Crystal PM
Workstation
Software


Crystal PM
Full Demo 2018



HIPAA Checklist


A useful HIPAA guide.

System Requirements

Checklist for Crystal PM minimum system requirements.

Crystal PM Manual

View the Crystal PM user guide.

Clinical Quality Measures

View the list of Clinical Quality Measures.

Recall Postcard Format

MS Word template for a single sheet postcard format.

Schedule/Patient Template

MS Word template for merging patient and schedule data.

Brother Label Template

Preferred Brother Label Template.

Backup Batch File

The ‘backup.bat’ file for use in manually backing up the Crystal PM database.


PDF Viewing Software (Adobe Reader)

Allows you to view PDF files that are on your computer or have been uploaded to Crystal.

**Note: uncheck the box for McAfee virus scan.

Cute PDF

Allows you to create PDF files from any printable document.

Bullzip

Allows you to create PDF files from Windows Applications.


Java Runtime Environment

Workstation computers to be on the latest version of the Java runtime environment. For questions regarding this software, consult with your IT personnel.

GoToAssist

This is the access portal for GoToAssist.

1.1 Overview

The Inventory module manages your inventory of frames, contact lenses and other miscellaneous items. If the system has been preloaded with the Frame UPC CD, managing frames inventory is streamlined by “auto-filling” when a registered barcode is entered.

To display the Inventory window:

Click the Inventory image001 button in the Main Toolbar.

1.2 Viewing Inventory

image005
Each Inventory page provides an overview of the total number of items, by Brand, currently in your inventory for the selected category. From the main Inventory screen for a selected category, you can choose to view the items list for any listed Brand.

To view inventory:

1 Select the category for which you wish to view inventory by clicking the appropriate button: either Frames, Contact Lenses or Miscellaneous.

The main inventory page shows the total number of items, by Brand, currently in your inventory for the selected category. Each line in the listing provides the following information:

  • Quantity – the total number of items in your inventory for the associated Brand.
  • Brand – the brand name of the associated items.
  • Purchase – the total of the individual purchase prices (paid by your practice) for all items of the associated Brand currently in your inventory.
  • List Price – the total of the individual list prices for all items of the associated Brand currently in your inventory.
  • Sale – the total of the individual sale prices (charged by your practice when an item is sold) for all items of the associated Brand currently in your inventory.

You can re-sort the Inventory list using any column as the sort key. Click a column head to sort the list alphanumerically by the selected column. Click the column head again to sort the list in reverse alphanumeric order.

image006

1 Click a line in the main inventory list to view the items list for the selected Brand. The items list contains a listing of individual items for the selected Brand.

2 Click the Back button to return to the Inventory “main” page.

1.3 Adding Items to Inventory

Items are added to Inventory by creating item records for each salable/billable item in your practice’s inventory. Once an item record for a given item is created, it cannot be deleted. Purchases and sales of the associated items are managed by changing the quantity associated with the item record (see Section 6.4, Managing Inventory on page 6-3 for details).

The general procedures for adding an item to Inventory are the same regardless of the category of the item (Frames, Contact Lenses, Miscellaneous items). The only difference is the specific data fields associated with each item.
To add a new item to inventory:

1 Select the category for which you wish to view inventory by clicking the appropriate button: either Frames, Contact Lenses or Miscellaneous.

  • The “main” Inventory page for the selected category displays.

    2 Click the Add Frame, Add Contacts to Inventory or Add Item to Misc button, as appropriate.

  • The inventory dialog for the current category displays.
  • 3 Enter the appropriate data for the item being added to Inventory.

    For Frames: Use the Load Search Boxes with Data From radio buttons to select the source for the Inventory auto-fill feature: either Inventory or Frames CD. When Inventory is selected and you enter a UPC code for an item for which an “item record” currently exists, the system retrieves the current item record and increases the Quantity by.image012

  • 4 1. When Frames CD is selected and a matching UPC code is found, the data fields are “auto-filled” with the appropriate information.
  • For Contact Lenses and Miscellaneous Items this action is performed without the use of radio buttons.
  • 5 When all desired information has been entered, click Save to Inventory and Close to add the item to the inventory and return to the main inventory window, or click Save to Inventory and Add Another to add the item and refresh the dialog window with blank fields.

Inventory Data Fields

Not all fields are found in all categories. Unless otherwise specified, all fields are optional.

UPC the unique Universal Price Code for the associated item. This field is mandatory.
Quantity the quantity of the item currently in your inventory. This field is mandatory.
Manufacturer the manufacturer (or vendor) of the item.
Collection the collection name, number or other designation for frames.
Name the name (description) of the item.
Color the color (for frames).
Eye the eye size
Material the material of which the item is made.
Style the style name, number or other designation for a frame.
(Size/Prescription) size, fitting, or prescription data (Dbl, Tmpls, A, B, ED for frames; Base Curve, Sphere, Diameter for contact lenses).
Memo additional notes (often imported from the Spex CD)
Purchase Price the single unit purchase price (paid by your practice) for the item.
List Price the single unit list price for the item.
Calculate Sale Price for frames only, enter an equation in this field, and then click the button to automatically calculate the sale price. Click the ? button next to this field for instructions on equations.
Sale Price the single unit sale price (charged by your practice when the frame is sold) for the item.
Notes any additional notes related to the item.

 

When entering pricing information, you may enter amounts in whole dollars (i.e. “5”) or dollars and cents (i.e. “5.95”). The dollar sign “$” is optional.

1.4 Managing Inventory

You can edit an item record to update the quantity of an item in inventory as a result of purchase or sale, or to update other data fields in the item record.

1.4.1 Editing an Item Record

To edit an item record:

6 Select the category for which you wish to edit an “item record” by clicking the appropriate button; either Frames, Contact Lenses or Miscellaneous.

The main inventory page for the selected category displays.

 

7 Double-click the line in the inventory main page for the Brand containing the item record you wish to edit.

8 Double-click the item record you wish to edit.

  • The Inventory dialog displays. The dialog is prefilled with current information for the selected “item record.”

9 Edit the desired information, as described in Section 6.3 above.

You may reflect purchases or sales by increasing or decreasing the total Quantity. If this occurs while editing an item record, the Frame Transaction window will open after saving (see Section 6.4.2 below). It is recommended, however, that sales be logged from the Billing module (see Section 3.3, Creating an Invoice on page 3-3 for details), rather than from the from the Inventory module. Sales from the Billing module will generate an automatic update to inventory, provided the UPC code is entered when the sale is made.

The UPC code cannot be edited.

10 When all desired changes have been made, click the Save to Inventory and Close button.

1.4.2 Restocking

It is recommended that returns be logged from the Billing module (see Section 3.10, Product Returns on page 3-12 for details), rather than from the from the Inventory module. Returns from the Billing module will generate an automatic update to inventory, provided the UPC code was entered when the sale was made. However, returns processed in the Inventory module will not update the associated invoices.

Instead of changing the quantity in the item record, you can use the buttons to the left of the inventory window to modify inventory quantity.

11 Click the desired button: Restock Item, Remove Item, Return Item, or Other.
image019

  • The transaction window opens.

All four buttons will take you to the same screen. The only difference between the button is the pre-populated value in the Type field.

12 Type in a UPC or click the magnifying glass button to browse the inventory.

13 Specify the Quantity (the amount by which the stock is changing).

14 Specify the reason for the change in quantity (Restock, Sold, Remove Item(s), Return to Manufacturer, Correction/Fix Error, or Customer Return), date, and enter any notes if desired.

15 Click Save to finish.

1.5 Managing Vendors and Optical Labs

The inventory module maintains records containing address and contact information for each vendor and optical laboratory from which your practice purchases products or services. Vendor records are saved separately for frame vendors, optical laboratories, contact lens vendors, and other miscellaneous vendors.

To access the Vendor Page:

  • For Frame Vendors: Click the Other Vendors button from the Frames Inventory page (see Section 6.2, Viewing Inventory on page 6-1 for details).
  • For Optical Laboratories: Click the Optical Labs button on the Frames Inventory page.
  • For Contact Lens Vendors: Click the Vendors button on the Contact Lenses Inventory page (see Section 6.2, Viewing Inventory on page 6-1 for details).
  • For Miscellaneous Vendors: Click the Vendors button on the Miscellaneous Inventory page (see Section 6.2, Viewing Inventory on page 6-1 for details).
  • By default, the Vendor Page displays information for the first vendor (alphabetically) in the database.

    To add a vendor or optical lab:

    image024
    The Vendor Page contains the same data fields, regardless of the type of vendor or optical lab.
    Access the appropriate Vendor Page for the type of vendor you wish to add.

    • 16 Click the Add New button.
    • The page refreshes to display “blank” data fields.
    • 17 Enter a name for the vendor (or optical laboratory) in the Vendor text box (or Lab text box for optical laboratories).
    • 18 Enter address information for the vendor in the Address, Address 2, City, State and Zip Code text boxes.
    • 19 If the vendor has a web site, enter the appropriate URL in the Web Address text box.
    • 20 Enter any desired notes about the vendor in the Notes text box.
    • 21 Enter the name and telephone numbers for your direct contact at the vendor in the Contact Name, Contact #, Contact 2 # and Contact Fax # text boxes.
    • 22 Enter the vendor’s main telephone numbers in the Company #, Company 2 # and Company Fax text boxes.
    • 23 Enter the vendor’s publish telephone numbers in the Publish #, Publish Fax # and Publish WATS # text boxes.
    • 24 When all desired information has been entered, click the Save button to save the vendor record.

    To edit a vendor record:

    • 25 Access the appropriate Vendor Page for the type of vendor you wish to add.
    • 26 Select the name of the vendor whose record you wish to edit from the Vendor menu (or Lab menu for optical laboratories).
    • The Vendor Page refreshes to display the current information for the selected vendor.
    • 27 Edit the desired information, as described for adding a vendor.
    • 28 When all desired information has been edited, click the Save button to save your changes.

    To delete a vendor record:

    • 29 Access the appropriate Vendor Page for the type of vendor you wish to add.
    • 30 Select the name of the vendor you wish to delete from the Vendor menu (or Lab menu for optical laboratories).
    • The Vendor Page refreshes to display the current information for the selected vendor.
    • 31 Click the Delete button.
    • 32 Click the Yes button to complete the deletion.

    Verifying Inventory:

    To monitor shrinkage and ensure you have each item in stock, use the Verify Inventory function on a regular basis to reconcile your actual inventory against the inventory logged in the system.

    • 33 Click the Verify Inventory button in the bottom right corner of the screen.
    • 34 Enter each item individually, either scanning, typing in the UPC, or browsing for it through the Search for UPC button.
      image025
    • 35 Click Scan Another Frame between each frame to scan a new one.
    • 36 When finished, click the Compare to Existing.
    • This window shows the number of items in stock compared to the number in the system inventory, as well as the number that system will update the value to, if desired. (You can change the value in Updated Value column manually, if desired.)
    • 37 Select each item you wish to update in the system, or select Check All.
    • 38 Click Update Inventory to change the number in the inventory to the value in the Updated Value column.

    1.6 Transaction Reports

    The Transaction Report feature allows you to see all the recent transactions made on all inventory items and to search for specific criteria.

    To create a Transaction Report:
    image029

    • 39 Click the Transaction Report button on the top-right of the inventory screen.

      By default, the transaction report will show the previous week of transactions for the product category (Frames, Contact Lenses or Miscellaneous) that was open.

    • 40 Change the search criteria, as desired:
    • Employee – The employee associated with the transaction.
    • Action – Restock, Sold, Remove Item(s), Return to Manufacturer, Correction/Fix Error, Customer Return, Void Invoice, Unvoid Invoice, Void Transaction, Unvoid Transaction or All.
    • UPC Type – Frame, Contact Lens, Miscellaneous, or All.
    • UPC – specify an exact UPC number or click the magnifying glass button to browse the inventory.
    • Change Date – the date when the inventory change was made
    • Effective Date – the date the inventory change was scheduled to take effect.
    • Click Reload to run the report.

1.1 Overview

The Schedule module manages doctors’ and other staff members’ schedules. Daily (default), Weekly and Monthly viewing options are available, and a Search function lets you locate available times for scheduling patient appointments.

To display the Schedule window:

Click the Schedule button in the Main Toolbar.

1.2 Viewing Schedules

1.2.1 The Daily Schedule

schedule-tab-info-3
The Daily Schedule page provides a quick view of all scheduled appointments for all Doctors and staff members for the currently selected day.

  • The schedule is divided into 15-minute increments, with the screen centered on the current time-of-day.
  • Each appointment on the schedule shows the name of the patient and the billing code (if one was specified when the appointment was set).
  • The Color Code provides a visual means of distinguishing the current status of each time block (see Section 5.2.4, Managing the Color Code on page 5-3 for details).
  • To view the schedule for another day, select the desired day on the calendar in the top-left of the window.

    Using the Daily Schedule:

  • To schedule an appointment, right-click at the desired time for the desired doctor and select Make Additional Appointment from the shortcut menu (see Section 5.4.1, Setting an Appointment on page 5-4 for details on scheduling appointments).
  • To view or edit appointment information for a currently scheduled appointment, double-click the desired appointment.
  • To view the patient file for any patient, right-click, then hover over the desired patient’s name and select View Patient (see Section 2.4, Quick View on page 2-3 for more on the patient Quick View page).
  • To view the billing information for any patient, right-click, then hover over the desired patient’s name and select View Billing (see Section 3, Billing for details on patient billing).
  • To view medical records for any patient, right-click, then hover over the desired patient’s name and select View Records (see Section 8, Records for details on medical records).

    1.2.2 The Weekly Schedule

    schedule-tab-info-4
    The Weekly Schedule page provides a “quick view” of all scheduled appointments for a single Doctor or staff member for the currently selected week.

  • To view the schedule for a different staff member, or for a different week, use the options at the top of the calendar.
  • Otherwise, the Weekly schedule works identically to the Daily schedule.

1.2.3 The Monthly Schedule

schedule-tab-info-5

schedule-tab-info-6
The Monthly Schedule page shows a quick view of the number of appointments scheduled for a selected staff member during a selected month.

Using the Monthly Schedule:

  • To view the schedule for a different staff member, or for a different week, use the options at the top of the calendar.
  • To schedule an appointment for the currently selected Provider, right-click on the desired date and select Create New Appointment (see Section 5.4.1, Setting an Appointment on page 5-4 for more on scheduling appointments).
  • To view the Daily or Weekly Schedule page for a currently displayed date, right-click and select Show Daily View or Show Weekly View.

1.2.4 Managing the Color Code

The Color Code provides a visual means of distinguishing the current status of each time block on the Daily and Weekly Schedule screens. Each status can be assigned a unique color. Available status/appointment values and the currently assigned color code for each status/appointment are shown on the left of the Daily Schedule screen.

The system is preconfigured with default colors for each available status/appointment category. If desired, you may change the color code for any status/appointment category by clicking on the color in the color code.

Access to the color code maintenance is password protected.

There are two types of color codes: Status and Appointment Type, which are toggled with the Display Appointment Type checkbox.

Available Status values are:

  • Available – the staff member is available to accept a patient appointment.
  • Off/Lunch – the staff member is unavailable to accept patient appointments (usually for lunch/break time)
  • Signed In – a patient on the schedule has signed in at the front desk.
  • Signed Out – a patient has been checked out/billed out by the front desk.
  • Confirmed – the patient has been called and has confirmed the scheduled appointment.
  • Left Message – the patient has been called and a message was left to confirm the appointment.
  • Unconfirmed – the patient has not been called or confirmed.

This is the default color an appointment whe it is first created.

  • Conflict – there are more than two appointments scheduled for the same time.
  • Missed – the patient has missed a scheduled appointment without calling in to cancel beforehand.
  • Template – indicates times in the schedule when certain appointment types should be scheduled (for example, a Doctor may wish to schedule appointments for Glaucoma patients between 10:00AM and 12:30PM). This color code serves as a reminder to the front desk.
  • Canceled – the patient has canceled the appointment that was scheduled at this time.
  • Year-Out – the Year-Out checkbox was selected when this appointment was booked (usually used to indicate that the appointment was booked a long time in advance).

Appointment Type values are managed in the Schedule section of the Administration module (see Section 9.3.19 on page 9-21 for details).

Display Invoices – if selected, each appointment will show, next to the patient name, the number for any invoice assigned to that patient on that day.

1.3 Searching for “Available” Time

schedule-tab-info-9
The Search page lets you search for available times for a selected Doctor for the purpose of scheduling future appointments.

To search for available time:

  • 1 On the Schedule screen, select the Search tab.
  • 1 Select the name of the Doctor or other staff member for whom you wish to locate “available” time from the Provider menu.
  • The Provider menu lists all staff members for whom patient appointments can be scheduled.
  • 2 Enter the starting date from which you wish to search for “available” time in the From Date field.
  • 3 Select the length of time needed for the appointment from the Duration menu. Selections range from 15 min to 2 hours, in 15 minute increments.
  • 4 Use the Sunday through Saturday checkboxes to select the days of the week to include in the search, or click Any Weekday.
  • 5 Click the Search button to submit your search.
  • The Search screen refreshes to display a list of dates for a two week period (beginning on the specified From Date) on which there is available time to schedule patient appointments.
  • 6 Double-click a line in the listing to view the Daily Schedule page for the selected date.

1.4 Managing Appointments

1.4.1 Setting an Appointment

The Make Appointment dialog is used to create new appointments for a patient and to edit existing appointments. You can display the Make Appointment dialog from the Daily (see Section 5.2.1 on page 5-1), Weekly or Monthly (see Section 5.2.3 on page 5-2) schedule pages.
schedule-tab-info-10
To set an appointment:

  • 1 Open the Make Appointment dialog from the Daily, Weekly or Monthly Schedule page.
  • 2 Enter the desired Date and Start Time at the top of the window.
  • 3 Select the Doctor or other staff member from the Provider menu.
  • 4 Add billing codes to the appointment if desired (see Section 5.4.2, Adding Billing Codes to an Appointment on page 5-6 for details).
  • 5 Enter the length of time you wish to schedule for the appointment (in 15-minute increments) in the Duration text box.
  • If billing codes were added to the appointment (see Section 5.4.2, Adding Billing Codes to an Appointment on page 5-6 for details), the Duration text box shows the total number of minutes for all billing codes added to the appointment. You can modify the appointment Duration as desired.
  • 6 Select the appropriate appointment Type from the dropdown menu, if desired.
  • 7 Enter the name of the patient for whom you wish to schedule the appointment in the Patient field, as follows:

    When an existing patient is selected for an appointment or a new patient is created for an appointment, the Alerts field populates automatically with any relevant alerts, and the Notes field populates automatically with the patient’s name and home and work phone numbers. You may edit the content of the Notes or Alerts fields as desired.

  • At any time you can view additional information on the patient, including primary provider, guardians, birthdate, and insurance information, by clicking the Show Demo button.

  • If a patient is currently selected, the Patient, Note and Alerts fields are prefilled with the appropriate information.
  • If no patient is currently selected, or you wish to schedule the appointment for a different patient than the one currently selected, click on the dropdown menu and find the patient or create a new patient, as required (see Section 2.2, Adding & Searching for Patients on page 2-1 for details).
  • Select None to schedule time for a patient whose name you do not know, or if you wish to block out time when a doctor will not be seeing patients.
  • Select Template to reserve a block of time for a particular activity (for example, surgeries on Thursday afternoons). When using this option, enter the template name in the first row of the Notes section.

When a patient is scheduled for an appointment during a Templated timeslot, the system will replace the template with the new appointment for that block of time, rather than displaying what appears to be a double-booking.

8 Change any Notes or Alerts as desired.

Changes made in the Notes or Alerts fields will not affect the patient’s record.

9 If desired, you may use the Recurrence button to set “recurring appointments” for the current patient (see Section 5.4.3, Setting a Recurring Appointment on page 5-6 for details).

Recurring appointments are generally used by vision therapists who wish to see a patient at regular scheduled intervals, or when creating a template.

10 Add any Flags required by selecting the radio buttons at the bottom of the Make Appointment window.

11 When all desired information has been entered, click the Save Appointment button to save the appointment to the schedule and return to the Schedule, or click the Patient, Billing, or Records buttons to save the appointment and go to the selected page for that patient.

The Confirmed and Status fields are used when editing appointments (see Section 5.4.5, Editing Appointments on page 5-7 for details).

1.4.2 Adding Billing Codes to an Appointment

Billing codes can be added to an appointment to make the Doctor aware of the reason for the appointment. Adding billing codes to an appointment is optional. You may also remove billing codes that were previously added to an appointment.

To add a billing code to an appointment:

  • 12 On the Make Appointment dialog (see Section 5.4.1, Setting an Appointment on page 5-4 for details), click the Add Billing Code button.
  • The Add Billing Code dialog displays.
  • 13 Select the desired billing code or billing code description in the Billing Code or Billing Text menu.
  • 14 Click the OK button.
  • The Add Billing Code dialog closes, and the selected billing code and description are added to the Billing Code list on the Make Appointment dialog.
  • Each billing code has a number of minutes associated with it. By selecting a series of billing codes, the total duration of the appointment will calculate automatically.

schedule-tab-info-17
To remove a billing code from an appointment.

  • 15 On the Make Appointment dialog (see Section 5.4.1, Setting an Appointment on page 5-4 for details), click the billing code you wish to remove from the Billing Code list; the selected billing code will be highlighted.
  • 16 Click the Remove Billing Code button.

1.4.3 Setting a Recurring Appointment

Recurring appointments are generally used by vision therapists who wish to see a patient at regular scheduled intervals, or when creating a template.

To create a recurring appointment:
schedule-tab-info-19

  • 17 From the Make Appointment dialog (see Section 5.4.1, Setting an Appointment on page 5-4 for details), click the Recurrence button.
  • The Recurring Appointment dialog displays. The Patient and Duration fields are prefilled with the appropriate information from the Make Appointment dialog. These fields are “read only.”

     

     

  • 18 Use the Pattern radio buttons to select Daily, Weekly, Monthly or Yearly, then enter the appropriate interval for the appointment using the options provided for the selected pattern.
  • 19 Use the Start Recurrence field to specify the date on which you wish the recurring appointments to begin.
  • 20 To schedule a specified number of recurring appointments, select the Create a Total of __ Appointments radio button, then enter the desired number of appointments in the Create a Total of __ Appointments text box.
  • 21 To schedule recurring appointments until a specified date, select the Repeat Until End Date radio button, then specify the date on which you wish the recurring appointments to end.
  • 22 When the appropriate information has been entered, click the Create Appointments button to save the recurring appointments to the schedule.

    1.4.4 Setting Multiple Appointments

    If desired, you can schedule multiple appointments for the same Doctor for the same time period. Add a second appointment in the same manner as adding any other appointment (see Section 5.4.1, Setting an Appointment on page 5-4 for details). When two appointments are scheduled for the same time, they appear “side-by-side” on the Daily Schedule page and the Weekly Schedule page.

  • If three or more appointments are scheduled with the same Doctor for the same time period, the time period on the Daily and Weekly Schedule pages shows the “Overbooked” color, and the total number of appointments booked for the time period.
  • If a patient is scheduled for an appointment during a timeslot reserved for a Template, the system will replace the template with the new appointment for that block of time, rather than displaying it as multiple appointments.

1.4.5 Editing Appointments

You can edit an existing appointment to revise previously entered information, mark the appointment as confirmed, and change the appointment status (check the patient in or out).

To edit an appointment:

  • 23 Access the Make Appointment dialog for the desired patient from the Daily Schedule page or Weekly Schedule page, as desired.
  • The Make Appointment dialog is prefilled with the previously entered appointment information.
  • 24 Make changes to Date, Start Time, Provider, billing codes, Duration, Notes or Alerts, as desired, using the procedures described for setting an appointment (see Section 5.4.1, Setting an Appointment on page 5-4 for details).
  • 25 To confirm an appointment, to note that a message was left for the patient or to note that the appointment is being booked a long time in the future, select the Confirmed, Left Message or Year-Out checkbox.

    The Confirmed and Left Message checkboxes are not available for “None” or “Template” appointments.

  • 26 If desired, you may change the Status of the appointment by selecting the desired radio button:
  • None – This is the default status applied when the appointment was created.
  • Signed In – Select this status when the patient signs in for the appointment.
  • Signed Out – Select this status when the patient signs out from the appointment.
  • Missed – Select this status if the patient missed the appointment.
  • Canceled – Select this status if the patient calls to cancel and you wish to keep the appointment time on the schedule rather than rescheduling or deleting.
  • 27 When all desired changes have been made, click the Save Appointment button to save your changes to the database.

1.4.6 Deleting Appointments

If a patient cancels an appointment, you can mark it canceled (see Section 5.4.5 above) or you can delete the appointment from the schedule entirely.

To delete an appointment:

  • 28 Access the Make Appointment dialog for the appointment you wish to delete.
  • 29 Click the Delete button.
  • 30 Click Yes to confirm.

 

1.1 Overview

The Tasks module provides an easy means of notifying office staff of daily tasks, announcements, appointments or other important information.

1.2 The Tasks Window

tasks window
The Tasks window shows a list of Daily Tasks (reminders that have been entered for the current calendar date). Tasks are listed in the order in which they were entered. Messages are color-coded based on the type and current status of the message.

To display the Tasks window:

When you first launch Crystal PM, the Tasks window displays by default. To return to the Tasks window from another module, click the Tasks button in the Main Toolbar.

From the Tasks window, you can choose to:

  • Enter a new task message
  • Schedule a recurring task
  • View the full text for an existing task message
  • Edit an existing task message
  • Sign-off on an existing task message

1.2.1 Types of Tasks

The Tasks feature supports four types of task messages. Assigning a type to a task message lets you differentiate between “normal” tasks, important messages and messages that require acknowledgement by a staff member. The four types of task messages are:

 

  • Announcement – This task type should be used for all general announcement to staff. Announcement tasks are shown in “plain” type in the Daily Tasks list.
  • Important – This task type should be used for any announcement that requires extra attention. Important tasks are shown in “bold” type in the Daily Tasks list.
  • Sign-Off – This task type should be used to track which staff member completes a task or assignment on a given day. Sign-Off tasks are shown in “plain red” type in the Daily Tasks list, with the word “None” shown in the Sign Off column.
  • Keep Active Until Signed Off – This task type is similar to the Sign-Off task, except it continues to display on subsequent days until a staff member “signs off” on the message. Keep Active Until Signed Off tasks are shown in “bold blue” type in the Daily Tasks list.

Task messages are displayed only on the day for which they were set, with the exception of Keep Active Until Signed Off tasks. These tasks display on the day for which they were set and on all subsequent days, until a staff member “signs off” on the message.

When a Sign-Off or Keep Active Until Signed Off message is acknowledged by a staff member (see Section 4.4.3, Signing Off On Tasks on page 4-4 for details), the message display changes to “green strike through” type.

1.3 Entering Tasks

Tasks must be entered for the specific date on which you wish them to display. The number of days for which a task is displayed depends on the task type. Messages are entered using the data fields below the Daily Tasks list on the Tasks window.

To enter a new task message:

1Select the desired task type from the Type menu; either Announcement, Important, Sign-Off or Keep Active Until Signed Off

¨ The default task Type is Announcement.

1 Select the date on which you wish the task to be displayed from the Date menu.

¨ The default Date is the current calendar date.

2 Enter the desired task message in the Text box.

3 Click the Assign to Employee and/or Assign to Patient link to connect this message to a particular employee or patient, respectively.

4 Click the Create Task button to save the task message.

¨ The Tasks window refreshes to display the added task message.

1.3.1 Entering Recurring Tasks

recurring tasks
If desired, you can create a recurring task. Recurring tasks are displayed on multiple days according to the schedule you define.

To schedule a recurring message:

1 Create a new task, following the steps above, but clicking the Create Recurring Task instead of the Create Task button.

¨ The Create Recurring Task dialog displays.

2 Select the Pattern radio button for the basic time increment by which you wish to schedule the recurring message; either Daily, Weekly, Monthly or Yearly, then specify the frequency for the message, as appropriate.

Each Pattern has a unique set of data fields that allow you flexibility in scheduling the frequency by which the recurring message is displayed.

 

3 Select the period of time during which you wish the message to be repeated using the Length data fields.

  • Select the first date on which you wish the recurring message to display from the Start Recurrence menu. The default Start Recurrence date is the current calendar date.
  • To repeat the recurring message a specified number of times, select the Create a Total of [__] radio button, then select the number of messages you wish to create from the associated menu.
  • To repeat the recurring message for a specified time period, select the Repeat Until End Date [__] radio button, then select the last date on which you wish the recurring message to display from the associated menu. The default Repeat Until End Date is the current calendar date.

4 Click the Create Recurring Task button.

  • The Create Recurring Task dialog closes, and the Reminders window refreshes to display the added reminder message, as appropriate.

1.4 Viewing and Editing Tasks

1.4.1 Viewing Tasks

view reminder
In the case of long task messages, the full text of the message is not shown in the Daily Tasks field of the Tasks window. You must open the View Reminder dialog for these messages to view the full text of the task.

To view a task:

From the Tasks window, double-click the task message you wish to view.

¨ The View Reminder Dialog displays.

¨ The full text of the task message is shown in the text box at the top of the dialog.

Click the button to close the View Reminder Dialog.

If you wish, you can append text to a task message (see Section 4.4.2, Editing Tasks on page 4-4 for details).

 

When you display the View Reminder dialog for a Sign-Off or Keep Active Until Signed Off task, the View Reminder dialog includes a Sign-Off menu (see Section 4.4.3, Signing Off On Tasks on page 4-4 for more information).

1.4.2 Editing Tasks

If you wish, you can append text to a task message. This feature is especially useful when working with “sign-off” tasks, when it may be desirable to include details related to accomplishment of the task for which the task was set. Task messages are edited from the View Reminder dialog.

To edit a task:

5 Display the View Reminder dialog for the task for which you wish to sign off (see Section 4.4.1, Viewing Tasks on page 4-3 for details).

6 Enter the text you wish to append to the task message in the Text to Append text box.

You may wish to include your name or initials at the beginning of the additional text, so other users will know who appended the task.

7 Click the Update Reminder button.

8 The View Reminder dialog closes, and the Task window refreshes to display the appended text.

1.4.3 Signing Off On Tasks

When you view a Sign-Off or Keep Active until Signed Off task, the View Reminder dialog includes a Sign-Off menu. The menu contains a list of all employees defined for your system. You must select your name from the Sign-Off menu, and update the task to complete the sign-off process.

The list of employees shown in the Sign-Off menu is maintained by your System Administrator.

To sign-off on a task:

9 Display the View Reminder dialog for the task for which you wish to sign off (see Section 4.4.1, Viewing Tasks on page 4-3 for details).

10 If desired, append additional text to the task message (see Section 4.4.2, Editing Tasks on page 4-3 for details).

11 Select your name from the Sign-Off menu.

12 Click the Update Reminder button to complete the sign-off process.

  • The View Reminder dialog closes, and the Task window refreshes with the message shown in green “strike-through” type and your name entered in the Sign Off column.

1.5 Moving and Deleting Tasks

Tasks can be moved to a new day or deleted from the system by Administrative staff only. See Section 9.3.20, Tasks on page 9-23 for more information.

 

Q – Does Crystal work with any other Topaz Signature Pad models?
A – No. The current pad version that can be integrated with Crystal is the SigGem 5.7; model T-LBK57GC-BHSB. To locate this model on the Topaz site, navigate to the following site: http://www.topazsystems.com/products/siggemcolor57.asp

Q – Can I order the Topaz Signature Pad through Crystal PM?
A – No. The device is available for purchase on the Topaz website www.topazsystems.com and through an approved vendor http://www.topazsystems.com/partners/americanpartners.htm

Q – Does the Signature work with programs on my computer other than Crystal PM?
A – Yes. There are application plug-ins available for the SigGem 5.7 available for download on the Topaz website: http://www.topazsystems.com/Software/index.htm (under Applications and Plug-Ins on the left). You can use the device in conjunction with Microsoft Office as well as Adobe Acrobat.

Q – How do I install the Signature Pad once I have ordered it?
A – There is a walkthrough available on our website: www.crystalpm.com/topaz.htm.

Q – Will I need a CD to install the Signature Pad?
A – The CD is helpful, but not required. You can download and install the device software from the following link: www.topazsystem.com/Software/SigPlusColor57.exe

Q – What will the Crystal technical staff be able to assist me with?
A – Our technical support staff assists in the linking of the Signature Pad software with the Crystal PM software. If there are issues installing the device software, or if your computer does not recognize the device (due to a driver issue, defective CD, etc.) you will need to contact Topaz at 805-520-8286 or techsupport@topazsystems.com.

Q – Is there a way to set the default font size on the signature pad?
A – No.

Q – Can I Use the device with Microsoft Word and then import the Word document back into Crystal PM?
A – Yes. Once you have finished with the Word Document, go to the patient tab in Crystal and click the ‘files’ tab. Under files, click on ‘add additional file’ and locate the location of the word document (typically it is saved in My Documents in XP or Documents in Windows 7).

To begin, open Crystal and navigate to the Schedule tab

Select a time slot by double-left clicking on the grid (for this example I will use 1:00 PM)

The Make Appointment screen will appear. Select the dropdown box to the left of Patient and choose Template Next select Type. (The types listed are the ones you have created under Admin >Schedule>Appointment Types).
For this example, I have chosen ‘Phone Call’.

Next click the ‘Recurrence’ button. The recurring appointment screen will appear:

The Phone Call Template has now been created. The ‘Duration’ box (showing 15 in this example) pulls from the make appointment screen.

You can specify the pattern and repeat options.
Length allows you to specify the recurrence, the total number of appointments and how long you want to repeat the schedule template.

When finished, click the ‘Create Appointments box to finish.

If your server fails or if you choose to upgrade to a new machine you will need to manually transfer your Crystal PM database to the new computer. The following steps will demonstrate how to do this.

Prerequisites: You will need to make sure that none of your staff are currently working in Crystal and that the program is closed out on all workstations (including the server). You will need to budget for down time (30-60 minutes) depending on the size of your database. An external hard drive, flash drive or network location will be necessary to make the change over.

Note: The Crystal PM server/client software should be installed on the new server computer in advance.

To begin the database migration, you will need to stop the MySQL database. Click Start > All Programs > Accessories > right-click on the Command Prompt and select Run as Administrator.

The ‘administrative’ command prompt will appear.
Type in the following phrase where the cursor is flashing on this window: net stop mysql and press Enter.

The following window will appear informing you that the database was successfully stopped:

Minimize the Command Prompt and navigate to Start > Computer (or My Computer) > Local Disk (C:) > Program Files (or Program Files X86) > MySQL. Double-click on this folder.

Within the MySQL folder, click on data:

Within the data folder, you will see a folder titled easyopti:

Note: It is important to verify that your external device has sufficient space on it to transfer the database. To check the size of the database, right click on the easyopti folder and click properties:

The size of this database is 341 MB or 0.3 GB.

Verify that your external device is capable of containing this amount of data by reviewing the amount of space
available on the device (for this example, my device shows 4.06GB free of 7.45GB available).

Right-click on the easyopti folder and click ‘Copy’

Click on Start > Computer (or My Computer) > and locate your external device (mine is in the D drive):

Right-click on the removable device and click ‘Paste’. This will move a copy of the database to your external device:

The database will still be on the old server computer and can be deleted once the data has been moved.

Eject the removable device and connect it to the new server computer. The following window will appear:

Select ‘Open folder to view files’. Right-click on the easyopti folder and click ‘Copy’. Next you will need to stop the database on the new server computer. Navigate to Start > All Programs > Accessories > right-click on the Command Prompt and select Run as Administrator. The ‘administrative’ command prompt will appear. Type in the following phrase where the cursor is flashing on this
window: net stop mysql and press Enter:

The following window will appear informing you that the database was successfully stopped:

(Minimize the command prompt as you will need to go back to it after the transfer is complete)

You will now navigate to the new (empty) easyopti folder on the new server computer. Select Start > Computer (or My Computer) > Program Files (or Program Files X86) > MySQL > data

In the ‘white space’ below the folder right-click and choose ‘Paste‘. This will paste the easyopti folder (from the removable device) into the screen. You will be prompted to merge the new easyopti folder with the existing. Click yes to approve. If a screen appears referring to conflicts, select the ‘copy and replace’ option and check the box to approve for all conflicts.

Next, bring up the command prompt (that was previously minimized) and type in the following phrase: net start mysql and press enter:

You will be able to access Crystal PM.
Note: You will need to provide the server hostname to each of your workstations as you have switched computers and the information from the old server computer is no longer valid. You will also need to open TCP port 3306 in Windows Firewall on the new server computer if you are running this utility.

To locate the server computer hostname open the command prompt and type the term hostname.

For this example, the hostname of this computer is ‘Loki’. Enter this under Configuration > Server on your workstations and they will be able to connect and write to the Crystal PM database on the server computer.

In Crystal, you have the option to activate a pre-set arrangement of online forms.

These forms are attached to a URL which can be added to your website, social networking or sent via email to your patients.

To activate these forms, open Crystal and click on Admin and then the Website tab.

The blue hyperlinks are the online forms that you can download and edit as you like.

If you generate any of these forms and choose to edit them, you can then upload them back into the system via the gray boxes at the left.
When you upload an edited form, it is live on the web server.

To view the forms you have uploaded to the web server, click on or copy/paste the URL from the following box

NOTE: Any edits you make to the forms you will need to go back to the Website tab and upload the form again in order for the web server to reflect these changes.

*Note: If your forms require advanced customization you will need the services of a proficient web designer (capable in HTML and CSS) or a portion of those services are available through Crystal for a fee.

Once you have the forms live on your website, you will see a screen similar to the following:

The hyperlink ‘Patient Forms’ is what your patients will access to fill out their online forms.

The passcode requirement is generated through Crystal by going to the Patient page >

(for the patient you wish to have access to your online forms) > Files and then click the button titled “Send to Website”.

The following box will appear:

There are several options available here. The white box below ‘Pass Code’ is where you can manually enter a passcode and the expiration box are the options available for the life of the code. To activate the code, click the button titled ‘Update Website’. The three options on the right are self-explanatory options also for pass code generation. Remember, the code does not become active until you click the ‘Update Website’ button.

If you have a new patient (who has never been to your practice before) you can simply have them click on ‘New Patient Page’ without the pass code requirement.

To retrieve patient online form information from your website, you will click the Patient tab and the ‘Import Patient from Web’ tab

The following box will appear:

The forms patients complete on your website will populate in the field below Date. Your viewing options are ‘Only Modified’ or ‘All Available’. You can have your staff periodically check this data throughout the workday.

If patient data shows in the list, double click on the patient’s name.

The ‘Patient View Changes’ box will appear next.

This box represents potential changed data (for an existing patient) or new data (for a new patient).
There are two tabs at the top: Patient and Medical History. These are the fields the patient has available to them to edit from the website.

The column on the left titled ‘Website Values’ is the data the patient inputs from the website. The column titled ‘Updated Values’ is optional and the arrows between the columns will allow you to update the information from the web form to existing data for a patient.

If the info submitted is from an existing patient, click the blue ‘Patient Already Exists’ button at the bottom of the Patient View Changes window. You will need to locate the Patient name in the Patient screen and once you click on the appropriate name, you will see the following window:

Current Values – the existing patient data from the patient file in Crystal.Website Values – the data the patient inputted into the website portal.Updated Values – the data the Crystal user has changed (and will save into the patient file) from the website.Update Patient – saves any changes made to the existing patient’s file.

Delete Patient: Does not delete an existing patient in Crystal, only the completed web form.

It’s very important to back up your Crystal PM database as a preventative against theft, natural disaster, or hardware failure. This walkthrough will explain how to perform this function.

On your server computer perform the steps below:

For Windows Vista/Windows 7: Click on Start > Computer > Double-click Local Disk (C:).

Within the Local Disk you will see a folder titled Program Files. Double click this.Note: If your version of Windows is 64 bit you will see Program Files(X64). If you see this folder, open it.

For Windows XP: Click on Start > My Computer > Double-click Local Disk (C:).Note: If you do not see My Computer in your start menu, it will be on the desktop.

Within the Program Files (or Program Files X86 folder) you will locate the CrystalPM folder.

Double-click on the folder. Once it is open, you will see the various files that operate the program. Click the letter ‘b’ on your keyboard. The selection will show this backup icon.

 

Right-click on the icon titled ‘backup’ and mouse over the entry titled ‘Send To’. Choose the second option in the list titled ‘Desktop: (create shortcut)’.

This icon will appear on your desktop.
Note: To backup Crystal, you will need a form of removable media (flash drive, external hard drive, etc). A good rule of thumb is to have two external hard drives that you rotate out on a daily basis and to back the data up with the same frequency. Your data can be backed up to the server computer, but if the server computer fails, your data cannot readily be transferred to another machine and may be lost altogether.

To ensure that the backup icon is backing up the data to the proper location, right click on the backup-Shortcut icon and select ‘Edit’. The following screen will appear in Notepad:

There will only be two areas to edit in this screen. One is program files, if your server computer shows Program Files (X86), you will need to put the cursor after the word ‘files’, hit the spacebar once and type ‘(X86) as shown below:

This ensures that the data folder (within Program Files(X86) is being backed up properly. The second entry that you will need to edit is the filename where you see ‘e:backup’ in the screenshot. This drive letter must match the drive letter that your computer has assigned to the external hard drive or flash drive. To locate this, insert the device into your server computer’s USB port and click on Start > Computer and you will see the following:

For this example, my computer assigned my external device to the ‘D’ drive. On the backup shortcut editing screen change the drive letter from e to d (leave all other data on this page as it is)

Save the changes to the edits made here:
And your back up icon for Crystal is now setup.

Note: Do not run this during the day when your staff is using Crystal. The first step of the backup process is to stop the Crystal PM database which means that all users currently logged in will have their sessions in the program abruptly ended.

A good rule of thumb is to verify that all users are logged out of Crystal (including the server computer) and run the backup at the beginning or end of your workday as time permits.

Once the backup completes (time will vary depending on the size of your database) you can verify that the backup completed by clicking on Start > Computer > Removable Disk (D:). Within the external device, there will be a folder titled ‘backup’

Opening this folder will display similar information as you see here:

Click the item titled ‘Date modified’ at the top to view the most recent date that the data was backed up.

Note: This backup icon does not back up any other data on your machine other than Crystal PM.

If you’re IT person decides to move the Crystal PM database to a different drive on your server computer (for space requirements or performing backups), these are the necessary steps to facilitate this.

Note: You will need to ensure that none of your staff are working in Crystal while this is being done because the database will need to be shut down requiring all users to be out of the program (including the server computer).

For this example, I will move the live Crystal PM database to the ‘T’ drive:

Open this drive and create a folder titled ‘CPMData’:

To begin, click Start > All Programs > Accessories > (right-click on) Command Prompt and click Run as Administrator. Type in the phrase: net stop mysql and click Enter:

The database has been stopped at this point.
Minimize the command prompt window and navigate to Start > Computer (or My Computer) > Local Disk (C:) > Program Files (or Program Files X86) > MySQL.

Right-click on the MySQL folder and select ‘Copy’.

Navigate to the CPMData folder you created on the new drive you are switching the database to (exa: Start > Computer > downloads (\abeo) (T:) > CPMData. Once inside the CPMData folder, right-click and select ‘Paste’.

You will see the MySQL database folder in the CPMData folder at this point.

Note: This could take some time to accomplish depending on the size of your database.

Next, you will need to navigate to Start > Computer (or My Computer) > Local Disk (C:) > Windows > my.ini.
Double-click on my.ini and it will open in the Notepad.

You will need to edit the line ‘basedir=C :/program files/mysql to show (in my case):
datadir=T:/CPMData/mysql/data(Your data is now being stored/written to the file specified in this entry)
Save the changes to the my.ini folder and close out of it.
Now maximize the Command Prompt and enter the phrase: net start mysql

Crystal PM can now be accessed as usual on the server/workstation computers.