Sycle.net Implementation Guide SIGN UP: Sycle.net sign-up form

Transcription

1 Sycle.net Implementation Guide Sycle.net is designed to be easy to use. The following steps will guide you quickly and easily through the set-up process. SIGN UP: To locate the sign-up page, go to: Click on the sign-up link and complete the sign-up form. Once we have received your sign-up information, we will create your clinic(s) and you your login and password information. There are two documents attached to your for you to sign and return via fax to Sycle.net. No credit card or bank information is required to sign-up. Sycle.net sign-up

2 INTERNET BROWSER: Sycle.net has been optimized for Internet Explorer 5.0 or greater. Some features and functions will not work with other browsers. If you are not running Internet Explorer (IE) you can download it for free by going to: Also, you can make Sycle.net your default landing page by selecting the following in your browser: Under Tools, select Internet Options ; under the General tab s home page option, type in Click on Apply then OK and Sycle.net will automatically load as your start page when you open your browser. ADDING STAFF MEMBERS: After you complete your sign-up form, Sycle.net will your clinic login information to you. Enter your username and password. This will take you to the main appointment page in your clinic(s). Select the Administration tab (large grey tab located underneath the Sycle.net heading at the top of the page). Once on the Administration page, scroll down the left hand side until you see the staff subcategory. You may edit existing staff members or click on the link: Create a new staff member. Sycle.net Administration Page

3 ADDING STAFF MEMBERS (Cont): Enter your staff member s information (see figure below.) Pay special attention to Title and Provider Title since this information will be sent in mailings. Select the clinics they will work in and their function: Reception, Administrator, Provider, and Owner SETTING SECURITY AND ACCESS PRIVILEGES: Security privileges are defined in the staff set up. Simply check or uncheck the boxes located underneath the privileges subheading. When choosing their privileges, take extra care selecting what that staff member will have access to. View All Providers Reports will allow access to all of your clinic reports; Admin will allow the staff member the highest level of security, the Administration section of your clinic. Enter the staff members working hours. You should customize your username(s) and password(s). We recommend using an alphanumeric password.

4 CLINIC SET UP: Click on the edit button next to the clinic name located in the clinic subcategory on the left hand side of the Administration Page. Verify the address, phone numbers, and address as well as set the hours of operation for your clinic(s). This address will be the return address printed on any marketing materials for this clinic.

5 CUSTOMIZING YOUR CLINIC: All features listed in the administration subcategory can be customized. APPOINTMENT TYPES: This area allows you to create and delete appointment types for each clinic, as well as define their length of time and the color in which they will appear on the schedule. You may choose colors to designate specific appointments, such as sales opportunities.

6 CUSTOMIZING YOUR CLINIC: (Cont) DISCOUNT TYPES: This allows you to create discount types, assign a percentage discount, or a set a fixed or variable dollar figure. You can create as many as you like. WARRANTY / SERVICE PLANS: This area allows you to create any service or extended warranty plans you wish to offer, including the time, coverage, and cost of the plan. SERVICE TYPES: This area allows you to set up any (diagnostic) services you provide and charge for. ACCESSORY TYPES: This area allows you to include accessories and ALDS, and list their prices in the clinic s inventory. EARMOLD TYPES: The default setting is Hearing Aid Earmold, you can add new earmold types in this area. REFERRAL SOURCES: You can choose to use or deselect the default referral sources as well as add any additional referral sources. REFERRAL SUBCATEGORIES: You can further customize your referral sources by adding subcategories. For example, you can choose newspaper as your referral source and add the name of your local newspapers in your referral subcategories. INSURANCE COMPANIES: This area allows the user to enter insurance companies which are frequently used. PHYSICIAN BACKFILL: Allows the administrator to record the names of physicians who have referred patients. New entries will appear in the Referral Source when making a new appointment.

7 CUSTOMIZING YOUR CLINIC: (Cont) HEARING AID PRICES: This area allows the administrator to utilize pull down menus to set up the retail and wholesale price for hearing aids. DATABASE BACKUP: Clicking on database backup allows the user to download their entire database into an Excel document to their desktop. EXPORTING YOUR DATABASE: To help with Data Transfer we provide a link to a database download template: You can add fields to the template that correspond to the fields that are currently in your database. When you have finished selecting applicable fields and adding new fields, click on the download template button to download an Excel document to your desktop. You can now match fields with your database and export your database as a CSV file (comma delimited). Once downloaded, you can mail Sycle.net a CD or floppy disk with your information: 275 Shoreline Dr., Suite 120, Redwood City, CA 94065, or you can us your database - database@sycle.net. EMBEDDING YOUR LOGO: Send Sycle.net your logo so we can embed it in your clinic s viewable online pages. Your logo will also appear on your printable receipts and any mailing material. You can send us your logo via in a PDF or JPEG format to teamsycle@sycle.net. If you prefer, mail us a sample of your letterhead, which we will scan for you. Please send your letterhead to: 275 Shoreline Dr., Suite 120, Redwood City, CA

8 TRAINING: Sycle.net offers a User Guide which can be downloaded by going to: Additionally, we will arrange to train you and your staff over the phone. We recommend grouping your staff at one computer work station with a speaker phone. Sycle.net is easy to use and easy to learn most people feel 99% proficient after a one-hour training session. Of course you can continue to call us with questions or you can us using the feedback link located in the upper right hand corner of every page. SUPPORT: Support is available from 7am to 7pm Pacific Time. For assistance, please call SYCL (7925). DSL OR HIGH SPEED CONNECTIVITY: You can run Sycle.net from a 56k dial up modem. However, we recommend a DSL or a cable connection. When contracting DSL, the cheapest service option will work: ask for ADSL Residential. We suggest contacting these three national DSL providers: Speak Easy: Phil Peerman Business Sales ext. 306 peerman@speakeasy.net Earthlink: Jason Long Business Sales ext longej@corp.earthlink.net Covad: Robert Stinson Internet Solutions Consultant ext rstinson@covadsales.com If DSL is not available in your area from a national carrier then we recommend that you contact your local phone and cable companies. We have seen promotions in the Wall Street Journal advertising DSL for as low as $25.00 per month (one was from SBC).