Clinics provide health services directly to consumers.

Some key business processes

1. Specialists provide services

   1. They normally have a calendar of attendance

   2. They may price their services differently to others with the same speciality

   3. They may not offer all services offered by others with the same speciality

   4. They may

      1. Pay rent for room space regardless of bookings

      2. Pay a % of what they invoice to customers

      3. Get paid when they complete a service

   5. They will have a “Healthcare Provider Number” on their person

2. Customers purchase services

Point of Sale

1. Can capture persons details including Health Fund Membership

2. AutoPosLogin role has “IsSalesManager” > 9 then POS will default to the logged in user

3. Shopping Cart Status - Green Tick indicates a booking exists

Book Services

Passive Services

1. Select a service

2. Choose a date

   1. If other services in the cart have a date it will default

   2. if the time is significantly different to other bookings same date will alert user

   3. If a qualification survey is required (Type Appointment Qualification)

3. Added to the cart

4. Deposit Amount shows

Active Services

Active Services

1. Require selection of a Therapist to determine possible dates

2. otherwise same as passive

Therapy Packs

If A pack is the same service as a pack in the cart then the deposit is not active for that service

1. purchase a sauna (deposit shows)

2. Add a pack of 5 > deposit is removed from other Sauna item in the pos

Bundles

Bundles when added explode to see the services that have been added

• Bundle has the revenue in the POS

• Services do not have separate prices in the POS

Customers Bundles use

1. Once a bundle has been purchased - they are listed on the person

   1. Bundle, purchased, used, Date purchased, expiry date

Booking Wizard

Booking Wizard goes through

1. Selection of an area / Areas

2. Selection of a therapist (if required)

3. Selection of a date

4. Tick “book another date” > adds another booking to the Wizard

Customer Receipt

A4 emailed receipt

Header information to include ref#, customer name, date and time, clinic address, person who served them etc.

POS receipt layout

Also used for layout on phone

Setups Required

Services

• Services can require a Therapist

• Services can require a room

• Services can imply a certification requirement

• “Featured” services will list in the most popular services lists

Services Pricing

Deposit is a global setting on Host Company

Packs

Can sell “Packs” at discounted prices based on a Quantity with expiry months - examples

• 2 pack must be used in 2 months

• 5 pack must be used in 4 months

Bundles

Bundles are Packs of multiple services and come with expiry months

Memberships are Recurring bundles

Surveys

Surveys are groups of questions - that group together sets of questions

Sets of Questions

Questions are setup in sets that can be used across many surveys

Appointment (Qualification )

1. eg - services where the customer must confirm they are not pregnant

Appointment (Assessments)

1. May be a number of questions

2. Note - some question sets may have been answered in a previous session and allowed not to be repeated.

Venues - Admin - General - Venues

The Venue is of type Clinic

A venue has a number of Areas (Rooms)

• The areas have types (Therapy room or Reception)

• Some require a certificate and may have notes

Add an Area (Room) - click on + beside Areas

Enter Name and select Type and enter Notes and select Certificate if applicable and click on Save Area

Edit an Area (Room) - double click on an Area

Alter Name , select Type of room , alter the notes , select another certificate (or none) and click on Save Area

Certificates - Admin - Community - Certificate and SOP Definitions

Master List of Certificates

Add a Certificate - click on Certificate and SOP Definitions

From Properties - enter Name , Applies to (People or Services) , Category (Therapy or Admin) , Implies and Save

Edit a Certificate - click on Certificate and SOP Definitions

Double click on a cerificate in the list and alter Name , Applies to: , Category and Implies

Save

Certificates linked to people

Bring up an employee you want to link to a certificate

Click on the Person - Person Details

Click on Certificate tab

Select the Certificate to link from the dropdown

Tick Can Teach (if they can teach) , enter a certificate number if applicable and Save Training

A person can have more than one Certificate

Services - Admin - Services - Services

Add a Service

On the General tab - Clear

Enter Item Code , Name Style , select Category , Special Type - Therapy , Buy/Sell - select Sell , Duration in minutes , RRP and Save

Extended Attributes - Therapies / Rostering / Scheduling

Select Certificate

Tick - Person/therapist is required (if applicable)

Tick - Room/locations is required (if applicable)

Save

Some Services are passive in that only a room is required

Other Services are active in that only a person/therapist is required

Some Services will require a room and a person/therapist

Certificates can also apply to Services

• The service may require a room

• The service may imply a certificate

Therapy Guest Role

Add Therapy Guest Rold to Debtor Relation

Credit Card Processing Secure Feature

Add "Credit Card Processing" secure feature to "Therapy Guest" role:

Rosters

Rosters are for Roles in Rooms

• Date

• Times

• Person

• Room

Specialists have Roster Patterns

Setting up roster patterns

An individual may have multiple roster patterns

examples

1. PersonA Therapist Availability

   1. PersonA has the same pattern Mon to Friday (Tuesday and Thursday only)

   2. PersonA has one pattern for WeekendsA and one for WeekendsB (as they only work Saturdays every 2 weeks)

2. Passive Therapies - eg Sauna (no therapist required) - common to setup rosters 12 months in advance

   1. Do have a room

   2. Do not have a person

3. Semi Active Therapy - eg Cryo (no therapist with you but needs supervision)

   1. Require both a person and a room

4. Active Therapy - common to have rosters setup 4 months to 12 months advance

   1. Require both a person and a room

Manual Therapists

Using Roster Patterns

Roster Patterns Create Rosters

1. Can clear all

2. Can clear a day

The Money Flow

Customers include

1. Individuals booking sessions for themselves or others, purchasing products or gift cards

2. Companies purchasing memberships for their individuals

There are a couple of fundamental points to make

1. Some therapists are employees

2. Some therapists are visitors that pay rent

3. Some therapists are visitors that pay rent and a % of their income

4. All therapists only earn when they deliver the service

Sales include

1. Sales of products > money is earned when the products ship

   1. Immediately when in store > DPP (Vs payment method)

   2. When shipped / picked up if on the web

      1. Deposit collected when online > DPP line to sales deposit account (vs bank)

      2. Invoice created on shipping or pickup and payment allocated (vs bank and/OR sales deposit account)

2. Sales of Therapies

   1. Deposit is non refundable - and hence earned as it is sold

      1. DPP for amount of deposit to Sales deposit account (vs Bank)

   2. Bundle payment is not earned until expiry date

      1. Payment collected and allocated to Sales deposit account (Vs Bank)

      2. On expiry date > amount moved to revenue account (expired bundles) - need a monthly process here

   3. Therapy delivered

      1. Value of therapy to revenue account (DPP vs Bank / deposit account)

         1. Some or all of the payment may be from deposit account (if deposit paid or part of a bundle)

   4. Payment to Therapists

      1. Based on therapies delivered

         1. Calculation of amount to pay less room rentals over a period (CPP RCTI)

Summary of Journals Created

Screenshots of example Journals

Sale to a customer of a deposit (30%) for a therapy ($100).

Customer attends and pays the balance of the therapy

Customer misses the session

Deposit Expires

Customer Credit of Deposits

Payment of the Therapist (Therapy less rent)

Money Flow Diagram