Clinic Settings and Management

How to add patient forms to the reminder e-mail

How do I add patient forms to the reminder e-mail? Sometimes, patients may have trouble remembering to fill their intake forms out prior to their appointment. Adding the {patient form link} to the reminder e-mail gives them a second reminder to fill out their form. To do this, follow these steps: 1. Go to Communication > E-mail 2. Click on the “System” tab. 3. Click on the screen icon for the Appointment Reminder e-mail. 4. In the resulting pop-up. Add some text that inc...

Setting up and using electronic intake forms

Setting up and using electronic intake forms It is often convenient for both patient and practitioner to get intake forms filled out electronically ahead of time, prior to the appointment. This tutorial collects all the steps you need to configure, and send, electronic intake forms to your patients. NOTE: COVID-19 intake forms are NOT loaded by default. You must follow the steps in the adding & managing forms tutorial in order to use them. Before you can use electronic intake forms, you will...

Adding & Managing Form Templates

Managing Form Templates Your practice management system includes a variety of forms that can be activated from the Form Library, and even made available online for patients to fill out electronically prior to their appointment. To include a new form in your patient history area and/or your online intake form page, follow these steps. NOTE: COVID-19 intake forms are NOT loaded by default. You must follow the steps below to load these forms in order to use them. First, navigate to Website ...

Creating an Intake Form Portal

Creating an Intake Form Portal It is often convenient for both patient and practitioner to get intake forms filled out electronically ahead of time, prior to the appointment. In order to send your patients intake forms, you must first create a parked form portal page. To do this, first go to Website Control >> My Pages. From my pages, click on the “Add new”button. Next, select “Consent Form” from the options on the resulting page. Finally, click on the “finish” button. That...

How to approve a pending patient intake form

How to approve a pending patient intake form After a patient fills out an electronic intake form, it will appear automatically in the desktop area of your software where you can review and approve the form. If desired, you can pass your device to the patient once the pending form is open if they forgot to sign or if you'd like them to review their information prior to treatment. To review a pending form, simply navigate to the desktop area of your software. When you login, this is the a...

How to send patient intake forms via the patient profile:

How to send patient intake forms via the patient profile: NOTE: Intake forms require a bit of setup before use. Please follow the tutorial for setting up forms first. (https://www.mindzplaysupport.com/949837-Setting-up-and-using-electronic-intake-forms) In addition to sending forms at the time of booking, you can also send patients intake forms to fill out digitally by sending them from the patient profile area. To do this, first go to Patient > Profile. Then simply click the "Send For...

How to upload files, images and documents to a patient SOAP note

How to upload files, images and documents to a patient SOAP note Practice Jewel includes the ability to upload files, images and documents in order to record things like X-ray reports, Doctors notes, etc... on your patient profiles. This can be done directly from the document list (LINK) or it can be done while entering a patient SOAP note: To upload a file to a patient’s history while entering a SOAP note, follow these steps: - Navigate to Patient > Records - Fill ou...

How to upload files, images and documents to a patient history

Practice Jewel includes the ability to upload files, images and documents in order to record things like X-ray reports, Doctors notes, etc... on your patient profiles. This can be done while completing a SOAP note (LINK) or it can be done directly from the document list. To upload a file to a patient’s history from the document list tab, follow these steps: - Navigate to Patient > Records - Click on the “Document List” tab. - Click on the “Add New” button. -...

How to complete a health history form within the clinic

How to complete a health history form within the clinic Practice Jewel includes the ability to have clients fill out a comprehensive health history form which is then saved into your patient database. To complete a form, follow these steps: - Navigate to Patient > Records - Click on the “History Forms” tab. - Click the icon for the form you wish to fill out. - Give the mouse/device to the patient and have them fill out the form itself. - Once complet...

How to view & manage saved documents, health history, and consent forms

To view an uploaded document, history, or consent form: Practice Jewel includes the ability to record sensitive area consent forms, fill out and record health history forms, as well as upload documents and files. These are all saved to the "Document List" area of the product. From time to time, you may need to view or remove something from this area. To manage your document list, follow these steps. To view an uploaded document, history, or consent form: - Go to Patient > Reco...

How to save Sensitive Area Consent Forms

The College of Massage Therapists of Ontario have implemented new standards requiring special consent be obtained for treatment of sensitive areas. Practice Jewel includes the ability to have clients sign these special forms directly within the software and save it to their history. - To generate a sensitive area consent form, navigate to Patient > Records - On the SOAP notes tab, click the screen icon for the Sensitive Area Consent Form. - Next, hand the form to the...

How to add practitioner signatures to invoices

How do I add a signature to my receipts? There are two ways to add a digital signature to your electronic invoices. To add a practitioner signature, first go to Website Control > User Accounts. Next, click the pencil icon for the practitioner you wish to add a signature for. Next, go to the "Advanced" tab. Click the "Set signature" button. In the resulting pop up, you can select your signature method. To create a digital signature, just draw your signature into the open bo...

How do I sync with an external calendar?

How do I locate my calendar URL to sync with an external calendar? Your system allows for syncing appointment schedule with your Apple, Google, and Outlook calendars. Note: If you are not an administrative user at your practice, you will need to ask one of your administrators to activate this feature for you before following this tutorial. - Go to Website Control > User Accounts - Click the pencil icon for the therapist you wish to configure syncing for. - Click on the ...

How do I configure Calendar Sync for my practitioners?

How do I configure calendar syncing for my practitioners? Your system allows for syncing appointment schedule with your Apple, Google, and Outlook calendars so that you can see your Practice Jewel appointments from within your external calendar applications. To enable this for your therapists, follow these steps: - Go to Website Control > User Accounts - Click the pencil icon for the therapist you wish to configure syncing for. - Click on the setup tab. - In the Adm...

How do I manage practitioner SOAP notes?

"How do I manage practitioner SOAP Notes?" From time to time, you may wish to obtain a copy of the SOAP Notes over a specified period of time for yourself or a specific practitioner. Here's how this can be done. Navigate to Website Control >> Record MGMT Click on the “PRINT SOAP NOTES” tab. From here, you can select the date range of notes you wish to obtain. You may set the practitioner filter to All practitioners, or select a single practitioner from the practitioner list...

How do I manage my patient SOAP Notes?

"How do I manage my patient SOAP Notes?" The Client SOAP Note tool allows you to document and monitor client treatment activities and progress. Notes can be recorded on each session and then reviewed before the next session. Saved SOAP notes can be reviewed, modified, or deleted from the SOAP history page. Here's how to use the SOAP history page. Navigate to Patient >>> Records From the SOAP history tab, you can search your patient’s notes by selecting a date range and/or practi...

How do I create patient SOAP Notes?

"How do I create patient SOAP Notes?" The Client SOAP Note tool allows you to document and monitor client treatment activities and progress. Notes can be recorded on each session and then reviewed before the next session. The tool provides a drop down list of recent client appointments, check boxes for pressure used, techniques, areas treated, four independent text boxes, one for each documentation (Subjective observations, Objective observations, Assessment and Plan) and a copy function to d...

How to enable and disable SMS / Text messaging for a patient

How to enable and disable SMS /Text messaging for a patient Note: All SMS are sent from a generic SMS number, which may change from time to time for fallback or redundancy purposes. For the convenience of your patients, automatic system messages such as appointment confirmations and reminders can also be sent by SMS / Text, delivering a short text message to the cell phone number in your patient’s profile. To receive these messages, patients must first have the function enabled on their prof...

How to enable and disable the SMS / Text messaging function on your site

How to enable and disable the SMS / Text messaging function on your site Note: All SMS / Text are sent from a generic SMS number, which may change from time to time for fallback or redundancy purposes. For the convenience of your clients, automatic system messages such as e-mail confirmations and reminders can also be sent by SMS / Text, delivering a short text message to the cell phone number in your client’s profile. To take advantage of this function, you must first enable SMS / Text mess...

System Orientation - Video

"SYSTEM ORIENTATION" We know that some people like to read while others would prefer to learn by watching. With this in mind, click here to view the document of this tutorial. (https://mindzplay.ladesk.com/768702-System-Orientation)

System Orientation

"SYSTEM ORIENTATION" Welcome to Your New System! We hope that you are enjoying your experience with your new system and have already had a chance to explore some of the controls for your website. This is the first in a series of short tutorials that are intended to help you get your practice up and running. Do not be intimidated, the system was designed to be easy to use regardless of your technical abilities. You don't have to be a computer wiz to make the most out of your experience, so...

Working with Patient Profiles

To review the previous tutorial in this series, click here. (https://mindzplay.ladesk.com/958868-Working-With-Clinic-Settings) To to back to the start of this series, click here. (https://mindzplay.ladesk.com/768702-System-Orientation) "WORKING WITH PATIENT PROFILES" Welcome to the third tutorial in our “Getting Started” series. In this tutorial, you will learn all about Patient Profiles. The Patient Section provides you with easy to use tools that are designed to assist with the d...

Working With Clinic Settings

To review the previous tutorial in this series, click here. (https://mindzplay.ladesk.com/768702-System-Orientation) "WORKING WITH CLINIC SETTINGS" Welcome to the second tutorial in our “Getting Started” series. In this tutorial you will learn about Clinic Settings. The Clinic Settings Section is a collection of information about the general operations of your practice. Once entered, this information will automatically be used to setup your appointment calendar and other clinic specif...

Setting up your Appointment Calendar?

This tutorial will cover the process of setting up your clinic's appointment book for the first time. Navigate to Website Control >>> Clinic Settings. Click on the Hours tab . Use the Drop-Down menus on this page to set the regular hours of operation for your clinic. Note: You can set aside time for things like breaks, personal appointments or vacation time from other areas of the website, which will be covered later in this tutorial. Note: If you are using our clinic ed...

Setting the Clinic Number for a new location.

Setting the Clinic Number for a new location. The Mutli Location module is an optional upgrade for users of our Clinic Edition. If you would like to add multiple location functionality to your practice, please call us at 1 (888) 373-6996 If you are using our third party billing module, you can add clinic numbers for each of your locations.To add a clinic number for a new location, first check that your location view is set to the appropriate clinic. Select the appropriate location from the dr...

Setting Buffer Time Between Appointments?

This tutorial is a part of Editing User Accounts, please click here (https://mindzplay.ladesk.com/303862-How-to-Edit-User-Accounts) if you would like to start at the beginning." Setting Buffer Time Between Appointments To give yourself time to prepare between each appointment, you can set a buffer time that will be added automatically at the time of booking to the end of your appointment. To begin make sure you are in Website Control > User accounts and have clicked on the pencil icon f...

Managing your User Account Options?

This tutorial is a part of Editing User Accounts, please click here (https://mindzplay.ladesk.com/303862-How-to-Edit-User-Accounts) if you would like to start at the beginning." Managing your User Account Options Note: Administrative settings are only important for those using our CLINIC EDITION, and those of you on our SOLO EDITION can ignore this portion. Admin Settings: List on: Check this box to choose whether a given therapist appears on your private calendar. Show on Appointme...

Managing your Therapist Profile?

This tutorial is a part of Editing User Accounts, please click here (https://mindzplay.ladesk.com/303862-How-to-Edit-User-Accounts) if you would like to start at the beginning." Managing your Therapist profile The first page you will see is the Profile Tab, where you can specify information about yourself. You can click on the Edit button to make changes. Here is some information on what each field is for: USERNAME: Your user name is used to log into the private administration area o...

Managing your Professional Information?

This tutorial is a part of Editing User Accounts, please click here (https://mindzplay.ladesk.com/303862-How-to-Edit-User-Accounts) if you would like to start at the beginning." Managing your Professional Information Many clients require Registration or Tax Numbers on their invoices, especially if they are billing to an insurance company or employee benefit program. You can make sure these numbers are available on all of your invoices. Once entered, your Registration Number, Tax Numb...

Managing Individual Therapist Hours?

This tutorial is a part of Editing User Accounts, please click here (https://mindzplay.ladesk.com/303862-How-to-Edit-User-Accounts) if you would like to start at the beginning." Specify the hours for the therapist whose user account you are editing In the system's Clinic Edition, each therapist can have their own unique hours and appointment calendar. This area allows you to specify the hours for the therapist whose user account you are editing. Lock hours with Clinic: checked,...

How to set my default appointment display?

3 different ways that you can view your appointment information They are... - A "Clinic-wide" view of appointment activity. This display will show day by day appointment information for all therapists in the clinic. Each therapist has a dedicated column on the display where their appointments are displayed. For clarity, each therapist column is color-coded. In addition, this display gives you direct access to view appointment notes. - This display is ideal for viewing more then one therapis...

How to enable Invoice Pre-Loading

How to enable Invoice Pre-Loading. When enabled, invoice pre-loading is an option that will automatically create an editable invoice from a client's previous treatment and payment method. To enable invoice pre-loading, follow these steps: Go to Website Control >> Clinic settings Go to the Options tab. Click on the edit button Check the box beside "Enable Double Bookings" Now, when you go to create an invoice for a client, the system will pre-populate an invoice based on the da...

How to enable Double Booking.

How to enable Double Booking. Double booking, when enabled, allows you to choose to bypass conflicts when booking. For example, you can choose to ignore a "buffer time" between appointments, or even double-book client visit times. To enable double booking, follow these steps: Go to Website Control >> Clinic settings Go to the Options tab. click on the edit button Check the box beside "Enable Double Bookings" Now, when you go to book an appointment, if there is a conflict you c...

How to Define Clinic Hours of Operation?

"How do I set the clinic's hours of operation for use in my appointment calendar?" The clinic's hours of operation are used in your site's public and private appointment calendars. Each therapist's appointment calendar will default to the clinic's hours, the available hours can be fine tuned on a therapists by therapist basis in the "User Setting" section of the administration area. The clinic's hours of operation are set by... Navigate to Website Control >>> Clinic Settings Cli...

How to Create a Treatment SOAP Note?

"How do I create and manage my patient SOAP Notes?" The Client SOAP Note tool allows you to document and monitor client treatment activities and progress. Notes can be recorded on each session and then reviewed before the next session. The tool provides a drop down list of recent client appointments, check boxes for techniques and areas treated, as well as 4 independent text boxes, one for each documentation (Subjective observations, Objective observations, Assessment and Plan). Here's how S...

How to change the Time Zone of your Appointment Book

For proper display of date and time on the calendar, it is important to have the software configured to the correct time zone. To change your timezone, follow these steps: Go to Website Control > Clinic Settings Click on the “Options” tab. Next, click on the “Edit” button Scroll down to “Site Options” and select the appropriate Time Zone from the Time Zone list. Scroll up and click on “Save”

How to Add Specialty Services to a Therapist's Calendar

"Can I assign services to individual therapists without them showing up on all of the other therapist's calendars?" Specialty services that are unique to an individual therapist can be added to the therapist's user account. Once entered, these specialty services will only be applied to that therapist's appointment calendars. This allows you customize each therapist's calendar if required. Therapist specialty services are added by... 1. Navigate to Website Control >>> User Settings 2...

How to Add Patients to the Patient Profile List?

"How do I create a new Patient profile?" Patient profiles are used to store and maintain comprehensive client data including: contact information, date of birth, occupation, gender, etc. In addition, the patient profile will track whether or not a patient has signed a service consent form. To create a patient in your practice database... Navigate to Patient >>> Profiles Click the Add New button . On the resulting page complete the relevant fields of the patient information f...

How to Add Clinic Services to the Appointment Calendar?

"How do I set the clinic's service offerings for use in my appointment calendar?" Clinic services are used in your site's public and private appointment calendars as well as in the billing section of your site. Services set in this section will be added to each therapist's appointment calendar as defined in each service entry. Here's how it works. Navigate to Website Control >>> Clinic Settings Click the Services tab On the resulting page complete the appropriate fields to de...

How to activate therapist appointment schedule emails?

How do I get the system to send me email of my confirmed appointment schedule? You can have the system automatically send each therapist a daily/weekly email with their confirmed appointment schedule. Each message will contain the therapist's client appointments for the next 7 working days. Here's how to activate the email delivery... Navigate to Website Control >>> User Accounts On the resulting page click the Edit icon beside the therapist's account that you want the email acti...

How to activate an appointment book:

Occasionally, you may wish to present your therapists to your clients on separate calendars, or offer your clients an alternative style of online calendar. To activate a new or alternate calendar, follow these steps: First, go to Website Control > My Pages and click on the "Add New" button. Next, select your choice of calendar. "Book an Appointment" allows clients to search for openings near their target date and time without revealing your schedule, whereas "Appointment Book" wi...

How do I add new classes to my website?

The Classes Tool is an optional "Add-on" module to the Solo and Clinic Massage manEdger subscriptions. To have Classes enabled for your website, please call our sales team at 1(888)373-6996 On your systems website, you are able to add classes, as well as individual sessions. This tutorial will explain how to add classes to your website. To add a class to your website.... Navigate to Website Control >>> My Pages Click the Add New button in the middle of the right side of the p...

Editing an additional multi-location

Editing a Location: The Mutli Location module is an optional upgrade for users of our Clinic Edition. If you would like to add multiple location functionality to your practice, please call us at 1 (888) 373-6996 After upgrading to Multi Location, you may need to update your location information from time to time. To do this, log into your private administration area and navigate to Website Control >> Clinic Settings. Click on the name of the location you want to edit if it is not al...

How to Create New User Accounts

This tutorial is a part of Editing User Accounts, please click here (https://mindzplay.ladesk.com/303862-How-to-Edit-User-Accounts) if you would like to start at the beginning. Creating New User Accounts The Clinic Edition of your system allows you to create individual user accounts for each therapist in your clinic. This will allow them to login and manage their schedule, and, if you choose, perform other functions as well. To create a new user account..... Navigate Website Control >...

How to Edit User Accounts

Editing User Accounts! The User Accounts area of the system provides a variety of important settings that allow you further customize your experience with the product. To customize these settings.... Navigate to Website Control >>> User Accounts Note: Only our CLINIC EDITION supports multiple therapists, but if you are using the SOLO EDITION, you will see your own account, and an administrator account. You should only make changes to your own named account. Click on the edit...

Adding a New Clinic Location

Adding a New Clinic Location: The Multi Location module is an optional upgrade for users of our Clinic Edition. If you would like to add multiple location functionality to your practice, please call us at 1 (888) 373-6996 After upgrading to Multi Location, you will need to add your new location(s) and their address information. To do this, log into your private administration area and navigate to Website Control >>> Clinic Settings. Your first location will be created from the a...

Changing the default location for a therapist:

Changing the default location for a therapist: The Mutli Location module is an optional upgrade for users of our Clinic Edition. If you would like to add multiple location functionality to your practice, please call us at 1 (888) 373-6996 By default, any therapists in your clinic prior to the upgrade will be assigned to the default location created from your original practice address. To do this, log into your private administration area and navigate to Website Control >> User Accounts....