WinVoice Junior v1.0
Dental Invoicing and Billing

This documentation is Copyrighted, 1996-99 by Tom Yancy and Associates Inc.
and cannot be reproduced in any form without the express written consent of Tom Yancy and Associates Inc.


Table of Contents

Introduction
Installation
Windows 95 & Windows NT
Windows v3.1
Running for the first time
Doctors
Doctor List
Creating/Editing
Cases
Case List
Creating/Editing
Corrections to a doctor's account
Printing
Finishing
Credits
Credit List
Creating/Editing
Reports
Accounts Receivable Due
Activities
Ageing
Collections
Cases Due
In-Lab Cases Due
Productivity
Statements
Configuration
Primary Configuration
Print Tune
Company
Theme
Utilities
Brainwash
Backup
Case History
Support
Glossary


Introduction

WinVoice dental laboratory invoicing and billing software was released in 1995 with a market targeted to medium sized to large dental laboratories. WinVoice first became available in two packages, a Single User package ideal for labs with only one computer and a Network package for large labs with many computers. Both allow for the accounting of multiple companies and have a vast array of employee and production reporting.

Soon after the release of WinVoice it became apparent that there was a need for a program with less sophistication that would better accommodate the unique needs of smaller labs. WinVoiceLITE was created by trimming away features of the full package, ones that small dental laboratories told us they didn't require. WinVoiceLITE is an excellent package suited for the smaller lab that is interested in automatic scheduling and employee production concerns.

WinVoiceJR took simplification a bit farther, it too was created to accommodate the needs of a small lab, but special interest was taken to address the fact that small lab owners are very busy and may possess little or no computer related skills. WinVoiceJR is ideal for the 1 or 2 man laboratory that wants an invoicing and billing system designed for the unique way dental labs do business, is quick and easy to install, with virtually no preconfiguration required.

WinVoiceJR is the smartest, easiest to install, and operate of all dental lab programs. WinVoiceJR memorizes restorations, metals and materials, their respective prices and how they relate to each doctor as you create invoices. The next invoice you create, you are able to select items from ones previously memorized or type in new ones, (that are automatically added to the list). The more invoices you create the smarter WinVoiceJR gets!

This manual is divided into chapters that relate to specific elements of WinVoiceJR. Even though it is best to completely read through a software manual before using any software, we realize how busy dental technicians are. Therefore, the chapter entitled "Installation" is a step by step tutorial that will enable you to immediately begin to create actual invoices using WinVoiceJR.

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Installation

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Windows 95 & Windows NT

To install WinVoiceJR, insert the floppy in your disk drive. Click on the Start button. Click on the Run item. Type in "A:SETUP" or "B:SETUP" depending upon which drive you have the disk inserted into. Click the OK button. WinVoiceJR will then display a licensing agreement, please read the licensing agreement in it's entirety. If you agree to the terms, click the I agree button. The installation program will then ask for the source and destination paths. Accept the defaults by clicking the Continue button.

The next prompt allows you to enter your company name for registration purposes. Be very careful when entering your company name as it can NOT be changed later and it is printed on all work tickets and reports! You will be asked for confirmation of the company name. Be absolutely sure that there is no typographical errors. Upon confirming the company name, the setup program will install WinVoiceJR into the destination directory and create a new folder named WinVoice which will include a shortcut named WinVoice Junior..

To run WinVoiceJR, click on the Start button, move to the Programs folder, then to the WinVoice folder, then click on the WinVoiceJR shortcut.

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Windows v3.1

To install WinVoiceJR, insert the floppy in your disk drive. Click on the File menu of program manager. Click on the Run item under the file menu. Type in "A:SETUP" or "B:SETUP" depending on which drive you have the disk inserted into. Click the OK button, WinVoiceJR will then display a licensing agreement, please read this agreement in it's entirety. If you agree to the terms, click the I agree button. The installation program will then ask for the source and destination paths. Accept the defaults by clicking the Continue button.

The next prompt allows you to enter your company's name for registration purposes. Be very careful when entering your company name as it can NOT be changed later and is printed on all cases and reports! You will be asked for confirmation of the company's name, be absolutely sure there are no typographical errors. Upon confirming the company name, the setup program will install WinVoiceJR into the destination directory and create a new group named WinVoice that will include an icon named WinVoice Junior.. To run WinVoiceJR, double click on the WinVoice Junior icon.

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Running for the first time

This section will describe how to get up and running with WinVoiceJR in the shortest amount of time. Grab a case that needs to be invoiced, reserve about an hour of your time and you'll soon be a WinVoiceJR master!

When WinVoiceJR is executed for the first time, you will be asked if you would like to use cue cards or not. Cue cards will provide on screen cues of various functions of WinVoiceJR, so select "Yes", (you can turn Cue cards and Sounds OFF later if you so desire, instructions are in the chapter "Configure"). You can change the location of a Cue card dialog by clicking on the bold heading border of the Cue card and dragging the dialog to a different location on your screen.

After selecting "Yes", you will be prompted to choose a theme.

Themes are various desktops (user interfaces) that are used by WinVoicJR. Each theme has a distinctive "style" and contains different sets of control buttons, backgrounds, and sounds. You have five choices of themes. Don't worry about deciding which one is best for you right now as themes can be changed later.

For the moment, let's select the "Tooth Fairy theme". Highlight "Tooth Fairy theme" and click the Select button.

After a theme has been selected, WinVoiceJR needs to know your company information.

The company name is hard coded into the software during installation. That's why it's VERY important to insure there are no typographical errors when entering it. The company name can NOT be changed after initial installation.

Enter into the proper fields your street address, city, state, and zip code.

The "Contact" line is the persons name at your laboratory that dental offices should contact concerning late payments, this name will be printed after "Sincerely" on past due letters that can be printed and mailed to your accounts. The "Federal ID#" and "Tax permit#" are optional fields and can be used to record these important numbers for quick reference..

To the right of these fields you may select which tooth numbering scheme to use. If this is set for "Canadian", the "Federal ID#" is changed to "Licensing #" and "Tax permit#" is changed to "GST#".

When finished with your company's information, click the Save button. WinVoiceJRwill then complete execution in the theme selected. In our example, we are using the Tooth Fairy theme so our desktop will look like this:

When you move your mouse pointer over the buttons, "Junior" will describe what each one does.

For directions to turn off Cue Cards or Sound, go to the chapter entitled Configuration.

If at this time you are only interested in invoicing the pile of cases that have been building up while you have been shopping for software, you should begin entering your doctors (customers). To do so, move your mouse arrow to the Doctor button and click the left mouse button. The Doctor's list dialog will appear.

Your doctor list dialog will be blank and will need to be created. Click the Create New button to enter a new doctor. When you do, you will be presented with the Create/Edit Doctor dialog.

The box in the upper left hand corner contains fields that pertain to the doctor's name and where his/her cases are to be delivered (shipped) to. There is also a field for the person in the doctor's office that past due letters should be addressed to.

It should be noted that your list of doctors will be sorted by the first characters entered into the field from left to right. Therefore, we suggest that you enter your doctor's names as such: LAST NAME, DR. FIRST NAME, INITIAL.

Fill in the information for your first doctor from the case you have in front of you.

The box in the upper right hand corner allows you to record the doctor's voice and FAX number so you can electronically reference them later.

The box below the phone number fields allows you to set the tax rate and to toggle between charging for remakes or not. The example tax rate for the doctor shown above is 7%. You can enter up to 3 digits of precision in the tax rate field. If a doctor's tax rate is 6.933%, enter 6.933.

If a check mark is in the "Charge for remakes" box, the full invoice amount is charged on all remakes for this doctor. If the box is left blank, all cases for this doctor marked as remake will have charges equal to $0.00.

The boxes in the lower left hand corner is the opening balances for this doctor. If you know this doctor's ageing history, enter the proper amounts the 30, 60 and 90+ balance columns. When amounts are entered into these fields the "Total balance" field will display the total. This should equal what the doctor owes your lab to date, less his/her cases in production.

If you don't know the doctor's ageing history, enter the total amount that you last billed the doctor, (the amount from his last statement), in the "30 balance" column, it will then be automatically be displayed in the "Total balance" field.

As you start using the system, the amounts displayed in these fields will change based upon the doctor's current ageing history. You should NOT modify these fields to make corrections to a doctor's account. See: Chapter entitled Cases in this manual. WARNING! Modifying these fields after initial set up can cause the doctor to be billed incorrectly, do so only with the advise of technical support and only after a successful backup has been previously performed.

To the right, displays statistic fields for this doctor. As your data grows these fields will keep you apprised as to the value of this doctor relating to sales and remakes. You will also be able to view the date the doctor last made a payment and the amount of the last payment. These fields can not be modified by the user.

Clicking on the Notes button allows you to enter a note that will be printed on every case created for this doctor. It may be special shipping/billing instructions or design instructions that you need to be aware of during production of this doctor's cases.

When finished, click the Save button. This doctor will now appear in the doctors list. You should later create all of your doctors in the same fashion but for right now, let's get our first case invoiced.

On the bottom line of the Doctor List dialog there are several buttons, one of which is named View Cases. Click on this button to go to the Case List dialog box.

The title of this dialog is "Case Selection: Doe, Joe Dr." because we are looking at a list of cases for Dr. Joe Doe. To view all cases, you would need to click on the Cases button on the WinVoiceJR desktop.

At this time we want to enter the case in front of you into WinVoiceJR, lets click the Create New button.

The first order of business is to select the doctor that is to be billed for this case. There are three ways to do this, you can click on the small arrow button to the right of the Doctor line to bring down your list of doctors, then click on the correct doctor. You can begin typing the name of the doctor, when enough letters are typed to allow WinVoiceJR to recognize which doctor you are typing, he will complete typing for you. Or, you can use your down arrow key to move down the doctor list until the correct doctor is highlighted and press the enter key. Use the method that is most comfortable for you.

Next you should type in the patient's name. Note: All list boxes are sorted by letters entered into the field from left to right. We suggest that you enter patient's names in the following format, LAST NAME, FIRST NAME, INITIAL This will make searching for specific cases in a large case history file much easier. The patient's name is printed on the doctor's statement and should be entered for each case to help the doctor identify the case for payment. If this doctor's office uses a special identifying number for cases, you might want to also enter it after the patient's name in this field.

When you first install WinVoiceJR, WinVoiceJR's memory has a limited amount of sample data allowing you to quickly create your first invoices. If the shades, restorations or metals that your lab uses doesn't exist, they can be added to memory by typing them in the respective field once, along with the appropriate fee in the fee field. If the restoration exists but the fee needs to be changed, do so by deleting the fee and replacing it with the correct fee. The new and overwritten information will be memorized by WinVoiceJR. If you prefer to enter all your shades, restorations, metals, teeth, materials and respective fees before creating invoices, accomplish this by executing the auxiliary program called Brainwash. Brainwash allows you to pre-configure your products and price list as well as modify the existing dummy data. Instructions for using Brainwash are included in this manual.

Next, let's type in this case's shade type, if any. The shade field is one of WinVoiceJR's unique "memorizing" fields. You can tell the difference between a "memorizing" field and a "list" field by the small grey outline inside the box where text appears (in Windows 3.1, the arrow to the right is separated by a small space from the text box on the left). In a memorizing field, you have the choice of entering a new type or, you may click on the small arrow button to the right of the line to see types you've previously entered.

The fields to the right of doctor/patient/shade are date fields. "Recv" is the date the case is received. When a new case is created this field is automatically filled with the current date, but can be changed if needed. This can be accomplished three different ways.

1) Click on the button to be presented with a calendar where you can select the year, month, and day.

2) Click on theor buttons to move up or down a day at a time.

3) Or, you can type in the MM/DD/YYYY. If you choose to type the date, it MUST be entered in the proper format noted. It is easiest for most operators to click on the calendar button.

The second date field, "Due" is the date you plan to finish the case. It is used to help schedule your cases. It is also used in several reports to give you an indication when cases should be completed (both In-Lab and Per-Doctor reports of cased due.).

The last date field is the finished date. This is the date that the case was completed and posted to the doctor's billing account. Most labs enter cases soon after they are received and later indicate that the case is finished. However, you may wish to enter cases when you are finished with them. If this case has already been finished, enter a finished date, otherwise, leave the finished date field blank to be filled in when case is finished.

A case is NOT posted to a doctor's billing account (will not appear on his/her statement) until a finished date has been entered.

The middle section of this dialog is where you create all charges that will appear on the doctor's invoice. You may have up to 20 charges on a single case. This means you can get as creative as you wish when invoicing a case. You may list all procedures to be performed individually, or combine several procedures into one charge. Typically, you'll want to do this the same as you've been filling out paper invoices.

To begin invoicing a case, type in the name of the restoration, product or service on the first line in the Charge column. Notice, this is a "memorized" field, as you enter charges, WinVoiceJR will remember them for easy selection the next time you invoice a case to this doctor.

Once you have entered a charge, press the Enter key, the cursor will move to the Tooth Chart button (or click on this button). You will then be presented with the Tooth Chart dialog.

Click on the tooth/teeth that represent the charge and then click the Return button. The "Teeth involved" line will automatically fill with the tooth numbers selected and the "Quan" field will fill with the quantity of teeth indicated on the Tooth Chart. The Quan field will now be highlighted, you can change it if needed to match the quantity that is to be charged for. WinVoiceJR will remember this the next time you select the same charge. Example: If you select an entire arch and enter a quantity of 1, WinVoiceJR remembers that the fee for this charge type should be based on each arch). If you do not select any teeth and enter a quantity with a decimal place(ex 1.7), then WinVoiceJR will remember this charge as a 'metal" charge.

Note: If the teeth do not hightlight when you click on them. Your windows may be setup as "Large fonts". For Windows95, exit WinVoice Junior, click the start button, go up to Settings, then over to Control Panel and click on it. Then double click on the shortcut named Display. There will then be a tab called Settings click on that. A section called Fonts will have a pull down box allowing you to select between "Large" and "Small". Select the standard windows setting of "Small". Then click the "OK" button. It will then ask you to reboot your computer, answer "Yes". This should correct several problems.

After entering the quantity, enter the "Fee/Quan" field. Once entered, the Fee field will change to reflect the quantity multiplied by the fee. This is another memorized field and the next time you create this charge, the fee will be displayed automatically, (it can be overridden if necessary). You will soon see that WinVoiceJR's photographic memory will make case entry faster after each and every session.

Note: A negative number can be entered into the Quan/Fee field. This allows you to easily generate discounts or billing adjustments when invoicing.

You can now enter other charges for this case if any. In our above example let's assume that we need to charge for metal used for this case. Don't select teeth on the Tooth Chart, just enter a weight into the "Quan" field. WinVoiceJR will multiply the Quan times the Fee/Quan and arrive at the total metal fee. Example: 1.7dwt X $17.50 will total $29.50.

It doesn't matter if you weigh your metal in DWT's or grams. If you use grams in the Quan field, make sure that the Fee/Quan is in fee per gram, if you use penny weights in the Quan field, make sure the Fee/Quan is per penny weight.

As you fill in charges, you will notice that WinVoiceJR automatically calculates the sub-total, then calculate the tax, and displays the grand total in the box just below the charges box.

When you are finished entering charges, you can enter a Pan number if you wish. The Pan number is recorded and printed on the invoice and can contain letters or numbers. We suggest that you type a letter(s) representing the color of the pan before the number. This allows you to quickly find the pan in the lab if necessary when looking for cases.

You can also change the Record number if you wish, it should be noted that if you elect to change the Record number, the next case that is created, WinVoiceJR will increment the number by one. This enables you to start your record number where your old paper system left off.

The button line allows you to Save the case, Abort the case, Print the case, enter Notes about the case, or pop up an electronic calculator.

This case has now been completely created, let's now print it. Clicking the Print button displays the Select Print Format dialog.

This dialog contains the different methods by which you may print. WinVoiceJR uses what we call TPF's to tell your printer how to print the field information on a sheet of paper/form. TPF's are predesigned print formats and can be customized for your lab if necessary. Your company logo can be embedded in a TPF and will be printed on every case (invoice/workticket) printed. Contact the WinVoice Sales for additional information on a Custom TPF.

You may print a case as many times as you wish with as many different print formats as you wish. This can allow you to print a work ticket when you first create the case and an invoice when you finish the case. The "Generic perforated" TPF that is included with WinVoiceJR is designed to print on the three part piece of paper that can be purchased from WinVoice Sales. One part is a work ticket, another is an invoice, and the last is a mailing label. Since the paper is perforated, the sections are easily separated. You can keep the work ticket for your records, include the invoice with the completed case and use the mailing label on the outside of the return package for easy delivery or shipping.

Simply highlight the print format you wish to use and click the Select button. You will then be presented with the Windows select printer dialog.

This dialog will be displayed before WinVoiceJR prints anything. You use it to switch between different printers and print options quickly and easily. For instance, you might want to use a cheap dot matrix printer in 60 dpi draft quality mode to print your invoices and use a laser printer in 600 dpi mode to print statements. As long as the proper Windows print driver exists on your system, WinVoiceJR can print to your printer. Note: Not all print drivers support graphic printing.

When finished with the case, click the Save button. This case will be displayed in the Case list. If it is not displayed in the Case list, the Case list View Options are set incorrectly.

The View options allow you to select between seeing cases that have been finished or not finished (still in production). If you entered a finished date on the case, you will need to click on "View only finished cases for this month". If you didn't enter a finished date, click on "View only cases not finished for this month". This allows you to quickly see which cases have been posted to a doctor's billing account and which are still in production.

When you are listing "View only cases not finished", WinVoiceJR will list cases that are Late (any case who's Due date proceeds the current date) in italics and a different color. Most labs enter a Due date that is one or two days before the actual date the doctor wants the case, this feature will allow you to quickly identify cases that need immediate attention to assure that they are delivered on time.

When a case is finished, you should indicate this by either highlighting the case and clicking the Edit button, then entering a finished date, or you can click the Finish Case button which will display a dialog that allows you to view pertinent information about the case before marking it as finished.

Click the Return button to get out of the Case list dialog. Then click the View Credits button.

This dialog lists all credits posted to the doctor's billing account (for the highlighted doctor). When you receive a payment from a doctor, you should immediately let WinVoiceJR know insuring that proper credit is given to the doctor. To create a new credit, click the Create New button. The Create/Edit Credits dialog will be displayed.

You should enter the date the credit was received, the amount of the credit, the doctor to credit, and the credit information. Note that the credit information field is a memorized field and is printed before the credit amount on statements. Use this field to enter a message like "Thank you for your payment" or "Credit Card payment". Click on the Save button to save the credit, it will now appear in the Credits list.

Click the Return button to get out of the Credit list dialog, then click the Return button to get out of the Doctor list dialog. You will now be back at the WinVoiceJR desktop (Tooth Fairy screen).

Click the Reports button and you will be presented with a list of available reports.

Let's select the Statement report so you can see the procedure to follow at the end of the month. Highlight the line that says "Statements" and click the Select button.

At the top of the statement dialog box, select your Doctor then select This Month. These options allow you to quickly look at any doctor's statement, for either this month (before printing for editing purposes) or last month's statement.

If you move your mouse pointer over the lines in the statement dialog, you will notice that your mouse pointer changes to a magnifying glass. This means you can click on a line in question to get additional information about the case. If you click on an OpenBalance line, WinVoiceJR will display the 30/60/90+ ageing history. If you click on a case line, you can quickly edit that case. If you click on a credit, you can edit the credit.

Statements are sorted by opening balances, credits, then by cases. All cases are sorted by date finished.

At the end of a month, you should generate and print all reports necessary for proper record keeping. After all other reports are generated, click on the End Month button. Note: When you end a month, you end it for ALL doctors at once. There is no capacity in WinVoiceJR to end the month for only one doctor.

You need to be absolutely sure that the statements you see on the screen are correct before continuing. Once a month is ended, all finished cases and credits are REMOVED from your current files. This means that you can not change anything on the statements once you end a month! It is not possible to undo ending a month short of restoring from a current backup disk(s)!

Once a month is ended, WinVoiceJR moves the total balance to the current month as a line named "balance forward" for each doctor.

To print statements for your doctors, click the "Last month" button to view last month's statements. Then click the Print button at the bottom. When you click on the Print button you are given the statement print options dialog.

Make sure "Last month's statements" is checked. You can then select to print a selected doctor's statement, all doctor's statements, or just the doctors that had cases or credits last month, or only doctors with positive balances (those whom owe you money), or doctors with negative balances (those who have prepaid or overpaid).

The Statement message field allows you to print a line at the bottom of statements, you can indicate "Happy holidays" or "Please pay before the 15th" etc.

Note, statements use a print format similar to cases. This means a statement can be customized or imbedded with your logo. Contact WinVoice Sales for additional information.

This concludes our getting started tutorial. The following chapters have detailed information as to how to tailor WinVoiceJR to your preferences as well as how to perform additional functions.

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Doctors

A doctor in WinVoice is any person or organization that should be billed for cases finished. It may be a third party, or a single doctor.

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Doctor List

The doctor list dialog displays all doctors. From this dialog you can Create, Edit, or Delete doctors as well as View doctor cases and credits. It is accessible through the Doctor button available on most themes.

By clicking the View Options button you are presented with different sorting methods for the doctor list.

Click on the desired sorting method then click the Continue button. This will change how the doctor list is sorted and what information is displayed and can assist in quickly finding doctors in a large list.

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Creating/Editing

By clicking the Create New button or highlighting a doctor and clicking the Edit button you are presented with the Creating/Edit doctor dialog.

The box in the upper left hand corner contains fields that pertain to the doctor's name and where his/her case are to be delivered to. There is also a field for the person in the doctor's office that past due letters should be addressed to.

It should be noted that your list of doctors will be sorted by the first characters entered into the field from left to right. Therefore, we suggest that you enter your doctors names as such: LAST NAME, Dr. FIRST NAME, INITIAL

The box in the upper right hand corner allows you to record the doctor's voice and FAX number so you can electronically reference it later.

The box below the phone number fields allows you to set the tax rate and to toggle between charging for remakes or not. The example tax rate for the doctor shown above is 7%. You can enter up to 3 digits of precision in the tax rate field. If a doctor's tax rate is 6.933%, enter 6.933.

If a check mark is in the "Charge for remakes" box, the full invoice amount is charged on all remakes for this doctor and can be overridden if necessary. If the box is left blank, all cases for this doctor marked as remake will have a total fee of $0.00.

The boxes in the lower left hand corner is the opening balances for this doctor. If you know this doctor's ageing history, enter the proper amounts past due in the 30, 60 and 90+ columns, when amounts are entered into these fields the "Total balance" field will display the total and should equal what the doctor owes your lab to date, less his/her cases in production.

If you don't know the doctor's ageing history, enter the total amount that you last billed the doctor, (the amount from his last statement), in the "30 balance" column, it will then be automatically displayed in the "Total balance" field.

As you start using the system, the amounts displayed in these fields will change based upon the doctors current ageing history. You should NOT modify these fields to make corrections to a doctor's account. See: Chapter entitled Cases in this manual. WARNING! Modifying these fields after initial set up can cause the doctor to be billed incorrectly do so only upon the advise of technical support and only after a successful backup has been performed.

To the right, displays statistic fields for this doctor. As your data grows these fields will keep you apprised as to the value of this doctor relating to sales and remakes. You will also be able to view the date the doctor last made a payment and the amount of the last payment. These fields can not be modified by the user.

Clicking on the Notes button allows you to enter a note that will be printed on every case created for this doctor. It may be special shipping/billing instructions or design instructions that you need to be aware of or make the doctor aware of for every case.

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Cases

Cases are items that are billed to a doctor's billing account. There are two types of cases, finished and unfinished. A finished case is any case that has a finished date. The difference between the two is that a finished case appears on a statement, and an unfinished case does not. This allows you to enter cases into the computer and print a work ticket as soon as you receive the case, but not bill the doctor for the case until the case is marked as finished.

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Case List

To display the Case Selection dialog, click the Case button that is present on most themes.

The case list dialog box is composed of three elements. The top portion is the list of cases, the middle is the list display options, and at the bottom are function buttons.

The middle section, Display options, allows you to view either cases that are finished or cases that are not finished. If a case seems as though it "disappeared", it is most likely because this option is set to view the wrong list of cases.

The "Sort by" line allows you to control how the list is sorted.

The "Record #" sort method lists cases by record number, pan number, patient, an X if the case is a remake, received date, due date, completed date, and the fee for the case.

The "Patient" sort method lists cases by patient name, doctor name, an X if the case is a remake, record number, pan number, date received, date due, date completed, and fee.

The "Doctor" sort method displays the list by doctor name, patient, an X if the case is a remake, record number, pan number, date received, date due, date completed, and fee.

"Date Recv" sorts the list by date received, record number, doctor, patient, pan, remake, due, completed date, and fee.

"Date Due" sorts the list by date due, date received, doctor name, patient name, pan number, remake, completed date, record number, and fee.

"Finished Date" sorts the list by completed date, date received, doctor name, patient name, pan number, remake, date due, record number, and fee.

The function buttons allow you to Create, Edit, Delete, Print, or Finish a case. For printing and finishing cases, you may select more than one case at a time. To do this, right click on the cases you wish to select. This will change them to a different color indicating that they will be included when printing or finishing. To remove the highlighting, either right click again on each case or left click on a different item.

If a case in the list is italicized and a different color, it means the case's Due date is today or earlier. This will help you to quickly identify cases that need attention to insure that they are processed and delivered on time.

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Creating/Editing

By clicking the Create New or Edit buttons on the Case List dialog, you are presented with the Case Creation/Edit dialog.

The upper left hand section allows you to select a doctor, fill in patient name, and enter the shade type.

You should first select the doctor when creating a new case. To do so, you can either click on the small arrow button to the right of the line bringing down the list of doctors, or begin typing the name of the doctor (quick fill feature), or use your down arrow key to scroll down the doctor list. Use the method that is most comfortable for you.

The patient name is printed on the doctor's statement and should be entered for each case to help the doctor identify the case for payment. If a doctor's office uses a special identifying number for cases, you might want to additionally enter it in this field after the patient's name.

The shade field is one of WinVoiceJR's unique "memorizing" fields. You can tell the difference between a "memorizing" field and a "list" field. by the small grey outline inside the box where text appears(or in Windows 3.1, a space exists between the place to type in characters and the small arrow button). In a memorizing field, you have the choice of entering a new type or clicking on the small arrow button to the right to see types previously entered. This feature eliminates preconfiguration, allowing you to create new restorations/metals/fees on the fly.

The fields to the right of doctor/patient/shade are date fields. Recv is the date the case is received. When a new case is created this is automatically filled with the current date, it can be changed if needed and can be accomplished three ways.

1) You can click on the button to be presented with a calendar where you can select the year, month, and day.

2) You can click on theor buttons to move up or down a day at a time.

3) You can type in the MM/DD/YYYY. Note, if you choose to type in the date it MUST be in the proper format noted.

The second date field, Due is the date you plan to complete production on this case. Most labs try to complete production one or two days before the case is due at the doctor's office. The Due date is used in the In-Lab and Per-Doctor reports of cases due.

The last date field is the finished date. This is the date that the case should be posted to the doctor's billing account. Some labs enter cases soon after they are received and later indicate that the case is finished. However, you may wish to enter cases when they are completed. Either way is permissible.

A case is NOT posted to a doctor's billing account (will not appear on his/her statement) until a finished date has been entered.

The middle section of this dialog is where you create all the charges that will appear on the doctor's invoice. You may have up to 20 charges on a case. This means you can get as creative as you'd like when invoicing. You may list all procedures to be performed, or combine all procedures into one charge. Typically, you'll want to do this the same way you've been filling out paper invoices.

To begin invoicing a case, type in the name of the restoration, product or service on the first line in the Charge field. Notice, this is a "memorized" field so as you enter charges, WinVoiceJR will remember them for easy selection the next time you invoice this doctor.

Once you have entered a charge, press the Enter key, the cursor will move to the Tooth Chart button (or click on this button). You will then be presented with the Tooth Chart dialog.

Click on the tooth/teeth that represent the charge and then click the Return button. The Teeth involved line will automatically fill with the tooth number(s) selected and the Quan field will fill with the number of teeth selected on the Tooth Chart. The Quan field will now be highlighted, you can change it if necessary to match the quantity that is to be charged for. WinVoiceJR will remember this the next time you select the same charge. Example: If you select an entire arch and enter a quantity of 1, WinVoiceJR remembers that the fee for this charge type should be based on each arch and not individual teeth. If you enter a decimal value(ex 1.7), then the charge is considered a metal and number of teeth does not change the quantity field.

Note: If the teeth do not hightlight when you click on them. Your windows may be setup as "Large fonts". For Windows95, exit WinVoice Junior, click the start button, go up to "Settings", then over to "Control Panel" and click on it. Then double click on the shortcut named "Display". There will then be a tab called "Settings" click on that. A section called "Fonts" will have a pull down box allowing you to select between "Large" and "Small". Select the standard windows setting of "Small". Then click the "OK" button. It will then ask you to reboot your computer, answer "Yes". This should correct several problems.

After entering the quantity, enter the Fee/Quan field. Once entered, the Fee field will reflect the quantity multiplied by the fee. This is another memorized field, the next time you create this charge, the fee will be displayed automatically, it can be overridden if necessary. You will soon see that WinVoiceJR's photographic memory quickly allows case entry to become faster after each every session.

It should be noted that a negative number can be entered into the Quan/Fee field, this allows you to easily generate discounts or billing adjustments when invoicing.

You can now enter other charges for this case if any. In our above example lets assume that we need to charge for metal used to process this case. Don't select teeth on the Tooth Chart, just enter a weight into the "Quan" field. WinVoiceJR will multiply the Quan times the Fee/Quan to arrive at the total metal fee. Example: 1.7dwt X $17.50 will total $29.50. It doesn't matter if you weigh your metal in DWT's or Grams, if you use grams in the Quan field, make sure that the Fee/Quan is in fee per gram, if you use penny weights in the Quan field, make sure the Fee/Quan is per penny weight.

As you fill in charges, you will notice that WinVoiceJR automatically calculates the sub-total, then calculates the tax, and gives you the grand total in the box right below the charges box.

When you are finished entering charges, you can optionally enter a Pan number. The Pan number is recorded and printed on the invoice. You can also change the Record number if you wish. It should be noted that if you elect to change the Record number, the next case created, WinVoiceJR will increment the number by one. This enables you to begin your record number where your old paper system left off.

The button line allows you to Save the case, Abort the case, Print the case, enter Notes about the case, or pop up an electronic calculator.

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Corrections to a doctor's account

Corrections to a doctor's account are best handled by creating a case with a + or - Charge equal to the amount of correction. Example: Dr Smith was billed $20.00 more on a case last month than he should have been. To correct this error, create a new case with a Charge called "Adjustment" with a quantity of 1 with a price of negative Twenty Dollars. Example: -20.00

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Printing

By clicking on the Print button on the Case Creating/Editing dialog or clicking the Print button from the Case list dialog, you are presented with the Select Print Format dialog.

This contains all of the different methods by which you may print. WinVoiceJR uses what are referred to as TPF's to tell your printer how a case should be printed on a sheet of paper or form. They can be customized to your needs, including imbedding your company logo within the print function. Contact the WinVoice Sales for additional information concerning custom TPF's.

You may print a case as many times as you wish using as many different print formats as you wish. This allows you to print a work ticket when you first create the case and invoice when you complete the case. The "Generic perforated" .TPF that is in the Print Format list is designed to print on a perforated 8.5 X 11 piece paper that can be purchased from WinVoice Sales. The paper easily tears into three parts. After printing, one part becomes a work ticket/lab copy, another becomes the doctor's invoice, and the other becomes a return delivery/mailing label. This is the least expensive way we have found to print three professionally looking documents and highly recommend that you use this format to some extent. Remember, it can be modified to your liking if necessary, contact WinVoice Sales for additional information.

Simply highlight the print format you wish to use and click the Select button. You will then be presented with the Windows select printer dialog.

This dialog will be displayed before WinVoiceJR can print. It's designed so you can switch between different printers and print options quickly and easily. For instance, you might want to use a cheap dot matrix printer in draft quality to print your invoices and a new laser printer to print high quality statements. As long as the proper Windows print driver exists on your system, WinVoiceJR can print to your printer. Note: Not all print drivers support graphic printing. Also be aware that printer manufactors are _constantly_ releasing new printer drivers for their printers. Contact your printer manufactor and obtain the latest driver, and/or switch to the microsoft universal driver for your printer(via your printer manufactors technical support), before contacting WinVoice Technical Support about a printer problem.

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Finishing

There are two ways to indicate a case is finished and needs to be posted to a doctor's billing account. The first method is to fill in the "Finished" date field on the case when creating or editing a case. The second and preferred method is to use the Finish Case button from the Case List dialog. Clicking this button displays the Finish Case dialog box.

From this dialog you are able to easily select the finished date at the top of the dialog as well as insure that this case is indeed the one you wish to indicate as finished. You can also click the Edit button to change previously entered information or add additional information (add metal weights/fees). You are able to print again if necessary. When you are sure the information is correct, click the Continue button.

Remember, you will need to change the Case List view options to "View only cases finished this month" to see finished cases!

To help identify which cases need to be finished, cases that have a due date that previous or equal to the current date are highlighted in italics and displays in a different color (see configuration to change the color).

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Credits

Credits are payments made by your doctors on their billing account. All credits should be entered into the system as a positive number.

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Credit List

By clicking the Credit button available on most themes, the Credit List dialog appears.

The list is sorted by date in YYYY/MM/DD format. From this dialog you can Create, Edit, Delete, and Print a list of credits. By clicking the Print button you are given the Collections report. See: Reports section of this manual for more information on the Collections report.

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Creating/Editing

To create a new credit, click the Create New button from the Credit List dialog. To edit a credit, highlight it in the list and click the Edit button. The Create/Edit Credit dialog will then be displayed.

Enter the date the credit was received, the amount of the credit, the doctor to credit, and the credit information. The amount should be a positive number, to reduce a doctors statement balance. So if Doctor Smith's statement balance is $300, and he sends a check for $200, enter a credit of 200.00. Then Doctor Smith's statement balance would be $100.

Note that the credit information is a memory field, it will be memorized and can be quickly clicked on later. It is printed before the credit amount field on statements. You may want to put a check number, or any other identifing memo about the payment.

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Reports

WinVoiceJR's reports are displayed to the screen in a tabular format allowing you to review the report before printing. You have the ability not to print reports to paper as you can review report information on screen any time during the current month. It should be noted that not routinely printing reports leaves you open for a major catastrophe should you fail to backup your system daily and experience a hardware failure. See Backup in this manual for suggested information on routine backups. You should always print necessary reports before ending the current month as they can NOT be printed after a month has been ended.

The following sections gives specific information about each report.

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Accounts Receivable Due

The Accounts Receivable Due report allows you to see at a glance what each doctor owes your lab to date, when and how much they last paid, and the value of work in production.

The report is sorted by doctor name. It lists the following information: the last date a credit was received, the amount of that last credit, the amount of finished cases so far this month, the amount of unfinished cases so far this month, and the total of all amounts owed by each doctor. Note, the Total Due column corresponds to the doctor's last month's billing (or opening balances if this is your first month) minus his/her credits that have been received and entered so far this month.

By clicking on the Show Graph button a graph will display depicting the differences between the Amount Due, Current Cases (Finished) and Work in progress (Unfinished).

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Activities

The activities report shows important day to day data for the month. It is sorted by day, each day shows the number of credits given and the total of all credits (Income). It also shows total cases, how many of those cases where remakes, tax charged on cases, the fee charged on cases and the total fee of all cases.

By clicking Graph a graph is displayed showing the relationship between collections, sales and sales tax.

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Ageing

The Ageing report divides the total amount of what each doctor owes you depending how old the case is. This allows you to identify past due accounts. Current cases (finished but not yet 30 days old) and Work in progress (unfinished cases) are also displayed. This is a very important management tool for helping to keep your accounts receivable under control.

The graph gives you the ratio of how your balances are distributed among the 30/60/90+ ranges. A healthy business has the largest quantity in the 30 day bracket.

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Collections

The collections report does not display to the screen, this is because the collections report is primarily the same as the Credits List dialog display.

The collections report contains all credits that have been entered into the system for the month.

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Cases Due

The Cases Due Report lets you check on the status of cases due for a doctor. It also allows you to print a report that can be sent to the doctor's office informing him/her when cases are scheduled to be completed.

When you move your mouse pointer over the items in the dialog, the mouse pointer changes to a magnifying glass, when this happens you may then click on the item to edit the case (invoice) This is especially helpful if you need to reschedule a case or change the fee.

By clicking the Print button you are presented with the Case Due Print Report Options dialog.

From here, you may choose to print just this doctors list of due cases, or all doctors.

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In-Lab Cases Due

The In-Lab Case Due report is similar to the Doctor Case Due Report in that it lists cases that are scheduled to be completed. The major difference is that the Doctor Case due report is selected by Doctor, and the In-Lab Case due report lists every case that has not been finished and is sorted by Due date.

Use this report to help manage your production schedule.

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Productivity

The Productivity Report allows you to determine the value of your doctors pertaining to the amount of work they send, the amount of cases returned for remakes and their percentage of remakes.

The graph shows a comparison of remakes compared to total cases.

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Statements

Statements are to be printed and sent to your doctors each billing period (month). They inform the doctor as to what he/she owes your lab to date (finished cases only). When you select the statement report, you are presented with the Doctor Statement dialog.

At the top of the Statement dialog, you may select an individual doctor and select This Month or Last Month to view. This Month is a real-time listing of your doctors current balances. You can use this information to discuss a doctors current billing situation. Last Month is the last statement that you sent to the doctor and they currently owe for. The ending balance of Last Month is the opening balance for This Month.

If you move your mouse pointer over the lines in the Statement dialog, you will see your mouse pointer change to a magnifying glass. This means you can click on a line in a statement to get additional information about the case in question. If you click on an OpenBalance item, 30/60/90+ (ageing history), will be displayed. If you click on a case line, it will allow you to edit the case (invoice). If you click on a credit, you may edit the credit.

Statements are sorted by opening balance, credits, and cases. Cases are sorted by the finished date.

Before printing statements, you should generate and print all reports necessary for proper record keeping. After all reports are generated, click on the End Month button. When you end a month, you end it for ALL doctors. It is not currently possible to end the month for only one doctor.

You also need to be absolutely sure that the statements you see on the screen are correct before continuing to end a month. Once a month is ended, all finished cases and credits are REMOVED from your current files. This means that you can not change anything on the statements once you end a month! It is not possible to undo ending a month short of restoring from a current backup disk(s)!

Once a month is ended, WinVoiceJR moves to the current month and the statement amounts change to balance forward for each doctor. Click the "Last month" button to view last month's statements. Then click Print to print last month's statements. When you click on the Print button you are given the statement print options dialog.

Make sure "Last month's statements" is checked. You can then select to print a selected doctor's statement, all doctor's statements, only the doctors that had cases or credits last month, only doctors with positive balances (those that owe you money), doctors with negative balances, (those who have prepaid or overpaid). The last line, statement message, allows you to print a line at the bottom of all statements. Such as "Remit to P.O. Box....", "Happy holidays", "Two % discount if paid by.....", etc.

Note, the Statement report uses a print format similar to the case (invoice) format mentioned earlier. This means statements can be customized for your lab, including adding your company logo! Contact WinVoice Sales for pricing information.

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Configuration

The WinVoice Development Team strongly believes that for a user to be comfortable with a software package he/she should be able to change most every element of it. That's why the WinVoiceJR user is able to select different themes and colors for the user interface. Don't be afraid to experiment with screen colors, if you loose track of what you've changed or are unhappy with the result, you can always return to the defaults quickly and easily by clicking on the Defaults button.

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Primary Configuration

By clicking the Configure button available on most themes, you are presented with the Configuration dialog.

From here, you control every element of WinVoiceJR. The top six sections contains the colors that WinVoiceJR uses. By clicking on either the foreground or background buttons you get the select color dialog.

Click on the desired color and click the OK button.

The first box, Normal Line is the foreground and background colors of a normal line in a list box. The second box, Select Line, is the color of lines you select in a multi-select list box, like the case list box. The third box, Due Line is the color of cases that are due in the case list dialog. Highlighted Line is a line that is highlighted but not selected, which is possible in the case list dialog box. Selected Highlighted is the currently highlighted line in a list box.

The last box, Edit Colors controls the foreground and background of the edit boxes on dialogs. These are the controls you see on your screen where you type in text such as patient name.

The next section, Miscellaneous Colors, allows you to change the line color that separates the various lines in a list box. Stop Color changes the lines that divide the different information on the lines in a list box. Bar Color refers to the default color to use on status boxes. Dialog Color is the background color to use for boxes (normally grey). The last button allows you to switch sound on/off.

The next section Miscellaneous Options allows you to modify system settings.

Print Tune allows you to offset printouts for your particular printer.

The next button allows you to turn sounds on and off.

The last button allows you to turn cue cards on or off. Cue cards are helpful hint boxes that appear in yellow. They are always present and tell you about the item under your mouse pointer. You may wish to keep cue cards on until you no longer need their help.

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Print Tune

The Print Tune button on the Config dialog allows you to fine tune where WinVoiceJR begins printing reports on the paper used by your particular printer. When you click on this button, the following dialog appears.

The Cases, Statements, and Other Reports boxes allow you to enter the offset in printer device pixels for the top left corner of printing. This number may be from -32767 to +32767. Device pixels depend on your particular printer. Setting "top" at 300, on a 300dpi printer, will move the report 1 inch down a sheet of paper. We recommend changing print tune settings in increments of 100. Please note that some printers have physical limitations as to where they can print and this setting may not have any effect on your particular printer. There may also be settings included with your printer driver for margins. Contact your printers manual/support for more details on printer driver settings.

The starting line down for reports gives what line number to start printing for all reports except for statements. The most common setting for is 6, as this allows plenty of room at the top of the page for the reports to be bound.

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Company

By clicking the Company button on the Configure dialog, you can edit your company's information.

The company name is hard coded into the software upon installation. That is why it is VERY important to make sure there are no typographical mistakes upon entering it. After installation, the company name can not be changed.

Enter in your Street address, City, State, and Zip code. The Contact should contain the person at your lab responsible for handling billing inquiries and is printed after "Sincerely"on the Past Due letters. The "Federal ID#" and "Tax permit#" can be used to record this important information for later reference.

You may also select your desired tooth numbering schemes. If this is set for Canadian, the Federal ID# is changed to Licensing # and the Tax permit# is changed to GST#. The United States tooth numbering scheme starts with the upper arch with at tooth #1 and then goes sequentially up and around to tooth #16. Then the lower arch begins at tooth #17 and continues sequentially to tooth #32.

 

The Canadian scheme starts with the upper arch with tooth #18, then #17, #16, #15, #14, #13, #12, #11, #21, #22, #23, #24, #25, #26, #27, and #28. The lower arch begins with #38, then #37, #36, #35, #34, #33, #32, #31, #41, #42, #43, #44, #45, #46, #47, and #48.

 

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Theme

Clicking the Theme button from the Configure dialog allows you to select a different theme to use.

Themes in WinVoiceJR are how the desktop appears. Each one has a distinctive "style" that contains different sets of control buttons, backgrounds, and sounds.

When you highlight a theme at the left, a preview of what your desktop will look like appears at the right. After selecting a theme to use, click the Select button.

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Utilities

WinVoiceJR comes with three utilities that complement WinVoiceJR. Brainwash allows you to edit WinVoiceJR's "memory" in case you make a typo or want to get rid of unused memory types. WinVoice Backup allows you to easily backup your data files to floppy disk(s). History allows you to look up old cases.

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Brainwash

Brainwash is an editor for the memory files that store your lists of charges, shade types and credit information. To run Brainwash, double click on the Brainwash icon in the WinVoice group (or click on the Brainwash shortcut in the WinVoice folder if you are running Windows 95). It can be used to set up your price lists in WinVoiceJR rather than having to memorize all of the items.

The top line "Memorized Field Type" allows you to select which part of WinVoiceJR's memory you wish to edit. The section below contains a list of the memorized items and if the field type is "Case Charges & Fees", it will also contain the fees associated with the charges.

For example, let's say we want to change in our memorized list from "Custom Shade" to "Shade: Custom". First click on the field type of "Case Charges & Fees" the list will fill in. Find "Custom Shade" and click on it once to highlight. Click on the Edit button next to the list. A box will display allowing you to edit the name of the item.

When finished editing click the Save button, the list will change to reflect that "Custom Shade" has been changed to "Shade: Custom".

For charge types, you are able to control if the fee is based on per tooth, per arch, a weight field (not based on tooth/teeth clicked on the Tooth Chart), or a flat fee (not based on tooth/teeth clicked on the Tooth Chart, defaulting at 1).

If you have a check mark in the Locked box, it will prevent WinVoiceJR from re-memorizing the criteria when new cases are created with this charge.

You can also Add and Delete items with the same ease.

When you highlight an item, all of the associated fees are filled in at the right. You can edit/delete/add them in the same fashion as items.

When finished, click the Save button, or click the Abort button if you do not wish to save your changes.

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Backup

This utility allows you to easily copy your program and data files from your hard drive to floppy disks. It is possible to copy up to about 8 megs of information on a single diskette using WinVoice Backup due to its highly compressed format. It is very important that you discipline yourself in it's routine use! Nothing can be as frustrating as spending hours entering data into a computer and loosing everything because of a power spike or drive failure. We suggest that immediately following your first session using WinVoiceJR, that you do your first backup.

We advise that you backup before Ending a month and at least once a day during the month. A good backup routine is as follows:

You will need three new sets of diskettes, label them as Backup 1, 2, and 3. Start your backup routine by first backing up on disk 1, make a note of the date on the label. The next time (day) you backup use disk 2 and the next time you backup use disk 3. Assuming that you backup daily, after three days you will have three diskettes, number 1 with one days information, number 2 with two days information and number 3 with three days information. The next time you backup, rotate back to disk number 1, and so on. If you experience data loss, restore with your most recent diskette, assuming you have a successful restore session, you will be able to restore all information up to the last date noted on the diskette. If for some reason your most recent backup diskette is unreadable, go to your next most recent backup diskette and so on. Remember, diskettes eventually wear out and can be accidentally corrupted by static electricity! You should periodically replace your backup diskettes with new ones on a regular basis, we also suggest that you periodically run Scandisk (a Microsoft utility program) or other disk utilities to check your diskettes for errors. See your Window's manual for additional information on Scandisk.

WinVoice Development does NOT guarantee the safety of your data, this is YOUR responsibility, so please serve yourself well as it will be impossible for us to assist you in restoring your data without a current backup diskette(s) available.

To run WinVoice Backup, double click the Backup icon in the WinVoice group (or click the Backup shortcut in the WinVoice group). WinVoice Backup's main dialog will then appear.

Insert a blank formatted floppy into the drive and then click the OK button. Please note that your data may require more than one disk to complete the backup procedure. When you click the OK button, WinVoice Backup proceeds to take every file in the directory specified by the "Source Path" field, their sub-directories and compress them. It then places as much of this compressed data onto the "Destination" drive/path as possible. It will prompt you for additional disks until it has copied all of the compressed data.

Note: Only ONE backup is on one disk. If you place a disk that already has a backup in the drive, it will be OVERWRITTEN. Be very careful to keep your disks organized.

Depending upon the speed of your system and your amount of data this procedure can take a great deal of time as every file will be backed up. If you wish to save time, you can backup only specific directories at a time. Here is a list of the sub-directories used by WinVoiceJR

\JUNIOR\COMPANY\This is the most important directory to routinely backup. This directory stores WinVoiceJR's memory, case, and credit files.
\JUNIOR\LAST\Stores the statements from last month. Unless you plan on reprinting old statements, this directory is not that important.
\JUNIOR\BMP\Contains the graphic files for the various themes. This can be restored from your original install disk.
\JUNIOR\WAV\Contains the sound files for the various themes. This can be restored from your original install disk.
\JUNIOR\THEME\Has the definition files of all available themes. When you select a theme, its file is copied into the \WINDOWS so this directory can be omitted.
\JUNIOR\BRAINWSH\Brainwash is an external utility for WinVoiceJR that edits the memory files. This is can be restored from your original install disk.
\JUNIOR\HISTORY\History is another external utility that allows you to view cases from past months. When you end a month, WinVoiceJR will put all of the old cases into this directory. Its not necessary to backup, unless you'd like to view old cases.

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Case History

After ending a billing period, End Month, current cases are removed from your current Case List file and added to the history file. The History utility allows you to easily research the history file and recall such information as shades, metals and materials used to process the original case. History will contain every case since you first started WinVoiceJR, which makes it an invaluable tool in researching your continualy improving business.

When you installed WinVoiceJR an icon named History was placed in the WinVoice group or folder. By clicking on this icon you are presented with the History main dialog.

It resembles the WinVoiceJR's Case Selection dialog, major differences are the buttons located at the bottom, three of which deals with searching the history file for old cases. If you double click on a case contained in this dialog, you are presented with the Case dialog showing specific information pertaining to that case.

You can reprint if you like by clicking the Print button. You can recall notes that you made about the case by clicking the Notes button. Click the Return button when you are finished.

Refer back to the History main dialog and you will notice a row of buttons at the bottom. These buttons allow you to perform several functions. When the View Options button is clicked the Case View Options dialog is presented. This dialog allows you to filter the history file from 100% to a fraction of, depending upon the filter criteria.

The top section of this dialog allows you to filter the history file and fill the case list dialog with a Selected doctor's case(s) or All doctors cases. Click on the choice that best suits your selection needs. The bottom section allows you to additionally filter the complete history file and fill the case list with All Cases, (for the selected doctor, or all doctors), or cases Finished during a specific date range.

Located in the History main dialog are buttons called, Previous, Search, and Next. These buttons allow you to quickly locate cases in the history file based upon Record number or Patient name. By clicking the Search button you are presented with the Search for Invoice dialog.

Searching for a specific record number is as easy as entering the record number to search for and clicking Continue.

If you desire to search by patient's name, type the patient's name on the proper line in the box. You will then need to tell the system if the name typed is an Exact match as it would appear on the case you are searching for or if it's a Partial match. If you select Exact match, the patient name field in the history file is searched from left to right for an exact match of the name you typed. The first match found is displayed, if no matches are found you will be prompted.

If you typed a partial name of the name(s) you are searching for and select Partial match, you have the option of scanning the patient name field in the history file Anywhere for a match or, for matches that Starts with the name you typed.

Let's assume we are searching for "Doe", using the Partial name Anywhere search criteria. The first match found is "Jane Doe", but this is not the case we are looking for. You have several methods of continuing the search.

From the History main dialog, you can click on the Next button to search for the next match, or you can click on the Search button again to bring up the Search for Invoice dialog and make the search criteria more specific, (such as "Doe, E"). You can use the Next and Previous buttons to search through cases that match this criteria.

Please note that you should insure that View Options are set correctly before performing a Search. For instance, if View options, Selected doctor is set for Doctor Smith, and you are looking for a case processed for doctor Gregory, the Search function will NOT be able to find the proper case since 100% of the history file is not being searched.

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Support

If you have a question about WinVoiceJR, you may not have to call technical support to find the answer. Try these steps first:

If you are having a problem with WinVoiceJR, try these steps before calling technical support.

Windows may have been put in an unpredictable state due to some other software running or WinVoiceJR may have been confused about some data that was entered. By restarting the system, your giving both Windows and WinVoiceJR a fresh start. 90% of the time, this corrects most problems.

If something used to work, what has changed?

Have you installed any other software after installing WinVoiceJR? WinVoiceJR may need a file that could have been overwritten by the other software.

Is the problem reproducible? Are you able to exit WinVoiceJR, reload it and duplicate the problem? Some problems may be related to drive caching or other system glitches. If you are unable to find a case remember that you must look through both the finished and unfinished lists and that finished cases are removed when you end a month.

Is the problem isolated to WinVoiceJR? If the problem is printing, are you able to print from another Windows software? Do you have the latest print driver from your manufactor?

Is the problem Windows? Technical support deals only with WinVoiceJR problems, refer to Microsoft for support concerning Windows.

If you can't solve your problem and need to call technical support, be sure to follow these guidelines for the quickest and easiest response to your questions.

Technical support will not be able to help you if they do not know where the error happened and what the error was.

Technical support will need to know what version of WinVoiceJR you are running. A reinstall may also be necessary.

A restore may be necessary.

Type of processor (386/486/Pentium). Amount of RAM (2/4/8/16 meg). Hard drive free space. Windows version (Windows 3.1TM, Windows95TM, WinNTTM 3.1/3.5). DOS version. Printer manufacture. Network configuration. Directory WinVoiceJR was installed to. Other software currently running.

Technical support will ask you to run through the procedure and describe what is being displayed on the screen and suggest ways to correct the problem.

Determining the problem and laying out a solution may take time, make sure you have the time to spend uninterrupted on the phone at your computer.

You may also FAX your questions to WinVoice Support 1-918-627-7842. Be sure to include your name, company name, return address, return FAX number, voice phone number, and the best time when you can be reached.

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Glossary

ActivitiesFinished Cases or credits entered during a month.
Ageing30/60/90+ day balances for a doctor.
BrainwashA utility program included with software that allows you to edit WinVoiceJR's memory.
CaseAKA: Invoice, charge or debit for a doctor, may be finished or unfinished.
ChargeAn item to be charged for.
CollectionPayment by the doctor. A positive credit subtracts from the doctors balance. (Also known as a credit)
CompanyYour information.
CreditPayment by the doctor. A positive credit subtracts from the doctors balance.
End of MonthThe process in which you indicate billing cycles. All finished cases and credits are removed from the data files; doctors MTD fields are moved to YTD fields; and doctor balances are updated.
HistoryA utility that allows you to search and view old cases.
JuniorShort for WinVoiceJR. The name of this software. The Penguin or Tooth Fairy mascot.
StatementA report giving the activities for a doctor as well as the previous months balance. This indicates how much a doctor owes less cases in production.
Last paidDate of last credit.
Memory BoxA box that remembers the last entries entered into it allowing you to configure the system on the fly.
Print FormatThe style in which a case is printed. WinVoiceJR may have up to 99999999 different styles to print with. They are completely customizable.
RemakeA case that has been previously produced and for some reason needs to be reproduced because of some error. These cases can be tracked so that you can determine doctors with impression problems. Remake reasons can be recorded and you may set the program to charge individual doctors for a remake or not to charge for a remake.
SoundsNoises that your computer will make upon executing selected functions. Sounds can be turned off if so desired.
ThemeThe appearance of the desktop and what sounds are used.
Tooth ChartThe picture of the two arches that are used to indicate what teeth applies to a charge. It is also helpful in designing a case.
TPFSee print format.