The Business Master (4th Edition)

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release 4.1.0 .context STARTUP STARTING 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 some main keys available at that time. Individual keys to be pressed are shown inside double brackets < >. Keys that must be pressed together are shown together as <Shift><rt-arrow>. 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. Check that the date shown is correct before proceeding. If NOT correct, press <N> and enter the correct date. Then accept it. SAM can automatically update the last and next appointments in each Folder before going to the main menu. This can take some time to run when your files get larger. Press any key to bypass this ONLY if you cannot wait for it to finish at this time. Run the Update later from the Special menu so that your data will be kept current. 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 USEMAINT When you first install SAM you must use Maintenance to create at least one Provider 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 the following DOS command >SAM /S which will use a built-in set of sample data records instead of the real working files. .context FINDCLIENT Client Folders may be located quickly for viewing, editing or making "current" for appointments. Enter as much of the name as necessary to find an individual (common names like Smith may require part of the first name also) then press <Enter>. If a Folder exists then the name, ID number, and birthdate will be shown for confirmation. Use the <PgDn> or <PgUp> keys to move through the list. When the Client you want is shown, press <Enter> to select them and make them the "current client". If a Folder for the Client does NOT exist then you may choose to create one and then continue with what you wish to do. .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 record Re-index - Re-indexes all existing client folder records List clients - Prints condensed list of client records .context MENU2 The APPTS menu enables you to: Schedule - View, make, and delete appointments Delete old - Remove all past appointments for less storage space and faster program operation Export - Outputs all current appointments to a dBASE file. .context MENU3 The PRINT menu enables you to print: Client appt slip - All client's future appointments Flagged appt slips - Only those appointments you have marked earlier One provider schedule - One provider's daily appt schedule for any day you choose All providers schedules - Same as above, but for all providers .context MENU4 The SPECIAL menu provides: Configuration - "Customize" many of SAM's features to suit your own needs Maintenance - Set up Provider weekly/monthly work schedules and services offered by your business Update last/next - Adjusts last and next appointment information in Folders Info - System information and notes about program improvements Address alignment - Line up mailing addresses for window envelopes used in sending out appt slips Load new release - Copies new or revised files from an Update Disk Time Analysis - Special sub-routine for summarizing appointments (only available in SAM Plus and SAMNET) .context MENU5 The QUIT menu enables you to: Backup and exit - Backup your data files and then exit Exit no backup - finish using SAM 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. When a window appears asking for the desired Client's name just enter from 1 to 7 letters of the desired name and the folder will be retrieved and become the "current" Client. SAM will remember the "current" Client as you do other things. FOLDER KEYS <Esc> - ends editing or exits Folder. <PgUp> - go to previous folder (alphabetically). <PgDn> - go to next folder. <Home> - go to first folder. <End> - go to last folder <F4> - choose new client. <F5> - search any field. <F6> - erases all information, thus "deleting" the client. <Rt arrow>/<Lt arrow> - move to other pages. <ENTER> - begins editing current page. EDITING - a light colored area will appear which is the length of the data for that item. You can enter and correct data using the <BackSpace>, <Del>ete, and arrow keys. Illegal 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. 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 just like the Edit-view part of Folder. The "Last name" field must be entered or you cannot save the record. Records are kept sorted by last name. NOTE: before creating a new record, use View/edit to see if there are any "deleted" (blank) records that you can re-use. Press <F4> then <ENTER>. If a "deleted" record is available, the window will show blank information. Simply edit in the desired client data and save. <F10> - saves the new Folder. <Esc> - exits to main menu. .context MENU1-3 Folders are kept in order by code. This function has been included to "reorganize" a file in the very rare situation that it becomes necessary. You will probably only do this when requested. No harm is done if run accidentally. .context MENU1-4 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 DETAIL SCREEN KEYS <Lt arrow>/<Rt arrow> - goes to previous or next Provider. <Up arrow>/<Down arrow> - move pointer to different time slot. <PgUp>/<PgDn> - shows earlier or later appts for current day. <Home>/<End> - goes to previous or next day. F2 Overview - change to Overview display. F3 Change Date - enter and go to any date. F4 Change Client - change current Client to the Client that pointer is pointing to or if blank line will ask for name. If client not found you can create new Folder. F5 Next Appt - search and display next appt for current Client. F6 Mark N/A - mark Provider as "NOT AVAILABLE" for time slot. F7 Make Appt - make appointment at pointer for current Client. F8 Delete Appt - delete appt or "NOT AVAILABLE" at pointer. F9 Display Codes - display service codes on screen. F10 Special Menu - open a special menu with 5 choices: On screen - shows all appts for current Client. Print slip - prints appt slip for current Client. Set print/later - marks for later appt slip printing. Clear print/later - removes print-later marks. Flip No-show - marks appt as no-show for later analysis. DETAIL SCREEN EXPLANATION Top section shows the 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. To the right of the Client's name will be 1 or 2 gray boxes with service codes. Next may appear gray boxes which signal that the appointment was a "no-show" [N/S] or is flagged for later printing [P/L]. The numbers in the lower right corner show you how many appointments currently exist and the maximum set in Configuration. When less than 20 empty appointments remain, the numbers will blink. Go to Configuration and increase Maximum Appointments or use Delete Old Appointment function to make more room. Exit and restart SAM to make changes effective. The <up arrow> and <down arrow> keys move the pointer to choose a time slot. Scheduling activities are initiated by the "Function keys", labeled "F2" to "F10" on your keyboard. - F2 Overview Screen - Push the <F2> key for an "overview" of all Providers' schedules. This can be helpful when looking for an opening or to coordinate different Providers. See the display codes at the top which indicate possible time openings. Use the keys shown on the bottom line to change the current Provider and date. Whatever Provider and day you select in this display is the one whose Detail Screen you will return to when you press <ENTER>. <F7> allows you to see up to two weeks for the indicated provider. You may go to their Detail screen or press <F7> again to return to the regular Overview display. - F3 Change Date - Press <F3> to change the display directly to any date. Enter the desired date then press <ENTER>. - F4 Change Client - <F4> changes the current Client just like Folder. By moving the pointer to an existing appointment, then pressing <F4>, the "Enter Client name" window will appear with the name of that Client. Press <Enter> to accept it. (<Esc> will return without changing.) 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 "PgUp" or "PgDn" keys to scroll through client records. If a Folder for the entered Client does NOT exist then you may choose to create one and then return to the detail screen. - F5 Find Client 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 of the list. - F6 Mark Not Available - If a Provider is unavailable for appointments during part of a regularly scheduled day, this function allows you to "mark off" the time. Move the pointer to the beginning of the time, press <F6>, and enter the number of minutes to reserve. If the requested time does not fit, you will be alerted. - F7 Making appointments - Appointments can only be made for the "current" Client so use <F4> to change or create Client if necessary. 1. Move the pointer to the desired time slot and press <F7>. If an appointment already exists in the time slot, a window will ask if you wish to make a group appointment. Additional group appointments are automatically assigned the same service code and length as the first. 2. Optionally enter a service code in the workspace on the right. Enter one of your codes as set up in Maintenance or press <ENTER> for none. If you do not enter a code, the appointment length will be the standard increment you entered in Configuration. If you don't remember the code, press <F9> to see a list, then <Esc> to restore the screen and make the appointment. When a correct code is entered, the full name of the service and its assigned length will appear. If the assigned length is OK, just press <ENTER>. If you wish a different length then enter the number of minutes required up to 255. A warning message will appear 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. 3. You will be asked for a second, optional service code with no length. Enter a code or just press <ENTER> for none. NOTES: Pressing <Esc> at any time will cancel the function. Use <PgUp> to make appointments prior to usual start time. - F8 Deleting an appointment - 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 Menu - Special functions: - On screen - displays all future appointments for Client. - Print slip - prints all future appointments for Client. - Set print later - marks for later appointment slip printing. - Clear print later - removes "print later" markers. - Flip no-show - sets "no-show" marker for 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. DO NOT RUN THIS FUNCTION MORE THAN ONCE PER DAY OR DATA WILL BE LOST. All deleted appointments are saved to a unique "archive file". See the User Manual for name and format information. .context OVERVIEW OVERVIEW KEYS <Lt arrow> <Rt arrow> - Moves pointer to another Provider. <Insert> - Changes to next page of Providers (only if more than 24). <Delete> - Returns to first 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) <F3> - Change to any date (just like Detail). <F7> - Zoom to 14 day display for indicated Provider <ENTER> - Selects highlighted Provider as the new current Provider and returns to their Detail screen. .context MENU2-3 All appointments from the current date on are output to a dBASEIII format file named "EXPORT.DBF" 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 MENU3-1 This function will print all appointments for the current Client on or after today's date. Printer must be connected and turned ON. The layout permits use of a window envelope if the addresses have been entered in the Clients' folders and the print positions set in Configuration. See "PRINT: Test address alignment". .context MENU3-2 This choice PRINTS appointments slips for all Clients that were previously "flagged" using <F10>. This printing could be done at the end of the day for mailing. When printing is done, SAM will "un-flag" the appointments. .context MENU3-3 "One Provider schedule" prints a selected Provider's daily schedule. The printout is in the form of a worksheet and can also be used as an appointment reminder call list. .context MENU3-4 Schedules for ALL Providers on the requested day will be printed automatically. .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. 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 monitors. <S> for CGA cards needing "Snow" suppression. 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. 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 #: these are the titles that appear on the left side of the Correspondence screen of Folder. Enter document names that are appropriate to your office. APPOINTMENT SLIP MESSAGE: these two lines will 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 "Test address alignment" function to adjust these to match your window envelopes. MAXIMUM APPOINTMENTS: use a number large enough to make new appointments for the time period between deletes of old appointments. Watch the Detail screen to know when to increase this number. An overly large number will slow down SAM. The maximum is 2800. EXPORT FILE TYPE: "A" gives ASCII text output, "D" gives dBASEIII format for Archive and Transfer appointment files. BLANK LINES ON PROVIDER SCHED(1-3): Tells how many blank lines (up to 3) to leave for each time slot or appointment on provider's daily work schedule printout. NOTE LINES ON PROVIDER SCHED(1-3A): Tells now many of the notes from the client's Folder to include for each appointment of provider's daily work schedule printout. If the LAST entry 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) STREET ADDRESS: CITY, STATE ZIP: OFFICE PHONE: INSTALL DATE: date you began using SAM. REGISTRATION #: This number is supplied by ArkanSoftware Publishing when you register SAM or purchase SAM-PLUS. If you change the name or phone number of your office, contact ArkanSoftware Publishing to update our records and receive a new Registration Number. ** VERY IMPORTANT ** When you have made all changes, press <F10> to save them to disk. <Esc> will erase all changes you made. .context MENU4-2 This choice will go to a separate menu for working with records for Providers' codes, monthly schedules, and service codes. See the specific user manual sections and help screens after it loads. .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 INFO: This choice shows the number of records in your key files and some specialized information that may be helpful if problems occur. WHAT'S NEW: The printed user manual is current to this version of the software. .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 MENU4-6 You will be prompted for the steps necessary to update SAM with a new version. Be sure to exit SAM and restart after the update process is finished. Store the Update Disk with your original SAM Install disk. DOS 6 may give 'duplicate file' messages - ignore them. .context MENU4-7 Provides summaries of quantities and total times for appointments and services. Reports may be viewed or printed. This should be run before deleting old appointments. See the specific help screens. .context MENU4-8 The Time Analysis sub-routine 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. .context MENU5-1 This choice will save your appointment file (only) to the floppy disk drive designated in Configuration before exiting the program. .context MENU5-2 Exits SAM and returns to DOS. .context MENU5-3 This choice will halt the program until the correct password from Configuration is entered. Use this when leaving SAM unattended for short periods. .context MENU1M The function of these CALENDAR menu items are: View-edit-delete - view, edit or mark for deletion any provider's monthly calendar. New record - Add new provider's monthly work schedule calendar. Print listing - Print a listing of the calendar. Index records - Re-index all provider calendar records. Explanation: This part is used to set up the monthly schedules for each Provider. The entered START and END times are used to mark the Schedule "pages" for proper times to make appointments so it is important to make up Calendars before a month is going to be booked. .context MENU2M The function of these PROVIDER menu items are: View-edit - View or edit any provider's weekly work hours. New record - Add new provider's weekly work hours Print listing - Print a listing of the providers' information. Index records - Re-index all provider records. Explanation: SAM has a 6 Provider capacity. SAM-PLUS can handle 16 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 entered in the file. If a Provider is replaced: 1) delete ALL Calendars for the old Provider (keep a list); 2) edit the new information into the old record as any existing appointments for that Provider will be linked to the same record regardless of the Provider name or code; 3) create new Calendars from the list for the new Provider code. Up to 5 time schedule "patterns" may be created for each Provider in order 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. These schedule patterns will be used to make up monthly Calendars. .context MENU3M The function of these SERVICE menu items are: View-edit - view or edit any service codes and descriptions. New record - Add new service codes and descriptions. Print listing - Print a listing of the service codes, descriptions and time allocations. Index records - Re-index all service codes. Explanation: One or two Service codes are attached to each appointment. Each service has a 3 character (letters and/or numbers) code that you make up, a 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. A maximum of 255 Service codes may be created. .context MENU4M This choice leaves Maintenance and returns to the main SAM menu. .context MENU1-1M Look at or change a provider's Calendar information. MAIN KEYS: <F2> - change to any Provider's calendar. <F3> - change to any year (YY) and month (MM). <F8> - marks or unmarks current calendar for deletion. <F9> - display and select all calendars available (max view = 200) <PgUp>/<PgDn> - change calendar to previous/next month (if one exists for current Provider). <Home>/<End> - change calendar to previous/next Provider (if one exists for current month). <Esc> - Exit without saving record. If changes made, will verify. <ENTER> - begin editing; if editing then accept current field. EDITING KEYS: <Up arrow>/<Down arrow> - to move cursor to next/previous field. <Lt arrow>/<Rt arrow> - to move cursor left or right in a field. <BackSpace> - removes character to left of cursor. <F5> - fills month with pattern 1 for weekdays; pattern 0 weekends. <F6> - duplicates first 7 days to rest of month. <F10> - saves the edited calendar to disk. .context MENU1-2M This function is used to make a new calendar record. MAIN KEYS: <F2> - change to any Provider. <F3> - change to any year (YY) and month (MM). <F9> - display and select all calendars available (max view = 200) <PgUp>/<PgDn> - change calendar to previous/next month. <Home>/<End> - change calendar to previous/next Provider. <Esc> - Exit without saving record. If changes made, will verify. EDITING KEYS: <ENTER> - begin editing; if editing then accept current field. <Up arrow>/<Down arrow> - to move cursor to next/previous field. <Lt arrow>/<Rt arrow> - to move cursor left or right in a field. <BackSpace> - removes character to left of cursor. <F5> - fills month with pattern 1 for weekdays; pattern 0 weekends. <F6> - duplicates first 7 days to rest of month. <F10> - saves the edited calendar to disk. .context MENU1-3M This choice will produce a printed list of the Calendar information. Set your printer to the 132 column (sometimes called "compressed") mode. The printout will be useful for reference when doing maintenance or operating the main part of SAM. .context MENU1-4M Calendars are kept in order by code. This function has been included to "reorganize" a file in the rare situation that it becomes necessary. You will probably only do this when requested. No harm is done if run accidentally. .context MENU1-5M Calendars that have been marked as "DELETED" with <F8> in the Calendar editing screen are permanently removed by this choice. This must be done before an existing Provider record CODE field is changed. .context MENU2-1M This function allows you to look at or change a Provider record. MAIN KEYS: <F4> - asks for code then retrieves record. <PgUp>/<PgDn> - change to previous/next record as indexed. <Home>/<End> - change to first/last record. <Esc> - Exit without saving record. If changes made, will verify. <ENTER> - begin editing; if editing then accept current field. EDITING KEYS: <Up arrow>/<Down arrow> - to move cursor to next/previous field. <Lt arrow>/<Rt arrow> - to move cursor left or right in a field. <BackSpace> - removes character to left of cursor. <F10> - saves current record to disk. EXPLANATION: The fields are described below as they appear from top to bottom on the screen: CODE - 1 to 4 letters used to quickly identify a Provider. We suggest the use of initials for the first two and, if you have multiple specialties in your office, use the second two to indicate specialty such as IN for internist or HY for hygienist. NAME - the Provider's name as it should appear on printouts etc. PHONE - a contact number for your reference SPECIALTY - (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 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. .context MENU2-2M This function is used to create a new Provider record. MAIN KEYS: <F4> - asks for code then retrieves record. <PgUp>/<PgDn> - change to previous/next record as indexed. <Home>/<End> - change to first/last record. <Esc> - Exit without saving record. If changes made, will verify. <ENTER> - begin editing; if editing then accept current field. EDITING KEYS: <Up arrow>/<Down arrow> - to move cursor to next/previous field. <Lt arrow>/<Rt arrow> - to move cursor left or right in a field. <BackSpace> - removes character to left of cursor. <F10> - saves current record to disk. EXPLANATION: The fields are described below as they appear from top to bottom on the screen: CODE - 1 to 4 letters used to quickly identify a Provider. We suggest the use of initials for the first two and, if you have multiple specialties in your office, use the second two to indicate specialty such as IN for internist or HY for hygienist. NAME - the Provider's name as it should appear on printouts etc. PHONE - a contact number for your reference SPECIALTY - (not used in this version) 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 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. .context MENU2-3M This choice will produce a printed list of all the Provider records. Set your printer to the 132 column mode (sometimes called "compressed"). The printout will be useful for reference when doing maintenance or operating the main part of SAM. .context MENU2-4M Providers are kept in order by code. This function has been included to "reorganize" a file in the very rare situation that it becomes necessary. You will probably only do this when requested. No harm is done if run accidentally. .context MENU3-1M This function allows you to look at or change Services information. MAIN KEYS: <F4> - asks for code then retrieves record. <PgUp>/<PgDn> - change to previous/next record as indexed. <Home>/<End> - change to first/last record. <Esc> - Exit without saving record. If changes made, will verify. <ENTER> - begin editing; if editing then accept current field. EDITING KEYS: <Up arrow>/<Down arrow> - to move cursor to next/previous field. <Lt arrow>/<Rt arrow> - to move cursor left or right in a field. <BackSpace> - removes character to left of cursor. <F10> - saves current record to disk. The fields are described below as they appear from top to bottom on the screen: SERVICE CODE - 1 to 3 letters or numbers used to quickly identify a 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. HCFA - if SAM is used in conjunction with a billing package, these codes may be entered for later referencing. They are included with the archived appointment data when mass deleting is done. .context MENU3-2M This function is used to create a new Services record. MAIN KEYS: <F4> - asks for code then retrieves record. <PgUp>/<PgDn> - change to previous/next record as indexed. <Home>/<End> - change to first/last record. <Esc> - Exit without saving record. If changes made, will verify. <ENTER> - begin editing; if editing then accept current field. EDITING KEYS: <Up arrow>/<Down arrow> - to move cursor to next/previous field. <Lt arrow>/<Rt arrow> - to move cursor left or right in a field. <BackSpace> - removes character to left of cursor. <F10> - saves current record to disk. The fields are described below as they appear from top to bottom on the screen: SERVICE CODE - 1 to 3 letters or numbers used to quickly identify a 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. HCFA - if SAM is used in conjuction with a medical billing package, these codes must be entered for later referencing. .context MENU3-3M This choice will produce a printed list of the Services information. Set your printer to the 132 column mode (sometimes called "compressed"). The printout will be useful for reference when doing maintenance or operating the main part of SAM. .context MENU3-4M Services are kept in order by code. This function has been included to "reorganize" a file in the very rare situation that it becomes necessary. You will probably only do this when requested. No harm is done if run accidentally. .context MENU4-1M Returns to SAM main menu. .context STATS To compile a time analysis for a given period, you will first be asked to 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, the next menu to appear on the screen will give you two choices for output. The "Display" choice will show on the screen only, while the "Print" choice sends the data to the printer. (As always, make sure your printer is ready.) Both output choices will give a compilation including the number of group, individual and no-show appointments along with the time in minutes for each. Also shown is the total time the provider is available to be scheduled for appointments, actual scheduled time, and total time unbooked. The "Print" choice, in addition to the above data, will print a complete breakdown of appointment time by services. After a valid date range is entered and an output device is selected, you will be asked if you wish the analysis for only one of your providers or all of them. If you choose "One provider" from the menu, you will then be prompted to enter the provider's code. If an invalid code is entered, you will be alerted. If you choose "All providers", output will start from the first provider and continue through the last. Grand totals for appointments and services will be displayed or printed at the end. In case a problem with the printer develops, pressing any key will stop the printer temporarily and a window menu will let you restart.