Service Minder Plus Features/Helpful Hints

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1 Service Minder Plus Features/Helpful Hints NOTE: These items will be addressed during the training sessions. This document is meant to be an overview resource for after completion of training. General Access to Service Minder Plus Modules: Employee access to Service Minder, Market Minder and EMAR is configured in Employee set up. Employees who have access to multiple modules will use tabs to change modules. Home Screen: Each Module has a home screen which contains buttons for easy access to the main areas of that module. The buttons will vary by module. Clicking on the Introduction tab from the Service Minder or Market Minder home screen will take you to the Eldermark Training Center. Menu items: EMAR and Service Minder Market Minder The items listed under the menus vary by the module you are using at the time of selection.

2 Service Minder File Menu: Resident opens Resident Care Management. When you select items from the File menu you will see a listing of all records for all residents in the first three sections. If you want to view records for a specific resident, open Resident Care Management and highlight the resident from the listing before you click on the file menu. When you see after an item, that means you will have additional items to select from when you click on it. Other Tables is primarily used by database administrators and Eldermark Staff. Switch to Facility allows you to change to a different building if you have access to multiple companies. Setup opens the database setup items. Note: There are shortcut keys to open some of the items listed. They are displayed on the righthand side. Automated backups are scheduled to be completed daily. Database administrators can run a backup at any time. Market Minder File Menu: The Market Minder database is shared by all companies in the database. Change My Default Facility: When you click on this, you are prompted to select your default or primary facility. Setup opens the database setup items. Service Minder Plus Features/Helpful HInts Revised 12/12/11 2

3 Market Minder Contact Mgmt Menu: From this menu you can open the main functions of Market Minder. Everything on this list except Competition Notes is accessible via the buttons on the home screen. EMAR File Menu: Resident opens Resident Care Management. When you select items from the File menu you will see a listing of all records for all residents in the first section. If you want to view records for a specific resident, open Resident Care Management and highlight the resident from the listing before you click on the file menu. When you see after an item, that means you will have additional items to select from when you click on it. Other Tables is primarily used by database administrators and Eldermark Staff. Switch to Facility allows you to change to a different building if you have access to multiple companies. Setup opens the database setup items. Note: There are shortcut keys to open some of the items listed. They are displayed on the righthand side. Automated backups are scheduled to be completed daily. Database administrators can run a backup at any time. Service Minder Plus Features/Helpful HInts Revised 12/12/11 3

4 Listing Screens: Throughout Service Minder Plus you will see a variety of record listing screens. The content listed will vary depending on where you are in the program. The general functionality is the same. From the listing screens you can add, delete, sort, filter, find, export and print. Some areas of the program have additional options. Note the differences in the screens below. Service Minder/EMAR: Resident List: Market Minder Prospect List: Service Minder Plus Features/Helpful HInts Revised 12/12/11 4

5 Listing Headings: When viewing a listing anywhere in the program, click on any blue heading to sort. Right click on any heading to Sort Ascending or Sort Descending, Query records or Copy Column. Sort Ascending: Sort A to Z or smallest number to largest number Sort Descending: Reverse of Sort Ascending Query: Is used to search for specific records and shorten the list you are viewing. You can query on most columns. When you select Query, the following window opens: Enter a query for this will change depending on the column you are on when you select Query. If you are searching in a column with words, type in a few letters of what you are looking for. sign is a wild card. If you type it at the beginning of the query, it will find the word anywhere within the description. If you are searching on a date column you can enter a date range 01/01/10 to 01/20/10 or a month 02/2010. Query all Records: The query or search will be for all records in the listing. Query within selection: If you already have a shortened list and want to narrow it down it further, select query within selection. Add found records to current selection: If you have a shortened list, use this to add additional records back to the list. Once you have your criteria completed, click on Query to decrease/increase the records in the list you are viewing. Service Minder Plus Features/Helpful HInts Revised 12/12/11 5

6 Wild Card Fields: All listing screens contain three columns that you can determine the data that is displayed. These columns will have an asterics (*) in the heading when nothing is selected and are the last 3 columns on the screen. Display a Field From : For the Headings with the * you can select what you want to display in that field. This information will display on the screen, can be set up specifically for each user and can easily be changed. The selected fields information will also print on the listing reports for a quick, easy report. To display items right click on the column heading Click on a choice under Display a field from. Note: The list of areas changes base on the section of the program you are in. If Resident is selected you will see a list of fields from Resident Care Management. Click on the field you want to view. In this example Advanced Directives was selected. (see below) Now advanced directives are displayed. Service Minder Plus Features/Helpful HInts Revised 12/12/11 6

7 Viewing items in the wild card columns is an easy way to check a particular piece of information for all residents. Additionally, when you print the listing report, information in the wild card columns will print on the report. If you want a report that contains some of the columns in the listing but not all, you will copy the data and paste into Excel. Copy Column and Append to Copied Column: These options can be used to copy and paste information into Excel instead of using the Export feature. When you right click on a column heading you have the option Copy Column. Click on this to copy everything in the column. When you right click on the next column you have the option Append to Copied Columns. Click on this to copy additional columns from the listing screen. Note: When pasting into Microsoft Excel, the columns will paste in the order they were copied. To create a report of standard information from a listing screen and more than three additional items, once you have copied the items in the three wild card columns, change one to the wild card columns to the additional item and copy it using the Append to Copied Columns option. Bottom of the Listing Screen: Action Tool Bar Resident Listing: Prospect Listing: Service Minder Plus Features/Helpful HInts Revised 12/12/11 7

8 The tool bar is located at the bottom of each listing in Service Minder. The buttons available are consistent throughout Service Minder Plus. The Find and filter options will have some variations depending on where you are in the program. Filters: The listing screens have various filter options, depending on the list you are on. Use these options to narrow down the items you are viewing. Standard Buttons: New: Click to add a new record. Delete: Click to delete a highlighted record. Note: There are instances where items cannot be deleted from the program. You will get a warning message if you try to delete one of these items. All: If you have a shortened list of records showing on the screen, click on the All button to refresh the display of records to the complete list. or Find: Use to find records. Clicking on this button and entering the resident s name in the Find Value field will work the same as using the Find field at the bottom of the listing screen. Note the items in Query Fields are the same group of items that will work in the Find Field box when searching. The searchable fields vary by listing. Type a few letters of what you are looking for in this field to bring up a shortened list. Service Minder Plus Features/Helpful HInts Revised 12/12/11 8

9 Sometimes you will see a dropdown by the word Find. The example shown above is from the Prospect Listing. It has some common searches that you can use by clicking on the desired one. Sort: More sorting options than just the columns display. This is not used very often. Select: Allows you to remove items from the view without removing them from the database. Hightlight a record or a grouping of records, then click on the Select button for choices. Options for highlighting records: To highlight an individual record in the listing, click on the line. To highlight a group of adjacent records, click on the first record in the list that you want, press and hold your shift key, then click on the last record you want to include in the selection. To highlight multiple records on the list that are not adjacent, click on the first record you want, press and hold your Ctrl key, then click on the additional records you want to highlight. Print: Brings up the print options window. Reports will be listed here when you click on print for some listing screens, but not all. Service Minder Plus Features/Helpful HInts Revised 12/12/11 9

10 Record Listing will print out a current list of items on the screen. If you are using the optional wild card columns, that information will also print. The Build-your-own Reports section has 4 options for custom reporting: Label Editor, Report Editor, Export Data and Word Processing. Label Editor option for Standard 3 by 10 labels (available from some listings) and Build your own labels utility. When you click on label editor from the Resident Contacts listing, the option for the Standard 3 by 10 labels is available. Preview of Standard 3 by 10 labels for Resident Contacts. Service Minder Plus Features/Helpful HInts Revised 12/12/11 10

11 Labels from Resident List, Build your own labels utility: Details on creating a label template available in Build your own Reports: Label Editor. To create a label, drag fields onto the label and format. Report Editor is a basic utility for creating reports. Details on using Report Editor to create reports available in Build your own Reports: Report Editor. Service Minder Plus Features/Helpful HInts Revised 12/12/11 11

12 Export Data allows you to select fields from the database to export from Service Minder Plus and import into Microsoft Excel to make custom reports. The table selected defaults to the area of the program you are in when you access the export feature. Most of the time, this is the table you will want to use. There is a drop down to change this to a related table. When you click on the next button, the list of fields in the table will be displayed for selection. Select the fields from the left hand side and move to the right hand side by clicking on. Change the Export Format to Clipboard. Click on Export once you have all the desired fields selected. A window will open prompting you to save the export. Enter a name for the export. This export will be available in the future by clicking on Service Minder Plus Features/Helpful HInts Revised 12/12/11 12

13 the drop down for Recent Exports. Once you have entered the name for the export, open Excel and paste the data into the new Excel document. You will be able to use the features of excel to create the desired report. Word Processing is used to create Mail Merge Letters. If you have no letters saved, the following window will open: Click OK to open the word processor. If letters have been created and saved previously, the following window will open. To use an existing letter, highlight the letter and click OK or double click on the letter to select. Click on Create New Letter to create a new letter. Once your have selected a letter or clicked Create New Letter, the word processor will open. Word Processor screen: Create the body of your letter and format it. Use the Insert Field button below to pull in information from the database. Service Minder Plus Features/Helpful HInts Revised 12/12/11 13

14 Select the field to insert. To help you decide on the correct field, you will see the information for one of the records in the database. Note: The fields available for selection will vary based upon the listing screen that you access the word processing from. Repeat Insert Field as needed in your letter where you want to pull database information. Service Minder Plus Features/Helpful HInts Revised 12/12/11 14

15 Options for viewing: View References shows the fields from the database and is the default view when you open the word processor. An example can be seen on page 13. View Field Values allows you to preview the letters before printing. If you have selected multiple records on the listing screen, you will also see previous and next record buttons when this option is selected. An example can be seen on page 14. Letter Name: Type in the title of this letter to save it for use in the future. Printing Mail Merge Letters: Once your letter is complete. Click on File Print Merge Click Save to return to the listing screen. Service Minder Plus Features/Helpful HInts Revised 12/12/11 15

16 More: Export data will be listed as a choice, along with other options that vary depending on which list you are currently on and your database access level. This is what an employee with database administrator access would see under the More button on the Resident List. Input Fields: Done: Use to close the window. You can use your mouse or your key board to move through the fields. The Tab or Enter (not the Enter key on the number pad) will move you forward to the next field. Shift + Tab will move you backwards. Note: The enter key on the number pad will close the current screen. Name Fields: The first letter will automatically be capitalized. Address Fields: The first letter after every space will be capitalized. Service Minder Plus Features/Helpful HInts Revised 12/12/11 16

17 Lookup options or : When a field has one of the two symbols shown above at the end of it, there is a master list of responses for this field. Click on the symbol to access the list. You can select an item, modify an item, or add to the list. Access to editing these lists may be restricted by your database administrator. Drop down: If you click on at the end of a field, you will see a listing of items to select from. Click on the item to select. Magnifying glass with the question mark: If you click on at the end of a field, you will be brought to a choice list where you may select one of the listed items. Click Modify to ADD to the list. If no list has been started, you will be asked if you want to start a list. Click on yes to ADD to create the list. The blue question mark contains help/explanations for the attached field. Formatting times and phone numbers: Time: Type in 8a or 1015p. Press the tab key and time will format. Phone Numbers: Type the phone number into the field. Press the tab key and it will format.. Extensions: If the phone number has an extension, enter x or ext prior to the extension. Service Minder Plus Features/Helpful HInts Revised 12/12/11 17

18 Calendar Icon and Dropdown: Date Fields that have a calendar feature. **Entering a T in the date field will pull in today s date. Entering in a Y or - pulls in yesterday s date. Entering a + or = will pull in tomorrow s date. Entering the first letter of the month name will pull in the 1 st of that month. When you see a calendar icon, click to get a calendar pop up. You click on the date to enter date. Use the Month & Year dropdowns to get to the correct date. Use the month forward & back buttons if the date is close to the current date. Dates can also be entered manually: for example enter a birth date of 1/1/34, then press your tab key. The date will be formatted as 01/01/1934. Type in basic numbers For Dates you MUST type in / or -, if you do not type in the year the program will assume the current year date will format. Press tab key and Service Minder Plus Features/Helpful HInts Revised 12/12/11 18

19 Add Another screen. allows you to save the current record and add another record of the same type in the current Save and Duplicate allows you to add another similar record in the current screen. The current record is duplicated and you will just need to edit. Save to savethe record and return to the previous screen. First, Prev, Next and Last: Will move you from record to record on the same open window. Common Keyboarding Short Cuts Copy & Paste: Highlight text you wish to copy Copy Ctrl + C (hold down the Ctrl key and press C) Paste Ctrl + V (hold down the Ctrl key and press V) Cut Ctrl + X (hold down the Ctrl key and press X) Undo Ctrl + Z (hold down the Ctrl key and press Z) Service Minder Plus Features/Helpful HInts Revised 12/12/11 19