CD ROM Paradise Collection 4/CD ROM Paradise Collection 4 1995 Nov.iso/business/sam512.zip/SAMPACK.EXE/SAM.HLP

Text File | 1995-01-16 | 50KB | 1,144 lines

release 5.1.2

.context INTRO

** NOTE ** All versions of SAM require at least a 286 processor.
           Printers must be set to "IBM Graphics" character set.

                    USING THE PROGRAM

Most of what you need to know to operate SAM will be on the screen.
Make a habit of looking at the top line which reminds you of the part
of SAM you are using, and the bottom "prompt" line which shows the
special function keys available at that time.

Individual keys to be pressed are shown inside double brackets < >.

The opening screen asks you for the operator's initials. These are
included in each appointment made for accountability.

Also during startup SAM asks if you wish to update the last
and next appointments in each Folder before going to the main menu.
This can take a while to run when your files get larger. Bypass this
ONLY if you cannot wait for it to finish at this time. You must
run the Update later from the Special menu so that your data will
be kept current.

The term "Provider" is used throughout this manual as a generic
reference to the service provider who is being scheduled. "Client"
refers to the person who is being given an appointment with a
Provider. Menu choices that are referenced within this manual are
expressed as "Special:Configuration" which refers to the "Special"
menu and the "Configuration" choice within that menu.

                     USING MENUS

Menus are used throughout SAM to choose what you wish to do.

Make menu selections by:

    1. pressing the first letter of your choice;
         OR
    2. by using the "arrow" keys to move the dark bar (called the
    "command bar") to your choice and then pressing <Enter>. You
    will see a sub-menu drop down to display more choices. Again, use
    arrow keys or the first letter to select a choice. Look at the
    bottom "prompt" line to see which keys you may use for any menu.

The <Esc>, or "Escape", key is very important. <Esc> is the usual way
to get back to a previous menu or screen. It will almost always stop
whatever is going on if you need to. Sometimes you will be asked if
you really meant what you asked for in order to prevent accidental
loss of data. Remember that pressing <Esc> enough times will get you
back to the main menu.

Windows will appear as necessary to give you important messages or
ask for key information. The prompt line will guide you also.

If you don't remember how to do something, press the <F1> key to
activate the Help screen.

.context ANALYSIS

To compile a time analysis for a given period, you will first be asked
if you wish the analysis for each of your providers, only one of them,
a grand total including all providers or, in the network version, for a
selected group of providers. If you choose "One provider" from the menu,
you will see a Browse window to select the desired provider.

Next you must enter a date range.  Enter the FROM date and press <Enter>,
then enter the THRU date and press <Enter>.  You will be alerted if an
invalid date is entered, but it is up to you to make sure the range
between the dates is what you want.

After entering the date range you must indicate whether or not to count
"no-shows". Note that any appointment which does not have a "check-in"
time (see Detail:F6) will be counted as a "no-show". If you do not
regularly check-in clients then choose "No".

The next menu to appear on the screen will give you four choices for
output and then the analysis and reporting will begin.

In case a problem with the printer develops, pressing the <Esc> key will
stop the printing.

.context BROWSE

This special "browse" window helps you select a specific entry quickly
and easily. The top of the window shows what kind of information you
are selecting. Usually the first item on the list is positioned in the
center of the window next to the Marker (white arrowhead). When you
are at the top or bottom of the list you may see --- which indicates
no more entries. You may move through the list by using the "change"
keys on the prompt line until the desired item is at the Marker.
Press <Enter> to accept your choice or <Esc> to exit without choosing.

A special shortcut procedure is useful for long lists when you know
at least part of the desired entry. By entering the first letter
(or number) and then additional ones as needed, the display will
"skip" to the first entry that matches, or will "beep" if there is
no match. Your entries in this "Finding" will be shown on the last
line of the window. You may then use the regular change keys for a
final selection.

.context MAKEAPPT

Making new appointments:

   The top items are automatically filled in. Note the special keys on
   the prompt line. Ordinarily you will press <F7> again to call up
   a Browse window to select a Service for this appointment. After
   selecting the desired Service you may press <Enter> to accept the
   default length or enter another number of minutes. The following
   fields, "Visit type" through "Approval" may optionally be entered
   now or later (see "Enter" key for information about editing
   existing appointments). The "Print later" and "Check" fields are
   normally set by other Function keys. The "Entered by" field will
   be automatically filled with the date,time, and operator initials
   (in the format YYMMDDHHMMIII) when the appointment is saved. Note
   that the Provider, date, and time can be overridden using Function
   keys if necessary.

   Press <F10> to complete the appointment. A warning message appears
   if the appointment does not fit in the available time slot, or if
   the Client has a schedule conflict. You CAN double-book if you wish
   or edit the appointment to fit the available time.

Editing existing appointments:

   The same keys are available as in <F7> Make appts. You may also
   move an appointment to another day, time, or Provider. Conflict
   checking will be done when <F10> is pressed as described above.

.context OVERVIEW-ONE

This display can be helpful when looking for an appointment opening
or to coordinate different Providers. See the display codes at the
top which indicate the booking of half-hour periods. A "Partial"
indication means that some time is available during the half-hour
period. Use the keys shown on the prompt line to change the dates,
times or Provider shown.

You may go to the Detail screen for the highlighted day by pressing
<Enter> or return to original Detail screen by pressing <Esc>.

Pressing <F2> again allows you to see the booking for all Providers
on the indicated day.

   Overview special keys:

   <Lt arrow><Rt arrow> - moves pointer to another day. If highlight
      is at the right (or left) edge of the display then the next (or
      previous) 24 days will be displayed
   <Insert> - changes to next 24 days
   <Delete> - changes to previous 24 days
   <PgUp><PgDn> - changes display to earlier or later in the day
   <F2> - go to overview for all Providers on current day
   <F4> - change to any Provider (just like Detail)
   <Enter> - selects highlighted day as the new current
             day and returns to the Detail screen

.context OVERVIEW-ALL

This display can be helpful when looking for an appointment opening
or to coordinate different Providers. See the display codes at the
top which indicate the booking of half-hour periods. A "Partial"
indication means that some time is available during the half-hour
period. Use the keys shown on the prompt line to change the dates,
times or Provider shown.

You may go to the Detail screen for the highlighted Provider by
pressing <Enter> or return to original Detail screen by pressing
<Esc>.

Pressing <F2> again allows you to return to the Overview for the
highlighted Providers on the current day.

   Overview special keys:

   <Lt arrow><Rt arrow> - moves pointer to another Provider. If
      highlight is at the right (or left) edge of the display then the
      next (or previous) 24 Providers (if any) will be displayed
   <Insert> - change to next page of Providers (only if more than 24)
   <Delete> - change to previous page of Providers
   <PgUp> <PgDn> - changes display to earlier or later in the day
   <Home><End> - changes displayed date 1 day at a time
                 (Home = yesterday, End = tomorrow)
   <F2> - go to overview for highlighted Provider
   <F3> - change to any date (just like Detail)
   <Enter> - selects highlighted Provider as the new current
             Provider and returns to their Detail screen

.context USEMAINT

When you first install SAM you must use Maintenance to create at
least one Provider, Calendar and Service before the Schedule portion
can run. It is
recommended that you also create Calendar and Service records at
this time also.

If you wish only to see how SAM operates, start SAM with an addi-
tional /S (e.g. >SAM /S) which will use a built-in set of sample
data records instead of the real working files.

.context MENU1

The FOLDER menu enables you to:

   View/edit - View and/or edit any existing client folder record
   New Folder - Add new client folder records
   List clients - Prints condensed list of client records

.context MENU2

The APPTS menu enables you to:

   Schedule - View, make, change, and delete appointments
   Delete old - Remove all past appointments for less storage
      space and faster program operation
   Export - Outputs all current appointments to a file
   Time Analysis - (SAM-Plus and SAM-Net only) Provides summaries
      of quantities and total times for appointments and services

.context MENU3

The PRINT menu enables you to print:

   Client appt slip - All client's future appointments
   Flagged appt slips - Those appointments you have marked earlier
   Provider schedule - Daily appt schedule for any or all providers
   Overview - 24 day scheduling summary for any or all providers

   Any of these printouts may be made to your choice of Printer 1,
   Printer 2, screen or a disk file.

.context MENU4

The SPECIAL menu provides:

   Configuration - "Customize" many of SAM's features to suit your
      own needs
   Maintenance
      - Create and edit Providers, Calendars (monthly work schedules)
        and Services offered by your office
      - Rebuild data file indexes
      - Remove deleted records from files
   Update last/next - fills in last and next appointment information
      in client Folders
   Info - System information and notes about program improvements
   Address alignment - Line up mailing addresses for window
      envelopes used in sending out appt slips

.context MENU5

The QUIT menu enables you to:

   Exit - finish using SAM and return to DOS or Windows
   Lock - Requires user to enter password to return to SAM

.context MENU1-1

Client information is kept in electronic "folders". The three "pages"
in each folder hold biographical and contact information, dates that
correspondence was sent and received, and general notes. A folder is
filed by last name.

If no client has yet been accessed by SAM then a Browse window will
allow you to select the desired folder, the folder will be retrieved
and become the "current" client. SAM will remember the "current"
client as you do other things.

When you first enter this function you are in the "View" mode in order
to find and read previously entered information.

   View mode special keys:

   <Rt arrow><Lt arrow> - move to other pages
   <Enter> - begins EDITING mode for current page (see details below)
   <PgUp> - go to previous folder
   <PgDn> - go to next folder
   <Home> - go to first folder
   <End>  - go to last folder
   <F4> - choose another client using Browse window
   <F5> - search any field (see details below)
   <Esc> - exits Folder to main menu

EDITING mode - for changing or entering data in an existing Folder.
The screen will change slightly as some different keys are active now.
Note the prompt line. Next to one field name will be a different
colored area with a blinking cursor. This editing space may be blank
or it may contain previously entered data. You can enter and correct
data using the <BackSpace>,<Del>ete,<Ins>ert and arrow keys.
Inactive keys will cause a "beep". You MUST use the <Enter> key to
accept the data and move to the next line. Just pressing an arrow key
will erase your changes by restoring the previous information.

   Editing mode special keys:

   <Up arrow><Down arrow> - change fields
   <PgDn> - step to next page
   <Enter> - accept new entries in field
   <F6>  - marks or un-marks folder for deletion
   <F10> - saves current entries to Folder and exits editing mode
   <Esc> - exits editing mode without saving

SEARCHING - the F5 key allows you to search for records which contain
any set of letters or numbers in the field of your choice. First you
are shown a menu to choose the field to be searched. Then you enter
the characters to be found ANYWHERE in the chosen field. Upper and
lower case do not matter.  Selecting "Repeat search?" looks for the
next record using the same criteria as the last search.

.context MENU1-2

New Client folders are created by this choice. It works much like the
Edit-view part of Folder. The "Last name" field must be entered or
you cannot save the record. Folders are kept sorted by last name
and then first name.

   Special keys:

   <Up arrow><Down arrow> - change fields
   <PgDn> - step to next page
   <Enter> - accept new entries in field
   <F10> - saves current entries to Folder and exits to main menu
   <Esc> - exits to main menu without saving

.context MENU1-3

Selected information from client Folders is printed by this choice.
This is useful for review or as a worksheet.  Pressing any key
during the printing will pause and allow you to continue or stop.

.context MENU2-1

This Scheduling DETAIL screen is the main workspace for SAM where
all appointment activity takes place. Many shortcut keys help you
change to the view you want and perform your desired task with a
minimum of time and keypresses. It may help to think of a big grid,
or checkerboard, with the Providers arranged from left to right and
the days from top to bottom. You can see only one square of the grid
at a time and will use keys to move around the grid.

                  DETAIL SCREEN EXPLANATION

Top section shows the current Provider, day, and Client that you are
currently working with. Bottom "prompt" line shows the active keys.

Left part of screen is the "appointment book". The specific times
which appear on the left will depend on the particular appointments
that have been made, as well as the starting time and minimum
interval for open slots which were entered in Configuration. The
vertical white bar which appears just to the right of the times
indicates the scheduled office hours for the current Provider on the
displayed day as set up in the Calendar for the month.

To the right of the Client's name will be several indicators for
further appointment information. An optional single character "type"
may be displayed followed by an "in" which appears when the Client
is checked-in (using <F6>) and "out" when they are checked-out.
Next, in brackets < >, is the service code for the visit. If the
appointment is flagged for later printing of an appointment
slip you will also see "P/L".

The numbers in the lower right corner show you how many appointments
currently exist and the maximum allowed. When less than 50 empty
appointments remain, the numbers will blink. You must use the
"Schedule:Delete old" followed by "Maintenance:Remove all deleted"
to make more room.

Most appointment activities are initiated by the "Function keys"
labeled "F2" to "F12" on your keyboard.

Detail special keys:

   Provider related:
      <Lt arrow><Rt arrow> = goes to previous or next Provider
      <F12> = select any Provider using Browse window
   Day related:
      <Home><End> = goes to previous or next day
      F3 Change date = enter and go to any day
   Time related:
      <Up arrow><Down arrow> = move pointer to different time slot
      <PgUp><PgDn> - shows earlier or later appts for current day
   Appointment related:
      F5 Find appt - search and display next appt for current Client
      F6 Check in/out  - marks appt at pointer for the time the Client
         arrived. If already checked "in" then marks with checkout
         time
      F7 New appt/NA - make appointment at pointer for current Client
         or place a NOT AVAILABLE sign there
      F8 Del Appt - delete appt or "NOT AVAILABLE" at pointer
      Enter - If pointer is at an appointment will allow editing of
         selected information. See details on NEW APPT below.
   Other:
      F2 Overview - change to Overview display.
      F4 Change Client - opens a Browse window for Client selection.
         Starts with the Client that pointer is pointing to or the
         first Client if blank line. If client not selected then you
         are given choice to create new Folder
      F9 Services - display service codes on screen for reference
      F10 Print appts - you may print an appointment slip for the
          current Client or another of your choice
      F11 Print later - marks or un-marks current appt/Client for
          later appt slip printing.

                  DETAIL KEYS EXPLANATION

F2 Overview screen - push the <F2> key for an "overview" of the
   current Provider's schedule. Refer to the Overview Help screen.

F3 Change date - press to change the display directly to any date.
   Input the desired date then press <Enter>.

F4 Change client - changes the current Client Folder. By moving the
   pointer to an existing appointment, then pressing <F4>, the Client
   Browse window will appear at the name of that Client. Press <Enter>
   to accept it. If pointer is on a blank line then you can enter
   any name or partial name to find. In either case, you can use the
   keys to scroll through client records. If a Folder for the desired
   Client does NOT exist then press <Esc> and you may choose to create
   one and then return to the detail screen.

F5 Find appt - pressing <F5> will find the first or next appointment
   for the current Client or tell you that none was found. When the
   last one is found, a message will notify you. The next press
   of F5 starts over at the beginning.

F6 Check in/out - NOTE: this function is optional in order to provide
   information for the Analysis procedure in SAM-Plus and SAM-Net.
   You may use only the "check-in" portion if you only want a record
   of no-shows an do not need time-in-office in the Time Analysis
   management reports. See User Manual for details.

   When the client arrives at the office, move the pointer to their
   appointment and press this key. The time is saved to the
   appointment record and "in" appears on the display. When services
   have been completed, position the pointer at the appointment
   already marked as "in" and press <F6>. Again the time is saved and
   "out" appears on the display. If several successive appointments
   were made for additional services then each may be individually
   checked in and out or just the first appointment marked.
   If the times are entered in error, use the <Enter> appointment
   editing function to edit or erase (by entering "spaces") the entry.

F7 Making appointments - appointments can only be made for the
   "current" Client (shown at the top right of the screen) so use <F4>
   to change to or create Client if necessary. If a Provider is going
   to be unavailable for appointments during part of a regularly
   scheduled day, this function also allows you to "mark off" the time
   by creating a "dummy" appointment.

   Move the pointer to the starting time desired (noting the Provider
   available bar after the times) and press <F7>. If the time slot is
   empty then a special "NEW APPOINTMENT" window appears. See the
   Help screen for this window for further details.

   If an appointment already exists in the time slot for a different
   client, the program asks if you wish to make a group appointment.
   Secondary group appointments are automatically assigned the same
   service code and length as the first. You may press <F7> to change
   the service code for the new group appointment but you cannot
   change the length.

   NOTE: Pressing <Esc> at any time will cancel the function.
         Use <PgUp> to make appointments prior to usual start time.

F8 Del appt - this function removes the appointment or NOT AVAILABLE
   at the pointer. You will be asked to verify the deletion.

F9 Service codes plus their description are displayed in alphabetical
   order for your reference. If you have more than 100, press the
   indicated key for additional pages.

F10 This function will print all appointments for the current Client
    which are scheduled after today's date. You may choose where the
    printout is sent. The layout permits use of a window envelope if
    the address has been entered in the Client's folder and the print
    positions set in "Special:Configuration".

F11 Pressing this key sets or clears the P/L "Print later" flag at the
    pointer. Use this when you wish to print an appointment slip for
    this client at a later time using the "Flagged appointment slips"
    choice on the "Print" menu. Only one appointment needs to be
    flagged as ALL future appointments for this client are printed.

F12 You may go directly to any Provider's Detail display via the
    Provider Browse window.

ENTER allows editing of the appointment or Not/Available that the
      pointer is marking. The same keys as in <F7> Make appts are
      used. This also allows you to move an appointment to another
      day, time, or Provider. Conflict checking will be done when
      <F10> is pressed to save the appointment.

.context MENU2-2

You must periodically remove past appointments to make room for
new ones. This will also speed up the operation of SAM.  Enter the
date THROUGH which appointments should be erased.  You will get an
error message if you try to delete including the present date.

All deleted appointments are only marked so that are not used by
SAM. Therefore the number of appointments shown on the Detail screen
will not change after this function. See "Special:Maintenance:Remove
deleted records" to permanently remove the records.

RECOMMENDATION: "Analysis" reports, if desired, must be run for the
date range to be removed BEFORE the appointments are deleted.

.context MENU2-3

All appointments are output to a dBASEIII format or ASCII text file
named "EXPORT.DBF" (or "EXPORT.ASC") in the SAM directory. This
function can also be activated from the command line by starting SAM
with the switch /E (eg. >SAM /E) in which case the program will exit
and return to DOS when finished. The file includes related information
from the client's folder record. The format is available on request.

.context MENU2-4

The Time Analysis function calculates total counts and total times
of various categories of appointments.  You need to choose dates, type
of output and providers for the analysis.  The printed output will
provide totals by service codes also.  If "All Providers" is selected,
grand totals will be shown at the end. Reports may be printed, viewed,
or sent to a file. This should be run before removing deleted
appointments.

.context MENU3-1

This function will print all appointments for the current Client
which are scheduled after today's date. You may choose where the
printout is sent. The layout permits use of a window envelope if the
address has been entered in the Client's folder and the print
positions set in "Special:Configuration".
See "Special:Address alignment" for details.

.context MENU3-2

This choice PRINTS appointments slips for all Clients that were
previously "flagged" using <F11>. This printing could be done at the
end of the day for mailing. When printing is done, SAM will "un-flag"
the appointments so they won't print again.

.context MENU3-3

This selection prints your choice of one or all Providers worksheet
for the requested day. The printout can also be used as an
appointment reminder call list. Several Configuration settings affect
the information printed. If an entry was made in the "Note" field
for an appointment then it will print for reference

.context MENU3-4

This selection prints your choice of one or all Providers work schedule
for the requested month.

.context MENU3-5

A printout similar to the Schedule:Overview screen may be printed for
one or all Providers to show appointment activity for 24 days.

.context MENU4-1

Configuration customizes SAM for your computer and office. Edit each
line described below as appropriate. Use <Enter> after any changes
to accept them and go to the next line.

   ** VERY IMPORTANT ** When you have made all changes, press <F10>
   to save them to disk. <Esc> will erase all changes you made.

DISPLAY TYPE: SAM is designed to work with all common displays:
    <A> automatically determines monochrome or color. May be
        over-ridden by any of the following:
    <B> for CGA cards used with a single color composite monitor.
    <C> for most color monitors.
    <M> for most monochrome or LCD monitors.
    <S> for CGA cards needing "Snow" suppression.

DATE/TELEPHONE FORMAT: if left blank or if "U" entered then the USA
formats of MM/DD/YY and (aaa)eee-nnnn are used. For non-USA dates
of DD/MM/YY and more flexible phone formats enter "N".

MINIMUM TIME INCREMENT: enter the smallest number of minutes that you
usually make appointments for. Unscheduled areas will be marked in
steps of this value. Individual appointments may override this value
at the time the appointment is made.

NORMAL START TIME: enter the time your office normally opens.

PROVIDER TITLE: enter the service Provider title you want to appear
on screens and printouts. (example - "Clinician" or "Doctor")

CORRESPONDENCE TITLE #1-8: these are the titles that appear on the
left side of the "Dates" screen of Folder. Enter document names that
are appropriate to your office.

APPOINTMENT SLIP MESSAGE: these two lines appear as a message on
printed appointment slips.

APPOINTMENT SLIP RETURN/ADDRESS: these numbers are the row and column
location where the return address and the Client address will print
on appointment slips. Use the "Special:Address alignment" function to
adjust these to match your window envelopes.

DEFAULT OPERATOR INITIALS: the entry here, if any, will appear on
the startup screen when you are asked for the operator initials.
This is most useful when the same person runs SAM all the time.
You may erase the entry with "spaces".

EXPORT FILE TYPE: "A" gives ASCII text output, "D" gives dBASEIII
format for this file.

BLANK LINES ON DAYSHEET(1-3): tells how many blank lines
(up to 3) to leave for each time slot or appointment on
provider's daily appointment schedule printout.

NOTE LINES ON DAYSHEET(1-3A): tells now many of the notes from the
client's Folder to include for each appointment of provider's daily
appointment schedule printout. Regardless of the number selected,
only lines which contain data will print. If the LAST entry in this
field is an 'A' then the client's address will be printed also.

PASSWORD: if you wish to limit access to SAM, enter a password of up
to 6 characters. Password is required at startup unless this is left
blank.  You may erase a password by entering spaces over it.

OFFICE NAME:     (this information is printed on forms, etc and is
STREET ADDRESS:   filled in by Install. See REGISTRATION # also)
CITY, STATE ZIP:
OFFICE PHONE:

INSTALL DATE: date you began using SAM. Filled in by Install.

REGISTRATION #: this number is supplied by ArkanSoftware Publishing
when you register SAM or purchase SAM-PLUS or SAM-Net. If you change
the name or phone number of your office, contact ArkanSoftware
Publishing to update our records and receive a new Registration
Number.

** the next two entries apply only to SAM-NET **

NOVELL NETWORK (Y/N): enter a "Y" if you are using any version of
Novell Netware. Use of Netware Shell 3.26 (or the most current
version is HIGHLY recommended). Leave blank or enter "N" if any
other brand.

SERVER INSTALL (Y/N): enter a "Y" only if Novell is "Y" and SAM-NET
is installed on the network server rather than on the computer you
are using.

.context MENU4-2

This choice will go to a separate menu for working with records for
Providers, monthly schedules (Calendars), and Services. See the
specific User Manual sections and help screens after it starts.

.context MENU4-3

This process updates the "Last appointment" and "Next appointment"
entries in all Folders. You are given the option to run Update when
SAM is started.  If you "Skip" at that time, then choose Update in
the Special menu at some later time in the day to insure that your
Client Folders are up-to-date.

.context MENU4-4

WHAT'S NEW: (all changes apply to newer versions)

Release 5.1 Group appointments can now have different services for each
 client. Two new Configuration items must be entered by SAM-NET users
 who are on Novell networks.

Release 4.12 The "Time Analysis" function of SAM-Plus and SAM-Net
 has been updated. Missing <F6> delete key in some Maintenance screens
 is fixed and the "Work schedule" report improved.

Release 4.11 'Print' menu has changed entries - "Daysheets" replaces
 the old "Provider schedule". "Work schedules" is new and lists the
 times a Provider is scheduled to work for a specified month.
 Deleted appointments are no longer saved to an archive file.

Release 4.9: MAJOR UPDATE. If you are updating, two Configuration
 entries are different. Be sure to review the ENTIRE configuration
 so that SAM works the way you want. Refer to F1 Help for specific
 configuration items. After you are comfortable with the new version
 you may delete the following files from the SAM directory:

   APPTS.*
   CALENDAR.*
   CLIENTS.*
   PROVIDER.*
   SERVICES.*
   Any file ending in .COM that is older than 9/1/94

Release 4.6: When printing provider schedules with Notes fields
 selected, only fields which contain data will print.

Release 4.5: When creating new Folders, the PgDn key now provides
 access to the "Notes" fields for immediate entry.

Release 4.3: the 'Load new release' function has been
 removed. New releases are now installed in the same manner as the
 original installation. Your existing data files are unaffected
 but prudence suggests that you back up data files first.

INFO:  This section shows the number of records in your files and
some specialized information that may be helpful if problems occur.

.context MENU4-5

This function helps you set up the location of the return address and
Client address on the Client appointment slip so that they line up
with the window envelope that you wish to use for mailing. The upper
left row and column for each address is set in the "Configuration"
part of SAM and used here just like in the appointment slip printing
function. A sample sheet will be printed each time you call this
function. If the addresses are not in the right place, change the row
and/or column in Configuration and try again. It is helpful to
develop a specific way of lining up the paper in your printer so that
the first line always starts in the same place.

.context MENU5-1

Exits SAM and returns to DOS or Windows.

.context MENU5-2

This choice will halt the program until the correct password from
Configuration is entered.  Use this when leaving SAM unattended for
short periods.

.context MENU6-1

This part is used to create or edit the monthly schedules for each
Provider. The entered START and END times are used to mark the
Schedule Detail display for proper times to make appointments so it is
important to make up Calendars before a month is going to be booked.
There is no limit on how far ahead a Calendar may be created.

**NOTE** You MUST create the Provider's record BEFORE you can make
         their Calendars.

.context MENU6-2

SAM has a 6 Provider capacity. SAM-PLUS and SAM-Net can handle up to
128 Providers.

Each Provider must have a record set up to identify them and their
work schedule. They will appear on SAM's screens in the order of
their "code" which is a shorcut way of identifying and selecting a
particular Provider.

Up to 5 time schedule "patterns" may be created for each Provider.
These schedule patterns will be used to make up monthly Calendars.
Different paterns are used to schedule Providers that work different
hours on different days. You may enter up to two starting and two
ending times for each pattern, thus allowing for a meal break or a
split work schedule for that day. To make them easier to use, choose
the most common pattern, such as 8:00a - 12:00p, 1:00p - 5:00p
as number "1" and then put less common ones later. The more
consistently you can assign the same pattern number across Providers
the easier it will be to use the program so plan ahead.

.context MENU6-3

A Service code is included in each appointment to identify what is
expected to be (or was) done for the Client. Each service has a 1-10
character (letters and/or numbers) code that you make up, a fuller
description of the code, and a standard length in minutes. The
standard length should be the average amount of time the service
takes. It may be adjusted later as experience indicates.

Additional optional fields are provided for including additional
billing information associated with the particular service. This
may be passed to billing programs etc.

.context MENU6-4

Records are kept in order, usually by code or date etc, using a
special "index" file. This function has been included to rebuild the
indexes in the very rare situation that it becomes necessary. You
will probably only do this when requested. No harm is done if run
accidentally.

If you are using SAM-Net, only the Main user can run this function.
All other users must have COMPLETELY exited SAM or you will get an
"Access denied" error.

.context MENU6-5

Although other functions mark records as "deleted" they are not
actually removed from the file until this function is run. After
confirming that you wish to continue, SAM will clean out all data
files and rebuild the associated indexes. This may be time consuming
if you have large files or a slow computer. Since this process cannot
be interrupted, do not run when anyone needs to access SAM.

If you are using SAM-Net, only the Main user can run this function.
All other users must have COMPLETELY exited SAM or you will get an
"Access denied" error.

Due to SAM's large capacities you would rarely need to run this more
than monthly. Since the files are optimized by this process SAM may
run slightly faster.

.context MENU6-6

Returns to SAM main menu.

.context MENU6-1VIEW

VIEW-EDIT-DELETE existing Calendar.

On entry to this screen, after selecting the desired Calendar, you are
in the "view" mode. See the Prompt line for action keys available.

Each day of the month contains a number to the right of the "#" which
represents the Provider's work "pattern" for that day. Look to the
right of the calendar for a listing of what times correspond to each
pattern # for the displayed Provider. These patterns are set up in
the Provider record. An entry of #0, or a blank entry, indicates that
the Provider does not work that day.

If you wish to make changes to the currently displayed Calendar,
press <Enter> for the "editing" mode.

   View mode special keys:

   <PgUp><PgDn> - change calendar to previous/next calendar for
                  current Provider
   <F4> - Browse window to select any existing Calendar
   <Home><End> - change calendar list to previous/next Provider (only
                 those who have existing Calendars can be shown)
   <F6> - marks or unmarks current calendar for later deletion
   <Esc> - exit without saving record. If changes made, will verify
   <Enter> - begin editing mode for current Calendar

   Editing mode special keys:

   <Up arrow><Down arrow> - to move cursor to next/previous field
   <Enter> - accepts the entered number and moves to next field
   <Esc> - exit to view mode. If changes made, will verify losing
           or saving them
   <F10> - saves the edited calendar to disk. Exits editing mode

.context MENU6-1NEW

NEW Calendar

On entry to this screen you are presented a blank Calendar for the
current Provider and month. See the Prompt line for action keys
available to change to another Provider or month as necessary.
A blinking message will alert you if another Calendar for the same
Provider and month already exists.

When you have the right display, Press <Enter> to change to the
"entry" mode for assigning pattern #s to days. Note the shortcut
function keys available in this mode.

Each day of the month holds a number to the right of the "#" which
represents the Provider's work "pattern" for that day. Look to the
right of the calendar for a listing of what times correspond to each
pattern # for the displayed Provider. These patterns are set up in
the Provider record. An entry of #0, or a blank entry, indicates
that the Provider does not work that day.

   Special keys:

   <PgUp><PgDn> - change calendar to previous/next month
   <F3> - change to any year (YY) and month (MM)
   <Home><End> - change calendar to previous/next Provider
   <F4> - change to any Provider
   <F6> - marks or unmarks current record for later deletion
   <F9> - display all existing calendars
   <Esc> - exit without saving record. If changes made, will verify
   <Enter> - continue to entry mode

   Entry mode keys:

   <Up arrow><Down arrow> - move cursor to next/previous field
   <F5> - fills month with pattern #1 weekdays, pattern #0 weekends
   <F6> - duplicates first 7 days to rest of month
   <Enter> - accept current field entry
   <Esc> - exit to view mode. If entries made, will verify losing
           or saving them
   <F10> - saves the edited calendar to disk and exits entry mode

.context MENU6-1LIST

LIST Calendars

An indexed list of Calendars may be sent to your choice of printers,
the screen, or a disk file. Pressing any key during the listing will
interrupt it and you may choose to to continue, restart, or abort
the listing.

.context MENU6-2VIEW

VIEW-EDIT-DELETE Provider

This screen allows you to look at, change, or delete a Provider
record. See the explanation below for the use of each data item.

On entry to this screen you are in the "view" mode and the first
Provider record is displayed. See the Prompt line for action keys
available to change to the desired Provider record.

If you wish to make changes to the currently displayed Provider,
press <Enter> for the "editing" mode.

NOTE RE DELETION: First, delete ALL Calendars for the Provider.
The "Marked for deletion" Provider will still appear in all
Appointment screens and printouts until you run Maintenance:Remove
all deleted. If this cannot be done at this time then change the
Code to "ZZZZ" or something like that which will put it out of the
way at the end of the list.

   View mode special keys:

   <F4>  - opens Browse window to select record
   <PgUp><PgDn> - changes to previous/next record as indexed
   <Home><End> - changes to first/last record
   <F6> - marks or unmarks current record for later deletion
   <Esc> - exit without saving record. If changes made, will verify
   <Enter> - begin editing mode

   Editing mode special keys:

   <Up arrow><Down arrow> - move cursor to next/previous field
   <Enter> - accept current field
   <=> - insert the entry in this field from the LAST saved record.
         You must have already saved at least one record since
         starting this function. Useful for entering many records
         where many fields are the same.
   <Esc> - exit to view mode. If changes made, will verify losing
           or saving them
   <F10> - saves current record to disk and exits editing mode

                  EXPLANATION OF DATA FIELDS

CODE - 1 to 4 letters used to uniquely identify a Provider. The records
   are indexed, located, and displayed according the positions from
   left to right. If your office or business needs to group Providers
   by specialty or location (especially SAM-Net Alternate users) then
   we recommend the use of a specialty code, such as IN for internist
   or HY for hygienist for the left two characters. SAM-Net Alternate
   users must use their 2 character user code. Use the Provider's
   initials in the second two characters.

   NOTE: this is different than the method suggested for previous
         versions of SAM. Contact ArkanSoftware Publishing regarding
         conversion of existing records if this is a problem for you.

NAME - the Provider's name as it should appear on printouts etc.

PHONE - a contact number for your reference

SP - (to be used in future versions)

1. START - first start time for schedule pattern       i.e  08:00a
   END - first end time for schedule pattern           i.e. 12:00p
   START - optional second time for schedule pattern   i.e. 01:00p
   END - optional second end time for schedule pattern i.e. 05:00p
2. START - as above...

The five numbered pairs of START and STOP times (or Patterns) are
used to set up work times in a Provider's Calendars.  It will be
easier to make up Calendars if you use the most common work hours
for your office (such as 08:00a - 12:00p + 1:00p - 05:00p or 01:00p
to 05:00p) for Patterns 1-3 and use Patterns 4-5 for unique times.

NOTE: be sure to enter noon as '12:00p' and for work times starting
at midnight enter '12:01a'.

.context MENU6-2NEW

NEW Provider

This screen is used to create a new Provider record. Enter the
desired information and press <F10> when complete. A warning message
will alert you if another record for the same Provider already exists.

   Entry special keys:

   <Up arrow><Down arrow> - move cursor to next/previous field
   <Enter> - accept current field
   <=> - insert the entry in this field from the LAST saved record.
         You must have already saved at least one record since
         starting this function. Useful for entering many records
         where fields are repetitive.
   <Esc> - exit to view mode. If changes made, will verify losing
           or saving them
   <F10> - saves current record to disk and exits editing mode

                  EXPLANATION OF DATA FIELDS

CODE - 1 to 4 letters used to uniquely identify a Provider. The records
   are indexed, located, and displayed according the positions from
   left to right. If your office or business needs to group Providers
   by specialty or location (especially SAM-Net Alternate users) then
   we recommend the use of a specialty code, such as IN for internist
   or HY for hygienist for the left two characters. SAM-Net Alternate
   users must use their 2 character user code. Use the Provider's
   initials in the second two characters.

   NOTE: this is different than the method suggested for previous
         versions of SAM. Contact ArkanSoftware Publishing regarding
         conversion of existing records if this is a problem for you.

NAME - the Provider's name as it should appear on printouts etc.

PHONE - a contact number for your reference

SP - (to be used in future versions)

1. START - first start time for schedule pattern       i.e  08:00a
   END - first end time for schedule pattern           i.e. 12:00p
   START - optional second time for schedule pattern   i.e. 01:00p
   END - optional second end time for schedule pattern i.e. 05:00p
2. START - as above...

The five numbered pairs of START and STOP times (or Patterns) are
used to set up work times in a Provider's Calendars.  It will be
easier to make up Calendars if you use the most common work hours
for your office (such as 08:00a - 12:00p + 1:00p - 05:00p or 01:00p
to 05:00p) for Patterns 1-3 and use Patterns 4-5 for unique times.

NOTE: be sure to enter noon as '12:00p' and for work times starting
at midnight enter '12:01a'.

.context MENU6-2LIST

LIST PROVIDERS

An indexed list of Providers may be sent to your choice of printers,
the screen, or a disk file. Pressing any key during the listing will
interrupt it and you may choose to to continue, restart, or abort
the listing.


.context MENU6-3VIEW

VIEW-EDIT-DELETE Service

This screen allows you to look at, change, or delete a Service
record. See the explanation below for the use of each data item.

On entry to this screen you are in the "view" mode and the first
Service record is displayed. See the Prompt line for action keys
available to change to the desired Service record.

If you wish to make changes to the currently displayed Service,
press <Enter> for the "editing" mode.

   View mode special keys:

   <F4>  - opens Browse window to select record
   <PgUp><PgDn> - changes to previous/next record as indexed
   <Home><End> - changes to first/last record
   <F6> - marks or unmarks current record for later deletion
   <Esc> - exit without saving record. If changes made, will verify
   <Enter> - begin editing mode

   Editing mode special keys:

   <Up arrow><Down arrow> - move cursor to next/previous field
   <Enter> - accept current field
   <=> - insert the entry in this field from the LAST saved record.
         You must have already saved at least one record since
         starting this function. Useful for entering many records
         where many fields are the same.
   <Esc> - exit to view mode. If changes made, will verify losing
           or saving them
   <F10> - saves current record to disk and exits editing mode

                  EXPLANATION OF DATA FIELDS

SERVICE CODE - 1 to 10 letters or numbers uniquely used to identify
               a particular service.

DESCRIPTION - the full name of the service as it should appear on
              reports or other printouts.

LENGTH - the average length in minutes that the service is expected
         to require. This value is used to reserve time when an
         appointment is made. If you find through experience that the
         length needs adjusting then all appointments made after the
         adjustment will use the new value.

BILL CODE, DIAG CODE, COST - if SAM is used in conjunction with a
      billing package, these fields may be entered for later referene.
      They are included with the archived or exported appointment
      data.

.context MENU6-3NEW

NEW Service

This screen is used to create a new Service record. Enter the
desired information and press <F10> when complete. A warning message
will alert you if another record for the same Service already exists.

   Entry special keys:

   <Up arrow><Down arrow> - move cursor to next/previous field
   <Enter> - accept current field
   <=> - insert the entry in this field from the LAST saved record.
         You must have already saved at least one record since
         starting this function. Useful for entering many records
         where fields are repetitive.
   <Esc> - exit to view mode. If changes made, will verify losing
           or saving them
   <F10> - saves current record to disk and exits editing mode

                  EXPLANATION OF DATA FIELDS

SERVICE CODE - 1 to 10 letters or numbers uniquely used to identify
               a particular service.

DESCRIPTION - the full name of the service as it should appear on
              reports or other printouts.

LENGTH - the average length in minutes that the service is expected
         to require. This value is used to reserve time when an
         appointment is made. If you find through experience that the
         length needs adjusting then all appointments made after the
         adjustment will use the new value.

BILL CODE, DIAG CODE, COST - if SAM is used in conjunction with a
      billing package, these fields may be entered for later referene.
      They are included with the archived or exported appointment
      data.

.context MENU6-3LIST

LIST Service

An indexed list of Services may be sent to your choice of printers,
the screen, or a disk file. Pressing any key during the listing will
interrupt it and you may choose to to continue, restart, or abort
the listing.