 PsychScheduler/PsychOffice

An Appointment Book, Patient Management, and Accounting solution for the Mental Health and Medical community.

Copyright 1997-2001 by Mike Greene

Version 3.01  May 2001

Welcome!  PsychScheduler was created to help manage a 10 - 20 person satellite psychological practice which includes clinical psychologists, psychiatrists, and support staff.  Although professional Medical Management software was used for billing and practice management in the main office, satellite locations found the cost for additional site licenses prohibitive.  The satellite offices found themselves needing a way to manage appointment scheduling and patient management locally, and still be able to send information to the billing system in the home office.  Thus, PsychScheduler was born.

Starting with version 2.0, PsychScheduler was expanded into "PsychOffice", a highly integrated Office Management program.  In addition to the existing Scheduling and Database features of PsychScheduler, the PsychOffice program includes a new and improved user interface, office messaging, simple billing, and provider/client accounting reports.

Requirements:  Mac or PC (Win95 long filenames used), FileMaker Pro 5.0 or higher

Both Windows and Macintosh versions are available.

PsychScheduler includes the following features:

-  Multi-column appointment book appears and works the same as the traditional paper version.  Different views include daily with multiple therapists or weekly with one therapist.  Includes ability to automatically find next available appointment slot and schedule recurring appointments.

-  Fully-functioning perpetual calendar for easy appointment navigation.

-  Patient Database includes client contact sheet containing background info, insurance info, presenting problems, diagnoses, and a portal view of scheduled appointments.

-  Appointment Database includes psychological contact form, psychiatric contact form, and the ability to print daily or weekly appointment schedules.

-  Office messaging.

-  Procedural billing, Accounts Receivable, Accounts Payable (direct Insurance billing not yet supported)

-  Accounting reports - Account activity, aging, daily activity, ytd activity.

The version of PsychScheduler you downloaded is fully-functioning except that Print, Export, and Layout editing features have been disabled.  You will be able to create, edit, and delete appointments and patients.  After the Shareware fee is paid, you will receive a password which will give you full access to all of the database files.  You will then also be registered to receive automatic updates when they become available.

This program is SHAREWARE.  It is being distributed free of charge to anyone who feels that it would benefit their medical practice. The SHAREWARE fees are as follows:
	Office size (therapists)	Fee
	 1 person                      	$25
	 2 - 8 persons                 	$50
	 > 8 persons                   	$100

Shareware fees can be paid directly to the author.  Since I am a chemical engineer by trade, I am not setup to accept credit cards.  So, please mail personal checks, money orders, or other forms of direct payment (checks should be made out to the author) to:

Mike Greene
PsychScheduler
3718 Staunton Ave. SE
Charleston, WV  25304-1540

Please include your name, address, phone, email, type of computer (Mac or PC), etc., so I may add you as a registered user.  Upon receipt of payment, I will mail or email you a password which will allow full access to the PsychScheduler system.

For questions and comments, email me at:  mgreene@citynet.net

Getting Started with PsychScheduler
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1. PsychScheduler requires Filemaker Pro 5.0 or higher.  If you do not own a copy of FileMaker Pro, you can download a demo version from Claris Software at www.filemaker.com.

2. Open and read the BillingGuide file.  This contains a description of how the billing functionality works.  The "BillingGuide.doc" file is in Microsoft Word format.  If you cannot open it, "BillingGuide.txt" is a text-only version of the same file.

3. Open the "PsychOffice" file.  If you are not a registered user, use a blank password.

4. Within the Appointment Book, you can click on the Help button (round button with the question mark) for tips on scheduling appointments.

The appointment and patient databases come pre-loaded with several sample patients and appointments.  Navigate to Friday, January 22 1999 to view the sample appointments.

5. To remove the "Unregistered" watermark from printing, do the following:
	a) Switch to "Layout" mode.
	b) Using the popup layout menu at the top of the record navigation column, switch to layout "bg picture".
	c) Switch back to "Browse" mode.
	d) Click in the field where "Unregistered" is displayed, and delete the text.
	e) Use the layout menu to switch back to any of the other layouts. 


Perfunctory Disclaimer:
In no event will the author be liable for direct, indirect, special, incidental, or consequential damages, that are in any way related to the use or misuse of this program.

Copyright Information:
This program is copyrighted.  Paying the proper shareware fee gives you the following rights:
1. You may use the program as-is within your practice.
2. You may modify the program to customize it for your practice.  This includes modifying the database definitions, layouts, scripts, and file relationships.
3. You may distribute copies of the modified or unmodified program WITHIN YOUR PRACTICE.
4. You may NOT redistribute or sell modified versions of the software outside your practice.
5. You may NOT redistribute or sell unlocked versions of the software outside your practice.
6. You may NOT create a database which looks and acts substantially like the PsychOffice program.
7. You may incorporate significant chunks of PsychOffice functionality into your own FileMaker Pro solutions only upon obtaining consent from the author.

Instructions for Migrating existing data into PsychScheduler Update
-----------------------------------------------------------------------------
If you have existing appointments, patients, doctors, e.t.c., in your working copy of PsychScheduler, and wish to upgrade to the newest release, follow these steps FOR EACH DATABASE FILE INTO WHICH YOU'VE ENTERED DATA to migrate your data to the new version:

1.  Open YOUR EXISTING copy of the database file.
2.  From the "Select" menu, choose "Find All".
3.  Open THE NEW version of the same database file which came with the update.
4.  From the "Select" menu, choose "Find All".
5.  From the "Mode" menu, choose "Delete All", then press the "Delete" button when prompted whether to actually delete all the records.
6.  From the "File" menu, choose "Import/Export" => "Import Records".
7.  In the file-open dialog, find YOUR EXISTING copy of the database file and select it.
8.  You will be presented with the "Import field mapping" window.  In the upper right corner, next to "View By", click on the popup menu and select "Matching names".
9.  Press the "Import" button.
10. The NEW version of the database should now contain all of your existing data.

Revision History
-------------------

1.	Version 1.0  October 1997 - Initial release.

2.	Version 1.1  January 1998
        - Fixed minor bug in Appointment scheduling
        - Added "Next available appointment" feature.  For a given doctor, finds the next day with at least one available appointment slot.  User-modifiable valid appointment days (e.g., can limit search to only Mon-Fri, e.t.c.).

3.	Version 1.2  March 1998
        - Added "Change Valid Appt. Times" to Scripts menu to allow user to automatically modify valid appointment times.

4.	Version 2.0  February 1999
	- New user interface.  PsychOffice conversion, including Billing functionality.

5.	Version 2.1  February 2000
	- Added "Recurring Appointment" option.
	- Added Block/Unblock appointments.
	- Added list view to Therapist file.
	- Added User guide in RTF format.
	- Preliminary work for HCFA 2500 insurance processing.

6.	Version 3.0  January 2001
	- Added HCFA 1500 Insurance form generation.
	- Major rearrangement of main PsychOffice window tabs.\
	- Consolidated support file maintenance under "Setup" tab.
	- Added additional accounting functionality.
	- Started Insurance payment matching (EOB form) processing.
	- Converted all files to FileMaker Pro 5.0.

7.	Version 3.01  May 2001
	- Bug fix:  Corrected recurring appt so returns to original date after creating recurring appts.
	- Bug fix:  Changed dropdown value list on 3 patient insurance tabs in file patients.fp5 for related field "Insurance company" from "patients" to "HCFA Insurance providers".
	- Bug fix:  Corrected Primary/Secondary/Tertiary insurance tabs so now correctly create related records in Patient Insurance.fp5 file.
