr Mulhc 27 28 28 1 2 C Alessandra FCP 1 Claudia Derm Emax Las 3 4 5 6 7 8 9 11 dE 13 14 15 16 18 19 20 21 22 23 ES 25 26 27 28 29 30 All Locations SELECTALL Jf CLEAR ALL 1 Za 4 y B Today 0342 2008 Search Filters contacted Lett message No Contact x Call Reminder S
23. components of the Create Receipts form are The Select P rocedures frame used to select products and procedures for the quote The Items frame used to display items which have been added to the quote The Patient list used to select the patient who the quote is being generated for The Billing fields used to bill the patient for the items they have purchased displayed below the Item List in the Item frame the user must use the scroll bar down to access them The Receive Paymenttab used to record the payments received from the patient for the receipt The Receive Payments tab is not currently used in 5 paMedware In future versions of SpaMedware the Receive Payments tab will be used to receive payments from patients Xx X X Creating A Receipt To create a receipt for a patient S paMedware User Manual Page 49 of 102 15 16 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Open the Create Receipts form Find and select the patient for whom the receipt is being generated in the Patient List Clicking the magnifying glass icon atthe bottom of the Patient List will open a Patient Search dialog allowing the user to quickly find a patient The Filter box allows users to filter through the patient names returned from a patient search the filter works on the patient last names Find and select a product or procedure the patient is purchasing in the appropriate selection box The selected item will then be displayed i
24. fields as required While SpaMedware will automatically calculate totals for the selected item based on the values entered the user may use the Calculator button to open a calculator they can use to calculate values manually 5 After the items fields have been adjusted click the Add to Items below button to add the item to the quote 6 Repeatsteps 3 to 5 for all products and procedures to be included in the credit memo 7 After all items have been selected for the credit memo review the items in the Items List To modify or delete an item in the Item List right click it and select Modify or Delete as required 8 After reviewing the items add any notes for the credit memo reasons for return refund etc and select a payment type For a credit memo the payment type refers to method the patient received their credit in I e Cash credit card etc 9 Click the Save Credit Memo button to save the quote If a print out of the credit memo is required click the Save and Print Credit Memo button Viewing And Or Printing A Credit Memo To retrieve a credit memo for viewing or reprinting 1 Open the Patient Information form 2 Find and select the patient for whom the credit memo was generated SpaMedware User Manual Page 52 of 102 SoaMedica PEN uiis conPoRaTion SPAMEDWARE USER MANUAL 3 Click the Quotes Receipts and Credits tab 4 the credit memo to be retrieved in the Credit Memo List of the Credit
25. form are Toolbar used to add update and delete clients on to the standby list Search Client frame used to find stand by clients By default all standby clients are shown when the Clients on Standby form opens Client Detail frame displays details for a selected standby client The Toolbar ADD EDIT DELETE SAVE CAMCEL FIRST PREY MEST LAST Add used to enable the form to add a client to the standby list First used to switch to the first client in the standby list Edit used to enable the form to update client on the standby list Prev used to switch to the previous client in the standby list Delete used to remove a client from the standby list Next used to switch to the next client in the standby list Save used to save any changes Last used to switch to the last client in the standby list Cancel used to cancel any changes Close used to close the Clients on Standby form The Search Client Frame Search Client Last Mame Last Name First Mame Start Wait Date ee First Mame When the Clients on Standby form first opens the Standby List is populated with all clients currently on standby Users can quickly search for a client on the standby list by entering the Last Name and or the First Name of the client in the provided fields and clicking the Search button The client list will then only display those clients whose names match the names entered If
26. form will now allow the user to enter information in the Staff and Details frames 3 Select the staff members for the unavailability information 4 Enter the details for the unavailability 5 Click Save to save the unavailability At the bare minimum an unavailability must have at least one staff member a reason and a time frame in order to be successfully added to the system If the time frame entered is not free for any selected staff member the user will receive a warning informing them about a possible double booking Unavailabilities can also be added via the Scheduling Interface Please refer to the Scheduling Appointments section for more details SpaMedware User Manual Page 80 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Modifying An Unavailability Unavailabilities are modified as follows 1 Open the Staff Unavailability form 2 Clickthe Edit button in the Toolbar The Staff Unavailability form will now allow the user to modify the information in the Staff and Details frames 3 Update the Staff and Details information accordingly 4 Click Save to save the unavailability At the bare minimum an unavailability must have at least one staff member a reason and a time frame in order for the changes to be successfully saved If the time frame entered is not free for any selected staff member the user will receive a warning informing them about a possible double booking Unavailabilities
27. no names are entered all the clients in the standby list will be displayed Clicking a client in the Standby List loads that clients information into the Client Detail frame The information can only be viewed no changes can be made without enabling the form to allow updates to a standby clients information by pressing the Edit button in the Toolbar SpaMedware User Manual Page 84 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Client Detail Frame Client Detal Last Mame First Mame Start Wait Date id 9 Time Required The contact and standby appointment related information for the selected client on the standby list is displayed in and entered via the Client Details frame Adding A Client To The Standby List Clients are added to Standby List as follows 1 Open the Clients on Standby form 2 Click the Add button in the Toolbar The Clients on Standby form will now allow the user to enter information in the fields in the Information frames 3 Enter the clients information ion the Client Detail frame 4 Click Save to save the client to the Standby List At the bare minimum a client must have a name and Start Wait Date in order to be successfully added to the Standby List Updating A Client On The Standby List A Standby List clients information is updated as follows 1 Open the Clients on Standby form 2 Select the cl
28. stored printed via the Print Documents form Imported folder where miscellaneous documents can be stored printed via the Imported Documents form Info folder where information documents are stored printed via the Print Documents form Letters folder where miscellaneous documents are stored printed via the Print Documents form Postop folder where post operative instruction documents are stored printed via the Print Documents form SpaMedware User Manual Page 101 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL P urchaseOrder folder where the purchase order templates is stored printed via the Purchase Order form Quote folder where the quote templates are stored printed via the Quote form Receipt folder where the receipt templates are stored printed via the Receipt form Thusly if N Documents is the document location then N Documents C onsents is where the consent documents would be stored If the documents are moved S paMedware will not be able to print the documents until you update the document location via the Documents tab Using the example above if N Documents is renamed to N SpaMedware Documents then SpaMedware will not be able to print any documents because it will be looking for the documents in N Documents and that folder does not exist any more Consent Information and Post operative Instruction documents are associated with procedures via the Documentation form Pl
29. tab in paMedware Please note that some lists such as Appointment Types and Appointment Statuses can not be changed The lists which are modifiable are ActionltemType Assignable staff member action items Examples include Call Reminder and Follow up AddressType Patient address types Examples include Home and Work AnesthesiaType Types of anesthesia for surgical procedures Examples include Local and General CancelType Reasons for an appointment cancellation Examples include Sick and Will reschedule CategoryType Product category types Examples include Surgical and Injectable CreditcardType Credit cards that are accepted by the company Examples include Visa and Master Card PaymentType Acceptable payment types Examples include Cash and Credit Card PhoneType Patient phone number types Examples include Home and Work SalutationType Patient salutation types Examples include Mr and Ms SurgeryType Surgical procedure types No longer used in SoaMedware and will be removed in a future version UnavailableType Reasons for a staff unavailability Examples include Vacation and Lunch UnitType Product unit types Examples include Vial and Box Adding Items To A List Type To add an item to a list Open the SpaMedware Settings form Click the List Types tab Select the list type you would like to add
30. the Open button to load the files location into the Document Location field 6 Click Save to save the document A document must have a description type and location in order to be successfully defined in the system S paMedware User Manual Page 60 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Only users with Admin security privileges can define documents Updating Documents A documents information is updated as follows 1 Open the Documentation form 2 Select the document in the Document List The documents information will display in the Details frame 3 Clickthe Edit button in the Toolbar The Documentation form will now allow the user to change the information in the fields in the Details frame 4 Update the documents information 5 Click Save to save the changes to the documents information A document must have a description type and location in order for the changes to be successfully saved Only users with Admin security privileges can update suppliers Removing Documents A document is removed from S paMedware as follows Open the Documentation form Select the document in the Document List The documents information will display in the Details frame Click the Delete button in the Toolbar Confirm the deletion in the Delete Document Confirmation dialog that opens Only users with Admin security privileges can remove documents Verifying Document Lo
31. the Supplier frame For more information about suppliers and brands please refer to the Managing Suppliers section Information Frame Inventory Quantities Choose a location ta set the Inventory count On Hand 0 Reorder Level 0 The Inventory Quantities frame is used to manage the inventory level of the selected product To change a products On Hand Quantity or Reorder Level Open the Products form Select the product in the Product List The products information will display in the Information frames Select the Location whose inventory levels are to be adjusted Update the On Hand Qty and or R eorder Level totals Click the 5 ave button Only staff members with the Can adjust Inventory billing capability may adjust a products On Hand Quantity and Reorder Level Adding Products Products are added to SpaMedware as follows 1 Open the Products form 2 Click the Add button in the Toolbar The Products form will now allow the user to enter information in the fields in the Information frames 3 Enter the products information 4 Click Save to save the product In order to be successfully added to the system a product must have at least a description a category type and a sales type If the name entered for the product is already present in SpaMedware the user will receive a warning informing them about a possible duplicate entry Only users with Admin security privileges can add pr
32. the information in the fields in the Information frames 4 Update the suppliers information 5 Click Save to save the changes to the suppliers information In order for the changes to be successfully saved a supplier must have at least a name Only users with Admin security privileges can update suppliers Removing Suppliers A supplier is removed from SpaMedware as follows SpaMedware User Manual Page 43 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Open the Supplier form Select the supplier in the Supplier List The suppliers information will display in the Information frames Click the Delete button in the Toolbar Confirm the deletion in the Delete Supplier Confirmation dialog that opens I 2 3 4 Only users with Admin security privileges can remove suppliers SpaMedware User Manual Page 44 of 102 qd MEDICAL CORPORATION SPAMEDWARE USER MANUAL PURCHASE ORDERS The Purchase Order Form Purchase Order Purchase Order 1 Order History Purchase Order 27 Add Product to Order Orders placed between Description Oty RST PST Price Total Order Date Purchase Order Number Order Received Add to Items below Calculato Clear Fields Gty Ordered Received Select a Ship To location Save and Print Purchase Order The Purchase Order form used for managing purchase orders is o
33. the patient using the Search for Patients dialog The Patient List will be filled with the results of the search Select the patient in the Patient List The patients information will display in the Information tabs Click the Appt button in the Toolbar The Appointment Schedule for the patient will open The appointments for the selected patient will be displayed in reverse chronological order in the Appointment List grid this includes any cancelled appointments appointment listed with a garbage can icon is a cancelled appointment An appointment listed with no icon is an active appointment Select Appointment Selecting an appointment in the Appointment List and then clicking the S elect Appointment button will 1 Close the patients Appointment Schedule 2 Display the Scheduling Interface 3 Cause the Appointment Grid to switch to and display the selected appointment The selected appointment will be highlighted If an appointment was cancelled the S elect Appointment button is un clickable Modify Appointment Selecting an appointment in the Appointment List and then clicking the Modify Appointment button will open the Appointment form for the selected appointment the user can then make any changes to the appointment If an appointment was in the past or completed the Modify Appointment button changes to the View Appointment button which will open the Appointment form for the selected appointment but will not
34. warning informing them about a possible duplicate entry Only users with Admin security privileges can add procedures Updating Procedure Information A procedures information is updated as follows 1 Open the Procedure form 2 Select the procedure in the Procedure List The procedures information will display in the Information frames 3 Click the Edit button in the Toolbar The Procedure form will now allow the user to change the information in the fields in the Information frames 4 Update the procedures information 5 Click Save to save the changes to the procedures information In order for the changes to be successfully saved a procedure must have at least a description a procedure type a category type and an appointment type Only users with Admin security privileges can update procedures Removing Procedures A procedure is removed from SpaMedware as follows 1 Open the Procedure form 2 Select the procedure in the Procedure List The procedures information will display in the Information frames 3 Clickthe Delete button in the Toolbar 4 Confirm the deletion in the Delete Procedure Confirmation dialog that opens Only users with Admin security privileges can remove procedures SpaMedware User Manual Page 36 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL MANAGING INVENTORY The Product Form Product E ADD EDIT DELETE SAVE CA
35. will be specific to the requirements for the type of appointment selected The above image shows the appointment form for a Maintenance appointment This form also opens for Package and Treatment appointments While each appointment type will have different requirements in order to be successfully scheduled the basic principles are the same 1 Select Date amp Time The date and time for the appointment will have been pulled from the Appointment Grid and placed in the Date amp Time frame While it is possible to change the start and end time for an appointment it is not possible to change the date To create the appointment on a different date the user has to close the appointment form using the Cancel button and open it again from the date they want the appointment to be scheduled on 2 Select Staff The staff member whose schedule was being viewed on the Appointment Grid will be automatically checked in the Staff frame It is possible to associate un associate staff members with the appointment by checking and un checking their names accordingly Appointments can be associated with more than one staff member assuming that all the staff members to be associated have time available in their schedules 3 Select Patient The patient to be associated with the appointment is selected using the Patient frame Only one patient may be associated with an appointment and that patient must not have any other appointments booked during the ti
36. 11 00 1120 12 00 1230 13000 r5 14 00 1420 15 000 3n TED r 73x 1720 1d 3n on 1 30 mim m xm aem Bd Fa d After successfully logging in the Scheduling Interface the central hub of SpaMedware will open From the Scheduling Interface users can firstly schedule appointments and secondly access all the other functions of SpaMedware The main components of the Scheduling Interface are The Appointment Grid used to view create modify and cancel appointments The Calendar used to select which date the Appointment Grid displays schedules for The Toolbar used to access the main functions such as Call Tracking and Patient Management of SpaMedware The Utility Buttons used to access specific functions in SpaMedware X X X S paMedware User Manual Page 9 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Appointment Grid Dawn Sinclair r3 3c Dro 9 30 xpo 1030 11 00 1200 1230 The Appointment Grid has a number of components The Staff Selection tabs running along the bottom of the Appointment Grid and arranged alphabetically by each staff members Schedule Name Clicking one of these tabs will make the Appointment Grid display the appointment schedule for the corresponding staff member The Location Selection tabs running along the left side of the Appointment Grid and arranged alphabetically by each locati
37. ADDING A COMPANY REMOVING A COMPANY THE LOCATION TAB ADDING A LOCATION UPDATING A LOCATION REMOVING A LOCATION S paMedware User Manual SPAMEDWARE USER MANUAL 73 74 74 15 75 75 16 76 77 19 80 81 81 82 82 82 83 83 83 Page 6 of 102 xd SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL THE CALL ACTION TAB 96 ADDING A CALL ACTION 97 MODIFYING A CALL ACTION 97 REMOVING A CALL ACTION 97 THE CALL TIMER TAB 97 THE LisT TYPES TAB 98 ADDING ITEMS TO ALIST TYPE 98 REMOVING ITEMS FROMA LIST TYPE 98 THE TAX TYPES TAB 99 SETTING THE TAX TYPES 99 THE AMBASSADOR PROGRAM TAB 100 THE COUPONS TAB 100 ADDING A COUPON 101 UPDATING A COUPON 101 REMOVING A COUPON 101 THE DOCUMENTS TAB 101 CREATING DOCUMENTS FOR SPAMEDWARE 102 THE EMAIL SETTINGS TAB 102 SpaMedware User Manual Page 7 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL LOGGING INTO SPAMEDWARE SpaMedware System Login x Please enter Lol a Password Company Demo Company Database Setup and SpaMedware License in order to protect the confidentiality of the patient information stored in SpaMedware all users are first required to log in using their assigned User Name and Password Only staff members who are granted a security level greater than No Login may log into the application For more information about the staff member security levels available in SpaMedware please r
38. AMEDWARE USER MANUAL The Staff List Suus When the Staff form first opens the Staff List will be populated with a selection of staff members dependent oe on the security level of the user Last Mame First Mame fthe user has Admin security privileges the Staff List will contain the names of all the staff members stored in SpaMedware Ifthe user does not have Admin security privileges the Staff List will only contain their name Users can use the Filter button to quickly find a staff member in the Staff List by entering some filter criteria in the supplied text box The Filter button filters on the Last Name column of the Staff List Clicking a name in the Staff List loads that staff members information into the Information tabs The information can only be viewed no changes can be made without enabling the form to allow updates by clicking the Edit button in the Toolbar Staff ID Bookable Create Schedule 7 Last Mame Schedule Mame Po First Mame system Default Physician Initials Security Level Ma Login Location All Locations r User Name Staff Type Administration y Password A must be at least 6 characters long Earns Commission Address he Home Phone City Po Cell Phone state Po Work Phone PostalCode Ema Country Po Email 2 The general and contact information for the selected staff member is displayed on and entered via the Info t
39. Add button in the Toolbar The Referral Source form will now allow the user to enter information in the fields of the Main and Detail frames 3 Enter the referral sources information in the Main and Detail frames 4 f applicable activate the referral source by checking the Active checkbox in the Main frame 5 Click Save to save the referral Atthe bare minimum a referral source must have a name in order to be successfully added to the rolodex Only users with Admin security privileges can add referral sources Updating Referral Sources A referral sources information is updated as follows 1 Open the Referral Source form 2 Select the referral source in the Referral List The referral sources information will be displayed in the Main and Detail frames 3 Click the Edit button in the Toolbar The Referral Source form will now allow the user to change information in the fields of the Main and Detail frames 4 Update the referral sources information 5 Click Save to save the changes to the referral source At the bare minimum a referral source must have a name in order for the changes to be successfully saved Only users with Admin security privileges can update referral sources Removing Referral Sources A referral Source is removed from the rolodex as follows Open the Referral Source form Select the referral source in the Referral List The referral sources information will be displayed in the
40. CAL CORPORATION SPAMEDWARE USER MANUAL PRINTING DOCUMENTS The Print Documents Form Print Documents Last Name First Name Bic S 10 Envelope COLarge Envelope O Labels PREVIEW PRINT Location All Locations i Fino patients J setect ay J clear ate wizi Procedure Information SAMPLE CONSENT doc SAMPLE Post Op Instructions CLEAR SAMPLE POSTOP doc The Print Documents form used to print documents from S paMedware is opened by 1 Click the Print button on the Scheduling Interface Toolbar The Print menu will be displayed 2 Select Print Documents from the P rint menu The main components of the P rint Documents form are The Envelopes and Labels tab used to select patients for merge letters envelopes and labels and to print envelopes and labels The Document tab used to select and print documents to be printed Printing Envelopes and Labels 1 Open the Print Documents form 2 Find the patient for whom an envelope or label is to be printed by clicking the Find Patients button A Search for Patients dialog will open allowing the user to enter criteria and search for the patients 3 Select the patients to print an envelope or label for by checking their names in the Patient list The Select All button will quickly select all the patients in the Patient list The Clear All button will unselect all the patients in the Pa
41. EE NN The Surgical appointment form is much like the P re op Visit appointment form with the addition of some extra fields 1 Quote Users can add a reference to the quote the patient was given for the surgical procedure being booked here 2 Anesthesia Users select the type of anesthesia to be used during the surgery here 3 Overnight Users indicate if the patient will be staying in the clinic overnight after their procedure here Creating a Staff Unavailability L Staff Unavailability te ADD EDIT DELETE SAVE CANCEL FIRST PREY NEXT LAST CLOSE Staff StartDateTime EndDateTi Reason Type Start Date Time 02 09 2009 07 00 End Date Time 02 09 2009 07 05 Note The UN Available appointment type is used to indicate in their respective schedule when a staff member is not available to be booked for an appointment This type of appointments can also be made through the Staff Unavailability form but when opened from the Appointment Grid just like the other appointment forms the date amp time for the unavailability as well as the staff member whose schedule was being viewed will already be populated in the form Like the other appointment types multiple staff members can be associated with an unavailability Unlike the other appointment forms however users select the staff members by finding their names in the left box of the Staff frame an
42. G A CREDIT MEMO AS REFUNDED SEARCH RECEIPTS THE SEARCH RECEIPTS FORM SEARCHING FOR RECEIPTS VIEWING AND PRINTING A RECEIPT UPDATING A RECEIPT SEARCH BANK DEPOSITS THE SEARCH BANK DEPOSITS FORM SEARCHING FOR BANK DEPOSITS MARKING A PAYMENT AS DEPOSITED UNDEPOSITED UPDATING A RECEIPT VIEWING AND PRINTING A RECEIPT S paMedware User Manual SPAMEDWARE USER MANUAL 36 36 36 37 Page 4 of 102 opaMeaica ViEWING A PATIENTS INFORMATION TREATMENT TRACKING ENTERING TREATMENT TRACKING INFORMATION UPDATING TREATMENT TRACKING INFORMATION DELETING TREATMENT TRACKING INFORMATION DOCUMENT MANAGEMENT THE DOCUMENTATION FORM DEFINING DOCUMENTS UPDATING DOCUMENTS REMOVING DOCUMENTS VERIFYING DOCUMENT LOCATIONS SETTING THE DEFAULT PRINTER PRINTING DOCUMENTS THE PRINT DOCUMENTS FORM PRINTING ENVELOPES AND LABELS PRINTING DOCUMENTS THE IMPORTED DOCUMENTS FORM PRINTING DOCUMENTS MAIL MARKETING THE MAIL MARKETING LETTERS THE PREVIEW MAIL MERGE FORM PREVIEWING HOW MANY LETTERS WILL BE GENERATED IN THE MAILOUT THE PRINT MAILOUT FORM PRINTING THE MAILOUT THE REPRINT MAILOUT FORM REPRINTING LETTERS FROM PREVIOUS MAILOUTS PRINT APPOINTMENT SCHEDULES PRINTING A PATIENT APPOINTMENT SCHEDULE PRINTING A STAFF MEMBER APPOINTMENT SCHEDULE VIEWING AN APPOINTMENT CANCELLING AN APPOINTMENT PRINT OR SCHEDULES PRINTING AN OR SCHEDULE VIEWING AN APPOINTMENT CANCELLING AN APPOINTMENT ACTION ITEMS THE ACTION
43. HE PATIENT INFORMATION FORM 21 LOOKING UP PATIENT INFORMATION 25 ADDING PATIENTS 26 UPDATING PATIENT INFORMATION 26 REMOVING PATIENTS 26 VIEWING PATIENT APPOINTMENT HISTORY 27 PRINTING PATIENT INFORMATION 28 MANAGING PATIENT ACTION ITEMS 28 MANAGING STAFF 29 THE STAFF FORM 29 STAFF MEMBER SECURITY PRIVILEGES 31 ADDING STAFF MEMBERS 31 UPDATING STAFF MEMBER INFORMATION 32 REMOVING STAFF MEMBERS 32 MANAGING PROCEDURES 33 THE PROCEDURE FORM 33 S paMedware User Manual Page 3 of 102 167 SpaMedica ADDING PROCEDURES UPDATING PROCEDURE INFORMATION REMOVING PROCEDURES MANAGING INVENTORY THE PRODUCT FORM ADDING PRODUCTS UPDATING PRODUCT INFORMATION REMOVING PRODUCTS MANAGING SUPPLIERS THE SUPPLIER FORM ADDING SUPPLIERS UPDATING SUPPLIER INFORMATION REMOVING SUPPLIERS PURCHASE ORDERS THE PURCHASE ORDER FORM CREATING A PURCHASE ORDER VIEWING AND PRINTING A PURCHASE ORDER MODIFYING A PURCHASE ORDER DELETING A PURCHASE ORDER MARKING A PURCHASE ORDER As RECEIVED NOT RECEIVED PATIENT BILLING CREATING QUOTES THE CREATE QUOTE FORM CREATING A QUOTE VIEWING AND OR PRINTING A QUOTE MODIFYING A QUOTE DELETING A QUOTE CREATING RECEIPTS CREATING A RECEIPT CREATING A RECEIPT FROM A QUOTE VIEWING AND OR PRINTING A RECEIPT MODIFYING A RECEIPT VOIDING A RECEIPT CREATING CREDIT MEMOS THE CREDIT MEMO FORM CREATING A CREDIT MEMO VIEWING AND OR PRINTING A CREDIT MEMO MODIFYING A QUOTE VOIDING A CREDIT MEMO MARKIN
44. ITEMS FORM CREATING AN ACTION ITEM VIEWING ACTION ITEMS PRINTING AN ACTION ITEM LIST UPDATING AN ACTION ITEM DELETING AN ACTION ITEM VIEWING PATIENT INFORMATION FROM AN ACTION ITEM TASK LIST THE TASK LIST FORM CREATING A TASK VIEWING TASKS S paMedware User Manual SPAMEDWARE USER MANUAL Page 5 of 102 16 SpaMedica PRINTING A TASK LIST UPDATING A TASK DELETING A TASK STAFF MEMBER ACTIVITY LOG SEARCHING FOR STAFF MEMBER ACTIVITIES VIEWING AN ACTIVITY STAFF MEMBER CALL TRACKING TRACKING A CALL A CALL TRACKING EXAMPLE STAFF UNAVAILABILITY ADDING AN UNAVAILABILITY MODIFYING AN UNAVAILABILITY CANCELLING AN UNAVAILABILITY PATIENT CALL REMINDERS CREATING A CALL REMINDER LIST REGISTERING A CONTACT STATUS WITH AN APPOINTMENT PRINTING A CALL REMINDER LIST VIEWING A PATIENTS INFORMATION VIEWING AN APPOINTMENT PATIENT STANDBY LIST ADDING A CLIENT THE STANDBY LIST UPDATING A CLIENT ON THE STANDBY LIST REMOVING A CLIENT FROM THE STANDBY LIST PRICE LIST SEARCHING FOR THE PRICE OF A PROCEDURE SEARCHING FOR THE PRICE OF A PRODUCT REFERRAL SOURCES ADDING REFERRAL SOURCES UPDATING REFERRAL SOURCES REMOVING REFERRAL SOURCES COMPANY ROLODEX THE ROLODEX FORM ADDING CONTACTS UPDATING CONTACTS REMOVING CONTACTS SETTING UP SPAMEDWARE THE DATABASE SETUP AND LICENSE FORM CONNECTING TO THE SPAMEDWARE DATABASE ENTERING A SPAMEDWARE LICENSE THE SPAMEDWARE SETTINGS FORM THE COMPANY TAB
45. LOUT REPRINT MAILOUT The Print Mailout form used to see generate and print the mailout is opened by 1 Click the Print button on the Scheduling Interface Toolbar The Print menu will be displayed 2 Select Print Mailout from the Print menu Printing The Mailout To generate and print in the mailout 1 Open the Print Mailout form 2 Setwhich letters are to be generated 3 Clickthe P rint Mailout button S paMedware User Manual Page 66 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Generating mailouts for a specific location is a planned feature for future versions of SpaMedware Atthe moment chanign the location in the Location selection box has no impact on the letters generated in the mailout The Reprint Mailout Form LE Reprint Mailout Search for mailouts to repant Location All Locations Start Date FIND End Date Select and reprint Letter Mail Date Last Name First Name Mail Address gt SELECT ALL CLEAR ALL v Reprint Letter POIs REPRINT The Reprint Mailout form used to reprint letters from previously generated mailouts is opened by 1 Open the Print Mailout form 2 Clickthe Reprint Mailout button Reprinting Letters from Previous Mailouts To reprint letters from a previously generated mailout 1 Open the Rerint Mailout form 2 Findthe letters by entering a date range to search for mailo
46. MANUAL The Supplier List When the Supplier form first opens the Supplier List is populated with all the suppliers stored in paMedware Users can use the Filter button to quickly find a supplier in the Supplier List by entering some filter criteria in the supplied text box The Filter button filters on the Name column of the Supplier List Clicking a supplier name in the Supplier List loads that suppliers information into the Information tabs The information can only be viewed no changes can be made without enabling the form to allow updates by clicking the Edit button in the Toolbar Information Tab Supplier Suppliers Supplier Info Address Phne gt City o a sd Notes The general information for the selected supplier is displayed on and entered via the Supplier tab Information Tab Brands Suppliers 27 gt Add Brand for Suppber S paMedware User Manual Page 42 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The brands for the selected supplier are displayed on and entered via the Brands tab To add a new brand to a supplier 1 Open the Suppliers form 2 Switch to the Brands tab 3 Click the Edit button in the Toolbar The Suppliers form will now allow the user to enter information in the fields in the Information frames 4 Enter the new brand in the Name field 5 Click the Add Brand button 6 Click Save
47. Memos frame 5 Right click the credit emmo and select View and Print from the pop up menu The credit emmo will be regenerated and displayed in Word from which it can be viewed and or printed as per normal Modifying A Quote To retrieve a credit memo for modification Open the Patient Information form Find and select the patient for whom the quote was generated Click the Quotes Receipts and Credits tab Find the credit memo to be retrieved in the Credit Memo List of the Credit Memos frame Right click the credit memo and select Modify Credit Memo from the pop up menu The Credit Memo form will be opened and the items selected for the credit memo will be displayed in the Item list These items can be updated as per normal quote creation Voiding A Credit Memo To void a quote Open the Patient Information form Find and select the patient for whom the quote was generated Click the Quotes Receipts and Credits tab Find the credit memo to be retrieved in the Credit Memo List of the Credit Memos frame Right click the credit memo and select Void Credit from the pop up menu Confirm the void in the Void Credit Memo dialog that appears Marking A Credit Memo As Refunded To mark a credit memo as refunded Open the Patient Information form Find and select the patient for whom the credit memo was generated Click the Quotes Receipts and Credits tab Find the credit memo to
48. NCEL FIRST PREY LAST CLOSE roduct List ID Description f 1 Product Inventory Code Fitter by Bran All Brands Our Cost i BENE SENE FILTER Retail Price J Sale Price 000 Unit Type day Description Sale Start Sale End if Category Type Sale Elis Commissionable Comments Supplier Brand Choose a location to set the Inventory count Iz On Hand Qty p The Product form used for managing products is opened by 1 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Products from the Forms menu The main components of the Product form are Toolbar used to view create update and delete products The Product List used to select the product whose information is to be viewed and or updated The Information Frames used to view enter and update product information The Toolbar E OR X t 93 O ADD EDIT DELETE SAVE CANCEL FIRST PREY NEXT LAST Add used to enable the form to add a product First used to switch to the first product in the Product list Edit used to enable the form to update product information Prev used to switch to the previous product in the Product list Delete used to remove a product Nex
49. a patient is added to the system if they have not booked an appointment mec ole oar CURENTLY ON nea CHA adipem CURRENT dug m tee MM IAM adipem CURRENT dug ee Letter05 Q3Monthly Generated 4 weeks after a patient is added to the system if they have not booked an appointment CURRENTLY ON HOLD Generated 5 weeks after a patient is added to the system if they have not Letter 06 Post Inquiry Questionnaire booked an appointment Letter 07 Consult Booked Directions Generated after a patient books a surgical consult Letter 08 No Show Generated after a patient does not show up for an appointment Letter09 Consult with Mulholland No procedure booked Generated 1 week after a patient has had a consult but has not booked a Subsequent appointment Generated 3 weeks after a patient has had a consult but has not booked a Letter 10 Post Consult Questionnaire subsequent appointment Letter1l Preop Booklet Generated after a patient books their pre operative appointment CURRENTLY ON HOLD Letter 12 Folloup Rx Questionnaire Generated 6 months after a patient has surgery ratari Tornehed Generated 2 months after a patients has had one of a number of specific treatments Letter 14 Spa Report ON HOLD NO PARAMETERS AVAILABLE Letter 15 Season s Greeting ON HOLD NO PARAMETERS AVAILABLE Letter 16 Birthday Letter Generated for all patients with a birthday in the next 2 weeks who were entered into the system in the last 2 years Letter 17 First A
50. ab The Info tab has a number of components The general business related information for the selected staff member is displayed on and entered via the Staff Information frame Most of the fields in the Staff Information frame are self explanatory below are explanations for those fields which are not Active Used to indicate if the staff member is currently active in the company Staff member based reports can only be generated against Active staff members Bookable Used to indicate that the staff member is bookable for appointments Staff members who are bookable will appear in the Staff frame when scheduling an appointment Create Schedule Used to indicate that the schedule for the selected staff member should be displayed on the Appointment Grid paMedware will need to be restarted in order for the staff members schedule to be added to or removed from the Appointment Grid S paMedware User Manual Page 30 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The contact Information for the selected staff member is displayed on and entered via the Contact Information frame Information Tab Billing Capabilities info ELTE o 0 0 05 ll ll 05 05 5 5 5 1 By default any staff member with the security level of Administrator will automatically have access to all tems below However the settings can be changed from this screen Jean createmodity Quotes ean delete Quotes Elcan createimo
51. allow the user to make any changes If an appointment was cancelled the Modify Appointment button changes to the View Appointment button which will open the Appointment Cancellation Details dialog allowing the user to view the details of the cancellation S paMedware User Manual Page 27 of 102 opaMeaica Woy 6 HERE EEG SPAMEDWARE USER MANUAL Cancel Appointment Clicking the Cancel Appointment button after selecting an appointment in the Appointment List will cancel the selected appointment The user will need to indicate the reason why they are cancelling the appointment before the cancellation is processed Print Schedule Clicking the P rint Schedule button will generate a printable appointment schedule showing all of the active appointments for the patient Viewing Appointment Activity Double clicking an un cancelled appointment in the Appointment List will open an Activity Log form or the appointment For more information concerning the Activity Log form please refer to the Staff Member Activity Log section Double clicking a cancelled appointment shows the cancellation details for that appointment Printing Patient Information To print a patient s information Open the Patient Information form Look up the patient using the Search for Patients dialog The Patient List will be filled with the results of the search Select the patient in the Patient List The patients information will display in the Infor
52. an item to in the List Type box Enter the item in the Add New Item box and click the Add button Click the Save Changes button to save the new item Removing Items From A List Type 1 Open the SpaMedware Settings form 2 Click the List Types tab 3 Select the list type you would like to remove an item from in the List Type box SpaMedware User Manual Page 98 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL 4 Right click the item to be removed and select Delete Entry 5 Click the Save Changes button to save the changes The Tax Types Tab A SpaMedware Setup Call Actions Call Timer List Types Ambassador Program Email Settings Tax Field 1 Tax Field 2 The name and percentages of the taxes applied to products and procedures are set via the Tax Types tab on the SpaMedware Settings form As products and procedures can be taxable by one both or neither tax type SpaMedware allows users to indicate which taxes should be applied to a product and procedure when they are entered into the system via the Inventory and Procedures forms Please refer to the Managing Products and Managing Inventory sections for more details on how to set tax types for products and procedures Setting The Tax Types Open the S paMedware Settings form Click the Tax Types tab Enter the name and percentage for each tax type Click the 5 ave button to save the changes For example in On
53. associated with that location Adding A Location Locations are added to SpaMedware as follows 1 Open the SpaMedware Settings form 2 Click the Locations tab SpaMedware User Manual Page 95 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL 3 Selectthe company for the location from the Company box 4 Enter the information for the location in the provided fields 5 Click the Save New Location button to save the company Locations must have a name in order to be saved Updating A Location Locations are added to S paMedware as follows Open the SpaMedware Settings form Click the Locations tab Select the company for the location from the Company box Selectthe location in the Location box Update the information for the location in the provided fields Click the Update Location button to save the changes puo ER pn Locations must have a name in order to be saved Removing A Location A location is removed from S paMedware as follows Open the SpaMedware Settings form Click the Companies tab Select the company for the location from the Company box Select the location from the Locations box Click the Delete Location button to save the company Confirm the deletion in the Confirm Location Deletion dialog box that appears oS Locations which are deleted are no longer accessible in SpaMedware Do not remove a location without first co
54. bar The Staff form will now allow the user to change the information in the fields in the Information tabs Update the staff members information Click 5ave to save the changes to the staff members information Atthe bare minimum a staff member must have a first and last name in order for the changes to be successfully saved Users without Admin security privileges may only change their own name initials user name password and contact information Users with Admin security privileges may change all the information for any staff member Removing Staff Members A staff member is removed from S paMedware as follows 1 Open the Staff form 2 Selectthe staff member in the Staff List The staff members information will display in the Information tabs 3 Click the Delete button in the Toolbar 4 Confirm the deletion in the Delete Staff Confirmation dialog that opens Only users with Admin security privileges can remove staff members Once a staff member has been removed SpaMedware must be restarted by all users in order for the removal to take effect SpaMedware User Manual Page 32 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL MANAGING PROCEDURES The Procedure Form TEOomBmM xXxT e to0 ADD EDIT DELETE SAVE CANCEL FIRST PREY MEXT LAST CLOSE ID Description Default Number of Appointments v Filter by
55. cations To verify that the defined documents are in the correct place and are accessible to the system 1 Open the Documentation form 2 Click the Run Scan button in the Check Document Locations frame Any documents that are currently defined but were not found in their defined location will be displayed in the Incorrect Document Locations list The location for each document will need to be corrected as per Updating Documents SpaMedware User Manual Page 61 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL SETTING THE DEFAULT PRINTER e Printer SET DEFAULT PRINTER Before any documents can be printed it is necessary to indicate which printer SpaMedware should use for printing The Set Default Printer form is opened by 1 Click the Print button on the Scheduling Interface Toolbar The Print menu will be displayed 2 Select Set Default Printer from the P rint menu To set the printer SpaMedware will print documents from 1 Open the Set Default Printer form 2 Select the printer to be used in the Printer Name list 3 Click the Set Default Printer button The selected printer will be set as the default printer CAUTION Setting the default printer resets the default printer for the computer itself Any documents printed outside of SpaMedware will also be directed to the printer set via the Set Default Printer form SpaMedware User Manual Page 62 of 102 x SpaMedica MEDI
56. cheduling Interface Toolbar 2 Select Staff from the Forms menu The main components of the Staff form are Schedule Name 5 FIRST PREY NEXT LAST CLOSE a First Name Last Name Create Schedule System Default Physician Is No Login must be at least 6 characters long The Forms menu will be displayed Toolbar used to view create update and delete staff members The Staff List used to select the staff member whose information is to be viewed and or updated Information Tabs used to view enter and update staff member information The Toolbar FE y ADD EDIT DELETE Add used to enable the form to add a staff member Edit used to enable the form to update staff information Delete used to remove a staff member Save used to save staff information changes Cancel used to cancel any staff information changes S paMedware User Manual SAVE CANCEL FIRST PREY WEXT LAST First used to switch to the first staff member in the Staff list Prev used to switch to the previous staff member in the Staff list Next used to switch to the next staff member in the Staff list Last used to switch to the last staff member in the Staff list Close used to close the Staff form Page 29 of 102 x SpaMedica MEDICAL CORPORATION SP
57. clinics require their patients to have a second consult before proceeding with some procedures Users can check this box to indicate that the patient has booked a second consult but should only check it if the second consult pertains to this first consult S paMedware User Manual Page 14 of 102 OY SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Creating a Follow Up Meet amp Greet Other Photos or Post op Visit Appointment L Appointment Follow Up Date amp Time iC Aessandra FCP C Bella C Crystal Peel H festhetic Room 2 C Alessandra Y Kv C Claudia Iw Dawn February 09 2009 C Aesthetic Room 3 C Audrey C ClearLight C Derm gt Last Name First Name First Name Address Phone Double click 2 patient to show their details The appointment form for Follow Up Meet amp Greet Other Photos and Post op Visit appointments is very much like the appointment form for Maintenance Package and Treatment appointment form with the exception that no procedure needs to be selected Creating a Pre op Visit Appointment L Appointment Pre op Visit Alessandra FCP Bella C CrystalPeel H Festhetic Room 2 C Aessandra Y Kv 1 Claudia Dawn February 09 2009 1 Aesthetic Room 3 1 Audrey C ClearLight C Derm gt Last Name First Name Address Phone Double click a patient to show their details
58. cta time frame for the schedule by filling the Start Date and End Date fields Click the calendar icon next to each field to bring up the calendar control for quick selection of dates The This Month and Next Month buttons will enter the appropriate dates for the current and next month in the Start Date and End Date fields 4 Clickthe Search button to find all the surgical appointments which match the search criteria selected 5 Matching surgical appointments will be displayed in the Appointment list Appointments with a garbage can icon are cancelled appointments 6 Clickthe Preview and Print button to preview and print the OR schedule Cancelled appointments are not printed in the schedule Viewing An Appointment Select the appointment to be viewed and click the S elect Appointment button The Print Appointment Information form will close and the selected appointment will be displayed in the Appointment Grid Cancelling An Appointment After performing a search it is possible to cancel an appointment directly from the P rint Appointment Information form by selecting the appointment to be cancelled in the Appointment list and clicking the Cancel Appointment button S paMedware User Manual Page 70 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL ACTION ITEMS The Action Items Form dp Adin Heme Reien Module Complete Anton Bpl EJ os Procedure EcL LUE Procedure Die
59. d and click the View Purchase Order History button Any purchase orders which meet the search parameters will be displayed in the Items frame 4 Inthe Items frame select and right click the purchase order to be modified 5 Inthe menu which opens select Modify Order The Purchase Order form will change to the Purchase Order tab and the items of the purchase order will be displayed in the appropriate fields 6 The purchase order can then be changed and saved as per the Creating A Purchase Order section Only staff members with the Can create modify Purchase Orders billing capability may modify a purchase order Deleting A Purchase Order A purchase order is deleted as follows 1 Open the Purchase Order form 2 Select the Order History tab 3 Setthe search parameters purchase order date which location it was shipped to supplier and if or if not it has been received and click the View Purchase Order History button Any purchase orders which meet the search parameters will be displayed in the Items frame 4 Inthe Items frame select and right click the purchase order to be deleted 5 Inthe menu which opens select Delete Order The purchase order will be deleted Only staff members with the Can delete Purchase Orders billing capability may modify a purchase order Marking A Purchase Order As Received Not Received A purchase order is marked as received not received as follows 1 Open the Purchase Ord
60. d Credits tab Find the quote to be retrieved in the Quotes List of the Quotes frame Right click the quote and select Delete Quote from the pop up menu Confirm the deletion in the Delete Quote dialog that appears SpaMedware User Manual Page 48 of 102 OY SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Creating Receipts ip Raceipt Test4 Test UN Lenguas drelika Tests ew Toad 41 Total Amount vette lem Lira GATI TotalAmeunt toe this Mem Select Since Provider 1 ET Chris fs printing Choose a Bling Locator Dess Location Chose Feces Dae May 23 2008 28 f Afer molding nee prai iy clicking Hes Ade a nea Pamat bution bara the ih Pami Dale Peryrment Amount and Payment Type by clicking on each row in fe grid ASer you Rave edited the Rema you can seve the Receipt DEPOSITED IFEMS CAM ONLY EX MOGRIED BY AM ADMINISTRATOR The Create Receipt form used for creating and modifying receipts for patients is opened by right clicking on completed appointments and selecting Create Modify Receipt for appointment from the pop up menu that appears The Create Receipt form can also be opened by 1 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Create Receipt from the Forms menu The main
61. d clicking their names to add them to the right box Along with any notes for the unavailability users must select a ReasonT ype for the unavailability For more information about more advanced usage of the Staff Unavailability form please refer to the Staff Unavailability section S paMedware User Manual Page 16 of 102 x SpaMedica CORPORATION SPAMEDWARE USER MANUAL MEDICAL Switching Between Appointment Types L Appointment Consult Consult Follow Up Maintenance Meet and Greet Other Package Photos Post op Yisit Pre op Visit Surgery Treatment iC Alessandra C Aessandra Y 1 Audrey C CrystalPeel Iw Dawn C Derm Date amp Time February 09 2009 07 00 to 0705 Patient Last Name C Aesthetic Room 3 Last Name First Ni First Name Cancel Phone ji Address Double click a patient to show their details z Called Back Call Back Date Second Consult Booked Cancel With the exception of Un Available appointments users can switch between the various appointment form types by right clicking on the appointment type shown atthe top of the form and selecting the appointment type they want to switch to Manipulating Appointments Biel Change appointment status Show appointment activity Show appointment history Show patient information Create an action item Add
62. des that the information is incorrect pressing the Reset button will return all the appointment information back to what it was when the appointment form was first opened Clicking the Cancel button will close the form the appointment will not be saved Normally after saving the new appointment the Appointment Grid will update and display the new appointment If the Appointment Grid fails to update users can manually update it by clicking the Refresh button Creating a Consult Appointment L Appointment 2 Consult Messandra FCP Alessan dra Y KY Audrey Last Name Last Name First Name Phone Address First Name Address In _ CLEAR FIND Double click a patient to show their details Called Back Call Back Date Second Consult Booked Save The Consult appointment form is very much like the Maintenance Package and Treatments appointment form with the exception of the three additional fields in the Notes frame These fields are used to add post consultation notes 1 Called Back Some clinics require their staff members to call back patients they have seen for a consultation Staff members check this box to indicate they have done so 2 Call Back Date If the staff member has called the patient back they can place the date of that call back in this field 3 Second Consult Booked Some
63. dify Receipts Elcan Receipts Jean createimodifty Purchase Orders ean delete Purchase Orders Elcan createinodity Credit Memos Elcan void Credit Memos Jean adjust Inventory The billing related actions a staff member can perform are set using the Billing Capabilities tab Only a staff member with Admin security privileges may adjust a staff members Billing Capabilities Staff Member Security Privileges The Security Level field in the Staff Information frame of the Info tab is used to adjust how much access a staff member has to the functionality of S paMedware Login staff members can not log into SoaMedware and thusly are completely denied access to SpaMedware View Records staff members can log into SpaMedware but can only view appointments patient records etc View Records level staff members not make any changes to SpaMedware records with the exception that they can create new appointments Update Records staff members have the same privileges as View Records level staff members but can also make changes to a number of patient related S paMedware records scheduling call tracking patient information etc Update Records level staff members can not access the setup features of SpaMedware nor can they generate reports Also for many of the non patient related function of paMedware procedures inventory etc the staff member can only view the records no changes can be made
64. displayed on and entered via the Info tab S paMedware User Manual Page 22 of 102 OY SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Information Tab Interests info Renee Treatment History Call History Notes Quotes Receipts amp Credts Procedures Of Interest To select procedures of interests for patient mark ali the procedures in the Procedures list that the patient is Interested in and then click the Add button To remove procedures from the Procedures of Interest list mark the procedures you want to remove and then click the Remove button Procedures Selected Procedures a The procedures the selected patient is interested in are selected and viewed using the Interests tab Some mail merge letters will print procedure information documents for the patient based on their procedures of interest Information Tab Treatment History Info interests Cal History Notes Quotes Receipts amp Credts Treatment History Tracking Date Botox Face Laser Hair Removal Photo Rejuvenation The Treatment Tracking history sorted by date for the patient is displayed on the Treatment History tab Selecting a treatment and right clicking it will open a Treatment Tracking form containing the information for the selected treatment S paMedware User Manual Page 23 of 102 OY SPAMEDWARE USER MANUAL MEDICAL CORPORATION Information Tab Call Histo
65. e for the first staff member in the Staff Selection tabs for the current week The columns in the Appointment Grid represent dates of availability for the selected staff member In the default weekly view the user has seven 7 columns in the grid The first column represents Monday the second column represents Tuesday and so on through to the seventh column Sunday The corresponding dates for the columns are dependant on which week is selected in the calendar The rows of the Appointment Grid represent bookable periods of time for a given day The bookable periods run in 5 minute increments from 1 00 to 22 00 7AM to 10P M with the hours 7 00 8 00 etc being highlighted When an area in the grid is selected the time it represents is the time of the top cell to the time of the cell on the bottom edge of the last cell in the selected area For example if the first cell is selected this represents the time period of 7 00AM to 7 05AM Ifthe first four cells are selected the time period represented is 7 00AM to 7 20AM The same principle applies to appointments displayed in the grid Therefore an appointment which spans the first 6 cells will take place from 7 00AM to 1 30AM When a cell appointment is selected in the Appointment Grid it will be highlighted in blue As well the column date will be highlighted and the selected time period will be highlighted in dark grey For more information about scheduling an appointment please refer to Sched
66. e in the Referral list Delete used to remove a referral source Next used to switch to the next referral source in the Referral list Save used to save referral source changes Last used to switch to the last referral source in the Referral list Cancel used to cancel any referral source changes Close used to close the Referral Source form S paMedware User Manual Page 87 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Referral List FILTER When the Referral Source form first opens the Referral List is populated with all the referral sources that have been defined in SpaMedware Users can use the Filter field to quickly find a referral source in the Referral List by entering some filter criteria the supplied text box The Referral List will move to the referral source that matches the text being entered in the Filter field The Filter field filters on the Name column of the Referral List Clicking a referral source in the Referral List loads that referral sources information into the Main and Detail frames The information can only be viewed no changes can be made without enabling the form to allow updates to a documents information by pressing the Edit button in the Toolbar The Main Frame Flactve Desertion General information for the selected on referral source is displayed on and entered via the Main frame The Main
67. ease refer to the Managing Documents section for more details Creating Documents For SpaMedware SpaMedware is able to print Word documents Any Word document placed in a folder in the Document Location will be printable from S paM edware SpaMedware comes with a number of sample documents which can be used as a foundation for the creation of company specific documents When customizing a sample document care must be taken to insure that all bookmarks within the original document are still present in the customized document Without these bookmarks S paMedware will be unable to correctly generate the document For example all the documents in the Quote folder are quote templates The bookmarks in the document allow S paMedware to place information like the company name contact information procedures products quoted etc in the document The Email Settings Tab A SpaMedware Setup Call Actions Call Timer List Types Tax Types Ambassador Program Email Settings Email Setting Add any SMTP Settings required by your email server SMTP POP Server SMTP Passvvord SMTP Part Use SSL to connect to SMTP Server Wes iMo In order for SpaMedware to send email the settings for the company SMTP server must be entered into the system via the Email Settings tab S paMedware User Manual Page 102 of 102
68. ed Receipts Total Balance Owing 0 00 Credit M emos Credit Memo Number Credit Balance Total Credit Balance 0 00 Any quotes receipts or credit memos generated for the patient will be displayed by and are accessible through the Quotes Receipts amp Credits tab With regards to receipts users can quickly see the total balance owing by the patient in the Receipts frame Users can also switch the Receipts List to show either Cleared Receipts or Void Receipts With regards to credit memos users can quickly see the total credit balance for the patient in the Credit Memos frame Users can also switch the Credits List to show either Cleared Credit Memos Void Credit Memos and Refunded Credit Memos Right clicking on any items listed in the Quotes Receipts or Credit Memos lists will open a menu allowing user with the proper billing Capabilities to print modify or void the associated item Looking Up Patient Information When the Patient Information form first opens unless opening to display a specified patients information the Search for Patients dialog will also open Users can also open the Search for Patients dialog by clicking the magnifying glass icon below the Patient List Search With Full or Partial Information To search for a patient the users enter their search criteria in the provided fields and click the Search button The Search for Patients dialog will Close and all t
69. ed and displayed in Word from which it can be viewed and or printed as per normal Modifying A Receipt To retrieve a receipt for modification Open the Patient Information form Find and select the patient for whom the quote was generated Click the Quotes Receipts and Credits tab Find the receipt to be retrieved in the Receipts List of the Receipts frame SpaMedware User Manual Page 50 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL OA 5 Right click the quote and select Modify Receipt from the pop up menu The Create Receipt form will be opened and the items selected and any payments made for the receipt will be displayed in the Item List These items can be updated as per normal quote creation A receipt can also be retrieved by right clicking on the completed appointment the receipt is associated with and selecting Create Modify Receipt for appointment from the pop up menu that appears Any payments on the receipt which have been deposited can not be modified Voiding A Receipt To void a receipt Open the Patient Information form Find and select the patient for whom the quote was generated Click the Quotes Receipts and Credits tab Find the receipt to be retrieved in the Receipt List of the Receipts frame Right click the quote and select Void Receipt from the pop up menu Confirm the void in the Void Receipt dialog that appears eO SpaMedware User Manual
70. efer to the Managing Staff section SpahMediVare Location Confirmation Please select the location you would like ta log inta Locators CONTINUE CANCEL In a multi location environment users who have successfully logged into SpaMedware will be asked to select the office location that they are logging into Itis extremely important that users select their correct location as any patients appointments billings etc that are processed by the user will by default be assigned to that location Troubleshooting Tips For Failed Logins If a user is having trouble logging into 5 paMedware they can click the Database Setup And SpaMedware License link to test setup their connection Make sure the computer is connected to the network Make sure the computer on which the database is stored is turned on and connected to the network Contact the system administrator to ensure that the correct database connection settings are being used Reregister the PrintQueueW atch dll as per the SoaMedware Implementation Guide Reenter the SpaMedware License S paMedware User Manual Page 8 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL SCHEDULING APPOINTMENTS The Scheduling Interface L AWAR SER emo ocatinn 240 amp 655B8Bz2 DOCTOR USER EE B sis ah d an oh PAAPA 5 58 5 iM 55838839 m m m m EE IT 00 on tu 3 on E on
71. er form 2 Selectthe Order History tab 3 Setthe search parameters purchase order date which location it was shipped to supplier and if or if not it has been received and click the View Purchase Order History button Any purchase orders which meet the search parameters will be displayed in the Items frame 4 Inthe Items frame select and right click the purchase order to be received 5 Inthe menu which opens select Mark Order As Received or Mark Order As Not Received 6 Confirm the receipt non receipt of the order in the Mark PO Received Confirmation dialog that opens The purchase orders received status will update accordingly Only staff members with the Can create modify Purchase Orders billing capability may mark a purchase order as received not received S paMedware User Manual Page 46 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL PATIENT BILLING paMedware divides patient billing into three functions Quotes Used to create an estimate of the products and or procedures a patient wants to purchase Receipts Used to bill a patient for products and or procedures a patient wants to purchase Credit Memos Used to process patient refunds and returns and apply a creditto a patients account Creating Quotes The Create Quote Form L Create Quote Procedures Abdominoplasty endoscopic M FILTER Last Name First Name Abadi Rumina P Akeman Sandra Products Adeeva Serum t
72. es the text being entered in the Filter field The Filter field filters on the Description column of the Document List Clicking a document description in the Documents List loads that documents information into the Details frame The information can only be viewed no changes can be made without enabling the form to allow updates to a documents information by pressing the Edit button in the Toolbar The Details Frame Document Type Document Location Information for the selected document is displayed on and entered via the Details frame The Check Document Locations Frame Check Document Locations Click Run Scan to find missing document eee The Check Document Locations frame is used to confirm that the documents managed in SpaMedware are in their correct location and are accessible by SpaMedware Defining Documents Documents are defined in SpaMedware as follows Open the Documentation form Click the Add button in the Toolbar The Documentation form will now allow the user to enter information in the fields in the Details frame Enter a Description for the document Most often the title of the Document is used as the Description Select the type of document in the Document Type field Enter the location of the document in the Document Location field The Folder button next to the Document Location fields can be used to search for the document After the document has been found click
73. for more information about adding products to SpaMedware 7 Use the Documents form to add procedure product documents to 5 paMedware Please refer to the Document Management section for more information about adding documents to SpaMedware The Database Setup And License Form L Database Setup and License gt Database Connection Settings y Machine Name lt 4 User Mame Password License zKf amp HChlav MOsvtz gk E MSB hF1 The Database Setup and License form used for managing S paMedware database connection settings and entering a SpaMedware License is opened by clicking the Database Settings and SpaMedware License link on the Login form Connecting to the SpaMedware Database To connect the S paMedware client to the database 1 Start SpaMedware 2 Onthe Login form click the Database Setup and SpaMedware License link 3 Enter the machine name for the sq server instance where the database is stored For example SQLEXPRESS or SERVER NAME gt SQLEXPRESS Enter a valid user name for the SQL Server instance For example The sa user created when the SQL Server instance was installed Enter the password for the selected user name Click the Test Connection button If the test was a success click the Save Connection button to save the connection settings If the test failed contact a system administrator to ensure all settings are co
74. frame has a number of components Name The name of the referral source When a referral source is active its name is displayed as a selectable referral source Description A description of the referral source Active used to indicate if a referral source is active and will therefore appear as a selectable referral source No Mail used to indicate that no marketing material should be sent to new patients with this referral source This is option is no longer used in SpaMedware and will be removed in upcoming versions A patient will receive marketing material unless they have indicated they do not wantto receive mail via their Patient Information form The Detail Frame Start Date fy End Date if Total Cost 0 00 More detailed information for the selected referral source is displayed on and entered via the Detail frame The Detail frame has a number of fields Start Date and End Date Indicates the time frame for which the referral source is active Total Cost The cost of the referral source For example the referral source could be a set of advertisements in a local paper that cost 10 000 It is important to keep this information as accurate and up to date as possible for reporting purposes S paMedware User Manual Page 88 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Adding Referral Sources Referral Sources are added to S paMedware as follows 1 Open the Referral Source form 2 Click the
75. h to the previous procedure in the P rocedure list Delete used to remove a procedure Next used to switch to the next procedure in the Procedure list Save used to save procedure information changes Last used to switch to the last procedure in the Procedure list Cancel used to cancel any procedure information changes Close used to close the Procedure form S paMedware User Manual Page 33 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Procedure List Procedure List When the Procedure form first opens the Procedure List is populated with all the procedures stored in S paMedware Users can make the Procedure List display only procedures of a certain type by selecting the procedure type and then clicking the Filter by Proc Type button The All Proc button resets the list to display all the procedures Description Users can use the Filter button to quickly find a procedure in the P rocedure List by entering some filter criteria in the supplied text box The Filter button filters on the Description column of the Procedure List Clicking a procedure description in the Procedure List loads that procedures information into the Information frames The information can only be viewed no changes can be made without enabling the form to allow updates by clicking the Edit button in the Toolbar Information Frame Main Default Mumber of Appointments Default Time Per Appo
76. he Call Reminder form 2 Create a Call Reminder List 3 Click the P rint button Viewing A Patients Information During the course of a call reminder it may become necessary to view and or update a patients information By selecting the patient in the Call Reminder list and clicking the Patient Details button the user can quickly open the patients information for viewing and updating Viewing An Appointment During the course of a call reminder it may become necessary to view and or update the appointment for which the reminder call is being performed By selecting the appointment in the Call Reminder list and clicking the S elect Appointment button the user can quickly open the appointment for viewing and updating SpaMedware User Manual Page 83 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL PATIENT STANDBY LIST L Clients On Standby OMX ADD EDIT DELETE SAVE CANCEL FIRST NEXT LAST CLOSE Last Name Last Name First Name Phone Start Wait Date First Name NEEIEN 7 Last Name First Name Start Wait Date Time Required E c The Clients on Standby form used to track patients that want to be put on standby for appointments is opened by clicking the Standby List button on the Scheduling Interface The main components of the Clients on Standby
77. he appointment and selecting the required status from the Change appointment status Submenu Once an appointments status is changed to Complete only a staff member with Admin security privileges can change the appointments Status back to one of the other statuses Viewing an appointments activity To view a record of all activities that have taken place for an appointment select Show appointment activity an Activity Log form for the appointment will open For more information concerning the Activity Log form please refer to the Staff Member Activity Log section Viewing a patients appointment history Select Show appointment history to view the appointment history for the patient associated with the selected appointment For more information concerning the Appointment History form please refer to the Viewing Patient Appointment History section SpaMedware User Manual Page 18 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Viewing the booked patients information To view the Patient Information form of the patient booked for an appointment select Show patient information For more information concerning the Patient form please refer to the Patient Management section Creating an action item for the appointment Select Create action item to create an action item for the selected appointment For more information concerning action items please refer to the
78. he results for the search will be listed in the Patient List Clicking the Close button closes the Search for Patients dialog box without initiating a search No patients will be listed in the Patient List S paMedware User Manual Page 25 of 102 SoaMedica PORT oeRRSWATIAA SPAMEDWARE USER MANUAL A patients information is then viewed by selecting their name in the Patient List The information can only be viewed no changes can be made without enabling the form to allow updates to a patients information by clicking the Edit button in the Toolbar Adding Patients Patients are added to SpaMedware as follows 1 Open the Patient Information form 2 Click the Add button in the Toolbar The Patient Information form will now allow the user to enter information in the fields in the Information tabs 3 Enter the patients information 4 Click Save to save the patient In order to be successfully added to the system patient must have at least a first name a last name and a referral source selected If the name entered for the patient is already present in 5 paMedware the user will receive a warning informing them about a possible duplicate entry Updating Patient Information A patients information is updated as follows Open the Patient Information form Look up the patient using the Search for Patients dialog The Patient List will be filled with the results of the search Select the patient in
79. id Cancelling An Appointment After performing a search it is possible to cancel an appointment directly from the P rint Appointment Information form by selecting the appointment to be cancelled in the Appointment list and clicking the Cancel Appointment button SpaMedware User Manual Page 69 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL PRINT OR SCHEDULES L Print OR Schedule Start Date Aesthetic Room 1 Aesthetic Room 2 End Date gt CLEAR STAFF NEXT MONTH CLEAR Last Name First Name Start Time End Time Type Procedure CANCEL APPOINTMENT SELECT APPOINTMENT The Print OR Schedule form used to print appointment schedules with detailed information for surgical appointments is opened by 1 Click the Print button on the Scheduling Interface Toolbar The Print menu will be displayed 2 Select Print OR Schedule from the Print menu The main components of the P rint Appointment Information form are Search Criteria fields used to enter appointment schedule search criteria The Appointment list displays the results of an appointment schedule search Printing An OR Schedule 1 Openthe Print OR Schedule form 2 Selectstaff members from the Staff Associated list If no staff members are selected all staff members will be included in the search The Clear Staff button will clear all selected staff members 3 Sele
80. ient in the Standby List The clients information will display in the Client Detail frame 3 Click the Edit button in the Toolbar The Clients on Standby form will now allow the user to change the information in the fields in the Client Detail frame 4 Update the clients information 5 Click Save to save the changes to the clients information At the bare minimum a client must have a name Start Wait Date in order for the changes to be successfully saved Removing A Client From The Standby List A client is removed from the Standby List as follows Open the Clients on Standby form Select the client in the Standby List The clients information will display in the Client Detail frame Click the Delete button in the Toolbar Confirm the deletion in the Delete Standby List Client Confirmation dialog that opens SpaMedware User Manual Page 85 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL PRICE LIST Appointment Type Description _ Non surgical Consult Supplier Brand Description Juvederm 30 Juvederm Ultra Juvederm Ultra Plus Perlane 1 0 Restylane 0 5 Restylane 0 5 Fine Lines Restylane 1 0 REFRESH ALL The Price List form used to quickly search for procedure and product prices is opened by clicking the Price List button on the Scheduling Interface The main components of the Price List form are
81. in the Action List Modify the actions name description and lead type as required in the Action Details frame Click the Save Changes button to save the changes to the action Removing A Call Action Open the SpaMedware Settings form Click the Call Actions tab Find the action to be removed in the Action List Right click the Action name and select Delete action Confirm the deletion in the Confirm Action Deletion dialog box that appears The Call Timer Tab SpaMedware Setup Call Actions List Types Tax Types Ambassador Program Email Settings Call Timer Setting Prompt User ta open Call Timer on login to Spahedwvare Prompt User to use Call Timer when adding a new patient Prompt User to use Call Timer when booking an appointment Prompt User to choose a location before saving call information Used to setup when SpaMedware will prompt users with a reminder to use the Call Tracker Please refer to the Staff Member Call Tracking form for more information regarding call tracking SpaMedware User Manual Page 97 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The List Types Tab SpaMedware Setup Call Actions Call Timer FASADEN Tax Types Ambassador Program Email Settings Choose a List Type amp ctionltemType Throughout S paMedware there are many lists for the user to select options from The majority of these lists are setup using the List Types
82. information concerning that function SpaMedware User Manual Page 11 of 102 SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Utility Buttons Used to open the Task List form Used to open the Action Items form Used to switch appointment grid tooltips on off 1 559 Used to open the Rolodex form UST Shows information about S paMedware Used to switch the auto refresh function on off Used to open the Standby List form Used to open the Call Reminders form Used to open the Price List form Used to manually update the Appointment Grid fais Used to open the Activity Log form Please refer to each functions section for more information concerning that function Scheduling Appointments Creating an appointment February 09 2009 February 11 2009 L Wonday Teesdey _ _ Wedhesday Mew appointment Consult Follow Up Maintenance Meet and Greet Other 07 35 Photos Post op Visit Pre op Visit 07 50 Surgery Treatment UN Available 07 05 0710 07 15 07 5 07 30 Package 07 40 07 45 07 50 07 55 To create an appointment 1 Click the Staff Selection tab that corresponds to the staff member to be scheduled The Appointment Grid will display that staff members schedule 2 Click the date the appointment is to be scheduled on in the calendar The Appointment Grid will switch to and display the selected staff membe
83. intment o hour z Procedure Type Vis Procedure a Package See ts RH Comissionatie The general information for the selected procedure is displayed on and entered via the Main frame The Main frame has a number of components Description The name and or description of the procedure Default Number of Appointments The number of appointments required to complete the procedure P rocedure appointment tracking is feature of SpaMedware until this feature is implemented the Default Number of Appointments for all procedures should be set Default Time Per Appointment The minimum amount of time that should be available for the procedure As procedures are selected during booking the time for the appointment will change based on the procedure s booked to accommodate the default time entered here Procedure Type Used to indicate if a procedure is Surgical or Non surgical Category Type Used to indicate which billing category if any a procedure belongs to Is Procedure a Package Used to indicate if the procedure is part of a package Is Commissionable Used to indicate if staff members earn a commission for performing the procedure Information Frame Cost Surgical Fee Anesth Fee Service Fee T other Fee T Total Fees 0 00 GST PST SpaMedware User Manual Page 34 of 102 4195 SpaMedica aroici CORPORATION SPAMEDWARE USER MANUAL The cost information for the selec
84. ivity Log Staff Member Start Date End Date as cr Staff Member Date Time Type Activity DETAILS The Activity Log used to view relevant activities performed by a user in SpaMedware is opened by either 1 Select Activity Log from the Forms menu on the Scheduling Interface Toolbar or 2 Click the Activity Log utility button on the Scheduling Interface The main components of the Activity Log form are Search Criteria fields used to enter activity search criteria Activity list displays the results of an activity search Searching for Staff Member Activities 1 Open the Activity Log form 2 Selecta staff member from the Staff Member list If no staff members are selected all staff members will be included in the search Ifthe Activity Log was opened via the utility button or by a non admin user the user s staff name will be automatically selected Only admin users may select staff members other than themselves 3 Selecta time frame for the activity log by filling the Start Date and End Date fields Click the calendar icon next to each field to bring up the calendar control for quick selection of dates The This Month and Next Month buttons will enter the appropriate dates for the current and next month in the Start Date and End Date fields 4 Clickthe Find button to find all the activities performed by the selected staff member for the
85. k the Add New Payment button The new payment will appear in the Payments list which can then be modified accordingly For split payments simply add and modify enough payments to show the split payment Review the receiptto insure everything has been entered correctly After reviewing the items click the Save button to save the receipt If a print out of the receipt is required select a receipt document to print and click the S ave and P rint button Creating A Receipt From A Quote To create a receipt from a previously generated quote Open the Patient Information form Find and select the patient for whom the quote was generated Click the Quotes Receipts and Credits tab Find the quote from which the receipt will be generated in the Quotes List of the Quotes frame Right click the quote and select Create Receipt from this Quote from the pop up menu The Create Receipt form will be opened and the items selected for the quote will be displayed in the Item List The receipt can then be created as per normal Viewing And Or Printing A Receipt To retrieve a receipt for viewing or reprinting Open the Patient Information form Find and select the patient for whom the quote was generated Click the Quotes Receipts and Credits tab Find the receipt to be retrieved in the Receipts List of the Reeipts frame Right click the receipt and select View and Print from the pop up menu The receipt will be regenerat
86. ll appear in the Search Results list Even if they match the search criteria voided receipts are not displayed in the Search Results list If the receipt being searched for is not within the search results grid users can quickly broaden the results by clearing changing one or more of the search criteria and clicking the Search button The new search results will overwrite the old search results The Clear button can be used to quickly clear all the search criteria if completely new search criteria are to be used Viewing and Printing a Receipt Select the receipt to be viewed in the Search Result list and then click the View and Print button The selected receipt will be opened using Microsoft Word To print the receipt use the Microsoft Word P rint command after viewing the receipt Updating A Receipt Select the receipt to be updated and click the Go To Receipt button The Receipt form will open and be populated with the items from the selected receipt The items can be modified as per Updating Receipts section S paMedware User Manual Page 54 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL SEARCH BANK DEPOSITS The Search Bank Deposits Form af Bank Deposits Receipts Choose Receipt Dates and Location to search Select Status DEPOSITED Start Date End Date n May 22 2008 Ma 22 2008 i SEARCH Mark Receipts as Deposited Non Deposited Deposited Deposit Date Dep
87. mation tabs Click the P rint button in the Toolbar A printable Patient Information report for the selected patient will be generated Managing Patient Action Items Action items regarding the patient may be created and or viewed by Open the Patient Information form Look up the patient using the Search for Patients dialog The Patient List will be filled with the results of the search Select the patient in the Patient List The patients information will display in the Information tabs Click the Actions button in the Toolbar The Action Items form for the selected patient will open For more information concerning the Action Items form please refer to the Action Items section SpaMedware User Manual Page 28 of 102 x SpaMedica MEDICAL CORPORATION MANAGING STAFF The Staff Form al Staff SPAMEDWARE USER MANUAL E ADD EDIT DELETE mx SAVE CANCEL ini 4 Billing Capabilities Active E Bookable Stai Last Name First Name Initials Security Level Location All Locations User Name Administration Password E Physician s Registration Staff Type Earns Commission Address Home Phone City Cell Phone State Work Phone Postal Code Email 1 Country Email 2 The Staff form used for managing staff is opened by 1 Click the Forms button on the S
88. me Name S Address City State Prov Postal Zip Code Country Notes The Supplier form used for managing suppliers is opened by 1 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Suppliers and Brands from the Forms menu The main components of the Supplier form are Toolbar used to view create update and delete suppliers The Procedure List used to select the supplier whose information and brands are to be viewed and or updated Information tabs used to view enter and update supplier information The Toolbar E OR Xt 94 06 ADD SAVE CANCEL FREST PREY MEXT LAST Add used to enable the form to add a supplier First used to switch to the first supplier in the Supplier list Edit used to enable the form to update supplier information Prev used to switch to the previous supplier in the Supplier list Delete used to remove a supplier Next used to switch to the next supplier in the Supplier list Save used to save supplier information changes Last used to switch to the last supplier in the Supplier list Cancel used to cancel any supplier information changes Close used to close the Supplier form S paMedware User Manual Page 41 of 102 OY SpaMedica MEDICAL CORPORATION SPAMEDWARE USER
89. me period of the new appointment To select a patient a Enter search criteria Last Name First Name Address and or Phone number for the patient and click the Find button b After clicking the Find button a list of patients will be displayed who match the search criteria entered Find and select the patient to be booked for the appointment To view more details about a particular patient simply double click their name to open their Patient Information form C After selecting a patient any Booking Notes for that patient will be displayed under the list of patients 4 Select Procedure Using the Procedure frame the user selects the procedure to be associated with the appointment For most appointment types only one procedure may be booked ata time If a patient needs to be booked for multiple procedures but the appointment type does not allow for multiple procedure bookings then multiple appointments one for each procedure will need to be scheduled SpaMedware User Manual Page 13 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL 5 Add Notes Any notes for the appointment such as special instructions pertaining to that appointment can be added in the Notes frame 6 Savethe Appointment If all the information required for the appointment is correct clicking the 5 ave button will save the appointment close the Appointment form and return the user to the Scheduling Interface If the user deci
90. mentation frame The Documentation frame has a number of components Appointment Type The appointment type for booking Consult Treatment etc for the procedure Quote Type The type of quote for which this procedure applies General Leg Vein etc Information Document The information document for the procedure Information documents are automatically printed with some mail merge letters if the patient has indicated the associated procedure is of interest to them Consent Document The consent document for the procedure Help Information Help documentation for users when speaking with patients regarding the procedure The documents which can be selected in the Document fields are setup via the Document form Please refer to the to the Document Management section for more information S paMedware User Manual Page 35 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Adding Procedures Procedures are added to S paMedware as follows Open the Procedure form Click the Add button in the Toolbar The Procedure form will now allow the user to enter information in the fields in the Information frames Enter the procedures information Click 5ave to save the procedure In order to be successfully added to the system a procedure must have atleast a description a procedure type a category type and an appointment type If the name entered for the procedure is already present in SpaMedware the user will receive a
91. n Items Users can view the action items assigned to them by clicking the Action Items button on the Scheduling Interface The Action Items form will open and display the action items for the user Initially all the P ending action items for the user will be displayed To view the In Progress or Completed action items set the Status filter accordingly and press the Filter button To view the action items of another user set the Assigned To to the user whose action items are to be viewed and click the Filter button Printing An Action Item List To print a list of action items 1 Open the Action Items form SpaMedware User Manual Page 71 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL 2 Filterthe displayed action items so the action items to be included in the Action Items List are displayed 3 Click the P rint button A printable Action Item List report for the selected patient will be generated Updating An Action To change the status of an action item Open the Action Items form Find and select the action item to be changed Click the action items current Status A drop down arrow will appear in the column with the status Click the drop down arrow that appears and select the new status for the action item In a similar manner the Action and Complete Action By for the action item can be changed The General Notes and Comments Outcome Notes are be changed
92. n the yellow text boxes below the selection boxes Adjust the quantity tax price and deposit fields as required If any coupons are to be applied against the item select the coupon and adjust the discount field accordingly While S paMedware will automatically calculate totals for the selected item based on the values entered the user may use the Calculator button to open a calculator they can use to calculate values manually If a service provider helped the client with their purchase select the service providers name from the provided list After the items fields have been adjusted click the Add to Items below button to add the item to the receipt Repeat steps 3 to 6 for all products and procedures to be included in the receipt After all items have been selected for the receipt review the items in the Items List of the Items frame To modify or delete an item in the Item List right click it and select Modify or Delete as required To delete all the items in the Item List click the Clear All Items Above button Select the appropriate physician for the receipt Select the billing location for the receipt lfentering a receipt for a different date change the receipt date accordingly Choose the appropriate receipt document Add any notes for the receipt If a payment is being made enter the payments by switching to the Receive Payments tab either click the tab itself or click the Enter Payments button and clic
93. nd Contact Information frames Update the contacts personal and contact information Click 5ave to save the changes to the contacts information Atthe bare minimum a contact must have a name in order for the changes to be successfully saved Removing Contacts A contact is removed from the rolodex as follows Open the Rolodex form Select the contact in the Contact List The contacts information will be displayed in the Personal and Contact Information frames Click the Delete button in the Toolbar Confirm the deletion in the Delete Contact Confirmation dialog that opens SpaMedware User Manual Page 92 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL SETTING UP SPAMEDWARE Before using SpaMedware it must first be setup for your company To fully setup SpaMedware you must Use the Database Setup And License form to setup Database Connection Use the Database Setup And License form to enter your SpaMedware License Use the SpaMedware Settings form to set the company name locations and other required settings Use the Staff form to add staff members Please refer to the Managing Staff section for more information about adding staff members to S paMedware 5 Use the Procedures form to add procedures Please refer to the Managing Procedures section for more information about adding procedures to SpaMedware 6 Use the Products form to add products Please refer to the Managing Inventory section
94. ndeposited To mark a payment as deposited or undeposited 1 Search for the payment to be marked 2 Check or uncheck the Deposited column for the payment A checked deposited column means the payment has been deposited unchecked means the payment has not been deposited 3 Click the Save Changes button to save the marking SpaMedware User Manual Page 55 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Updating A Receipt Select and right click a payment for the receipt to be updated in the Search Result list and then in the pop up menu which appears select Modify Receipt The Receipt form will open and be populated with the items from the selected receipt The items can be modified as per Updating Receipts section Payments which have been deposited can not be modified Viewing and Printing a Receipt Select and right click the payment for the receipt to be printed in the Search Result list and then in the pop up menu which appears select View and Print The receipt for the selected payment will be opened using Microsoft Word To print the receipt use the Microsoft Word P rint command after viewing the receipt Viewing A Patients Information To view the information for a payments corresponding patient right click the receipt in the Search Results grid and in the pop up menu that appears select View Patient Information The Patient Information form for the associated patient will open
95. nfirming that no staff members inventory items etc are still associated with that company The Call Action Tab A SpaMedware Setup tee Call Timer List Types Tax Types Ambassador Program Email Settings Added new patient Asked about Bio Alcamid Asked about Blepharoplasty Asked about Botox Asked about Breast Augmentation Asked about Eyebrow Litt Asked about FaceLift ODeadLead Passive Lead Active Lead Other When using the Call Tracking form users select and choose from a number of actions that to record what they did during a phone call These actions are setup via the Call Action tab of the SpaMedware Settings form SpaMedware User Manual Page 96 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Please refer to the Staff Member Call Tracking section for more information regarding tracking phone call actions Adding A Call Action Call Actions are added as follows Open the S paMedware Settings form Click the Call Actions tab Enter a name and description for the action in the Action and Description fields Select the type of Call Lead the action will be listed under Note that Dead Leads are listed with Passive and Active leads and Passive Leads are listed with Active Leads 5 Click the Add New button to save the action Modifying A Call Action Open the SpaMedware Settings form Click the Call Actions tab Find and select the action to be changed
96. nies and locations to work against a single database In order for this functionality to work correctly each company to be allowed access to the database requires the name of that company to be recorded via the Company tab of the 5 paMedware Settings tab Adding A Company Companies are added to SpaMedware as follows 1 Open the SpaMedware Settings form 2 Clickthe Companies tab 3 Enterthe name of the new company and Click the Add Company button 4 Clickthe Save Companies button to save the company Removing A Company A company is removed from S paMedware as follows Open the SpaMedware Settings form Click the Companies tab Right click the name of the company to be removed and select Delete Entry Confirm the deletion in the Company Deletion confirmation Click the Save Companies button to save the changes Companies which are deleted are no longer accessible in SpaMedware Do not remove a company without first confirming that no locations are still associated with that company The Location Tab Call Actions Call Timer List Types Tax Types Ambassador Program Email Settings Add aLocaton Choose a Company Choose a Location SAVE MEN LOCATION UPDATE LOCATON DELETE LOCATION Every company stored in SpaMedware can have multiple locations associated with it Staff members inventory and other items in SpaMedware can be assigned a location and will only appear as viable selections for users
97. nly be viewed no changes can be made without enabling the form to allow updates to a contacts information by pressing the Edit button in the Toolbar The Personal Information Frame Personal Infomation Motes Lo oo Personal information for the selected on contact is displayed on and entered via the Personal Information frame The Contact Information Frame Contact Infomation Contact information for the selected on contact is displayed on and entered via the Contact Information frame Adding Contacts Contacts are added to the rolodex as follows 1 Open the Rolodex form 2 Click the Add button in the Toolbar The Rolodex form will now allow the user to enter information in the fields of the Personal and Contact Information frames 3 Enter the contacts personal and contact information 4 Click Save to save the contact to the rolodex Atthe bare minimum a contact must have a name in order to be successfully added to the rolodex S paMedware User Manual x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Updating Contacts A contacts information is updated as follows l 2 3 4 Open Rolodex form Select the contact in the Contact List The contacts information will be displayed in the Personal and Contact Information frames Click the Edit button in the Toolbar The Rolodex form will now allow the user to change information in the fields of the Personal a
98. nniversary Letter ON HOLD NO PARAMETERS AVAILABLE etter 18 Old Endermology consent ON HOLD NO PARAMETERS AVAILABLE etter 19 Old Laser Hair Removal Consent ON HOLD NO PARAMETERS AVAILABLE Letter 20 Old Laser Vein Consent ON HOLD NO PARAMETERS AVAILABLE etter 21 Consult Kellett Generated 1 week after a patient has had a consult with Dr Kellet etter 22 Consult Morton Generated 1 week after a patient has had a consult with Dr Morton Letter 23 Surgical Coupon Letter Generated 2 months after a patient has surgery S paMedware User Manual Page 65 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Preview Mail Merge Form L Preview Mail Merge x NES Mail Name Number of letters PREVIEVY CLOSE The Preview Mail Merge form used to see how many letters will be printed when the mailout is generated is opened by 1 Click the Print button on the Scheduling Interface Toolbar The Print menu will be displayed 2 Select Preview Mailout Numbers from the Print menu Previewing How Many Letters Will Be Generated In The Mailout To find out how many letters will be generated in the mailout 1 Open the Preview Mail Merge form 2 Click the Preview Button Each mailout letter will be displayed in the Mailout list with the number of letters that will be generated for it the next time the mailout is generated The Print Mailout Form Print Mailout Select letters to mad out PRINT MAI
99. nt 1 Open the Create Quotes form 2 Find and select the patient for whom the quote is being generated in the Patient List Clicking the magnifying glass icon at the bottom of the Patient List will open a Patient Search dialog allowing the user to quickly find a patient The Filter box allows users to filter through the patient names returned from a patient search the filter works on the patient last names SpaMedware User Manual Page 47 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Find and select a product or procedure the patient wishes to purchase in the appropriate selection box The selected item will then be displayed in the yellow text boxes below the selection boxes Adjust the quantity tax price and deposit fields as required If any coupons are to be applied against the item select the coupon and adjust the discount field accordingly While S paMedware will automatically calculate totals for the selected item based on the values entered the user may use the Calculator button to open a calculator they can use to calculate values manually After the items fields have been adjusted click the Add to Items below button to add the item to the quote Repeat steps 3 to 5 for all products and procedures to be included in the quote After all items have been selected for the quote review the items in the Items List of the Items frame To modify or delete an item in the Item List right click it and select Modif
100. ntment Schedule Clicking the P review and Print button will create an appointment schedule matching the search criteria Cancelled appointments are not shown in the printed schedule Cancel Appointment Clicking the Cancel Appointment button after selecting an appointment in the Search Results Grid will begin the appointment cancellation process previously discussed in the Manipulating Appointments section Select Appointment Clicking the S elect Appointment button after selecting an appointment in the Search Results Grid will close the Search Appointment form and cause the Appointment Grid to switch to and display the selected appointment SpaMedware User Manual Page 20 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL PATIENT MANAGEMENT The Patient Information Form Pri tici DOCTOR USER Ret Source Referral Source The Patient Information form used for managing patients can be opened in a number of ways Click the Patient button on the Scheduling Interface Toolbar Select Show patient information from an appointments right click menu in the Appointment Grid Double click a patients name when booking appointments The main components of the Patient Information form are Toolbar used to view create update and delete patients Patient List used to select the patients whose information is to be viewed and or updated Info
101. oducts Updating Product Information A products information is updated as follows 1 Open the Product form S paMedware User Manual Page 39 of 102 xd SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL 2 Select the product in the Product List The products information will display in the Information frames 3 Click the Edit button in the Toolbar The Product form will now allow the user to change the information in the fields in the Information frames 4 Update the products information 5 Click Save to save the changes to the products information In order for the changes to be successfully saved a product must have at least a description a category type and a sales type Only users with Admin security privileges can update products Removing Products A product is removed from SpaMedware as follows 1 Open the Product form 2 Selectthe product in the P roduct List The products information will display in the Information frames 3 Clickthe Delete button in the Toolbar 4 Confirm the deletion in the Delete Product Confirmation dialog that opens Only users with Admin security privileges can remove products SpaMedware User Manual Page 40 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL MANAGING SUPPLIERS The Supplier Form L Suppliers E lt 5 ADD EDIT DELETE SAVE CANCEL FIRST PREV NEXT LAST CLOSE Suppliers hm ID Na
102. olbar used to define update and delete documents The Document List used to select the document which is to be viewed and or updated The Details frame used to view enter and update supplier information The Check Document Locations frame used to confirm the locations of documents managed in SpaMedware The Toolbar E OR X t 93 O ADD EDIT DELETE SAWE CANCEL FIRST PREY MEXT LAST Add used to enable the form to add a document Edit used to enable the form to update document information Delete used to remove a document Save used to save document information changes Cancel used to cancel any document information changes S paMedware User Manual First used to switch to the first document in the Document list Prev used to switch to the previous document in the Document list Next used to switch to the next document in the Document list Last used to switch to the last document in the Document list Close used to close the Document form Page 59 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Document List Document List When the Document form first opens the Document List is populated with all the documents defined in S paMedware Users can use the Filter field to quickly find a document in the Document List by entering some filter criteria the supplied text box The Document List will move to the document description that match
103. ons name Clicking one of these tabs will cause the Staff Selection tabs to update and display tabs only for the staff members located at the corresponding location The Display View tabs running along the top of the Appointment Grid Clicking one of these tabs will make the Appointment Grid switch to a different display view The available views are Daily Shows the schedule for selected staff member for a particular day This view is good if there is a lot of information for an appointment that the user wishes to see For example if an appointment had a lot of notes then in the other views the note may get cut off or be hard to read In this view because there is a lot of space all the information for an appointment is easily read Users move to different days by clicking on the appropriate date in the calendar Weekly Shows the schedule for selected staff member for a particular week This view is good because the user can quickly see a staff members availability over a range of dates Users move to different weeks by clicking on a date in the appropriate week in the calendar Monthly J ust like the weekly view except that the user can see the availability for a staff member in the month selected The horizontal scroll bar is used to move to the appropriate day You can also use the calendar control to move to the day you are looking for This view takes a little bit longer to load because all the appointments for the selected staff membe
104. ontact information The Toolbar EEOomMxXxtTt 9G DELETE SAVE CANCEL FIRST PREY MEST LAST ADD EDIT Add used to enable the form to add a contact Edit used to enable the form to update a contacts information Delete used to remove a contact Save used to save contact information changes Cancel used to cancel any contact information changes SpaMedware User Manual First used to switch to the first contact in the Contact list Prev used to switch to the previous contact in the Contact list Next used to switch to the next contact in the Contact list Last used to switch to the last contact in the Contact list Close used to close the Rolodex form Page 90 of 102 x SpaMedica The Search Frame Last i Work Phone Mobile Phone Filter search results When the Rolodex form first opens the Contact List is populated with all the contacts added to S paMedware MEDICAL CORPORATION SPAMEDWARE USER MANUAL Users can use the Filter field to quickly find a contact in the Contact List by entering some filter criteria in the supplied text box The Contact List will move to the contact that matches the text being entered in the Filter field The Filter field filters on the Last Name column of the Contact List Clicking a contact in the Contact List loads that contacts information into the Personal Information and Contact Information frames The information can o
105. osit Amount Receipt Number Receipt Date Payment Method SAVE CHANGES The Search Bank Deposits form used to quickly find deposited payments over a range of dates is opened by 1 Click the Search button on the Scheduling Interface Toolbar The Search menu will be displayed 2 Select Search Bank Deposits from the Search menu The main components of the Search Receipt form are Search Filters criteria such as patient last name payment type etc used to search for receipts Search Results list used to view the results of the search Only users with Admin security privileges can open the Search Bank Deposits form Searching For Bank Deposits To find payments which have been deposited or undeposited enter any search criteria date range and or location for the receipts select he status Deposited or Undeposited of the deposit and click the Search button Any payments which match the search criteria and the deposit status will appear in the Search Results list If the payment being searched for is not within the search results grid users can quickly broaden the results by clearing changing one or more of the search criteria and clicking the Search button The new search results will overwrite the old search results The Clear button can be used to quickly clear all the search criteria if completely new search criteria are to be used Marking A Payment As Deposited U
106. p menu For Passive and Active leads a patient must be attached to the call If the caller is new patient the user can quickly add them to the system by clicking the Add Patient button The Patient form will open for the user to enter the patient who after their information is saved will be attached to the call S paMedware User Manual Page 76 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL If the caller is a previous patient or indicates they have already had their information entered into the system users can search for them by clicking the Search For Patient button Any patients matching the search criteria entered will be displayed in the Patient List Selecting the patient name from the Patient List will attach that patient to the call Patients can be detached from a call by clicking the Detach button Referral sources are also recorded for calls For example if during the course of a call it becomes apparent the caller is calling because of a recommendation from a friend the user can select the Family Friend referral source Referral sources are entered into the system by an admin user via the Referral Sources form Please refer to the Referral Sources section for more information about call actions Finally any notes regarding the call can be entered in the provided field After all items are selected entered the users saves the call by selecting the Save button A Call Tracking Example
107. pdate a task 1 Open Task List form 2 Find and select the task to be changed 3 Click the tasks current Status A drop down arrow will appear in the column with the status 4 Click the drop down arrow that appears and select the new status for the task 5 Ina similar manner the Completed By Date for the task can be changed 6 The Notes be changed by clicking their fields and then clicking the box that appears A window will open with the current notes these can be changed added to and then by clicking the Save button on the window saved back to the action item If the user updates an action item assigned to another user they should email that user so they ll know the action item has been changed To do this the user right clicks the action item and selects Email Assigned To person this item Only the user who assigned the task may change the Notes for the task unless they checked the This task can be edited by the person it is assigned to check box when they created the task Deleting A Task To delete a task Open the Task List form Find and select the task to be deleted Right click the task and select Delete Task Confirm the deletion in the Delete Task dialog which appears po DE CH Only the user who created the task may delete it SpaMedware User Manual Page 74 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL STAFF MEMBER ACTIVITY LOG dile Act
108. ped to and then click the Save Purchase Order button to save the purchase order Clicking the Save and Print Purchase Order button will first save and then generate a printable version of the purchase order IE Only staff members with the Can create modify Purchase Orders billing capability may create a purchase order S paMedware User Manual Page 45 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Viewing And Printing A Purchase Order A purchase order is viewed and printed as follows 1 Open the Purchase Order form 2 Select the Order History tab 3 Setthe search parameters purchase order date which location it was shipped to supplier and if or if not it has been received and click the View Purchase Order History button Any purchase orders which meet the search parameters will be displayed in the Items frame 4 In the Items frame select and right click the purchase order to be viewed printed 5 Inthe menu which opens select View and Print A printable version of the purchase order will be generated Only staff members with the Can create modify P urchase Orders billing capability may view and print a purchase order Modifying A Purchase Order A purchase order is modified as follows 1 Open the Purchase Order form 2 Selectthe Order History tab 3 Setthe search parameters purchase order date which location it was shipped to supplier and if or if not it has been receive
109. pened by 1 Clickthe Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Purchase Order from the Forms menu The main components of the Supplier form are Purchase Order tab used to create and modify purchase orders The Order History tab used to find purchase orders which can then be marked as received not received modified deleted or printed Creating A Purchase Order A purchase order is created as follows 1 Open the Purchase Order form 2 Selectthe Purchase Order tab 3 the Add Product to Order frame select the Supplier to be ordered from The Products field will update with all products in the system from the selected supplier Find a Product to purchase and click the Select button Details description price etc for the selected product will be displayed Update the quantity Qty to be purchased The cost fields will update automatically Click the Add to Items Below button Repeat steps 4 to 6 until all products to be purchased from the selected supplier have been added to the purchase order In the Items frame review the products added to the purchase order If a product needs to be removed from the purchase order right click that item and select Delete from menu which appears All the products can be quickly removed by clicking the Clear Items button 9 Once the products have been finalized select the location for the items to be ship
110. previously entered into SpaMedware but they did not book an appointment Active Lead The caller called for service related reasons their contact information was or was previously entered into 5 paMedware and they booked an appointment Most calls should start as a Dead Lead with the user switching to other lead types as the call progresses After selecting a lead type the user would then select the actions that have taken place for the call from the Call Action list The Call Action list changes dependant on the lead type for the call Call actions are entered into the system by an admin user via the Call Actions tab in the Settings form Please refer to the Setting Up SpaMedware section for more information about call actions Once a call action is selected a timer will start for that call action If another call action is selected then the current timer will stop and a new timer will begin for the newly selected call action During the course of a call the user can start and stop call action timers by selecting the action right clicking and selecting Start Call Timer or Stop Call Timer respectively from the pop up menu Thus users can accurately record how long they spent on each action during the call The Stop All Timers button can be used to quickly stop any running call action timers If a call action is selected accidentally the user can delete the call action by right clicking on it and selecting Delete entry from the pop u
111. r for the selected month are displayed Staff Much like the Daily view in function but allows the user to select multiple staff members Note thatthis is a display only view no changes can be made to a staff members schedule via the Staff view In any view if the monitor is not large enough to display the complete schedule horizontal and vertical scroll bars will be added to the Appointment Grid The horizontal scroll bar will move the Appointment Grid through viewable days and the vertical scroll bar will move the Appointment Grid through hourly time for the viewable days The Daily Appointment Summary shown on the right side of the Appointment Grid summarizes the availability of a staff member for the selected day in a very quick and concise manner White areas are available time blue areas are unavailable Clicking on a time period in the Daily Appointment S ummary will move the Appointment Grid to that time You can achieve the same thing by using the vertical scroll bars to move to the appropriate time S paMedware User Manual Page 10 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Finally the name of the staff member whose schedule the user is viewing is displayed just above the Appointment Grid In the example above the Staff Selection tab that has been picked is Dawn and this staff member s name is Dawn Sinclair By default when the Appointment Grid opens it will display the weekly appointment schedul
112. racking form Page 77 of 102 MEDICAL CORPORATION SPAMEDWARE USER MANUAL xd SpaMedica STAFF MEMBER TASK LIST SpaMedware User Manual Page 78 of 102 x SpaMedica MEDICAL CORPORATION STAFF UNAVAILABILITY L Staff Unavailabiltty E OFX ADD EDIT DELETE SAVE CANCEL Mote SPAMEDWARE USER MANUAL 9 PREY LAST CLOSE Search Stal The Staff Unavailability form used for managing staff unavailabilities is opened by 1 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Staff Unavailability from the Forms menu The main components of the Staff Unavailability form are The Toolbar used to view create update and delete staff unavailabilities The Unavailability List used to select the staff member whose unavailabilities are to be viewed and or updated Staff and Details frames used to view enter and update staff unavailability information The Toolbar FE ADD EDIT SAVE CANCEL Add used to enable the form to add a staff unavailability Edit used to enable the form to update an unavailability Delete used to remove an unavailability Save used to save unavailability changes Cancel used to cancel any unavailability changes SpaMedware User Manual FIRST PREY MEXT LAST CLOSE First used to switch to the first unavailability in the Unavailability list P
113. ravel v Albani Heather Non Surgical Procedures Acthyderm Single TX x Amanda Seymour Asuenimen Teresa Baram Ronnie p Becker Geoff Discount Bennette Melissa Select a Coupon 7j Beswick Jennifer Binch Karen Deposit Garry Janice Pheonia Total n Sandro Cheryl Carmichael Amanda Chandler Rachel Add to Items below Clear Fields Chawa Poonam Cooper Laura DaCosta Margaret Davies Judith Desaillier Alanna Diamond Reesa domazet jane Doskocz Storring Joanne Douglas Shannon Dubeau Christine Duggan Edmunds idm Clickthe magnifying glas to search for a patient Description Oty Unit s GST PST Price Total Amount for this Item The Create Quote form used for creating quotes for patients is opened by 1 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Create Quote from the Forms menu The Create Quote form can also be opened by right clicking on completed appointments and selecting Create Modify Quote for appointment from the pop up menu that appears The main components of the Create Quotes form are Select Procedures frame used to select products and procedures for the quote The Items frame used to display items which have been added to the quote The Patient list used to select the patient who the quote is being generated for Creating A Quote To create a quote for a patie
114. re usually performed to confirm how a patient was contacted or to quickly find all patients who weren t contacted No Contact status in order to try contacting them again 5 Click the Search button to find all the patients who have appointments with the selected staff members on the selected day Matching patients their phone numbers and appointment details will be displayed in the Call Reminder list Registering a Contact Status with an Appointment After calling a patient from the Call Reminder list users can register one of three contact statuses to the appointment The contact statuses are Contacted the patient was contacted directly and reminded of their upcoming appointments Left Message the patient was not contacted directly but a reminder message was left No Contact the patient was not contacted and no reminder message was left To register a contact status with an appointment 1 Open the Call Reminder form 2 Create a Call Reminder List SpaMedware User Manual Page 82 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL 3 After contacting or attempting to contact a patient from the Call Reminder list enter any notes regarding the call in the Call Reminder Notes text box and then click the appropriate contact status button Contacted Left Message No Contact for the call Call reminder notes are displayed in the Call Reminders List under P honeNotes Printing A Call Reminder List 1 Open t
115. rev used to switch to the previous unavailability in the Unavailability list Next used to switch to the next unavailability in the Unavailability list Last used to switch to the last unavailability in the Unavailability list Close used to close the Staff Unavailability form Page 79 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Staff List Search Staff StartDateTime EndDateTi When the Staff Unavailability form first opens the Unavailability List will be not be populated To populate the unavailability list users must first select the staff member whose unavailabilites are to be viewed in the Staff box Clicking an unavailability time period in the Unavailability List loads that unavailabilities information into the Staff and Details frames The information can only be viewed no changes can be made without enabling the form to allow updates to an unavailabilities information by pressing the Edit button in the Toolbar The Staff Frame SELECT ALL CLEAR ALL The staff to which the Unavaiability pertains are displayed and selected via the Staff frame The Details Frame Mote Details such as the time frame for the Unavailability are displayed and entered via the Details frame Adding An Unavailability Unavailabilities are added to SpaMedware as follows 1 Open the Staff Unavailability form 2 Click the Add button in the Toolbar The Staff Unavailability
116. rmation Tabs used to view enter and update patient information The Toolbar j E App DELETE SAVE CANCEL APPOINT PRINT MERE FIRST PREY WEST LAST CLOSE Add used to enable the form to add a patient Actions used to view any actions associated with the patient Edit used to enable the form to update patient information First used to switch to the first patient in the Patient List Delete used to remove a patient Prev used to switch to the previous patient in the Patient List Save used to save patient information changes Next used to switch to the next patient in the Patient List Cancel used to cancel any patient information changes Last used to switch to the last patient in the Patient List Appoint used to view a patients appointment history Close used to close the Patient Information form Print used to print a patients information SpaMedware User Manual Page 21 of 102 The Patient List Patient List First Name Click the magnitying glass to searchfor a patient Information Tab Info x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Clicking the magnifying glass opens a dialog allowing the user to enter criteria to search for a patient Results from this patient search are listed in the Patient List Search With Full or Partial Information Last Name First Name Address Phone S SEARCH CLOSE
117. rrect 8 Restart SpaMedware ied com uq e Entering A SpaMedware License Without a valid license SpaMedware will not allow users to login After obtaining a new license it is entered in S paMedware as follows 1 StartSpaMedware 2 Onthe Login form click the Database Setup and SpaMedware License link 3 Paste the new license in the provided field S paMedware User Manual Page 93 of 102 OY SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL 4 Click the Save License button 5 Restart SpaMedware The SpaMedware Settings Form a SpaMedware Setup ES Locations List Types Ambassador Program Call Actions Documents Co gt Add Add Company Company Name SAYE COMPANIES The SpaMedware Settings form used for managing SpaMedware settings is opened by clicking the Settings button on the Scheduling Interface Toolbar Each tab in the SpaMedware Settings form allows the user to change the settings for a different function in 5 paMedware Only admin users are able to access the SpaMedware Settings form The Company Tab A SpaMedware Setup Companies Call Actions Call Timer List Types Tax Types Ambassador Program Email Settings Add a Compar Add Company Company Mame Company SAWE COMPANIES SpaMedware User Manual Page 94 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL SpaMedware has been setup to allow multiple compa
118. rs schedule for the selected date 3 Click the grid cell that corresponds to the start time for the appointment to be created The cell will be highlighted 4 Keeping the mouse button held down drag the mouse down until you reach the edge of the time when the appointment will end and then release the mouse button All the cells between the start and end time will be highlighted 5 Right click on the selected area to bring up the New Appointment menu and select an appointment type Consult Treatment etc an appointment form will open If at any point the Appointment Grid does not update automatically as it should click the Refresh button to manually update the Appointment Grid Turning on the Auto Refresh function by clicking the Turn Auto Refresh On button will reduce the need to click the Refresh button SpaMedware User Manual Page 12 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Creating a Maintenance Package or Treatment Appointment E Appointment BE Maintenance Alessandra FCP FI Pesthetic Room 2 Alessandra Y Kv 2 February 09 2009 1 Room 3 C Audrey E ClearLight erm v ors Last Name Last Name _ First Name Phone Address First Name Address Phone i CLEAR FIND Double click a patient to show thelr details When the appointment form opens it
119. ry Call History Time min The Call History tab shows any and all calls that have been associated with the selected patient Calls are tracked using the Call Tracking form Please refer to the Staff Member Call Tracking section for more information about the Call Tracking form Information Tab Notes into interests Treatment History Can History Quotes Receipts amp creats Entered by Modified by on on POST photos taken Meet and Greet completed Spot completed photos taken Booking v A General v Balance Due 7 Blacklisted E The patient notes including booking specific notes are displayed on and entered via the Notes tab Booking notes if any appear beneath the patients name in the Appointment form If a patient has a General note a SEE PATIENT NOTES tag will be added to all of the patients appointments in the Appointment Grid If a patient has not had a Meet and Greet completed Test S pot completed PRE photos taken or POST photos taken then a Check patient extras tag will flash when the patient is booked for a Treatment appointment S paMedware User Manual Page 24 of 102 OY SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Information Tab Quotes Receipts and Credits info Interests Treatment History Cal History Notes 08 Quotes Date Quote Number View Clear
120. s opened by 1 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Imported Documents from the Print menu The main components of the Imported Documents form are Folder list used to navigate the subfolders of the Imported folder to locate documents The Document list displays the documents stored in the selected folder in the Folder list allowing the user to open and print the document through S paMedware Please refer to Setting Up SpaMedware for more information concerning the Document Location Printing Documents 1 Open the Imported Documents form 2 Using the Folder list navigate to the subfolder containing the document to be printed 3 Inthe Document list double click the document to be printed The document will be opened in Microsoft Word from which it can be printed S paMedware User Manual Page 64 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL MAIL MARKETING Mail Marketing is a proprietary marketing module for SpaMedware It provides an intelligent way to gently market services and products to current and potential customers If a patient has indicated that they do not wish to take part in any mail marketing campaign make sure that the No mail check box of the Patient Information form is checked The Mail Marketing Letters The letters used in the mail marketing are Letter01 First Inquiry Letter Generated after
121. selected time range Matching activities will be displayed in the Activity list Viewing An Activity Select the activity to be viewed and click the Details button If the item that the activity was performed on is viewable the item will be displayed For example selecting an activity performed on an appointment will display the appointment S paMedware User Manual Page 75 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL STAFF MEMBER CALL TRACKING Cal Tracking for Lee The Call Tracking form used to track incoming patient calls is opened by clicking the CSR button on the Scheduling Interface Toolbar The main components of the Call Reminders form are Lead Type frame used to select the type of lead for the call The Attach Patient list used to attach a patient to a call The Call Actions frame used to selectthe call actions that took place during the call Tracking A Call During the course of an incoming call users will use the Call Tracing form to record information about the call This information can then be retrieved through the reporting functions of S paMedware for staff evaluation and marketing purposes The first thing the user must select is the lead type The lead types are Dead Lead The caller called for service related reasons but left no contact information Passive Lead The caller called for service related reasons their contact information was or was
122. t used to switch to the next product in the Product list Save used to save product information changes Last used to switch to the last product in the Product list Cancel used to cancel any product information changes Close used to close the Product form SpaMedware User Manual Page 37 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Product List When the Product form first opens the Product List is populated with all the products stored in SpaMedware Users can make the Product List display only products of a certain brand by selecting the brand and then clicking the Filter by Brand button The All Brands button resets the list to display all the procedures d escnp Iri Users can use the Filter button to quickly find a product in the P roduct List by entering some filter criteria in the supplied text box The Filter button filters on the Description column of the Product List Clicking a product description in the Product List loads that products information into the Information frames The information can only be viewed no changes can be made without enabling the form to allow updates by clicking the Edit button in the Toolbar Information Frame Main Product 3 Inventory Code Our Cast 10 00 Retail Price 0 Sale Price Unit Type day Sale Start ff Sale End Category Type e Sale Type Commissionable est Pst
123. t Tracking form will open 2 Enter the relevant treatment information for the appointment in the trackers Trackers can be opened closed by double clicking their title bars Trackers can be added and removed for the appointment by selecting the relevant tracker in the Add Remove a new Treatment field and clicking the Add or Remove buttons respectively Please note that the default trackers for the appointment procedure can not be removed 3 Associate the Treatment Tracking with a receipt by selecting the appropriate receipt in the Choose Receipt field 4 Clickthe Save Tracking button to save the treatment tracking information Updating Treatment Tracking Information To update treatment tracking information View the treatment history for the patient via the Patient Information form Find the treatment whose treatment tracking information is to be modified Right click the treatment and select View Treatment Tracking The Treatment Tracking form for the treatment will open Update the treatment tracking information Click Save Tracking button to save the changes S paMedware User Manual Page 57 of 102 WO SoaMedica QW invent esnborarrdn SPAMEDWARE USER MANUAL Deleting Treatment Tracking Information To delete treatment tracking information View the treatment history for the patient via the Patient Information form Find the treatment whose treatment tracking information is to be modified Right click the treatmen
124. t and select Delete this Item Confirm the deletion in the Delete Treatment Tracking record dialog that appears SpaMedware User Manual Page 58 of 102 x SpaMedica MEDICAL CORPORATION DOCUMENT MANAGEMENT The Documentation Form E Documentation E OR Xt 9 ADD EDIT DELETE SAVE CANCEL FIRST ID Description Document Type Document Location Check Dacument Locabons Click Run Sean t tind missing documents Descriptian Document Location SPAMEDWARE USER MANUAL PREY MEST LAST CLOSE Document Document management is required to keep track of all documents that can be provided to a patient while in the office or indirectly via mail The documents must be Microsoft Word files and they must be stored in the Document Location defined in the Document tab of the Setup form Please refer to Setting Up SpaMedware for more information concerning the Document Location Documents that are defined in SpaMedware become available as selections in various fields throughout the application For example on the Procedures form the Information Document and Consent Document selections are defined via the Documentation form The Documentation form used for managing documents is opened by 1 Click the Forms button on the Scheduling Interface Toolbar The Forms menu will be displayed 2 Select Documents from the Forms menu The main components of the Documentation form are The To
125. tario Canada the Tax Fields would be set as follows Tax Field 1 Name GST Amount in 96 5 Tax Field 2 Name PST Amount in 96 8 S paMedware User Manual Page 99 of 102 OY SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The Ambassador Program Tab SpaMedware Setup Call Actions Call Timer List Types Tax Types Email Settings Ambassador Coupon SAVE AMBASSADOR COUPON DELETE AMBASSADOR COUPON The Ambassador Program is a special coupon program integrated into SpaMedware that rewards patients for referring their friends and family to the Clinic As per a normal coupon the Ambassador Coupon is redeemable for a certain value When an Ambassador coupon is redeemed the patient who gave the Ambassador Coupon Is given a credit for the amount of the coupon as a reward for referring the redeeming client As the Ambassador Coupon Is a special coupon the Ambassador Program tab Is used to set it up instead of the Coupons form The Coupons Tab SpaMedware Setup Call Actions Call Timer List Types Tax Types Ambassador Program Email Settings Create a new Coupon by changing the fields below and pressing SAVE HEY COUPON SAYE MEW COUPON COUPON DELETE COUPON Coupons which patients can redeem with the company when purchasing products and procedures are setup via the Coupons tab on the SpaMedware Settings form SpaMedware User Manual Page 100 of 102 x
126. tart End Sta Patient Nc LS The Call Reminders form used to contact and remind patients of upcoming appointments is opened by clicking the Call Reminders utility button on the Scheduling Interface The main components of the Call Reminders form are The Select Staff frame used to select the staff for whose appointments reminder calls are to be performed for The Calendar used to select the date upon which appointments for which reminder calls are to be done for The Search Filters frame used to select call reminder search filters The Call Reminders list displays the results of a call reminder search x X X X Creating A Call Reminder List 1 Open the Call Reminder form 2 Selectall staff members using the Select Staff list for whose appointments call reminders are to be performed for Below the Select Staff list the Location and Staff Type boxes can be used to filter out specific staff members The Select All button will select all staff members currently displayed in the Select Staff list and the Clear All button will reset the S elect Staff list 3 Selectthe appointment date for which call reminders are to be performed for in the Calendar 4 Select any contact status search filters for the search in the Search Filters frame Only patients with appointments which have the matching contact status will be included in the resultant Call Reminder list Contact status searches a
127. tart Date Patient First End Date Patient Phone No Appointment Type BE Staff Associated Al v Appointment Status z Last Name First Name Phone No Start Time End Time Appointment Pr To find appointments enter any search criteria Patient Last Name Patient First Name etc for the appointments and click the S earch button Any appointments which match the search criteria will appear in the Search Results grid S paMedware User Manual Page 19 of 102 xd SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL If the appointment being searched for is not within the search results grid users can quickly broaden the results by clearing changing one or more of the search criteria and clicking the S earch button The new search results will overwrite the old search results The Clear button can be used to quickly clear all the search criteria if completely new search criteria are to be used Search Results The Search Results grid will display all the appointments which match the search criteria this includes unavailabilities and cancelled appointments An appointment listed with a garbage can icon is a cancelled appointment Users can view the details of the cancellation by double clicking on the appointment appointment listed with a clock icon is an unavailability appointment An appointment listed with no icon is an active appointment Print Appoi
128. ted procedure is displayed on and entered via the Cost frame The Cost frame has a number of components Surgical Fee If the procedure has any surgical component the fee for that component is placed here Anesth Fee If the procedure requires anesthesia the anesthesia fees is placed here Service Fee If the fee does not have a surgical component the non surgical component of the fee for the procedure is placed here Other Fee Any other fees associated with the procedure is placed here Total Fees The total cost ofthe procedure the sum of Surgical Anesthesia Service and Other fees is calculated and displayed here Add Tax1 Used to indicate that Tax1 as setup using the Setup form is applied to the procedure Add Tax2 Used to indicate that Tax2 as setup using the Setup form is applied to the procedure Information Frame Treatment Tracking Non Surgical Surgical Eme O Body Laser Hair Removal Face Mesotherapy ia 2 The type of treatment tracking for the selected procedure is displayed and selected via the Treatment Tracking frame For more information concerning Treatment Tracking please refer to the Treatment Tracking section Information Frame Documentation Documentation Appointment Type Quote Type LL 1278 s gH Information Document Consent Document Lo A Help Information The documentation for the selected procedure is displayed on and associated via the Docu
129. the Patient List The patients information will display in the Information tabs Click the Edit button in the Toolbar The Patient Information form will now allow the user to change the information in the fields in the Information tabs Update the patients information Click Save to save the changes to the patients information GEH In order for the changes to be successfully saved a patient must have at least a first name a last name and a referral source selected Removing Patients A patient is removed from S paMedware as follows Open the Patient Information form Look up the patient using the Search for Patients dialog The Patient List will be filled with the results of the search Select the patient in the Patient List The patients information will display in the Information tabs Click the Delete button in the Toolbar Confirm the deletion in the Delete Patient Confirmation dialog that opens Only users with Admin security privileges can removed patients SpaMedware User Manual Page 26 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Viewing Patient Appointment History Appointments for Dawn Sinclair Start n Frocedure SELECT APPOINTMENT MODIFY APPOINTMENT CANCEL APPOINTMENT PRINT SCHEDULE ______ _ ___ Double cick an appointment to show appointment To view a patient s appointment history Open the Patient Information form Look up
130. tient list 4 Select which envelope or label should be printed Options are 10 Envelope Large Envelope and Labels 5 Click the Preview button to view a preview of the envelope or label selected The envelope or label may be printed from the preview window 6 Click the Print button to print the envelope or label selected Printing Documents 1 Open the Print Documents form 2 Find and select the document s to be printed in the Consents Procedure Information Instructions or Other document lists Documents are selected by checking them in the list 3 Click the Preview button to view a preview of document s selected The document s may be printed from the preview window 4 Click the Print button to print the document s selected SpaMedware User Manual Page 63 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL The documents displayed in the Consents Procedure Information P ost Op Instructions and Other document lists are pulled from the Consents Info Postop and Letters sub directories of the Document Location defined in the Document tab of the Setup form Please refer to Setting Up SpaMedware for more information concerning the Document Location The Imported Documents Form d Imported Document Document Name The Imported Documents form used to print documents stored in the Imported folder of the Document Location defined in the Document tab of the Setup form i
131. to save the brand changes for the supplier To remove a brand from a supplier 1 Open the Suppliers form 2 Switch to the Brands tab 3 Click the Edit button in the Toolbar The Suppliers form will now allow the user to enter information in the fields in the Information frames 4 Right click the name of the brand to be removed 5 Select Delete Entry from the menu that opens 6 Click Save to save the brand changes for the supplier Only users with Admin security privileges can add and remove brands Adding Suppliers Suppliers are added to SpaMedware as follows Open the Suppliers form Click the Add button in the Toolbar The Suppliers form will now allow the user to enter information in the fields in the Information frames Enter the suppliers information Click Save to save the supplier In order to be successfully added to the system a supplier must have at least a name If the name entered for the supplier is already present in paMedware the user will receive a warning informing them about a possible duplicate entry Only users with Admin security privileges can add suppliers Updating Supplier Information A suppliers information is updated as follows 1 Open the Supplier form 2 Select the supplier in the Supplier List The suppliers information will display in the Information frames 3 Click the Edit button in the Toolbar The Supplier form will now allow the user to change
132. treatment tracking a Create Modify Quote For appointment 2 Create Modify Receipt for appointment Tx Tracking Complete Ires ng Comoe by Change appointment status Show appointment activity Show appointment history Show patient information Create an action item Add treatment tracking Create Modify Quote for appointment Create Modify Receipt For appointment Modify appointment Cut Copy Scheduled No Show Arrived In Treatment Complete Cancel Appointment EE s Mew appointment gt Follow Up Maintenance Meet and Greet Other Package Photos Post op Visit Pre op Visit Surgery Treatment UN Available 15 30 16 00 16 30 17 00 17 30 Paste Clear Clipboard Right clicking on an appointment in the Appointment Grid brings up a menu with many options for manipulating appointments Viewing An Appointment Clicking View in the menu opens a read only Appointment form for the selected appointment Modifying An Appointment Clicking Modify appointment from the Edit submenu in the menu opens an Appointment form for the selected appointment The user can change all the information for the appointment as per the requirements when creating the appointment Only staff members who have Admin security privileges or are booked for the appointment may modify the notes of a Completed or past appointment Cancelling An Appointment Clicking Cancel appointment from the Edit submen
133. u in the menu will cancel the selected appointment The user will need to indicate the reason why they are cancelling the appointment before the cancellation is processed SpaMedware User Manual Page 17 of 102 opaMeaica MEDICAL CORPORATION SPAMEDWARE USER MANUAL Moving an appointment If an appointment needs to be moved to a different day time or staff member instead of cancelling the appointment and then recreating it on the new day time or with the new staff member users can simply cut and paste the appointment 1 Right click on the appointment to be moved and select Cut from the Edit submenu 2 Realign the Appointment Grid to display the date and time and or staff member schedule where the appointment is to be moved to 3 Right click in the cell that corresponds to the new start time and select Paste from the Edit submenu If there is enough time available in the staff member s schedule the appointment will be pasted into the schedule When the appointment is moved between staff member schedules the staff member from the old schedule is removed from the appointment Therefore returning to that staff members schedule and attempting to view the appointment will not work as that staff member is no longer associated with the appointment To re associate a staff member with a moved appointment if required the user will need to modify the appointment and add the old staff member Copying an appointment
134. uling Appointments The Calendar February 2008 Tue Wed Thu Fri Sat Sun 28 29 30 31 1 2 J 4 5 B 7 49 10 11 7 14 15 16 17 18 18 20 21 22 25 26 27 28 29 1 2 3 4 5 B 7 9 Today 02 12 2008 When you move the cursor over the calendar control the cursor turns from the normal arrow cursor to a cursor that looks like a hand Clicking a date in the currently selected month will cause the Appointment Grid to switch to and display the date clicked Clicking Today s date marked in a red circle will cause the Appointment Grid to switch to and display today s date Click the month to switch to a different month Click the top left arrows to switch to the previous month Click the top right arrows to switch to the next month Click the year to switch to different year X 0X The Appointment Grid will only change dates when you select a date in the calendar Selecting a different month or year will not update the Appointment Grid The Toolbar 0 REE EA CSE Patient Search Forms Print Reports Setup Exit CSR used to open the Call Tracking form Print used to access the SpaMedware print functions Patient used to open the Patient Information form Reports used to generate reports Search used to open the Search forms Setup used to setup SpaMedware Forms used to access more SpaMedware functions Exit used to exit SoaMedware Please refer to each functions section for more
135. uts within and click the Find Mailout button Any letters which were generated within the specified date range will be displayed in the Search Results grid 3 Select the letters to reprint by checking the checkbox next to the number of the letter All the letters can be quickly selected by clicking the Select All button All the selections can be quickly cleared by clicking the Clear All button 4 Select if any applicable procedure of interest documents are to be reprinted by checking the Reprint Letter POIs checkbox 5 Click the Reprint button to regenerate and print the selected letters Generating mailouts for a specific location is a planned feature for future versions of SoaMedware At the moment chanign the location in the Location selection box has no impact on the letters generated in the mailout SpaMedware User Manual Page 67 of 102 x SpaMedica MEDICAL CORPORATION SPAMEDWARE USER MANUAL PRINT APPOINTMENT SCHEDULES af Print Appointment Information Patient Last Name Start Date Patient First Name u End Date Patient Phone No Appointment Type 3 Staff Associated All v Appointment Status Last Name First Phone No Start Time End Time Appointment Typ Pr powers SELECT APPOINTMENT The Print Appointment Information form used to print patient and staff appointment schedules is opened by 1 Click the Print button on the Scheduling Interface Toolbar
136. y or Delete as required To delete all the items in the Item List click the Clear Items button After reviewing the items click the Save button to save the quote If a print out of the quote is required select a quote document to print and click the S ave and P rint button Viewing And Or Printing A Quote To retrieve a quote for viewing or reprinting Open the Patient Information form Find and select the patient for whom the quote was generated Click the Quotes Receipts and Credits tab Find the quote to be retrieved in the Quotes List of the Quotes frame Right click the quote and select View and Print from the pop up menu The quote will be regenerated and displayed in Word from which it can be viewed and or printed as per normal Modifying A Quote To retrieve a quote for modification Open the Patient Information form Find and select the patient for whom the quote was generated Click the Quotes Receipts and Credits tab Find the quote to be retrieved in the Quotes List of the Quotes frame Right click the quote and select Modify Quote from the pop up menu The Create Quote form will be opened and the items selected for the quote will be displayed in the Item list These items can be updated as per normal quote creation Deleting A Quote To delete a quote Open the Patient Information form Find and select the patient for whom the quote was generated Click the Quotes Receipts an

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