Service Minder Plus Features/Helpful Hints

Transcription

1 Service Minder Plus Features/Helpful Hints This manual covers helpful hints and use of features. Note: These items will be addressed during the training sessions. This document is meant to be used as an overview resource 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 the above tabs to change modules. Home Screen: Each module has a home screen which contains buttons for directions to the main areas of that module. The buttons will vary by module. The Eldermark Training Center can be accessed by following the directions.

2 Menu items: Market Minder EMAR and Service Minder The items listed under the menus vary by the module used at the time of selection. These will be explained in more detail in the manuals for each module. Market Minder File Menu: The Market Minder database is shared by all communities in the database by default. This can be restricted. Change My Default Community: Select this option to set or change the default or primary Community. Market Minder Contact Mgmt Menu: From this menu, open the main functions of Market Minder. Everything on this list except Competition Notes is accessible via the buttons on the home screen. Service Minder Plus Features/Helpful Hints Revised 1/17/18 2

3 EMAR File Menu: Resident opens the Resident Chart to the listing screen. When items are selected from the File menu a listing of all records for all residents are displayed in the first section. To view records for a specific resident, open Resident Chart and highlight the resident from the listing before clicking on the File menu. Other Tables is primarily used by database administrators and Eldermark Staff. Switch to Community changes the database view to a different building if access to multiple companies is setup. Setup opens the database setup items. Note: There are shortcut keys to open some of the items listed. They are displayed on the right-hand side. Service Minder Plus Features/Helpful Hints Revised 1/17/18 3

4 Service Minder File Menu: Resident opens the Resident Chart to the listing screen. Once items are selected from the File menu, a listing of all records for all residents are displayed in the first three sections. To view records for a specific resident, open Resident Chart and highlight the resident from the listing before clicking on the File menu. Other Tables is primarily used by database administrators and Eldermark Staff. Service Minder Plus Features/Helpful Hints Revised 1/17/18 4

5 Switch to Community changes the database view to a different building if access to multiple companies is setup. Setup opens the database setup items. Note: There are shortcut keys to open some of the items listed. They are displayed on the right-hand side. Input Fields: Use the mouse or keyboard to move through the fields. The Tab or Enter (not the Enter key on the number pad) will move forward to the next field. Shift + Tab will move back to the previous field. 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. Social Security Number: The number will auto format as xxx-xx-xxxx. Type in the 9-digit number. When the mouse curser is moved out of the field the last four digits will be viewable, all others are masked. Medicare #: When the mouse curser is moved out of the field the last four digits will be viewable, all others are masked. Service Minder Plus Features/Helpful Hints Revised 1/17/18 5

6 Drop Down or Lookup: Areas of the program that have a list of values to select from will have one of two symbols. A Drop Down list is shown by an upside down triangle ( glass with a question mark in the center ( ). Drop Down: ). This is usually a short list of responses for selection. A Lookup list will have a magnifying Lookup: If permission has been given to access to edit the current list, Edit This List on the drop down menu or the Modify button in the lookup screen is visible. Help: The blue question mark contains helpful explanations for the field. Times: Type in 8a or 1015p. Press the tab key and time will format. Note: Military time format can also be entered. Phone Numbers: Type the 7 digit or 10 digit phone number into the field. Press the tab key and the number will format. Note: If the phone number has an extension, enter x or ext prior to the extension. Service Minder Plus Features/Helpful Hints Revised 1/17/18 6

7 Calendar Icon and Drop Down: Dates can be entered manually or by using the calendar icon. Most date fields have a Calendar icon. Click the Calendar icon to open. Click the date on the calendar to select. Dates in blue at the beginning and end of the month are for the previous and next month. Dates in yellow are the current month. The date in red is today or the entered date when editing. Use the Month & Year drop downs to change the calendar to the correct date. Use the month forward & back buttons to view the previous or next months. To enter dates without using the calendar, click in the date field and highlight 00/00/00. Type the date. Note: For dates, type in the forward slash (/) or dash (-). If the year is not entered, the program will assume the current year. Press the tab key and the date will format. Date Keyboard Shortcuts: There are keyboard shortcuts for entering a new date or editing an existing date. Enter a t in the date field to pull in today s date. Enter a y or - to pull 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. For Months that start with the same letter, type more letters. Example: Type M or Ma, the first month that starts with Ma, which is March will pull. First, Prev, Next and Last: These buttons are located at the bottom left hand corner of many screens. Using them will move from record to record on the same open screen (tab). Anything entered or edited will be saved when screens are changed Save and Duplicate, Add Another, Cancel, Save: Service Minder Plus Features/Helpful Hints Revised 1/17/18 7

8 Save and Duplicate: This saves the current record and makes a copy. Once the copied record is opened, edit desired fields. This button is not available on all screens. Add Another: Saves the current record and add another record of the same type in the current screen. This button is not available once the record has been saved. Cancel: Closes the record without saving any changes. There will be a prompt to confirm to exit without saving changes. Save: This saves the current record and returns to the previous screen. Common Keyboarding Short Cuts: Copy & Paste: Highlight text 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) Listing Screens: Throughout Service Minder Plus, there are a variety of record listing screens. The content listed will vary depending on the location in the program. The general functionality is the same. From the listing screens, 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: Service Minder Plus Features/Helpful Hints Revised 1/17/18 8

9 Market Minder Prospect List: Columns: The features / functions of the listing screens apply to ALL listing screens. The example in the explanation below is from the Resident Listing. Sort: When viewing a listing screen, click on any blue heading to sort. Click the heading a second time to reverse the sort order. Resizing: Columns can be resized by moving the mouse to the vertical line between two columns so that it changes to a double ended arrow. Click and hold the button while dragging the mouse to the right or the left. Moving Columns: Columns can be moved by using drag and drop. Right Click Menu: Right click on any column heading to open a menu. Menu for columns that contain text. Menu for columns that contain a date. Service Minder Plus Features/Helpful Hints Revised 1/17/18 9

10 Field: This will contain the <[Table]Field Name> or <Programmed Formula Column>. Note: The Table Name and Field Name listed will vary based upon the column clicked on. Sort Ascending: Sort A to Z or smallest number to largest number. Sort Descending: Sort Z to A or largest number to smallest number. Query Column: Is used to search for specific records and shorten the list. Query is available on most columns. When Query is selected, the following window opens: Enter a query for [Table]Field Name identifies the records to search. The Field Name listed will vary based upon the column clicked on. Criteria: Enter the search criteria in the open text field. If searching in a column with words, type in a few letters. The Query will search starting on the first character in the field. sign is a wild card. If typed at the beginning of the query, it will find the word anywhere within the description. If searching on a date column, enter a date range 01/01/10 to 01/20/10 or a month 02/2010. To search for today s date, use the *. Query Filters: Query all Records: The query or search will be for all records in the table. Query within selection: The query or search will be in the current column listing. Add found records to current selection: Use this to add additional records back to the list, if the list has been shortened. Once the criteria is completed, click on Query to decrease/increase the records in the list. Copy Column /Append to Copied Columns: The Copy Column and Append to Copied Columns can be used to copy and paste information into Microsoft Excel instead of using the Export feature. Once a column is copied, Append To Copied Columns is available in the menu. Service Minder Plus Features/Helpful Hints Revised 1/17/18 10

11 Note: When pasting into Microsoft Excel, the columns will paste in the order they were copied. Copy Distinct Values: This option will provide a list of each unique value in the displayed list. There is an option to include a count for each value. Copy all Columns: This option will copy all the columns on the listing screen. Lock Column: Select this option to lock the position of the column. A locked column will remain on the screen if the columns do not fit the width of the screen. The bottom scroll bar is used when the width of the columns selected do not fit the width of the screen. Add Column: Right click on a column heading. Select Add Column. The Choices screen will open. The available tables to select a field from will be listed. Note: The tables available will vary based upon the listing opened. Highlight the Table name and click 'OK'. Service Minder Plus Features/Helpful Hints Revised 1/17/18 11

12 The Select a Field screen will open. Click on the item to display in the column to highlight and click 'OK' or double click to select. In this example, Advance Directives was selected. Adding columns is an easy way to check a piece of information for all residents. Additionally, when printing the listing report, information in the added columns will print on the report. If a large number of columns have been selected, it is recommended to print the report landscape. Remove Column: To remove a column, right click on the column header. Click 'Remove Column'. The selected column is removed from the listing screen. Service Minder Plus Features/Helpful Hints Revised 1/17/18 12

13 Set Header Text: To rename a column, right click on the column header. For example, the Name column. Click 'Set Header Text' to open the screen to enter the Column Header Text. The current column heading will be highlighted in the entry field. Type the name for the column header. Click 'OK'. The new column heading is on the listing screen. Note: The new column name will print on the Listing Report. Service Minder Plus Features/Helpful Hints Revised 1/17/18 13

14 Set Display Format: When this is selected, the Select a Date format screen is opened. Example of display after selecting a different date format: Select & Hide 0/0/0 Dates, removes the 00/00/00 from the display and listing report. Display after selection: Reset View to Default: To return the columns to the default, right click on any column. Click 'Reset Display to Default'. Service Minder Plus Features/Helpful Hints Revised 1/17/18 14

15 Example of a modified Resident listing screen: Example of a Reset View to Default Resident listing screen: Note: The Listing Report will include the columns selected. It is recommended to change the orientation from Portrait to Landscape for them all to fit on the printed report. Bottom of the Listing Screen: Action Tool Bar The tool bar is located at the bottom of each listing screen in Service Minder. The buttons available are consistent throughout Service Minder Plus. The find and filter options will have some variations depending on the location in the program. Resident Listing: Prospect Listing: Filters: Use these options to narrow down the items to view. Standard Buttons: New: Click to add a new record. Delete: Click to delete a highlighted record. Note: The delete button is not available, access has not been granted to delete, or deletion is prohibited for all users. Service Minder Plus Features/Helpful Hints Revised 1/17/18 15

16 Note: There are instances where items cannot be deleted from the program. A warning message will appear when trying to delete one of these items. All: If the list has been shortened, click on the All button to refresh the display of records to view the complete list. Find: There is a Find button and a Find field on the listing screen. The Find field is most commonly used for a quick search on a name. Type a portion of the resident or field to search. The Find button is used to apply additional criteria to the search. 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. symbol can be used as a wild card when searching. Note: The items in Query Fields are the same group of items that will work in the Find field when searching. The searchable fields vary by listing. Sometimes there is a drop down by the Find Field. The example shown below is from the Prospect Listing. It has some common searches that can be used by clicking on the desired one. Sort: Additional sorting options are available. Select: Remove items from the view without removing them from the database. Highlight a record or a grouping of records, and click 'Select' for choices. Options for highlighting records: To highlight an individual record in the listing, click on the line. Service Minder Plus Features/Helpful Hints Revised 1/17/18 16

17 To highlight a group of adjacent records: Click on the first record in the list, press and hold the Shift key, then click on the last record to include in the selection. Or Click on the first record in the list, press and hold the left click button on the mouse and drag the cursor to the last record. To highlight multiple records on the list that are not adjacent, click on the first record, press and hold the Ctrl key, then click on the additional records to highlight. Print: Brings up the print options window. Special Reports: Reports will be listed here when available. The Record Listing will print out a current list of items on the screen. This allows custom report creation. The Build-your-own Reports section has 4 options for custom reporting: Label Editor, Report Editor, Export Data and Word Processing. Label Editor: There are 2 options, one for Standard 3 by 10 labels (available from some listings) and Build your own labels utility. The Resident Contacts listing has the option for the Standard 3 by 10 labels available. Service Minder Plus Features/Helpful Hints Revised 1/17/18 17

18 Preview of Standard 3 by 10 labels for Resident Contacts: Labels from Resident List, Build your own labels utility: To create a label, drag fields onto the label and format. Details on creating a label template are available in Build your own Reports: Label Editor v12.1 reference. Service Minder Plus Features/Helpful Hints Revised 1/17/18 18

19 Report Editor: This is a basic utility for creating reports. Details on using the Report Editor to create reports are available in Build your own Reports: Report Editor v12.1 reference. 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 current area of the program when the export feature is accessed. Most of the time, the default table is the one to use. There is a drop down to select a related table. Click 'Next'. Service Minder Plus Features/Helpful Hints Revised 1/17/18 19

20 The list of fields in the table will be displayed for selection. Highlight the field on the left-hand side to select and click 'Move' or double click to move to the Selected Fields for Export on the right-hand side. Change the Export Format to Clipboard. Click on Export once all the desired fields are selected. A window will open prompting to save the export. Enter a name for the export. This export will be available in the future by clicking on the drop down for Recent Exports. Once the name of the report is entered, open Excel and paste the data into the new Excel document. Use the features of Excel to create the desired report. Word Processing is used to create Mail Merge Letters. If there are no letters saved, the below message is displayed. Click 'OK' to create a letter and open the word processor. Click 'Cancel' to return to the previous screen. If letters have been created and saved previously, the Select a Letter to use screen will open. To use an existing letter, highlight the letter and click OK or double click on the letter to select. Click Create New Letter to create a new letter. Service Minder Plus Features/Helpful Hints Revised 1/17/18 20

21 The word processor will open. Click 'Insert Field' to pull in information from the database. The Select the field to insert screen opens. To help decide on the correct field, locate the information for one of the records in the database on the right hand side of the screen. Repeat Insert Field as needed in the letter to pull database information. Note: The fields available for selection will vary based upon the listing screen accessed in the word processing from. Options for viewing: View References: This shows the fields from the database and is the default view when the word processor is opened. View Field Values: This option allows a preview of the letters before printing. If multiple records are selected on the listing screen, previous and next record buttons will be available when this option is selected. Letter Name: Type in the title of this letter to save it for future use. Service Minder Plus Features/Helpful Hints Revised 1/17/18 21

22 Printing Mail Merge Letters: Once the letter is complete, click on File Print Merge Click 'Save' to return to the listing screen. More: Export data will be listed as a choice, along with other options. The items listed will vary based upon the listing screen and database access level. Done: Click to close the window. Service Minder Plus Features/Helpful Hints Revised 1/17/18 22