tms-tracker

TMS Tracker add-in: install and user guide

The TMS Tracker is an Excel add-in for the MHS TMS patient tracker workbook. It opens as a panel beside the workbook and shows today’s visits, what needs attention, and each patient’s course, and it writes back into the same cells the template already uses. Nothing about the workbook changes for people who don’t use the add-in.

This guide is for anyone at MHS who uses a TMS tracker workbook: technicians, care navigators, and clinic leads.

Before you start

Excel on the web. The add-in runs in Excel in a browser (Edge or Chrome). It does not run in the desktop Excel app at MHS.
A tracker workbook in OneDrive or SharePoint, built from the current MagV template. It needs the New Template tab; Protocols and Clinic Schedule are used when present.
NextGen PM access to run the appointment report.

Install

You install it once per Microsoft account, not per workbook.

Download the manifest file: open https://brendannyates.github.io/tms-tracker/manifest.xml in your browser and save it (right-click > Save as, keep the name manifest.xml).
Open your tracker workbook in Excel on the web.
Go to Home > Add-ins > More Add-ins (in some versions, Insert > Add-ins), choose the My Add-ins tab, then Upload My Add-in.
Browse to manifest.xml and select Upload.
A TMS group with a TMS Tracker button appears on the Home tab. Select it to open the panel.

The manifest file only tells Excel where the add-in lives. It contains no patient information.

Updates arrive on their own. When a new version is released, close and reopen the panel (or reload the browser tab). You only need to upload the manifest again if you are told the manifest changed.

If the TMS button disappears, for example after clearing your browser’s cache, repeat steps 2 to 4.

To remove it, go to Home > Add-ins > More Add-ins > My Add-ins, open the ⋯ menu on TMS Tracker and choose Remove.

First time in a workbook

Do this once per clinic workbook. Settings save with the workbook, so everyone using it shares them.

Open the panel and select the gear (top right) for Settings.
Check This clinic (NextGen location), for example San Rafael. Visits booked at other locations are marked as another clinic.
Check Tracker device. “From the workbook name” works when the name contains MagV or Brainsway; otherwise pick MagVenture or Brainsway.
Leave the warning windows at their defaults unless your clinic wants different ones: auth warning 14 calendar days, protocol warning 2 business days, recent visit window 10 days.
If a banner says tabs don’t match New Template, select Match New Template. Active trackers get New Template’s layout, colors by visit type, dropdowns, borders and TX SUMMARY checkbox over every log row, and their benefits move to the Benefits tab (one row per MRN, with Last updated). Entries aren’t touched. Settings > Match New Template (all active tabs) runs it on every active tracker. Tabs in an older layout are rebuilt on a fresh copy and checked cell by cell before the old one is removed; anything that doesn’t match is kept as “NAME (old)” for you to review.
On the Clinic Schedule tab, enter chair hours and holiday closures (column G) if they are not there yet. The add-in uses them for the chair view and closure warnings.

Finding your way around

Across the top: Import list, Full screen (⛶), Settings (gear) and Refresh.

Menu	Use it for
Schedule	Day shows one weekday’s visits; Prev and Next move between weekdays, Back to today returns. Week shows Monday to Friday with “X of Y treated” and the reasons for each day. Discontinued patients are left off both, and off Attention and the Patients list (use its Discontinued filter to find them). When the appointment list has more than one chair (for example Castro MagV1 and Castro MagV2), buttons above the schedule show one chair or both; your pick is remembered on your computer.
Patients	The roster for the week, with filters (All, Active, Follow-up not scheduled, No upcoming visit) and Add patient. Select a patient for their full view.
Clinic	The chair schedule and the protocol list.

Attention lists what needs action: auth expiring or exceeded, protocol renewals due, missing BIDF information for patients seen today, freebie decisions, missing pulses or technician, measures not collected, visits booked while a patient is away or on a closure date. It sits beside the schedule on a wide panel and collapses to the top with a count on a narrow one. Only groups with something in them show.

Banners at the top flag an out-of-date appointment list, new NextGen patients without a tab, and tabs needing an update. Each can be dismissed or snoozed for 3 hours.

A bigger view: drag the panel’s edge wider, or use Full screen (⛶): the tracker floats over the Excel page, with the menu at the top over a softly blurred page. ⛶ closes it. Keep the panel open while you use it; full screen saves through the panel.

Appointment list check (Day view, above the visit cards) compares the day with the last imported appointment list. It names any NextGen visit missing from the tracker (no tab yet, the patient is Discontinued on the tracker, or the list wasn’t imported) and any visit on a tab that NextGen doesn’t have. When everything matches it says so in one line.

Daily use

Each visit card is colored like the tab’s row highlight: MT light blue, MTR green, F/U pink, another clinic orange. It shows the payment due (Payment $X), or Payment not set when that visit type has no cost entered.

Complete treatment opens with the pulses the protocol calls for already filled in. Adjust them if needed, check the treating technician, and select Save treatment. Pulses entered means the treatment happened; the card then shows Delivered.
Missed visits: open the card’s ⋯ menu and choose Record no-show or Record same-day cancel. A pop-up asks whether to Use freebie or mark it Waived (or Decide later), and warns when the patient is down to 1 or 0 freebies. Remaining freebies count down on the tab. If you decide later, the card shows Classify freebie. Undo missed visit is in the same ⋯ menu.
Measures needed opens PHQ-9 and GAD-7 entry; select Save measures. If they weren’t collected, Move measures shifts them to an upcoming visit (it suggests an MT, MTR or F/U within 7 days) and notes the move on the original row.
Draft treatment note (daily treatments) builds the note from mood on arrival, observations and technician comments. The yes/no observation answers become sentences in the note; the questions are not copied into it. Copy note puts it on the clipboard for the chart.
Cancelled in NextGen: update status? (Attention) lists patients whose cancelled appointments are still on the tracker, or who have nothing left booked, with Paused, Discontinued and Complete buttons. When every appointment is cancelled and the last visit was more than 10 days ago (the recent-visit window in Settings), Discontinued is suggested and applied with the next import.
A number in # of MT redos (D4) sets MTR approved (W6) to Yes on its own.
MT cards also take the MT details (hotspot, MT %, amps, baseline sleep and caffeine); select Save MT details. Print course schedule on the MT card opens the printout set to the rest of the course; it stays highlighted until a schedule has been given.
The ⋯ menu also has Print schedule and Open patient.

Import the appointment list

Run this whenever the schedule changes, at least daily. The banner tells you when the list on file is out of date.

In NextGen PM, open Reports (top left) > Memorized.
Set Report Type to Appointment Reports, select 1 Appt List - ALL TMS, and select OK.
Export the report with the x icon beside the bar graph icon.
Copy the file from your NextGen File Explorer to your computer.
In the panel, select Import list, leave ALL TMS for this clinic selected, and choose the file.
Review the preview (dates set, types changed, visits cleared, misses recorded per tab), then select Apply. Nothing changes until you apply.

What the import does:

Today and later: dates, times and visit types follow NextGen. Telehealth follow-ups get “Tele” in Notes. The provider on the tab follows the report.
Every Expected visit gets a row. When the visit log runs out (each no-show or MT redo uses a row), rows are added inside the log with the same formatting as rows of that visit type, so the last treatments and the final follow-up still show. The preview lists the tabs that grew.
Past visits never change, except no-shows and same-day cancels, which are always recorded so the freebie decision isn’t missed. A kept visit with no row on the tab gets one with its date; enter the pulses.
The visit log is put in date order, top to bottom, and Tx # (C) is renumbered: MT, Daily and MTR rows count, follow-ups and missed visits don’t. Tx Remaining (D) follows.
Rows with an appointment date take row 10’s formatting; empty rows go back to the template’s gray. Rows you colored yourself are left alone. Settings > Fix visit-log formatting runs the same check on every tab.
A visit listed twice on the report gets one row. If NextGen corrects a no-show to kept or booked, the next import undoes the miss and gives the freebie back.
Discontinued tabs are not updated. The preview names any that NextGen still has booked.
Patients booked on the other device are left out (a Brainsway patient doesn’t appear on a MagV tracker).
Measures are re-planned only after a real disruption: an MTR or F/U moved, or 2 or more misses in a week.
The list is kept on the Appt List tab, replaced each time you apply. Closing the panel no longer loses it: the new-patient banner and a new tab’s dates keep working, and Preview again reruns it.

After applying, delete the exported file from your computer. The workbook keeps what it needs.

For an external patient seen at several locations, run their patient-specific report and choose Patient-specific before selecting the file. That report is not kept on the Appt List tab.

Import benefits from Sohar

After a Sohar verification run, the Sohar Eligibility add-in can fill in each tracker’s deductible and out-of-pocket max for you.

In the Sohar Eligibility workbook, select Download benefits CSV (step 5), or Benefits (TMS Tracker) in full screen. In Excel on the web the rows land on the Export sheet; use File > Export > Download as CSV.
In this panel, select Import list, scroll to Import Sohar benefits, and choose the file.
Review the preview. Each tab shows the payer, plan, copay and coinsurance, and what will change:
- Blank Deductible remaining, Out-of-pocket max remaining (both on the Benefits tab) and Insurance (E6) are ticked to fill.
- If the tracker already has a different amount, it is shown unticked with both numbers. These are the amounts at the start of the course, so only tick it if the tracker’s number is wrong.
- Applying sets Last updated to today on the Benefits tab for every verified patient, even when nothing changed.
- Inactive or errored verifications are not imported; the preview says to check coverage.
Select Apply. Copay and coinsurance are for reference; set the cost table yourself.

Delete the downloaded file afterward.

Add a patient

When NextGen has a patient without a tab, the banner lists them; select one to start a tracker with the MRN and LASFIR filled in. Otherwise, go to Patients > Add patient.

Fill in what you have: name (the LASFIR tab name builds from it; names themselves aren’t saved), course number, MRN, DOB, home clinic, MD required on-site, insurance, auth assessment, auth start and expiry, number of treatments and MT redos, MTR approved, deductible and out-of-pocket max remaining, BIDF estimated course cost, cost by code, availability, and dates away. In cost by code, PR is the patient’s cost per visit; fill Before ded. only when a deductible applies. Select Create tab. The protocol is chosen at the MT.

The add-in copies New Template, fills the tab, places measure placeholders, and, if the patient is on the saved appointment list, opens the import preview with their dates.

The patient view

Select a patient on the Patients menu to see:

Summary: MRN, insurance, provider, care navigator, authorization, treatments, graduation, next follow-up, freebies left, home clinic.
Protocol editor.
Benefits and cost: cost so far and projected, deductible and out-of-pocket max, BIDF estimate and cost by code, all editable. Add extension adds daily visits (15 by default) and can move the auth expiry.
Measures over time.
Appointments: upcoming, or all visits on request.
Availability: weekly hours and date ranges away.
Print or save schedule and Open tab.

Print a patient schedule

From Print course schedule on an MT card, a visit card’s ⋯ menu, or the patient view, choose Print schedule. Pick Next 14 days, Next 30 days, Rest of course, or your own dates; the count of visits updates as you choose. Open schedule shows it over the add-in with Print and Save as PDF. Either one notes “Schedule provided” on the tab.

The schedule includes the MRN. Hand it to the patient or save it only where patient information is allowed.

The Active Patients sheet

The add-in keeps the Active Patients sheet up to date. It shows this week (Monday to Friday) for every tab whose status is Pending Start, In Progress, Tapering, Paused or blank: the day codes colored like the add-in, next F/U, graduation, auth expiry (red when past, amber when close), treatments left, MD on-site and when a schedule was last given. “X of Y treated” and each day’s reasons sit above the grid, and each patient name links to their tab.

The sheet is view only and is rebuilt whenever something changes. Make changes on the patient tab or in the add-in. Settings > Rebuild Active Patients sheet forces a rebuild. Complete and Discontinued patients drop off on their own.

Protecting patient information

Patient information stays in the workbook. The add-in’s own files hold none.
Name tabs by LASFIR (last three + first three letters, so Jane Smith is SMIJAN), as the template does.
Delete NextGen exports from your computer after importing.
Keep printed or saved schedules only where patient information is allowed. Don’t email them outside MHS systems.

Troubleshooting

What you see	What to do
No TMS button on the Home tab	Upload the manifest again (Install, steps 2 to 4). Make sure you’re in Excel on the web, not the desktop app.
“This doesn’t look like the 1 Appt List - ALL TMS report”	Run the memorized report named exactly 1 Appt List - ALL TMS and upload that export unchanged.
A banner says tabs were left untouched	Its layout doesn’t match the template. Use Match New Template, or check that A1 says PATIENT: and A3 says MRN:.
The schedule doesn’t show	Close and reopen it from the card’s ⋯ menu or the patient view; it opens over the add-in, not in a separate window.
Numbers look out of date	Select Refresh (top right).
Active Patients didn’t change	It skips the rewrite when nothing changed. Use Settings > Rebuild Active Patients sheet.
The Appt List tab couldn’t be read	Import the list again.
A tab was deleted during Match New Template and you need it back	Restore it from the workbook’s version history (File > Info > Previous versions).

Help

Contact Brendan Yates with questions or problems. Include the workbook name and what you selected, but not patient details.