TPS → OneBOSS Crosswalk & Glossary

Who this is for / What you'll learn: Every CHI staffer — front desk, management, and bookkeeping. This is your "translator." For each thing you do every day, it shows what you used to do in TPS and where you do it now in OneBOSS, plus a plain-English glossary, the wins, the watch-outs, proof your data made the move, and when you should still open old TPS.

💡 Keep this one by the desk. You don't have to memorize OneBOSS — you just have to know where the old habit lives now.

⚠️ Some exact button labels and steps still need a final check against the live clinic app. Anywhere you see "> ⚠️ Confirm exact label/steps in the app before printing," verify it on the real screen before this goes out.

The big picture (read this first)

You already know how to run this clinic. OneBOSS is the same job, new home. The biggest changes:

• Less paper, fewer highlighters. Charges, commissions, inventory counts, and ledgers that you tallied by hand are now calculated for you.
• You click instead of key. TPS was keyboard-driven. OneBOSS is a web app you click through in a browser.
• Everything connects. Check-in, complete, and checkout flow from the same appointment card. Supplements are scanned. Prepay draws down automatically.
• Old history stays put. TPS stays available read-only for looking up old charts and ledgers (back to 2004). New work happens in OneBOSS starting at go-live.

💡 The app's internal name is "ChiroFlow Scheduler" — you may see that name in a few spots. It's the same OneBOSS app built for CHI.

The crosswalk — "I used to do X… now I do Y"

📷 [Screenshot: OneBOSS sidebar menu, so staff can match the screen names below to the real menu]

Scheduling & the day book

📷 [Screenshot: Schedule home screen showing color-coded appointment cards]

Check-in & patient status

💡 Card colors at a glance: White = scheduled, Pink = checked in, Green = completed/paid, Red = running late.

Checkout & each way to pay

📷 [Screenshot: Patient Checkout dialog showing service charge, prepay/CHI Cash, and payment method tiles]

⚠️ A patient only appears under Ready for Checkout after their visit is marked Complete on the Schedule. If you don't see them, they weren't completed yet — or use Quick Sale for a no-appointment sale.

Prepay packages (the "dollar wallet")

⚠️ Migration did NOT carry prepay balances over as ready-to-spend money. Every patient starts at $0 prepay. The 17 patients with old credit (~$7,062.19 total) are staged and must be mapped in Legacy Pre-Pay Migration before they can spend. See "Your data made the move" below.

📷 [Screenshot: Legacy Pre-Pay Migration screen showing the pending balances to map]

Wellness cards (the old paper punch card)

⚠️ How the $500 is collected when a card is sold from this screen still needs confirming — the purchase button creates the card but doesn't show a payment step. Confirm exact label/steps in the app before printing.

Supplements & inventory

📷 [Screenshot: Inventory → Inventory Actions, the Receive Stock form and printed-serial list]

⚠️ The Transfer View "Simulate Transfer" button and the Cycle Counts buttons do not move or count real stock yet — they're advisory/placeholder. Don't teach them as a way to move or count stock.

Returns

⚠️ 30-day return window is now enforced by the system. After 30 days the sale drops off the returnable list.

Commissions & payroll

⚠️ Supplement commission in the app currently estimates margin at 40% of retail (not your exact cost/overhead). So the doctor's supplement commission lands near 16% of retail, not 40% of the sticker price. Confirm the real margin model with management before relying on the numbers.

⚠️ The Approve / Dispute / Download / Print buttons on the payouts screen are not wired up yet — they don't save an approval or produce a file. Read the numbers on screen; don't rely on those buttons at go-live.

Reports & money management

⚠️ Reporting is the new source of truth. TPS practice-wide reports were never fully trusted (totals couldn't reconcile). OneBOSS computes from real transactions. Lean on OneBOSS reports going forward.

Patient records & messaging

💡 Clinical charting / SOAP notes are coming later, and doctors will get their own separate training. Nothing about charting is part of June 10.

Terminology glossary — TPS word → OneBOSS word → plain meaning

What's better now (the wins)

✅ No more manual math. Service charges, supplement commissions, and clawbacks are calculated automatically.

✅ Status at a glance. Card colors (white/pink/green/red) replace highlighters and guesswork. A late patient turns red on its own.

✅ One-click "find me an opening." The Find Availability tab finds open slots across days — no more page-flipping.

✅ Family linking is built in. Add an Authorized User to a prepay package; no manual transfer between family members.

✅ Card payments are real and auditable. Charges run through the terminal with the auth code captured. Same-day card sales can be voided; returns can auto-refund the card.

✅ Inventory you can trust. Every bottle is serialized and scanned. Expiring stock is surfaced automatically — a big step up from "a list of names."

✅ Reports you can trust. OneBOSS totals come from real transactions and reconcile to the card processor + cash/check. This is the new source of truth.

✅ A real audit trail. Patient edits, checkouts, returns, and reassignments are logged and exportable to CSV — answer "who did this?" in seconds.

✅ Your data is already there. All patients, recent appointments, products, and stock were migrated, so day one looks populated.

What's different — watch out (changed habits)

⚠️ Prepay balances start at $0 until mapped. Old TPS credit did not come across as spendable. Jessica maps the 17 legacy-credit patients in Legacy Pre-Pay Migration before they can spend.

⚠️ A patient isn't "done" until paid. They stay pink (checked in) until checkout + payment turns them green. Don't expect a separate "paid" color.

⚠️ Checkout is blocked until all of today's visits are completed. If a patient has another open appointment today, finish it first — then checkout opens.

⚠️ Double-click is powerful. Double-clicking a card advances its status (scheduled → checked in → complete + opens checkout). Easy to trigger by accident.

⚠️ No drag-to-move and no "no-show" button on the schedule cards. To move one appointment, cancel and rebook. Where you mark a no-show still needs confirming. > ⚠️ Confirm exact label/steps in the app before printing.

⚠️ Selecting prepay covers the whole ticket. When you pick a prepay package, products are pulled from prepay too and Amount Due Today = $0. To take a partial cash/card payment, don't select prepay.

⚠️ Scan supplements; don't type. Each bottle is its own record. Scan the QR at checkout and returns. The list fallback exists but scanning is the clean path.

⚠️ 30-day return window is firm. After 30 days the system blocks the return.

⚠️ CHI Cash: only Jessica adds it. Front desk can apply an existing balance but cannot add or see the origin. (How to add it is still being confirmed.) > ⚠️ Confirm exact label/steps in the app before printing.

⚠️ Supplement commission is margin-based. The app estimates margin (≈40% of retail), so the doctor's supplement commission is near 16% of retail — not 40% of the price.

⚠️ Patient delete is permanent and front desk can do it. Search before adding to avoid duplicates (there's no duplicate check). Delete with care.

⚠️ Some screens may be hidden in the live build (Financial Reports, Payroll). Confirm what's visible before training on them as a daily path.

Your data made the move (so you can trust it)

When OneBOSS goes live, this is already loaded from TPS:

💡 You'll find any patient by typing in the Filter by name… box on the Patients screen. The schedule, products, and stock all reflect migrated data on day one.

⚠️ One thing to remember: the 17 legacy prepay balances are staged, not spendable, until Jessica maps them in Legacy Pre-Pay Migration. Everything else is ready to use.

When to still open TPS (read-only history)

OneBOSS holds the operational core you need to run the clinic going forward. The full clinical and billing history stays in TPS as a read-only reference. Open old TPS when you need:

• Old charts / clinical history from before go-live (OneBOSS charting comes later anyway).
• Old ledgers and billing history — the detailed financial record back to 2004.
• Historical returns or transactions older than what migrated (appointments came across from Oct 1, 2025 onward).
• Any superbill or detail for a past visit not represented in OneBOSS.

⚠️ TPS is look-only after go-live (June 14, 2026). Do not enter new work, payments, or bookings in TPS — it's no longer the system of record. All new activity happens in OneBOSS.

💡 Rule of thumb: New work → OneBOSS. Old history → TPS (read-only).

📷 [Screenshot: side-by-side of an old TPS screen and the matching OneBOSS screen, for the front of the handout]