Management / Owner (Jessica) — Guide

Who this is for / What you'll learn: Jessica and management (Dr. Cohn as occasional viewer). This is your back-office handbook. By the end you'll be able to read the Practice Dashboard, run and review a Practitioner Payouts (commission) cycle so you never highlight a paper report again, understand how the 60/40 split and the sliding-scale quotas actually work, run Financial Reports (cash-basis), review the House Account, authorize and audit CHI Cash, pull a CSV from the Audit Log, and keep the setup screens you own (Services, Practitioners, Staff Management, Staff Schedule, Tokens, Settings) current. Wherever a TPS habit changes you'll see a In TPS → In OneBOSS note.

💡 Friendly promise: almost everything in here is something you already do today — by hand, on paper, or in your head. OneBOSS gives each of those a home and does the tallies for you. You stay the only person who authorizes CHI Cash and the only one who sets commission rates.

⚠️ Go-live is Sunday, June 14, 2026. From that day, all new work happens in OneBOSS and it is the new source of truth for clinic-wide reporting. TPS stays available read-only for old history (charts and ledgers back to 2004) — but you no longer run payroll, commissions, or reports from it.

⚠️ A few screens in this guide are flagged "Confirm exact label/steps in the app before printing" or marked devOnly (may be hidden in the production clinic build). Training day (June 10) is when we nail those down and update this handout before it's printed for keeps.

💡 Clinical Charting / SOAP notes are not in this training. That module is coming later this summer and the doctors will get their own separate training. Nothing in this guide touches charting.

1. What's "yours" in OneBOSS

These screens live in the left sidebar and are Admin-only — front desk will not even see them in their menu. In Cohn terms, this is your corner of the app (and Dr. Cohn's).

⚠️ Financial Reports and Payroll are devOnly in the code — they may be hidden in the production build. Confirm they are visible in the clinic's app on training day before relying on them. The production commission screen is Practitioner Payouts, which is always available.

📷 [Screenshot: the full left sidebar as Jessica/Admin sees it, with all management items visible]

2. Practice Dashboard — your weekly scoreboard

Open Practice Dashboard from the sidebar. The page title is Practice Management Dashboard with the subtitle "A high-level overview of clinic performance and projections."

There are two stacked sections, each showing the same set of KPI cards:

• Prior Week Performance (Actual) — last week's real numbers.
• Current Week Outlook (Projected) — the week in progress, projected forward.

What the KPI cards mean

⚠️ Several dashboard numbers use hard-coded assumptions — 3,000 sq ft, 15 rooms, 8 hr/day. "Avg Revenue / Room" and "Room Utilization" reflect those constants, not a live room count. The square-foot cost is set in Settings → Operational Costs (§9). Treat these as planning estimates, not penny-exact figures.

In TPS you tallied day-sheets and month-end totals by hand → In OneBOSS the dashboard computes the week for you; you just read it.

AI Goal Assistant (optional)

Below the cards is an AI Goal Assistant card.

1. Pick a KPI in KPI to Improve.
2. Enter a Target Improvement (%) (defaults to 10).
3. Click Get Suggestions and read the Recommended Actions.

⚠️ Only Room Utilization is enabled today; the other KPI options are disabled in the current build. Don't promise the others until confirmed in the app. The AI features also need an API key configured (§9) — if it's not set, the button won't return results.

📷 [Screenshot: Practice Dashboard top section "Prior Week Performance (Actual)" KPI grid]

3. Practitioner Payouts — the commission run

This is the big one: it replaces the paper report you highlight and initial by hand. Open Practitioner Payouts from the sidebar (the page title is the same). It computes, for a pay period, each practitioner's service commission + supplement-margin commission + therapy-referral commission, minus return clawbacks — straight from real checkout data.

3a. First, understand how the money is calculated

This is the heart of your contracts, so here's exactly how OneBOSS does it.

The 60/40 split on supplements. Supplement commission is 40% to the doctor, 60% to the house — but that split applies to the margin (profit), not the sticker price.

• The contract basis is gross adjusted margin = retail − cost − allocated overhead (shelf space, labor, carrying cost). This is the "chair fee in disguise" you and Stephen worked out: it recoups overhead without charging doctors a room fee.
• 60/40 of margin is the same thing as "20% of retail OR 40% of wholesale" on a fully-marked-up product — that's the language in each contract's Exhibit A.

⚠️ Important reality check for the app: the current code estimates margin as a flat 40% of retail and then applies the doctor's supplement rate (default 40%). So a doctor's supplement commission lands near 16% of retail at default settings — not 40% of the price. Make sure no doctor expects 40% of the sticker. Confirm with us on training day whether the clinic wants the flat-40% estimate or real per-product cost/overhead feeding the margin.

In TPS you penciled supplement totals, looked up each hard cost, and split by hand → In OneBOSS the margin and split are computed automatically from the sale.

Service commission = the doctor's service revenue for the period × their current rate. (Products are stripped out of the service number so nothing is double-counted.)

Sliding-scale monthly quotas (tiered doctors). Tiered doctors earn a rate set by their monthly revenue against thresholds. The standard tiers shown on the Grace Periods tab are:

⚠️ Not every doctor uses the same thresholds — older doctors (e.g., Dr. Clayton) carry higher quota thresholds than newer ones (e.g., Calvin). Each doctor's real tiers live in their Practitioner record (§9, the "Tiered" commission table). Confirm each doctor's tiers and baseline rate before go-live.

The +30-day grace period. If a tiered doctor dips below their threshold, they keep their rate for a one-month grace period. If they're still under the next month, the rate steps down to match their actual tier. This is exactly the "take a healthy vacation without an instant pay cut" rule from the contracts. The Grace Periods tab shows who is in grace, at risk, or critical.

Fixed pay for wellness treatments. Wellness-card therapy commission is a fixed amount per redemption — by default $50 therapy value × 20% = $10 — and it is not on the sliding scale. (Dr. John is also a flat 60% with no minimums.)

Original-recommender credit (tokens). The doctor who first recommended a supplement keeps the commission even when a different doctor later sells it — this travels with the sale as a "token" (§7). Front desk sets/confirms the recommending doctor at Checkout; you can correct it here later by Reassigning (§3d).

Return clawbacks. If a product is returned, the commission originally earned on it is subtracted. Net Payout = Gross Commission − Clawbacks.

Who earns nothing here: salaried practitioners (Dr. Christine, Dr. Cohn) and "company-owned" providers (e.g., Wellness Therapy equipment) show $0 commission — the clinic keeps 100%.

3b. Run/review a pay period [Jessica/Mgmt]

1. Open Practitioner Payouts.
2. Note the schedule line at the top: "Payroll runs on the 3rd (for 16th–end of previous month) and 18th (for 1st–15th of current month)."
3. Use Previous / Current / Next to land on the pay period you're paying — or click Custom Range and pick dates on the calendar.
4. Confirm the Period: and Pay Date: box matches the 3rd/18th cycle.
5. Open the Payouts tab. Read the four summary cards: Total Net Payout, Total Revenue, Return Clawbacks, Practitioners.
6. In the Practitioner Payouts table, read each doctor's Net Payout (Gross − Clawbacks − Adjustments). Sort by Net Payout or Revenue as needed. Salaried rows show a Salaried badge instead of a dollar amount; a tiered doctor in grace shows an orange clock with a "Grace period active" note.
7. Click a row (or the ⋯ menu → View Details) to open the detail sheet and verify the Services / Suppl. / Therapy / Other breakdown before you pay.

⚠️ Scheduled (not-yet-rendered) appointments count toward payouts using a projected charge. So the current and next period totals can include visits that haven't happened yet. For a final pay run, work the completed period and confirm the numbers are settled. Confirm with us whether you want projected or actual-only at go-live.

⚠️ The Approve / Dispute buttons (and Download / Print on the statement) may not be wired to save anything yet in the current build — confirm on training day. Don't rely on an in-app "approved/locked" status until we verify it.

In TPS you printed the closing report, highlighted each doctor's lines, hand-tallied services and supplements, and initialed it → In OneBOSS you pick the period and read the Net Payout column.

📷 [Screenshot: Practitioner Payouts → Payouts tab, summary cards + practitioner table]

3c. Produce a per-practitioner statement [Jessica/Mgmt]

1. Open the Statement tab.
2. Pick the doctor in Select Practitioner:.
3. Review Payment Summary (Gross Commission, Clawbacks, Net Payout), Revenue Breakdown, and Transaction Details.
4. (Optional) In Daily Commission Summary, click specific days to filter the ledger, then export that daily report with PDF or CSV. Use Clear to reset day filters.

💡 The practitioner-facing view is deliberately simple — total earnings per day — so doctors aren't questioning line-by-line missed-appointment details. That matches how you wanted it.

3d. Fix who gets a supplement's commission (Reassign) [Jessica/Mgmt]

When a sale was credited to the wrong doctor (e.g., the system defaulted to Christine but it was really Marta's patient):

1. In Statement → Transaction Details (or the Supplements Revenue Detail sheet from the Overview tab), find the supplement line.
2. Click the ⋯ → Reassign to Another Practitioner.
3. In Reassign Product Sale, choose the doctor in Reassign to, type a Reason for reassignment (required — it's written to the audit trail), then click Reassign.
4. The line turns amber and the margin + commission move to the correct doctor everywhere.

In TPS you caught these by knowing the schedule in your head and correcting by hand every two weeks → In OneBOSS the credit travels with the sale and you reassign it with an audited reason.

3e. Watch the sliding scale / grace status [Jessica/Mgmt]

1. Open the Grace Periods tab.
2. Read Grace Period Status per tiered doctor (progress bar = % of their threshold; "{N}d left"; badges "critical" / "at risk" / "All on track").
3. Use the Grace Period Policy card as your reference for the 30-day protection rule and the tier thresholds.

3f. See revenue mix & top performers [Jessica/Mgmt]

1. Open the Overview tab.
2. Read the KPI cards, the Revenue Breakdown (click the Services or Supplements rows to drill into transaction-level detail), the Commission Trend, and Top Performers.

⚠️ The Overview's period-over-period "change %" and trend figures include placeholder values in the current build, not real history. Treat them as illustrative until confirmed.

⚠️ Commission rates are private. Only you (and Sherri) set or view practitioner commission rates; staff must never see them. They live in the Practitioner record (§9), not on front-desk screens.

4. Payroll (hourly staff) — separate from commissions

Payroll (sidebar label Payroll, route is the hours calculator) is a separate screen from Practitioner Payouts. It is not about commissions — it's hourly-staff hours × hourly rate, pulled from scheduled shifts.

1. Open Payroll (only if it's visible — it's devOnly).
2. Pick the period with Previous / Current / Next or Custom Range (same 3rd/18th schedule).
3. Projected Payroll = all scheduled shifts; Actual Payroll = only shifts that have already ended.
4. Read Total Hours / Hourly Rate / Total Payout per staff member.

⚠️ This page is devOnly and is hidden ("Page Not Available") in production builds. Confirm on training day whether Cohn uses it for hourly staff at go-live or an external payroll service. Do not anchor go-live hourly payroll on it until verified.

⚠️ Hourly rates are restricted. Staff hourly rate is hidden from staff profiles on purpose. The Hourly Rate column/field only appears in dev builds; in the production clinic build it's not shown to staff. Keep it that way.

5. Financial Reports — cash-basis, by pay period

Open Financial Reports (the card title is Financial Reports). Pick a period with Previous / Current / Next or Custom Range (same semi-monthly model: 1st–15th paid the 18th, 16th–end paid the 3rd). Three tabs:

Profit & Loss

Title Profit & Loss Statement. Read down: Revenue (Services & Packages, Product Revenue, Total Revenue) → Total COS (Practitioner Payouts + Product Costs) → Gross Profit → Operating Expenses (Staff Payouts + Rent/Utilities) → Net Profit.

💡 The single most important idea here: Revenue is cash-basis — it's money actually collected in the window (and it reconciles to your card processor + cash/check). That includes a big package/prepay purchase the day it's paid. Costs (payouts, product cost, rent) are accrual. So the P&L will not tie out line-for-line to a pure service ledger — a slow week with lots of redemptions but few new payments can look low, and a week with a big package sale can look high. That's by design.

In TPS you couldn't trust the practice-wide totals (you had to negotiate a number with Weldon) → In OneBOSS the P&L revenue is real cash collected and reconciles to the processor. This is the new source of truth.

Sales Breakdown

Three tables: Revenue by Service, Revenue by Practitioner, and Revenue by Payment Method (this is where the prepay / credit card / cash / CHI Cash split shows — exactly the cash-vs-prepaid separation you asked for).

Cash Flow

Title Cash Flow Statement. Cash from Sales (in) minus Practitioner & Staff Payouts, Product Costs, and Operating Expenses → Net Increase/Decrease in Cash.

⚠️ Financial Reports is devOnly — confirm it's visible in the clinic build on training day. There is no CSV export on this screen (only the Audit Log exports CSV, §6) — Kimberly may need to copy figures by hand. [Kimberly/Books]

📷 [Screenshot: Financial Reports → Profit & Loss tab for a sample pay period]

6. House Account — revenue that isn't a doctor's

Open House Account (title House Account, subtitle "Track clinic revenue and expenses not attributed to practitioners"). This is a new concept with no clean TPS twin: it captures money that isn't a specific doctor's — wellness-card purchases, untokenized or lapsed supplement sales — plus the clinic's future liability for unredeemed wellness-card therapies.

1. Set a period with the presets (This Month / Last Month / Last 3 Months / Year to Date) or From / To dates; optionally narrow by Transaction Type.
2. Overview tab — at-a-glance Net Income, Total Revenue, Total Expenses, Outstanding Liability, with Revenue and Expense breakdowns.
3. Transactions tab — the line-by-line list (Date / Type / Description / Patient / Amount).
4. Liability tab — unredeemed wellness-card therapies and their age buckets (Less than 30 days / 30–90 / Over 90).

💡 How the money works: a wellness card is $500 for 10 therapies; the full $500 is house revenue at purchase, and the $10 commission per therapy is paid to the token-owning doctor at redemption (not at purchase). If there's no token, the house keeps it.

⚠️ The Liability → Over 90 days bucket is a real obligation ($50 per unredeemed therapy) the clinic still owes service on. Watch it. [Kimberly/Books, Jessica/Mgmt]

7. Token Management — the recommender's credit

Open Token Management (title Token Management). A "token" is the record that says this doctor owns the commission for this patient + this product. It encodes the long-standing rule: the doctor who first recommended a supplement keeps the credit. Tokens auto-lapse after ~90 days (3 months) of no activity; after that the commission falls to the House Account.

1. Choose By Practitioner / By Patient / All Tokens.
2. Watch the summary cards: Total Tokens / Active / At Risk (within 14 days of lapsing) / Lapsed. Search or filter by status.
3. Click a token row to open the Token Detail side-sheet (Token Information, Sales Summary, Transfer History).
4. Transfer (e.g., the original doctor left, or a new doctor changed the dosage): Transfer to Another Practitioner → pick the New Practitioner, choose a Reason, optionally add Additional Details → Transfer Token.
5. Revoke: Revoke Token → type a Reason for Revocation (required) → Revoke Token.

⚠️ In the current build, the Transfer/Revoke buttons appear only for a specific login (computed from the username, not just the Admin role). Confirm on training day that the login Jessica uses can transfer/revoke tokens.

In TPS the "who recommended it" rule lived in people's heads and notes → In OneBOSS it's an explicit, transferable, auto-lapsing record with an audit trail.

📷 [Screenshot: Token Management → By Practitioner with a token's detail sheet open]

8. CHI Cash — you authorize it; staff only see the balance

CHI Cash (a.k.a. Cohn Cash / Cohn Bucks) is store credit used for trades, gifts, comps, and adjustments — money or credit Dr. Cohn or you put into an account without a normal sale. It behaves like cash at checkout. You are the only person who authorizes it.

There is no separate CHI Cash page in the sidebar. It shows up two ways:

• As a CHI Cash Credit balance card on a patient/staff record.
• As a payment option inside Checkout.

The two golden rules

1. Only Jessica (Admin) can add/authorize CHI Cash. The system enforces this — only the Admin role or a user whose name includes "Jessica" can create it; anyone else is refused.
2. Staff see the balance, never the origin. Front desk sees a positive balance and can apply it at checkout, but they cannot see whether it came from a trade, a gift, a comp, or a refund. Only you (the admin "Credit Details" view) can see the origin, who entered it, when, and why.

In TPS you tracked trades, comps, and gifts off-system on paper → In OneBOSS the balance lives on the account, applies automatically at checkout, and only you can see where it came from.

Applying CHI Cash at checkout [Front Desk, Jessica/Mgmt]

1. In Checkout, if the patient has credit, a CHI Cash Credit card appears (it doesn't show when paying by pre-pay).
2. Click Use CHI Cash, enter an Amount to Use, click Apply. It draws down dollar-for-dollar and shows as CHI Cash Applied (a negative line) in the summary.

Audit view (Jessica only)

On the CHI Cash card, the admin-only Credit Details (Admin) section has a Show / Hide toggle. When shown, it reveals Available / Used / Expired totals, each Credit Entry (status, balance, reason, "By: {name} on {date}", type badge), and Recent Usage. This is your CPA-ready origin trail — you can show only the parts you need.

⚠️ Issuing CHI Cash: a dedicated "add CHI Cash" screen could not be confirmed in the current code — the permission rule is built, but the issuing UI may not be finished for go-live. Confirm the exact issuance steps in the app before printing, and confirm with us on training day where the button lives.

9. Audit Log — who did what (and a CSV for Kimberly)

Open Audit Log (title Audit Log, "Track all system activities with full audit trail"). Five tabs, each with its own filters and an Export CSV button:

• Appointments — created / cancelled / rescheduled / no-shows.
• Checkouts — totals, payment method, products, who checked out.
• Returns — refunds and commission clawbacks.
• Reassignments — supplement commission moved from one doctor to another, with the reason.
• Patient Updates — patient record changes (old → new per field).

To pull a report:

1. Open Audit Log, pick the tab.
2. Filter by search text, practitioner, From Date / To Date, and (where present) action / payment / change type.
3. Click Export CSV (the filename includes today's date). Use Clear Filters to reset.

💡 This is the only management screen with a CSV export. When Kimberly needs raw rows to reconcile, the Audit Log is the place. [Kimberly/Books]

⚠️ Confirm on training day whether CHI Cash issuance and token transfers/revocations show up in the Audit Log, or only the five tabs above.

📷 [Screenshot: Audit Log → Reassignments tab with filters and Export CSV button]

10. The setup screens you own

These are the configure-once screens that make Schedule and Checkout behave correctly. Front desk never touches them. You only need day-to-day fluency here, not deep admin.

Services (Services) — what can be booked

Title Services Management. Two tabs: Services (e.g., adjustments — priced by the practitioner's rate, no price field) and Therapies (e.g., AVACEN — a fixed Cost + Duration).

• Add a Service: New Service → enter Service Name, pick a Color (the scheduling color) → Create Service. Then on the card, use Assign Practitioner to add each doctor who can perform it.
• Add a Therapy: Therapies tab → New Therapy → enter Therapy Name, Color, Duration (minutes), Cost ($) → Create Therapy → assign practitioners.
• Stop offering something: toggle the card's Active switch off (it gets an Inactive badge). This is the safe, reversible choice.

⚠️ A Service has no price (it's the practitioner's rate × time); only Therapies have a Cost. There's no delete button on a service card — use the Active toggle. Confirm in app whether deletion exists elsewhere.

In TPS this was a dense coded service table → In OneBOSS it's visual cards with a color and an Active toggle. New habit: set the scheduling color here, and toggle Active instead of deleting.

Practitioners (Practitioners) — rates & commission

Sidebar label Practitioners; page title Practitioner Management. This is where the commission logic that drives Practitioner Payouts is configured.

1. Add Practitioner → fill First Name / Last Name / Title / Display Name / Credentials.
2. Set Specialty and Pricing Tier ($75, or $100 for Dr. Cohn / Dr. Jon).
3. Set Rate Type + Rate (watch the live Hourly / Per-10-min summary).
4. Set Commission Type:
   • Salaried (No Commission) — no commission at all (Dr. Christine, Dr. Cohn).
   • Fixed Rate — set Appointment Commission and Supplement Commission (defaults 40% / 40%).
   • Tiered (Revenue-based) — edit the revenue tier table; the blue Tier Status Override panel sets/resets the current tier, months at tier, baseline, and grace indicator (Reset to Calculated returns to automatic).
5. Set Default Length and Scheduling Increment, confirm Active Status / Accepting New Patients → Create Practitioner.

⚠️ The 40/40 defaults, the 60/40 house split, the sliding-scale tiers, and the grace period all live in this form. Get every doctor's tier and baseline right before go-live. Don't Delete a practitioner who has history — Deactivate instead (it preserves commission/historical data).

In TPS you tallied commission by hand → In OneBOSS the % and tiers you enter here compute the payouts automatically.

Staff Management (Staff Management)

Title Staff Management. Non-practitioner accounts (Front Desk / Purchasing / Admin).

• Add Staff Member → Full Name, Role, Capabilities (comma-separated) → Save Staff Member.
• ⋮ → View Availability → Edit Availability → set the days/times they work → Save Changes (feeds the AI shift generator).
• The Scheduling Rules card (Edit) tunes Minimum Staffing Level, Staff per Doctor Ratio, Staff per Appointment Ratio.

⚠️ Hourly Rate is restricted. The Hourly Rate column/field only appears in dev builds; in production it's hidden and defaults silently. Staff should never see each other's rates.

Staff Schedule (Staff Schedule)

Title Daily Staff Schedule. The day grid of staff shifts (not patient appointments), 8 AM–6 PM.

1. Generate Schedule (AI) builds shifts forward from availability + rules.
2. Navigate days with the chevrons / date picker.
3. Click a shift tile to mark Called Out Sick / Late Arrival / Early Departure / No Show / PTO / Vacation, or Edit Details… for actual times + notes.

⚠️ Confirm whether staff shift-scheduling and the AI generator are in scope for June 10 or a later phase.

Settings (Settings)

Three cards: AI Features & API Configuration (instructions to set the AI key — needed for the dashboard/marketing AI buttons), Application Settings (the theme color customizer — saved per-browser only), and Operational Costs.

• Operational Costs → set Monthly Operational Cost per Square Foot and Appointment Buffer (minutes) → Save Settings. These feed the Practice Dashboard's profit math.

⚠️ The theme saves to the current browser only — it does not change the look on other computers. The AI key is set in a config file, not typed into the UI; if it isn't set, every "Generate with AI" button fails. Confirm both on training day.

Tokens

Covered in §7 (Token Management).

💡 None of these setup screens are part of a normal day. They're "set it and check it occasionally." Schedule and Checkout simply use what you configure here.

11. Go-live checklist [Jessica/Mgmt]

✅ Confirm Practitioner Payouts opens and a recent pay period shows numbers for the right practitioners. ✅ Confirm every doctor's commission type, rate, and tier thresholds are correct in Practitioners (tiered vs fixed vs salaried vs company-owned). ✅ Confirm whether Financial Reports and Payroll are visible in the production build (both are devOnly). ✅ Confirm the login you use can authorize CHI Cash and transfer/revoke tokens, and find where CHI Cash is issued. ✅ Confirm the Audit Log → Export CSV works and gives Kimberly what she needs. ✅ Confirm whether payouts should include scheduled (projected) visits or only completed ones for a final run. ✅ Set Operational Cost per Sq Ft, Appointment Buffer, and Scheduling Rules to Cohn's real values in Settings / Staff Management. ✅ Confirm any label marked "Confirm exact label/steps in the app before printing" against the live app, then finalize this handout.

💡 Remember: OneBOSS is now the source of truth for clinic-wide numbers — the practice-wide reporting you couldn't trust in TPS. Your individual-patient prepay confidence carries over; the practice totals are finally real. TPS stays read-only for the old history whenever you need to look something up.