Setup
Backing Up Your Data
Basic Navigation
Client Entry
Insurance Setup
Printing Labels, etc.
Printing
Sessions
Gift Certificates
Reports
Special Package
Charges
SOAP
Small Clinic Version
Recovering
a Damaged File
Finding Records
and Found Sets of Records
Moving the Program
to a New Computer
Support
Frequently Asked Questions
(FAQ)
Setup
After installing Customer Pro-File and starting the program
you are in the Main Client window. From here click on the
Setup button. Enter your information and then click on Modality
Setup to enter your codes and description charges.
Backing Up
Your Data
Data files are located
in the folder
C/Program Files/Customer Pro-File
Open My Computer then open your C drive. Locate the
folder Program Files and open this. Locate the folder Customer Pro-File
and open it.
You will see a bunch of files.
All the data files
have the same icon. Backup the data files that end in .cpf. You can also
backup the entire Customer Pro-Folder if you like. Do not export the
data from within the program to save. Quit the program and either drag
and drop each data file onto a ZIP or use CD burning software.
You can also store
your data files on the web. I recommend using Yahoo. You get 30mb of
free disk storage (the same as 30 floppies), more than enough for backups.
Setting up a Yahoo account is free and easy. Go to www.yahoo.com and
after setting up an account go to Yahoo Briefcase to store your files.
I've been using it for years with great success.
Basic Navigation
Customer Pro-File
is designed using several different files which "talk" to each
other. Each of these files have two main screens: an Entry screen and
a List of all entries.
When in the client
file you can see a list of all clients from the List view screen. Likewise
when in the sessions file the list view will show a list of all session,
the business expense file will show a list of all expenses, etc.
Navigation between
files is button driven. You can see a list of any clients sessions from
the client entry screen by clicking on the Sessions History button. This
is a "window" within the client file showing you what's in
the session file for this client.
Because these files
talk to each other, you do not need to close windows (they will only
reopen again when one file talks to another). Use the buttons to navigate
between files. Most screens have a Main button that will return you to
the Main menu.
Learning to navigate
within a file and between files will greatly increase your productivity.
Keep in mind that all files have the two main screens, entry and a list
of entries, and some have many more.
There are Queston
Marks (?) throughout the program, when you see one click on it for help
for that area.
Client Entry
In the Client window click on New Client to enter a new
client. Repeat for each new client.
Across the top are more buttons including Therapies and
History. You can enter or modify these at any time by returning
to the client file. The History section has 10 boxes where
you can enter in 10 of your own entries in addition to the
ones listed. The are "global" fields
which mean they are true for every client so you don't need
to reenter them. However you should not change them once
you have entered them because you will change all records.
Use the category fields to enter clients into categories. If you setup
categories and assign each client to a category in the beginning it will
make printing sets of clients for labels, etc. easier later on.
Use the correspondance area to track any correspondance, like a phone call
reminder of an appointment.
To print mailings, labels, letters, etc. click on the Print button in the
client file. Here you can use the find feature to find sets of records to
print.
To find a client from the Main menu click on Client List. You can scroll
through the list or click on Find and enter the clients name then press the
Enter key on your keyboard to find that clien.
In the Client Entry window you can print an intake form
Insurance Setup
The setup for Insurance companies and Insurance for a client
is done from the Client Entry window. In each client file there is an Insurance
setup button. The insurance company setup is accessed from the insurance
setup. Enter your insurance companies before using the client insurance.
After insurance companies have been setup you can choose a primary and a
secondayr for that client.
In the Main session window click on primary or secondary insurance
to set the insurance company for that session. Be sure to click on this to
assign for each session.
Printing Labels, etc.
The print options is located in the Client entry window.
There is a button called "Print". Here you can print labels,
a list of clients, etc. Use the category options of the client file to
help in printing lists. See Finding Records and Found
Sets of Records for more help.
Printing
Always use the Print
buttons within Customer Pro-File. Never use the File/Print or keyboard
shortcuts to print.
Because databases
hold many records you can print one or several records. Some print buttons
make this decision for you but there are instances when you may want
to print more than one record. When the print dialog box appears you
can choose to print all of the records in the found set or the current
record. When you click on a Print button and a dialog box appears make
sure you choose which of these you want to print.
Sessions
After you have entered client information you can create client
sessions. To create a session find the client in the Client List and from
the Client entry window click on the Sessions button at the bottom. Click
on the New Session button and you will be taken to the New Session window
where you can change the date if you are entering previous session.
After creating a session
you enter the charges. Click in the field below button that
says "Codes" (CPT
for the insurance billing) and choose from the dropdown list
of charges you entered in the modality setup. Enter the quantity
in the QTY field. You must enter a quantity for the charge to be entered.
If you have more than one charge for this session move to the next line
and enter it.
There are fields below the line items which can be used for miscellaneous
charges, discounts, etc.
The payment window is where you enter payments for this session.
For the insurance billing version in the Main session window click on primary
or secondary insurance to set the insurance company for that session. Be
sure to click on this to assign for each session.
Gift Certificates
Enter Gift Certificates in the Gift Certificate file. You can
print out a receipt to give to the purchaser. Every Gift Certificate should
have a number on it. Gift Certificate are redeemed from the Session window.
When a client comes in for a session and gives a Gift Certificate
as payment or partial payment click on the Redeem Gift Certificate button
and choose the gift certificate to redeem.
Reports
From the Main menu click on Reports. You can view reports here
of all records or subsets of records and access other reports like business
expenses and gift certificates.
To find a range of reports enter a starting and ending date (you
can click on the arrow next to ending date to automatically enter the current
date). Choose a client (and/or therapist for the clinic version). Click the
Find button. A found set of records have now been found although you won't
see this. View or print any report for this found set of records. To see
all records click on the Find All button at the top and view or print a report.
When printing you can print Current Record or Records Being Browsed, in
Reports make sure it's always Records Being Browsed.
When you are viewing a report you have entered a special preview mode.
To return to the Report Center press the Enter key on your keyboard to leave
the preview mode.
Special Package Charges
If you sell package deals (for example a client can buy a 3 session
package and save 20%) you can setup your modality charges to handle this
Using the example of a 3 package deal, in the modality/code file
enter 3 codes.
The first code would be something like:
Code/Descripton/Price
PKG1/3 Package 1st visit/$100
PKG2/3 Package 2nd visit/$0
PKG3/3 Package 3rd visit/$0
The first visit you would choose the first code and enter a quantity
of 1. The client has now payed for all 3 visits. In the Notes secion you
can enter first visit or other indicator. When they come in next time you
can go to Session History from the client file and see that hey have used
1 of the 3 visits. The second visit you would choose the second code and
enter a quantity of 1 which totals to $0. Repeat for the 3rd visit. This
creates an accurate number of sessions but keeps the charges straight while
you can still enter SOAP notes, etc.
SOAP
The
SOAP notes page is accessed from the Main session window. After you have
created a session click on the SOAP button at the bottom of the page.
Next to the colored dots enter a description for that color
(tight, tendor, etc..). These are "global" fields which mean you
only enter them once and they remain true for all records. You
should never change these descriptions because you will then change all
records!
To assign a color to an area of the body repeatedly click on
the circle on the body till you have the color you want. Use the other descriptions
area to enter more information.
Small Clinic version
Enter
therapists the same way as you enter clients, from the
Main menu click on the Therapist button.
To assign a therapist to a session click in the small
field to choose from the Therapist list. Choose the therapist for
this client. Enter the amount this therapist is paid
in the Therapist paid section. Enter theapist tips in the misc section.
Recovering a damaged file
It's not easy to damage a file but occassionaly a system crash
or power outage will corrupt a data file if the program is running during
one of these events.
For Windows users:
Quit the program. Hold down the Control and Shift keys while
double clicking on the Customer Pro-File icon. Keep them held down until
the dialog box appears asking which file to recover. Let go of the Control
and Shift keys.
Navigate within the dialog box window to the
C/Program Files/Customer Pro-File
folder and choose the file that is damaged to recover. After
recovering is complete quit the program and restart normally. If another
file is also corrupt repeat the above procedure.
Mac Users:
Hold down the Command and Shift keys and double click on
the Customer Pro-File icon. Keep them held down until
the dialog box appears asking which file to recover.
Navigate to the Customer Pro-File folder and choose the damaged file.
Finding records and found sets of records
Databases are powerful tools. They manage all of your records
and make it easy to find sets of data. To better understand
this let's assume you have entered in your database 100 clients.
For each of these clients you have entered them in a category. 25 are in
the Weekly category, 50 are in the Monthly category and 25 are in the Bi-Weekly
category.
If you enter Find mode and do a find on Weekly then you will be viewing
50 records, you have a found set of 50 records out of the 100 entered. Now
you can print labels to these 50 people or run a report on them or whatever
you like. To show all of your records you then click on the Show All button.
Your found set is now 100 of 100 records.
You can use the Find feature to find anything you have entered in the database.
You can find a range of dates, people with more than 10 visits, birthdays,
etc. Customer Pro-File has many buttons with preset finds to make it easier
but you can also use the Find button to find your own criteria.
Moving the program to a new computer
If you're upgrading to a new computer you'll need to backup
your data files, install the program and restore your data files.
Backup all your data files on the old computer (see Backing Up Your Data).
Install the program on the new computer. Open the folder
C/Program Files/Customer Pro-File
and replace the newly installed empty data files with your backup
copies by dragging them into the Customer Pro-File folder.
Replace ONLY the data
files into the newly installed Customer Pro-File folder (files that end
in .cpf. Do not replace the Customer Pro-File.exe file).
Support
Email
support is always free: landsw@landsw.com
Phone support is
free for first 6 months. To get phone support
call 202.436.9040 between 4pm and 9pm est M-F
and 8am and 4pm est S-S.
FAQ's
PDA's: Customer Pro-File is currently not compatible with PDA's.
Networking: Customer Pro-File can be networked but it is not supported.
Quicken and Quickbooks: Customer Pro-File is not compatible with either
of these products, however Customer Pro-File offers many of the same features
as these products.
Multiple Computers: Customer Pro-File is not like a word processors or
spreadsheet where you can save a document and use it on another computer.
Customer Pro-File store the information within the program. You cannot take
your data from your work computer and use it on your home computer.
Accounting: Customer Pro-File is not an accounting program. It will however
make accounting much easier. It is a client and session manager that will
track client session, payments, business expenses, gift certificate, etc.
Scheduler: The day scheduler in Customer Pro-File is a basic scheduler.
It is not a full featured scheduler. Many people find it meets their needs
however if you are looking for a full featured scheduler this will probably
not be what you are looking for.