CHI Training Guides training docs · chidocs.oneboss.io

Quick-Reference Cards (printable)

Who this is for / What you'll learn: Everyone at Cohn Health Institute. These are five one-page cheat-sheets you can print, cut apart, and keep at your station for go-live week. Each card is a fast reminder of the steps you'll have learned on June 10 — not a full lesson. Print double-sided or one card per page (every card starts on its own page break). For the full how-to, see the matching guide (Front Desk, Management/Owner, Bookkeeping & Inventory).

⚠️ Go-live is Sunday, June 14, 2026. From that day, all new work happens in OneBOSS. TPS stays available read-only for old history (charts/ledgers back to 2004) — but you don't book, check out, or change anything in TPS anymore.

⚠️ Anywhere you see "Confirm exact label/steps in the app before printing," that's a spot to verify on training day (June 10) and fix before the final print run.

💡 Clinical charting / SOAP notes are not on these cards. Charting comes later this summer and doctors get separate training.

CARD 1 — Front Desk Daily Card

[Front Desk] Check in - Book - Check out - Pay - Return

📷 [Screenshot: OneBOSS Schedule (home) in Default view, full window]

Your home base = Schedule (top item in the left menu). Most of your day starts and ends here.

In TPS you flipped pages in the book → In OneBOSS you click < / > or the date button to change days.

CARD COLORS (status at a glance)

  1. White = scheduled (not here yet). Name turns red if past their start time.
  2. Pink = checked in.
  3. Green (muted) = completed / paid.
  4. Red = running late, or payment overdue.

CHECK A PATIENT IN

  1. Find their white card in the right practitioner's column.
  2. Click the green Check In button, or double-click the card.
  3. Card turns pink. (Running late? Use Mark Late → enter minutes → Confirm Late.)

BOOK AN APPOINTMENT (everyday way)

  1. On Calendar View, click an empty slot in that practitioner's column.
  2. In Quick Book Appointment, pick the Patient * (type to search, or Create New Patient).
  3. Pick the Service * and a Duration.
  4. Click Book Appointment.

💡 Need an opening across several days? Use the Find Availability tab → pick Patient, Practitioner, Duration, date range → click a time button to book.

CHECK OUT & TAKE PAYMENT

  1. On a pink (checked-in) card, double-click → it marks Complete and opens checkout in one move. (Or click Complete, then Check Out.)
  2. If the patient has another visit today, finish all visits first — checkout waits until every same-day visit is completed, then opens a combined checkout.
  3. In Patient Checkout, review the Charge Summary. Add supplements in Add Products by scanning each bottle (see below).
  4. Choose how it's paid (see Card 2 for every payment type).
  5. Click Complete Checkout at the bottom. Watch for the "Checkout Complete" message.

⚠️ A patient is only green/completed once payment has processed. Unpaid = still pink.

ADD A SUPPLEMENT (scan first)

  1. In Add Products, click the Scan or type serial box (placeholder CHI000123).
  2. Scan the bottle's barcode (scanner types it + Enter). One scan = one bottle.
  3. No barcode? Use "Search products..." under the legacy list and set quantity with + / −.

SPLIT PAYMENT (more than one method)

PROCESS A RETURN (within 30 days)

  1. Open Returns → Process New Return tab (or click Scan to Return and scan the bottle).
  2. Find the sale (search by patient) → Process Return.
  3. Pick the product, set Quantity to Return, leave Refund to card checked if it was a card sale.
  4. Click Process Return.

⚠️ Past 30 days the return is blocked. Old returns stay in TPS (read-only).

FIX A MISTAKE

Stuck? → call Jessica. (See Card 5.)

CARD 2 — Checkout Payment Types Card

[Front Desk] When & how to take each kind of payment

📷 [Screenshot: Patient Checkout dialog showing Pre-Pay, CHI Cash, Discount, and Payment Method areas]

All of these live in the Patient Checkout dialog. Apply credits/discounts first, then collect whatever balance is left.

In TPS you tallied by hand → In OneBOSS the service price is calculated for you, supplements are scanned, and the card runs through the terminal automatically.

1. PRE-PAY (package wallet)

When: patient bought a package (Care $75 / Care $100 / Massage / Acupuncture / Wellness).

  1. In Use Pre-Pay Credits, pick the patient's package (radio).
  2. The visit (and any supplements) are fully covered → Amount Due Today $0.00.
  3. Click Complete Checkout.

⚠️ Picking Pre-Pay covers everything and hides the other payment cards. To take a partial cash/card payment instead, do not select a package. ⚠️ Insufficient balance = that package can't cover the visit; the radio is disabled. Apply what's there, then collect the rest or offer a re-up.

2. CHI CASH (store credit — acts like cash)

When: patient has a CHI Cash balance (gifts, trades, comps).

  1. In CHI Cash Credit, click Use CHI Cash.
  2. Enter Amount to Use → click Apply.
  3. It lowers the Total Due; collect any remainder by card/cash/check.

⚠️ You see only the balance, never where it came from. Only Jessica/Admin can add or view the source of CHI Cash.

3. WELLNESS CARD (therapy punch card)

When: the service is a wellness therapy and the patient holds a card.

  1. The Wellness Card selector appears automatically for therapy services.
  2. The oldest card is suggested; accept it or pick another (or Pay without wellness card).
  3. Completing checkout ticks down one therapy and covers the $50 service.

⚠️ The card covers the therapy service only — supplements on the same ticket are still paid separately.

4. CARD (Dejavoo terminal)

  1. Pick Card. Check the Terminal Online badge.
  2. Click Pay with Card ({amount}) → patient taps/inserts/swipes.
  3. Payment Approved shows card type, last 4, and auth code.
  4. Click Complete Checkout.

⚠️ If the terminal is down, Record as Card (no terminal) exists but that sale can't be voided or auto-refunded later. Use only if necessary.

5. CASH / CHECK

  1. Pick Cash or Check.
  2. Collect the amount the screen states.
  3. Click Complete Checkout ({amount} cash/check).

⚠️ Confirm exact label/steps in the app before printing — the cash path does not show change-due; count change yourself.

6. SPLIT TENDER (combine methods)

  1. Apply CHI Cash (and/or Pre-Pay) first.
  2. Pick a Payment Method for the remaining balance.
  3. Complete checkout — it records as "Split."

7. DISCOUNT (friends & family / professional)

  1. In Apply Discount, click Apply Discount.
  2. Choose the discount (e.g., Friends & Family Discount, Employee Discount, Clearance - Expiring Product).
  3. Click Apply Discount. It shows in the Charge Summary as a subtraction.

⚠️ Clearance / below-cost discounts may show "Requires manager override" — get Jessica. ⚠️ Discount is hidden when paying by Pre-Pay (the package already carries its discount). ⚠️ Confirm exact label/steps in the app before printing — the live discount list may differ from the samples above.

VOID (same-day card only)

Checkout History → Void on a same-day card row → confirm Void Payment.

CARD 3 — Jessica / Management Card

[Jessica/Mgmt] Commissions - Financials - CHI Cash - Dashboard

📷 [Screenshot: Practitioner Payouts screen, Payouts tab]

These screens are Admin-only (front desk won't see them). You are the main user.

In TPS you tallied commissions and month-end totals by hand → In OneBOSS pick a period and read the numbers.

RUN A PAY PERIOD'S COMMISSIONS

Open Practitioner Payouts (left menu).

  1. Use Previous / Current / Next (or Custom Range) to land on the period. Confirm the Pay Date matches the cycle.
  2. Open the Payouts tab → read Net Payout per practitioner (Gross − clawbacks).
  3. Click a row → View Details to verify Services / Suppl. / Therapy before paying.

Pay schedule: the 3rd covers the 16th–end of last month; the 18th covers the 1st–15th of this month.

PER-PRACTITIONER STATEMENT

  1. Statement tab → pick the practitioner in Select Practitioner:.
  2. Review Payment Summary + Transaction Details.
  3. Export the daily summary with PDF / CSV.

⚠️ Confirm exact label/steps in the app before printing — Download/Print/Approve/Dispute buttons may not be wired yet; verify on June 10.

FIX WHO GETS SUPPLEMENT COMMISSION

  1. In Statement → Transaction Details, find the supplement line.
  2. Click ⋯ → Reassign to Another Practitioner.
  3. Pick the doctor, type a Reason (required, audited) → Reassign.

💡 The "doctor who first recommended it keeps the credit" rule is automatic via the sale's token; this is how you correct it.

SLIDING SCALE / GRACE PERIODS

CHI CASH — AUTHORIZE (Jessica only)

⚠️ Confirm exact label/steps in the app before printing — no issuance screen was confirmed in the build. Verify where you add CHI Cash on June 10 before relying on it.

MANAGEMENT DASHBOARDS

⚠️ Confirm exact label/steps in the app before printing — Financial Reports and Payroll are flagged dev-only; verify they appear in the clinic's live build before teaching them as the go-to.

OTHER ADMIN SETUP (rare, but yours)

CARD 4 — Kimberly / Bookkeeping & Inventory Card

[Kimberly/Books] Receiving - Labels - Returns - Spoilage - Reports

📷 [Screenshot: Inventory → Inventory Actions tab, Receive Stock card]

The big shift: serialized inventory. Every bottle is its own record with a unique CHI###### barcode and a printed QR label. You don't count "42 of a SKU" — the system sums the bottles.

In TPS inventory was manual paper tallies → In OneBOSS you receive, print a label per bottle, and most actions are scan-driven.

RECEIVE STOCK & PRINT LABELS

Open Inventory → Inventory Actions tab.

  1. Receive Stock card → pick the Product (check the preview chip is the right item).
  2. Pick the Location and enter Quantity Received (1–500).
  3. Confirm Received Date; set Expiration Date if it expires.
  4. Optionally add Cost / Unit, Lot Number, PO Number / Notes.
  5. Click Receive {N} Units & Generate Serials.
  6. Click Print all {N} labels (prints to the TX610). Each serial turns ✓ printed; Retry remaining if any fail.
  7. Stick one label on each bottle. Click Receive more for the next batch.

⚠️ Max 500 per batch — split bigger deliveries. 💡 The label shows the QR (serial), the abbreviation, and RCV MM/YY (receive date) — not the expiration. That's a known FAQ.

ADD A NEW PRODUCT (SKU)

  1. Product Catalog tab → New Product.
  2. Fill SKU *, Name *, Base Price *. Set a Label Abbreviation (max 8) or leave blank to auto-derive.
  3. Tick This product never expires for crystals/equipment.
  4. Click Create.

⚠️ Creating a product adds no stock — you still have to Receive Stock. ⚠️ Confirm exact label/steps in the app before printing — the catalog Edit dialog only changes the label + expiration flag; changing price/name/reorder levels has no confirmed screen here.

RETURNS, RESELLABLE vs SPOILAGE

Front desk runs day-to-day returns; you care about where the stock and money land.

⚠️ Confirm exact label/steps in the app before printing — confirm with Jessica exactly where discarded/spoilage items surface for your tracking (Inventory view vs. a report).

CHECK STOCK & WHAT'S EXPIRING

⚠️ The Expiration dashboard is advisory only — there's no button here that changes a price. Re-pricing/pulling stock is done separately. ⚠️ Transfer View → Simulate Transfer does NOT move real stock — it only clears the on-screen suggestion. Don't use it to move inventory. ⚠️ Cycle Counts and the Reports tab are "Coming Soon" (disabled). Confirm what's live by June 14.

REPORTS YOU'LL PULL (with Jessica/Admin access)

⚠️ Confirm exact label/steps in the app before printing — House Account and Financial Reports have no CSV export; figures may need to be copied manually.

CARD 5 — Day-1 Survival Card

Everyone — top 10 things + who to call

✅ Print this one for every station. Keep it taped where you can see it during go-live week (June 14 onward).

TOP 10 THINGS TO REMEMBER

  1. Log in with your own account. What you see depends on your role (Front Desk / Admin / Doctor / Purchasing). Don't share logins.

    ⚠️ Confirm exact label/steps in the app before printing — verify the real login screen on June 10.

  2. Schedule is home base. Click Schedule (top of the left menu) to get back anytime.

  3. Card colors: White = scheduled, Pink = checked in, Green = done/paid, Red = late/overdue.

  4. Double-click advances status (scheduled → checked-in → complete + checkout). Easy to do by accident — use Revert Status to undo.

  5. A patient isn't "done" (green) until payment processes. Unpaid stays pink.

  6. Finish all of a patient's visits before checkout. Checkout waits until every same-day visit is completed, then combines them.

  7. Scan supplements at checkout — one scan per bottle. Use the typed list only if there's no barcode.

  8. Apply credits/discounts first, collect the balance second. Pre-Pay covers everything (and hides other options); CHI Cash + another method = Split.

  9. Only Jessica adds CHI Cash. Staff can apply a balance but never see its origin.

  10. TPS is now read-only. Look up old history there if needed, but do all new work in OneBOSS.

YOUR DATA IS THERE (relax — it migrated)

QUICK FIXES

WHO TO CALL

Issue Who
Anything you're unsure about, day-to-day Jessica Albuquerque (Clinic Director)
CHI Cash, commissions, financials, refunds/voids Jessica (Admin authority)
Inventory / receiving / labels / spoilage Kimberly (bookkeeping) + purchasing
App is broken / error you can't clear OneBOSS "War Room" support (on-site June 15–19)

⚠️ Confirm exact label/steps in the app before printing — fill in real phone numbers / extensions for Jessica, Kimberly, and the OneBOSS support contact before this card is printed.

✅ You've got this. Everything on this card is something you already do today — OneBOSS just gives it a clearer home and does the math for you. When in doubt, ask. The first week is for learning.

End of Quick-Reference Cards. Print each card on its own page. Verify every "Confirm exact label/steps" note in the live app on June 10 before the final print run.