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

  2. Does WinCity Physical  Therapy SOAP Notes produce insurance forms?

  3. Where can I find the instruction manual?

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

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

  6. Can I install WinCity Physical Therapy SOAP Notes on multiple computers?

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

  8. Can I customize the drop down lists?

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

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

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

  12. How do I type arrows and delta signs?

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

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

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

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

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

  18. How many clients can WinCity Physical Therapy SOAP Notes handle?

  19. Does WinCity Physical Therapy SOAP Notes support networked users accessing the database separately for separate patients?

  20. Why are some of my files so large?

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

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

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

  24. How should I use the LMS severity scale?

  25. I have bought an extended download warranty. How do I get a new download link?


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

In the file menu, take a look at the lines between "Print..." and "Exit". If you see your filename there, click on it.

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 Physical Therapy 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 ".PTSoapBook"
  5. Click on the "Search" button
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Does WinCity Physical Therapy SOAP Notes produce insurance forms?

WinCity Physical Therapy 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 Physical Therapy SOAP Notes manual available online. If you have installed WinCity Physical Therapy SOAP Notes on your computer, you can access this manual by:
  1. Clicking on the Windows Start button.
  2. Clicking on All Programs
  3. Clicking on WinCity Physical Therapy SOAP Notes 2007
  4. Clicking on WinCity Physical Therapy SOAP Notes Getting Started Manual

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 Physical Therapy 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 Physical Therapy SOAP Notes window.

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Can I install WinCity Physical Therapy 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.

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Can I customize the drop down lists?

You cannot change the content of the drop down lists. However, you don't have to pick one of the items on the list: you can type whatever you want.

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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
  •  Aquatic Therapy
  •  Checkout for Orthotic/Prosthetic Use
  •  Cognitive Skills Development
  •  Community/Work Reintegration Training
  •  Compression
  •  Contrast Baths
  •  Craniosacral
  •  Deep tissue
  •  Diathermy
  •  Electrical Stimulation
  •  Energy Work
  •  Evaluation
  •  Friction (including Cross Fiber Friction)
  •  Gait Training
  •  Gliding (Effleurage)
  •  Holding
  •  Hubbard Tank
  •  Infrared
  •  Iontophoresis
  •  Kneading (Pétrissage)
  •  Lymphatic Drainage
  •  Manual Muscle Testing
  •  Manual Therapy Techniques
  •  Manual Traction
  •  Massage
  •  MET: Muscle Energy Techniques
  •  Microwave
  •  Movement Education
  •  Myofascial Techniques
  •  Neuromuscular Reeducation
  •  Neuromuscular Techniques
  •  Oriental/Meridian
  •  Orthotics Fitting and Training 
  •  Passive Positioning
  •  Paraffin Bath 
  •  Passive Positioning
  •  Percussion (Tapotement)
  •  Physical Performance Test or Measurement
  •  PNF: Proprioceptive Neuromuscular Facilitation
  •  Prosthetic Training
  •  Reevaluation
  •  Removal of Devitalized Tissue From Wounds
  •  Rocking, Jolting, Shaking
  •  ROM Measurements and Report
  •  Scraping
  •  Self Care/Home Management Training
  •  Sensory Integrative Techniques
  •  Skin Rolling
  •  Strain/Counter-Strain
  •  Stretching
  •  Stripping
  •  Therapeutic Activities
  •  Therapeutic Exercises
  •  Total Evaluation of Body, Including Hands
  •  Total Evaluation of Body, Excluding Hands
  •  Traction
  •  Trigger Point/Pressure Point
  •  Ultrasound
  •  Ultraviolet
  •  Vasopneumatic Device
  •  Wheelchair Management/Propulsion Training
  •  Whirlpool
  •  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 Physical Therapy 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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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?

Caution: You can only delete a session if it has not been signed.

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

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 Physical Therapy SOAP Notes in the near future?

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

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

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

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How many clients can WinCity Physical Therapy SOAP Notes handle?

The short answer is that with WinCity Physical Therapy SOAP Notes 2007 you can have multiple files (called Physical Therapy SOAP Books) and each file can contain hundreds of clients.

For the a more detailed answer, keep reading.

WinCity Physical Therapy SOAP Notes 2007 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 Physical Therapy SOAP Notes support multiple networked users accessing the database simultaneously for separate patients?

Yes. WinCity Physical Therapy SOAP Notes 2007 supports multiple Therapists sharing the same patient file. .

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Why are some of my files so large?

WinCity Physical Therapy SOAP Notes 2007 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 Physical Therapy SOAP Notes. To delete the old information and shrink the size of a file, open the file with WinCity Physical Therapy SOAP Notes 2007 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 numbers or letters accompanying the symbols you draw on top of the body drawing. 

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 numbers or letters accompanying the symbols you draw on top of the body drawing. 

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..

  6. Type in your changes.

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

The severity indicators are the numbers or letters accompanying the symbols you draw on top of the body drawing. 

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 Physical Therapy 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 Physical Therapy 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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I have bought an extended download warranty. How do I get a new download link?

Please go to www.plimus.com/assist and request a new download link.

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Copyright © 2009 WinCity Custom Software, Inc.
Last modified: 08/02/09