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.