to the Frequently Asked Questions Section. The most recent questions
will appear at the top of the list with older questions appearing
later. If you don't see an answer to your question, please e-mail us
and we will answer you directly and the response will appear here too!
May 16, 2011
How do I handle
a deductible for a client.
(A): Simply make a
treatment type called Client Deductible and click on the Charge All To
Client box. Save this new treatment type. Next time a client has a
deductible, choose this treatment type, enter an amount and you are
I keep getting
a strange error when I batch build invoices. The error says that a
table or backup file doesn't exist.
(A): Norton anti virus may
be involved. If you use Norton, it will try and scan all files as they
are created and sometimes it slows or stops batch routines
because of this. Contact us for a work around.
I have a repeat
client that has been with us for a while. We have recently upped our
charges but when I click New, the old price shows. What is wrong? (A):
looks for the previous treatment type and cost when you click new.
Simply click new BUT then, re-choose the same treatment type and the
new price will pop in. You only need to do this once.
What do you
recommend for data security? (A):
You need a good
solid anti-virus program, especially if you are live to the web with a
high speed connection. We recommend either AVG
but there are lots of other ones including ones that are free for
personal use. In house we use McAfee as it tends to be a little less
invasive than Norton and your programs seem to run a little faster. If
you want to improve your execution speed you can exclude SimplyPhysio
files from being checked for viruses. These SimplyPhysio files have a
".dat" or dot dat extension. directory. As always, keep good backup
copies on a daily basis and store a complete backup offsite.
I backup my
data to a ZIP disk every night. Lately, it has taken more than one disk
and I wanted to know why. When I checked the BackupClinic1
sub-directory I noticed it had all my daily backups stored here. Do I
need all of these? (A): If
you use the built-in SimplyPhysio Utilities Backup, each backup may be
5 or 6 megs in size so it doesn't take long to have a lot of backups
stored here. I would suggest deleting most of these as they aren't
needed. Keep the most recent backup as well as the most recent Friday
backup. You can also keep the end of month backups and the end of year.
To find these specific backups, the filenames are the key where C1 is
the clinic name, the next two digits are the year then the month then
the day and then the hour of the backup as per a 24 hour clock. So for
example, C104120913.bck would be clinic # 1, 2004, Dec 9th at 1 o'clock
in the afternoon.
other option is to move all but the most recent backup and last
Friday's backup to a new directory that you create, but don't include
them in any daily ZIP disk backup OR
copy all these backups to a ZIP, put it away and then delete them from
the BackupClinic1 directory.
version is 4 but the datafiles and program files are still stored in
directory. Is this an error? (A):
It is simply better to keep a single directory for all your
SimplyPhysio information instead of bulking out your hard drive with
multiple versions and data formats.
"I want to keep
my clinic running as smoothly as possible and avoid any possible
disasters. What can/should I be
1) You need to make sure
computer is protected from viruses as much as possible. The two main
anti-virus programs are sold by McAfee and Norton. We tend to prefer
McAfee as it is a little less intrusive and allows programs to run a
little faster while still having great security. Keep your anti-virus
signatures up to date, at least bi-weekly.
2) Make sure you maintain
and take them offsite. The new backup utility system allows you to
backup as often as hourly but does so to your hard drive only. We
recommend you backup to a ZIP drive, CD burner or similar at least
daily. You should backup the C:\SP3\BackupClinic1
if you are running dual clinic mode) as well as the MyDocuments folder
too plus any other directories you need.
3) Get a UPS. An
supply makes sure that your database avoids corruption by always
ensuring the power going to your computer is "clean". And should your
power fail altogether, it makes sure your system shuts down correctly,
closing all files cleanly, etc. We have several clinics that have had
power problems that were barely noticeable but treadmills and the like
were causing the power to "brown" out briefly.
received version 3.9 and it looks great! Can you tell what reports I
should run and save on a daily basis? a: I would run a list
of all the transactions for the day as well as all payments received
for the day. REPORTS -> FINANCIAL REPORTS -> TRANSACTION
LISTINGS -> TRANSACTION LISTING BY DATE and run it for today.
Then run REPORTS -> FINANCIAL REPORTS -> DEPOSIT BOOK by
PAYMENT TYPE for the day.
"Is it possible
to run SimplyPhysio for multiple clinics but share the same data?" a:
Yes, the latest version can be run using the Internet as the network.
Whether your clinics are in the same town or Tuktoyaktuk and Yarmouth
makes no difference. There are speed issues that are related to the
Internet and some initial setup costs of a dedicated server are
required. Contact us for more information.
are the passwords again?" a: The password for editing and deleting is:
"admin" and the password for the Administration options is 'master;.
Note: Passwords are case sensitive.
is great! I just have a question: Our logo does not
appear on our receipts or invoices. The logo.bmp file is in
the Data0 directory, but it isn't printing on the invoices or
receipts. Is there something I can do to add the logo?" a)
Provided you have made a logo that fits within the dimensions of 450
pixels wide by 80 pixels high and is located in the Data0 data
directory, you can do the following:
Go to the Enter/Edit Info screen. 2) Click on the "Clinic Data" tab. 3)
Click the "Edit" button. 4) In the last entry box down the screen
5) Click "Save" Voila!
you are running dual-clinic mode, and want to have a different logo for
your second clinic, save the new logo in C:\sp3\data1\logo.bmp
and make sure that point 4 above use the new logo location.
more info see your manual. Note: You can use ANY image editor to create
your logo, even the Paint program that comes free with all operating
systems (Win95, 98, ME, XP, etc.)
"I have a
patient who wants to prepay for the week. What do I do?" a) You can
simply pre-enter the transactions for the client as if they have
already received treatment even if these dates are in the future. Then
build an invoice for the period they want to prepay and apply their
"Our clinic has
many clients with the same last name. Sometimes there are the
equivalent of 20 John Smiths in the list to choose from and it is hard
to tell which one we are to use. What can we do?" a) Although there is
room for a middle initial in the client setup screen, it is not used
anywhere else. We suggest you skip using the middle initial there and
simply add it to the end of the first name as in: John E. or John H. If
this still isn't unique enough, you can add a second initial.
"We use a
colour ink-jet printer and it is very slow. Is there anything we can
do?" a) Your best printing solution is a always a laser printer. You
will save a lot of money on ink and you will print your invoices and
receipts at 10 to 20 times faster! In the mean time, you can remove the
colour cartridge from your ink jet and just print in black and white or
if there is only a single combo-cartridge you can often disable
colour-printing by setting the properties for the printer under: Start
- Settings - Printers then right click on your default printer, click
on properties and disable colour-printing. See your Windows
or printer manual for more.
"When I ran my
backup last night, I received a list of errors that appeared to be
related to SimplyPhysio. The form of the error is: Error:
C:\SP3\Data0\AgedMaster.dat - busy and the list goes on for all
SimplyPhysio files. What is wrong? a) The error message is a Windows
error message and the word "busy" is the key. It means the file or
files were in use when the backup was running. If all the files were
listed it is likely that SimplyPhysio was not shut down prior to
running the backup. Simply make sure all programs are shutdown before
running the backup next time.
"I have a
client with a new MVA claim for a neck injury. He is also a current
client receiving treatment for a recurring knee problem. Should I start
another claim for the MVA? a) Yes, anytime you start a new
treatment, unrelated to the original claim, you should start a new
claim. Remember, there is no harm in having multiple claims
and it makes it easier to track the outcome of a particular treatment
course. Use the claim keywords field to help you tell one claim from
"How do I get a
list of transactions made during a certain day?" a) You can list
transactions for any time period you choose (daily, weekly, monthly,
other) and you can have them printed in alphabetical order by client
and date or by chronological order by date. Click on Reports -
Financial reports - Transaction Listings and choose by date or by
customers can the database hold?" a) The database will hold at least
200 millions clients with all their claims, invoices and payments so
you have lots of room to grow.
"How many years
does the program keep on file?" a) All years are kept. You can actively
search or run reports on any historical information you like.
"Is it possible
to run 2 networked computers on the same program?" a) Yes, you can have
several computers networked and running SimplyPhysio. SimplyPhysio uses
what is called a peer-to-peer networking model which means that all
connected computers share a common set of client files equally. i.e..
versus having a dedicated server connected to many client machines.
"Is it possible
to run multiple clinics over a network or the Internet?" a) Yes, we can
custom setup a common set of datafiles for use over the Internet and
accessible by up to 5 clinics simultaneously.
"If I enter
data in the demo program, will I have to re-enter it again if we decide
to use SimplyPhysio." a) No, the demo program is a fully functional
copy of the software. You can use our sample data or you can use your
own or you can use a combination of both. We do provide you with a
function (password protected of course) that will enable you
to remove all data dealing with transactions/treatments, claim
information, invoices and payments. Client data can be removed manually
but it is a very quick and simple procedure.
"You say the
database is different from Careware. Would this mean that I could run
Corel Quattro Pro with SimplyPhysio without my programs locking up?" a)
Yes, SimplyPhysio Version 3 uses a highly advanced database engine that
is totally unrelated to the Borland Database Engine (BDE) so there are
no conflicts. Even SimplyPhysio Versions 1 and 2, using the latest BDE
do not have any conflicts.
bulk-printing out monthly
invoices does it print only the active clients or will it print all
with a non-zero balance?" a) Bulk printing monthly (or any other time
period) invoices will only print invoices that have not already been
printed (unless you want to) or invoices that have a balance
outstanding. Invoices that are paid in full will not print unless you
need them to.
"Can you print
out invoices daily or only monthly?" You can print invoices for any
time period you choose, daily, monthly, yearly, even multiple years.
"I have a small
practice and only see about 50 clients a week. Is it worthwhile to use
a program like SimplyPhysio to manage my clients and billings?" Even
with smaller numbers of clients, SimplyPhysio will free up time you
currently spend on paperwork allowing you to spend more time with your
family, your clients or even on yourself.