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

1. Getting Started
2. Dashboard
3. Client Management
4. Client Forms
5. Appointment Management
6. Practitioner Management
7. Service Management
8. Contact Notes
9. Visit Notes
10. Health Plans
11. Policies
12. Reports
13. Subscription Management
14. Settings
15. Onboarding

Getting Started

Login

1. Navigate to the login page
2. Enter your email address and password
3. Click "Login"

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

Dashboard

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

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:

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.

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:

1. Enter a search term in the search box (searches name, email, and phone)
2. Click "Search" or press Enter
3. The list will filter to show only matching clients
4. Click "Clear search" to return to the full list

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

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

Creating a New Client

1. Click "Add New Client" button
2. Fill in the client information:
   • First Name
   • Last Name
   • Email
   • Phone
   • Additional Notes
3. Click "Create Client"

Client Details

Click on a client to view their details page.

Quick Actions Available:

• View Contact Notes
• View Health Plans
• Edit Client Information

This page also shows any submitted client forms and linked appointments.

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.

Creating a Contact Note

1. Click "Add Note" button
2. Fill in the note form:
   • Note Type (General, Phone Call, Email, Meeting, Other)
   • Category (optional)
   • Note Content
   • Tags (comma-separated)
3. Click "Create Note"

Client Forms

Client forms capture structured intake data and can be linked to services.

Viewing Client Forms

Navigate to Client Forms to see all available forms.

Viewing Form Details

Click a form to review its fields and version.

Creating a Client Form

1. Click "Create Form"
2. Add fields (text, date, phone, dropdown, etc.)
3. Save the form

Appointment Management

Viewing Appointments

Navigate to Appointments from the main menu.

Features:

• Filter appointments by date
• View appointment details
• Schedule new appointments

Creating an Appointment

1. Click "Schedule Appointment"
2. Select:
   • Client
   • Practitioner
   • Service
   • Date & Time
   • Status
3. Click "Schedule Appointment"

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.

Creating a SOAP Note

1. Click "Add Visit Note"
2. Fill in the SOAP sections:
   • Subjective: Client's description of symptoms
   • Objective: Observable findings
   • Assessment: Clinical assessment
   • Plan: Treatment plan
3. Click "Create Visit Note"

Health Plans

Health Plan Templates

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

Creating a Template

1. Click "Create Template"
2. Fill in template details:
   • Plan Name
   • Category
   • Visit Frequency (per week)
   • Duration (weeks)
   • Description
   • Goals (one per line)
   • Price
3. Click "Create Template"

Assigning Plans to Clients

1. Navigate to a client's details page
2. Click "View Health Plans"
3. Click "Assign Plan" button
4. Select a template and set start/end dates
5. Click "Assign Plan"

Viewing Plan Details

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

Features:

• View plan progress (visits completed/total)
• Track milestones
• Update progress
• Mark milestones as complete

Policies

Policies allow you to manage compliance documents and track acknowledgments.

Viewing Policies

Navigate to Policies to see all active and inactive policies.

Viewing Policy Details

Open a policy to review versions and acknowledgment status.

Reports

Reports help you analyze appointments, clients, practitioners, and services.

Reports Dashboard

Appointments Report

Filter by date range and export when needed.

Subscription Management

Manage your practice subscription including practitioner slots and billing.

Viewing Subscription Details

Navigate to Subscription from the main menu to view your current subscription status.

Features:

• View subscription status and billing information
• See current practitioner count and limits
• Manage subscription quantity (practitioner slots)
• Payment method and billing history

Managing Practitioner Slots

If you need to reduce your practitioner slots, you'll be directed to select which practitioners to keep active.

Process:

1. From the Subscription page, view your current practitioner count
2. To increase slots, update the practitioner count and confirm the change
3. If reducing slots, select which practitioners to keep active
4. Confirm changes - they will be reflected on your next billing cycle

Practitioner Management

Viewing Practitioners

Navigate to Practitioners from the main menu.

Creating a Practitioner

1. Click "Add Practitioner"
2. Fill in practitioner information:
   • Name
   • Title
   • Bio
   • Link to User Account (optional)
3. Click "Create Practitioner"

Service Management

Viewing Services

Navigate to Services from the main menu.

Creating a Service

1. Click "Add Service"
2. Fill in service details:
   • Service Name
   • Duration (30, 45, 60, or 90 minutes)
   • Price
   • Description
3. Click "Create Service"

Settings

Practice Settings

Navigate to Settings from the main menu.

Features:

• Update practice name
• Update contact information
• Manage practice address

Widget Configuration

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

Features:

• Copy widget snippet
• Preview widget
• Customize widget settings

Website Settings

Configure your public practice website, including slug, template, and publish status.

Features:

• Set your website slug and preview the public URL
• Choose a design template and view live demos
• Publish or unpublish the site

User Management

Manage practice users and roles from the Users page.

Invite new users with role-specific access.

Onboarding

New practices can follow the onboarding flow to set up core data.

Logout

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

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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.