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TRANSCRIPT
The Oncology Massage
Therapist’s Office
By Tania Shaw, QLD State
Coordinator OM Ltd
Our Oncology Massage Therapists (OM2 and
upwards) have access to a private Facebook
page where information is shared, stories
told, advice requested and professional
discussion encouraged. Recently I went on
an investigative journey to see what my
fellow OMTs were using when it comes to
managing their respective businesses. As
most of us are Sole Traders, it can be a
minefield for those unused to electronic
software, and of course, the time it needs to track down a reputable program is hard pressed to
find, especially when you’re flat out providing services to your clients… and you know,
sometimes it simply comes down to “I don’t have time, what I’m doing is getting me by, I’ll look
at it another day.” And what that really means, as we all know, is that when the end of the
financial year has leapt out from behind the mound of washing again, we’re still using the same
old system! Arghh!
So, rather than spending hours online in the maze of software options (those companies have
amazing marketing peeps working for them – they ALL looked like I needed to have that EXACT
product!) I decided to go to the people in the know (the private Facebook page) and asked two
questions:
1. Which kind of diary do you prefer?
2. How do you invoice/receipt?
The number of responses was incredible, the sharing of resources generous and prompt. Of
course, ‘cause that’s the kind of people we are. In fact, they were so good that I wanted to share
them with everyone.
This is for inspiration only and is not my
office; I found it on Google Images. My
office was not fit for public viewing at the
time of writing this article.
Question 1
Which kind of diary do you prefer?
*Overall, hard copy financial year diaries accompanied by phone apps were the predominant
choice.
“My 'phone, with it set to back up to the cloud after every change. People 'phone to get an
appointment. I record all appointments manually into a spreadsheet that is financial year based.”
“My phone, because I have it with me at all times. It backs up to my computer via the cloud.”
“I use my IPad which is shared to my IPhone, then transfer into a paper diary in case of data loss.
I use my IPad as it is with me all the time. It is my bible. I use an annual diary.”
“Phone is quick and I also like the hard copy for my accounting.”
“I use an online program called Cliniko. It has fantastic features like a detailed client note section
that can be customised to suit your needs. It also connects with your mobile phone so that you
can book clients in on the go. It also connects with Xero so my accountant can log straight on.”
“iPhone and Mac calendars which sync to each other. Easy to input and update and quick to
calculate multiple appointments to the one patient when invoicing.”
“I work on a mac, so use iCal. This syncs directly with my iphone so if I am out and about I have
my work calendar on me. Of course I can use it for personal also, so I have different coloured
appointments to determine whether it is work or personal. Also with the work I can identify
between appointments and cancelled appointments.”
“Online -‐ power diaries. Can use phone, PC, iPad. Can print daily etc, clinic list, send auto
reminders, templates for SMS and email, or make up your own letters and a bunch more
features.”
“I use Cliniko: online booking, treatment notes (that you can customize), invoices, reports,
letters, automatic reminders (email and SMS) and so on!”
“MINDBODY which has an app for clients to see your schedule, book & pay, gift vouchers, app to
update your schedule, online card payment feature & website integration. It is $45 per month.
Only has email reminders not SMS though and basic note section.”
Question Two
How do you invoice/receipt?
“MYOB, which then makes tax time very easy for me. I put all my expenses in there too as I go
and at the end of the year one print out tells me net and gross income etc and income per
massage type and time frame.”
“My invoices are generated and recorded by Cliniko and I have the option of either printing the
invoice or sending it to my clients electronically. I also record each client’s name on the merchant
copy of their EFTPOS/credit card transaction. Payment methods are also recorded on the invoice
to help with bookkeeping.”
“I hand write accounts, use personally printed carbon copy invoice books. Numerical with all my
details, all private health fund numbers and box for payment method.”
“I use computer invoices, my own design and also carbonless books for which I have a stamp
with all my details. I have a spreadsheet in excel for all my accounting expenses and income”
“I issue HICAPS receipts. If they don't have private health insurance I use a pre-‐printed
carbonless receipt book”
Here are the links to the products mentioned above for your convenience:
Cliniko: https://www.cliniko.com/
Power Diary: http://www.powerdiary.com.au/
MINDBODY: https://au.mindbodyonline.com/
MYOB: http://myob.com.au/
iCal: http://download.cnet.com/iCal/3000-‐2124_4-‐10067313.html
Officeworks: http://www.officeworks.com.au/
Right from the beginning of my massage career I’ve been self-‐employed; and have used either
personally created and designed computer generated invoices, or carbonless invoice books with
a self-‐inking stamp (all business details on them as required by my professional association). I
love the new and fresh pages in my invoice books, the thrill of using a beautiful pen when writing
my invoices. I love using my crystal studded refillable pencil in my hard copy financial year diary;
erasing and adding easily as I go. Yes, I have a slight stationery addiction. I’m visual and
kinaesthetic, I like to see and feel what I create using my hands and fingers. Spreadsheets have
become a necessary addition to my business resources and I enjoy using them too.
Having a blend of typing skills (essential in this day and age) and legible writing skills is something
I embrace, and at this time I can’t see myself going completely electronic. But then, that’s this
financial year… next year could be different! I’m open to possibilities, as I believe we all need to
be in order to progress professionally.
To all the Oncology Massage Therapists who contributed to this article, thank you. Your time and
experience is greatly appreciated not only by myself, but for those reading this that are in our
community and working hard at building a sustainable and fulfilling massage business.