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WinCity Massage SOAP Notes
Frequently Asked Questions (FAQ)

This page contains answers to common questions handled by our support staff, along with some tips and tricks that we have found useful and presented here as questions.

Note: In these answers we will follow a few shorthand conventions for describing user-interface procedures. Key combinations will be presented like this: Ctrl+Alt+Delete, which means that you should press and hold down the Control key, the Alt key, and the Delete key at the same time. Menu selections will be presented like this: File->Open, which means that you should open the File menu, and then make the Open selection.

  1. Where can I get a demo version of WinCity Massage SOAP Notes?

  2. Why is Setup never finishing to update my system files?

  3. I can't find my SOAP notes file. What should I do?

  4. I can't print on my DELL A940 printer. What should I do?

  5. Does WinCity Massage SOAP Notes produce insurance forms?

  6. Where can I find the instruction manual?

  7. Do I have to print the SOAP notes or are they saved on my computer?

  8. Are old sessions preserved when new sessions are created?

  9. Can I install WinCity Massage SOAP Notes on multiple computers?

  10. What should I do if a drop down list does not contain what I am looking for?

  11. Can I customize the drop down lists?

  12. What modalities are included in your list of modalities?

  13. How can I compare SOAP notes from session to session to check for progress?

  14. Can I password protect my SOAP notes?

  15. I forgot my password. What should I do?

  16. How do I type arrows and delta signs?

  17. How do I use the keyboard to...?

  18. How do I delete a session or edit a session date?

  19. How do I delete drawings or text from the body picture?

  20. Do you have any plans to sell a Macintosh version of WinCity Massage SOAP Notes in the near future?

  21. Do you have any plans to sell a Pocket PC version of WinCity Massage SOAP Notes in the near future?

  22. How many clients can WinCity Massage SOAP Notes handle?

  23. Does WinCity Massage SOAP Notes support networked users accessing the database separately for separate patients?

  24. Does WinCity Massage SOAP Notes support multiple Massage Therapists?

  25. Can I put my client files on a remote computer?

  26. Why are some of my files so large?

  27. The severity indicators on the body drawing are overlapping. What should I do?

  28. How do I modify the severity indicators on the body drawing?

  29. How do I turn off the severity indicators on the body drawing?

  30. How should I use the LMS severity scale?


Where can I get a demo version of WinCity Massage SOAP Notes?

We now have a free downloadable 60-day trial version of WinCity Massage SOAP Notes.

We still have a demonstration that you can watch online. You can also look at our product documentation.

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Why is Setup never finishing to update my system files?

In some rare cases, WinCity Massage SOAP Notes Setup keeps announcing that it needs to update some system files and asking you to reboot your computer.

If you run into this problem, visit Microsoft's www.windowsupdate.com and follow the instructions to update your version of the Windows operating system.

After you have updated your version of Windows, run WinCity Massage SOAP Notes Setup again.

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I can't find my SOAP notes file. What should I do?

If you have access to WinCity Massage SOAP Notes:

In the "File" menu, take a look at the lines between "Print..." and "Exit". You will see your most recently used Soap Book files there.  To open one, click on its name.

If you don't have access to WinCity Massage SOAP Notes:

Your SOAP notes are most likely contained in a file located in your "My Documents" folder. To look for it, do the following:

  1. Open Windows Explorer
    1. Click on the "Start" button in the Windows Taskbar
    2. Click on "All Programs"
    3. Click on "Accessories"
    4. Click on "Windows Explorer"
  2. Click on "My Documents"
  3. Click on the "View" menu
  4. Click on "Details"
  5. Click on the :"View" menu one more time
  6. Click on "Arrange Icons by"
  7. Click on "Type"
  8. Scroll down the file list, looking in the "Type" column for "WinCity Massage Soap Book".
  9. If you find your file in the list, double click on it to open it.

If you still have not located your SOAP Notes, try the following:

  1. Click on the "Start" button on your Windows Taskbar

  2. Click on "Search"
  3. Click on "All files and folders"
  4. In the "All or part of the file name" text box, type ".MassageSoapBook"
  5. Click on the "Search" button
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I can't print on my DELL A940 printer. What should I do?

Please email support@wincityinc.com and we'll send you a new version of WinCity Massage SOAP Notes that fixes this problem. 
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Does WinCity Massage SOAP Notes produce insurance forms?

WinCity Massage SOAP Notes does not produce HCFA-1500, CMS-1500 or any other insurance forms.
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Where can I find the instruction manual?

Since most computer manuals don’t ever get read, we do not send a copy of our manual with the software. Instead we have made the Getting Started with WinCity Massage SOAP Notes manual available online.

You might find that watching the demonstration is a faster way to learn how to use the software than reading the manual.

If you are looking for help related to a specific field within WinCity Massage SOAP Notes, go to the screen that contains that field, and press the F1 key on your keyboard.

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Do I have to print the SOAP notes or are they saved on my computer?

The SOAP notes are automatically saved on your computer.
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Are old sessions preserved when new sessions are created?

Yes. When you create a new session that is based on an old session, the old session is preserved.

If you want to make sure you are modifying the new session and not the old one, double check the session date near the top right corner of WinCity Massage SOAP Notes window.

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Can I install WinCity Massage SOAP Notes on multiple computers?

Each license covers installation and use of the software on a single computer. If the software is run on a computer from a remote server, each concurrent instance of the software running on a separate workstation requires a separate license.
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What should I do if a drop down list does not contain what I am looking for?

As a rule of thumb, anywhere you see a box with a drop down list, you can type in anything you want. You are not limited to the list content. (By the way, these drop down lists are sometimes called pull out menus.)

For instance, we had to limit our list of body parts to keep it manageable. As a consequence, it doesn't include joints. If you have a client complaining about pain in the knee, you can just type in "knee" in the body parts box.

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Can I customize the drop down lists?

You cannot change the content of the drop down lists. (By the way, these drop down lists are sometimes called pull out menus.)  However, you don't have to pick one of the items on the list: you can type in whatever you want.

For instance, we had to limit our list of body parts to keep it manageable. As a consequence, it doesn't include joints. If you have a client complaining about pain in the knee, you can just type in "knee" in the body parts box. However, you can't add "knee" to the drop down list itself.

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What modalities are included in your list of modalities?

Here is our entire list of modalities:

  •  Application of Cold
  •  Application of Heat
  •  Compression
  •  Craniosacral
  •  Deep tissue
  •  Energy Work
  •  Friction (including Cross Fiber Friction)
  •  Gliding (Effleurage)
  •  Holding
  •  Kneading (Pétrissage)
  •  Lymphatic Drainage
  •  Manual Traction
  •  MET: Muscle Energy Techniques
  •  Movement Education
  •  Myofascial Techniques
  •  Neuromuscular Techniques
  •  Oriental/Meridian
  •  Passive Positioning
  •  Percussion (Tapotement)
  •  PNF: Proprioceptive Neuromuscular Facilitation
  •  Rocking, Jolting, Shaking
  •  ROM (Active, Passive)
  •  Scraping
  •  Skin Rolling
  •  Strain/Counter-Strain
  •  Stretching
  •  Stripping
  •  Traction
  •  Trigger Point/Pressure Point
  •  Other (specify)

To specify a modality that is not included in this list, pick the most relevant modality in the list, and specify your modality in the "Comments" box. For instance, to specify “Neuromuscular Reprogramming”, you could select the “Neuromuscular Techniques” modality and type “Neuromuscular Reprogramming ®” in the "Comments" box to further specify which technique you used.  

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How can I compare SOAP notes from session to session, to check for progress?

While insurance companies might only care for functional outcome as a measure of your clients’ progress, you might want to see a more detailed picture.

Would you like to see, for instance, how your client’s reported symptoms and medication intake changed from session to session? Here is how to do it:

  1. Open the Massage Soap Book that contains your client's SOAP Notes.

  2. Select your client, and the corresponding account.

  3. Click on the Subjective tab to display your client's current medications and symptoms.

  4. Put the cursor in the Session Date field, then hit the up and down arrow keys on your keyboard. As you hit on the up and down arrow key, the session date changes, and so does the data being displayed, including your clients medications and symptoms.

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Can I password protect my SOAP notes?

Yes, you can password protect your SOAP Notes.

Your SOAP notes are stored in files called Massage SOAP Books. To password protect a Massage SOAP Book do the following:

  1. Open the Massage SOAP Book. By default, your Massage SOAP Book is opened automatically for you whenever you start WinCity Massage SOAP Notes.

  2. Click on the View menu.

  3. Click on the Options... menu item.

  4. Click on the Security tab.

  5. Enter your new password in the New Password box.

  6. Enter your new password a second time in the Verify New Password box.

  7. Click OK.

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I forgot my password. What should I do?

Unfortunately, WinCity Custom Software Inc. cannot assist under any circumstances in the breaking of passwords.  There are third-party password recovery service companies available on the World Wide Web that might be able to help you. WinCity Custom Software Inc. does not recommend or endorse any of these companies.

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How do I type arrows and delta signs?

To insert an up arrow in your text, type Ctrl+Alt+Up_Arrow.

To insert a down arrow in your text, type Ctrl+Alt+Down_Arrow.

To insert a left arrow in your text, type Ctrl+Alt+Left_Arrow.

To insert a right arrow in your text, type Ctrl+Alt+Right_Arrow.

To insert a delta sign in your text, type Ctrl+D.

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How do I use the keyboard to...?

To go from one Tab to the next, use CTRL+TAB. For instance, to go from the "Client Information" tab to the "Subjective" tab, hold the CTRL key down, hit the TAB key, and then release the CTRL key.

To move from one Tab to the previous one, use CTRL+SHIFT+TAB.

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How do I delete a session or edit a session date?

As of September 2005, there is an easy way to delete a session:

1. Select the client and account that contain the session with the erroneous session date.

2. Select the session date of the session you would like to delete.

3. Click on the Edit menu.

4. Click on the Delete Session... menu item

If your version of WinCity Massage SOAP Notes does not have a Delete Session... menu item, please email support@wincityinc.com so we can arrange to send you the latest version of the program..

To change the session date:

A. Select the client and account that contain the session with the erroneous session date.

B. Type the correct session date and press ENTER.

C. A dialog will come up asking if you would like to create a new session and copy the data from another session. Click on the erroneous session date and click OK.

D. You now have two identical copies of the session, one with the wrong date, and one with the right date. Follow the steps 1 to 4 above to delete the copy with the erroneous date.

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How do I delete drawings or text from the body picture?

To delete symptom symbols, elevation lines or text that you added to the body picture:

1. Select the object you would like to delete by clicking on it.

2. Press the DELETE key on your keyboard.

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Do you have any plans to sell a Macintosh version of WinCity Massage SOAP Notes in the near future?

Although we love the Mac, we currently have no plans to develop a Mac version of WinCity Massage SOAP Notes.

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Do you have any plans to sell a Pocket PC version of WinCity Massage SOAP Notes in the near future?

We currently have no plans to develop a Pocket PC version of WinCity Massage SOAP Notes.

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How many clients can WinCity Massage SOAP Notes handle?

The short answer is that with WinCity Massage SOAP Notes 2004 you can have multiple files (called Massage SOAP Books) and each file can contain hundreds of clients.

For the a more detailed answer, keep reading.

WinCity Massage SOAP Notes 2004 supports multiple files.  If you want, you can put all your clients in the same file. If you have two different practices, you can create a separate file for each practice. You can even create a separate file for each client if that is what works best for you.

Each file is limited to 2 Gigabytes in size. The size of the file depends on how much data you record in each session. We estimate that such a file would contain at least 10,000 sessions. This translates to at least 100 clients with a at least 100 sessions each, all in one file. Or at least 500 clients, each with 20 sessions, all in one file.

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Does WinCity Massage SOAP Notes support multiple networked users accessing the database simultaneously for separate patients?

WinCity Massage SOAP Notes 2004 was designed for individual massage practitioners rather than for large offices and therefore it does not support multiple networked users accessing the database simultaneously for separate clients.

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Does WinCity Massage SOAP Notes support multiple Massage Therapists?

With WinCity Massage SOAP Notes 2004, multiple Massage Therapists can each have their own client file(s), called Massage SOAP Books.

WinCity Massage SOAP Notes 2004 does not support multiple Massage Therapists sharing the same patient file. Each Massage Therapist should have its own client file.

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Can I put my client files on a remote computer?

WinCity does not recommend opening your client files (called Massage SOAP Books) from a remote computer because your client file might become corrupted if you ever lost your network connection.

 You can of course make copies of your client files on a remote computer for backup purposes.

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Why are some of my files so large?

WinCity Massage SOAP Notes 2004 uses a database to store your SOAP notes. Each time a piece of information in the database is modified, the old copy remains in the database and the new copy is added. This makes the database grow extra large over time and slows down WinCity Massage SOAP Notes. To delete the old information and shrink the size of a file, open the file with WinCity Massage SOAP Notes 2004 and select the Compact SOAP Book menu item in the File menu.

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The severity indicators on the body drawing are overlapping. What should I do?

The severity indicators are the letters accompanying the symbols you draw on top of the body drawing.  They use the LMS scale, and look like this: S+ ∆ M-.

To move a severity indicator:

  1. Click on it, to select it. Four squares will appear that define the corners of the rectangle that outlines the indicator.

  2. Move the mouse cursor to one of the rectangle's outer edges. The mouse cursor will turn into a four point arrow.

  3. Click and drag the severity indicator wherever you'd like it to go.

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How do I modify the severity indicators on the body drawing?

The severity indicators are the letters accompanying the symbols you draw on top of the body drawing.  They use the LMS scale, and look like this: S+ ∆ M-.

Severity indicators are like regular text. To edit a severity indicator:

  1. Select it by clicking on it. Four squares will appear that define the corners of the rectangle that outlines the indicator.

  2. If you wish to delete the severity indicator,  hit the delete key on your keyboard.

  3. To edit the severity text, move the mouse cursor over the text. The cursor will turn into an I-beam.

  4. Click on the text to insert the caret into the text.

  5. If you wish to select some of the severity text, click and drag the mouse cursor over the desired selection..

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How do I turn off the severity indicators on the body drawing?

The severity indicators are the letters accompanying the symbols you draw on top of the body drawing.  They use the LMS scale, and look like this: S+ M-.

The party line

The party line is "You should qualify and/or quantify all findings."  This is why when you draw most symbols on the body drawing, WinCity Massage SOAP Notes automatically asks you for the associated severity indicators.

If the severity indicators overlap. You can easily move them around.

If you find out that the severity indicators on the body are redundant with the severity indicators recorded in the muscle lists, you should make sure that you record the same information only once. Record it under the muscle lists or on the body drawing, but not in both places.

How to dissent

Now that you are aware that you should always use the severity indicators, here is how to turn them off.

To skip recording the severity index, when the Severity dialog appears, click the N/A button, and then click the OK button.  The symbol will be drawn, but it won't have severity indicators associated to it.

To prevent WinCity Massage SOAP Notes from asking you to provide severity indexes each time you draw a symbol follow these steps:

  1. Click on the "View" menu

  2. Click on the "Options..." menu item

  3. Click on the "General" tab

  4. Uncheck the "Ask for severity when adding symbols to the body drawing" checkbox.

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How should I use the LMS severity scale?

This scales has three main levels of severity: low (L), moderate (M) and severe (S). One good way to use this scale is to use the low (L) level to describe symptoms that do not limit your client's activities, the moderate (M) level to describe symptoms that force your client to modify or limit an activity, and the severe (S) level to describe symptoms that force your client to stop some activity. Each level itself can be modified with a minus (-) or plus (+) sign to further differentiate the severity levels. We thus have a 9 level scale: L-, L, L+, M-, M, M+, S-, S, S+.

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Last modified: 11/28/12