Welcome to SimplyPhysio!

(Q): 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 done!

(Q): 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.

(Q): 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): The system 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.

(Q): 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 or McAfee 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.

(Q): 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.

An 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.

(Q): The latest version is 4 but the datafiles and program files are still stored in the C:\SP3 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.

(Q): "I want to keep my clinic running as smoothly as possible and avoid any possible disasters. What can/should I be doing.

1) You need to make sure that your 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 good backups 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 (and C:\SP3\BackupClinic2 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 uninterruptible power 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.

(Q): "I just 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.

(Q): "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.

(Q): "Sorry, what 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.

(Q): "SimplyPhysio 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:

1) 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 enter: C:\sp3\data0\logo.bmp 5) Click "Save" Voila!

IIf 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.

For 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.)

(Q): "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 payment.

(Q): "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.

(Q): "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.

(Q): "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.

(Q): "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 another.

(Q): "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 client.

(Q): "How many 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.

(Q): "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.

(Q): "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.

(Q): "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.

(Q): "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.

(Q): "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.

(Q): "When 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.

(Q): "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.

(Q): "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.

Welcome 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!