Appointment Reminder Menu

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Appointment

Reminder

Software

(Menu & Application Review)

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ULTIMATE! SOFTWARE, INC.

LIMITED USE LICENSE AGREEMENT This is a legal agreement between you, the end user, and Ultimate! Software Products, Inc. By opening this sealed disk package, you are agreeing to be bound by the terms of this license. If you do not agree to the terms of this agreement, promptly return the unopened disk and the accompanying manuals to the place you obtained them for a full refund.

1. LICENSE. Ultimate! Software, Inc. (USPI) grants to you a non-exclusive, single-user license to use the enclosed programs, Ultimate! Call Accounting, Attention Shoppers, OnTime4Class, InnService, Doctor Reminder Software, SPARK, and Smoke Signal (the SOFTWARE). This license may be assigned to an individual person or to an individual single-user, non-networked computer. If assigned to a computer, the SOFTWARE must be used only on that computer. If assigned to a person only that person may use the SOFTWARE, but he or she may use it on any computer so long as no other person uses the SOFTWARE. You may not install the SOFTWARE on computers connected with a network unless every user of the SOFTWARE obtains a license from USPI.

2. COPYRIGHT. The SOFTWARE is owned by USPI or its suppliers and is protected by United States copyright laws and international treaty provisions. Therefore, you must treat the SOFTWARE like any other copyrighted material (e.g. a book or musical recording) except that you may make one copy of the SOFTWARE solely for backup or archival purposes. You may not copy the written materials accompanying the SOFTWARE.

3. OTHER RESTRICTIONS. You may not rent or lease the SOFTWARE, but you may transfer the SOFTWARE and accompanying written materials on a permanent basis provided you retain no copies and recipient agrees to the terms of this Agreement. You may not reverse engineer, decompile, or disassemble the SOFTWARE. If SOFTWARE is an update, any transfer must include the update and all prior versions.

4. DUAL MEDIA SOFTWARE. If the SOFTWARE package contains CD Rom, then you may use only the CD appropriate for your single-user computer or LICENSED COMPUTER NETWORK file server. You may not use the other disks on another computer or computer network, or load, rent, lease, or transfer them to another user except as part of the permanent transfer (as provided above) of all SOFTWARE and documentation.

LIMITED WARRANTY LIMITED WARRANTY. USPI warrants that (a) the SOFTWARE will perform substantially in accordance with the accompanying written materials for a period of one year from the date of receipt, and (b) any hardware accompanying the SOFTWARE will be free from defects in materials and workmanship under normal use and service for a period of one year from the date of receipt. Any implied warranties on the SOFTWARE and hardware are limited to one year. Some states do not allow limitations on duration of an implied warranty, so the above limitation may not apply to you.

CUSTOMER REMEDIES. USPI's entire liability and your exclusive remedy shall be, at USPI's option, either (a) return of the price paid or (b) repair or replacement of the SOFTWARE or hardware that does not meet USPI's Limited Warranty and which is returned to USPI with a copy of your receipt. This Limited Warranty is void if failure of the SOFTWARE or hardware has resulted from accident, abuse, and misapplication. Any replacement SOFTWARE will be warranted for the remainder of the original warranty period or one year, whichever is longer. THESE REMEDIES ARE NOT AVAILABLE OUTSIDE OF THE UNITED STATE S OF AMERICA.

NO OTHER WARRANTIES. USPI disclaims all other warranties, either express or implied, including but not limited to implied warranties of merchantability and fitness for a particular purpose, with respect to the SOFTWARE, the accompanying written materials, and any accompanying hardware. This limited warranty gives you specific legal rights. You may have others, which vary from state to state.

NO LIABILITY FOR CONSEQUENTIAL DAMAGES. In no event shall USPI or its suppliers be liable for any damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss of business information, or other pecuniary loss) arising out of the use of or inability to use this USPI product, even if USPI has been advised of the possibility of such damages. Because some states do not allow the exclusion or limitation of liability for consequential or incidental damages, the above limitation may not apply to you.

U.S. GOVERNMENT RESTRICTED RIGHTS The SOFTWARE and documentation are provided with RESTRICTED RIGHTS. Use, duplication or disclosure by the Government is subject to restrictions as set for the in subparagraph (c) (1) (ii) of The Rights in Technical Data and Computer Software clause at 52.227-7013. Contractor/manufacturer is Ultimate! Software Products, Inc. /2751 S. Calhoun Road/New Berlin, WI 53151.

This Agreement is governed by the laws of the State of Wisconsin.

Should you have any questions concerning this Agreement, or if you wish to contact USPI for any reason, please write: Ultimate! Software Products, Inc. @ 2751 S. Calhoun Road/New Berlin, WI 53151.

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Table of Contents License Agreement Page 2

Applications Overview Page 4

Overview of Software Page 5

Setup Page 6

Reminders Page 7

Clients Page 8

Recordings Page 9

Text Messages Page 10

System Settings Page 10

Home Screen Page 11

Import Page 11

Remind Page 12

Reports Page 13

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APPLICATIONS

Smoke Signal & Doctor Reminder Software has numerous applications, five of which are described below. The software has terms designed for various markets for ease of training and effective use of the program. In this document we will focus on the Appointment Reminder Application. Five additional customized versions can be developed if needed.

• APB Message Manager (like All Points Bulletin) is the name of the general application of Smoke Signal. This software uses the term “Bulletins” for up to 400 messages that can be created. In the Setup section “Persons” is used to organize up to 400 groups of people with up to 4000 addresses in each group. An address is a phone number, email address, or cell phone number for a text message. And finally, “Alert” is the button title for sending the messages out to the people you wish to contact. Some of the entities that can use Smoke Signal are utility companies, service and repair companies, retirement communities, governmental agencies, small municipalities, and large companies.

• Appointment Message Manager (Appointment Reminder Software) is the name of the appointment reminder software. “Reminders”, “Clients” and the “Remind” button are used by following types of entities: medical clinics, transportation services, dental offices, legal and financial services, physical therapy centers, governmental agencies, and chiropractic care. Any business that schedules appointments can use the appointment reminder calls we offer. The key aspect of this application is that it should be integrated to the scheduling software being used for appointments.

• Note Message Manager is the education application for Smoke Signal. In schools you may want to send a note to the parents or faculty. We use the term “Note” for the pre-created announcements to be sent, and the parents, faculty, and school board are identified as “Members.” To send out a note, out we use the “Notify” button. This software is used onsite and is good for schools with up 4000 Members, or about 2500 students. Smoke Signal allows creation of up to 400 Member groups with up to 4000 Members in each group. For example, a school could use this feature to target only the fourth grade Members about a Valentine’s Day party. Within the school setting, other groups could be the football team, band or school board. Some of the entities that can use the Note Message Manager are schools, camps, not for profit organizations, churches, synagogues, mosques, military base and training camps.

• Work Message Manager is for large manufacturing companies, temporary employment companies, and unemployment service organizations. We use the term “Resources” to denote employees. The staff at a large company or employment service will send out a “Communication” about a potential job. When a Communication is prepared, it is sent out by pressing the “Contact” button. Some of the entities that can use the Work Message Manager are manufacturing companies with seasonal and contract-sensitive employment, human resources, school administration looking for substitute teachers, and medical staffing services.

• RSVP Message Manager The hospitality and restaurant market can use Smoke Signal to send out an invitation to guests for special events, or share promotions with key customers. An “Invitation” is information about the event or promotion and “Guests” are customers that would be interested in hearing about these specials. To send an Invitation, the administrator just presses the “Invite” button and chooses the Invitation to be sent. Some of the entities that can use the RSVP Message Manager are restaurants, hotels, water parks, campgrounds, training centers, seminar services and country clubs.

Other customized applications can be created as we expand the many ways companies and organizations use Smoke Signal Software.

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OVERVIEW

These 46 buttons represent Voice over Internet Protocol

(VOIP) packets. These packets are phone calls placed to the

target audience. The basic software comes with the ability to make up to twenty calls at a time if enough bandwidth will

permit. The idle and DLG buttons indicate this

application is designed to use up to three calls at a time.

Remind

This button is used to start or

schedule a campaign of

audio, text, and email reminder

messages.

Setup

This button opens a menu of

organizational tools. Create up to 400

predesigned reminders. Build up to 400 different groups

with 1 to 4000 members. Create and save up to 400 audio

messages. Write up to 400 text or email messages. Define various settings.

Report

This button allows you to see reports of completed reminders or reminders in progress. It also allows you to see the

schedule of reminders to be sent.

Import

This button opens a menu of

CSV (comma separated value) files that can be imported into our group or bulletin files.

Message allows you to stop a campaign that is in progress.

Forward is a future feature.

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SETUP

*1 Exit

This menu item allows you to exit from this menu back to home screen.

*2 Reminders

This menu item opens the selection of up to 400 Reminders” that can be created or modified.

*3 Clients

This menu item allows the creation of up to 400 groups that each may have up to 4000 telephone numbers, email addresses, or text numbers. These groups can be added to a bulletin with the touch of a button.

*4 Recordings

This is the menu item for creating, deleting, or changing the audio messages used in a campaign of calls. Up to 400 different recordings can be stored. This interface will allow you to create a recording, hear and save the message.

*5 Text Messages

Up to 400 messages can be saved in this section. The text messages can be delivered to cell phones, or the same message can be delivered to an email address. The message length is limited to 120 characters.

*6 System Settings

The system settings are for testing the application and defining the reply information for emails and text messages.

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Setup Reminders Menu (below)

The first several items in the menu below are self-explanatory so we will focus on items that may need more explanation (*6, *7,* 8,* 9, *10, *11).

*6 Clone this note Use this menu item if you would like the same message and members to be duplicated under a new note with a different name. Most times the clone can be changed slightly to create a different audio, text and email message – a great time saver for sending frequent messages to the same group of clients or employees.

*7 Build messages** Here you can combine different audio and text messages (or fragments of a message) into a new complete personalized message. Up to five message fragments can be combined into one complete message.

*8 File header** Here you can define the invitation as a group or individual message. Group is used when each patron gets the same message. Individual is used when each member gets a different message specific to that person (from the Build messages section) ** (In all appointment reminder applications these steps are customized for your scheduling software as a part of the installation).

*9 Test recipient This should be a text message (SMS) address for when test calls are made (required for each reminder grouping created).

*10 & *11 - Text and Audio message When chosen, the created messages appear and you can then choose the audio message to be played or text message to be read as a text or email message.

*2 Reminders

By choosing to Add (*2) you can create a new set of reminders. Most appointments are created by importing them from your scheduling software. If you choose to Add, a box will appear for you to enter a name of your new Reminder. Enter that name. Then the box to the right will appear, and you can add a group like “staff for general staff messages in addition to reminders to clients only.

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*3 Clients

The choice of *3 opens the menu of up to 400 different groups, each containing up to 4000 addresses. An address can be a phone number, email or text address. This allows you to quickly send an informational message to the target group needing the information.

Setup Members Menu (Right)

*1, *2, *3 are self-explanatory.

*4 Create a new member for this list allows quicker additions to a group by choosing a group and then clicking the desired member of the chosen group to be a part of the new group being built.

*5 Clone this list makes it easy to copy the list. The new list may have all the staff except the hourly support staff, so that you can target the salary and executive staff only.

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*4 Recordings

This menu item allows for creation of up to 400 recordings. We recommend a USB headset and microphone device for creation of recordings. When *4 is chosen, the window to the right appears.

We chose the Appointment Reminder Software area because many recordings must be created to send a personalized message to Clients about upcoming appointments. “Times of the day, days of the week, professionals in the office and clinics in the area.”

Because Appointment Reminder Software integrates with the scheduling software that the clinic uses, a file of appointments can be imported every day for reminders being sent. The software picks the needed audio files and fuses them together to make a nice reminder message.

*Most clinics use our professionally trained voice to record the needed messages.

*2 Record New (below left) is selected to create a new message.

*3 Current (below right) is selected to hear or replace an existing audio message.

*Record New *Current

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*5 Text Messages

This menu item allows one to create or change written messages that can be sent to addresses in email or as a text message. You can create up to 400 different messages. Each message can be up to 120 characters long.

The text box will allow only 120 characters including spaces.

*6 System Settings

Most of the items are set during the installation but you should place your email address in the sender address section and the test address should be a cell phone number, text or an email address. If this information is left blank, the software will not operate.

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We have discussed the home page overview and the Setup options.

The top row menu items are not generally to be used with Smoke Signal or Doctor Reminder Software.

Settings / Dial / Show / Security / and Help are administrative tools for programmers.

The basic license includes up to twenty calls at a time if your bandwidth has enough capacity. We show three of the 47 VOIP buttons programmed here.

HOME SCREEN

Import CSV Button (opens menu to the right)

This button is designed to import data from another application. For example, many companies have all of their contacts in a program like MS Excel. If we use the example of a transportation service for seniors, an Excel file might contain the name, phone number, email address, and cell phone number of each client. This file could be saved as a CSV (comma separated value) file and then imported into the Appointment Reminder software. This can be done in a few short steps for most scheduling applications. If the scheduling software can save the file on the network, this Ultimate application can automatically import the data and start making the reminder calls at the same time every day or week.

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Message Cancel Button (opens menu below)

This menu item is used if a set of reminder calls have started and you wish to stop the messages from going out because appointments are canceled or the information is incorrect. The message can be canceled at a set specific time or immediately. To schedule a cancel call time, enter the time in hours and minutes, and if you wish to stop now type “IMMEDiate” and press OK.

Remind Button (continued on page 12)

This is used to start a campaign of messages to be delivered. When pressing the Remind button the Reminder messages that were created in the Setup sections can be started now or scheduled to start later that day or in the future.

Report Button (continued on page 13)

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Remind Button Instructions:

Step 1 Select the reminder message to send.

Step 2 Choose to send the reminder to all by Voice and Text, Voice Only, or Text Only. You can also test the message before sending it (the test will send a text to your cell phone and audio call too).

Step 3 Start the reminders or schedule to message to go out later - up to 18 months later!

Step 1

Step 2

Step 3

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Audio message delivered

Audio message not delivered

Text and email message sent

Bonus reports with the Ultimate Call

Accounting for Appointment

Reminder software.

Report Button

Every campaign of messages or reminders will generate a report. The reports contain information about all messages sent. For example, in the report below we can see text and email messages sent, calls completed, attempted and failed calls. (It is good to remember that when text and email messages are sent our software does not know if the messages were opened.)

Appointment Reminder Software does detect if a telephone call connection was successful, which is indicated by the name of the audio file played for the recipient. The report below shows only that a connection was made; not how long the person listened or the voice mail or answering machine recorded message. The call accounting report at the bottom of this page (included with the software but licensed for the for the Appointment Reminder calls only) can indicate how long the message was played.

The software attempts to call up to 5 times before a call failure is indicated. If a call is busy or rings with no answer the software will wait five minutes and then make another attempt to call. This is repeated five times and if no connection is made then the call failure will be indicated. Notice the time from beginning to the end is about

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Ultimate Communications Software LLC

Muskego, Wisconsin 53150

www.Ultcom.com or www.MoreOfficeVisits.com

262-789-9949 262-789-9654

Appointment Reminder

Software

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Menu Guide and Application Review