OneBOSS Overview & Navigation
Who this is for / What you'll learn: Everyone at CHI — this is your first handout. By the end you'll know what OneBOSS is, how to log in, what every item in the left menu does and who uses it, and the handful of "always-true" patterns (finding a patient, searching, saving, signing out) that work the same on every screen.
💡 Friendly promise: you already do almost all of this in TPS today. OneBOSS just gives each task a clearer home. Where a habit changes, we'll point it out with a In TPS → In OneBOSS note.
1. What is OneBOSS, and why are we switching?
OneBOSS is our new practice-management app. It runs in a web browser (Chrome, etc.) on the clinic computers and tablets — there's nothing to install. It replaces TPS as the place where we do our daily work: booking, checking patients in and out, taking payments, selling supplements, managing prepaid balances, and running the books.
📷 [Screenshot: OneBOSS home screen (Schedule) as it looks right after login, full window]
Why the change?
- TPS is a decades-old DOS-era program. It's fast for power users but very manual — lots of paper, highlighters, and hand-tallies.
- OneBOSS does those tallies for you, connects the schedule straight to checkout, tracks prepaid and supplement inventory automatically, and gives management trustworthy reports.
- Your data came with you. All 22,761 patients, recent appointments, 2,414 products, and prepaid balances were migrated, so OneBOSS looks populated and familiar on day one.
✅ Go-live is Sunday, June 14, 2026. From that day, new work happens in OneBOSS.
TPS isn't going away — it just goes read-only
⚠️ TPS stays available for LOOKING UP old history only (old charts and ledgers back to 2004). You can still open TPS to read something from the past. But after go-live you do not book, check out, or change anything in TPS — it is no longer the system of record.
In TPS you did everything → In OneBOSS you do all new work; TPS becomes a read-only history book.
💡 Rule of thumb: New = OneBOSS. Old history = TPS (read-only).
2. Logging in and your role
When you open OneBOSS you'll see a Welcome to ChiroFlow Scheduler screen asking you to log in. ("ChiroFlow Scheduler" is the app's working name you'll see in the corner — it's the same OneBOSS app.)
📷 [Screenshot: the "Welcome to ChiroFlow Scheduler — Please log in to continue." screen]
To log in:
- Click the round person icon (top-right corner of the screen).
- Choose Log in as... and pick your name from the list.
⚠️ Confirm exact login steps in the app before printing. The version we reviewed uses a "Log in as..." picker (choose your name from a list). The production sign-in (your own username/password) may differ — confirm the real login before training day.
📷 [Screenshot: top-right person icon open, showing the "Log in as..." submenu / your name + role]
What your role decides
OneBOSS only shows you the menu items your job needs, so your screen looks clean and you can't wander into the wrong place. There are four roles:
| Role | Who that is at CHI | What they mainly do |
|---|---|---|
| Front Desk | Reception staff | Book, check in, check out, take payments, sell supplements, manage prepaid |
| Admin | Jessica / management | Everything Front Desk can do, plus reports, commissions, staff, services, settings, CHI Cash |
| Purchasing | Kimberly / inventory (Roxanne) | Inventory and product ordering |
| Doctor | Practitioners | Their own schedule column + patient records (full doctor tools come later — see below) |
💡 If a menu item this handout mentions isn't on your screen, that's normal — it means your role doesn't use it. Nothing is broken.
⚠️ Doctor charting (SOAP notes) is NOT part of June's go-live. The clinical Charting module is coming later this summer, and doctors will get their own separate training. We won't cover charting here.
3. A guided tour of the left menu (sidebar)
The menu runs down the left side of every screen. Click any item to go to that screen; the page title in the top bar always tells you where you are. You can collapse the menu to just icons to save space — hover an icon to see its name as a tooltip.
📷 [Screenshot: full left sidebar expanded, with labels readable]
Below, the menu is grouped by who uses it most. (Items further down the list are management-only and may not appear for Front Desk.)
Everyone's daily screens (Front Desk + Admin)
| Menu item | What it's for (one line) |
|---|---|
| Schedule | The day's calendar grid — book, check in, complete, and check out patients. Your home base. |
| Reschedule Tool | Bulk-move a practitioner's whole day when they're out. |
| Checkout | Take payment: apply prepay, CHI Cash, or card; add supplements. |
| Returns | Process a product or supplement return (credits back to the patient's prepaid balance). |
| Patients | The patient directory — add, edit, and search patient records. |
| Patient Chat | A staff inbox for messaging patients and each other. (See note below.) |
| Pre-Pay Packages | Define and sell prepaid service packages. |
| Pre-Pay Management | View and manage a patient's prepaid balance and usage. |
| Wellness Cards | The wellness-therapy punch/credit cards (flat-price sessions). |
⚠️ Patient Chat: in the version we reviewed, messages are simulated (they save in the app but don't yet text or email the patient). Confirm whether live texting is connected before go-live before relying on it. Until then, treat it as a preview.
Management / Owner screens [Jessica/Mgmt]
| Menu item | What it's for (one line) |
|---|---|
| Practice Dashboard | KPI / overview dashboard for management. |
| Legacy Pre-Pay Migration | Map imported TPS credit balances onto patients' prepaid wallets. |
| Practitioner Payouts | Commissions screen — the production payouts/commission calculator. |
| Token Management | Manage which practitioner gets credit for a supplement (permanent changes). |
| House Account | The internal "house" account ledger (where commission goes when no practitioner applies). |
| Financial Reports | Revenue and cash-basis financial reporting. |
| Marketing | Campaign tools (light-touch for now). |
| Practitioners | Set up practitioners: services they perform and their rates. |
| Services | The service/treatment catalog — durations, prices, who's eligible. |
| Staff Management | Staff accounts and roles. |
| Staff Schedule | Staff shifts, timeclock, and breaks. |
| Patient Portal | Patient-facing portal config (Admin-only preview today). |
| Audit Log | The trail of sensitive actions (who changed what, when). |
| Settings | App configuration. |
💡 Only Jessica authorizes CHI Cash. Front desk staff can see a patient's CHI Cash balance and spend it at checkout, but adding/authorizing CHI Cash and viewing its origin is restricted to Jessica.
Inventory / Purchasing [Kimberly/Books]
| Menu item | What it's for (one line) |
|---|---|
| Inventory | Products, serialized (per-bottle) stock, locations, expiration, and discounts. |
Coming later (mentioned, not trained June 10)
| Menu item | Note |
|---|---|
| Charting | Clinical SOAP notes. Deferred — doctors trained separately later this summer. |
| Payroll | A practitioner payout calculator that may be hidden in the live app. Confirm visibility in the app before teaching it as a main path. |
⚠️ Confirm exact label/steps in the app before printing. A few items above (Payroll, Financial Reports) are flagged in our notes as possibly hidden in the production build — verify which ones actually appear for Jessica on training day.
4. Universal patterns (true on every screen)
These few habits work the same everywhere, so once you learn them you can find your way around anything.
Finding and selecting a patient
Most screens that need a patient (Schedule, Checkout, booking) use the same patient picker box.
- Click the picker (it says Select or create a patient... or Search by name...).
- Start typing a name — the list filters as you type.
- Click the patient you want.
💡 Can't find them? Create them on the spot. If no match appears, click Create New Patient right inside the picker, enter a Name (required, phone and date of birth optional), and click Create Patient. You don't have to leave what you were doing.
⚠️ Always search before creating — OneBOSS does not warn you about duplicates, so a quick search avoids two records for the same person.
In TPS you keyed into the patient file → In OneBOSS you type the name into the picker and click them.
📷 [Screenshot: patient picker open with a typed search and the "Create New Patient" option visible]
Searching a list
On the Patients screen, use the Filter by name... box above the table to narrow the list as you type. Click the Name column heading to sort A→Z or Z→A. Long lists page with Previous / Next at the bottom.
✅ Reassure yourself on day one: all 22,761 patients are already in here — just type a name into Filter by name... to prove it.
Saving your work
Forms in OneBOSS end with a clear save button — for example Save Patient on the patient form, or Book Appointment in the booking dialog. Click it to save; the button shows a brief "saving…" state, then you're done. To back out without saving, click Cancel.
Where confirmations and toasts appear
When something succeeds, OneBOSS pops a short toast message (a small banner, usually bottom corner) — for example "Patient Created" or "Appointment Booked." It fades on its own; you don't need to dismiss it. That little message is your confirmation the action went through.
📷 [Screenshot: an example success toast, e.g. "Appointment Booked"]
For risky actions (like deleting), OneBOSS first asks you to confirm in a pop-up (e.g. "Are you absolutely sure?") — click Continue to proceed or Cancel to stop.
Knowing where you are
The top bar always shows the name of the screen you're on (e.g. Schedule, Patients). If you're ever unsure, glance up there.
Signing out
- Click the round person icon (top-right).
- Click Log out.
Your name and role show in that same menu, so you can always confirm you're logged in as yourself.
📷 [Screenshot: top-right user menu open showing name, role, and "Log out"]
5. "Where did my TPS thing go?" — quick orientation
Same jobs, new homes. Here's where your most common TPS tasks live now.
| What you did in TPS | Where it is in OneBOSS |
|---|---|
| Open the appointment book / day grid | Schedule (the home screen) |
| Mark a patient arrived (paper/highlighter) | Click Check In — the card turns pink automatically |
| Hunt page-by-page for an open slot | The Find Availability tab on the Schedule |
| Take the money / ledger entry | Checkout — flows straight from the schedule card |
| Open a patient's account/file | Patients → search, then Edit |
| Look up a patient's prepaid balance | Pre-Pay Management |
| Sell a prepaid package | Pre-Pay Packages |
| Process a return | Returns |
| Order / count supplements | Inventory |
| Pull practice reports you can trust | Financial Reports / Practice Dashboard [Jessica/Mgmt] |
| Look up old history (pre-go-live) | TPS (read-only) |
💡 Status colors at a glance on the Schedule: White = scheduled, Pink = checked in, Green = completed/paid, Red = running late. A patient stays pink until payment is taken — green means done and paid.
In TPS taking money was a separate manual step → In OneBOSS, Complete → Check Out flows from the same card into one payment screen (prepay, CHI Cash, card all in one place).
✅ Go-live mindset: if you're about to do something new (book, check in, take money, edit a patient), do it in OneBOSS. If you only need to read something old, that's still in TPS.
You're ready
You now know what OneBOSS is, how to get in, what each menu item does, and the patterns that repeat on every screen. The role-specific cheat-sheets (Front Desk, Management, Bookkeeping/Inventory) build on exactly these basics — so keep this handout next to you on June 10.
💡 Stuck on a label that doesn't match what's on your screen? Flag it — a few exact labels in this guide are marked "confirm in the app," and training day is the time to nail them down.