The Admininstrative menu includes those items that have to do with the management of the business that does not pertain to specific clients, or pertain to the adminstrative aspects of client management. Adding new clients to the database, doing database backups, sending a specific letter to all open clients, and others are examples. This page describes each in detail.

The Menu Items

Click on a menu item below to jump to the explanation of that item. Click the arrow to return to this screen. For any that are hyperlinks, you can click on them to jump to the full explanation of that feature.

The following is a brief description of what the Administrative menu provides:

1) Add new client	Add a new client to the database. Includes personal and insurance information.
2) Add new client to waiting list	Adds a new client to the database, but with only a bare minimum of data. Allows you to capture pertinent data when you're on the phone with a potential client without having to deal with the more complex "Add New Client" form. You can later add the remaining data if they become a full client.
3) Client waiting list	Gives you a listing of clients on your waiting list in the order in which they requested a slot. Past clients are listed first, followed by current clients (who might simply want a different time slot), followed by previously unknown clients requesting a slot which is not currently available. The listing includes a space for notes which could specify which slots or days they want, and includes their contact information. If they become a client, their contact information automatically appears in their client information form.
4) Address book	A simple utility listing addresses and phone numbers of people you would like to keep handy.
5) Todo list	A pop-up text box that allows you to quickly jot down and keep handy those thoughts you don't want to lose.
6) Phone number lookup	Gives you a single screen with all of the client and insurance data required to call the insurance company and have everything you need at your fingertips for a rapid resolution to insurance issues.
7) Check unread messages	The 'Message' feature is a sort of 'e-mail,' whereby you can send message to your admin person (if you have one) and they can send messages back to you. If you choose not to have an admin person help you with CILe, this is of no value.
8) Send new message	The 'Message' feature is a sort of 'e-mail,' whereby you can send message to your admin person (if you have one) and they can send messages back to you. If you choose not to have an admin person help you with CILe, this is of no value.
9) Review sent messages	The 'Message' feature is a sort of 'e-mail,' whereby you can send message to your admin person (if you have one) and they can send messages back to you. If you choose not to have an admin person help you with CILe, this is of no value.
10) Edit employee data	Allows you to edit your personal data. The only personal data required is your name, address, and phone number, all of which are required for submission of electronic claims. To access this data, click on the "Edit employee data" item on this menu, then when the next screen comes up, double-click on your name.
11) Insurance Company Lookup	This is your comprehensive list of insurance companies. This is the place where you identify them with the I-Plexus system by putting the I-Plexus "Payor Short Name" off of their website in the "Electronic Payor ID Name" box in CILe. Go to http://www.iplexus.net, and then Getting Started/Payor Listing (Claims). This positively identifies this insurance company to I-Plexus so they will know exactly how to route your claims. You also put in the insurance company's address and phone number for claims, as well as to make populating your client's Fiscal Face Sheet information easier.
12) Edit Provider Insurance Info	This is where you put in your insurance-specific information such as Provider IDs and NPI. This must also be done before you start submitting claims.
13) Change Password	Allows you to change your CILe password. You can also change the password on the Employe Information form described above.
14) List All Clients	A simple way to access your complete list of clients, including open, closed, and those that have not yet been opened.
15) List Open Clients	A simple way to access your list of open clients.
16) Service Codes	"Service Codes" are things such as "Individual Therapy, 50 mins," "Group Therapy," etc. The Service Codes are in a pull-down select list on the Session Note screen. In all likelihood, all of the service codes you might need will be there, but in the event you need something that isn't there, you can go here and check the "Display on Pulldown" box and either include it or exclude it from the pull-down list. In addition, if you need a service that isn't on that listing at all, then you can go to the bottom of the list and add it.
17) DSM-IV Codes	Allows you to edit the listing of diagnostic codes that populate the diagnosis drop-down box on the Diagnosis Sheet. When CILe is installed, it is pre-populated with a large number of Mental Health diagnoses, but this list is totally under your control. If you need a diagnosis that isn't present, or if you would prefer to delete the entire table's worth of diagnosis and start over (say you are a dentist or physician), you are free to do so. To delete a diagnosis, click the gray box to the left and click your "Delete" button on your keyboard. To add one, go to the line at the very bottom where the star (*) is and type it in.
18) Client Labels	Allows you to select specific clients to print labels from on your printer. You can select to print the entire address, two across, or you can print only the client's name as you would do if you were printing labels for putting onto folders.
19) Letter to Open Clients	Allows you to produce a letter and print it on your letterhead with each of your open clients addresses at the top. It allows you do select adults only or a specific gender only (as you might if you were starting a ladies group).
20) Print Open Envelopes	Coincides with "Letter to Open Clients," allowing you to print envelopes for each of the client's for whom you printed the letter.
21) Back Up Database	Allows you to back up your database to a location you choose. It can be either another folder on your hard drive, or to an external drive (such as a thumb drive).
22) Restore Database	Gives you instructions as to how to restore a database from the backup. You have to be out of CILe to do it, so it directs you to go to the CILe Utilities icon on your desktop.
22) Delete Old Backups	Allows you to delete old backup copies of your database so you can keep your hard disk or backup drive from getting too full
23) Tx Give CILeDB to Admin	IF YOU HAVE ADMIN HELP: If you use an external administrator to help you do your financial work, then this is how you would give them your database. It gives them a complete copy of the database, but gives them access to only the fiscal information. You retain control over the therapeutic information (session notes, new clients, etc.). This makes a copy for the Administrative person on an external drive (like a thumb drive) that you can transfer to them. Once you've done this, you can no longer change any financial data. You can look at anything, but you cannot change whatever the Administrative person has control over.
24) Admin Export Data to Joint	IF YOU HAVE ADMIN HELP: This is how the Adminstrative person gives you back your database. When they are done with their work, they click this item to copy their data back onto the same thumb drive, which they then pass back to you.
25) Tx Upload Joint Data from Admin	IF YOU HAVE ADMIN HELP: This is how you would put the Administrative person's changes into your database. It adds their data without affecting any therapy work you have done.
26) Restore Therapist as Owner	IF YOU HAVE ADMIN HELP: Once you've downloaded the database onto the thumb drive to give to the Administrative person, you are locked out of changing the financial information. If you then change your mind and want to again change it, you can reset yourself as "owner." You can then change anything you want and re-create the thumbdrive copy for your Administrative person when you're ready. Remember, however, that there is nothing on the thumb drive at this point preventing the Administrive person from also making changes, so be very careful not to allow them to do that. There is no way to restrict them once the copy of the database is on the thumb drive, so just be aware that you have to be careful.