User Manual - Administrator Role

Overview

Administrators have full access to all features of the Practice Management System. This manual covers all modules and features available to administrators.

Table of Contents

• Getting Started

• Dashboard

• Client Management

• Appointment Management

• Practitioner Management

• Service Management

• Contact Notes

• Visit Notes

• Health Plans

• Settings

Getting Started

Login

• Navigate to the login page

• Enter your email address and password

• Click "Login"

!Login Page

After successful login, you'll be redirected to the Dashboard.

!Dashboard After Login

Dashboard

The dashboard provides an overview of your practice with key statistics and upcoming appointments.

!Dashboard

Key Features:

• Total Clients count

• Today's Appointments

• Upcoming Appointments (next 7 days)

• Subscription Status

Navigation Menu

The navigation menu provides quick access to all modules:

!Navigation

Available menu items:

• Dashboard

• Clients

• Appointments

• Practitioners

• Services

• More (Health Plan Templates, Settings)

Client Management

Viewing Clients

Navigate to Clients from the main menu to view all clients.

!Clients List

Features:

• View all clients in a table format

• Search clients by name, email, or phone number

• Quick access to client details

Searching for Clients

The client list includes a powerful search feature to quickly find specific clients:

• Enter a search term in the search box (searches name, email, and phone)

• Click "Search" or press Enter

• The list will filter to show only matching clients

• Click "Clear search" to return to the full list

!Client Search Box

Search Examples:

• Search by first or last name: "John", "Smith"

• Search by email: "john@example.com" or partial "john@"

• Search by phone: "555-1234" or partial "555"

• Search is case-insensitive and matches partial text

!Active Search Results

Performance Note: The search uses an efficient DynamoDB index and can handle tens of thousands of clients without performance issues.

Creating a New Client

• Click "Add New Client" button

• Fill in the client information:

- First Name
- Last Name
- Email
- Phone
- Additional Notes

• Click "Create Client"

!Client Create Form

Client Details

Click on a client to view their details page.

!Client Details

Quick Actions Available:

• View Contact Notes

• View Health Plans

• Edit Client Information

!Client Details Actions

Contact Notes

Contact notes allow you to document general interactions with clients.

Viewing Contact Notes

From a client's details page, click "View Contact Notes" to see all notes for that client.

!Contact Notes List

Creating a Contact Note

• Click "Add Note" button

• Fill in the note form:

- Note Type (General, Phone Call, Email, Meeting, Other)
- Category (optional)
- Note Content
- Tags (comma-separated)

• Click "Create Note"

!Contact Note Create

Appointment Management

Viewing Appointments

Navigate to Appointments from the main menu.

!Appointments List

Features:

• Filter appointments by date

• View appointment details

• Schedule new appointments

Creating an Appointment

• Click "Schedule Appointment"

• Select:

- Client
- Practitioner
- Service
- Date & Time
- Status

• Click "Schedule Appointment"

!Appointment Create

Visit Notes

Visit notes allow you to document specific appointments using SOAP notes format.

Viewing Visit Notes

From an appointment's details page, click "View Visit Notes" to see all notes for that visit.

!Visit Notes List

Creating a SOAP Note

• Click "Add Visit Note"

• Fill in the SOAP sections:

- Subjective: Patient's description of symptoms
- Objective: Observable findings
- Assessment: Clinical assessment
- Plan: Treatment plan

• Click "Create Visit Note"

!SOAP Note Create

Health Plans

Health Plan Templates

Navigate to More > Health Plan Templates to manage plan templates.

!Health Plan Templates

Creating a Template

• Click "Create Template"

• Fill in template details:

- Plan Name
- Category
- Visit Frequency (per week)
- Duration (weeks)
- Description
- Goals (one per line)
- Price

• Click "Create Template"

!Health Plan Template Create

Assigning Plans to Clients

• Navigate to a client's details page

• Click "View Health Plans"

• Click "Assign Plan" button

• Select a template and set start/end dates

• Click "Assign Plan"

!Health Plan Assign

Viewing Plan Details

Click on a plan to view detailed information including progress and milestones.

!Health Plan Details

Features:

• View plan progress (visits completed/total)

• Track milestones

• Update progress

• Mark milestones as complete

Practitioner Management

Viewing Practitioners

Navigate to Practitioners from the main menu.

!Practitioners List

Creating a Practitioner

• Click "Add Practitioner"

• Fill in practitioner information:

- Name
- Title
- Bio
- Link to User Account (optional)

• Click "Create Practitioner"

!Practitioner Create

Service Management

Viewing Services

Navigate to Services from the main menu.

!Services List

Creating a Service

• Click "Add Service"

• Fill in service details:

- Service Name
- Duration (30, 45, 60, or 90 minutes)
- Price
- Description

• Click "Create Service"

!Service Create

Settings

Practice Settings

Navigate to Settings from the main menu.

!Settings

Features:

• Update practice name

• Update contact information

• Manage practice address

Widget Configuration

Click "View Widget Code" to access the embeddable booking widget configuration.

!Widget Configuration

Features:

• Copy widget snippet

• Preview widget

• Customize widget settings

Logout

Click "Logout" in the top navigation to securely log out of the system.

!After Logout

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Note: All screenshots are generated automatically during testing. If a screenshot is missing, it may indicate that the feature is still under development or the test needs to be run.