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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 500K 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 at
the top of the provider schedule.
Print notes on provider sched: Y or N selection to print
notes 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.
Date: Enter the current date.
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. (093093)
SAM User Manual Page 23