Objective Management Suite

Q: When I click on the Weekly module and display Clinicians, it seems that the system is exceptionally slow, as much as 10-15 seconds to display all the clinicians.

A: Depending on your computer performance, your internet speed and the amount of data the system is required to process, will determine the speed of displaying your selection.

If you happen to have a practice that has a large number of Clinicians, (over 20 or so) the system has to work harder to process all of the data to display the weekly activity of all of the clinicians.

The system works at peak performance levels when you select a moderate date range, i.e., 13 weeks date range is your recommended date range. When this shorter range is selected, even a practice with as many as 35 clinicians will still display your selection in 1-2 seconds.

It is possible to view a long date range (up to 52 weeks) if you wish to analyze your practice performance over that longer period of time, but just remember your system performance will be slower with that longer date range. When you have completed your analysis, you simply shorten your date range, and the system performance will return to its speedy display.

Q: I am experiencing a “Screen Freeze” and/or "Non-Responsive" screen. This can occur in the Monthly or Weekly module.

A: The primary thing that can cause this issue is too many months or weeks selected in the Date Range at once, i.e. more than 12 months for example. There is a lot of data to process in that case and if the computer is not very powerful this can happen. Also you might make sure there are not too many programs open at one time (draining memory) ... another thing to try is to reboot the computer.

Q: How do I figure out what my average collectible visit charge is?

A: Take your income or collections for an extended time period (12 months is ideal) and divide it by the total number of visits for that same time period.

Q: What if I want to increase or decrease the amount of rows at the bottom of the Budget Projections?

A: You can change the number in the ‘Step Count’ box to how many rows you would like to view. (Remember to hit ‘Save Data’ if you do this)

Q: Should I enter the payroll taxes in the itemized budget if I also, have it set at a certain percentage in the staff section?

A: No, you should only have it in one place or your expenses will count it twice and will not be accurate.

Q: I am trying to change the date range and it isn’t working. Am I doing something wrong?

A: Always make sure you select the year and then the month, in that order. If you are still experiencing problems then contact your consultant at SSI or email us at info@objectivemanagementsuite.com

Q: Should my Max # of Visits on the Monthly match up with the Max Visits in the Profit Projection Module?

A: Yes, they should be the same figure although the Profit Projection Module is the most accurate.

Q: What if I don’t know my ARs for every month?

A: That is okay, you only need to know what the AR’s were in the first reporting month, and OMS will calculate the rest!

Q: What if I don’t know the referral source’s first name, specialty, etc?

A: Although the system will ask you for the first name, last name, and specialty, you only need to enter a last name for the system to accept the entry.

Q: Is there a maximum amount of referral sources the system takes and then it’s ‘full’?

A: No, you can literally have as many referral sources as you want!

Q: What if the graphs aren’t coming up at all?

A: They should appear if you have data entered. However, if they don’t, simply click the refresh button on both your browser and on each individual graph. If you are still experiencing difficulty, contact us by email at info@objectivemanagementsuite.com

Q: What if my graphs aren’t printing?

A: Make sure you are using the most recent versions of Safari, Firefox, or Google Chrome. If you are using Internet Explorer (IE), they will not print as the graphics are too advanced for IE. The other browsers can be downloaded free of charge.

Q: What are the maximum amount of weeks I can display?

A: 52 weeks, though you should only be working with 13 weeks for graphing.

It is best to have your spreadsheet chosen for a date range of 12 or 13 weeks. You can always select previous or forward dates

Q: What if I have a therapist that isn’t appearing in the Weekly?

A: Go back to the Profit Projection Module and ensure you have the ‘Clinician’ box checked in the “Staff” tab. If it is not checked, the weekly system will not create their spreadsheet in the Weekly Module.

Q: Can I make a custom stat that’s monthly instead of weekly?

A: No. You want to do your stats weekly for managing, but you can make a stat and ‘pretend’ that it is monthly, by simply entering in the data each month as opposed to each week and using it for that purpose.

Q: Is there a limit to how many custom statistics I cancreate?

A: No

Q: How do I tell if my clinicians are producing at least 3 times their salary?

A: At the bottom of the weekly clinician spreadsheet the” accumulated profits” take the charges and deduct from them the % write-offs from the monthly spreadsheet (this is why your monthly spreadsheet must always be up to date)and then deduct the amount you are paying that clinician which ends up with the profits of that clinician.

This then accumulates week by week as shown at the bottom of the spreadsheet.

Q: When setting up the clinicians, what do I put for ‘min hr’ and ‘max hr’?

A: When entering this data, the ‘min hr’ should be this: How many visits do you expect that therapist to do in one hour, minimally? The ‘max hr’ should be how many visits they can do max without sacrificing the quality of care.This could look something like min hr: 1.5 / max hr:

2. This creates the bottom line and potential for each therapist. It is your choice to keep this the same, meaning if they can do up to 2.5 max visits and that’s what you expect them to do, then that makes the min the same as the max.

That is totally up to you, but please realize if you choose this, their potential and bottom line will be the same, which doesn’t make for a fun game of production for them ☺

Q: Should I put in the number of hours they see patients or total hours worked, even with notes included?

A: You should put the total number of hours you paid them for. If they’re full-time – you put 40 hours. The Weekly remember is taking their salary from the Profit Projection Module. We want to know what they are producing vs. what you’re paying them so it’s important to list the hours without any time taken out.

If you have general questions or concerns, please make sure you’ve read through the manuals as well as watched the training videos.

If you still have questions or do not understand some portion of the software, please contact us and we will be happy to assist you. You may email us directly at info@objectivemanagementsuite.com

Please include the following in your email:

1. Account email and password.

2. What module you’re asking about.

Please be as specific as possible in terms of the question or problem you are experiencing.

We will get your question answered within 24 hours.

It is vital you fully understand how Objective Management Suite works! Only when you have complete understanding of this invaluable tool can you really see the benefits it has to the longevity of your practice

FAQ