The Business Master (4th Edition)

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********************************************************** * * * * * S A M * * * * * * * * S C H E D U L E * * * * a n d * * * * A P P O I N T M E N T * * * * M A K E R * * * * * * User Manual * * * * * * * * * * * * * * ArkanSoftware Publishing * * 1585 Thornhill * * Fayetteville, AR 72703 * * 501/444-7443 * * * * * * * * * * * * Registration Number ____________ * * * * * * * ********************************************************** About This Guide SAM is an organizing, scheduling, analyzing, and marketing assistant for professional offices, clinics, and service agencies. SAM looks and works much like the familiar office appointment book and client folders. What you see on the screen will be similar to what you would write in the appointment book or in a file. 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. This manual discusses the installation of SAM, getting started and using SAM with the sample data files, setting up the configuration file, setting up the maintenance files, and using SAM. User Manual Copyright 1993 by ArkanSoftware Publishing. All Rights reserved. Schedule and Appointment Maker (SAM) Copyright 1987-1993 Digital Hearing Systems Corporation. All Rights reserved. "Schedule and Appointment Maker" and "SAM" are trademarks of Digital Hearing Systems Corporation. TABLE OF CONTENTS 1 INSTALLATION ...................... 1 2 USING SAM THE FIRST TIME ........... 2 2.1 STARTUP ........................... 2 2.2 SETUP ............................. 2 2.3 RUNNING SAM ....................... 2 3 CONFIGURATION ..................... 4 4 USING MAINTENANCE ................. 6 4.1 CALENDAR MENU ..................... 7 4.2 PROVIDER MENU ..................... 9 4.3 SERVICES ........................... 11 4.4 MAIN MENU ......................... 11 5 SAM MENUS ......................... 12 5.1 FOLDER MENU ....................... 12 5.2 APPOINTMENTS (APPTS) MENU ......... 14 5.3 PRINT MENU ........................ 18 5.4 SPECIAL MENU ...................... 19 5.5 QUIT MENU ......................... 20 6 SUGGESTIONS AND NOTES ............. 21 7 SOFTWARE LICENSE AND WARRANTY ...... 22 1 INSTALLATION SAM (tm) requires an IBM PC or compatible computer with a hard disk and a minimum of 512K RAM. To install the program, put the SAM Install disk into your A: (or B:) disk drive and type: C:\>A:<Enter> A:\>INSTALL<Enter> Install asks you for specific information and then creates a subdirectory on your hard disk and copies the necessary programs and files into that subdirectory. You'll need about 800K of available disk space. The CONFIG.SYS file is a special DOS file. There should be minimum recommended entries of FILES=15 and BUFFERS=15 in this file. If you are operating SAM under Windows, there are two files included to assist you - SAM.ICO and SAM.PIF. Open the group where you want the SAM icon installed. Then open the Program Manager and under File, click on New Program Item. Under Properties Description, enter "SAM", under Command enter "\SAM\SAM.COM", and under working directory enter "\SAM". Click on Change Icon and, for Filename, enter "\SAM\SAM.ICO". The SAM disk is not copy protected so you may make backups for safekeeping. The program is designed to run ONLY by the original purchaser of the program. If the phone number or name of the original installer changes, a note will be displayed that the copy of the program is unregistered. If you are not familiar with PC compatible computers and are puzzled by any part of this procedure, ask someone who knows about IBM computers to help you get started. There are introductory books about the IBM PC and DOS at most bookstores. The rest of the instructions will assume only a basic knowledge of DOS commands. Do NOT run or copy the SAM Installation Disks except as instructed below. INSTALLING SAM CONSTITUTES ACCEPTANCE OF LICENSE AGREEMENT. Please read the Software License section before installing. SAM User Manual Page 1 2 USING SAM THE FIRST TIME 2.1 STARTUP Starting SAM is easy by using the following commands: 1. C:>CD \SAM C:>SAM 2. Your office name and other setup information must be entered when beginning to use the program. Select "Special: Configuration" menu. 3. Sample data for evaluating and learning SAM is available by starting SAM with the following command: C>SAM /S The sample data starts at the date 08/08/88. Using the sample data will NOT affect your regular data files. 2.2 SETUP The first time SAM is started, it should be customized for your computer and office. This is done using "Configuration" under the SAM Special menu. See chapter 3 in this manual. Also, in order to properly keep track of appointments and schedules, SAM needs certain information about your office staff, services, and schedules. This is done by using "Maintenance" under the SAM Special menu. See chapter 4 in this manual. VERY IMPORTANT - Providers, Services and Calendars MUST be entered using the "Maintenance" part of SAM before you run the main part of SAM and make any appointments. Information that you set up becomes a part of each appointment. 2.3 RUNNING SAM Menus are used throughout SAM to choose what you wish to do. Selections are made either by pressing the first letter of your choice OR by using the "arrow" keys to move a dark bar (called the "command bar") to your choice and then press <Enter>. You may 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 <F1> key is used to call up the electronic "Help" screen to show you important keys and explain how functions are used. The <Esc>, or "Escape", key is very important. <Esc> is the usual way to get back to a previous menu or screen. If needed, it will almost always stop whatever is going on. In order to prevent accidental loss of data, sometimes you may be asked if you really meant what you asked for. Remember that pressing <Esc> enough times will get you back to the main menu. Boxes will appear as necessary to give you important messages or ask for key information. The Prompt line will also guide you. SAM User Manual Page 2 Most of what you need to know in order to use SAM will be on the screen or be quickly accessable using the F1 Help key. Make a habit of looking at the screen for this information: TOP LINE - Shows the part of SAM you are using, e.g. Folder. BOTTOM LINE - This "prompt" line shows some main keys available at this time. < > - Double brackets indicate specific keys to press, e.g. <Esc>, <F10>, <Enter>, etc. SAM's special terminology: Each complete entry makes up a "record". Each item of a record, such as a date or city name, is called a "field". All the records together are the "file". Records in a file may be automatically arranged in a specific order, such as alphabetically. This is known as "indexing". SAM User Manual Page 3 3 CONFIGURATION SAM should be customized for your computer and office. The "Configuration editor" is started from the SAM Special menu. Change or edit each line described below as appropriate. Use <Enter> after any changes to accept them and go to the next line. The <up-arrow> or <down-arrow> will move to the next field but will restore the field to its previous data. Display: SAM is designed to work with different types of display adapter cards and monitors. Initially, SAM is set to "A" to automatically adjust for your computer. This will work with most displays. You may enter "M" if you have a monochrome or LCD displays or "B" if you are using a CGA color adapter with a single-color monitor. Some color displays may show visual "static". Enter "S" if this happens. Backup drive: This is the drive that appointments backup files will be sent to. Minimum time increment: Enter the smallest number of minutes for which you usually make appointments. 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") Correspondence title #1-8: 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 in the PRINT menu to adjust these to match your window envelopes. Maximum Appointments: This number should be big enough to allow room for new appointments but not overly large which will slow SAM down unnecessarily. You can see the number remaining on the Schedule Detail screen. It will blink when less than 20 appointments remain. We suggest increasing the maximum or deleting old appointments if you get within 2 days worth of appointments of being full. If you make the number too large for your computer, you will get an "Out of memory" error during "Getting Ready". SAM User Manual Page 4 Export File Type: When you "delete old appointments" they are written to a disk file in case you wish to reference them later. As shipped, the "A" choice will write the data as an ASCII text line. The "D" choice creates a dBASE III format file. Blank lines on provider sched: The number of blank lines between each appointment entry of the provider schedule. Notes provider schededule: 1-3 selection to print Note lines from Client's record on the provider schedule. NOTE: Be sure to <Page Down> for the remaining entries Password: An optional word for security when signing on SAM initially and when using the "Lock" feature. Name: Enter the company name. Address: Enter the address to be used. Phone: Enter the phone number including the area code. Install Date: The date SAM began working. Registration No.: Enter the registration number or leave blank if not yet registered NOTE: Be sure to press <F10> when done editing in order to save your work. SAM User Manual Page 5 4 USING MAINTENANCE "Maintenance" is started from the "Special" menu in SAM. In order to properly keep track of appointments and schedules, SAM needs certain information about your office staff, services, and schedules. This part of the program is used to set up and modify the files which hold the lists of Providers, Services, and Calendars. Use <F1> to see the active keys and the specific details about each kind of information under its file name and menu choice. EDITING KEYS: When entering or editing data in any part of Maintenance the following keys may be used: <Return> - begin editing; if editing then accept current field. <Up arrow>/<Down arrow> - to move cursor to previous/next field. <Lt arrow>/<Rt arrow> - to move cursor left or right in a field. <BackSpace> - removes character to left of cursor. SAM User Manual Page 6 4.1 CALENDAR MENU +------------------+ Prior to making appointments for | View-edit-delete | a month, it is necessary to set | New record | up a Calendar for each Provider. | Print listing | This simply indicates, for each | Index records | day, the appropriate work time +------------------+ pattern as defined in the Provider's record. This is similar to marking an appointment book so you know when the Provider is going to be in the office. NOTE: A Provider's record must exist BEFORE Calendars can be created. See PROVIDER MENU. VIEW-EDIT-DELETE This function allows you to look at or change any Calendar's information. When first entered it is in the "View" mode. Press <Enter> to begin editing. View mode special keys: <F2> - change to any Provider's Calendar. <F3> - change to any year (YY) and month (MM). <F8> - marks or unmarks Calendar for deletion. <F10> - saves the Calendar to disk. <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 Edit mode special keys: <Enter> - accept field contents <F5> - automatically enters "standard" pattern information into current Calendar. Weekdays are given #1 and weekends #0. Edit any changes. <F6> - After you enter the patterns for the first 7 days, they will be duplicated for the rest of the month. Edit any specific changes before saving. <F10> - saves the Calendar to disk. <Esc> - Exit without saving record. If changes were made, you must verify the exit. NEW RECORD This function is used to add new Calendars to a file. It works just like VIEW-EDIT except that a screen with empty fields is displayed for your entries. Press <Enter> to begin editing. Special keys: <F2> - change to any Provider's Calendar. <F3> - change to any year (YY) and month (MM). <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 SAM User Manual Page 7 Edit mode special keys: <F5> - automatically enters "standard" pattern information into current Calendar. Weekdays are given #1 and weekends #0. Edit any changes. <F6> - After you enter the patterns for the first 7 days, they will be duplicated for the rest of the month. Edit any specific changes before saving. <F10> - saves the Calendar to disk. <Esc> - Exit without saving record. If changes were made, you must verify the exit. PRINT LISTING This choice will produce a printed list of the Calendar information. Set your printer to the 132 column (sometimes called "compressed") mode. The printout may be useful for reference when doing maintenance or operating the main part of SAM. INDEX RECORDS This function has been included to "reorganize" the file in the very rare situation that it becomes necessary. You will probably only do this when requested. No harm is done if it is run accidentally. REMOVE DELETED Permanently removes all Calendars marked as "Deleted". Use periodically when updating Calendars. SAM User Manual Page 8 4.2 PROVIDER MENU +---------------+ Each Provider must have a record | View-edit | set up to identify them and their | New record | work schedule. They will appear | Print listing | on SAM's screens in the same order | Index records | as entered in the file. Up to 6 +---------------+ Providers can be entered. If a Provider is replaced, edit the new information into the old Provider record since any existing appointments for a Provider are linked to the same Provider record regardless of the Provider name or code. New Calendars must be made for the new Provider. Four characters are available for each provider code. One possibility is to use the first two for the provider's initials and, if appropriate for your office, the last two for specialty. Give it some thought before starting. Up to 5 work-time "patterns" may be created for each provider in order to handle schedules that vary on different days. These work time patterns will be assigned a number and then used to make up monthly Calendars. Try to plan the patterns so that the most common ones (like 9 to 5) have the lowest numbers and the unique ones use the higher numbers. You may wish to enter full- time staff first, then part-time. By standardizing as much as possible it will be easier for you to use the pattern numbers later. You may enter one or two starting & ending time pairs per pattern to allow for lunch breaks or irregular work hours. Field descriptions: Code - 1 to 4 letters may be used to quickly identify a Provider. We suggest the use of their initials for the first two letters. If you have multiple specialties in your office, use the second two letters to indicate a specialty, such as IN for internist or HY for hygienist. Name - The Provider's name as it should appear on printouts. Phone - A optional contact number. Specialty - An optional field for your reference. Start1A - First starting time for pattern #1. End1A - First ending time for pattern #1. Start1P - Second starting time for pattern #1. End1P - Second ending time for pattern #1. Start2A - as above... VIEW-EDIT This function allows you to look at or change Provider information. Main keys: <F4> - asks for code then retrieves record. <F10> - saves current record to disk. <PgUp>/<PgDn> - change to previous/next record as indexed. <Home>/<End> - change to first/last record. <Esc> - Exit without saving record. If changes were made, you must verify the exit. SAM User Manual Page 9 NEW RECORD This function is used to create a new Provider record. NOTE: times must be entered as hh:mmx where h=hour, m=minutes, x=a OR p (examples: 08:00a or 05:00p). Main keys: (Same as VIEW-EDIT) PRINT LISTING This choice will produce a printed list of the Provider information. Set your printer to the 132 column mode (sometimes called "compressed"). The printout can be useful for reference when doing maintenance or operating the main part of SAM. INDEX RECORDS This function has been included to "reorganize" the file in the very rare situation that it becomes necessary. You will probably only do this when requested. No harm is done if it is run accidentally. SAM User Manual Page 10 4.3 SERVICES +---------------+ Each service that your office | View-edit | provides will be identified by | New record | an abbreviated "code" (you may | Print listing | be able to use the same ones you | Index records | use now), a description used for +---------------+ printing, and a standard length of time to allow in the schedule. Up to 255 service codes can be entered. When making an appointment, you can select one or two services to appear with it and either accept the standard length or enter a special one. SAM checks that the requested service length will fit in the time available. Field descriptions: 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. VIEW-EDIT This function allows you to look at or change Service record information. Main keys: <F4> - asks for code then retrieves record. <F10> - saves current record to disk. <PgUp>/<PgDn> - change to previous/next record as indexed. <Home>/<End> - change to first/last record. <Esc> - Exit without saving record. If changes were made, you must verify the exit. NEW RECORD This function is used to create a new Service record. Main keys: Same as VIEW-EDIT. PRINT LISTING This choice will produce a printed list of the Services information. Set your printer to the 132 column mode (sometimes called "compressed"). The printout can be useful for reference when doing maintenance or operating the main part of SAM. INDEX RECORDS This function has been included to "reorganize" the file in the very rare situation that it becomes necessary. You will probably only do this when requested. No harm is done if it is run accidentally. 4.4 MAIN MENU EXIT MAINTENANCE This returns you to the main SAM menu. SAM User Manual Page 11 5 SAM MENUS 5.1 FOLDER MENU +--------------+ | View/edit | Client information is kept in electronic | New folder | "folders". Folders are filed by last | Re-index | name. | List clients | +--------------+ When you first enter Folder, a box will appear asking for the desired client's name. Enter from 1 to 7 letters of the desired name, and the closest matching folder will be retrieved to become the "current" Client which SAM will remember as you do other things. Each folder has three "pages" which hold the following information: Biographical and contact information: address, phone numbers, diagnoses, etc. Correspondence: chronology of dates that correspondence was sent and received. Notes: any other miscellaneous information. VIEW/EDIT This function is used to look at the contents of an existing client's folder. It begins in the View mode. To begin "editing", or changing Folder information, move to the desired page and press <Enter>. Main keys: <Esc> - End editing or exit Folder. <PgUp> - Go to next folder (sorted by lastname). <PgDn> - Go to previous folder. <Home> - Go to first folder. <End> - Go to last folder <F4> - Choose new client folder. If none exists, it will create a new one if you wish. <F5> - Search records on any field. <Rt- arrow>/<Lt- arrow> - Move to other pages. <Enter> - Begin editing current page. When you are editing, a light-colored box will appear which is the length of the data it can hold. 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 ignore 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. NEW FOLDER New Client folders are created by this choice. It works just like the VIEW-EDIT part of Folder except that a page with blank fields will be displayed for you to fill in. The "Last name" field must be entered or you cannot save the folder since folders are filed alphabetically by last name. SAM User Manual Page 12 Main Keys: <Up arrow>/<Down arrow> - to move cursor to previous/next field. <F10> - Saves the new Folder. <Esc> - Exits to main menu. RE-INDEX- This function is used only in rare situations. You will be instructed if and when it is needed. No harm results if run accidentally. LIST CLIENTS This will list the names of all clients, their numbers, phone numbers, and last and next appointments. SAM User Manual Page 13 5.2 APPOINTMENTS (APPTS) MENU +------------+ | Schedule | | Delete old | SCHEDULE +------------+ This is the heart of SAM where appointments are managed. The first screen that appears is the "Detail" screen which looks much like a paper appointment book. Top section: Shows the Provider, day, and Client with whom you are currently working. Bottom "prompt" line shows the active keys. Left part of screen: 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 "print-later" [P/L]. The numbers in the lower right corner show you how many appointments currently exist and the maximum set in Configuration. They will blink when less than 20 open appointments remain. You must either run Delete Appointments or increase the Maximum Appointments in Configuration. Detail screen keys (brief): <Lt arrow>/<Rt arrow> - Go to previous or next Provider. <Up arrow>/<Down arrow> - Move pointer to different time slot. <PgUp>/<PgDn> - Show earlier or later part of current day. <Home>/<End> - Go to previous or next day. SAM User Manual Page 14 Key Function Explanation- F2 Overview Change to Overview display. F3 Change Date Enter and go to any date. F4 Change Client Change current Client to Client to whom the pointer is pointing. If blank line will ask for name. If client does not exist, the computer will ask if you want to create one. 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. F10 Special Menu Open a special menu: -On screen: Display all appts for current Client. -Print slip: Print appt slip for current Client. -Set print/later: Mark for later appt slip printing. -Clear print/later: Unmark print-later. -Flip No-show: Mark or unmark appt as no-show. DETAIL SCREEN KEYS (detailed) The <Up arrow> and <Down arrow> keys move the blinking pointer to choose a time slot. Scheduling activities are initiated by the "Function keys" labelled "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. You can use the keys shown on the bottom line to change the current Provider and date. Whichever Provider and day you select in this display is the one whose Detail Screen you will return to when you press <Enter>. OVERVIEW KEYS <Lt arrow> <Rt arrow> - Moves pointer to another Provider. <PgUp> <PgDn> - Changes display to earlier/later in the day. <Home> <End> - Changes displayed date one day at a time - (Home = yesterday, End = tomorrow) <F3> - Change to any date (just like Detail). <Enter> - Selects highlighted Provider as the new current Provider and returns to their Detail screen. SAM User Manual Page 15 F3 Change Date - Press <F3> to change the display directly to any date. Today's date is automatically presented. Enter the desired date, if different, then press <Enter>. F4 Change Client - <F4> changes the current Client just like in Folder. When the pointer is on an existing appointment, when you press <F4> the "Enter Client name" box will contain the name of that Client. You may overtype with the name you want (be sure to "space" over any extra characters). If pointer is on a blank line then you can enter any name or partial name to find. Press <Enter> once to retrieve the client, use the <PgUp> or <PgDn> keys to step to another name if necessary, then another <Enter> to accept when you have the one you want. (<Esc> will return without changing.) If the client does not exist, the computer will ask if you want to create a new folder. F5 Find Next Client Appt - Each press of <F5> will find the next appointment for the current Client starting with the FIRST Provider, then the second Provider, etc. F6 Mark Not Available - If an Provider is unavailable for appointments during 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> first if necessary. Move the pointer to the desired time slot and press <F7>. If an appointment already exists in the time slot, a box asking if you wish to make a group appointment will appear. Group appointments are automatically assigned the same service code and length. If not a group appointment then you will be asked, in the workspace on the right, to enter a service code. You may enter one of your codes as set up in Maintenance or press <Enter> for none. If a code that you enter is incorrect, you will be asked again. When a correct code is entered, the full name of the service and its standard length will appear. If the standard length is OK, just press <Enter>. If you wish a different length then enter the number of minutes required. If the appointment length does not fit in the available time slot, or if the Client has a schedule conflict, a warning message will appear. When everything is OK, you will be asked for a second, optional service code with no length. Enter a code or just press <Enter> for none. Remember, pressing <Esc> at any time will cancel the function. 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 - 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. SAM User Manual Page 16 F10 Special - Special functions menu: -On screen: Display all appointments for current Client. -Print slip: Print all appointments for current Client. -Set print later: Mark current client's appointments for later appointment slip printing (see Print menu). -Clear print later: Remove "print later" markers -Flip no-show: Sets "no-show" marker for indicated appointment. DELETE OLD- You need to periodically remove past appointments to make room for new ones. This will also speed up the operation of SAM. You will be asked the date THROUGH which appointments should be erased. You will get an error message if you try to delete current or future appointments. All deleted appointments are written to an ASCII formatted archive file in case you wish to review them or import them into another program. Archive file format information: FIELD POSITION LENGTH Provider code 1 4 Appt date 5 8 Start time (24hr) 13 4 Length in minutes 17 3 Name,first 20 19 Service code 1 39 3 Service code 2 42 3 No-show as "-" 45 1 CR/LF 46 2 SAM User Manual Page 17 5.3 PRINT MENU +-------------------------+ The "Print" menu contains | Client appt slip | choices that produce various | Flagged appt slips | summaries of appointment | One provider schedule | information. Please have your | All providers schedules | printer connected, turned on +-------------------------+ and on-line. CLIENT APPT SLIP- This function will print all appointments for the current Client. FLAGGED APPT SLIPS- This choice PRINTS appointments slips for all Clients who were previously "flagged" from the <F10> menu in Schedule. This printing could be done at the end of the day for mailing. The layout permits use of a window envelope if the addresses were put in the Clients' folders. When printing is done, SAM will "un- flag" the appointments. See "Test address alignment" below. 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. ALL PROVIDERS' SCHEDULES- Schedules for ALL Providers on the requested day will be printed automatically. SAM User Manual Page 18 5.4 SPECIAL MENU +-------------------+ The "Special" menu contains a variety | Configuration | of functions that are used only | Maintenance | occasionally. | Update last/next | | Info | CONFIGURATION | Address alignment | | Load new release | Customizes SAM for your computer and +-------------------+ office. See the Configuration section of this manual for details. MAINTENANCE- This choice will start separate menu for working with records for monthly Calendars, Providers' codes, and Service codes. After it loads, see the Maintenance section of this manual. UPDATE LAST/NEXT Files must be updated periodically, usually daily. This takes some time to accomplish, so it is recommended that it be done first thing in the morning or at lunch. A menu allows updating all clients, one client, or skip. INFO- This choice shows some specialized information that may be helpful if problems occur. ADDRESS ALIGNMENT- 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 important to develop a specific way of lining up the paper in your printer so that the first line always starts in the same place. LOAD NEW RELEASE This item is used to update SAM to the latest revision. Your files are not changed. SAM User Manual Page 19 5.5 QUIT MENU +-----------------+ This is the proper way to finish | Backup and exit | using SAM. It is a good practice | Exit no backup | to back up your data files each | Lock | day. Select "Exit no backup" if you +-----------------+ are ready to stop. Be sure to exit to DOS before turning your computer off or you may lose data files. BACKUP AND EXIT This choice will automatically make copies of your appointment data files for safekeeping to the drive specified in the Configuration. The information in SAM is important to you. Don't take a chance on losing it accidentally. SAM will automatically save appointments to a disk file named "APPTS.SCH" whenever changes are made. The previously saved file is renamed "APPTS.BAK" for double safekeeping. You must make a regular task of backing up the "Data" floppy disk or \SAM subdirectory in case any number of possible things go wrong. The best way to do this will depend on the computer you are using. EXIT NO BACKUP Exits SAM without making a backup. LOCK For security purposes, SAM allows you to enter a password in Configuration for the purposes of entering SAM and locking out others when the computer is temporarily left. The password must be used when entering or re-entering SAM. SAM User Manual Page 20 6 SUGGESTIONS AND NOTES Scheduling ideas: - You can treat special rooms, equipment, or other resources as a Provider with a code and schedule of their own. - A client can be scheduled with more than one Provider at the same time. SAM will point out potential conflicts to prevent unintentional double scheduling. - If a Provider wishes to reserve separate time periods for certain types of services, make up several Provider records using the same initials in the first part of the code but using the last one or two letters of the code to indicate the differences. Then make appropriate Calendars for each one to schedule appointments. - All files except the appointments file are dBASEIII compatible so they can be read by and linked to other compatible applications. A future menu option will allow you to create a copy of the current appointment file in your choice of ASCII or dBASE formats. Further developments: We expect to improve SAM during the coming year. Your input is very helpful. Call or write us with suggestions. Technical support hours are 9-5 Central Time. SAM User Manual Page 21 7 SOFTWARE LICENSE AND WARRANTY This software product is provided under license from ArkanSoftware Publishing subject to the provisions stated below. REGISTERING THIS PRODUCT CONSTITUTES ACCEPTANCE OF THE TERMS OF THIS AGREEMENT. LICENSE: The Customer may use the Registered program on a single machine. The Customer may copy the Registered program only for backup purposes as directed. ArkanSoftware Publishing will provide replacement copies of the program as described below. All copies of the Registered program, but not the media on which copies are encoded, shall be and remain the property of ArkanSoftware Publishing. This license is automatically terminated if you violate any of the terms and conditions of this license agreement. LIMITED WARRANTY: ArkanSoftware Publishing warrants that the media on which this Registered software product is furnished will be free from defects in material and workmanship for a period of 12 months from the date of purchase by the original registered Customer. ArkanSoftware Publishing will provide a replacement in exchange for the defective medium. The software product contained on the media is provided "as is" with no express or implied warranty of any kind. Although virtually no complex program is ever completely free of errors, ArkanSoftware Publishing makes every effort to ensure that the Registered product will function as described in the ArkanSoftware Publishing Users Manual. However, if errors in the Registered product are experienced and are reported to ArkanSoftware Publishing, an effort will be made to correct them. For breach of any written or implied warranty on this product, ArkanSoftware Publishing's liability is limited to the replacement of the defective media. ArkanSoftware Publishing warrants that the Registered program will operate on the computer equipment specified in the Users Manual. In many cases compatible computers will operate this software, however, compatibility is the CUSTOMER'S responsibility. Neither ArkanSoftware Publishing nor anyone who has been involved in the creation, production or delivery of this Registered software product shall be liable for any direct, indirect, consequential or incidental damages arising out of the use, the results of use, or inability to use this product even if ArkanSoftware Publishing has been advised of the possibility of such damages or claim. Some states do not allow the exclusion or limitation of incidental or consequential damages so the limitation or exclusion may not apply to you. UPDATE POLICY: Updates will be provided free of charge for 3 months following registration. Updates beyond 3 months will be made available for an announced fee. RETURN POLICY: This Registered software product may be returned for refund within 30 days of date of registration provided the following conditions are met: 1) All media and documentation are returned post-paid in usable condition; 2) A signed statement is enclosed explaining the reason for return and certifying that no copies of the Registered software product or documentation have been made or retained. SAM User Manual Page 22 This program is produced by a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536. (Release 3.12) SAM User Manual Page 23