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Front Desk 2013 User Guide Version 15

1. V Future Billing v Multiple Locations V Stock Control Manage Stock per Location 7 Patient Events Sales Processes V Patient Contacts V Quotations V Patient Photos v Patient X rays V Email Integration V SMS Integration V Accept Medicare DVA Payments v Medicare DVA Online Claiming Medicare DVA Reports Only NZ ACC Export Defaults for Profession Industry Defa u Its for Profession Industry option Audiologist J Chiropractic a Dentist 1 Medical Practitioner Medical Specialist Optometrist Orthodontist m The Advanced tab enables users to customise several advanced features of Front Desk 2014 To select the basic features applicable to your profession make a selection from the Defaults for Profession Industry drop down box Front Desk 2014 Note If you select any of the advanced options you will be asked to restart Front Desk 2014 for the changes to take effect We strongly recommend that you discuss your requirements with Smartsoft prior to making any changes on the advanced option tab PAGE 330 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Advanced Tab System Information Select the Advanced tab in System Information The Multiple Accounts per Patient option should be enabled if patients require more than one account per patient file e g a private account and a Workcover account This is an advanc
2. Admin Smartsoft Clinic Monday 21 10 2013 9 14am PAGE 206 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK Working with the Appointment Book The Front Desk Appointment Book has a privacy option that allows users to hide patient names in the Appointment Book The Privacy setting can be enabled on the Appointment Book tab in System Information WG System Information Appointment Book Waiting List gt Calendar Time Interval 15 Minutes Appointment Start Time 09 00 am Appointment End Time 07 00 pm First Day of Week Monday Appointment Book Appearance Show Titles E Show Middle Names Use Colour in Reports New Style Show Privacy Option Display Name First Name Preferre App lypes Mouse Wheel Scrolls By Resources Show Privacy Option in the Appointment Book Privacy option Alt P on the keyboard will also toggle the Privacy option Help ecd lt lt Le kod Lw Lm L gt gt 29 C Privacy ved i JC sat JLsun J Mon Tue JLsat JLsun m d Tnu JF N AA Robert Jones Anne Smith Heather Brown George Rogers 4 October 2013 b Mon Tue Wed Thu Fri Sat Sun 3 1 2 3 4 5 6 7 8 9 10 un RB 14 15 16 17 18 19 2 2 3 4 235 2 27 28 29 30 31 Ms Jenny Brady S Mr Damian WY 10 15am Miss Lea Maloney H Mr Mark Jamieson 5 Miss Gwen Brearley S
3. This section of the patient file displays the number of past and future appointments as well as total missed cancelled and rescheduled The patient s next appointment will also be included on the statistics tab If the patient has no next appointment then their last appointment date will be displayed Patient Booking Gateway Click the Patient Booking Gateway tab to view the Patient Booking Gateway configuration for this patient Select the Access tab Patient Mr John Smit fo eta Billing Details Medicare DVA Transactions Future Billing Quotations Appointments Events Appointments Cancels Reschedules Statistics Patient Booking Gateway Access Practitioners Group Appointments Delete v Patient has access to the Patient Booking Gateway Print Email address login Copy from General tab E john smartsoft com au Sch Label Request Login Treatments Status Login request sent at 4 11 2013 2 54 pm Make App Remind Patient of Appointment Default Appointment Type lt Never gt 90 Days 60 Days 30 Days Current Balance 0 00 0 00 105 90 158 85 264 75 PAGE 140 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS Zz Patient Appointments Select Patient has access to the Patient Booking Gateway to toggle the patients Booking Gateway access Click
4. The members of the practice group are displayed A practitioner nominates his or her practice group within their own practitioner file as shown below This will be covered at a later stage General Provider Numbers Default Items Name Peter Brown Title Podiatrist Qualifications B App Sc Podiatry Practice Location Short Desc PB No HICAPS claims for this Practitior Practice Group is nominated in each practitioner s file Practice Group Peter Brown PAGE 24 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 system Information Practice Groups Appointment Book Select the Appointment Book tab from the New Practice Group dialog Edit Practice Group Banking Header GST Appointment Book Override Appointment Book Times Time Interval 15 Minutes Appointment Start Time 7 00 am Appointment End Time 07 00 pm Show Titles in Appointment Book Please Note By selecting to override the appointment book times this practice group will no longer appear in the All Practice Groups or All Practitioners tab in the appointment book This section allows you to customise the appointment book time intervals for specific practice groups Select the Override Appointment Book Times option and set the appropriate times for this practice group Show Titles in Appointment Book gives you the option of showin
5. Contact Account Prac item Description Edit Delete Process Current Last Item billed on PAGE 349 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Future Billing Patient To create a payment schedule click New on the Future Billing tab on the patient file The Create Payment Schedule dialog will become visible as below Select the Practitioner Item Code Total Amount and Date of the service Then select the Period frequency for payments to be made e g weekly fortnightly monthly or quarterly Enter a First Payment if required and either an instalment amount Payment Amount to be made each payment period or the No of Payments required Create Payment Schedule Name Mr John Smith Account Primary Practitioner Robert Jones ltem Code 590 Description Splints legs or arms Total Amount 1 150 00 Include GST Date 04 12 2012 Period Month g First Payment 240 00 No of Payments 10 Payment Amount 0 00 Help lt Back Click Next to proceed A list with all instalment dates and the amount to be paid will appear Click Process to continue Once these instalments have been processed the list of instalments will be listed in the Future Billing tab as shown below Future transactions will stay in the Future Billing tab until the instalment date at which time they will become active transactions in Front Desk and visible on the p
6. Item Code HICAPS Code Medicare DVA Code Extended Code Bar Code 505 eee Schedule Service m Special GST rate option Description Standard Treatment lt Copy Fees button Options Non HICAPS Item Include GST by default Medicare DVAltem V Round to nearest 0 05 Special GST rate Total Total Z Fee Category Fee Reducti Ex GST Inc GST Rebate Gap 30 00 Standard 30 00 0 00 530 00 0 00 530 00 Concession 25 00 0 00 525 00 0 00 25 00 Workcover 30 00 0 00 30 00 0 00 530 00 Medicare 30 00 0 00 530 00 0 00 530 00 DVA 25 00 0 00 25 00 0 00 25 00 VIP 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Enter the Item Code and Description of the item Select which schedule this code belongs to from the Schedule drop down box lf a different code is required for HICAPS HealthPoint enter the code in the HICAPS Code or HealthPoint Code field lf a different code is required for Medicare DVA Online or Medicare Easyclaim enter the code in the Medicare DVA Code field If this item has a Bar Code scan it and this information will be entered as the Extended Code Bar Code Enter the fees for each applicable fee category which were set up in System Information For example A standard consultation is 32 00 for a standard patient but for a concession patient it is 28 00 If the item code attracts GST select the Include GST by default optio
7. I Patient Mr John Smith fo 8 General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions Sali Primary Close C Bill to Third Party 9 Individual Linked Last Paid Total Billed oe File Label Billing 24 04 2013 1 363 00 C Address Last Statement Last Invoice Letter Letter button 23 12 1997 Treat Plan Hold Statement _ Phone Fax _ Hold Invoice Advanced Other details Print on Accounts Ac Na Cian No Iv Claim Injury details i _ Hospital Facility details Client ID Medicare Number Employer la Health Fund Number f Pension Number Injury Injury Date E DVA Number Hosp Fac V Referring Doctor New Acc _ Don t Print Patient Name Ref Dr J More Date of Birth Delete Acc Primary 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 200 00 200 00 Help 3 From the Patient Letter dialog highlight the required letter and click OK a Patient Letter Search Characters Description ECP RepottoGP O GP Letter Happy Birthday New Patient Referral docx Thank you for referring Quick Letter 4 lf using a Microsoft Word template Microsoft Word will create a word document using the standard letter and replace the letter tags used with the patients details If using a Front Desk Word Processor template the document will open automatically in the Front Desk Word Processor Creating Word Document P
8. I Events Report oS lean Report Type Patient List Mailing Labels Close Period amp Print By Date From 10 12 2012 IS Er Preview To 16 12 2012 Filter Export v Exclude Archived Patients Mail Merge By Practice Practice Group Robert Jones Email Practitioner Robert Jones g SMS By Event Type Help Select the Report Type and then set the date range you wish to view Select the By Practice option to view only the patient events relating to a particular Practitioner or Practice Group If you wish to generate a report by a particular event type select By Event Type and from the drop down box select the required event type Select Patient Tracking to list only those patients who have a particular tracking category set in their patient file e Include if any will generate a report of those patients who have any of the selected tracking categories set in their file e Include if all will generate a report of those patients who have all of the selected tracking categories set in their file e Exclude will generate a report excluding those patients who have the selected tracking categories set in their file ADVANCED FEATURES Patient Contacts Select the Advanced tab in System Information The Patient Contacts option should be enabled if you wish to store one or more contacts per patient file Contacts such as medical practitioners schools or employers can be entered in this section J System Informati
9. Show Quick Buttons Clinical note types to display WORKING WITH PATIENTS Z Patient Clinical Notes WB Patient Mr John Smith teja General Additional Billing Details Medicare DVA Transactions Future Billing Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes X rays i Eesi ANN Filter Reminders Warnings Contraindications a Clinical Notes Type Lumbar disc bulge Osteoporotic Low pain threshold sion Blood thinners Condition Region Stage x lt All gt x Date Practitioner Type Condition Region Stage Delete 21 10 2013 v George Rogers v Treatment y Moderate pain v Q 9023H Geog oe Last modified 21 10 2013 11 lt None Selected gt Print D 21 08 2013 T Georg Ane aan Se m z 11 10 2013 C Georg ab M B G E A B PAra ir E 0 ani EEE Patient is experiencing moderate pain in the lower right back Attach Copy Note E To create a new Condition Region Stage from within clinical notes click Add New To view clinical notes of a specific Clinical Note Type select the clinical note type from the left drop down list To view all entries click All I Patient Mr John Smith kol ke General Additional Billing Details Medicare DVA Transactions Future Billing Appointments
10. 7 8 9 10 it 12 14 15 16 17 48 19 20 9 30am 25 r Mr Alan Routley S Mrs Gwen Watts W 2 27 i Mrs Angela Iannace W oral erl rs Miss Deborah Kerley W 8 9 10 10 00 am icola Appointment Details 10 15 am MM Miss Megan McLeod HV Miss Elizabeth Reeves F Mrs Teresa Baker F lizal 18 10 2013 03 15 pm 10 30 am Practitioner Anne Smith d 10 45 am Mrs Yvonne Thomas N Mr Paul Fergu F i Fil i 11 00 am Mrs Alina Jones W Item Code 500 11 15 am na App Made 16 8 12 12 38pm s Made By Admin 11 30 am rs Antoinette Alexander Mrs Helen Rooney S 2013 3 15 pm Anne Smith Previous Appointment Mon 23 Sep 2013 9 45 am three weeks and four days ago Mr David Reed S r Phil Alexander Mr Phil Alexander S Mrs Lioudmilla Latta H V iss Bronwyn M Thomsen Status Patient Not Arrived S ina Tassel Tisby S Ani s Jens Mr Russell Cripps HV WW hist Steven Ogden F le i Mrs Winifred Farmer S 1 4 00 pm Ms Georgina Tassell H E at 5 15 pm ZY practitiong Queue 5 30 pm bag Reminderg Notes e 6 00 pm O Waiting Lil 6 15 pm Messages 6 30 pm B Praditiongs 6 45 pm F Reports amp Utilities all Practitioners Robert Jones Anne Smith Heather Brown George Rogers Admin Smanrtsoft Clinic Friday 18 10 20
11. Cancel Users can set whether Messenger will play a sound when receiving a normal or priority messages These sounds can also be set to any Wav sound file on your machine Messenger Options General Sounds Play Sound on Receiving Message Default Message Sound v Play Sound on Receiving Priority Message v Default Priority Message Sound 4 Adjust Volume GE FRONT DESK OFFICE MESSENGER oe Front Desk Office Messenger multi user installations only Users can choose not to Run Front Desk Office Messenger on Startup This setting can be found on the Messenger tab in System Information The Channel that Messenger uses can be changed allowing for the ability to have multiple messenger groups on the same network System Information HICAPS EFTPOS Medicare Online Messenger Auto Complete Replace With E Next patient in room Please see me when free Patient waiting You are running late Messenger Settings Run Front Desk Office Messenger on Startup Multi user Environment Only Use Channel 1 Add Delete Access to the Front Desk Office Messenger can be restricted for certain users When logged in as Admin select Security from the System Menu Access Jo Patient Tabs Web App Book Appointment Book Booking Gateway General Clinical Notes Practice Groups Locations System Setup Front Desk Login System Information Practitione
12. If a processing and or payment report is available the following screen will appear To preview the report click the Preview button The report can be printed by clicking the Print button Bulk Bill Reports Processing Report Payment Report Claim Processing Summary x Close rint Claim ID ADDAA Claim Benefit Paid 67 00 Preview Servicing Provider Number 2152011 Youcher s Allocate Voucher ID Medicare Card Ho IRN Patient First Mame Patient Last Name Medicare Card Flag Allocated 6502463481 1 BARTHOLOMEW SMYTHE ee BU PAGE 511 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE DVA ONLINE CLAIMING Bulk Bill DVA Reports View the payment report by selecting the Payment Report tab The payment report can be previewed on screen by clicking the Preview button or printed by clicking the Print button Bulk Bill Reports Processing Report Payment Report Payment Summary echo Servicing Provider Dr David Floyer 21520215 Payment Run Date 1970572009 Ei Preview Payment Run Number FEL Deposit Amount 0 00 Bank Account Name DA WINGFIELD Bank Account Number 123456739 BSB Code 62290 Claim Payment z Claim ID Claim Date Benefit Paid Medicare DVA Payments Report There are two new reports in Front Desk which allow users to see all Medicare DVA payments and which are intended to simplify bank statement reconciliation The first of these can be found b
13. ccccccseeeeeeeeseeeseeeeneees 39 System Information Appointment Book Warnings ccccssccsseeeseeeseeeeneees 40 System Information Appointment Book Practitioners cccccceseeeeeeeeseees 41 System Information Appointment Book COIUMMNS cccseeeeeeeeeeeeeeeeeneees 42 System Information Appointment Book Prac DayS cccscccsseeeseeeseeeeneees 43 System Information Appointment Book Rules ccceeceseeeceeeeeeeeeaeeeseees 44 System Information Appointment Book Public Holidays cccccseeeeeees 47 System Information Appointment Book Appointment Status cee 48 System Information Appointment Book Appointment Status cce 49 System Information Appointment Book COlOUrS cecccseeeceseeseeesaeeeneees 50 System Information Appointment Book Types c scccseeeeeeeeeeeeeseeeseeeeseees 51 System Information Appointment Book Classes ccccseeeeseeeseeeeeeeeseees 53 System Information Appointment Book Resources ccseeeceeeeseeeeeeeeseees 54 System Information Waiting LISt c ce ccececceccceeeeseeeteeeeteeeeeeeeteueeseeetaneeseees 56 System Information Front Desk Word ProCeSSOl cccccccseceeeeeeeeeneeeeeeaees 59 System Information Clinic SHIS ensnare a Tii 60 System Information Paper SiZErer i 61 System Information Printing LAYOUL ccc
14. Cancel Help SETTING UP FRONT DESK 2014 a Practitioners Medicare 3 Practitioner Yerda Renoux Default Items Appointment Book Clinical Notes Medicare Service Type Specialist DVA Service Type Allied Health Use alternate Payee Provider Payee Provider Name Payee Provider Number The Medicare tab in the practitioner file is for practitioners and practices using Medicare DVA Online Claiming or Medicare Easyclaim Set the DVA Service Type to Allied Health Dental Speech pathology or Psychology A Payee Provider is a practitioner who is paid by Medicare for services they or other practitioners have provided If payment should go to a different practitioner check Use alternate Payee Provider and select a practitioner from the drop down list SETTING UP FRONT DESK 2014 lf you are setting up Front Desk for the first time return to System Information and select the Defaults tab Set the Default Practitioner to one of the now available practitioners 4 System Information Standard Accounts Default Practitioner Robert Jones Set the default practitioner Default Recall Type Appointment Default Appointment Reminders for New Patients Reminder SMS Reminder Email Reminder File Numbers Custom file numbers Generate next file number You are now able to set up columns for your practitioner on the appointment book Select the Appointment Book tab and go to the Columns tab E System In
15. 1 Sec 1 1 1 At 3cm n2 i REC TRK EXT OVR English U S 0X 4 From the File menu in Word select Save 5 From the Save in drop down box select the location where you wish to save the letter e g My Documents 6 Inthe File name field rename the document to suit the letter e g New Patient Letter Save in ry Letters x BlQ X amp E Took A Name Date modif Type Size Tags My ia This folder is empty Documents Desktop My Documents A My Computer Ai My Network File name Thankyou for referring letter doc E Places Save as type word Document doc E y PAGE 302 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM INTEGRATION WITH MICROSOFT WORD Standard Letter SMS amp Email Tags General Tags lt lt Date gt gt lt lt Title gt gt lt lt PatientNo gt gt lt lt FirstName gt gt lt lt MiddleName gt gt lt lt PreferredName gt gt lt lt Surname gt gt lt lt FullName gt gt lt lt PrefName gt gt lt lt WorkPhone gt gt lt lt HomePhone gt gt lt lt Mobile gt gt lt lt Fax gt gt lt lt Email gt gt lt lt Age gt gt lt lt AgeNextBirthday gt gt lt lt HimHer gt gt lt lt HeShe gt gt lt lt HisHers gt gt lt lt HisHer gt gt lt lt DateOfBirth dd mm yyyy gt gt lt lt PracName gt gt lt lt PractitionerTitle gt gt lt lt ProviderNo gt gt lt lt Qualifications gt gt lt lt PracticeLo
16. The width and colour of the line can be altered using the Pen Colour and Pen Width options Additionally clicking the Set Font button allows the font style and size of the angle text to be altered Front Desk 2014 Tip The X ray functionality in Front Desk can also be used by practices wishing to store clinical photos or images The X ray tab can be renamed accordingly for example to Photos or Images This option is available on the Options tab in System Information PAGE 375 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES E SMS and Email Integration Select the Advanced tab in System Information The SMS and Email Integration options should be checked if you wish to send SMSs and or emails directly to a patient s mobile phone and or email address System Information Email Advanced Advanced Health Fund EFTPOS Medicare Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title Additional Info Health Fund Medicare DVA GP Referring Doctor Details Medical Specialist Referrals Multiple Locations Stock Control Manage Stock per Location Email Integration SMS and Email 5M5 Integration Integration options Patient X rays Patient Photos Patient Contacts E Quotations Patient Events Future Billing Sales Processes Defaults for Profession Settings Username smartsoft Password Current Account Balance 5495
17. Clicking Next will take you to a screen where you can add manual appointments Appointment Scheduler Mr John Smith Appointments k be Processed i Add d E Edit Delete Processed Appointments P F Print Schedule APPOINTMENT BOOK a Appointment Scheduler Click Add The following dialog Add Appointment will be shown Manual appointments can be now scheduled by changing the appointment details Click OK to close the dialog and add the appointment Appointment Scheduler Mr John Smith Appointment Details Name Mr Jahn Smith Fractitioner Anne Smith ltem 505 lt All Schedules Intervals Wide 1 App Made 05 10 2012 12 34 pm Made By Admir App Type Standard Patient Reminders None Recall on this appointment Recall Type ppointment App Status Patient Mot Anived Resource lt No Resource Selected gt Notes Repeat this process until you have added all the appointments you wish to schedule Appointment Scheduler Mr John Smith Appointments To be Processed Time Wednesday 17 December 2008 01 15 pr Monday 22 December 2008 10 45 am Saturday 2 December 2008 12 30 am Pl Wednesday 31 December 2008 08 45 am Processed Appointments d _ Print Schedule K Cancel Help Back Process Click Process to proceed and finalise your appointments Appointments that cannot be processed can be rescheduled by altering the date or time field AP
18. Clinical Notes Types i Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits 4 Patient Event Types J Messages HICAPS Transactions Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund 4 fo Group Email Send SMS gt Contacts gt Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator Backup ae On 0 Offa A Standard Letters dialog will appear IR Standard Letters Description A Close MECPReporttoGP mas y Ge GP Letter Thank you for referring i Edit Edit Letter To create a new letter in the Front Desk Word Processor click New New Standard Letter Description Happy Birthday Cancel Enter the Description and click OK FRONT DESK WORD PROCESSOR Setting up Standard Letters The Front Desk Word Processor will open as below A list of available Letter Tags will be displayed on the right hand side If these are not visible turn them on by checking the Standard Letter Tags option on the View menu WA Happy Birthday Standard Letter Front Desk Document OOOO O OOS U File Edit View Insert Format Tools Table Help 0 BHumansSusBy 122 By Ov Br BZ U Aas A 4B 4s eS Se g BEEF SFHHA fa M213 ges 6 171 18 ao Monday 3rd December 2012 Titles FirstName Surname All the staff here at Sm
19. PAGE 101 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM FRONT DESK 2014 SECURITY A audit Log The Audit Log dialog will be presented Date User Action Comment fa paie e a 29 10 2012 11 30 Admin Patient Booking Gateway login requested for Mr Lindsay Abbott 24 10 2012 02 24 Admin Patient Booking Gateway login requested for Miss Kerry Makin 24 10 2012 01 23 Admin Patient Booking Gateway email address changed Changed from te 24 10 2012 01 19 Admin Patient Booking Gateway login requested for Miss Kerry Makin 24 10 2012 01 19 Admin Patient Booking Gateway email address changed Changed from tc 24 10 2012 11 28 Admin Write Off Patient Mrs Winifred Farmer Reason 24 10 2012 11 28 Admin Del Trans Mrs Winifred Farmer Payment Received 22 02 2015 22 02 13 24 10 2012 11 28 Admin Del Trans Mrs Winifred Farmer Payment Received 25 01 2013 25 01 13 24 10 2012 11 28 Admin Del Trans Mrs Winifred Farmer Standard Treatment 19 04 13 30 00 1 Filtering C Between 01 11 2012 and 30 11 2012 C Containing Text C User Admin C Show Logins Show Appointments 7 Show Reports Help To view entries in a specified date range select Between and enter the date range To view logins and or appointments select Show Logins or Show Appointments Show Reports displays reports that have been printed or previewed If you wish to delete all the contents of the audit log click Delete All Note that once the Audit Log has been deleted it
20. Smartsoft Clinic Version 4 1 1 Front Desk WebStandard Login User Name Smartsoft Password TTTTTTTT Running the Appointment Book on a Mobile PDA device To run the Front Desk 2014 Web Appointment Book on a mobile device such as an iPhone or Android phone open the mobiles web browser and type localhost frontdesk mobile or computername frontdesk mobile in the address bar where computername is the name of the computer hosting the Front Desk Web Appointment Book On older style smartphones e g Blackberry or Nokia devices enter localhost frontdesk pda or computername frontdesk pda in the web browser A PDA version of the Web Appointment Book can be found here 7 ee et FRONT DESK OFFICE MESSENGER oe Front Desk Office Messenger multi user installations only Front Desk includes an inter office messaging system which can be used to send messages between users or computers in your office running Front Desk Note that the Front Desk Office Messenger functionality is only available in multi user Front Desk installations The Front Desk Office Messenger will commonly be configured to automatically run when Front Desk starts and close when Front Desk is shut down Alternatively Messenger can be started by clicking the Messenger icon on the tool bar or from the System menu If Messenger is already open clicking the Messenger icon will bring the Messenger window to the front System Reports Window Help am
21. r review Results A Update Labels Create j Marketing BillingAddress BillingAddress2 BillingAddress3 BillingPhone BillingFax BillingvVorkPhone Page lofi Words 0 B English Australia PAGE 325 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MAIL MERGE WITH MICROSOFT WORD 2007 2010 2013 7 The following Insert Merge Field dialog will appear Insert Merge Field Insert Address Fields Database Fields Fields Firstharne surname PreferredName 8 Highlight Title from the Insert Merge Field dialog click Insert then click the Close button press the spacebar on the keyboard 9 Click the Insert Merge Field button highlight FirstName click Insert then click the Close button press the spacebar on the keyboard 10 Click the Insert Merge Field button highlight Surname click Insert then click the Close button press the Enter key on the keyboard 11 Click the Insert Merge Field button highlight Address1 click Insert then click the Close button press the Enter key on the keyboard 12 Click the Insert Merge Field button highlight Address2 click Insert then click the Close button press the Enter key on the keyboard 13 Click the Insert Merge Field button highlight Address3 click Insert then click the Close button 14 Press Enter on keyboard four times 15 Type the word Dear and press the spacebar on the keyboard Click the Insert Merge Field button
22. Browse for file to attach Select attachment from patient file Date Description a EEE E 08 2013 _ Welcome Letter F Show All George Rogers 21 8 2013 7 wks 1 day ago i Subjective No change moderate levels of pain levels movement unchanged Objective Flex 25 ext 60 Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months 1 patient in queue a Show All Revisions 2 f General Additional Billing Details Medicare DVA Transactions Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes X rays Filter__ _ Reminders Warnings Contraindications a Clinical Notes Type Lumbar disc bulge Osteoporotic Low pain threshold a lt All gt x Blood thinners Add Condition Region Stage lt All gt x Date Practitioner Type Condition Region Stage Delete 21 08 2013 George Rogers Treatment lt None Selected gt X 08 2013 T Ge ESE 7 wks 1 day ago Last modified 23 08 2013 15 45 6 wks 6 days ago by Admin Print aly BS 2 a a Paral lvH Or BZU Bat ee Subjective No change moderate levels of pain levels movement unchanged Undo Objective Attach Flex 25 ext 60 Copy Note Assessment Straight leg raise 45 with low level of pain E a Plan cinw
23. D Fiw hen SME balance aet bel Select this option to receive a warning notification when Oo are eeeaerau the SMS balance reaches below the specified amount 100 Reply Options E Don t receive SMS replies on this computer Select this option to not receive replies on this computer E Receive SMS replies via email This should be used for home backup copies of Front Desk Reply Email Address Non Australian users should contact Smartsoft for assistance in setting up SMS integration DACE 277A EDA N IT NECK 501A D R A CTI CECE MANACCECMENT CVCTEN PAGE 3 6 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES SMS and Email Integration ee System Information HICAPS EFTPOS Medicare Online Outgoing mail O MAFI e g Outlook Specify sender details Mame Front Desk Email frontdesk smartsoft com SMTP Direct Email Server mail internode on net Sender Name Smartsoft Australia Pty Li Sender Email frontdesk smartsoft com Reply Email frontdesk smartsoft com More Front Desk acting as a mail server SMTP Relay Sender Email frontdesk smartsoft com Reply Email frontdesk smartsoft com Settings Default format HTML Users running Microsoft Outlook should select the MAPI option With this option users can choose to send on behalf of an alternative name and email address If this option is not suitable select SMTP direct Email and enter your email details as required If you are unsure of your e
24. The Postal Details page is displayed MEDICARE DVA ONLINE CLAIMING G PCI Claim Enter any relevant details and click Next to continue Medicare Patient Claims Interactive Step 5 Submit Claim The patient has been asked if they would like the claim to be submitted on their behalf Claim using Store amp Forward required when claiming outside Medicare Australia operating hours Print The Submit Claim page is displayed Once the patient has given consent for the claim to be submitted click Submit to send the claim to Medicare Australia MEDICARE DVA ONLINE CLAIMING Forward PCS Claim To forward a stored PCS Claim go to the System menu and select Medicare Claims System Reports Window Help sf Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare Easyclaim Claims ORORY HF SBrRRAON Patient Booking Gateway Logins EFTPOS Refund Group Email Send SMS gt Contacts gt Search Invoices Cash Book Setup amp Front Desk Office Messenger Front Desk Word Processor Calculator Backup Restore from Backup Claim Status Incomplete Date Range 21 03 2013 to 27 03 2013 Ty
25. click the browse button and search for the referrer from the Search on Patient screen Tick the Professional box if the referrer is professional i e doctor or another practitioner lf the referrer is not a member of the patient list click the New button and enter the details in the New Referrer dialog To enter the referrer as an entity such as Yellow Pages or perhaps the local newspaper use the Person Entity button D to change the name format as required New Referrer Yelow Pages Person Entity Cancel Address Phone Home Mobile Email WORKING WITH PATIENTS Zz Patients Notes Occupations To enter a Patient Occupation either type directly into the field select one from the drop down box or right click on the field and select Add Occupation Creating Patient Occupations To set up standard occupations within Front Desk 2014 select Occupations from the System menu as shown below System Reports Window Help amp Login AQ Security A AuditLog Health Funds Standard Letters Standard Messages gt Occupations fo an Patient Tracking Categories wf Recall Types amp GP Referring Doctor Types ih Clinical Notes Templates E Clinical Notes Types iz Clinical Notes Conditions Regions Stages J Clinical Notes Quick Buttons oe Cheques 3 Group Deposits Patient Event Types 6 Messages HICAPS Transactions amp F Medicare DVAClaims G Medicare
26. system Information Patient Booking Gateway Configuration da Printer Setup hl Exit be s Bien cde ec EROF E EE e Go to the Additional tab on the patient file It is here that the patient s health fund details are entered When entering new patients with a valid health fund card it will be an advantage to record the patient s ID number on this card If there is only one person on the health fund card this number will generally be 00 For cards with more than one member the ID for the first member will generally be 00 followed by 01 for the 2 member 02 for the 3 member and so on IE Patient Mr John Smith Pension Mo GP Referring Doctor Name Dr Sam Smith Organisation Medical Centre Address 123 Main Rd HACKHAM SA 5163 Phone Email Provider No Type ZP 90 Days 60 Days 30 Days Current Balance 0 00 51 95 0 00 321 95 373 90 Patient ID Help You can also enter the Health Fund and Member No These fields are optional for HICAPS and general billing HICAPS EFTPOS INTEGRATION HICAPS Patient IDs For existing patients you will be asked for the patient ID when submitting their first HICAPS claim through Front Desk This ID will then be stored in the patient file for subsequent use There is no need to go through all your existing patient files to enter their patient ID When submitting a HICAPS claim for patients without a Patient ID entered you will be prompted for this inf
27. Custom Settings Printing Options Lines Clinic Mame Column Headers Balance Headers Credit Card Section Direct Deposit Details Enable BPAY or Direct Deposit BPAY Details Details Show Statement Invoice Numbers C Alert user when Paper Size changes C Non printer driver based A5 printing Help When turning on this function for the first time Front Desk will automatically generate BPAY reference numbers for your existing patients f Information As you are using BPAY for the first time Front Desk needs to generate BPAY Reference numbers for existing accounts This may take several minutes depending on the number of accounts in the system Generate BPAY numbers now lt a PAGE 37 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 System Information Banking You can add your unique bank supplied BPAY code which identifies your business to BPAY payers in System Information on the Banking tab I System Information b CE E hse Use Banking Sheets _ Glose Include Credit Cards on Banking Sheet Advanced Include Cash on Banking Sheet Include Cheques on Banking Sheet C Use Money Drawer Settings Bank Account Details Acc Name Smartsoft Clinic BSB 1235456 Ace No 123456789 Direct Deposit Details BPAY Details Biller Code 123456 Enter BPAY code Next Ref 100297 Front Desk 2014 Note Practitioners have the option to either bank to the clinic acco
28. Files can be attached by either browsing for the files on your computer or selecting an existing patient attachment added in the patient s attachments tab Patient Mr John Smit fo fs General Additional Billing Details Medicare DVA Transactions Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes X rays Filter Reminders Warnings Contraindications Clinical Notes Type Close yp Lumbar disc bulge Osteoporotic Low pain threshold a lt All gt I Blood thinners Add Condition Region Stage A lt All gt x Date Practitioner Type Condition Region Stage Delete J 21 08 2013 George Rogers x Treatment x lt None Selected gt x 7 wks 1 day ago Last modified 23 08 2013 15 45 6 wks 6 days ago by Admin Print 08 2013 eorg r ale aa mA Para 1 E O0O BZU BAG ai Cah e WJ Referral Letter Undo Subjective Attach No change moderate levels of pain levels movement unchanged Copy Note Objective px Flex 25 ext 60 Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months E Show All George Rogers 9 7 2013 3 mths 1 day ago H George Rogers Subjective No change moderate levels of pain levels movement unchanged 21 8 2013 7 wks 1 day ago T Objective Flex 25 ext 60 Assessment Stra
29. Items not paid in full Claim will be made on the provider s behalf This means that no benefit will be paid to the patient The benefit will instead be paid to the practitioner Click Next to continue Medicare Patient Claims Interactive Step 2 Online Claiming Referral Details f Use the stored referral details No referral details available Referring Provider No 2121331W Referral Date 01 02 2013 Referral Period Standard 12 months from a GP and 3 The Online Claiming Referral Details page is displayed MEDICARE DVA ONLINE CLAIMING PCI Claim Click Next to continue Medicare Patient Claims Interactive Step 3 Claimant Details Patient is the claimant Use alternate claimant details Seppo Eduardo Search 5950 06759 1 1 Verify 1 6 0 ii 1950 A cheque will be sent to the claimant in the provider s name The Claimant Details page is displayed If the patient has paid on the day users can select whether to pay the benefit Using details registered with Medicare or By EFT bank account details will be required When the benefit is paid to the practitioner the only option is to have a cheque sent out This cheque will be posted to the patient claimant who will then have to present it to the practitioner Click Next to continue Medicare Patient Claims Interactive Step 4 Use alternate postal address for cheque or statement of benefit Address 107 Flinders Street Suburb Adelaide
30. Reports Window Help Banking Sheets Shift Reports Ali Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner ARS HPOMROra DB Future Income GP Medical Referrers List t ps O D a A a amp F Medicare DVAReport a Stock Control gt 5 Stock Order GST GST Reconciliation Stock Levels Report The Stock Order report will list items that have fallen below the minimum stock level and require reordering TE Stock Order Report e Filter Close By Supplier A C By ltem mint ltem Code B 1 Back support ml Ei ae Schedule Hon Service E Include archived item codes Help To set the minimum level of stock item go to the Stock Control tab on the Item Code screen and enter the amount in the Min Level field WB Item Code BB SML So Item Details Stock Control Z This is a stock item Stock at Location Burnside v Ordering Supplier Smartsoft Supplies oa Supplier Item Code sm bb1 Unit Cost 23 23 Order Quantity 15 Min Level 4 M i n Level field Stocktake Date Time 20 12 2012 02 50 pm Now x Quantity 11 Current 11 ADVANCED FEATURES a Stock Control Reports Select Stock Levels Report from the Reports menu Reports Wind
31. To view a report before printing click the Preview button A preview screen will be presented JEE Paewidh Md Paset ott gt S S B AL E 2 coe Smartsoft Clinic 527 Glynburn Rd Hazelwood Park SA 5066 Phone 08 8361 2666 Fax 08 8364 4760 BILLINGS REPORT Week Beginning Monday 8 12 2008 Invoices Printed 8 December 2008 1 21 pm Item Description Fee Reduction GST NetFee Number Service Schedule Dr Robert Smith C005 Standard Consultation Standard 96 00 96 00 3 Workcover 30 00 30 00 1 126 00 126 00 4 Dr Robert Smith Total 126 00 126 00 4 Peter Brown C005 Standard Consultation Standard 32 00 32 00 1 32 00 32 00 1 Peter Brown Total 32 00 32 00 1 100 Previous page Nextpage Print Save Acrobat 4 Page Width dq Pagelof2 DIE Ed T T T TT Fit to window pagewidth First page Last Open Email Help page To fully maximise the preview screen use the 100 button or alternatively use the Page Width drop down box and select the size of the preview required Use the arrows to the left and right to view next and previous pages To print the report click the Print button To save the report to disk click the Save button From the Save As screen select where you want to save the report then type a file name and click save To open a previous saved report click the Open button To save the report as a PDF file click the Acrobat button From the Save As screen s
32. Working with the Appointment Book Week View For the appointment book to appear in Week view click the Week button above the calendar To view the appointment type statistics for a week place the mouse pointer over This Week or the required week number you wish to view This Week button Mon Tue Wed Thu Fri Sat Sun ozz 3 1 2 3 4 5 6 9 15 am Mr Kirk Lennox F Mr Kirk Lennox F 3 7 8 9 10 11 12 13 9 30am Mr David Sampson 5 Mr Julian DePalma S Mrs Shirley McCabe S 14 15 16 17 18 19 20 2 2 3 3l 10 00 am Mrs Beverley Fardone 5 Pir Alan Barkley H Mrs Rosalie Sutherland H Mrs Kathleen Makin H Mr Nicholas Booth S 10 15 am Miss Lea Maloney H Mrs Barbara Leembruggen N November 2013 aia q Mon Tue Wed Thu Fri Sat Sun 10 30 am Mrs Kathryn Camac N Mrs Patricia Badger F 1 2 3 MOREEL Mr Graham Uylaki N Mrs Alina Jones F Miss Lisa Marrett H 4 5 6 7 8 9 10 r n 1 12 3 14 15 16 17 11 00 Mrs Jacqueline Alexander W Mr Ralph Reilly S Mr Rick Underhill S 18 19 20 21 22 23 24 11 15am Mr David Allison S Mr David Allison S Mr David Allison S Mr David Allison S 235 26 27 2 29 30 f 4 11 30 am Mrs Antoinette Alexander F Mrs Antoinette Alexander F Mrs Antoinette Alexander F Mrs Antoinette Alexander F Mon Tue Wed Thu Fri Sat Sun 12 00 pm Mr James Luna 5 Mr Guisepp Attwo
33. e bl Cash Book Cash Book Expense Acc Export Cash Report Summary Report Book BILLINGS REPORT Billings Report The Billings Report function provides billing information for a specified period of time Click Billings Report from the toolbar File System Reports Window Help AAB smM SeS Q encom AZXALFSERB we sow Billings Report or from the Reports menu Reports Window Help Ss Banking Sheets Shift Reports Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare OVA Report stock Control d n DSENA HEDEBO S K GT GST Reconciliation SA fr a F Aral RArrCrCOCI Aha A r A ATIA IA AA A PF AF AEs Ns Fes DA o O77 R Par l E ce 4 AAT nD Af y f C MARN A CRACA eve ERJ AL E mie DEN p sK J Al RAL C MANAL CGF NIF N w yY A VI FAUL 424i f MUJIN i D LW GV ILR r NAO IIO IVI AINA VA La IVI LIN T 2 i LIV BILLINGS REPORT Billings Report The Billings Report dialog will appear i Billings Report o By Practice By Patient Close Feriod ep Print Week Beginning 26 10 2013 A Preview Date From 29 10 2013 Export To 29 10 2013 Date Entered Date of Trans _ Gra
34. r Optimise JPEG attachment a JPEG Quality High 60 vy Width Height 600 848 2008 d Greyscale de Rotate r Tom 00 The Parade gt 3 Norwood SA 5067 smartso Dea We would referring Mrs Jacqueline Alexander is truly aN appre P s refer another Original Size 22 2 KB Optimised Size 22 2 KB We appreciate the confidence you have shown in us by referring another person to our Optimised by 0 0 The Optimise JPEG attachment screen will allow you to optimise the image in the database This will convert TIFF and BMP images to JPEGs and allow you to adjust the JPEG Quality convert the image to Greyscale change the dimensions Width and Height or Rotate the image The Original Size of the image and the Optimised Size will be displayed To view an attached file either highlight the specific attachment and click View or double click on that file To change the description of an attachment click the Edit button and to remove an attachment click the Delete button WORKING WITH PATIENTS Zz Patient Attachments If you wish to email an attachment select the attachment to email and click the Email button Multiple attachments can be selected by holding the CTRL key and selecting additional files select an email address using the drop down menu The available addresses are sourced from the patient details contacts 3 party billers and the GP referring doctor listed in the patient file a RA Send Email
35. 7 8 90 un Rr B 9 15 am M Mrs Patricia Badger S 14 15 16 17 48 19 20 9 30am Mr Alan Routley S a z2 23 24 53 5 27 _ jl 4 5 6 7 8 9 10 10 00am 2 Waiting List 18 10 13 View v Robert Jones f f MrRussenNicoan f Mrs Angela Iannace W If Miss Elizabeth Reeves F ieee Miss Deborah Kerley W Mrs Yvonne Thomas N j e Ms Angela Dingle 5 r as Waiting List is empty Mrs Helen Rooney S Mr Matthew Bowley N Mr Grant North N IM Mr Trevor Woolford 5 T ae ae 12 30 pmi Mr Phil Alexander S a Oc 1 00 pm smn r trevor Oor iss Jean O Brien jomsen H Miss Robyn Rogers S iss Anne Golder ss Jenni an 1 15 pm 1 30 pm 1 45 pm Mrs Elizabeth A Panos N gt a illa k Mr Mark Olafsen S r Jonathan Parker Benson Miss Anne Golder HV ki Miss Melaine O Loughlin S Miss Jennifer Chan HV 3 00 p Miss Nicole Orlo Ms Georgina Tassell HV r Mrs Lioudmilla Latta H V s Geo Mr Paul Ferguson F Mrs Sandy Frisby Smith HV pm Mst Steven Ogden F 1 Mr Russell Cripps HV i Mrs Winifred Farmer S Miss Cherie Anne McNicol 5 3 Extended Calendar 83 Appointment Details kej Practitioner Queue ha Reminders Notes E Messages 2 Practitioners Gy Reports amp utilities Admin Sman
36. A Practitioner Days Select the days when practitioners are available Practitioner Monday Tuesday Wednesday Thursday Friday Saturday Sunday Cancel George Rogers Ed Eje Heather Brown Robert Jones Robert Smith BJE E S b If a change is made to Practitioner Days while the appointment book is open a message will be displayed and the Appointment Book will be closed and reopened SETTING UP FRONT DESK 2014 System Information Appointment Book Rules To shade out different times in the appointment book to indicate special periods click the Rules button The Appointment Book Rules dialog will appear as shown below fa I Appointment Book Rules Effective Date 12 11 2012 Practitioner Practice Group lt lt All Practitioners gt gt v Description Display Affects Duration Frequency Not working Not V Not working Not Work Rules can be used to indicate lunch breaks practitioner breaks holidays or periods where you wish to have special appointments e g new patients or extended appointments To Add Edit or Delete a rule click the corresponding button Front Desk 2014 Note Rules can overlap within the appointment book The order in which the rules are entered in the rules dialog determines the precedence or order in which they appear on the ap
37. All AM PM Before 2 29 PM After 229 PM Filter By Practice Practice Group Massage O Practitioner George Rogers To send appointment reminders via Email click Email ADVANCED FEATURES Z SMS Email Appointment Reminder Reports WB Select Email Recipients Select Title Firstname Surname Email A Close gt iV Mrs Maureen Alexander frontdesk smartsoft com at 2 All v Miss Lauren Badcock frontdesk smartsoft com at 1 z z IMr John Smith frontdesk smartsoft com at P None vV IMr Andrian Van Denbroek frontdesk smartsoft com at2 __ cee v Mr Damian W Young frontdesk smartsoft com au 7 r E Emails Sent E Emails Failed E Sending Email Email Message Details oe Email Details Message ABC Ha a gt Il P Subject Hi lt lt Prefname gt gt a Appointment Reminder 1 Attachment Sent 0 Your next appointment with Failed 0 NevtAnnaintmentnracName gt gt ns Message Template Message Format Appointment ReminddBg HTML ESM Help Type the message that you wish to send or select a standard message from the Message Template drop down box To view the message as it will be sent click the ee button to replace the tags with your patient information and use the left and right arrows to scroll through your data If you do not wish to send a message to a particular contact uncheck the box in the Select column next to the patient s name When the messa
38. DACE 129 R A N T nce L DA 1 A P R ACT Pe i i AR Af A fl E N TeveT E PAGE 453 FRONT DESK 2014 PRACTICE MANAGEMENT SYST i A TYRO INTEGRATION ty Tyro Integration Practitioners Click Practitioners from the toolbar File System Reports Window Help 2 S al or select Practitioners from the File menu File System Reporns Window Help Fs Appointment Book Ctri A 2 Patient Ctrl P EA Practitioner Queue cash Book a item Codes gt GP Medical Referrers E System Information Patient Booking Gateway Configuration Printer Setup Ce Exit P 2 s AGL CGE 1 ADA aR dog ctitioners Double click the practitioner s name or highlight their name and click OK Search on Practitioner Search Characters Name is Heather Brown Peter Brown Robert Jones Robert Smith Show archived Practitioners PAGE 434 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION ty Tyro Integration Practitioners Tyro requires a valid practitioner Provider Number to allow submission of a HealthPoint claim Select the Provider Numbers tab and make sure that the Default Provider Number is correct E Practitioner Yerda Renoux fo Ss L General Provider Numbers Default Items Appointment Book Clinical Not i Fe Close Default Prowider Number 2147661 H Override Provider Number Add Fee C
39. DVAPayments Patient Booking Gateway Logins EFTPOS Refund E Group Email Send SMS r S Contacts gt Q Search Invoices Cash Book Setup 88 Front Desk Office Messenger a Front Desk Word Processor Calculator Backup Restore from Backup To create an occupation click the Add button E Occupations Description dl Hairdresser PLE Teacher Fersonnal Assistant Physio Plurnber Receptionist Sales Teacher WORKING WITH PATIENTS 2 Patients Notes Enter the description into the Occupation field and click OK To edit or delete an occupation highlight the occupation and click the Edit or Delete buttons Mew Occupation Patient Occupations can also be created by right clicking on the Patient Occupation field and selecting Add Occupation E Patient Mr John Smith Medicare DVA Transactions Tracking Appointments Quotations Warnings Left watch behind and must pay the 50 outstanding e Referrer Mr Brenton Glatz Date 27 02 2010 Professional Referrer Date Professional Patient _ Occupation 1 Add Occupation i 60 Days 30 Days Current Balance 50 00 50 00 50 00 50 00 PAGE 147 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS Z Patient Notes Patient Referrals To list all patients who have been referred to the practice by this particular patient click the
40. Front Desk 2014 Tip It is important that the time in your system is set to the correct date and time for the shift and banking reports to work correctly If running Front Desk 2014 in a multi user environment each computer running Front Desk 2014 should be set to the same date and time Front Desk 2014 can automatically synchronise a computers time to the same time as the server by using the Set time of this machine from Database Server feature as above SETTING UP FRONT DESK 2014 System Information Backup Select the Backup tab from the System Information dialog o i System Information Bar Code Scanning ii Network Backup Network Backup Override Backup Path Backup Warnings Warn if a backup using Front Desk has not been run for more than 3 day s Warn if a backup using the external FOBackup utility has not been run for more than 7 day s Override Backup Path is set when backing up from a client workstation over a network in a multi user environment UNC format must be used when setting the backup path Please contact Smartsoft Australia Pty Ltd if you require further assistance with this feature Warn if a backup using Front Desk has not been run for more than 3 day s can be configured to display a warning if a manual backup has not been performed for a specific user defined number of days Warn if a backup using the external FDBackup utility has not been run for more than 7 day s can be configured
41. Front Desk Office Messenger A Front Desk Word Processor Calculator Backup Restore from Backup To create a relationship click Add i Contact Relationships Relationship Friend Medical Specialist Parent Enter the Relation and the Merge Type for each relationship The Merge Type is a 1 3 letter code used for creating standard letters and mail merges i New Contact Relationship Relation Case Manager Merge Type CM To rename a relationship click Edit to remove a relationship click Delete ADVANCED FEATURES a Patient Contacts Once you have created at least one contact type and one relationship you can now start adding contacts Select Contacts from the System menu then select the Contacts option System Reports Window Help amp Login Security Audit Log Health Funds Standard Letters Ut NF Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Garey Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund we amp a a B fr T e 2 Group Email SendSMS gt ES Contacts amp Contacts Q Search Invoices Contact Types Cash Book Setup I Relationship S F
42. Help Enter the different types of fee rates or categories for your practice Please note that fee categories are not item codes such as initial consultation or subsequent consultation Do not enter your item code in Fee Categories Item codes will be entered in another section of the system Each patient within Front Desk 2014 needs to be associated with a Fee Category E g Mary may be a Concession patient and thus gets charged concession rates Frank on the other hand is charged the full rates because he is a Standard patient To include GST on all items billed for a particular category select the Include GST by default option The Pay on Billing option determines whether the payment component of a bill defaults to the amount being billed or alternatively no payment The Gap Only option sets a gap payment as the default payment For example Standard or Private patients could have the Pay on Billing option checked VIP clients may have Gap Only checked and WorkCover patients will have both options unchecked indicating no payment when billing as payment is generally not received at the time of consultation Billing s Patient Ms Corrine Adcock Account Prima ry Practitioner Anne Smith Re Date 06 11 2012 505 lt All Schedules E ren ss oe e Fee 30 00 Include GST Description Standard Treatment Reduction 0 00 Add Payment defaults to zero if the Pay on 7 Net Fee 30 00 0 00 Billing option is not sele
43. P Tuesday 9 October 2012 12 30 pm Tuesday 16 October 2012 12 30 pm Tuesday 23 October 2012 12 30 pm Tuesday 30 October 2012 12 30 pm Tuesday 6 November 2012 12 30 pm Tuesday 13 November 2012 12 30 pm Processed Appointments rT Print Schedule Cancel Heb lt lt Back APPOINTMENT BOOK ii Appointment Scheduler The dates and times of each appointment to be made are now displayed To change either the date or time of the appointment click in the corresponding field and select the new date time From here you can also Add Edit or Delete appointments from the list To process these appointments click Process To go back and change the selected options in the scheduler click Back If any of the appointment s could not be made due to a conflict with existing appointments an Information dialog will appear Click OK Information Not all appointments could be processed Please change the appointment times and try again Successfully scheduled appointments will move into the Processed Appointments area while unsuccessful appointments remain in the To be Processed area Appointment Scheduler Mr Phil Alexander Appointment Scheduler Mr Phil Alexander Appointments Appointments To be Processed Time Tuesday 9 October 2012 ia tae Tuesday 16 October 2012 12 30 pm Edit Tuesday 23 October 2012 12 30 pm To be Processed H Tuesday 9 October 2012 Edit 4 October 2012 Mon Tue Wed Th
44. PAGE 455 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION ty Tyro HealthPoint Report There are four different ways to view the Tyro HealthPoint report Show totals only This option lists the totals of each health fund only Breakdown totals by day This option shows each transaction by day This is the only option that allows the report to be grouped by either Health Fund or Day Show HealthPoint transactions This option lists the patient names and the Tyro HealthPoint transaction details Show HealthPoint transactions billing details This option lists the patient names Tyro HealthPoint transaction details and item codes Health funds whose payments are settled in a single HealthPoint payment to the clinic are Known in Front Desk as consolidated health funds The list of consolidated funds can be viewed by clicking the Consolidation button Consolidation Health Fund Consolidate ACA Health Benefits AHM Australian Unity BUPA CBHS CUA Defence Health GMF Healthguard GMHBA HEF HCF HIF Latrobe Medibank Private Medibank Private Navy Health EK EEA Gs Sy S SL ii in m Smartsoft Australia Pty Ltd will update the Consolidation list with software upgrades but from time to time you may need to manually add health funds to the consolidated group by ticking the box to the right of the Health Fund name The Tyro HealthPoint report will group all consolidated health funds to a
45. Paper Size Printing Rec Acc Pay Statement Invoice App Sched Quote prene Receipt Account Payment Page Size A51 Part A5 2 Part A5 Portrait A4 Portrait A4 Landscape Custom 1 Part Custom 2 Part Printer Settings Printing Options v Lines Clinic Name Column Headers Prac Name Top Left Print Outstanding A4 Only S lt Alert user when Paper Size changes i i Non printer driver based A5 printing Help In this section you can modify the size and appearance of Statements Invoices Quotations Receipts Accounts Payments and the Appointment Schedule The lines clinic name and headers may be removed to accommodate pre printed stationery Receipts Accounts and Payments can be printed on either A5 1 Part A5 2 Part A5 Portrait A4 Portrait A4 Landscape or Custom 1 Part Custom 2 Part The 2 Part option has a remittance slip for the patient to keep for their records The A4 Receipts Accounts and Payments have an option to display any outstanding amount at the bottom In the Statement tab there is an option to Show Statement Invoice Numbers If this is selected an invoice number will be printed on all statements invoices and receipts Additionally Credit Card details or Direct Deposit details can be shown on all invoices To show BPAY Details on statements and invoices check BPAY Details under the Printing Options section of the Statement tab When turning on this function for the f
46. Patient Event Types d Quotation Types 6 Messages amp Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins A Group Email SendSMs gt S Contacts gt Q Search Invoices Cash Book Setup 8 amp 8 Front Desk Office Messenger 2 Front Desk Word Processor amp Calculator Backup Restore from Backup The following window will appear I Quotation Types Sao Default 12 month treatment Description aii month treatment Brace Equipment To create a new Quotation Type click Add To change an existing type click Edit To remove a type click Delete New Quotation Type Quotation Type Surgery ADVANCED FEATURES iQ Patients Quotations Open a patient file and select the Quotations tab IE Patient Mr John Smith Quotations Appointments Events Notes Recalls Tracking Attachments Contacts Clinica Close Quote Date Quotation Type Expiry Date Total Quote 30 10 2013 Equipment Hire 30 11 2013 42 95 Edit Delete Process Current and Unprocessed Quotations Only M Expired W Processed 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 264 75 264 75 To create a new quote click New The following window will be displayed New Quotation Quotation Type 12 Month Treatment x Expiry Date sede lt 30 11 2013 Lele Motes Fax quotation to John s work address Details Fractitioner George Rogers ltem Code 555
47. Please note the initial Patient Booking Gateway installation and setup must be completed by a Smartsoft staff member Please contact Smartsoft for further information Select Patient Booking Gateway Configuration from the File menu ile System Reports Window Help mM Appointment Book Ctri A Patient Ctrl P Practitioner Queue Cash Book Practitioners Item Codes gt GP Medical Referrers Gk qa p gt gk System Information Patient Booking Gateway Configuration P Printer Setup Sa Ext The following window will be displayed WA Patient Booking Gateway Configuration Clinic Details Defaults Classes Email Professions Booking Locations Practit l Display oK These settings affect what your patients will see when they log in to the Patient Booking Gateway Cancel Clinic Name Smartsoft Clinic 2 Bulk Email Clinic Phone 08 8361 2666 Website address URL _http 154 122 222 XXX bookinggateway Practice Description practice v how you refer to your practice Patient Description client v how you refer to your patients Practitioner Description practitioner v how you refer to your practitioners Theme Colour E Custom x Contact Times when are you available to contact patients Mon Tue Wed Thu Fri Sat Sun AM W v v v v v v PM W v v v v v v Logo Use Logo Help Enter the Clinic Name Clinic Phone number and the Website address URL which directs patien
48. Restore from Backup PAGE 358 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES S Patient Contacts At least one Contact Type needs to be added before a contact can be created Contact Types Description P Hospital Medical Practitioner i Next of Kin Edit Parent ______ School Delete i New Contact Type Contact Type Case Manager To rename a contact type click Edit and to remove a contact type click Delete ADVANCED FEATURES GS Contact Relationships A relationship is the connection between a patient and a contact For example referring doctor case manager account payee parent employer etc To create a relationship select Contacts from the System menu then select the Relationship option System Reports Window Help Login Security Audit Log Ut NFO Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims MEA SDRARXYHSFSErPRAAD Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund A Group Email SendSMs gt 8 Contacts Contacts Q Search Invoices Contact Types Cash Book Setup GSI Relationship
49. Scanning Scanner Type Select source WIA HP U M2727nf Scan Options Colours Grey Scale L Advanced Scanner Options Use Sheet Feeder Double Sided Scanning X ray Options Comment Date of X ray 06 12 2012 Report ADVANCED FEATURES 2 Patient X rays To create an X ray report click Add Report Enter a title the date and the report details click OK to save Title Chest Xray Date 06 12 2012 Report Detail No rib fractures evidenti To associate a report with a particular X ray select the X ray then click Edit From the drop down box select the report you wish to link to the X ray and click OK Edit X ray Comment Date of X ray 06 12 2012 Report 06 12 2012 Chest Xray 06 12 2012 Spine Report 06 12 2012 Chest Xray Report drop down box PAGE 371 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Patient X rays X ray folders are used to logically organise a series of X rays and reports into folders To create an X ray folder click Add Folder Enter a Description and a Date and click OK to save New X ray Folder Description Spine Date 06712 2012 Cancel To add X rays or reports either drag and drop onto the folder or double click on the folder and add accordingly To close the folder double click on the folder containing the green up arrow to the left File System Reports Win
50. Select This computer accesses the Internet via a proxy server and enter the appropriate server details if required select Check for pending claims on startup to be prompted when pending PCI claims have been stored and are available to be sent SETTING UP FRONT DESK 2014 System Information Advanced select the Advanced tab from the System Information dialog To access the Advanced tab you will need to log on as the Admin user zB System Information lo foe Advanced Jealth n FFTPOS ledicar i anced Health Fund EFTPOS Medicare C Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title Additional Info Health Fund Medicare DVA GP Referring Doctor Details C Medical Specialist Referrals Multiple Locations Stock Control Manage Stock per Location Email Integration SMS Integration Patient X rays Patient Photos Patient Contacts Quotations Patient Events C Future Billing E Sales Processes Defaults for Profession Dentist a Medical Practitioner Medical Specialist Optometrist Orthodontist Osteopath Physiotherapy Podiatrist Only select the features that will be necessary in the day to day running of your practice If you are unsure which options to select use the Defaults for Profession option and select your profession from the drop down list This will automatically set the features that are generally required for your profession Please contact Smart
51. cccceecceeeeeeeeeceeeeeeeeteeeeseeetaeeeneees 14 System INIM a on GST asinis detaaeasceeagweesndeeievseatseviede tata ad anne eae RS 18 System Information Practice GroupS ccccccccsecccseeeeceeeeeaeeeseeeeseeeeseeeesaeees 19 system Information Practice Groups BanKing cccccseeeeeeeeeeeeeeeeeeeesaeees 20 System Information Practice Groups Header ccccceceecceeeeeeeeeseeesaeeeseees 21 system Information Practice Groups GST cccceececseeeceeeeeeeeeeseeeeeseeeesaaees 23 System Information Practice Groups MembersS cccccseeeeeeeeseeeeeeeeseees 24 System Information Practice Groups Appointment Book ccccseeeeees 25 System Information Standard Accounts cccecccseeceeeeceeeeseeeeeeeeseeesaeeeseees 26 System Information Practice LOCATIONS cccccceccececeeeeeeeeeeeaeeeeeeeeeeeaeeeaees 28 System Information Fee Categories cccccecccseccceeeceeeecseeeeeeeteueesseetaneeseees 29 System Information Account Messages cccseccceeeceeeeceeeeeeeeteneesseetaneeneees 30 System Information Defaults c cc ccccceccceeccssceceeeeceeeseeeceeeeeueeteueesseetaneensees 31 System information OPTIONS diveniwscentisteassitesecneviatawacdeagaaecate teas ertoreenentatacucbeapaeens 33 System Information BankinG sisicciseinisciiincdseiisiaieneneeiacdd eotaeidaadaitenaneseeyns 36 System Information Appointment Book General
52. f Mr Scott Maglica N Reminders gt Y Reminder Receipt SMS Reminder Bill v Email Reminder Patient File maaan Clinical Notes Mr Rick Underhill S Miss Natalie Allan 5 Patient X rays Mrs Maureen Alexander F T Mrs Kay D Agostino N Change Appointment Mrs Glenice Daddow S Delete Appointment Pack Appointments Mr Phil Alexander S Send SMS Mrs Joanne Dale W Send Email Mrs Joanne Dale F i he hea Miss Kathryn Radbone S Copy to Reminders Copy to Clipboard Help Mst Alexander Daloia Wi PAGE 386 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES F4 SMS Email Appointment Reminder Reports To generate a report for SMS and Email reminders click the Reports amp Utilities button in the bottom left hand corner of the appointment book Reports amp Utilities Day List Appointment Book Appointments Report Appointment Reminders SM5 Email Reminders Export To Excel Future Appointments Search Casual Appointments B E E Edit Cancels Reschedules The SMS Email Reminders report will enable you to send SMS messages and or Emails to the patients with SMS Email Reminder tags set Front Desk allows you to send SMS and e mail reminders for a particular practitioner practice group or for the whole clinic SMS Email Reminders Reminders in Period From Thursday 20 December 2013 Email button To Thursday 20 December 2012 SMS button Time Range
53. lt None Selected gt X 7 0 sia bee poi 2 mths ago Last modified 21 10 2013 12 18 today by Admin Print JUS eorg 2 en 7 2 11 10 2013 C Georg abl m A a amA Taria u E 077 peu GQ 21 10 2013 T Georg a g Referral Letter RR Smith John X rays Subjective Preview Detail x Attach No change moderate levels of pain levels movement unchanged P m jecti 1 gt a Copy Note Objective Report ES EN Flex 25 ext 60 a soe Ha Assessment 3 i Show X ray thumbnails Straight leg raise 45 with low level of pain A Plan 2 Continue with extension exercises general traction 0 28 08 2013 19 09 2013 28 08 2013 Book appointments every 3 weeks for the next 3 months 0 Spinal Annual Review mascsamom Straight leg raise 45 with low level of pain George Rogers 11710 2013 1 wk 3 days ago e George Rogers 21 10 2013 today T Patient is experiencing moderate pain in the lower right back 0 patients in queue C Show All Revisions HEINE m n Help Show X ray thumbnails Admin Smartsoft Clinic Monday 21 10 2013 12 18 pm Clinical notes can be assigned a Condition Region Stage to assist in categorizing your clinical records Assigning a clinical condition will color code the clinical notes listing to allow for easy recognition of the notes contents To assign a clinical condition region or stage select the desired option from the Condition Region Stage drop down menu
54. 0 59 Displays the minute with a leading zero 00 59 Displays the seconds without a leading zero 0 59 Displays the seconds with a leading zero 00 59 Displays milliseconds without a leading zero 0 59 Displays milliseconds with a leading zero 00 59 Uses the 12 hour clock for the preceding h or hh specifier and displays am any hour before noon and pm for any hour after noon The am pm specifier can use lower case upper case or a mix of both and the result is displayed accordingly Uses the 12 hour clock for the preceding h or hh specifier and displays a any hour before noon and p for any hour after noon The a p specifier can use lower case upper case or a mix of both and the result is displayed accordingly Displays the date separator character Displays the time separator character Characters enclosed in single or double quotes are displayed as is and do not affect formatting For example these can be used for appointment reminders The letter tag lt lt NextAppointment dddd the d of mmmm at h mm am pm gt gt would appear as Thursday the 10 of August at 3 30 pm FRONT DESK WORD PROCESSOR A Setting up Standard Letters To add a standard letter to Front Desk select Standard Letters from the System menu System Reports Window Help amp Login Standard Letters Standard Messages gt Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates
55. 5S Miss Maria Sander H Mrs Jacqueline Alexander H Mrs Christine Jarrett N Mr David Reed S i Mr David Sampson S i Mr Tim K Packer S Mrs Sylvia Dall W All Practitioners Robert Jones Anne Smith Heather Brown George Rogers Mr Robert Walsh W Mrs Barbara Jarrett S Mrs Gabriela Habibullah F PAGE 210 Admin Smartsoft Clinic Monday 21 10 2013 9 29am FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK a Working with the Appointment Book Appointment Details will show the details of the selected appointment including their overall Waiting time the waiting time After App appointment was scheduled to start and a patient photo if one has been added This functionality is valuable for quickly checking the details of an appointment and identifying patients in the waiting room f RRR eure rez o BR Appointment Book Friday 18 October 2013 tojon lt Irai w M Ht gt JI gt gt gt gt gt Privacy Today Sat Sun lon Tue ed Thu J Fri Sat un_ Mon Tue Wed Thu J Fri Sat J Sun Mon Tue Wed Thu j _ Fri Sat un lon e Friday 18 October 2013 J N A A Robert Jones Anne Smith Heather Brown George Rogers Mon Tue Wed Thu Fri Sat Sun 9 00am anie Randall Mr Brenton Glatz S Miss Kirsten Kukeste N 30 1 2 3 4 5 6 9 15 am Ox Mrs Patricia Badger S
56. AAAS 47 Loader Stre 0414414414 PO Box E SMS Sent E SMS Failed SMS Message Details Account Details Message ra a gt m Hi Kylie Your next appointment with Robert Smith is on Thursday the 20 of Selected Sent December at 1 00 pm If unable to fs Fallet ttend please call 83612666 Fror mm Message Template p Get Bala Appointment Reminde SOENE Help Current SMS Balance Balance after sending Click Send when the message is ready You will be prompted to either send the messages now or to select a time and date in the future when your messages will be sent Send SMS Send 5 messages now C Delay Send Sendat 1471272012 02 50 PM a Front Desk will send each message individually highlighting each contact as they are sent D A AAT AAFP a A AIT mel Ana A A g A ARAIA FRR AFA A A A A D Alf noA B NI C gt k NANAI ODLA F OL MA NI Nf LARA CV L A A AL s M 754 mie DN p SK 71 Ll Se A C VIAN ACsEeiVIEN mm Y A VI FAUL JOd MJIN i D CON ZVUIG FRAVIIVE NANAUENIENT STOILEW ADVANCED FEATURES ann ann The following reports can be used to send SMS and Email messages to a group of patients on these reports 8 Recall Patient List al Z Birthday List Patient Referrals Patient List For Example Select Patient List from the toolbar File System Reports Window Help 2esi Qeced Mel se Aai FaR ew aoe 2 lS al The Patient
57. Access to All Locations will be selected If a user only requires access to a particular location s untick this option and click Add then select the Location from the drop down box Select Location Location Burnside City Repeat this step if this user requires access to other locations ADVANCED FEATURES Patient Events Select the Advanced tab in System Information Enabling Patient Events allows specific events to be recorded in a patient file For instance having an x ray or sending the patient a letter can be entered as an event I System Information o mE Network Backup Messenger SMS Email Advanced i 4 hi gt Advanced Health Fund EFTPOS Medicare lose Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title _ Additional Info Health Fund Medicare DVA GP Referring Doctor Details Medical Specialist Referrals Multiple Locations Stock Control Manage Stock per Location Email Integration SMS Integration Patient X rays Patient Photos Patient Contacts Quotations Patient Events Patient Events option Future Billing Sales Processes Defaults for Profession From the patient file select the Events tab Patient Events can be ordered by clicking the Date Note or User Name column header N Patient Mr John Smith o
58. Contact Address Line 2 Contact Address Line 3 Contact Home Phone number Contact Work Phone number Contact Mobile Phone number Contact Fax number Contact Email Address NOTE When using the Contact Tags you should replace the letters MT with the merge type specified in relationship INTEGRATION WITH MICROSOFT WORD When using dates in letter tags there are several ways of formatting the date The specifiers below can be used to do so d dd ddd dddd m mm mmm mmmm yy yyyy h hh nn SS ZZZ am pm a p XX PT XX Displays the day as a number without the leading zero 1 31 Displays the day as a number with the leading zero 01 31 Displays the day as an abbreviation Sun Sat Displays the day as a full name Sunday Saturday Displays the month as a number without a leading zero 1 12 If the m specifier immediately follows the h or hh specifier the minute rather than month will be displayed Displays the month as a number with a leading zero 1 12 If the mm specifier immediately follows the h or hh specifier the minute rather than month will be displayed Displays the month as an abbreviation Jan Dec Displays the month as a full name January December Displays the year as a two digit number 00 99 Displays the year as a four digit number 0000 9999 Displays the hour without a leading zero 0 23 Displays the hour with a leading zero 00 23 Displays the minute without a leading zero
59. DR Inter Practitioner The nter Practitioner report details practitioners who have provided services for other practitioners patients Select Inter Practitioner from the Reports menu Reports Window Help Ss Banking Sheets Shift Reports Ali Transaction fq Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes BG HRP eMbeGbpea a Inter Practitioner GP Medical Referrers List HICAPS Report Medicare DVA Report Stock Control re a aD GST GST Reconciliation The Inter Practitioner Report dialog will appear E Inter Practitioner Report coe 2 E Period From Sose To Wednesday 31 October 2012 Print Invoices _ Payments La Preview E Preview Filter By Practice Practice Group Robert Jones Practitioner Robert Jones Help Set the period that you require for this report by setting the From and To date By default the Inter Practitioner Report will be generated by Invoices If you require a report based on payments received select the Payments option If an inter practitioner report relating to a particular practitioner or practice group is required then select By Practice and the relevant Practice Group or Practitioner This report may be Printed or Previewed by clicking these butt
60. Events Notes Recalls Tracking Attachments Contacts Clinical Notes x rays l i Filter Reminders Warnings Contraindications Clinical Notes Type Lumbar disc bulge Osteoporotic Low pain threshold x Blood thinners Add lt All gt Treatment Date Practitioner Type Condition Region Stage Delete History 21 10 2013 George Rogers x Treatment x Moderate pain x Chart today Last modified 21 10 2013 11 27 today by Admin Print Report m s 2 z a mwar cag b a BSE Ba PAra u E 007 Bst Template 21 10 2013 T __ Georg Patient is experiencing moderate pain in the lower right back Unda Attach Copy Note To view entries for a specific Clinical Condition Region Stage select the specific condition region or stage from the left drop down list To view all entries click All Filter Clinical Notes Type lt All gt Re Condition Region Stage Moderate pain lt All gt Moderate pain To temporarily change the order in which clinical notes are listed right click on the clinical notes listing on the left and select Reverse Order of Notes Your preferred ordering can be permanently set under the Clinical Notes tab in System Information os D 09 07 2013 H Georg 21 08 2013 T Georg z 11 10 2013 C Georg Reverse Order of Notes WORKING WITH PATIENTS A Patient Clinical Notes The Practitioner Queue can also be accessed from within clinical notes by expanding the practitioner qu
61. Item Reprint lt E Outstanding Transactions Only E Show as Account Primary 90 Days 60 Days 30 Days Current Balance on Transactions in Front Desk are colour coded Please refer to the table below for transaction types and associated colours Unpaidlitems Red PAGE 123 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS F4 Patient Transactions To view transactions in an account format select the Show as Account option NB Patient Mr John Smith Department of Veterans Affairs E E General Billing Details Additional Clinical Notes Medicare DVA Transactions 4 gt Account Primary Date Prac Owing Description ltem Reprint 21 02 2013 Payment Received 21 02 2013 2f 02 2013 George 0 00 Standard Treatment Delete Item 27 02 2013 30 Payment Recemed 27 0 19 03 2013 Robert 0 00 Standard Treatment Edit Item 19 03 2013 530 Payment Recemed 19 0 21 03 2013 Anne 0 00 Initial Consultation and 21 03 2013 5 Payment Received 21 0 21 03 2013 George 0 00 Standard Treatment 16 04 2013 Robert 530 00 Standard Treatment 18 04 2013 Anne 0 00 Initial Consultation and 24 04 2013 George 0 00 Standard Treatment PE 2404 2013 30 Payment Recemed 24 0 aa Outstanding Transactions Only Show as Account r 60 Days Current Balance 0 00 30 00 30 00
62. Message Details Close To john smartsoft com au X Close Gess Mr John Smith Patient lt john smartsoft com au gt Send HE Ms Stephanie Adams Contact M lt stephanie smartsoft com au Bcc Dr Sam Smith GP Ref Dr lt sam smartsoft com au gt Preview Subject Smartsoft Clinic Referral Letter cae Message ABC Hi John Please find attached your requested referral letter As discussed it is in the requested format for your convenience Kind Regards V Attached C ProgramData Smartsoft Front Desk Temp Referral Uva Template lt None gt v Format HTML Help Enter a Subject and the Message Messages can be populated automatically by using an existing Message Template i Send Email Message Details To john smartsoft com au Cuan Preview Smartsoft Clinic Referral Letter Message Hi John Please find attached your requested referral letter As discussed it is in the requested format for your convenience Kind Regards W Attached C ProgramData Smartsoft Front Deski Temp Reterral Li Message Template lt one gt Templates j Format HTML Help Click the Send button to send your email Information WORKING WITH PATIENTS Z Patient Attachments Documents can be scanned directly into the Attachments section of the patient file This functionality captures and optimises the document so that it is stored at a usable qualit
63. Microsoft Corporation Microsoft Corporation Microsoft Corporation Microsoft Corporation Mozilla Currently installed programs Total size 1 21 GB 21 programs installed PAGE 253 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK a Web Appointment Book Installation Select Internet Information Services and click on the checkbox to mark it for installation You will also need to click the icon to open its installation options Windows Features Turn Windows features on or off To turn a feature on select its check box To turn a feature off clear its check box A filled box means that only part of the feature is turned on 4 Vied d Microsoft NET F along with support for ASP NET web sites dynamic content such as Classic ASP and CGI and local and remote management a PY Print and Document Services _ RAS Connection Manager Administration Kit CMAK v d Remote Differential Compression MIJ RIP Listener Please ensure that the ASP NET and Static Content options are both checked Click OK when done to install Internet Information Services IIS Windows may ask you to insert the Windows CD to enable installation of the components selected fal Windows Features Turn Windows features on or off To turn a feature on select its check box To turn a feature off cle
64. Mr Mark Jamies November 2013 J Mon Tue Wed Thu F Sat Sun 10 30 am Mrs Joanne Quinlan F Mr Phil Alexander H 9 00 am Mr Leigh Garner N Mr Roger Saccone S Mrs Maureen Alexander S 9 15 am Mr Garry Iannace 5 Mrs Delrene Allen S Mr Brod Tarca 9 30 am Mrs Marlene Saliba S Mrs Maureen Al Mr David Sampson S 9 45 am Appointment Details 1 2 3 4 5 6 7 8 9 19 Miss Lea Maloney H The 11 12 13 14 15 16 17 1100 am MP Mrs Jacqueline Alexander ded nn Appointment 18 19 20 21 22 233 24 i115am App Made 16 8 12 12 42pm 2 26 27 28 2 30 rn Made By Admin tool tip WI Il 30 am z Next Appointment Mon 21 Oct 2013 10 15 am Robert Jones show the December 2013 11 45 am Previous Appointment Tue 1 Oct 2013 5 15 pm two weeks and six days ago p atient Mon Tue Wed Thu Fri Sat Sun 12 00 pm TE i i Status Patient Not Arrived details 12 15 pm Mrs Angela Hill N Mr Christopher Rossi S Mrs Antoinette Alexander N 9 10 11 12 13 14 15 16 17 18 19 2 2 22 Mrs Meredith M Miss Noeleen Quinlan N Mrs Sylvia Dall H When the Privacy option is enabled appointments will appear without patient information and instead appear as Private _Sat_ sun J Mon Tue J wea Thu J _Fri_ _sat _ Anne Smith _ Heather Brown Private 45 i PAGE 207 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK
65. Scroll across the bottom of the transaction screen to view more information on the transactions such as item code type of transaction date entered reference number and GST amount if applicable Item Reprint Receipts and accounts can be reprinted using the Item Reprint button To select more than one item for reprinting hold down the CTRL key on the keyboard and select the items required YQ Reprint Items Mark as Duplicate Create PDF Preview Only ae Gea Select the Mark as Duplicate option if you wish to have the word DUPLICATE printed on the receipt or account Select the Create PDF option if you wish to print the receipt or account to an Adobe Acrobat file To preview the account or receipt on screen before printing select the Preview Only option WORKING WITH PATIENTS Z Patient Transactions Delete Item To delete a transaction select the transaction and click the Delete Item button When you delete or edit a transaction from a patient file you will be prompted to give a reason for doing so Type in your reason and click OK Reason for Deleting Transaction Incorrect patient file Please note that multiple deletions are not permitted Only one item can be deleted at a time If you have HICAPS or Tyro integration when deleting an EFTPOS payment you will be asked if you would like to process a refund through the terminal Confirm This transaction includes an EFTPOS amount
66. Search Invoices Cash Book Setup amp Front Desk Office Messenger Front Desk Word Processor amp Calculator Backup Restore from Backup To create a referrer type click Add to change a referrer type click Edit or to remove a referrer type click Delete WA GP Medical Referrer Types Type GP Physio Orthopaedic Surgeon a Specialist ADVANCED FEATURES Medical Specialist Referrals To print out the referring doctor on patient s receipts accounts payments statements and invoices go to the Billing Details tab of a patient s card and select Referring Doctor in the Print on Accounts section Patient Mr John Smith A Billing Details Additional Medical Referrals Clinical Notes PPT a Primary DVA M C Bill to Third Party Indiz dual a Linked T Pa d Total Billed ppe J 24 04 2013 51 363 00 Ores Last Statement Last Invoice 23 12 1997 E Hold Statement Phone Fax Hold Invoice Other details Print on Accounts Acc No Claim No LI Claim Injury details Hospital Facility details Medicare Number Health Fund Number Pension Number DVA Number f Referring Doctor fe Select this option to print the Don t Print Patient Name referring doctor on accounts Date of Birth Delete z Client ID Employer Injury Injury Date Hosp Fac o0or00 000 Primary 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 200 00 200
67. Select the account from the Account drop down box This will list only those transactions for that particular account or all transactions if lt lt All Accounts gt gt is selected Note that the aged balance at the bottom of the patient screen will display the balances for the selected account WB Patient Mr John Smith koJ E se Billing Details Additional Clinical Notes Medicare DVA Transactions Account lt lt All Accounts gt gt Dat lt All Accounts gt gt roe Owing Description m 287 Sr 00 00 200 00 Unallocated Payment 03 1720 Fone SrA 551 95 Standard Treatment gt 17 10 2012 Robert 51 95 51 95 Standard Treatment Edit Item Invoices Statement Write Off Refund Outstanding Transactions Only E Show as Account Export 90 Days 60 Days 30 Days Current Balance 0 00 0 00 51 95 148 05 96 10 If lt lt All Accounts gt gt is selected the Account column will display the billed to account for each transaction E Patient Mr John Smith laol E e Billing Details Additional Clinical Notes Medicare DVA Transactions 4 Account lt All Accounts gt gt Ref No Location AccountName 26679 Burnside Primary 2668 7 Burnside DVA 26687 Burnside DVA Edit Itern Invoices Account column Statement Write Off t Refund Outstanding Transactions Only E Show as Account Export i Export 90 Days 60 Days 30 Days Current Balance 0 00 0 00 51 95 148
68. Sheets option All payments made will now require a payment type method i e cash cheque credit card EFTPOS etc Select the appropriate options to include on your banking sheets If your clinic accepts EFTPOS payments credit cards should not be included Enter the clinic s account name Acc Name bank branch number BSB and account number Acc No To include specific credit cards on the banking sheet click the Advanced button and select which credit cards should appear Cards on Banking 5 pe Bk V VISA W Master Card V American Express W Diners 7 Other cance Direct Deposit Details can be displayed on Statements and Invoices To use these details enable the option on the Statements or Invoices tab found under the Paper Size section in System Information f As Above is selected the Bank Account Details entered previously are used as the direct deposit details A Money Drawer can be integrated into Front Desk Please contact Smartsoft for more information SETTING UP FRONT DESK 2014 System Information Banking BPAY Details can also be displayed on Statements and Invoices To enable the BPAY functionality select the Paper Size tab and check the BPAY Details option under Printing Options Appointment Book Clinic Shifts Paper Size Printing Rec Acc Pay Statement App Sched Statement Page Size A4 Portrait Ad Portrait Credit Card Ad Landscape een Printer Settings
69. To make a payment for a specific statement or invoice select the Invoice Statement option This option enables you to view the outstanding amounts that were printed on a specific statement or invoice This option is only available if a statement or invoice has been previously printed for this patient This view can be ordered by date range by clicking the Date column header or ordered by name by clicking the Name column header for linked patients only Double clicking the item description will auto allocate any remaining payment to that item Double clicking again will remove the allocated payment Payment SGIC Health Ins 1 170 00 Unpaid Items Invoice Statement E Date range Payment 0 00 0 00 Unallocated Credit 1 170 00 Account Balance Clear Auto Allocate eRe Peter Davis Standard Treatment Anne 2efU4 2010 Peter Davis Standard Treatment Anne o 00 2Ff05 2010 Peter Davis Standard Treatment Anne 0 00 27 f06 2010 Peter Davis Standard Treatment Anne o 00 Ff f05 2010 Peter Davis Standard Treatment Anne o 00 10 06 2010 Peter Davis Standard Treatment Anne 0 00 10 06 2010 Peter Davis Standard Treatment Anne o 00 10 06 2010 Peter Davis Standard Treatment Anne 0 00 F Accept Unallocated Payment Robert Jones 0 00 Print Cancel Help lf the Invoice Statement or the Date Range option is not selected than the payment screen will show ALL the outstanding amounts for that patient PAYMENTS
70. ar Waiting List 28 11 12 View SEEE All Practitioners Miss Melanie Available time found for a a Mr John Smith 11 45 am Ge with Robert Jones on 28 11712 at sO Double click to mz appointment 7 a s Add New Patient to Waiting List Edit Waiting List Item Make Appointment Go to Appointment Remove from Waiting List Patient File Move to Appointment Book HH EE Estan dad O a When an appointment is found the appointment slot can be found by right clicking on the waiting list entry and selecting Go to Appointment Alternatively an appointment can be made by selecting Make Appointment double clicking on the waiting list item dragging and dropping the waiting list item onto the appointment book or selecting Move to Appointment Book Front Desk 2014 Note Appointments can be dragged moved to the appointment book at any time not just when an available appointment has been found PAGE 217 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK 3 Waiting List By default the waiting list will only show people waiting for appointments on the selected appointment book day and selected practitioner column The waiting list view options can be changed at any time by clicking the View menu Any selection made under the view menu will be lost once Front Desk is closed Waiting List 28 11 12 View caida am All Practitioners Selected Practitioner Available time found for e All Pr
71. fll Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare OVA Report stock Control d MASE Ba KEGA S ar GT GST Reconciliation fare ole DAR ACCLI ONE A SMA TIRE LA AALAMEAACAIT CVCQTEAT GE 29 FR JIN I DE SK 2014 PRAC IICEeE MANAGEMENI SYOIEM BIRTHDAY LIST Birthday List The Birthday List dialog will appear WB Birthday List Report Type Patient List Mailing Labels Range From 0 Nov To 30 Now Billed E Between 01 11 2012 and 30 11 2012 Group Ey Practitioner Filter J Exclude Archived Patients By Practice 3 Practice Group Robert Jones Practitioner Robert Jones Patient Tracking Help To generate a patient list or mailing labels select the Patient List or Mailing Labels option Enter the From and To dates to specify the birthday date Range select the Between option to list those patients who have been Billed within a specified period of time The gt option lists the patients who have been billed an amount greater than or equal to the amount entered during the billed period Select Non archived Patients Only to list only those patients who have not been archived under the
72. lt BillloAddress3 gt gt lt lt BilllToAddress4 gt gt lt lt BillloPhone gt gt lt lt BillloFax gt gt lt lt LastStatement gt gt lt lt LastInvoice gt gt lt lt LastPaid gt gt lt lt LastBilled gt gt lt lt Current gt gt lt lt 30Days gt gt lt lt 60Days gt gt lt lt 90Days gt gt lt lt TotalBilled gt gt lt lt lotalBalance gt gt lt lt AccNumber gt gt lt lt ClaimNumber gt gt lt lt EmployerName gt gt lt lt DateOflnjury gt gt lt lt Injury gt gt Referring Doctor Medicare Number Medicare Expiry Date Health Fund Health Fund Membership Number Pension Number Veterans Affairs Number GP s Title GP s First Name GP s Surname GP s Full Name GP s Organisation GP s Address Line 1 GP s Address Line 2 GP s Address Line 3 GP s Address Line 4 GP s Phone Number GP s Fax Number GP s Email Address GP s Provider Number Bill to Address Line 1 Bill to Address Line 2 Bill to Address Line 3 Bill to Address Line 4 Bill to Phone Bill to Fax Number Date of Last Statement Date of Last Invoice Date of last time Patient paid Date of last time Patient was billed Current Amount Owing Amount Owing between 30 and 60 days Amount Owing between 60 and 90 days Amount Owing over 90 days Total Amount Billed Total Balance Account Number Claim Number Employer Name Date of Injury Injury INTEGRATION WITH MICROSOFT WORD Referrer Tags l
73. to check on different criteria and is located under the Defaults tab in System Information If a patient who is already in the system is created you will be prompted with the following screen E New Patient General Billing Details Additional Clinical Notes Attachments Full Name john amith Preferred Existing Patient Found Address TE l l There is already a patient in the database with the following details Name Mr John Smith Date of bith 03 11 1973 Date of Birth Addes PO Box Mailing List Walkerville 5 4 5066 rchi Gender ae E Archive Phone Home Mobile SM5 e Would you like to use the existing patient or create a new patient Practitioner Robe THe Nest Apaia Last Appointment Fee Category Standard r No Last Appointment 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 0 00 0 00 Click the Use Existing button to use the patient file already in the system or click the Create New bution to add a second file for this patient Click Cancel to terminate this process PAGE 113 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Bill to third party option WORKING WITH PATIENTS Patient Billing Details Third Party Billing Patients may require their accounts be sent to a third party e g Workcover Department of Veteran Affairs an insurance company or a family member Front Desk 2014 allows for 2 types of third party billing Individual or Linked The Individual option
74. 00 101 00 Swipe card Purchase 101 00 Purchase started Amount 101 00 Cashout 0 00 N PAGE 446 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION fY Tyro HealthPoint Integration Billing lf the EFTPOS purchase is approved you will see the following messages Purchase Amount 101 00 Cashout 0 00 Total 101 00 APPROVED Print customer copy YES 1 NO 2 Processing transaction please wait a Enter PIN d Select account Swipe card Purchase 101 00 Purchase started Amount 101 00 Cashout 0 00 Cancel Transaction Information Tyro terminal returned the following message Status COMPLETE Result APPROVED Authorisation Code 793570 Transaction Reference 161849 OR If you click Cancel at this stage Front Desk will prompt you to swipe the patient s cards once more to cancel refund the submitted HealthPoint claim EFTPOS purchase lf an error or problem occurred with the HealthPoint claim Front Desk will display this error and allow you to select an alternative payment method lf the Print box is ticked on the receipt screen a normal Front Desk receipt will also be printed for the patient A rk A 7 F Prater A r eA AAi A AD A Tineke RAAR A PPR ARAL QU Tr hi AGE 447 FR yN JE ba K At Zi PR Al F M A N AC M E N roYo Vi MANIC S44 MUJIN i hee Oe PMT T AV ive WIiFRINPRAALWNWILIN TT Ww
75. 00 4 55 0 00 0 00 350 00 31 82 500 00 45 45 0 00 Your cash book will sort entries by date and generate the next cheque or reference number automatically To move through the cashbook use the Tab key on your keyboard To move horizontally and or vertically use the arrows on your keyboard To delete a record select that record and press the control Ctrl and Delete keys on the keyboard simultaneously To add information regarding an entry into the Notes field double click on that field Note that if Automatically Calculate GST has not been enabled in Cash Book Setup GST amounts should be entered in the GST column CASH BOOK Cash Book To view and print reports relevant to the Cash Book click the Reports button at the top of the cashbook Cash Book Reports el Cash Book Cash Book Expense Acc Payee Report Report Summary Report The following reports may be viewed E Cash Book Report Details all entries for the specified period of time 2 Cash Book Summary Details the totals of Expense Accounts for the specified period of time Expense Account Report To view the entries regarding a particular Expense Account select a cell within that accounts column and then select this report Bl Payee Report Details the totals for the Payees for the specified period of time To export these reports to CSV or to a Microsoft Excel spreadsheet click the Export button Cash Book Reports Export
76. 00 sooo Help _ A patient Title can either be typed in or selected from the drop down box Use the Person Entity button E to enter details for an entity rather than a person for example Department of Veteran Affairs or Workcover This option will provide one name field rather than the title first name and surname fields Enter the patient s details such as address phone numbers and date of birth use the Tab key on your keyboard to move to the next field To set preferred contact number right click in the Home Phone Work Phone or Mobile SMS fields and select Preferred Contact Number To clear this selection simply select another field or right click and select Clear Preferred Number Phone Home 337 5495 gt rns ee aera Preferred Contact Number Mobile SMS Clear Preferred Number Email Undo Practitioner Robert Jon Cut Fee Category Standard A Lopy Paste 90 Days Select All To enter the patient s Suburb and Postcode double click or press enter on an address line This will display the Select Suburb screen WORKING WITH PATIENTS Zz Patient General Information Select Suburb Suburb BURNSIDE BUNGAREE 5464 BURDETT 5253 BURNSFIELD 5520 BURNSIDE 5066 5417 BURRA EASTERN DISTRICTS 5417 BURRUNGULE 5291 BURTON 5110 BUTE 5560 BUTLER ___ 5605 Start typing the suburb in the Suburb field to reduce the list to only those suburbs starting with the characters entered Altern
77. 05 96 10 D A cf re O Q R A N IT A a f fy A 1 A Pp ro A fT rf A fl AR A gt E A fl E N C 7 a E 7 rAUE 990 mat NT D OK 2014 PRACTICE M ANA GEMENI oYol A Mi ADVANCED FEATURES Medical Specialist Referrals System Information Select the Advanced tab in System Information The Medical Specialist Referrals option should be enabled if your profession requires referrals from a medical practitioner or other health professionals for your services to be paid This option is generally reserved for medical specialists me System Information Network Backup Messenger SMS Email Advanced Advanced Health Fund EFTPOS Medicare s me ian Close E Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title E Additional Info Health Fund Medicare DVA GP Referring Doctor Details Medical Specialist Referrals Medical Special ist O Multiple Locations Referrals option E Steck Control Manage Stock per Location O Email Integration E SMS Integration Patient X rays E Patient Photos Patient Contacts E Quotations Patient Events C Future Billing Sales Processes Defaults for Profession Front Desk 2014 Note You will need to be logged on as Admin to access the Advanced tab Front Desk will need to be restarted for any changes on the Advanced tab to take effect After restarting Front Desk a new GP Medical Referrers
78. 09 2012 150 00 Insurance Plus NAB City 123456 63 00 WPC Bumside 654987 7500 Delete 24 09 2012 275 00 Jett Smith CO Nomvood 564644 0 00 S Ee Print a Preview Export y Group Cheque Help You can view the transactions associated with each cheque by clicking on the plus located to the left of each cheque Cheques may be deleted or edited from this screen Simply highlight the cheque and click the Edit or Delete buttons PAYMENT DISSECTION ff Cheques To delete a cheque and all payments made by a cheque select the cheque then click the Delete button To delete just one particular transaction from the Cheques screen click on the plus sign next to the cheque select the transaction you wish to remove and click the Delete button Note that once a group deposit is deleted any payments that were associated with that deposit will be deleted from the patient s file WE Cheques ES Date From 16 09 2012 To 25 09 2012 F Show Incomplete Group Cheques Only Close Date Amount Drawer Bank Branch Number Balance Edit o m i Scr Delete hallo ack ms S ch Preview 0 00 Export D rint 4 l 24 09 2012 275 e Group Cheque Help Click Preview or Print to generate a Group Cheque Report Click the Export button to generate a CSV or a Microsoft Excel spreadsheet with the cheque details PAYMENT DISSECTION lt 2 Grou
79. 11 2012 Anne Refund 19 03 2013 Robert 30 0 00 Standard Treatment Edit Item 19 03 2013 Robert 5 Payment Received 19 0 27 03 2013 George 0 00 Standard Treatment 23 11 2012 George Write Off 23 11 2012 18 04 2013 Anne 0 00 Initial Consultation and 23 11 2012 Anne Fee Reduction 16 04 2013 Robert 30 00 Standard Treatment 24 04 2013 George 0 00 Standard Treatment RI 24 04 2013 George Payment Received 24 0 E 4 la j Outstanding Transactions Only E Show as Account Primary 90 Days 60 Days Current Balance 50 00 0 00 530 00 530 00 Export This function can be used instead of deleting and re entering the transaction and or payment For outstanding amounts red you may edit the date practitioner item code and fee For items that have been paid blue only the Date and Practitioner fields can be edited If patients are grouped together then the patient s name can be edited but you will need to be in the main biller s file to change these details If the date of an invoice is changed then any transactions associated with it will also be changed e g reductions payments etc Edit Transaction Name Mr John Smith Account Primary Date 19 03 2013 13032013 O OOOO Select the group Practitioner member from the ltem Code Heather Brown drop down box Feter Brown Description FE Robert Smith Fee 30 00 Include GST Reduction Net Fee 30 00 Cancel Help WORKING WITH PATIENTS Z
80. 2013 v Particular days all week Browse Button The Day Selector dialog will be presented as shown below Day Selector Select Days Sunday W Monday Tuesday v Wednesday Thursday M Friday Saturday All Week Weekdays Weekends Select the days to which the rule applies and then click the OK button You can specify a date range as well as the days of the week For example if a practitioner was unavailable every Monday for the next 6 months this can be set in the Frequency section From the Duration section select the All Day option or alternatively if the rule applies to a particular time of the day select the Time Range option and set the appropriate from and to times Frequency V Date Range 08 12 2012 ie to 06 01 2013 gt W Particular days Mon Wed Fri The Repetition section will only be enabled if the Date Range section option is selected This section is used to repeat rules on alternate weeks For example If a practitioner only works every second Saturday set the From and To dates in the Date Range for the week the rule first applies From the Repetition section select Repeat Rule every 2 weeks Select the Forever or Until option whichever applies Repetition Repeat rule every 1 week s Forever Until 08 11 2013 SETTING UP FRONT DESK 2014 System Information Appointment Book Public Holidays To rule out times in the appointment book to indicate public holidays
81. 2013 1 month 3 wks 5 days ago Objective Flex 25 ext 60 Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months George Rogers 11 10 2013 5 days ago c L ry ry Ten IG at 0 patients in queue rai 5 f 5 a E Show All Revisions 7A AS A oN No change moderate levels of pain levels movement unchanged Help X rays stored in the patient file may be accessed from within Clinical Notes by selecting Show X ray Thumbnails Double clicking an x ray thumbnail will open the x ray in a new window which can be positioned manually by the user I Patient Mr John Smith Show All a 7 as le A ia d Invert ra Rotate Swap 28 08 2013 28 08 2013 Diagnostic Report Gaffa General Additional Biling Details Medicare DVA Transactions Future Billing Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes x rays Filter Reminders Warnings Contraindications Clinical Notes Type A A Close yP Lumbar disc bulge Osteoporotic Low pain threshold oe lt All gt x Blood thinners Add Condition Region Stage lt All gt X Date Practitioner Type Condition Region Stage Delete i 21 08 2013 George Rogers y Treatment
82. 9 1 2 3 4 5 bl 7 7 8 9 10 1 14 15 16 17 18 19 20 aa 2 23 4 5 2 z7 k e ae 28 29 30 31 10 00 ami 5 fF s ed e H Clos Closed e N H w Ss a a T J s wl om w EEE m Clos Closed Closed November 2013 ll x wv Cd k li A n ry ry a m ooo eo ooo ok per eet let ee at eae ae r a A het Ue eae cae ee LHe Taek E ant ce Mon Tue Wed Thu Fri Sat Sun a s Clos Closed Closed 1 2 3 WOREETD O Ea eRe LabourDM N EF rH ER 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Clos Closed Closed 18 19 20 2 2 2 24 Iiqa5am 2 2 27 2 2 30 Clos Closed Closed Clos Closed Closed December 2013 Mon Tue Wed Thu Fri Sat Sun 12 m Clos Closed aD a J a 4 i Closed Clos Closed Closed 2 3 4 5 6 7 Closed Clos Closed 9 10 1 12 13 14 15 p 16 17 18 19 2 2 22 23 24 235 2 27 28 2 Clos Closed E January 2014 Mon Tue Wed Thu Fri Sat Sun 2 32 2 5 aa h ee ee E ee G z u m u 2 AmA A w A A O A AA A A TY i h i uw wl 2 i r z FE A SRE SRR 2 Re S 8 eS 8 RB Re Be Re ee ee ee eR FR S oon eae a ee 6 exe Ble a Ge 6 oo ele Bee ete oe oe ry z w N N w x 5 B uv J x RE ul og lt D losed N Closed i ae i 7 o T u eg n v n Clos Closed Closed a 2 8 8 a aa T J 6 7 8 9 10 11 12 1 45 pm E T a Te eee
83. 960 10960 Medicare PCI 960 10960 DVA SM10 F Use default schedule Fee Category A default schedule can be specified for each practitioner by selecting the Use default schedule option From the drop down box select the schedule that will be most commonly used In the Default Item Code column select the most common item code for each fee category from the drop down boxes In the New Patient Item Code column select the most common item code for a new patient from the drop down boxes Generally the most commonly used Consultation item code will be set as the Default Item Code and the most commonly used nitial Consultation item code as the New Patient Item Code Note that certain patient types such as Veteran Affairs and Workcover may have different item codes The default item codes will be used by default when making appointments and billing To set each fee category to the same item code as the first click Copy to all SETTING UP FRONT DESK 2014 2 Practitioners Appointment Book Select the Appointment Book tab from the practitioner file E Practitioner George Rogers Default Items Appointment Book Clinical Notes Default Appointment Type Standard Patient Default New Patient New Patient Default Class Type lt No Default Class Ty No Default Class Type gt Aquarobics iCalendar Integration Pilates Requires a Web Appointment Book installation Enable iCalendar for this practitioner URL http localhost Fro
84. A progress bar will be displayed while the deletion is being processed Claim Type Claim Status Date Range to 27 03 2013 Delete Type PCS State Stored Patient Name 27 03 2013 4 13 pm Nerolie Bob Allocated Lodgement Date 3950 09871 1 1 Referred 27 03 2013 4 12 pm Nerolie Bob Card Number Ref ID 44616 3950 09871 11 44616 Referred Deleting Claim Complete 3950 09871 11 5950 06759 1 1 44621 Claim 4 SSA00c SSA00C ssaoodl SSA00C 5950 06759 1 1 44621 SSA00C Send Reports Once the claim has been deleted you will be returned to the Medicare DVA Claims screen PAGE 507 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE DVA ONLINE CLAIMING Bulk Bill DVA Reports Bulk Bill and DVA reports are available the next business day after submitting a claim There are two kinds of reports available Processing Report provides information relating to the claim and services within that claim Payment Report details the payment to be deposited including the amount and bank account details along with the list of claims covered by the payment Both reports can be requested and re requested as required and are available to download from Medicare DVA for 6 months after they were generated Once these reports have been viewed once in Front Desk they will be permanently stored and will
85. A referrer may be also added directly from the patient screen when adding Medical Referrals On the Medical Referrals tab click the New button To view a list of currently entered GPs Referrers select the browse button to bring up the Search on GP Referrers screen To enter a new referrer click the New button B Patient Mr John Smith Billing Details Medical Referrals Clinical Notes Attachments Referral Date Start Date Period Expiry Date Prac Referrer SE Se New Referral Referrer Dr Sam Smith Medical Centre Click the browse button to Referral Date 04 12 2012 search for a referrer Start Date 04 12 2012 Period 12 Months Practitioner Robert Jones 30 Days Current Balance 51 95 148 05 96 10 Referrers can also be added when making an appointment on the New Appointment dialog Click the New button to the right of the Referral field to bring up the Search on GP Referrers screen To enter a new referrer click the New button on the bottom left corner of this screen New Appointment Tuesday 4 December 2012 Practitioner Robert Smith Patient Mr John Smith ltem 505 lt All Schedules gt Time 3 45 pm Intervals 2 Wide 1 Period 30 minutes App Made 04 12 2012 6 53 am Made By Admin App Type Standard Patient Reminders None L Recall on this appointment Recall Type Missed Appointment App Status Patient Not Arrived Resource lt lt No Resource Selected gt gt Click the New
86. Account iE account Practitioner Robert Jones Primary DVA Date 03 12 2012 505 lt AllSchedules gt Item Code Schedule 530 00 Include GST Description Standard Treatment Reduction Net Fee ltem Description Code Prac Net Fee Payment C Accept Unallocated Payment Robert Jones DVA Claim Bulk Bill Medicare PCI Print E Cancel Help When using the multiple accounts option and a patient has more than one account the Payment screen allows you to choose the appropriate account to be used to record a payment The payment screen has an Account drop down box which allows you to select a particular account The outstanding amounts for that account only will be displayed Select the date range to further filter outstanding amounts during a period of time Account selection From and To date range Payment Mr John Smith F s Account 5103 90 Unpaid Items DVA 50 00 Unallocated Credit Invoice Statement Date range 103 90 Account Balance 01 10 2012 to 31 12 2012 Item Description Prac Billed Owing Allocation 17 10 2012 505 Standard Treatment Robe 51 95 51 95 03 12 2012 505 Standard Treatment Robe 51 95 51 95 C Accept Unallocated Payment titioner Robert Jones 0 00 Print C ADVANCED FEATURES F4 Multiple Accounts Patient File In the transaction tab of the patient card you can view transactions for lt lt All Accounts gt gt or for one account only
87. Add Edit or Delete a following appointment click the corresponding button SETTING UP FRONT DESK 2014 System Information Appointment Book Classes To set up Class Types click the Class Types button Class Types can be used to differentiate between Group Appointments while also allowing a maximum number of attending patients to be set Default Group Physiotherapy Description gt Group Physiotherapy Edit Delete Show Archived Class Types To create a Class Type click Add To edit or delete select the class type and click Edit or Delete Add Class Type Description Pilates Class Max Class Size 20 a a Enter a Description and select the Max Class Size to determine the maximum number of patients that can be booked into this class type When this number is exceeded a warning will appear at the time of booking Information Default Class Types can be specified within each individual practitioner file SETTING UP FRONT DESK 2014 System Information Appointment Book Resources A resource can be a piece of equipment a room an assistant or anything else you wish to reserve for a particular appointment Examples include X ray machine ultrasound gait analysis machine room A etc Once a Resource is in use it is unavailable to other practitioners at that time preventing the double booking of a finite resource To add or edit a Resource click the Resources button on the Appointm
88. Address 107 Flinders Street Suburb Adelaide Postcode 5000 Cancel Help The Bank Account and Postal Details page is displayed MEDICARE DVA ONLINE CLAIMING Pci Claim This page allows bank account details to be entered if EFT was selected on the previous page and allows an alternate postal address to be specified if the cheque or statement for EFT payments is to go to an address other than the one in Medicare Australia s records Click Next to continue Medicare Patient Claims Interactive Step 5 Submit Claim 7 The patient has been asked if they would like the claim to be submitted on their behalf T Claim using Store amp Forward required when claiming outside Medicare Australia operating hours F Print Cancel Help lt lt Back Back Ermm The Submit Claim page is displayed The patient must then give their consent to have the claim submitted electronically to Medicare Australia Check The patient has been asked if they would like the claim to be submitted on their behalf if they agree If submitting a PCS claim check the Claim using Store amp Forward option Click Submit The claim will then be sent to Medicare Australia If the claim is accepted a Statement of Claim and Benefit Payment will be printed if the Print option is selected If the claim is rejected the following screen will be displayed MEDICARE DVA ONLINE CLAIMING amp PCI Claim Medicare Pat
89. Ai Stock Adjustment Exit AK OMX F O IN UESN 1 FAVIIVE VIANAUENIEN A I C IVI ADVANCED FEATURES Fi Stock Control The following details are required for stock control Suppliers code is the code for this item which is used by your supplier and may be required for ordering Unit cost is the last price paid for one of these items Order quantity is the number of these items generally ordered at one time Minimum level is the level which the stock can reach before re ordering is required Date Time is the last time a stock take was done on this product Quantity is the number of items present at the last stock take Current is the current number of stock items which should be available taking into account the number of items available at the time of the stock take number of items sold and number of these items purchased since the stock take As new stock arrives it needs to be entered into the system in order to be able to calculate accurate stock levels Select the Stock Arrival option from the File menu File System Reports Window Help Fa Appointment Book Ctri A 2 Patient Ctrl P a Practitioner Queue d Cash Book 2 Practitioners 4 item Codes ci GFP Medical Referrers system Information Patient Booking Gateway Configuration a Printer Setup ie Exit ltem Codes Schedules Suppliers Stock Arrival Stock Adjustment Click New to enter the details of new stock arrivals WB Stock Ar
90. Appointment amp Receipt Make Appointment amp Bill and Make Appointment are available Edit Gr 7 i m mona Group Appointment Details Recurrence close _ Close Title Group Session Class Type lt No Class Type gt Ad Add Practitioner Robert Jones Max Class Size 0 unlimited Ada New Add New Time 9 15 am App Type Group Session X Resource lt lt No Resource Selected gt gt Intervals 3 Wide 1 Remove Period 45 minutes Print Group Notes a Export Group Patient Details Total Patients 3 A Mr Lindsay Abbott Add Patient Add New Patient Mr Richard Smith Make Next Appointment W Appointment Status b Mr John Smith Reminders b lee ileo Receipt Bill Patient File Clinical Notes Patient X rays X Edit Appointment Change Appointment Delete Appointment Send SMS Send Email Miss Rachael Dangerfield Make Appointment amp Receipt Make Appointment amp Bill Make Appointment Clear Help PAGE 236 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK oe Group Appointments Select the Recurrence tab to repeat the group appointment on a set basis Edit Group Appointment Group Appointment Details Recurrence Recurrence pattern Once Recurevery 1 week s on Add dns V Monday Tuesday V Wednesday Thursday Add Nev Weekly EA _ _ Monthly Friday _ Saturday Sunday acer Y
91. Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months vio comp Auto Complete Show All one ig Show All Revisions Revisions Preview area The Show all revisions option will allow the user to view earlier clinical note revisions Clinical notes will be recorded as a revision of an original note if a change is made after the Edit Revision Period after originally entering a clinical note allowing a reasonable time to complete your notes The Edit Revision Period can be configured on the Clinical Notes tab in System Information The following options are available on the clinical notes tool bar Text Form Field Insert Text Box Font Background Insert Image Drop Down l Sa Clinical Form Field Protect Form Font Size Italic Ctril 1 Symbols 4 4 4 4 EREEREER F Arial i E O nzu amp amp Insert Table Change Font Font Colour Bold Ctrl B Insert Patient Information Check Box Form Field Shading Underline Ctrl U Form Field WORKING WITH PATIENTS Patient Clinical Notes Clinical Symbols can be added by clicking the Clinical Symbols icon or pressing F9 Jy Be Zu amp amp f Y Clinical Notes Filter Current Record Only By Practitioner By Date Treatment 01 10 2013 11 10 2013 Last Modified 01 10 2013 11 10 2013 Patient Information Show Date of Birt
92. Cash 0 00 Chequets 9 Grp Chg Deposit Card EFTPOS HICAPS 0 00 aa Plus Medicare DVA 0 00 Direct Deposit 0 00 Total 62 25 PAGE 201 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM PAYMENT DISSECTION fh Cheques To edit a cheque or delete payments made by group cheques select Cheques from the System menu System Reports Window Help amp Login Security Audit Log Health Funds Standard Letters Standard Messages gt Smut A Occupations a Patient Tracking Categories 9 Recall Types amp GP Referring Doctor Types Q Clinical Notes Templates Clinical Notes Types i Clinical Notes Conditions Regions Stages zz Clinical Notes Quick Buttons E Group Deposits Patient Event Types Messages HICAPS Transactions amp F Medicare DVAClaims a Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund E Group Email Send SMS gt Contacts gt Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator Backup mie GN ROSE Ge Restore from Backup The Cheques screen will display all cheques that have been entered within a specified date range By default only incomplete group cheques are shown Uncheck the Show Incomplete Group Cheques Only option to display all cheques IR Cheques ree Date Amount Drawer Bank Branch Number Balance Edit 24
93. Codes p zm Item Codes GP Medical Referrers Schedules f system Information Suppliers Patient Booking Gateway Configuration 4 Stock Arrival g Printer Setup 5 Stock Adjustment Ge Exit To create a new item code click New To edit an existing item code double click the item code or highlight it and click OK Search on Item Code Search Characters Schedule gc All gt Description Initial Consultation and Treatment Standard Treatment Long Consultation Long Consultation 2 areas Extended Consultation Extended Consultation 3 areas Standard Home Visit Hydrotherapy Show archived Item Codes af New PAGE 432 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Non HealthPoint Item option TYRO INTEGRATION ty Tyro Integration Item Codes Generally the item codes that you use for your professional services and the item codes accepted by Tyro HealthPoint may vary If the Item Code is not the same as the HealthPoint code you will need to enter the valid information in the HealthPoint Code field Note If the Item Code field already contains a valid HealthPoint Code then the HealthPoint Code field can be left blank If you have entered item codes that you know are not covered by health funds check the Non HealthPoint Item option These items will no longer be included in any Tyro HealthPoint claims WA Item Code T500 Item Code HealthPoint Code Medicare DVA Code Extended Code Bar Code T500 5
94. Custom Smartsoft Clinic Smith Mr John DOB 1 7 1967 Address 100 The Parade Norwood SA 5067 Phone H 08 8361 2666 Mobile 0411 222 333 Email john smartsoft com au Health Fund BUPA When printing to a DYMO Label Printer click settings to select the appropriate DYMO printer and label size DYMO Label Printer Settings tree Printer Label Type arge fddress 26 29 mr 11352 Large Return Address 25 x 54 mm 30332 Square 25 x 25 mm 30334 Medium 57 x 32 mm 30374 Appointment Card Business Card 51 x 89 99010 Standard Address 28 x 89 mm Address 36 x 89 mim 99014 Shipping Name Badge 54 x 101 mm 99015 Diskette Large 54 x 70 mm 99017 Suspension File File Folder 15 x 51 mm 99019 Large Lever Arch 59 x 190 mm Click OK to confirm your selection To print an individual DYMO Label click Print Click Preview to view the label prior to printing DACE 117 FR ON IT Hcev on 1 A DDAC IC Z MANACCECMENT CVCTECEM PAGE 11 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS Patient Billing Details Letters To use the standard letter function click the Letter button The following Patient Letter dialog will appear Patient Letter Search Characters Description A Ahaa Letter GP Referral Letter 2 Z Thank you for referring 2 welcome Letter wi Quick Letter OK Cancel Sele
95. Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 0 00 0 00 Upon closing and saving the patient file the following window will appear Information i A Patient Booking Gateway login has been successfully created lf the patient has registered indicating they are a new patient the following window will appear 7 Process Login Request Registration Request Details Registration request submitted Tue 5 Nov 2013 9 41 am waiting for 0 minutes Name Mr Charles Davidson Home Phone 03 4485 6524 Pref Name WorkPhone 03 4488 5498 Date of Birth 22 05 1979 Mobile 0422 222 222 Address 147 Davidson Terrace Fax 03 4485 6525 Eastville VIC 1122 ere Email info smartsoft com au The patient has indicated that they are a new patient If you believe the patient is an existing patient you can click Search to link the patient to Front Desk Search for patient Otherwise click New to create a new patient file using the registration request details Cine ad By selecting the Search for patient option users can search for an existing patient file to link the registration to if required Otherwise click New to create a new patient file using the registration request details PATIENT BOOKING GATEWAY 3 Patient Booking Gateway Logins Click Email to resend the Patient Booking Gateway activation email to the patient Status Date Range Email to be confirmec 08 10 2013 to 05 11 2
96. Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 0 00 0 00 Help Check the Treatment Plan Active option and set the following options By Number will calculate the number of treatments that the patient has had from the start date By Value will calculate the amount billed for each consultation from the start date Start Date the starting date of the current treatment plan for this patient No of Treatments Total number of visits approved Alert After Alert display warning message after this patient has had this number of visits Only track the following items Allows you to track particular Item Codes or Schedules for a treatment plan Treatment Plan Account Primary X Treatment Plan Active By Number By Value Start Date 28 03 2013 X No of Treatments 10 Alert After pis Only track the following items Item Code 0000 Schedule Medicare DVA Ite ok nes WORKING WITH PATIENTS Treatment Plan Report To generate a treatment plan report go to the Reports menu and select the Treatment Plan Report option Reports Window Help s Banking Sheets Shift Reports Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report item Codes Inter Practitione
97. Desk you have taken the first step towards improving the management of your practice With efficient patient processing greater communication better record keeping and accessible practice reporting you can now spend less time managing your practice and have more time for your patients and yourself Developed in consultation with the Allied Health industry Front Desk is constantly evolving to meet your practice management needs Our ongoing success is only possible with your support so please do not hesitate to contact us should you have any feedback regarding our software or support We look forward to our long term professional relationship Yours faithfully Tony Taddeo Managing Director Smartsoft Australia Pty Ltd CONTENTS FEO 213 RUN en SN ee a Ee Een ae ene ae ee ee 3 CONTENTS sareni Caria r cee Saeed eae ieee O es 4 INSTALLING FRONT DESK 20 1A niine tcincddwintastieneiabiuiciedsswerimideaeieannuts 10 Main Licence Installation ccccccccccsccseeceeceeceeceeeceeeseeceeeseeceeeseeseeeeeeseeeseeees 10 Network Licence Installation cccccccsecceccseeceeceeeceeceeeceeeeeeceeeeeeceeeaeeseeeseneas 11 SETTING UP FRONT DESK 20 WA ratte tribe ots tiad si oaeteat siiede a Aleta alieipatdectialaeinde aides 12 Starting Front Desk 2014 for the First TiMe cccccsececeeeeeeeesseeseeteneeeeees 12 DY STS IT ORM AMOMN sccsntacy sce tecetins a O 13 System Information Clinic Information
98. Email Advanced ele Multiple Accounts per Patient _ Default Billing Details on Search amp Patient File Title Additional Info Health Fund Medicare DVA C GPs Referring Doctor Details Medical Specialist Referrals Multiple Locations Stock Control a Manage Stock per Location Email Integration 5M5 Integration Patient X rays Patient X rays Patient Photos Patient Contacts Quotations Patient Events Future Billing _ Sales Processes Defaults for Profession The X rays tab will now be available in the patient file File System Reports Window Help HA smM etQsi QLOMS t A2GASSE RBG cre in Det Aral Mota ica Athens Mr Tc Tsing pene Ghai wn Aste oe fig Cn Preview I aT a A 01 11 2012 06 12 2012 06 12 2012 06 12 2012 06 12 2012 Left Leg Spine Report E To 29 11 2012 Admin Burnside Smartsoft Clinic Thursday 6 12 2012 10 55am PAGE 368 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES F4 Patient X rays To insert an X ray image click Add X ray Locate and select the image you wish to insert and click Open To select multiple X rays hold down the lt SHIFT gt key on the keyboard whilst making your selection You can import images in colour by selecting the Include Colour When Importing Default Greyscale Only option Lookin J Patient X Rays 2 gt Ev FRY a BE kt ena XRay0 jpg XRay2 jpg X
99. From and To dates to view the desired period Select the Date Entered option to view transactions as they were entered into the system Alternatively select the Date of Trans option to view transactions by the date of service Select the By Item option to view transactions that relate to a particular Item Code or Schedule Select the By Practice option to view only the transactions that relate to a particular Practitioner or Practice Group The report may be printed or previewed by clicking the Print or Preview buttons respectively The method of payment can be viewed by clicking the plus to the left of the payment lf the details of each transaction are to be printed select the Detailed option Alternatively if only summary totals are required select the Summary option This report automatically updates whenever the date or any of the filter options are altered To manually update the information after you have selected the report criteria uncheck Auto update and click the Update button WORKING WITH PATIENTS Z Patient Transactions Front Desk 2014 uses several different transaction types to record accounting details A description of these transaction types follows Transfer In and Transfer Out inter practitioner transfers are amounts credited to or debited from practitioners on a patient s account for internal accounting reasons These transaction types are used to help keep track of payments paid in advance to a practi
100. From the drop down box select the field to Search on Generally the patient s surname is used however the following fields are also available Name Home Phone File No Client ID Occupation Address Email Mobile Work Phone Claim No BPAY Ref No Enter characters to search on in the Search Characters field As you start typing a list of the patients will be reduced to fit your search To browse through the patients one at a time use the up and down arrows on the keyboard or the scroll bar on the right hand side of the screen Select the Sounds Like button W if you are uncertain of the spelling If you are searching by a patient s surname and you know the first name then you may enter a search for both the surname and first name by separating each item with acomma For example you could use brown tom to search for Tom Brown Please note that you do not need to type the full surname of the patient for it to appear e g Smi is all you need to type for Smith If a patient has a preferred name entered the preferred name will be displayed in brackets after the first name When you search on Name it will search preferred names and first names If you need to search for patients who have been archived select the Show Archived Patients option To open a patient file highlight their name and select the OK buiton or alternatively press Enter on the keyboard or double click on the patient s name Click the New butto
101. Front Desk go to the System menu and select the EFTPOS Refund option System Reports Window Help amp Login IQ Security A Audit Log s Health Funds Standard Letters Standard Messages gt ST Occupations a Patient Tracking Categories a Recall Types amp GP Referring Doctor Types 1 Clinical Notes Templates Clinical Notes Types i Clinical Notes Conditions Regions Stages J Clinical Notes Quick Buttons 2 Cheques E Group Deposits Patient Event Types 6 Messages 4 Tyro Transactions amp Medicare Easyclaim Claims Pa Patient Booking Gateway Logins EETPOS Refund E Group Email SendSmMs gt 8 Contacts b Q Search Invoices Cash Book Setup 8 Front Desk Office Messenger A Front Desk Word Processor Calculator Backup Restore from Backup Enter the amount to refund and click OK Refund Amount 100 00 You will be prompted to enter an admin password on the Tyro terminal and then to swipe the patient s EFTPOS card and select an account DAR ACCLI ONE A SMA TIRE LA AALAMEAACAIT CVCQTEAT FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM DAC ARR AJE S049 TYRO INTEGRATION ty Refunding an EFTPOS Payment Refund Amount 100 00 Total 100 00 Enter admin password Refund started Amount 100 00 vr Cancel Transaction Refund Amount 100 00 Total 100 00 Swipe card Refund 100 00 Enter admin password Refund started Amount 100 00 Can
102. Group Anne Smith C Practitioner Robert Smith New Patients Patient s default practitioner Practice Group of the patient s default practitioner O Any practitioner Practice Group Anne Smith Practitioner George Rogers The following default practitioner options can be selected for Existing Patients and New Patients Patient s default practitioner Practice Group of the patient s default practitioner Any practitioner Specific Practice Group Specific Practitioner Afri E Fo 5 AANI om Q LARA A ID ART fr LA A A RAC AIT CON Je RAA PAGE 193 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK A Waiting List The Item Code tab allows the user to select the default item code settings to be used when adding New Patients or Existing Patients to the waiting list ge System Information Existing Patients C Item Code of previous appointment Schedule containing Item Code of previous app Default Item Code for patient s default practitioner O Item Code S00 O Schedule Non Service New Patients Default Item Code for patient s default practitioner Item Code 500 C Schedule Non Service The following default item code options can be selected for Existing Patients Item Code of previous appointment Schedule containing Item Code of previous appointment Default Item Code for patient s default practitioner Specific Item Code Specific Schedule The
103. Health CBHS Friendly Society CUA Health Credicare Defence Health Doctors Health Fund AMA Druids Mic Federation Health LMHBA Grand United HBF Health Funds tric HEF Health Funds inc HCF Health Care Insurance Health Partners ssa S S S S Smartsoft Australia Pty Ltd will update the Consolidation list with software upgrades but from time to time you may need to manually add health funds to the consolidated group by checking the box to the right of the Health Fund name The HICAPS report will group all consolidated health funds as per the HICAPS Payment and Reconciliation Solution to aid in reconciling HICAPS payments HICAPS EFTPOS INTEGRATION HICAPS EFTPOS Security To provide access rights for users to view HICAPS Reports and to process EFTPOS Reversals select Security from the System menu System Reports Window Help eb Login Security Audit Lag Health Funds Standard Letters Standard Messages Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Cli Cc Cli cli nical Notes Templates inical Notes Types nical Notes Conditions Regions Stages nical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVA Claims Medicare DVA Payments ARSDRARYP AF Br BHM IE Patient Booking Gateway Logins EFTPOS Refund Group Email Send SM3S Contacts Search Invoic
104. Insert Page Layout Refere s Mailings Review View Add Ins 2 Lie 2 23 2a ee laan SE ae Match Fields 2 Find Recipient Envelopes Labels Start Mail Select Edit Highlight Address Greeting Ins gies ergs wi Creat aigeFidds Blak nE Fle 2 Update Labels Auto Check for Erro Results Preview Results Merge Recipients Recipient List Create SE Letters Write amp Ins wnt ai Page ofl Words 0 S English Australia PAGE 328 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MAIL MERGE WITH MICROSOFT WORD 2007 2010 2013 7 The Mail Merge Helper will appear on the right hand side of the document Documen t3 Microso ft Word non commercial use o x ld DE ru J F E Home Insert Page Layout References Mailings Review View Add Ins CR Copetesl9faeleuwies 2 4 i Match Fields 2 Find Recipient Envelopes Labels Start Mail Select Edit Highlight Address Greeting Insert Merge review Finish amp Create Merge Recipients Recipient List Merge Fields Block Line Fieldy Update Labels Results Auto Check for Errors Merge Campaign Create Start Mail Merge Write amp Insert Fields Preview Results Finish Marketing z Mail Merge were Select recipients Use an existing list Select from Outlook contacts Type a new list Use an existing list Currently your recipients are selected from Names txt Select a diffe
105. Inter Practitioner GFP Medical Referrers List HICAPS Report Medicare DYA Report Se Ba BPM bOrag ar me A stock Control d GST GST Reconciliation m A AT ARO A a jT m m AMAA Arm A ATA m Al AAR AA ALATA R DAGE JAQ R A NI C re DN p Pp ACO CE l N ANIAGER il N eve E A j AU C A e piji eD rA j G r AL UC ove eA RACE Vit iN he i am ANJE LOQO ENJ IN i bS Me te EN ee Pia II La INVI Al VAULIVIEIN EG V ww i LAV STATEMENTS INVOICES Statements Invoices The Statements Invoices dialog will appear WW Statements Invoices Statements Invoices Statement Type All Statements Statements that have not been printed for 4 weeks statements Statements not printed for 14 days Owing Ata C All outstanding transactions including payments in this period From 31 10 2012 To 30 11 2012 Include transactions on Statements upto 30 11 2012 A cain Billing Hide reduction transactions Include staternents with credits only Filter Patients by rl Range From john To Mrs Zerella Marjori Fee Category Standard By Practice Practice Group Robert Jones Practitioner Robert Jones Statement Types 1 To print a statement for all patients who have amounts outstanding select All Statements 2 To printa statement for patients who have amounts outstanding and have not received a statement in the last 4 weeks select St
106. List function generates a list of patients whose details correspond with a variety of selected options WB Patient List Patients All O Mailing List Include linked patients Filter Exclude Archived Patients O Archived Patients Only C By Default Practitioner Practice Group George Rogers Practitioner George Rogers E By Fee Category Standard E By Health Fund BUPA C Gender E Age between C By GP Patient Tracking C Patient Tracking Description Inc if all Exclude Active Inactive Patients Sending SMS and Emails through Front Desk Reports Patient List Report Type Patient List E Show File Numbers 0 Mailing Labels Transaction Filtering E Trans between 01 10 2013 and 31 10 2013 E By Item Item Code 10960 Medicare Standard cons Schedule Non Service E Transaction with Practice Group George Rogers Practitioner George Rogers Appointment Filtering E Appoint between 01 10 2013 and 31 10 2013 E By Appoint Type C Appointment with Practice Group George Rogers Practitioner George Rogers ADVANCED FEATURES Sending SMS and Emails through Front Desk Reports Click SMS and a screen similar to the Group SMS List will appear This allows you to send the same text message to many patients Note Only patients who have a mobile number recorded will appear on this screen j A Select SMS Recipients Select Title
107. M Expired W Processed 90 Days 60 Days 30 Days Current Balance 0 00 51 95 0 00 321 95 373 90 Help ADVANCED FEATURES Fi Stock Control Select the Advanced tab in System Information The Stock Control option should be enabled to keep a track of stock levels and details of suppliers and stock If you are using the Multiple Locations option you can Manage Stock per Location by checking this option which will record individual stock levels at each location E System Information fos Network Backup Messenger SMS_ Email Advanced ac Advanced Health Fund EFTPOS Medicare Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title Additional Info Health Fund Medicare DVA GP Referring Doctor Details C Medical Specialist Referrals Multiple Locations Stock Control Stock Control and Manage Stock per Location Manage Stock per C Ernail Integration Location options C SMS Integration C Patient X rays Patient Photos Patient Contacts Quotations Patient Events Future Billing Sales Processes Defaults for Profession You will need to restart Front Desk for the changes to take effect Go to Item Codes from the toolbar or from the File menu Fie System Reports Window Help AAB SS M O s eC0cege ADAM Biseiaekz Select an item code that requires stock control from the list Search on Item Code Search Characters Schedule lt lt All gt gt Desc
108. MAIL MERGE WITH FRONT DESK WORD PROCESSOR 0scecceeeeeeeeeeeeeeeeesseeeeeeas 315 Creating a Mail Merge letter ccccccccsecccceececeeeeceeeeeceesesseeeeseeseseeesseeesees 315 MAIL MERGE WITH MICROSOFT WORD 2003 c c seceecseeeeeeeeeeeeseeeeeseeeeeeseeeeeeas 318 Creating a Mail Merge letter ccccccccsececceeeeceeceseeeeeseseseeeeeseeeeseneesseeesees 319 Creating mailing labels using Mail Merge cccccseeceseeeeceeeeeseeeeseeeesseeeeeees 322 MAIL MERGE WITH MICROSOFT WORD 2007 2010 2013 cccceeceecseeeeeeeeeeees 324 Creating a Mail Merge letter ccccccccsecccceeeeceeeeseeeeeceseseeeeeseeeeseeesseeesees 325 Creating mailing labels using Mail Merge cccseccceeeeeceeeeeseeeeseeeesaeeeeaes 328 ADVANCED FEATURES paseron a A E iE 330 Advanced Tab System Information ccccccseececeeeeseeeceeesseeeeseeeessaeeesees 330 Multiple Accounts System Information cccccsecccseeeeceeeeeseeeeseeeesseeeseeees 332 Multiple Accounts Patient File ccccseccseceseeeeeeeeeeeeeeeseeeeeeeneeeneeeneeeaeeenees 334 Medical Specialist Referrals System Information cccccsseeeeeeeeeeeeeeeenees 339 Medical Specialist Referrals sanre e EE 340 GP Referring Doctor TYDES cccceecccsececceeeeceecesseeeeceueesseeesseeeeseueesseeesaes 342 MISSING Medical Referrals s2cetssccmct oes enietee eed susive hadi oet en iateedencdt eee se 345 GP
109. MESSENGER siischense caatiaod seesntcdenstuacdsenne aei aeria aias 256 Front Desk Office Messenger multi user installations only ccceeeeees 257 BANKING SHEETS SHIFT REPORTS pansinin i seine 261 Banking Sheets Shift REDOrts cccccecccseccceeecceeeceueeceeeceuseseeeeeeessueensess 261 TRANSACTION LOG niriana aa a a 265 Transaction Kole cea iape E E N tren eres 265 STATEMENTS INVOICE S vast aetitrcusaatoreiatia ctr ae a t 268 Statements INVOICES aciui a a a 268 AMOUNCOWINO AFRODOM eirian a A nee ere remnant 270 ACCOUNT Balance Repor ciers ar a 271 MVOC O a E A ht aati tick eect eee thea seta 271 GST DOO eesin E oan lastam E 272 Cash BOOK SOU cscs orseteisiecceuecoeaeienieetae eee Oe 272 CaS BOOK 2a etait ea O 275 BIELINGS REPORT pre ene rece a ence ee cn De ee 277 BINOS REDON arnee heenaeeie cena leona eis deneneadenan ees aenanaeeaenaneesaenanae 277 TREND ANALY O nn a Cn HEN fae Etat ORR PENNE fare CPE 279 Wend ANAVI S aisctasanmesuracntentaanntuntaanntenhaanntuntaanntenhaanstuntaanntenhaanstuntaanntenhaanntentas 279 TIME MANAGEMENT PEPORT itcniwcstteceeeuicntoneiteteweuieniacchtetuneubeniecciteieeeuetieneidedels 282 Time Management Report n nnannennennannannanranrnrrnrrnrrnernrrnernrrnrrnrrnernrrnernernerner 282 INTER PRACTITIONE Rer aia i 283 MEP FACTION CN riaa a A 283 GST RECONCILIATION secare n E EE EED 284 GST RECONCIIAUON wisiticedtenstrcien cite aa a ae 284 RECALL PATIENT LIST asia ttateis
110. Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins Group Email Send SMS b Contacts gt Search Invoices FP Fae BPR ADRAKYE Cash Book Setup Front Desk Office Messenger A Front Desk Word Processor Calculator Backup Restore from Backup To create a new template click the Add button New Patient Assessment SOAP Notes Hel Show old style templates PAGE 174 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS th Clinical Notes Templates The following window will appear Standard template recommended Old style template this functionality will be removed in the future Chart template Choose Standard template recommended to create a History or Treatment template and click OK The Old style template option should only be selected in consultation with Smartsoft staff The Front Desk Word Processor will be displayed as shown below Enter the template using the desired formatting such as text fields drop down fields checkboxes tables and Front Desk letter tags WR History template Front Desk Document 9 i File Edit View Insert Format Tools Table Help WHumansti2ieT 12 e M Or B Bs Usa NB au aama L KALRA 5 a G BG JO A cag age ges 166171 1g a HEEEA tT Asa 2 Dae informed Consent SSS a 2 rita Stats a a GENERAL HEALTH Normal hyroid dysfunction O Cardio vascular disease O e
111. Mr Leigh Garner N Mr Roger Saccone S Mr Garry Iannace S Mrs Marlene Saliba S Mr David Sampson S Mrs Nancy Gallasch F Heather Brown Mrs Maureen Alexander S George Rogers Mr Brod Tarca S Mrs Maureen Alexander N Mr Damian W Young F Mr Mark Jamieson S Mrs Maureen Alexander H Mrs Angela Hill N i Mr Frank Kowald F A b Mrs Joanne Quinlan F Mr Phil Alexander H Mrs Maureen Alexander F Mrs Kathy Tennyenhuis S Miss Natalie Allan S Mr Mark Jamieson F Miss Gwen Brearley S Miss Suzanne Lacey S Mr Phil Alexander F Mrs Maureen Alexander S IM Mr Christopher Rossi 5 Mrs Antoinette Alexander N Mrs Sylvia Dall H Miss Stephanie Randalll W Mrs Meredith Makin F gt d q Mrs Maria Hamilton N 8 Appointment Details g3 Practitioner Queue bal Reminders Notes Waiting List E Messages 2 Practitioners Sy Reports amp utilities i Mr Peter Ladhams S Mr Phil Alexander S Mr Mark Callins S Mrs Angela Iannace S Mr Robert Walsh H Mr Neville O Brien S Mrs Teena Ireland S Miss Nicole Keen N Mrs Barbara Jarrett F Dr James Eldridge S Mrs Maureen Alexander
112. Nest Recall No Next Recall Nest Appointment Tue 27 Now 2012 4 00 pm amp a la days ad Practitioner Robert Jones Last Appointment Mon 12 Mow 2012 2 45 pm Fee Category Standard i wk 2 days ago 90 Days 60 Current Balance 0 00 0 5 0 00 0 00 The following screen will appear Patient Tab Order Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions Tracking Appointments Quotations Highlight the tab you wish to move and use the up and down arrows to change its position Click OK to save these settings CO FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Full Name option WORKING WITH PATIENTS F4 Patient General Information When editing the Full Name field the Full Name dialog will open with the cursor positioned in the appropriate field This enables Title First Name Middle Name Surname and Preferred Name to be entered The Full Name dialog can also be opened by clicking on the Full Name button WA Patient Mr John Smith General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions y Close Mr John Smith Preferred L E Seach Full Name Title Mr First Name lohn Middle Name Surname Smith Preferred 4days Practitioner Robert Jones Last Appointment Mon 12 Now 2072 2 45 pm Fee Category Standard 1 wk 4 days ago 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 0
113. PATIENTS Z Patient Clinical Notes Clinical Note Type select Type Standard Note includes text images tables fields etc Treatment ka L Copy Current Note ETE The Treatment note type is generally used to enter notes regarding the patients consultation The History option allows you to enter notes regarding the patient s past injuries or conditions Clinical Note Type Select Type Standard Note includes text images tables fields etc Treatment Chart E Chart Copy Current Note Chart allows the user to insert a diagram or image where annotations such as text lines shapes or freehand drawings can then be added The Copy Current Note option allows users to copy the currently selected clinical note into a new note which can then be expanded upon Click OK to add the new clinical note The created clinical note will be dated and sorted on the left of the screen Information can then be added into the main body of the note to be recorded To create additional notes select the Add button as required Clinical Note with Attachment WORKING WITH PATIENTS 2 Patient Clinical Notes Attachments can be added to a patien s clinical notes by clicking the Attach button from the right hand menu WB Patient Mr John Smith Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months Clinical Notes Attachmeng
114. Patient Tracking Categories To set up standard tracking categories select Patient Tracking Categories from the System menu as shown below System Reports Window Help Login Q Security A AuditLog s Health Funds Standard Letters E Standard Messages gt S Occupations w Recall Types amp GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages J Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types 3 Messages HICAPS Transactions GF Medicare DVAClaims a Medicare DVA Payments Patient Booking Gateway Logins EFTPOS Refund A Group Email SendSMs gt 8 Contacts gt Q Search Invoices Cash Book Setup 8 amp 8 Front Desk Office Messenger A Front Desk Word Processor Calculator Backup Restore from Backup To create a tracking category click the Add button E Patient Tracking Categories ra Ea i Description T Close ET Arthritis Child Eddies Diabetes EI bow Delete Head Aches Knee Pregnancy lt Help Enter the description into the Tracking Category field and click OK To edit or delete a tracking category select that particular category and click the Edit or Delete buttons New Tracking Category Cancel Tracking Category Heart Condition WORKING WITH PATIENTS Zz Patient Attachments Select the Attachments tab fro
115. Processes Defaults for Profession Once this option is selected you will have the new Practice Locations tab in System Information To create a new location click Add to change the description of a location click Edit and to remove a location click Delete Select your particular location from the Your Location drop down box If Multiple Locations has been enabled and Your Location has not been selected a warning will be displayed when starting Front Desk and it will not be possible to process any transactions until this has been fixed E System Information Standard Accounts Practice Locations Account Mi 4 Description Code Medicare Location Burnside OBUR City cIT Your Location Set Your Location Burnside Burnside ADVANCED FEATURES Multiple Locations Reports The following reports can be generated By Location Ss Banking Sheets Shift Reports fj Transactions Billings Report p Trend Analysis T Multiple Locations Security Select Security from the System menu To give access to users for a particular location only select the username and click Access Select the Practice Groups Locations tab Access Jo Patient Tabs Web App Book Appointment Book Booking Gateway General Reports Clinical Notes Practice Groups Locations Practice Groups Cancel V Access to All Groups Locations Access to All Locations By default
116. Reports Ali Transaction g Statements Invoices Billings Report Ea TrendAnalysis Recall Patient List A Active Inactive Patients Birthday List da Patient Referrals Patient List Events Report amp y Time Management Report Treatment Plan Report 4H item Codes 8 inter Practitioner 1 GP Medical Referrers List HICAPS Report Medicare DVAReport Fi Stock Control b GST GST Reconciliation Select the date range you wish to view W Time Management Report Lo E Es Feriod Ss Close From 1610 200 e To 22 10 2010 a g Print Exclude Group Appointments E Preview Group Appointments count as single appointment Filter C By Practice Practice Group Peter Brown Group 2 Practitioner Dr Robert Smith Breakdown By ltem Code Bp Appointment Type If a time management report relating to a particular practice group or practitioner is required then select By Practice and the relevant Practice Group or Practitioner Group Appointments may be excluded by checking Exclude Group Appointments If you want to include Group Appointments they can be counted as a single appointment or individual appointments by checking or unchecking Group Appointments count as single appointment From the Breakdown section select how you wish to view the report By Item Code or By Appointment Type This report may be Printed or Previewed by clicking these buttons INTER PRACTITIONER
117. Reports Fe Appointment Book Ciri A 2 Patient Ctrl P EA Practitioner Queue Cash Book 2 Practitioners aF item Codes t Z Item Codes GP Medical Referrers Schedules f system Information Suppliers Patient Booking Gateway Configuration H Stock Arrival g Printer Setup A Stock Adjustment Ge Exit To create a new item code click New To edit an existing item code double click the item code or highlight it and click OK Search on Item Code Search Characters Schedule lt All gt gt Description Initial Consultation and Treatment Standard Treatment Long Consultation Long Consultation 2 areas Extended Consultation Extended Consultation 3 areas Standard Home Visit Hydrotherapy Show archived Item Codes ou 2 PAGE 406 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Non HICAPS Item option Non HICAPS Item Include GST by default Special GST rate HICAPS EFTPOS INTEGRATION ay Setting up HICAPS Item Codes Generally the item codes that you use for your professional services and the item codes accepted by HICAPS may vary If the Item Code is not the same as the HICAPS code you will need to enter the valid information in the HICAPS Code field Note If the Item Code field already contains a valid HICAPS Code e g 001 then the HICAPS Code field can be left blank If you have entered item codes that you know are not covered by heal
118. Schedule Non Sernvice Practitioner George Rogers E Transaction with Practice Group George Rogers E By Fee Category Standard 21 1D Practitioner George Rogers E By Health Fund BUPA a C Gender Appointment Filtering E Age between and 100 E Appoint between 01 10 2013 and 31 10 2013 E By GP E By Appoint Type Patient Tracking EO Appointment with Patient Tracking Practice Group George Rogers Practitioner George Rogers Select All to list every patient Check the Include linked patients option to add all linked patients to the list as well Select the Mailing List option to list all patients with the Mailing List option ticked on the General tab in their patient file select either Patient List or Mailing Labels depending on the layout you require select Show File Numbers to include patient file numbers on the report Exclude Archived Patients is selected by default Remove this selection to include archived patients To view a list of only archived patients select the Archived Patients Only option PATIENT LIST Patient List lf a Patient List relating to the patient s default practitioner or practice group is required then select By Default Practitioner and the relevant Practice Group or Practitioner Select By Fee Category to list only those patients of a particular type e g concession patients Select By Health Fund to list only those patients under a certain health fund Select Gen
119. Stephanie Randall S Mrs Dianne McCabe S Miss Stephanie Randalll S Closed Closed Robert Jones anne Smith Heather Brown George Rogers I Reports amp utilities All Practitioners Admin Smartsoft Clinic Front Desk 2014 Note Monday 21 10 2013 9 25am The appointment book will only show one practitioner s columns at a time when viewing the appointment book by week or month PAGE 208 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Week buttons APPOINTMENT BOOK a Working with the Appointment Book Month View For the appointment book to appear in monthly view click the Month button above the calendar To view the appointment type statistics for a month place the mouse pointer over This Month or the required week number you wish to view This Month button I Appointment Book October 2013 Robert Jones d e we gt gt 299 E Privacy fnis month Nov13_ Dec13 C Jani4_ Febi4 maris apris mayis Junia Juris Augis sep14 Oqt14 Novis Decis Janis Febi5 maris apris may s Junis Jui15_ Aug15 J sep15 C O t15_ J _Nov15 NAA 1 3 5 6 7 8 9 o 1 1 3 14 15 1 21 6 7 28 29 Month buttons October 2013 9 00 am N Closed Closed S Clos Closed n zs gt n Mon Tue Wed Thu Fri Sat Sun 315a
120. Transactions amp F Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund E Group Email SendSMs gt B Contacts r Q Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor amp Calculator Backup Restore from Backup The following window will appear RA Patient Event Types Description gt ote N X Ray To create a patient event click Add To change an existing event click Edit and to remove an event click Delete New Patient Event Type Description Patient Letter Colour O Yellow Text Colour W Black PAGE 356 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Patient Events Report To generate a patient events report select Events Report from the Reports menu Reports Window Help s Banking Sheets Shift Reports Ali Transaction g Statements Invoices Billings Report EI TrendAnalysis Recall Patient List M Active Inactive Patients Birthday List dE Patient Referrals Patient List a Time Management Report Fj Treatment Plan Report 4 item Codes Inter Practitioner rs Future Income GP Medical Referrers List HICAPS Report GF Medicare DVAReport Stock Control gt GST GST Reconciliation The following window will appear Note v Patient Tracking Inc if Inc if all Exclude
121. Word Processor Calculator Backup oe BN Bera Restore from Backup To create a new condition click Add rFAUE locs Clinical Notes Conditions Regions Stages p gt oe 2 A U aA Ar TR 4A Pp R ACY i Oa S rnA U U L lm AAAALAMPERAACAIT QCVOTE i N A N AG E N N I SYST VANAUGUENENT SOYSOIE M WORKING WITH PATIENTS ith Clinical Notes Conditions WB Clinical Conditions Regions Stages Condition Region Stage Show Archived The following window will appear Add Clinical Condition Condition Region Stage Practitioners Description Moderate pain Colour W Red E Archived Enter a description and select a colour to represent this condition within clinical notes Select the Practitioners tab This section enables you to set access rights for the condition By default all practitioners have access to new conditions Moving practitioners to the left will remove their access to the condition Practitioners on the right have access to use the condition WORKING WITH PATIENTS Clinical Notes Conditions Add Clinical Condition Condition Region Stage Practitioners All Practitioners Practitioners who can access this condition region stage Anne Smith George Rogers E Archived Heather Brown Robert Jones Once completed click OK i Clinical Conditions Regions Staqes Condition Region Stage Moderate pain Show Archived The ne
122. Word Processor or Microsoft Word Click Email to send an email to those patients with an email address Click SMS to send SMS messages to those patients with a mobile number Front Desk 2014 Note Front Desk 2014 Practice Management System supports 3 export formats CSV with Header CSV without Header Microsoft Excel We recommend selecting the CSV with header option when exporting to Microsoft Word Depending on the version of Microsoft Word there are times when this format is not suitable Please select one of the other formats in this situation or use the Front Desk Word Processor for mail merging instead P my DAGE 993 AC 0l m a jT A Avia A Arm A ATIAMm RA AAIAAMmMRRIMAIT AVATEAI FR YN ESK 20 4 DRA i j M AN AGE M E N ISYSI MI NVJINI VLON AU io4 FI AVL ITIVE NANAUENIENT OTOILEWW ACTIVE INACTIVE PATIENTS Q Active Inactive Patients The Active Inactive Patients report generates a list of patients who either have been to the clinic within a specified period of time Active or have not been to the clinic within a specified period of time Inactive Click Active Inactive Patients on the toolbar File System Reports Window Help RBS Aa Gln acode A 7 GDA IE giao Active Inactive Patients or from the Reports menu Reports Window Help Ss Banking Sheets Shift Reports fll Transaction Statements Invoices Billings Report Trend Analysis Recal
123. a 243 PaCKAPPONIMERN oine eieol neon rien ween mieohmuenh aera 243 Appointment Book FUNCTIONS cccccceccseeeseeeseeeseeeseeeneeeseeeseeeseeeseeeneeeneeenes 244 Make Next Appointment ccccccceccseeceseceeecceeceueccueccuseeseceuseegeeeseseueseeesaaes 244 CONTENTS APPOINTMENT BOOK rbiticsiiu ede cut tase taro ui wnat aran uiaure to aaculaaeintanaa 245 Appointment Book FUNCHONS ts card icc ciindee ciara aia ads 245 Appointment Scheduler c cccccceececeeeeccseeecaeeecceeeeceeeecceareceeeescenescearenees 245 APPOINTMENT SIAIUS enering E E EEEE 245 APPONIMEN REMING ieoten en TET T 245 ROC DES 245 B Reece a er en eee eerie ee ea ee een e Care ecm Ree en ree aay eee re meee ee 245 GIG MIC E eiie E Doce seeie tants es E N 246 GIN Cals NOES eerren ore E E T E E 246 Editing Patient APPOINTMENTS siysesisiinsius inaa aa at 246 Rescheduling Patient Appointments ccccscccsececssecseeeceeeeceecsueeceueeeeeesaes 246 DElEUNG An ADDOINIMCN essa a A wean 246 SNOWING S aan NOA 247 SONE MAA a oT CES cE Oe Ee ee 247 SERO M rde ee E ee ee er 247 Copying to Day Notes Reminders and Clipboard ccccccseeeeeeeeeeeeeeeeees 247 BUM OA PAC ec tctets cette a a ened eeae dicta eei 247 PODOINMIMENLE StS sini seis es eae eee 248 Wep ADPOINIMENT BOOK nsin sccaer iis eet ace ies oe eel 249 Web Appointment Book Installation cccccccccsececeeeeneeeseeeeceeeeeeeeseeeeseeenes 250 FRONT DESK OFFICE
124. a Wt New Patient Referral doc My Recent MW Than kyou for referring letter cdoc Documents Desktop il My Documents A bes My Computer AL File name Monthly Recalls dac My Network e Places Save as Eype Word Document doc Cancel Saving the document on your computer allows it to be reused in the future if necessary MAIL MERGE WITH MICROSOFT WORD 2007 2010 2013 Creating mailing labels using Mail Merge 1 Select the required information from a report for instance the Patient List report and click the Mail Merge button 2 Select MS Word Document and click OK 3 From the Save As drop down box select the location where you wish to save the patient details e g My Documents Save ir F Documents 2 egg Name Date modif Type Size Tags DACT Body Charts di Contact List m Fax m Letters My Data Sources Ji Mly Recerved Files A Mly Stationery m Patient Photos di Readiris m REG Backup idi Scanned Documents di Updater idi Updater5 My Sharing Folders File name Patient Names tet Save button Save as type Text Files txt 4 Enter a name in the File name field and click Save to complete 5 Microsoft Word will automatically open if it is installed A new document called Document will appear 6 Go to the Start Mail Merge menu and select Step by Step Mail Merge Wizard a WI ws Documen t3 Microso ft Word non commercial use a xX me
125. aioe ll umaameacual Contraceptive SOCIAL HISTORY a Results oni O a e Fon mE m Ma m M i URS LLELE C CO ic a L D G COE EED Lo L EE a Page 1 1 Line l Column 1 Once completed close the Front Desk Word Processor The following message will be displayed Select Yes to save No to close without saving or Cancel to return to the template PAGE 175 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS I Clinical Notes Templates The Clinical Notes Template dialog box will be presented as shown below Enter the Description of the template and select the Note Type this template will be available for Edit Clinical Notes Template Template Practitioners Description Note Type OK New Patient Assessment History r Template Cancel Edit 11 10 2013 re Pregnant Marital Status Remarks Current History Select the Practitioners tab This section enables you to set up access rights for specific templates By default all practitioners have access to new templates Edit Clinical Notes Template Practitioners Practitioners Full List Practitioners with access to template Robert Jones George Rogers Heather Brown Peter Brown Robert Smith Select the practitioner who requires access to this specific template from the list on the left and move them to the right hand side by using the arrow buttons The drag and drop technique may also be used
126. allocated to pay any specific item or payments made in advance Received Other is the received amount for a period excluding GST and Received Unallocated amounts Billed Other is billed amount for a period excluding GST billed amounts Total Billed is the total billed including GST Net Billed is the total billed minus reductions write offs GST reductions and GST write offs Total Received is the total physical amounts received including GST and any payments made using patient credits unallocated amounts WORKING WITH PATIENTS 2 Patient Transactions Write Offs Write offs are amounts credited to a billed item if you wish to clear an owing amount A write off can be used if a debt is unrecoverable or if a correction is required on an account To perform a write off click the Write Off button Enter the amount to write off in the Write off Amount field To allocate this amount to the oldest outstanding item s select the Auto Allocate button The write off function can also be used to add reductions to items For the amount to be recorded as a reduction select the Fee Reduction option Write Off Fee Reduction Process as Write Off Amount Fee Write Off 38 00 Reduction Fee Reduction option Allocation Amount Clear Auto Allocate fem Destin Pre filed Owing Allocation 21 03 2013 500 Initial Consultation and Treatment Anne 38 00 38 00 Ti Manually allocate Full P
127. amount and when refunding EFTPOS amounts Users wishing to take advantage of this functionality need to set up a new item code to be used for an EFTPOS surcharge This EFTPOS Surcharge Item Code should then be selected on the HICAPS EFTPOS tab in System Information E System Information mo Ea HICAFS EFTPOS Medicare Online HICAPS Terminal SEO A Test terminal connection Synchronise E Log transactions to file C Program Files Front D Don t print regular receipt when billing HICAPS Print HICAPS receipt on terminal Enable WorkSafe Victoria claiming EFTPOS Surcharge Item Code SURCH Select EFTPOS Surcharge Provider Merchant Numbers for EFTPOS paneees Name Number George Rogers 0909818T Robert Jones 05541914 Robert Smith 214 7561K HICAPS EFTPOS INTEGRATION D HICAPS Report To generate a HICAPS report select HICAPS Report from the Reports menu Reports Window Help S Ai ey B in ca Kt il a Ei aJ ER E 4 Banking Sheets Shift Reports Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner Future Income GP Medical Referrers List Ge HICAPS Report am Fi GST Medicare DVA Report Stock Control GST Reconciliation Select From and To dates The
128. an amount that was paid by EFTPOS go to the System menu and select the EFTPOS Refund option Deleting an EFTPOS payment from the Transactions tab on the patient file will also prompt to process an EFTPOS Refund System Reports Window Help Login Security Audit Log Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates EBPs EN t NFO Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EETPOS Refund A Group Email SendSMs gt B Contacts gt Q Search Invoices Cash Book Setup 8 Front Desk Office Messenger A Front Desk Word Processor Calculator Backup Restore from Backup Enter the amount to refund and click OK EFTPOS Refund Refund Amount 50 00 Practitioner Robert Jones You will be prompted to swipe or insert the patient s EFTPOS card 25 Oct 2010 16 18 52 SWIPE INSERT CARD Txn Delivered By TRISTAN7 PAGE 425 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM HICAPS EFTPOS INTEGRATION e EFTPOS Surcharge For practices with an EFTPOS surcharge fee set up on their terminals Front Desk will take this into account when recording the payment
129. appointments in this period If the appointment scheduler waiting list and Patient Booking Gateway are permitted to schedule appointments within the rule area select Available for Scheduler Waiting List Booking Gateway Show Appointment Book Grid Lines adds grid lines to areas blocked out by appointment book rules This feature is useful if appointments are to be made within appointment rules lf the rule applies to all practitioners select the Clinic option Alternatively if the rule only applies to a particular practice group select the Practice Group option and from the drop down box select the appropriate practice group The same applies if the rule applies to a particular practitioner select the Practitioner option and from the drop down box select the appropriate practitioner If the rule only applies to one column for a practitioner check the Particular column option and specify the column number Apply to gt Clinic Practice Group Practitioner George Rogers Particular column lt Particular Column SETTING UP FRONT DESK 2014 B System Information Appointment Book Rules In the Frequency section select the time period for which the rule applies Either select the Date Range option with an appropriate from and to date or if the rule only applies to certain days then select the Particular days option as shown below and from the browse button L select which days Frequency W Date Range 08 12 2012 to 06 01
130. available options include Allow patient to book in all Group Appointments Don t allow patient to book in Group Appointments Allow patient to book in the following classes WORKING WITH PATIENTS F4 Patient Appointments Print The Print button generates a print out of the patient s appointments Print Appointments Print Future Appointments Appointment Schedule Print Past Appointments J Print All Appointments 0 Print Appointments in Date Range 21 10 2013 to 21 10 2014 a Ga Print Future Appointments will print the patient s future appointments Print Past Appointments will print the patient s appointment history Print All Appointments will print all the patient s appointments Print Appointments in Date Range will print patient appointments from a specific date range To change the print layout of appointments go to System Information and select the Paper Size tab followed by the App Sched tab The Sch Label button prints the next 5 appointments onto a business card sized label Select the label you wish to print on and click the OK button The required labels for this print out are Avery Laser Labels AV93 8101 DL24 To adjust the alignment of labels go to System Information and select the Printing Layout tab E Appointment Label Card 2 Card 10 Card 18 Card 3 Card 11 Card 19 Card 4 Card 12 Card 20 Card 5 Card 13 Card 21 Card 16 Card 24 Avery Laser Labels AV93 8101 DL24 WORKIN
131. be set on the Clinical Notes tab in System Information Additional restrictions can be made on the access to clinical notes for particular practitioners on the Clinical Notes gt Security tab of the Practitioner dialog FRONT DESK 2014 SECURITY T Setting up Users To set the user s access to different tabs in the patient file select the Patient Tabs tab Access George Clinical Notes Practice Groups Locations OK 7 OK Patient Tabs Web App Book Appointment Book Booking Gateway General Always accessible Cli i ee ick the All button to give access Additional Al 4 rights to all reports Billing Details Medicare DVA Medical Referrals Transactions Future Billing Quotations Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes see Clinical Notes tab X rays Patient Privacy Options Show Address Show Phone Numbers Show Email Address File Label Printing Access to patient tabs can be adjusted by ticking or unticking the desired section Patient Privacy Options can be used to restrict user access to patient information in the patient file PAGE 97 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM FRONT DESK 2014 SECURITY a Setting up Users To set access to the Web Appointment Book select the Web App Book tab Access George General Web Appointment Book Access Allow full access all Practitioners and Practice Groups O Allow access to Practic
132. bills and payments are printed by default or on request Name Mr John Smith Account Primary Date 12 11 2012 Practitioner Robert Jones Item Code 505 lt All Schedules gt Description Standard Treatment Fe sasao e If this option is selected the transaction gi Include GST will be recorded with GST Reduction Medicare PCI Net Fee oad i If this option is selected receipts and bills will be selected to print by default SETTING UP FRONT DESK 2014 system Information Options The Show Warnings options relates to when patient warnings are to be displayed Messages such as bad payer requires a taxi or left items behind can be displayed when opening the patient card making cancelling an appointment and or when the patient arrives Warnings can be set to display on the Day List report If neither of these options are selected the warnings will still appear but only when receipting and or billing Patient Warning Reminder Left watch behind and must pay the 50 outstanding Select the Show patient notes on Appointment Book option to show patient notes from the notes tab of the patient file when hovering the mouse over an appointment in the Appointment Book The Print Appointment Schedule from Appointment Scheduler option determines whether an appointment schedule is printed by default or on request Appointment Scheduler Mr John Smith Appointments To be Processed Time P Wed
133. cannot be recovered and no record of these entries will remain The audit log can be Previewed or Printed as a report by clicking these buttons To view all Audit Log entries for a particular user select the User option and select the desired username Audit log entries containing specific text can be filtered by selecting the Containing Text option FRONT DESK 2014 BACKUP Backup lt is very important to back up the data from any system that contains valuable information Users must make daily backups of the data contained in Front Desk 2014 In the unlikely event of a serious hardware fault theft fire or accidental deletion of files your data may be restored onto the system from a previous backup Backups can also be used to transfer data between two independent computers running Front Desk 2014 Front Desk 2014 offers a built in fast backup to make this task easier Flash Drives RECOMMENDED USB flash drives can be connected directly to a computer s USB port without cables and acts as a storage device These portable amp drives offer a good way of exchanging data between any PCs They come in various storage capacities however we p recommend a minimum of 4 GB External HDD RECOMMENDED USB or Ethernet External USB Ethernet Hard Disk Drives are a good way to back up your data in Front Desk 2014 It is safe fast and easy to use especially in a networked environment RECOMMENDED WITH CAUTION This type of b
134. clinical note entry to be blank The Options section allows users to set the default action when adding a template to an existing clinical note Always replace current Clinical Note with template will replace the existing clinical note entry with the selected template Always append template to end of Clinical Note will add the selected template to the bottom of the existing clinical note Ask to replace or append replace by default will ask if the user wants to replace or append the existing clinical note with the selected template with the replace option selected by default Ask to replace or append append by default will ask if the user wants to replace or append the existing clinical note with the selected template with the append option selected by default SETTING UP FRONT DESK 2014 a Practitioners Clinical Codes WB Practitioner George Rogers o ets I Practitioner George Rogers co eta Default Items Appointment Book Clinical Notes HICAPS Medicare tajik Default Items Appointment Book Clinical Notes Tyro Medicare tajik Close Close Clinical Codes are currently used for HICAPS billing in the os OO following professions Dentistry Psychology and Occupational Therapy Profession Dentist General X Do not set this option for other professions Acupuncturist a v Include Clinical Code when Billing Chiropractor Paion Dental Technician z Dentist General Dietician
135. entering the machine name or network IP address of this machine Front Desk Web Setup Utility Connect To Local Database Network Database LOCALHOST Cancel v Advanced Settings Test Database SOL Server Authentication w Test Website Default Instance Name Front_Desk Connect to database Front_Desk TCP port 1433 Network protocol TCP IP Once you have selected the database location click Test Database to check your database connection to test the Website click Test Website Click OK to save your configuration settings Congratulations you have successfully installed the Front Desk 2014 Web Appointment Book APPOINTMENT BOOK a Web Appointment Book Installation Once installed and configured the Web Appointment Book can be accessed from any standard web browser assuming a connection to the host machine can be established To access the Web Appointment Book from outside of the clinic port forwarding will need to be setup in your modem router Please refer to your technical support specialist for assistance Running the Web Appointment Book on a PC To run the Front Desk 2014 Web Appointment Book on a local PC open your preferred web browser e g Internet Explorer and type localhost frontdesk or computername frontdesk in the address bar where computername is the name of the computer hosting the Front Desk Web Appointment Book O D j localhost FrontDesk 0 gt fe Front Desk WebStandard
136. fee Fee Date 28 11 2012 505 lt All Schedules gt hemio shehe ______ Description Standard Treatment Reduction 0 Net Fee 30 00 100 00 m Date ltem Description Code Frac Het Fee Payer 5 28 11 2012 505 Standard Treatment Robert 30 00 30 00 GST Item Totals 30 00 30 00 Accept Unallocated Payment to practitioner Robert Jones unallocated amount 70 00 DVA Claim Bulk Bill Medicare PCI Print E Front Desk 2014 Note An unallocated payment is an amount paid on an account which is not allocated to a billed item This amount can be viewed as a credit on a patient s account gt r m ia ee cae AAD RArAI Anas r Poe A A eae Po a PPA ff z E oY eI eA NI Yr C k ANAG PR Afg h MA NI NL nt he I V OQ y LS ANG a O74 LLON i SK miata iD ie AAA EF VAN ACsEMEN Y m f AW E I J4 MUJIN i D mD G amp G VUI4 PRALG I GUE VIANAUENIENT STOITEW RECEIPTING AND BILLING To bill another service set the fields as described above and click the Add button There is no limit to the number of items that can be added at one time To print these transactions ensure the Print box is ticked To process the items within the transaction grid click the OK button or Cancel to end lf the Use Banking Sheets option in System Information has been selected and a payment is being made then the Payment Type dialog will appear For now click the OK button or press Enter on the ke
137. for a period of time select the Inactive option select exclude patients with future appointments if you don t wish to include patients who have made a future appointment Select include patients without transactions to include those patients who may not have a transaction in the system Select exclude patients with future recalls to exclude those patients who have a future recall in the system Selecting the exclude only this type option allows users to exclude a specific recall type The Inactive patient report can be used to find patients who previously attended the practice but have not returned for a period of time For example to list all patients who have been to the practice in the last 2 years but not in the last 6 months set the 1 date in the Transaction between date range to a date 2 years prior to the current date and the 2 date to 6 months prior to the current date ACTIVE INACTIVE PATIENTS Active Inactive Patients To list patients who have been to the practice during a specified period select the Active option and enter the From and To dates for the required period Select Non archived Patients only to list only those patients that have not been archived under the General tab in the patient file This report can be filtered by the practitioner practice group the patient has had a Transaction with or by the patient s Default Practitioner lf a report relating to a particular fee category is required then sele
138. go to the Reports menu and select Missing Medical Referrals Reports Window Help Banking Sheets Shift Reports Ali Transaction lt Statements Invoices Billings Report 3 TrendAnalysis Recall Patient List N Active Inactive Patients Birthday List d Patient Referrals Patient List Z Events Report 24 Time Management Report Treatment Plan Report 4 item Codes R inter Practitioner Missing Medical Referrals GP Medical Referrers List HICAPS Report amp F Medicare DVAReport Fi Stock Control gt GST GST Reconciliation The following Missing Medical Referrals Report will appear WB Missing Medical Referrals Referrals Missing Transactions D Appointments By Date From 01 11 2012 To 30 11 2012 m Fitter C By Practice Practice Group Robert Jones Practitioner Robert Jones Select which missing referrals you wish to view either referrals without Transactions or referrals without Appointments associated with them Select the By Date option to set a specific date range lf a Missing Medical Referral Report relating to a particular practitioner or practice group is required then select the By Practice option and the relevant Practice Group or Practitioner This report may be Previewed or Printed by clicking these buttons Front Desk 2014 Note This report will only generate missing referrals if the Practitioner requires a referral option i
139. gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Sr ieeytm m it VF Clinical Notes Templates E Clinical Notes Types Clinical Notes Conditions Regions Stages ze Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Quotation Types o Messages HICAPS Transactions amp Medicare DVAClaims Medicare DVAPayments EETPOS Refund Group Email Sendsms gt 8 Contacts gt EP ay Search Invoices Cash Book Setup 8 Front Desk Office Messenger A Front Desk Word Processor Calculator Backup Restore from Backup The following window will appear WB Patient Booking Gateway Logins Date Range o xn Status Date Range Not verified vy 07 10 2013 to 04 11 2013 joyce smartsoft com au mary smartsoft com au Mrs Joyce Plant Status Login request sent to patient s email Sr Mary Nesbitt Status Login request sent to patient s email Login requested Mon 4 Nov 2013 2 55 pm Waiting for 7 minutes Login requested Mon 4 Nov 2013 2 55 pm Waiting for 7 minutes corrine smartsoft com au Ms Corrine Adcock Status Login request sent to patient s email Login requested Mon 4 Nov 2013 2 55 pm Waiting for 7 minutes Mr Shannon Alander Status Login request sent to patient s email shannon smartsoft com au Login requested Mon 4 Nov 2013 2 55 pm Waiting for 7 minutes Process Email D
140. highlight FirstName again click the Close button 16 Press the Enter key on the keyboard once 17 Type the body of the letter use any other merge fields from the Insert Merge Field screen 18 To preview the mail merge click the Preview Results button on the mail merge toolbar Previous record Last record Preview Results Ox BHAI OU Microsoft Wprd non commercial us u Home Insert Page Layout References Mailings Rewiew View Add Ins a m B Rules gt IK 4 1 Se e a Ea amp Q at e aa Match Fields Find Recipien Envelopes Labels Start Mail Select Edit Highlight Address Greeting Insert Merge Previews Mia amp Create Merge Recipients Recipient List Merge Fields Block Line Field 7 i Results Auto Check for rrors Merge Campaign Create Start Mail Merge Write amp Insert Fields eview Results Finish Marketing Next record First record Finish amp Merge MAIL MERGE WITH MICROSOFT WORD 2007 2010 2013 19 View each letter by clicking the Next and Previous record arrows 20 Select Finish amp Merge to print all letters 21 From the Office in Word 2007 or File Word 2013 menu select Save 22 From the Save in drop down box select the location where you wish to save the letter e g My Documents 23 In the File name field rename the document to suit the letter e g Monthly Recalls Save As Save in di Letters a vel Gy EJ Tools X Name Date modif Type Size Tags
141. icon will appear on the toolbar Fie System Reports Window Help FALE Smh eesi ensedbis ZA E Rielisaoe GP Medical Referrers and the Medical Referrals tab will be added to the patient card WB Patient Mr John Smith ol E Medical Referrals Clinical Notes Attachments Medicare DVA Transactions Tracking Appoir gt Referral Date Start Date Period Expiry Date Prac Referrer 4l03 12 2012__ 03 12 2012 12 months 02 12 2013 Robert DrSam Smith i b Current Balance 5148 05 96 10 PAGE 339 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Medical Specialist Referrals To add a medical specialist referrer select GP Medical Referrers from the toolbar File System Reports Window Help An Smhe si SCL 6edB8 5 We FAT op or from the File menu File System Reports Window Help E Appointment Book 2 Patient Fa Practitioner Queue Cash Book 2 Practitioners 4 item Codes GP Medical Referrers E system Information Patient Booking Gateway Configuration Printer Setup i Exit The following screen will appear Click New to create a referrer Search on GP Medical Referrer Search Characters Search on Name Organisation Address a a A Show Archived Referrers E Show All Click New to add a referrer PAGE 340 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Medical Specialist Referrals
142. is enabled in System Information Make Appointment You can make appointments for the patient directly from the patient file using the Make App button This option allows you to make a single appointment or schedule multiple appointments Refer to the section on the Appointment Scheduler for instructions on how to use this feature WORKING WITH PATIENTS R Patient Notes Select the Notes tab from the patient file WG Patient Mr John Smith Transactions Tracking Appointments Quotations X rays Events Notes Re Notes Referrals Warnings Left watch behind and must pay the 50 outstanding The referral date can be i changed if required Referrer Mr Brenton Glatz iu Date 27 02 2010 Professional Referrer 2 vs Date x Professional Check if a professional referrer Patient N Cr eated Occupation 90 Days 30 Days Current 0 00 5 0 00 0 00 The Notes window is a scrollable area that can contain an unlimited amount of notes regarding the patient Generally this area would be useful for administration notes for the patient Warnings Patient warnings or reminders can pop up when accessing the patient file and or when making an appointment To alter the warning preferences select Options from System Information Referrers Referrer 1 and Referrer 2 are used to record patient referrals To enter a referrer
143. is not Restrictive After Care Service Normal After Care Cancel Service was rendered in a hospital Distance Travelled krn Service is part of a Multiple Procedure Patient attended on more than one occasion on the same day Additional Service Text select any relevant options and click OK to return to the Wizard Click Next to continue to the next page Medicare Patient Claims Interactive Step 2 Online Claiming Referral Details f Use the stored referral details Mo referral details available Referring Provider No O909818T Referral Date 01 02 2013 Referral Period Standard 12 months from a GP and 3 The Online Claiming Referral Details page is displayed If referral details were entered for the patient these will be displayed here If there are no referral details then the No referral details available option will be selected and a reason must be selected from the list MEDICARE DVA ONLINE CLAIMING PCI Claim Medicare Patient Claims Interactive Step 2 Online Claiming Referral Details C Use the stored referral details Mo referral details available Lost Emergency Hospital Not required Non Referred lf Hospital is selected the following page will be displayed to enter the name of the hospital where the treatment took place Medicare Patient Claims Interactive Step 3 Hospital Details Please provide the name of the hospital Royal Ad
144. line 12 Highlight Address3 from the Mail Merge Fields section and click Insert 13 Press Enter on keyboard four times 14 Type the word Dear and press the spacebar on the keyboard Select FirstName from the Mail Merge Fields section and click Insert 15 Press the Enter key on the keyboard once 16 Type the body of the letter using merge fields from the Mail Merge Fields section as necessary 17 If you wish to preview the mail merge click the lt lt ABC gt gt button on the mail merge toolbar Previous Record Open Data Source Merge to Labels ABC button Last Record 4 w KH qi gt Wy oS by Edit Data Next Record Merge to Printer Source Merge to New First Record Document MAIL MERGE WITH FRONT DESK WORD PROCESSOR 18 View each letter by clicking the Next and Previous record arrows 19 Click Merge to Printer to print all letters or Merge to New Document if you would like to save the completed document for use at a later time 20 Select All to print all letters Current record to print the current letter or enter From and To page numbers to print a selection of letters Merge to Printer Print records Al Current record From To OF Cancel lf you wish to save the document for use in Front Desk later 21 From the File menu select Save 22 From the Save in drop down box select the location where you wish to save the letter e g My Documents 23 In the File name field rename
145. of that specific group with tabs at the bottom of the appointment book Option 3 Specific Practitioner If you want just one Practitioner to appear on the appointment book select the Specific Practitioner option This view will only show the practitioner that you select No tabs will appear on the appointment book with this selection If you choose to select none of the above options then the appointment book will show all practitioners but no tabs at the bottom of the book In this case you will not have the choice of viewing one practitioner s columns Front Desk 2014 Note In a multi user networked environment these options need to be set on each workstation This allows the flexibility of different views of the appointment book on different machines SETTING UP FRONT DESK 2014 system Information Appointment Book Columns Each practitioner may have one or more columns in the appointment book To insert a column for a practitioner simply select the Column tab and click Add i System Information Col Name P 1 Robert Smith 2 Robert Smith 3 Heather Brown 4 George Rogers It is possible to override a column to allow appointments to be booked under any active practitioner rather than for the practitioner to whom the appointment column belongs To override a column click the Adv button and tick Can make appointment for another practitioner in this column override and click OK To use the default item codes for
146. of transaction will only print the transactions that fall between the two dates set additionally you can include items that have been paid Include items that have been paid will include paid items on the invoice Past invoices allows you to view previously printed invoices that have not been fully paid Show invoices with nil balances allows you to print invoices that have been paid This option also allows you to include payments on the invoice Select items to appear on invoice allows you to select the transactions that are required on the invoice Include Batch No allows you to record a particular invoice by batch number this can be used at a later stage to preview or pay an invoice Show payments on invoice include payments on the invoice Hide reduction transactions won t print reductions on the invoice By Practice will include only the transactions that relate to a particular practitioner or practice group Invoices Invoice Type 0 Uninvoiced items By date of transaction Include items that have been paid amp Print From 12 11 2012 To 18 11 2012 ae Past invoices Show invoices with nil balances Delete Select items to appear on invoice Include Batch No Show payments on invoice Hide reduction transactions Filter By Practice 3 Practice Group Robert Jones Practitioner Robert Jones WORKING WITH PATIENTS Zz Patient Transactions Statements Sta
147. once the Range of Recurrence allows the user to specify the initial recall date and the total number of recurrences Range of recurrence Start 30 04 2014 End after 10 occurrences 6 End by 09 07 2014 When a recall is set to occur only once a single recall date will be available to select using the arrows provided Alternatively selecting the date drop down option will allow you to select a particular calendar date Recall date conim 6 months April 2014 twenty six we Mon Tue Wed Thu 2 3 10 Date Recall Type Motes Wed 30 10 2013 Appointment Training with Smartsoft 6 Month Appointment 6 Month Appointment 6 Month Appointment _ 6 Month Appointment _ 6 Month Appointment 6 Month Appointment 6 Month Appointment _ 6 Month Appointment 6 Month Appointment 6 Month Appointment Future Recalls Only option 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 264 75 264 75 To view past recalls deselect the Future Recalls Only option To edit or delete an existing recall select the recall and click Edit or Delete DACI ILEA RPANT HECK 5 A1A DHpDARr Tim LA AATAMECRALCAIT CVC PAGE 10U F RONT DESK 2014 PRACTICE MANAGEMENT SYST WORKING WITH PATIENTS Z Patient Recalls 2 Creating Recalls Types To set up standard recall types select Recall Types from the System menu as shown below System Reports Window Help amp Login Q Security A AuditLog s H
148. option lf you are unsure of your SMTP email settings please contact your system administrator or ISP Internet Service Provider for further assistance WA Patient Booking Gateway Configuration Clinic Details Defaults Classes Email Professions Booking Locations Practit Mail Server SMTP Settings P Copy Front Desk SMTP settings Server mail smartsoft com au Sender Name Smartsoft Clinic Sender Email ntdesk smartsoft com au v Advanced Settings Port 25 User Name smartsoft Password A v Use SSL Receive messages e g patient contact requests via email Email recipient frontdesk smartsoft com BCC all outbound emails to use to separate multiple email addresses info smartsoft com au Link Expiry Times Password reset link expires after 2 days v Login request link expires after 2 weeks X Help Enable Receive messages e g patient contact requests via email and enter an Email recipient to receive email notifications from patients requesting to be contacted A Blind Carbon Copy or BCC can be sent to nominated email addresses for all outbound emails by entering an email address into the BCC all outbound emails to field Multiple email addresses can be separated with a semicolon as below info smartsoft com au bookinggateway smartsoft com au frontdesk smartsoft com au Receive messages e g patient contact requests via email Email recipient frontdeski smartsoft com BCC a
149. selecting the following options Allow Full Access all Practitioners and Practice Groups gives users full access to the Appointment Book Allow access to Practice Groups gives access to specified Practice Groups only Allow access to Practitioners gives access to certain Practitioners The Appointment Book Sections allows users to restrict access to particular sections of the Appointment Book FRONT DESK 2014 SECURITY a Setting up Users To set access to the Patient Booking Gateway select the Booking Gateway tab Access George Clinics Motes Practice Groups Locations og Patient Tabs Web App Book Appointment Book Booking Gateway Cancel Allow user to process patients Allow access to Patient Booking Gateway Configuration User has Admin access to website None By default a user is granted no access to Patient Booking Gateway features User access can be changed by selecting the following options Allow user to process patients Allows users to process patients within the Patient Booking Gateway Logins window Allow access to the Patient Booking Gateway Configuration Gives access to the Patient Booking Gateway Configuration found in the File menu User has Admin access to the website Gives the user Administrator access to the Patient Booking Gateway website FRONT DESK 2014 SECURITY Audit Log The Front Desk 2014 system records events such as log on and log off times of users dele
150. should be selected if a separate statement is sent to the third party for each patient For example each patient billed to Workcover will have a separate statement It is important that statements be kept separate as several claims officers may handle the claims submitted One statement containing all Workcover patients would not be suitable When selecting Individual third party billing either enter the billing details manually or if the party has been entered into Front Desk 2014 as a patient then click the browse button and search for that entity The Linked option should be selected when dealing with Department of Veteran Affairs a small insurance company an employer or family In this instance all patients will be grouped together and will appear on the one statement When selecting Linked third party billing the browse button must be used to enter the billing details You cannot enter the billing details manually with this option Select the Billing Details tab from the patient file If the patient has a third party responsible for the account check the Bill to third party option and select either Individual or Linked IR Patient Mr John Smith coe E s General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions gt Primary ale Individual Linked Last Paid Total Billed Billing Department of Veterans Affairs 24 04 2013 1 304 00 Addre
151. submit an image in an Adobe Illustrator CS3 compatible PDF or EMF Enhanced Metafile format of less than 2000KB in size and with a width height ratio of 3 1 or less Smartsoft will then provide a logo file to be imported into Front Desk New Practice Group Front Desk Clinic PO Box Burnside SA 5066 Phone 1800 18 18 20 Fax 18 18 30 A C N Use Graphic Header lalo EE ATED sr abi CFR CF LE EG lial baat aa A ee oa ee a al Click Request to upload a suitable file to Smartsoft If the practice has already received a logo file from Smartsoft click Import SETTING UP FRONT DESK 2014 G System Information Practice Groups GST Select the GST tab from the New Practice Group dialog New Practice Group Use Fractice Group ABN ABN 987654321 L Include GST by Default If the practice group has an ABN which differs from the Clinic ABN select the Use Practice Group ABN option and enter the number into the ABN field select Include GST by Default if all items billed by this practice group should include GST by default Generally this should not be selected for health practices as billed items generally do not include GST This may however be useful for health providers that are not exempt from GST such as massage therapists SETTING UP FRONT DESK 2014 System Information Practice Groups Members Select the Members tab from the New Practice Group dialog Edit Practice Group Name Peter Brown
152. the Attachment Owner Default settings and to Hide Description for users without access to this file Attachment Security Attachment Owner Attachments entered by the owner will be available to All Users No Other Users Set as default Practitioner Practice Group User Practice Group p Massage Hide Description for users without access to this file Help WORKING WITH PATIENTS Patient Attachments The file size of the document should be as small as possible to assist with this Front Desk will display a message letting you know if the file size is too large You can turn this warning on and off or set the maximum size in System Information Attachments Click Yes to add the attachment at the current size a Confirm The file you are attaching is 11210 KB We recommend that attached files be optimised so that they do not unnecessarily take up database space Are you sure you want to add this file as an attachment now If you are adding an image click No to add the attachment at the current size or click Yes to optimise the image Confirm The file you are attaching is 3926 KB We recommend that attached files be optimised so that they do not unnecessarily take up database space Would you like to optimise this image now Yes No Images can also be optimised by selecting the attachment in the list and clicking Optimise
153. the Clinical Code field will only be visible when the Include Clinical Code when Billing option has been enabled for the billing Practitioner This configuration only applies to Dentists Psychologists and Occupational Therapists From the payment drop down box select No Payment Full Payment Gap Only or HICAPS Only Front Desk 2014 Note The Gap Only option should only be used if fixed gap amounts have been entered in your item code Click Add to add the item to the bill If required select other items to be billed Click OK to proceed If a HICAPS Only item exists Front Desk will automatically start the process of submitting the claim to HICAPS for all items in the billing screen If a HICAPS Only item is not included you will be presented with the payment type screen with the option of submitting this claim to HICAPS by clicking the HICAPS button Hicaps EFTPOS INTEGRATION Billing with HICAPS You will be prompted to swipe or insert the health fund card to begin the claim fe Payment Type Amount to Pay 52 00 Prev Credit Cash 25 Oct 2010 10 51 56 Chequels SWIPE INSERT CARD Group Cheque Deposit Justin Smith Card l Txn Delivered By FFTPOS l TRISTANT HICAPS 7 Optus Health Medicare DVA Register Direct Deposit Total If the patient does not have a patient ID entered you will be prompted to select one from the Health Fund Patient Numbers window Use the ID drop down box to sele
154. the Direct Deposit and BPAY tabs To include specific credit cards on the banking sheet click the Advanced button and select which credit cards should appear Cards on Banking 5 t Ei Master Card L American Express SETTING UP FRONT DESK 2014 System Information Practice Groups Header Select the Header tab from the New Practice Group dialog New Practice Group Use a Custom Header for this Practice Group Name Front Desk Clinic Address PO Box 500 Burnside 3A 5066 Phone 1800181820 Fax 1800 18 18 30 ACN L Use Graphic Header Only check the Use a Custom Header for this Practice Group option if the practice group would like their own custom header details to be displayed on invoices accounts and receipts which differ from the details on the Clinic Information tab To enter the practice group details users need to request a name file from Smartsoft This can be done by clicking Import The following dialog will appear If you have received your Smartsoft name file click Import otherwise click Request to request a name file Import or request Smartsoft name file Enter the clinics Phone Fax and A C N number SETTING UP FRONT DESK 2014 System Information Practice Groups Header An image including a practice logo can be used in the practice group header on receipts accounts payment quotations appointment schedules statements and invoices Users wishing to use this functionality will need to
155. the document to suit the letter e g Monthly Recalls K Save As Savein Mail Merge Letters O 2 Er Name Date modified No ttems match your search P File name Save as type Front Desk Document fdd If you wish to open a previously exported dataset click Open Data Source and browse for a Microsoft Excel or CSV file The current data source can also be edited by clicking Edit Source Data This allows you to exclude selected records from the mail merge MAIL MERGE WITH MICROSOFT WORD 2003 This section covers Integration with Microsoft Word 2003 and XP if you are unsure which version of word you are running select About Microsoft Word from the Help menu in Microsoft Word If there is no Help menu then you are running Word 2007 or above A mail merge creates multiple copies of the same document but each letter is customised with individual patient s details A mail merge may be used to send a reminder or recall letter to selected patients The following Front Desk reports all integrate with the Microsoft Word Mail Merge function e m Recall Patient List Q Active Inactive Patients Birthday List Patient Referrals tS Patient List Front Desk 2014 Note Front Desk 2014 is capable of generating mail merge data Text with Header is the default format setting this setting is found under the Mail Merge tab in System Information As the capabilities of comput
156. the patient waiting timer Processed Status is the status that is automatically set when the patient is billed Select Change Appointment Status on Billing if the appointment status should change automatically when the patient is billed The coloured bar on the right of each appointment indicates the appointment status yy Patient Completed Mr John Smith 5 Mrs Antoinette Alexander 5 Patient Arrived Ms Dianne Adams 5 Patient Not Arrived SETTING UP FRONT DESK 2014 System Information Appointment Book Colours To change the colour of some features in the appointment book click the Colours button The following Appointment Book Colours dialog will be presented Be Appointment Book Colours Appointment Type Casual Appointment Rule Out Selected Cell PF Patient Processed Remind Patient Appointment Notes Pirthday Select the colour you would like to change and click the Edit button or just simply double click on the item The following Edit Appointment Colour dialog will appear Edit Appointment Colour Description Patient Processed Colour Background L Tot M Green You may change both the Background colour and Text colour of these items using the drop down boxes When you have chosen the desired colours click OK As with the rules function double click on the Colour and Text Colour fields to select a colour from the Windows Colour Palette DACE EN EDA N m E CLI ONGAA DDACT
157. to a clinic shift select the Clinic Shift option and from the drop down box select the required shift Clinic shifts define a start and end day and time for a report If banking sheets are generated at the same time each week we recommend that Clinic Shifts be used to define the report period Alternatively if banking sheets are generated on a less regular basis then the Banking Periods option will be more suitable Banking Periods Reset Banking Period Current Banking Sheet Fri 10 May 2002 3 39 pm to Current Time The Banking Periods option remembers the last time a banking sheet was printed More specifically the From date is set to the date that the last banking sheet was printed and the To date is incremented at all times to reflect the current date and time To print the banking sheet using Banking Periods simply select the Banking Periods option and make sure that the Current Banking Sheet has been selected from the drop down box then click Print Once printing is completed the following Confirm dialog will be shown in Confirm l Do you wish to start a new banking period This will delete previous out of date banking information To reset the From date to today s date for your next Banking Periods report click Yes To view and print either of the previous two banking sheets select Previous Banking Sheet 1 or Previous Banking Sheet 2 from the drop down box If the Clinic Shifts and Banking Perio
158. to display a warning if the automated backup utility has not been performed for a specific user defined number of days Please contact Smartsoft Australia Pty Ltd if you require further assistance with this feature SETTING UP FRONT DESK 2014 E System Information Messenger multi user environments only Messenger users can use auto complete for commonly used words and phrases For example users can set up a shortcut such as npr which will expand to next patient in room a System Information lo eE Bar Code Scanning Network Backup Messenger HICAPS EFTPO gt Messenger Auto Complete Close Replace With a Add Next patient in room Delete Please see me when free Patient waiting You are running late Messenger Settings W Run Front Desk Office Messenger on Startup Multi user Environment Only Use Channel 1 i To add new shortcuts enter the shortcut you wish to use with the corresponding text and then click the Add button When next using Front Desk Messenger users can enter the shortcut and when they press the space bar the extended text will appear Front Desk Messenger allows communication between practices on separate networks connected over a VPN or WAN running the Front Desk Messenger repeater functionality This functionality allows users in multi location practices to communicate with each other Please contact Smartsoft directly for further information and assistan
159. up the Transactions tab for that patient WORKING WITH PATIENTS Zz Patient Transactions Transaction Log The Transaction Log is used to produce a list of transactions between two dates for a patient Prac Name bern Debit Credit GST Description Close Miss Kathryn Radbone eene naa 01 10 2013 Rober Miss Evelyn Randall 505 30 00 Standard Treatm aePrint 01 10 2013 Rober Miss Evelyn Randall 530 00 Payment Recerve LQ Preview 01 10 2013 Heath Miss Kathryn Radbone 530 00 Payment Receiwe 01 10 2013 Anne Mr Kym Keane 1i Standard Treatm _ Detailed 4 A 0 Summary From Tuesday 1 October 2013 he Transfer Qut 0 00 Transfer In 0 00 To Thursday 31 October 2013 Reductions 0 00 Write Offs 0 00 Date Entered Date of Trans ae z Refunds 0 00 Prey Credits Used 0 00 a Item 65ST Refunds GST Reductions s000 Item Code 10960 GST Write Offs s000 Schedule Non Service GST Prev Cred 0 00 E By Practice Billed GST 0 00 Received GST 0 00 Practice Group Robert Jones Billed Other 38 126 75 Received Unalloc 5000 Practitioner George Rogers Total Billed 38 126 75 Received Other 37 862 00 Manually update or Auto update options Net Billed 38 126 75 Total Received 537 862 00 Two dates are associated with each transaction the date when the transaction was entered into the system Date Entered and when the service was provided Date of Trans Set the
160. weeks for the next 3 months E Show All A s E George Rogers 9 7 2013 3 mths 1 day ago H George Rogers 21 8 2013 7 wks 1 day ago T Subjective No change moderate levels of pain levels movement unchanged Objective Flex 25 ext 60 Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months Auto comp E 1 patient in queue l Show All Revisions Attachments can be renamed by right clicking on the attachments and selecting Rename To delete a clinical note attachment select the clinical note right click on the attachment and click Delete When selecting a clinical note attachment a preview will automatically appear for compatible documents The following file types are compatible to preview within clinical notes Adobe PDFe Microsoft Worde Front Desk Documents Text Files JPEG PNG TIFF GIF BMP The preview window can be closed and re opened as necessary WORKING WITH PATIENTS 2 Patient Clinical Notes General Additional Billing Details Medicare DVA Transactions Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes X rays Filter Reminders Warnings Contraindications Clinical Notes Type Lumbar disc bulge Osteoporotic Low pain threshold lt All gt z Blood thi
161. will print out two copies of the HICAPS receipt gt A receipt for the practice to keep provider copy this copy must be signed by the patient and gt A receipt for the patient to keep patient copy If the Print box is ticked on the receipt screen a normal Front Desk receipt will also be printed for the patient HICAPS EFTPOS INTEGRATION Billing with HICAPS The Bill function can be used to perform the following functions Receipt one or more items bill and full payment Accepting a part payment for one or more items Account Receipt Billing a patient for one or more items with no payment Account Processing transactions for one or more linked patients e g a family Making a payment greater than the amount being billed transaction with an unallocated payment attached Click Bill on the patient card or on the appointment book Billing Patient Mr Justin smith Account Primary Practitioner Robert Jones Date 20 03 2013 505 lt All Schedules he Schedule Item Code Fee 59 Include GST Description Standard Treatment Reduidion s NetFee 5 59 90 Payment drop No Payment down box Full Payment Gap Only Rebate Only HICAPS Only ltem Description Code Prac Net Fee GST Item Accept Unallocated Payment to pr mn Robert Jones DVA Claim Bulk Bill Medicare PCI Prnt E Select the Practitioner Date Item Code and Clinical Code if applicable for the first item you wish to add Please note
162. 0 Days 30 Days Current 50 00 0 00 0 00 62 25 Date Prac Credit Owing Description 12 05 2014 YR 50 00 Medicare Physiotherap 12 05 2014 YR 62 25 Payment Received 12 5 13 05 2014 YR 62 25 Medicare Physiotherap gt 13 05 2014 YR eae 13 05 2014 YR Item Reprint Delete Item Edit Itern Edit Date of Entry Medicare Easyclaim Patient Claims Bulk Bill Outstanding Transactions Only To submit an unclaimed item to Medicare right click on a billed item select Medicare Easyclaim then Patient Claims or Bulk Bill Note the Bulk Bill option is only available when no payment has been made PAGE 481 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION amp Viewing Previous Transactions Select Medicare Easyclaim Claims from the System menu System Reports Window Help amp Login Q Security A AuditLog s Health Funds Standard Letters Standard Messages gt T Occupations Patient Tracking Categories wv Recall Types amp GP Referring Doctor Types 1 Clinical Notes Templates Clinical Notes Types i Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions gt Patient Booking Gateway Logins EEFTPOS Refund E Group Email SendSMs gt Contacts gt Q Search Invoices Cash Book Setup 8 Front Desk Office Messenger A Front Desk Word Processor Calculato
163. 00 When searching for a referrer you can search by first name surname or organisation Search on GP Medical Referrer Search Characters Search on Name se ao ame ns 0 o Show Archived Referrers E Show All When adding a referrer into a patient s card you need to specify the period of the referral and set a start date Use the drop down boxes to change these settings Enes Bicferral Referrer Dr Trevor Jones Smartsoft Medical Clinic Referral Date 04 12 2012 Start Date 04 12 2012 Period 12Months 5 Months a 6 Months a 7 Months 8 Months 9 Months 10 Months 11 Months 12 Months h Practitioner Robert Jones g PAGE 343 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Medical Specialist Referrals lf a practitioner always requires a referral select the Practitioner requires a referral option on the practitioner s file TEE AE General Provider Numbers Default Items Clinical Notes HICAPS faata Cl Ha Search Name Robert Jones Title Physiotherapist Qualifications M App Sc Physiotherapy Orthopa Practice Location Short Desc Robert Delete Archive No HICAPS claims for this Practitior Practice Group Robert Jones v Practitioner requires a referral lf a patient has referrals associated with their transactions the referral information can be viewed in the transaction tab of the patient card To
164. 00 Net Fee 59 90 59 90 Date Item Description Code Prac Net Fee Payment 27 03 2013 23 Medicare Consultation Robert 59 90 59 90 GST Item E Accept Unallocated Payment to practitioner Robert Jones DVA Ss Bulk Bill Medicare n W Print El Check the Medicare PCI option and then click OK If the transaction is paid in full the claiming process is identical to claiming from the Receipt screen Patient seppo Eduardo Account Primary Practitioner Robert Jones Date 27 03 2013 23 lt All Schedules gt TESS tem Code awe Fee 59 90 Include GST I Description Medicare Consultation c Redhectenrn 0 00 Add h Net Fee 59 90 0 00 Date Item Description Code Prac Net Fee Payment A 27 03 2013 23 Medicare Consultation Robert 5459 90 GST Item Accept Unallocated Payment actitioner Robert Jones allocated a int 0 00 DVA Claim Bulk Bill Medicare PCI W Print C Lx Hep _ lf no payment or a part payment has been made the Medicare Online Claiming Wizard will appear differently MEDICARE DVA ONLINE CLAIMING amp PCI Claim Medicare Patient Claims Interactive Step 1 Patient Details and Transactions Iterns not paid in full Claim will be made on the provider s behalf Patient Name Seppo Eduardo Gender Male MedicareNo 5950 06759 1 Items to Claim item Code Description 23 Medicare Consultation The first page displays the text
165. 00 Schedule _ FRA Search Service x a Description Initial Consultation and Treatment Delete Copy fees Options F Non HealthPoint Item F Include GST by default F Special GST rate L Archive Medicare DVA Item V Round to nearest 0 05 Total Total pi Ex GST Inc GST Private 84 00 0 00 584 00 0 00 Concession 84 00 0 00 84 00 0 00 Workcover 84 00 0 00 584 00 0 00 Medicare 84 00 0 00 84 00 0 00 DVA 84 00 0 00 84 00 0 00 Fee Category Fee Reduction Front Desk 2014 Tip Make sure that either the Item Code field or the HealthPoint Code field contains a valid HealthPoint code Front Desk 2014 will use the HealthPoint Code if one is entered if not the Item Code will be used when submitting items to HealthPoint We recommend that you print an Item Codes Report to check your item codes details after updating them with the new HealthPoint information To print an Item Codes Report select Item Codes from the Reports menu Reports Window Help Banking Sheets Shift Reports Ali Transaction g Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report HRoOMROrXa AY Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare DVAReport Stock Control gt amp RMAOHSB GST Reconciliation
166. 00 pm Set the date range with the From and To date Select the cancelled or rescheduled appointment that you wish to delete and click the Delete button APPOINTMENT BOOK El Making Appointments To make an appointment right click on an available time slot this will bring up a popup menu as shown below To make an appointment for more than one timeslot hold the left mouse button down as you drag over the required time slots and then right mouse click MAA Robert Jones Anne Smith 2 00 am Basan aaa Add Appointment 9 30 am Add Appointment New Patient 2 45 am Add Group Appointment 10 00 am Casual Appointment DMS Appointment Scheduler 10 30 am Rule Out 10 45 am Pack Appointments 11 00 ss Help 11 15 am 11 30 am To make an appointment for an existing patient select Add Appointment The Search on Patient screen will appear search for the patient for whom you wish to make the appointment To select the patient highlight their name and either click the OK button double click or use the Enter key The New Appointment dialog appears New Appointment Thursday 9 November 2012 Practitioner Robert Smith Patient Mir John Smith al Cancel Item 505 lt All Schedules gt he Time 9 00 am Intervals 2 gt Wide 1 Period 30 minutes App Made 29 11 2012 10 44 am Made By Admin App Type Standard Patient Reminders None L Recall on this appointment Recall Type Missed Appo
167. 013 w n The following window will appear Click Yes to resend the login request or click No to cancel Once a patient has confirmed their registration request via email the Status becomes Awaiting verification patient registered via website The patient can then be processed and linked to a patient file Status Date Range Not verified 08 10 2013 to 05 11 2013 v smartsoftl07 gmail com website Email home Delete Process Process Emai E f purn PAGE 537 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM PATIENT BOOKING GATEWAY Patient Booking Gateway Logins If a new patient file is created or the linked existing patient file has not had an appointment with a practitioner of the same Profession the first appointment will need to be made manually by the clinic When this occurs the Status becomes Partially verified first appointment needs to be made Date Range v 08 10 2013 v to 05 11 2013 If the linked patient file has previously had an appointment with a practitioner of the same Profession or an appointment has since been made the Status will become Verified Patient can use the Booking Gateway Date Range 08 10 2013 to 05 11 2013 The Patient Booking Gateway login registration is now complete Completed registrations can be viewed under the Verified status option PAGE 538 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Dese
168. 014 PRACTICE MANAGEMENT SYSTEM MAIL MERGE WITH MICROSOFT WORD 2003 7 The following Insert Merge Field dialog will appear Insert Merge Field Insert Address Fields Database Fields Fields Match Fields Cancel 8 Highlight Title from the Insert Merge Field dialog click Insert then click the Close button press the spacebar on the keyboard 9 Click the Insert Merge Field button highlight FirstName click Insert then click the Close button press the spacebar on the keyboard 10 Click the Insert Merge Field button highlight Surname click Insert then click the Close button press the Enter key on the keyboard 11 Click the Insert Merge Field button highlight Address1 click Insert then click the Close button press the Enter key on the keyboard 12 Click the Insert Merge Field button highlight Address2 click Insert then click the Close button press the Enter key on the keyboard 13 Click the Insert Merge Field button highlight Address3 click Insert then click the Close button 14 Press Enter on keyboard four times 15 Type the word Dear and press the spacebar on the keyboard Click the Insert Merge Field button highlight FirstName again click the Close button 16 Press the Enter key on the keyboard once 17 Type the body of the letter use any other merge fields from the Insert Merge Field screen 18 To preview the mail merge click the lt lt ABC gt gt button on the mail merge toolb
169. 10 45 am Copy to Day Notes 11 00 am Copy to Reminders 11 15 am Copy to Clipboard 11 30 am Help 11 45 am APPOINTMENT BOOK oe Group Appointments Right clicking on a patient s name in the Edit Group Appointment dialog opens a menu with the following functionality Edit Group Appointment Group Appointment Details Recurrence l Close Title Group Session Class Type lt No Class Type gt z Add Practitioner Robert Jones Max Class Size 0 unlimited 2 Add New wae 9 15 am App Type Group Session v Resource lt lt No Resource Selected gt gt Intervals 3 Wide 1 Remove Period 45 minutes Print Group Notes Export Group Patient Details Total Patients 3 A Add Patient Add New Patient Make Next Appointment Appointment Status Reminders Edit Appointment Change Appointment Delete Appointment Send SMS Send Email Add Patient Adds an existing Front Desk patient to the group appointment Add New Patient Adds a new patient to the group appointment Make Next Appointment Makes the next appointment for the patient Appointment Status Sets the appointment status for that patient Reminders Sets an appointment reminder for that patient Receipt Receipts the patient for this appointment Bill Bills the patient for this appointment Patient File Opens the patient file Clinical Notes Opens the patient s clinical notes Patient X R
170. 13 2 51pm The Appointment Details will be displayed including the patient s account balance future appointments Waiting time and Waiting time after appointment is scheduled to start Note that for the Waiting time to appear the patient s appointment status must be set to Patient Arrived PAGE 211 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK a Working with the Appointment Book The Practitioner Queue is used to show the patients who have arrived and are waiting to be seen by a particular practitioner including how long they have been waiting Please note that this queue can be ordered by appointment time or by patient waiting time ff z z z m a z z r JB Appointment Book Friday 18 October 2013 kodoj t un lon _ Tue ed ri at un onj Tue e u lt e lt lt lt J lw M gt gt gt gt gt gt E Priva oda Friday 18 r i rida Mon Tue Wed Thu Fri Sat Sun 9 00 ai ert Jo nne Smi H iss 30 1 2 3 4 5 6 jo 7 2 3 10 UDB 15 a Mr Kirk Lennox F 2 2 3 4 235 256 2 a 7 m gt 3 9 45 am Miss Rachael Dangerfield S 23 29 3 31 A 4 5 6 7 8 9 10 MNES Practitioner Queue Miss Rachael Dangerfield S 30 a App Time 09 45am Patient Arrived 45 al a 00 ai rs Alina Jones 1 15 ai r David Allison 30 am Mr Matthew Bowley N f Mr Trevor Woolford S Mr David Reed S Miss Jean O Brien F Miss Bronwyn M
171. 13 T Georg Date Practitioner Type Condition Region Stage me 21 08 2013 v George Rogers Treatment v lt None Selected gt v 7 wks 1 day ago Last modified 23 08 2013 15 45 6 wks 6 days ago by Admin Template ay 8 a Paria lvyEB Or BZU Bt Undo SS SSS SSS Subjective No change moderate levels of pain levels movement unchanged Attach Objective Copy Note Flex 25 ext 60 a st Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months E Show Al EMAD George Rogers 21 8 2013 7 wks 1 day ago T Subjective No change moderate levels of pain levels movement unchanged Objective Flex 25 ext 60 Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months 1 patient in queue BD F Show All Revisions Help Clinical notes are used to document the ongoing treatment conditions and history of a patient To add a clinical note click Add Clinical Note Type select Type Standard Note includes text images tables fields etc Treatment Chart Chart Copy Current Note Select a Clinical Note Type from the drop down list The default clinical note types are Treatment History and Chart Additional types can be created by selecting Clinical Note Types from the System menu WORKING WITH
172. 14 onto the Windows start menu To find this new link select the Start button scroll up to Programs and then find Smartsoft in the list An item similar to the one below will appear m Smartsoft ie Booking Gateway Web Setup fie Front Desk 2014 Practice Manageme 2 Front Desk Office Messenger a Front Desk Registration e Front Desk Web Setup be 4 Back m To open Front Desk 2014 either double click the Front Desk desktop icon or use the start menu to select Front Desk 2014 Practice Management System as above A login screen will be presented Front Desk Login User name Admin Password The initial password is Admin Click OK or use the Enter key to continue Note that passwords in Front Desk are not case sensitive SETTING UP FRONT DESK 2014 System Information Select System Information from the toolbar File System Reports Window Help AAB SMeS s A SGQr CGB ADA Rie aee System Information or from the File menu File E E 2 aJ Ci system Reports Window Help Appointment Book Patient Practitioner Queue Cash Book Practitioners Item Codes GP Medical Referrers system Information Patient Booking Gateway Configuration Printer Setup Exit Front Desk 2014 Tip Front Desk 2014 is designed to be flexible and easy to use In some cases there are several ways of performing the same function Use the method that best suits you PAGE 13 FRONT DESK 2014 PRACTICE MANAGEMENT SYST
173. 200 CC OG Six cce note sacen te ute sohe sacia eaten che tet acetate E tenes te 202 WOUD DEO OSI carge ence tc Sopseee encte Redon seendeacce E E 204 APPOINTMENT BOOK ites ores ered oe cat eS cae e a Rea aE iaat 206 Working with the Appointment BOok ccccccsccceeeseeeseeeseeeseeeseeeseeenseeneeenes 206 Waling LIS Tesne a a 215 OS SAC CS is et wi as eect eee A 221 Practitioner WAYS suet Save ensdustrien tact a a a dius iaans hettaaneat 223 Report and UE S eit eeecerotensenenietetataadeneetccdeeeniccdearnleieiataademiesatacdantit 224 Day Liston i T E TA T eee 224 ADDOINIME NE BOOK wissen conten ciation N 225 Appointments REDON aacsecaiinaiiaaeinhaanianaeinh a E E 225 ApPoINtMen REMINGELS scrreir caeanaiaaediaeaaciaaediaaaaciaaeids 226 SMS Email REMINGSIS 0sicacsacusasaceractensssnsridanusiadaaendeadeieusean neva daiausienaeateaden 226 EXPOl TO EXCell ct acumensoatsnctaansmenaneyanstanngmeiaaennectaanianeiaanusentaanimeianeutentuaatsegun 226 Future DDOINTIMGINS onies TAE TEA 227 Search Casual App iINtMeEntS 2 5 x oscbeat sided Aoateet old Alaa alioip aia lectanleaiadeat 228 Edit Cancels RESCNECUIES cccccccceeccceeeeeceeeeseeeeeceeceseeeeeseesesseeesseeeessaees 228 WAKING ADDO IMTMCINS sac a vsanitadb ivan lis vsanstadiiwan als baanstadiine 229 GhOUD ADDO INUMGNIS urare chard dec tE cies dke dense E EO 232 Appointment Schedule csciscensusesndienciteanesceteeienditenestieee teeta 238 Appointment BOOK FUNCIONS sossarnas a
174. 2013 Creating a Mail Merge letter 1 Select the required information from a report for instance the Patient List report and click the Mail Merge button 2 Select MS Word Document and click OK 3 From the Save As drop down box select the location where you wish to save the patient details e g My Documents Save in IF Documents Name Date modif Type BACT L Contact List J Letters My Received Files i Patient Photos REG Backup i Updater O62 fr Size Tags J Body Charts JD Fax My Data Sources amp My Stationery d Readiris m Scanned Documents i Updater5 aa My Sharing Folders Save button File name Patient Names txt Save as type Text Files txt 4 Enter aname in the File name field and click Save to complete 5 Microsoft Word will automatically open if it is installed A new document called Document will appear 6 Click the Insert Merge Field icon on the mail merge toolbar shown below Insert Merge Field Documen ti Microso ft Word non commercial use a CISC ere 2 Find Recipient Finish amp 2 Auto Check for Errors Merge Preview Results j Finish G Dect wed Home Insert Page Layout References Mailings Review View Add Ins 2 Sa AA a exe SE 93 Match Fields Envelopes Labels Start Mail Select Edit Highlight Address Greeting Insert Merg Merge Recipients Recipient List Merge Fields Block Line Start Mail Merge
175. 462 ERONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ANI L fO L IWIN JLY JNA AU f AJI t L Y AVA Co a Hee iV MEDICARE EASYCLAIM INTEGRATION Patient Claiming from Receipt When processing a receipt for a patient check the Medicare Easyclaim option Receipt Name Christopher Ashley Date 12 05 2014 Practitioner Yerda Renoux Item Code 10960 lt All Schedules gt Description Medicare Physiotherapy Consultation Fee 562 25 Include GST Reduction 0 00 Easyclaim Net Fee 62 25 Print Prev Credit Credit Available Cash Cheque s H Grp Chg Deposit 3 Register Drawer Card 0 00 Visa Master Card American Express Diners Other EFTPOS HICAPS Optus Health Medicare DVA t HHeAPS MBF Direct Deposit Total Front Desk 2014 Note After checking the Medicare Easyclaim option the HICAPS Tyro HealthPoint button will be disabled Patients cannot claim the same item from both Medicare and their health fund Click OK After payment has been taken the Medicare Easyclaim Wizard will be displayed PAGE 463 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Patient Claiming from Receipt Patient Details and Transactions Patient Name Christopher Ashley Gender Male Medicare No 4950 15996 1 Items to Claim Itemcoae psami ete Medicare Physiotherapy Co
176. 500 lt All Schedules gt Schedule hone 84 00 Include GST Description Initial Consultation and Treatment SI Rean 0 00 Add Net Fee 84 00 Wt mip Payment drop ey J No Payment down box Bem Desception Net Feel Full Payment Gap Only Rebate On ly E Accept Unallocated Payment to practitioner Yerda Renoux Medicare Easyclaim Bulk Bill Print C Cancel Select the Practitioner Date Item Code and Clinical Code if applicable for the first item you wish to add Please note the Clinical Code field will only be visible when billing Dentists Psychologists and Occupational Therapists From the payment drop down box select No Payment Full Payment Gap Only or Rebate Only Front Desk 2014 Note The Gap Only and Rebate Only options should only be used if fixed gap amounts have been entered in your item code Click Add to add the item to the bill If required select other items to be billed Click OK to proceed You will be presented with the payment type screen with the option of submitting this claim to Tyro HealthPoint by clicking the HealthPoint button TYRO INTEGRATION fY Tyro HealthPoint Integration Billing lf the patient does not have a patient ID entered you will be prompted to select one from the Health Fund Patient Numbers window Use the ID drop down box to select the number found on the patient s health fund card and click OK to proceed You will be prompted to swipe or insert th
177. 51 Robert Jones To create a new patient file click the New button A new patient file will appear F a General Billing Details Additional Clinical Notes Medicare DVA sje Full Name Mr John Smith Preferred Address PO Box 2 Date of Birth 03 11 1973 Gender Male Fhone Home 337 5495 Mobile SMS Email Practitioner Robert Jones Fee Category Standard Walkerille 5A 5081 Work 302 3196 Person Entity button E Mailing List E Archive File No Next Recall Ho Mext Recall Next Appointment Tue 27 Nov 2012 4 00 pm amp en ee Last Appointment Mon 12 Mow 2012 2 45 pm 1 wk 2 days ago 90 Days 60 Days 0 00 0 00 30 Days Current Balance 0 00 0 00 0 00 PAGE 108 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS 2 Patient Tab Order The tabs in the patient file can be customised in order of preference From a patient file right click on any tab along the top and select the Edit Patient Tab Order option E Patient Mr John Smith General Billing Details Additional Clinical Moter Attachment Edit Patient Tab Order Mr John Smith Preferred Address PO Box 2 Walkerville 54 5081 lt Date of Birth 03 11 1973 Age 39 E Mailing List BAe Archive Gender Male T Phone Home 337 5495 Work 302 3196 mar fa
178. 7 Flinders Street Adelaide SA 5000 Free Call Australia 1800 18 18 20 MANUAL International 61 8 8361 2666 Free Fax Australia 1800 18 18 30 UPGRADES International Fax 61 2 8006 5205 Please note If the screen above does not appear you will need to open the Front Desk Installation CD manually To do this double click on My Computer a screen will appear as shown below Double click on the CD ROM drive labelled Smartsoft r OD fh gt Computer gt Search Computer File Edit View Tools Help Eject Burn to disc Properties System properties gt s il AutoPlay Organize v oe Fa a Hard Disk Drives 1 BB Desktop Local Disk C sb Downloads Recent Places m W 48 6 GB free of 144 GB 4 Devices with Removable Storage 2 a Libraries DVD RW Drive D Smartsoft Documents lt a Floppy Disk Drive A 0 bytes free of 642 MB ES pa de a Music lt 2 eS m DVD RW Drive D Smartsoft Space free 0 bytes File system CDFS CD Drive Total size 642 MB Select Full Version from the left hand side menu and then select the Front Desk 2014 Installation option Front Desk 2014 Practice Management System Installer MENU omen Front Desk Practice Management System FULL VERSION Front Desk 2014 Installation Front Desk 2014 Installation NETWORK CLIENT VERSION Smartsoft Australia
179. A summary of these types follows Transfer In and Transfer Out inter practitioner transfers are amounts credited to or debited from practitioners on a patient s account for internal accounting reasons These transaction types are used to help keep track of payments paid in advance to a practitioner appearing as credits on patient files which are later used to pay amounts for different practitioners This feature can be turned off by Smartsoft if you do not require this level of account recording Write Offs are amounts credited against billed items which are used to clear or reduce the owing amount This is normally used when collecting the debt is difficult Reductions are amounts credited to a billed item to apply a discount to the normal fullfee The full fee and the reduction amount will be shown on printed receipts and accounts Using reductions is the preferred method for charging reduced fees to concession type patients Prev Credits Used Previous Credits are payments made using an existing credit also referred to as unallocated payments on a patients account No physical money is received for a payment made with an unallocated amount but a patient s credit amount will be decrease appropriately GST Write Off is the GST component of an amount written off from a patient account GST Prev Cred Previous Credit is the amount of GST paid by a patient using a credit unallocated payments Refunds are the total amount of refu
180. AA Robert Jones Anne Smith 9 00 am P50 ras Add intment 9 30 am y Add Appointment New Patient 9 45 am z Add Group Appointment Mean Casual Appointment 155520 Appointment Scheduler 10 30 am Rule Out 10 45 am Pack Appointments 11 00 am Help 11 15 am The default group appointment type can be set in the Appointment Book tab of System Information Click App Types select the Default amp Following Appointments tab and set the Default Group Booking appointment type r Appointment Types Appointment Types Defaults amp Following Appointments Default Appointment Standard Patient v Add Default New Patient New Patient im i Default Group Booking Default Group Booking Group Appointment x appo intment type Appointment Type Following Appointment Follow Up Follow Up Standard Patient The New Group Appointment dialog will be displayed Title is the name of the appointment which is displayed on the appointment book i e Exercise Class Users can select the appropriate App Type number of Intervals and columns Wide To add existing patients to the group appointment click Add New patients can be added by clicking Add New New Group Appointment Group Appointment Details Recurrence Close i Title Group Session Class Type lt No Class Type gt x Add d Ad d p all e nt to Practitioner Robert Jones Max Class Size 0 unlimited ro u a O i ntm e nt
181. AA n P 4n moa JIN gt a re Gk FS ALL E IVI AIN ALE IVE E iN ro A Ca ANIL LU NUVJIN i S Hee ee ONAN l i La IVI Al VRAULIVNIELIN EG amp ww L IVi PAYMENT DISSECTION lt 2 Group Deposit 3 Group Deposits From 22 10 2013 To 29 10 2013 E Show Incomplete Group Deposits Only Close Date Amount Payer Remittance No Balance Edit 29 10 2013 5200 00 Smartsoft Clinic 65478 150 00 Amount Item Code Prac Desc Delete amp Pint a Preview Export WA Edit Group Deposit Details Amount Payer 200 00 Smartsoft Clinic As notifications of payments made into your bank account are received some time after the actual deposit you can edit the payment date of the transactions associated with this group deposit by clicking the More button and setting a new deposit date and time Deposit Date amp Time Deposit Date Time 29 10 2015 11 48 AM 0K Cancet_ To remove a group deposit highlight the particular deposit and click Delete Note that once a group deposit is deleted any payments that were associated with that deposit will be deleted from the patients accounts Confirm Q Delete this deposit and all payments made by it Click Preview or Print to generate a Group Deposit Report Click the Export button to generate a CSV or a Microsoft Excel spreadsheet with the Group Deposit details Appointment book navigation buttons including Day
182. AClaims GI Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund E Group Email Send SMS B Contacts Q Search Invoices eS Cash Book Setup amp Front Desk Office Messenger Front Desk Word Processor Calculator Backup Restore from Backup AA AIT RCCL ONG A PRaARTIM IA AALTAMERALCALT QVOQTE A NI l m K oi i Dime AA Gi VI ZO ONG ZA vji N i S amp S YS i INI JLN LUIS LAW IIUI VI AIN ANI La IVI L EN a i a L iV DA e 10 7 ER rh AVJ C i U T Bit FRONT DESK 2014 BACKUP Backup The Front Desk Backup dialog will appear Front Desk Backup Backup to Location C Users tristan SMARTSOFT Desktop 5 Adv Backup Verify Help Click the browse button to search for the location to save the backup Auto generate Unique Filename allows users to specify that a unique filename is generated each time a backup is performed The Front Desk 2014 backup has a facility to back up to a temporary local drive and then copy the backup file to another location that is generally on another drive such as a flash drive This feature can both speed up and improve the reliability when backing up to certain types of removable media or over slow networks To use this feature select the Advanced button and check the Use Temp Directory option To select an alternate directory for the creation of the temporary file use the browse button found at the end of the li
183. ATURES 2 Patient Photos Click Add on the Patient Photo dialog Patient Photo GG R Open p 4 Recent Places Desktop patientphotojpg Photo 1 bmp Libraries fi a Computer patientphoto jpg 210 x 220 pixel 16777216 Colors 24 bit 72x 72 dpi Files of type Common Graphic Files tif gif jpg pox bm JPEG Bitmap JPG YCbCr File 72KB Mem 135 KB Full Name Mr John Smith Preferred Address Walkerville 5A 5066 Date of Birth 03 11 1973 Age 39 Gender Male he Phone Home 337 5495 Mobile SMS ao frontdesk smartsoft com au Practitioner Work 302 3196 Robert Jones Fee Category Standard Delete File No Next Recall Thu 27 Dec 2012 3 wks Next Appointment E Mailing List Thu 27 Dec 23012 1 15 pm 3 wks El Archive Last Appointment Wed 5 Dec 2012 2 45 pm R yesterday L 90 Days 0 00 60 Days 0 00 30 Days 551 95 Current 171 95 Balance l 175 90 Alternatively click Capture to take a photo with a web cam or digital camera PAGE 366 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Zz Patient Photos To edit or delete the patient s photo click on the photo and the Patient Photo screen will appear z Patient Photo Click on the ph
184. Acc Pay Left Margin 0 Statement Bottom Margin 10 Rec Acc Pay Top Margin 0 Report 1 Part Statement Margin 0 Rec Acc Pay Bottom Margin 0 2 Part Statement Margin 0o g Address Offset 10 Address Offset 9 FE WG System Information Col eee RA System Information f Waiting List Clinic Shifts Paper Size Printing Layout Mail Merge Waiting List Clinic Shifts Paper Size Printing Layout Mail Merge Statement Rec Acc Pay Mailing List Labels Statement Rec Acc Pay Mailing List Labels Mailing List Left Margin 0 Patient File Label Left Margin 0 Mailing List Top Margin 9 Patient File Label Top Margin 0 Mailing List Column Margin 0 Appointment Label Left Margin 0 Mailing List Separation 24 Appointment Label Top Margin 0 Mailing List Columns 3 Mailing Label Default Settings 11 x3 labels X Please Note The settings above may need to be tuned for specific printers Printing layout accommodates minor changes to the printer alignment setup Adjustments to the Left Margin Top Margin and Bottom Margin can be made for Statements Invoices Rec Acc Pay slips Patient File labels and Appointment Labels Left Margin Top margin Column Margin Separation and the number of Columns can be adjusted for mailing labels Some default settings have been included Front Desk 2014 Tip We recommend using A4
185. Adelaide i Contact Phone 08 8361 2666 Cancel Contact Email frontdesk smartsoft com au Address to use Clinic Practice Group Other Address 107 Flinders Street ADELAIDE SA 5000 Opening Hours displayed on website Enter the Name and Contact Details of the booking location Address details can be selected from the registered Clinic address Practice Group headers or entered manually via the Other option Opening Hours can be entered manually to be displayed on the Patient Booking Gateway website Click OK to complete the Booking Location PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select the Practitioners tab from the Patient Booking Gateway Configuration MA Patient Booking Gateway Configuration Email Professions Booking Locations Practitioners Email Templates da fuk Please indicate which of your practitioners are available for the Patient Booking Gateway Also use this page to set practitioner professions and i Cancel locations Practitioner Name Available for Booking Gateway George Rogers Heather Brown Robert Jones m Select a practitioner to setup for the Patient Booking Gateway and click Edit Edit George Rogers V Available for Patient Booking Gateway Booking Location Smartsoft Clinic j v Professions Physiotherapist Patients can make appointments with D Any prac
186. Appointment Book you will need to have Internet Information Services IIS running on your machine NOTE The installation and management of IIS or access to the Front Desk Web Appointment Book over the Internet is outside the normal scope of the support provided by Smartsoft and may require the assistance of your hardware network technical people A basic guide on installing IIS on Windows Vista Windows 7 has been included for illustration purposes A prerequisite for installing the Front Desk Web Appointment Book is one of the following operating systems Windows Server 2003 Windows Server 2008 Windows Server 2008 R2 Windows Server 2012 Windows Server 2012 R2 Windows Vista Home Premium or above Windows 7 Home Premium or above Windows 8 and Internet Information Services IIS installed and running on the machine you wish to use host the website STEP 1 You need to install this package on the computer hosting the web site which may or may not be the machine hosting the Front Desk database Insert the Front Desk 2014 Version 16 0 CD into your CD ROM The dialog below should automatically appear on your screen Front Desk 2014 Practice Management System Installer Front Desk Practice Management System Demo Version Full Version Network Client Version DEMOVERSION e Web Appointment Book Manual Upgrades FULL VERSION NETWORK CLIENT VERSION ee Smartsoft Australia Pty Lt
187. C 1122 Address Home Phone 03 4485 6524 Work Phone 03 4488 5498 Mobile 0422 222 222 Fax 03 4485 6525 Email info smartsoft com au File Number 1033 Cancel lt lt Back Finish Click Finish to complete the registration process Click Back to return to the Registration Request Details or Cancel to close the window without processing PATIENT BOOKING GATEWAY Patient Booking Gateway Logins lf the registration request cannot be linked to an existing patient file click New to create a new patient file The registration request details will be copied to the new patient file automatically Confirm Create a new Front Desk patient file The Patient Booking Gateway registration request details will be copied to the new patient Cancel Click OK to complete the patient file creation IR New Patient a General Additional Billing Details Medicare DVA Transactions Future Billing Quotations al gt _ Full Name Mrs Jacqueline Alexander Receipt Preferred la E Search Da Address 21 Fussell Street os Bill E New Alberton SA xX GF Payment Delete Date of Birth 29 09 1943 x Age 70 E Mailing List Gender Faile x FAN Archive Phone Home 8390 1140 Work Mobile SMS F Note ona Email jacki smartsoft com au bee En nimon n ae tomorrow a Practitioner George Rogers z Last Appointment lt J Thu 31 Oct 2013 10 45 am Fee Category Standard nA 5 days ago 90
188. Click Mail Merge to perform a mail merge using the Front Desk Word Processor or Microsoft Word Click Email to send an email to those GP Medical Referrers with an email address ADVANCED FEATURES Additional Information System Information Select the Advanced tab in System Information The Additional Information option should be enabled if information such as health fund details or pension number needs to be recorded in the patient s file lt is optional to have the details of the patient s GP on the additional tab Select the GP Referring Doctor Details option to enable these fields I System Information e fog Advanced Health Fund EFTPOS Medicare Close C Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title Additional Info Health Fund Medicare DVA GP Referring Doctor Details GP Referring Doctor Details option C Medical Specialist Referrals C Multiple Locations Stock Control Manage Stock per Location L Email Integration C SMS Integration E Patient X rays Patient Photos Patient Contacts Quotations Patient Events Future Billing Sales Processes Defaults for Profession m AAT A A AIT RArAI Anas Arm A ATIA mT ak AERA r PASAR DACE 2147 EDON l ECK 901 DRPAC TICE MANAGEM E N T SYS E M AJE 9 i NAJIN i D mD G amp G VUI4 PRALG I ICE VIANAUENIENIT OTS E IVI ADVANCED FEATURES Z Additional Information Patient An Additional tab wi
189. Copy from General tab to copy the email field from the General tab of the patient file for use with the Patient Booking Gateway Click Request Login to send an email to the patient with a link to the Patient Booking Gateway website This will send an email to the patient with a link to the Patient Booking Gateway website Would you like to continue Select the Practitioners tab WB Patient Mr John Smith ol eee Billing Details Medicare DVA Transactions Future Billing Quotations Appointments Events gt Appointments Cancels Reschedules Statistics Patient Booking Gateway Cte Access Practitioners Group Appointments Delete Override default practitioner settings Available practitioners for this patient Print Ed ST en Sch Label v Treatments Select this practitioner by default Make App Last practitioner seen Random practitioner Specific practitioner Remind Patient of Appointment Default Appointment Type lt Never gt i 90 Days 60 Days 30 Days Current Balance 0 00 0 00 105 90 158 85 264 75 Help Click Override default practitioner settings to override the practitioner Patient Booking Gateway settings with individual patient based settings To add Available practitioners for this patient click Edit V Override default practitioner settings Available practitioners for this patient WORKING WITH PATIENTS Zz Patien
190. Credit Cash 25 Oct 2010 10 51 56 Cheques l SWIPE INSERT CARD Group Cheque Depost Justin Smith Card i Txn Delivered By FFTPOS l TRI STAN7 HICAFS Optus Health Medicare DVA Register Direct Deposit Total After a few moments the terminal will complete the transaction and Front Desk will show the benefit amount in the HICAPS field on the Payment Type screen Enter the payment type of the remaining amount in the appropriate field e g cash cheque EFTPOS and then click OK If paying by EFTPOS enter the amount to be paid in the EFTPOS field and click the EFTPOS button You will then be asked to swipe the patient s EFTPOS card E Payment Type Amount to Pay 52 00 Frew Credit Cash j 25 Oct 2010 10 54 13 TA Cheque s ha SWIPE INSERT CARD Group Cheque Deposit Card Txn Delivered By EFTPOS l TRISTAN HICAFS 7 Optus Health Medicare DYA Direct Deposit F i if S Total Register If you click Cancel at this stage Front Desk will prompt you to swipe the patient s card once more to cancel the submitted HICAPS claim A r AA A DAR ACCLI ONE A FD ACTIA LA AATAMPECAACAIT CVCTEA UE 414 FR ONT DESK 2014 PRACTICE MANAGEMENT SYSTEM HICAPS EFTPOS INTEGRATION D Receipting with HICAPS lf an error or problem occurred with the HICAPS claim Front Desk will display this error and allow you to select an alternative payment method Your printer terminal
191. Cut Copy INTEGRATION WITH MICROSOFT WORD Front Desk 2014 allows you to integrate with Microsoft Word in two ways OLE Object Linking and Embedding Automation allows information to be transferred between Front Desk 2014 and Microsoft Word to automatically create a standard letter for a patient Export data in a format that can be used for mail merging Note It is recommended that Standard Letters be created in the Front Desk Word Processor not Microsoft Word To create a template letter 1 Open anew Microsoft Word document Over the next few pages Is a list of Standard Letter Tags Type the letter tags which are required for this particular letter exactly as they are listed in the manual These tags will be replaced by your patient details 3 Type the body of the letter Window ACT Help Adobe PDF Acrobat Comments X ee RE Q4 100 E x HRead E E iA Normal Huma z Humanst521 BT z2 zB a aaf Jeo Sy 2 a 2s FA Mail Merge to Adobe PDF i Pe er ce cr ce ce ce ec ce ce ce cece CoE File menu Dear lt lt RefName gt gt We would like to thank you for referring lt lt Title gt gt lt lt FirstName lt lt Surname gt gt It is truly appreciated when one of our patients refer another We appreciate the confidence you have shown in us by referring another person to our dlinic Thank you once again for your support and we look forward to seeing you again in the future Kind Regards
192. Date 02 05 2014 Start Date 02 05 2014 Period 12 Months Practitioner o 90 Days 60 Days 30 Days _ Balance 0 00 0 00 0 00 0 00 50 00 Front Desk 2014 Note Medical Specialist Referrals is an extended functionality for medical specialists It is generally not recommended for allied health professionals who should be using the Ref Dr field on the Billing Details tab PAGE 460 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION amp Practitioner Details Select Practitioners from the toolbar File System Reports Window Help BABS Mm ee Ss COOMBS fF Alas e a op Practitioners Select a practitioner s name and click OK Go to the Provider Numbers tab Check that a Default Provider Number has been entered for the practitioner If this field is empty select a provider number from the drop down list WA Practitioner Prue Pilatic oJ General Provider Numbers Default Items Appointment Book Clinical Noti CI Default Provider Number 2147661F Close Override Provider Number Add Fee Category Health Fund Provider No D Delete Go to the Medicare tab on the practitioners file WB Practitioner Prue Pilatic o m Default Items Appointment Book Clinical Notes Tyro Medicare 4j Close Medicare Service Type Specialist DVA Service Type Allied Health 4 Use alternate Payee Provider P
193. E By Recall Type Missed Appointment To generate a patient list or mailing labels select the respective Patient List or Mailing Labels option To list all patients whose recall date falls within a specified period select By Date and enter the appropriate From and To dates Select Non archived Patients Only to list only those patients who have not been archived under the General tab in the patient file If a recall list relating to a particular practitioner or practice group is required select By Practice and the relevant Practice Group or Practitioner Select By Recall Type to list only those patients who have a particular type of recall Select Patient Tracking to list only those patients who have a particular tracking category set in their patient file Include if any will generate a report of those patients who have any of the selected tracking categories set in their file Include if all will generate a report of those patients who have all of the selected tracking categories set in their file Exclude will generate a report excluding those patients who have the selected tracking categories set in their file RECALL PATIENT LIST B Recall Patient List To export the patient list to CSV or Microsoft Excel click Export this can be used to edit the patient list or for a mail merge The CSV without Header option may be used to import data into other programs Click Mail Merge to perform a mail merge using the Front Desk
194. EM SETTING UP FRONT DESK 2014 System Information Clinic Information The following System Information dialog will be presented WB System Information Eg E x Name Smartsoft Clinic Address PO Box 500 Burnside SA 5066 Phone DE 8361 2666 Fax 0E E3564 4760 A C N State 5A e Default state Use Graphic Header b Smartsoft Clinic bazin 829 Hera a Ad erased Pors Ia U Y Ste SEAS 3A POJA lepeti TERE SS Fa atti VE F 1867n Pra pacar nRT ADT eS aa AAE i aL To enter the clinic details users need to request a name file from Smartsoft This can be done by clicking Import The following dialog will appear If you have received your Smartsoft name file click Import otherwise click Request to request a name file Import or request Smartsoft name file Enter the clinic s Phone Fax and A C N number and select your state from the drop down menu this setting is important when searching for suburbs while entering addresses Front Desk 2014 Tip To move to the next field in a Front Desk window simply use the Tab key on the keyboard PAGE 14 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 G System Information Clinic Information An image including a practice logo can be used in the practice header on receipts accounts payment quotations appointment schedules statements and invoices Users wishing to use this functionality will need to submit an image in an Adobe I
195. ENT BOOK oe Group Appointments Right clicking on the group appointment gives the following options Edit Group Appointment Opens the Edit Group Appointment screen which allows users to edit the Title Appointment Type Intervals Notes and Add Remove patients from the appointment Make Next Appointment Users can schedule the next group appointment There is an option to make the Next Appointment with the same group of patients from this Appointment or to add a Group Appointment with no patients an empty group Change Appointment Allows rescheduling of the group appointment Users also have the ability to reschedule the appointment by dragging and dropping the group appointment on the appointment book Delete Appointment Removes the group appointment from the appointment book The user will have the option to record the deletion as a cancellation at this point Pack Appointment Moves Appointments to the practitioners left most column where possible Copy to Day Notes Copies the group appointment title to the Day Notes field Copy to Reminders Copies the group appointment title to the Reminders field Copy to Clipboard Copies the group appointment title to the Clipboard Help Opens the Help file for more information on working with the appointment book Group Session B Bookings Edit Group Appointment Make Next Appointment 10 00 am Change Appointment 10 15 am Delete Appointment 10 30 am Pack Appointments
196. ERGE WITH FRONT DESK WORD PROCESSOR This section covers Mail Merging with the Front Desk Word Processor A mail merge creates multiple copies of the same document but each letter is customised with individual patient s details A mail merge may be used to send a reminder or recall letter to selected patients The following Front Desk reports all integrate with the Front Desk Word Processor Mail Merge function 9 a Recall Patient List Active Inactive Patients a Birthday List a Patient Referrals Patient List Creating a Mail Merge letter 1 Select the required information from a report for instance the Patient List report and click the Mail Merge button 2 Select Front Desk Document and click OK A Patient List oll amp e Patients All Mailing List Close v Include linked patients amp Print Report Type Patient List Mailing Labels CA Preview Show File Numbers 2 Export Filter 4 Exclude Archived Patients Mail Merge Archived Patients Only By Default Practitioner Email Practice Group Robert Jones J SMS Practitioner Robert Jones d iling Li Mail Merge Document Type Front Desk Document MS Word Document Cancel By Item Item Code 500 Initial Consultation and Treat Schedule Non Service Transaction with Practice Group Robert Jones Practitioner Robert Jones Appoint Between 01 12 2012 and 31 12 2012 By Appoint Type Appoint
197. ESK 2014 B System Information Clinic Information You can close a window in Front Desk by either clicking the Close button or clicking the X in the top right of the window When closing a window that contains changed data a Confirm dialog will appear prompting for confirmation to save changes Click Yes to save changes or No to cancel SETTING UP FRONT DESK 2014 E System Information GST Select the GST tab from the System Information window a System Information Clinic Information 43 gt Practice Groups Standard Accounts Ft Display GST options when billing GST Rate 10 0 ABN 12 345 678 910 For the option to be able to include GST when billing and receipting select Display GST options when billing Name Mr John Smith Account Primary Date 06 11 2012 Practitioner Robert Jones Item Code P10 lt All Schedules gt Description Large Pillow 0 a The Include GST option will be visible if selected Fee TD Include GST Reduction wu Medicare PC Net Fee The current GST figure is displayed in the GST Rate field If you require a GST rate other than the one shown in this field you will need to contact Smartsoft for assistance Enter your Australian Business Number into the ABN field SETTING UP FRONT DESK 2014 G System Information Practice Groups Select the Practice Groups tab from the System Information window System Information Clinic Information Descript
198. Endodontist Occupational Therapist Exercise Physiologist Psychologist Massage Therapist v Clinical Codes are used as part of the billing process required by health funds when processing transactions through the HICAPS or Tyro interfaces for Dentists Occupational Therapists and Psychologists For Dentists the Clinical Code equates to the Tooth Number Please note that this requirement does not currently apply to other health professionals To include a Clinical Code when billing for a practitioner select the HICAPS or Tyro tab If using HICAPS check the Include Clinical Code when Billing option then select the practitioner s profession from the Profession drop down list A profession must be selected when using Tyro whether Clinical Codes will be used or not After configuring this option for a practitioner a new Clinical Code field is displayed adjacent to the Item Code on the receipt and billing screen When billing a patient select the Clinical Code for the HICAPS or HealthPoint claim If you place the cursor over the Clinical Code field a description will appear in the on screen tool tip Clinical Code Billing sa Patient Mr John Smith Account Primary Practitioner George Rogers 30 00 Include GST Description Standard Treatment Cognition Bedochon 0 00 Add Net Fee 30 00 30 00 Description Code Prac Net Fee Payment Accept Unallocated Payment Robert Jones DVA Claim Bulk Bill Medicare PC Print
199. F for documents to be printed but either can be used for both applications Press the Scan button to begin the scanning process WORKING WITH PATIENTS 2 Patient Attachments Once the document has been scanned a preview of the document will appear in the Scanning window Click OK to add the document as an attachment scanning M Select source HP Lasenlet 3390 TWAIN gt Options Colours ARGE O Advanced Scanner Options Use Sheet Feeder wt tae tnitund ingests Kia my Attachment Options sat que Foe rakar es gues vee a oP a St me afer oh AEREA he cop dene ue ree damy a by nikari Uechi piron a car D ate J bond pie yain kr pour ge geod sa lech end eee apa he 071 2 2008 a Description Referral Lette gt Save as JPEG 5 PDF The scanned document has now been saved into Front Desk and Is available from the Attachments tab WB Patient Lindsay Abbott Owner Extension Admin Front Desk Docum Admin HE Microsoft Word 97 90 Days B0 Days 30 Days Current Balance 0 00 0 00 1 00 25 00 26 00 The list of attachments will be listed in date order with the most recent document at the top PAGE 159 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS 2 Patient Attachments Existing attached images can also be optimised by selecting the attachment and clicking the Optimise button on th
200. FTPOS Name Number George Rogers 0909818T Robert Jones O5541914 Robert Smith 214 7561K WorkSafe are not supplying its members with cards so the claim number needs to be recorded on the patient s file Go to the Additional tab on the patient s file and enter the WorkSafe Claim No in the field provided 3 Patient Mr Justin Smith Billing Details Additional Clinical Notes Attachments Health Fund Member No Pension Mo Expiry Date WorkSafe Claim No 903601151234567890 GP Referring Doctor Name Dr Sam Smith Organisation Medical Centre Address 123 Main Rd HACKHAM 5A 5163 Provider No Type 8P 90 Days 60 Days 30 Days Current 0 00 0 00 50 00 59 90 DARE A992 FRONT DESK 2014 PRACTICE MANAGEM PAGE 425 FRONT DESK 2014 PRACTICE MANAGEM HICAPS EFTPOS INTEGRATION WorkSafe Victoria Claiming When processing HICAPS claims for WorkSafe Victoria patients if a WorkSafe Claim No has been entered the following message will be displayed Click Yes to submit the claim to HICAPS You will not be asked to swipe or insert the patient s card Front Desk 2014 Note WorkSafe Victoria transactions will return no benefit at the time of processing so a Submitted receipt will be printed if the claim is successful The patient should make no other payment at the time PAGE 424 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM HICAPS EFTPOS INTEGRATION E Refunding an EFTPOS Payment To refund a patient
201. Firstname Surname Mobile Address1 Jere gt V Miss Kylie Nagy 0414444444 27 Gothic Ave All y Mrs Anne Newstead 0414444444 136 Marian Rc v Mrs Mandy O Keefe 0414444444 63 Ann Street None v Miss Evelyn Randall 0414444444 47 Loader Stre meer v Mr John Smith 0414414414 PO Box2 o 4 b E SMS Sent E SMS Failed SMS Message Details Account Details Message S td a a lt lt Prefname gt gt Your next Current SMS Balance ppointment with Selected 5 Sent lt lt NextAppointmentpracName gt gt is Failed n lt lt NextAppointment dddd the Balance after sending Message Template Appointment Remind f Get Balance Help Type the message that you wish to send or select a standard message from the Message Template drop down box To view a message as it will be sent click the a button to replace the tags with your patient information and use the left and right arrows to scroll through your data If you do not wish to send a message to a particular contact uncheck the box in the Select column next to their name Click Get Balance to calculate the current balance before and after sending the messages The Selected field will calculate the number of contacts that have been selected Click Send when the message is ready Front Desk will send each message individually highlighting each contact as they are sent Click Email and a screen similar to the SMS screen will appear This allows you to send th
202. G sirmas aa a a a 444 Tyro Integration PAYMENT cccccccscccsecceeecseeceeeceeeceeeceeecseeseeeceeecseesseeneeenes 448 Tyro TransacUON Serisinin E ER ET TO 449 Tyro Transactions EFTPOS Refunds cccccecccsececeeeeeceeeesseeeeseeesseeeeeees 450 Tyro Transactions HealthPoint Cancellations ccccccccseeeeseeeeeeeeeeeeeeeees 451 Ret nding am EF TPOS Payment eeren 453 Tyro HealthPoint REDOMt ccccscccseccseccececececeeeceeeceeeceeesseeseeeseeesseeseeenseenes 455 MEDICARE EASYCLAIM INTEGRATION cc ssececceeeeccoseeecceseeesceseeseaueeeeceseeenoueeeees 457 MEDICARE DVA ONLINE CLAIMING iciicieniaadccnstanicenniandeusienddinatenicetsienidanneadsntsinnd 483 PATIENT BOOKING GATEWAY aiiceiatencactnccrevtaneecaaciwiadannaacean venontauenGendwentanuanc 516 INSTALLING FRONT DESK 2014 Main Licence Installation To install the Front Desk 2014 Practice Management System you will require the Front Desk 2014 CD which will be supplied by Smartsoft Australia Pty Ltd Insert the Front Desk Installation CD into your CD ROM The dialog below will appear on your screen Front Desk 2014 Practice Management System Installer Front Desk Practice Management System Demo Version Full Version Network Client Version DEMO VERSION Web ointment Book Manual Upgrades FULL VERSION NETWORK CLIENT VERSION Smartsoft Australia Pty Ltd 1996 2013 WEB APPOINTMENT BOOK 10
203. G WITH PATIENTS Z Patients Appointments Treatment Frequency Graph Select the Treatments button from the Appointments tab to display when the patient had an item billed in a graphical manner Note that this graph is based on a patient s billed transactions not appointments i Treatment Frequency Graph Lindsay Abbott This is only shown if Multiple Accounts is activated By Practice By Item Code By Account 3 Practice Group Schedule Practitioner Itern Code 41 2 la Ja s le 7 fo 20 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 SFPE i o ja z o jy r 8 8 e Pa ea Th The treatment frequency graph may be used to help a practitioner assess previous and possible future treatment plans Patients requesting a copy of their treatment dates to claim travel allowances can be given a treatment frequency graph instead of a detailed transaction print out This will provide appointment dates without the amounts being charged for each treatment To generate a graph relating to a particular practitioner or practice group select By Practice and the relevant Practitioner or Practice Group To generate a graph relating to a particular schedule or item code select By Item Code and the relevant Schedule or Item Code To generate a graph relating to a particular account select By Account and the relevant account Please note that the By Account option is only available if Multiple Accounts
204. General tab in the patient file To group the report by practitioner check the Practitioner option under Group By If a birthday list relating to a particular practitioner or practice group is required then select the By Practice option and the relevant Practice Group or Practitioner Select Patient Tracking to list only those patients who have a particular tracking category set in their patient file Include if any will generate a report of those patients who have any of the selected tracking categories set in their file Include if all will generate a report of those patients who have all of the selected tracking categories set in their file Exclude will generate a report excluding those patients who have the selected tracking categories set in their file This report may be Printed or Previewed by clicking these buttons Click Mail Merge to perform a mail merge using the Front Desk Word Processor or Microsoft Word To export the patient list to CSV or Microsoft Excel click Export This can be used to edit the patient list or for a mail merge Click Email to send emails to those patients with an email address Click SMS to send SMS messages to those patients with a mobile number PATIENT REFERRALS di Patient Referrals The Patient Referrals report generates a list of patients or entities that have referred a patient within a specified period of time The amount billed for each referred patient is also shown Click P
205. Health Fund Medicare DVA GP Referring Doctor Details C Medical Specialist Referrals E Multiple Locations Steck Control Manage Stock per Location L Email Integration E SMS Integration Patient X rays Patient Photos Patient Contacts Quotations Quotations option Patient Events L Future Billing Sales Processes Defaults for Profession Once Front Desk has restarted go back to System Information and select the Paper Size tab System Information coe men Front Desk W Ea Ps Custom Printer Settings Custom Settings Printing Optio Lines Clinic Mame Column Headers Alert user when Paper Size changes E Non printer driver based A printing Help A Quote tab will now be added to the paper size screen Select this tab and select your preferred paper size for quotations PAGE 392 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES a Quotations Types Before you can start using the quotation facility you will need to have at least one Quotation Type Select Quotation Types from the System menu System Reports Window Help Login Security Audit Log Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits ROKRFHSBSrPRRHWHtNF SO
206. Horr __ Preferred Mobile SM amp Email j 2 Nest Appointment ab Practitioner Robert Jones kd No Next Appointment Last Appointment L Fee Category Standard No Last Appointment 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 0 00 0 00 Help Warn when billing if outstanding for selected number of days A pop up notification will appear if the patient has outstanding amounts for more than the selected period Duplicate Patient Check select one of the follow options so Front Desk can search for duplicate patients when entering new patients First Name Surname First Name Surname DOB or Don t Check Patient Image Tab Name can be used to change the name of the X ray tab in the patient file SETTING UP FRONT DESK 2014 B System Information Banking Select the Banking tab from the System Information dialog E System Information E Account Messages Defaults Options Banking Appointment Boo Close Use Banking Sheets V Include Credit Cards on Banking Sheet Advanced V Include Cash on Banking Sheet V Include Cheques on Banking Sheet E Use Money Drawer Settings Bank Account Details Acc Name Smarsoft Clinic BSB 123 456 Acc No 123456789 Direct Deposit Details BPAY Details W As Above Acc Name BSB To use the banking sheets produced by Front Desk 2014 select the Use Banking
207. Hospital Facility details Client ID Medicare Number Employer Health Fund Number C Pension Number Injury Injury Date DVA Number Hosp Fac C Referring Doctor C Don t Print Patient Name Ref Dr w More C Date of Birth Current Balance 0 00 0 00 The Account Details screen will appear as shown below Click Set Default to make this account the default The default account will be highlighted in red and will be ordered as the first account To make the account inactive uncheck the Active checkbox WE Patient Mr John Smith Billing Details p E miite Third Party individual Linked Last Paid Total Billed Billing z File Label Address W Account Details Account Name DVA Other details Acc No Active Client ID Employer Injury Injury Date DVA Number Hosp Fac Referring Doctor Don t Print Patient Mame Ref Dr vo J Date of Birth Delete Acc Current Balance 0 00 0 00 Help PAGE 335 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Z Multiple Accounts Patient File A patient with multiple accounts will most likely require a separate fee category for each account To set these fee categories per account click the Advanced button E Patient Mr John Smith General Billing Details Additional Clinical Notes Primary DVA Bill to Third Party Linked 3 Individual Name Department of Veterans Affairs Address Po Box B
208. ICEMHA I IAA E AACAIT CVC TE AA PAGE 3U FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 System Information Appointment Book Types To set up Appointment Types click the App Types button Appointment Types can be used to indicate the reason a patient is attending for example a New Patient an X ray or a regular treatment An appointment type can also indicate the room in which the treatment will take place Do not confuse Appointment Types with Item Codes Appointment Types are intended to enhance the readability of the appointment book whereas an Item Code is used for billing purposes Appointment Types Appointment Types Defaults amp Following Appointments Description al New Patient Standard Patient S Group Session GS Show Archived Appointment Types To adjust the order in which Appointment Types appear use the up and down ordering buttons To create an Appointment Type click Add to change an Appointment Type click Edit and to remove an Appointment Type click Delete Enter a Description and a Code this code can be up to 3 characters in length and will appear in brackets alongside the patients name Select a Background colour and a Text colour from the drop down boxes Edit Appointment Type Description Standard Patient C Archive Colour Background Ml Blue Text White he Sample Default Practitioner Intervals Practitioner H Anne Smith George Rogers Heather Bro
209. Labour DATs a Tam Oo R eT ETT a a TTo A TT a O ETT o Cc E T c Closed 13 14 15 16 17 18 19 2 21 22 23 24 25 26 200pm a Closed Clos Closed Closed c Closed 277 2 29 30 31 215 c Clo February 2014 2 30 p S E Ww w Clo Closed Mon Tue Wed Thu Fri Sat Sun 2 45 pm 4 a Clos Closed Clo Closed H 3 a 5 6 5 3 00 pm S Clos Closed N Clo s 10 11 12 B 14 16 3 15p cl l Ht Clos Closed C H Clo 17 8 19 20 2 22 23 c f i r r R i F los Closed F a losed F 4 235 2 7 2B 1 3 30 i G l Clo ose s o Close I 3 4 5 6 7 8 9 3 45 Unavailatfa S N Clos Closed navailat S Clo Closed 4 00 pi ci Clos Closed Clo S 4 15 cl Clos Closed Clo 30 Clo i4 s Clo at Clo Clo Clo i Clos Closed Clos Closed Clos Closed C sed Clo Closed a pbk f Closed Closed Closed Closed Closed Closed Closed Closed i g Reports amp Utilities AIl Practitioners Robert Jones Anne Smith Heather Brown George Rogers Admin Smanrtsoft Clinic Monday 21 10 2013 9 27am When viewing the Appointment Book by month the Appointment Types will appear instead of the patient names Hold the mouse cursor over an appointment to view the patient s name and appointment details Double click the N A A next available appointment button on the appointment book to finds the Next Available Appointment time slot within a practitioner column The N A A button will only place appointments within a
210. MS Sent E SMS Failed SMS Message Details A oa Account Details Message ABC E jl a i l Hi lt lt prefname gt gt The staff at Smartsoft E Account Details Clinic woud like to wish all the best for Selected his Christmas and New Year Balance after sending Message Template Mobile No Field lt None gt Mobile Get Balance Data values in the imported list can be edited directly from the Group SMS window by double clicking on the cell you wish to edit and typing in a new value Note that this will not change the original source data Type the message that you wish to send or select a standard message from the Message Template drop down box To view a message as it will be sent click the Sie button to replace the tags with your patient information and use the left and right arrows to scroll through your data If you do not wish to send a message to a particular contact uncheck the box in the Select column next to their name Click Get Balance to calculate the current balance before and after sending the messages The Selected field will show you the number of contacts that have been selected Click Send when the message is ready Front Desk will send each message individually highlighting each contact as they are sent In order for Front Desk to send SMS messages from your computer Microsoft Internet Explorer must be Working Online If Front Desk detects that Internet Explorer is currently Working
211. Mary Nesbitt W w w Ei Ei Email 5 dianne smartsoft com au FP Select all patients corine smartsoft com au 1 shannon smartsoft com au 3 Non Deselect all patients pE zo e Send button kevin smartsoft com au peter smartsoft com au 6 andrew smartsoft com au 1 mar smartsofti comau lt t E Emails Sent E Emails Failed E Sending Email Email Message Details r Message o set your account password wisit the link below lt sACTIVATIONLINK gt Message Template Mew Login Request Email Details Subject lt lt CLINICNAME gt Online Appointme Subject C Attachment Sent Failed Message Format Plain Text Help Individual patients can be selected or deselected from the Select column Click All to select all patients within the list or click None to deselect all patients The Message Template can be adjusted from within the Email Templates tab of the Patient Booking Gateway Configuration Click Send to send the selected emails Click Yes to confirm the selection The selected patients will now receive an email invitation to begin using the Patient Booking Gateway Status PATIENT BOOKING GATEWAY Patient Booking Gateway Logins To view the current Patient Booking Gateway users select Patient Booking Gateway Logins from the System menu System Reports Window Help amp Login Security Audit Log Health Funds Standard Letters Standard Messages
212. Meaical Referrers List 2 ccencosbeecciett ares atteet laeeeet dc atoees taeeeal sc atteetaieeest 346 Additional Information System Information cccccseeeeeeeeeeseeeeneeeesaeeeesees 347 Additional Information Patient ccccccceececseeeseeeseeeeseeeseeeseeeeseeeseeeesseeeaes 348 Future Billing System Information ccccseccceeecseeeeeeeeceeeeeeeeseeeeseeesaeeeneees 349 F t re Biling Patent aixdectuciecctewsite On tame lees Oa sumac aceite Oe tunel celts A 350 Fature BINOS caceres aa E A N 351 Future INCOMC REDON ccir a hun seneetar bender anaconda 352 Multiple Locations System Information cccccsecccseeeeceeeeeseeeseeeeeseeeesaaees 353 Multiple Locations REPOItS cccccccssecseeeeeeceeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeneeeaeeeaaes 354 Multiple Locations Security cccecccseececeeeeeeeeeeeeeeesseeeeseeeesseeeeseeeesaeeeeseaees 354 Paent EVENS o2tetcsccnss bettas ete tadgen ete Siecetasetae a a a a a 355 Patent Vents TYDES kors o i sneiaisiagea ise ialane ai onenainnr eines 356 Patient Events Report ccccccccscccscccecccscccecccseccseccaeecaeecaeecaeecaeecseseaeenseseass 35 Paent GCONIACIS sccce cs cee aces Se ae es ck ce eee 358 COntact RClaNOMS NOS tinie eiceblensecne 360 Patent CONIAGCIS x vi2ccssctnssnascunaesaachewingseaunacssacheunasneuaaesenchawayseeniacemabensaaenaeeaebes 361 Patent PNOIOS iciata edie Crack Ga ie en e E E A 365 Paent A TAVS o 368 SMS and Emai
213. Michael Renwick 5 Ms Mina Foster N Fe Practitioner Queue Miss Maria Sander S Mrs Wendy Jarrett H k Reminders Notes Waiting List A Messages Mrs Catherine Noble S Mst Matthew van t Oosten F ra Practitioners 6 45 pm Mrs Lioudmilla Latta 5 Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed Closed i I Appointment Book Week Beginning Monday 21 r 2013 Robert Jones kejk lt lt lt c L lt Lo wlm J gt p gt Cl Privagy This week week2 _Week3_ _Week4 _Week5 weeks eek7 weeks _Week9 Week 10 Week 11 Week 12 Week 13 week 14 week 15 week 16 week 17 Week 18 week 19 week 20 Week 21 Week 22 Week 23 Week 24 Week 25 week 26 NAA Mon Tue Wed Thu Fri Sat Sun 1 October 2013 9 00 am Mr Leigh Garner N Miss Stephanie Randalll S Miss
214. NTEGRATION ty Tyro Integration Patients Click Patient on the toolbar File System Reports Window Help HFEA Patient Ctri P or select Patient from the File menu Fie System Reports Window Help Appointment Book Ctrl A Patient Practitioner Queue Cash Book Practitioners Item Codes GFP Medical Referrers wd de E System Information Patient Booking Gateway Configuration da Printer Setup Exit 2SOesi Q er CB 1 AZSiLi7E B e cog Go to the Additional tab on the patient file It is here that the patient s health fund details are entered When entering new patients with a valid health fund card it is advantageous to record the patient s ID number on this card If there is only one person on the health fund card this number will generally be 00 For cards with more than one member the ID for the first member will generally be 00 followed by 01 for the 2 member 02 for the 3 member and so on WA Patient Mr John Smith bo o Fx General Billing Details Additional Medical Referrals Clinical Notes Attachments Medicare Member No Pension No Expiry Date GP Referring Doctor Name Dr Sam Smith Organisation Medical Centre Address 123 Main Rd HACKHAM SA 5163 Phone Email Provider No Type P 90 Days 60 Days 30 Days 0 00 51 95 0 00 Patient ID Balance 373 90 You can also enter the Health Fund and Member No These fields are o
215. Name George Rogers Title Physiotherapist Qualifications VM_LApp Sc Physiotherapy Orthopa PracticeLocation Delete Short Desc George E Archive C No HICAPS claims for this Practitioner Practice Group George Rogers Enter the Name Title and Qualifications for the practitioner these details will appear on receipts accounts and statements Each practitioner must have a Short Description up to 7 characters long this is used for internal reports only For example Dr George Rogers could have George Rogers or GR as their short description The Practice Location should only be entered if the practitioner services more than one location Select the practice group for this practitioner from the Practice Group drop down box To view a different practitioner file click the Search button to create another practitioner file click the New button to remove a practitioner file click the Delete button If the practitioner is no longer with the practice you can archive them by checking the Archive box SETTING UP FRONT DESK 2014 2 Practitioners Provider Numbers Select the Provider Numbers tab from the practitioner file R Practitioner George Rogers o o x General Provider Numbers Default Items Appointment Book Clinical Not a Close Default Provider Number 123456AF Override Provider Number Add Fee Category Health Fund Provider No M
216. Offline when attempting to send an SMS the following message will be displayed Front Desk has detected that Internet Explorer is set to Work Offline Front Desk is unable to send SMSs while Internet Explorer ts in this state Would you like to set Internet Explorer to Work Online Click Yes to set Internet Explorer to Work Online and continue sending SMS ADVANCED FEATURES Group Email To send email messages to contacts from an imported CSV or Excel file select Group Email located on the System menu On the following screen click Import List K Group Email Close oan None Send 1 Import List Import List button E Emails Sent E Emails Failed E Sending Email Email Message Details Email Details E A E re pe Message BEC Subject Message Template Email Field Message Format lt None gt HTML Look in Contact List e g Name Date modified Ty MH Contact Listadsx 19 12 20121 29PM M Ei File name Files of type Excel 2007 2010 Documents Front Desk will import the information from the file into the Group Email recipient screen Data values in the imported list can be edited directly from the Group Email window by double clicking on the cell you wish to edit and typing in a new value Note that this will not change the original source data Type the message that you wish to send or select a standard message from the Message Template drop dow
217. POINTMENT BOOK Appointment Book Functions Rule Out To rule out one or more appointment times right click on the required time slots and select Rule Out from the popup menu Rule outs can be regarded as hard rule outs meaning that appointments cannot be made within the areas ruled out 9 00 am cee er paren o Add Appointment New Patient a Add Group Appointment 10 00 am Casual Appointment ca Appointment Scheduler 10 30 am Rule Out 10 45 am Pack Appointments 11 00 am Miss Rachael Dangerfield 11 15 am 11 30 am Make Appointment amp Receipt Make Appointment amp Bill 11 45 am Make Appointment 12 00 pm Clear 12 15 pm 12 30 pm iaa To remove a Rule Out right click on the ruled out cell and select Remove Rule Out 9 00 am 15 am Remove Rule Out 10 00 am Pack Appointments 10 15 am Help 10 30 am Pack Appointments To move appointments so that they occupy the left most available times for a practitioner with more than one column select Pack Appointments from the popup menu Add Appointment Add Appointment New Patient Add Group Appointment Casual Appointment Appointment Scheduler Rule Out Pack Appointments Miss Kathryn Radbone Make Appointment amp Receipt Make Appointrnent amp Bill Make Appointment Clear i Help APPOINTMENT BOOK Fs Appointment Book Functions Make Next Appointment To make a next appointment for a patient right click on their cu
218. Prev Credit field When printing Receipts and Payments the payment type will be printed to show how the account was paid You can use the tab key on your keyboard to move through the payment type fields For a cheque payment the Drawer Bank and Branch details need to be provided The Cheque No is optional Payments may consist of several payment types e g 20 cash and 20 credit card The Total of the payment types must equal that of the payment being made PAYMENT DISSECTION Group Cheques Deposits A Group Cheque or Group Deposit is a single payment used to pay amounts on more than one patient account When making a group payment Front Desk requires you to Register the cheque or deposit This facility keeps track of multiple group payments and the remaining unused balance of each payment Locate the Group Cheque Deposit box on the left and enter the amount to be paid on this account only either select a group cheque deposit which has already been entered but not completely used or register a new group cheque deposit by clicking the Register button WA Payment Type Amount to Pay 62 25 Prev Credit 0 00 Credit Available Cash Cheque s a Grp Chq Deposit Drawer Register Card Visa Master Card American Express Diners button EFTPOS HICAPS Medicare DVA Direct Deposit Total Cancel When registering a group payment enter the full amount of the payment in the Amount field and co
219. Pty Ltd 1996 2013 WEB APPOINTMENT BOOK 107 Flinders Street Adelaide SA 5000 Free Call Australia 1800 18 18 20 MANUAL International 61 8 8361 2666 Free Fax Australia 1800 18 18 30 International Fax 61 2 8006 5205 UPGRADES The Front Desk Practice Management System Full Version will now begin to install Congratulations you have successfully installed Front Desk 2014 PAGE 10 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM INSTALLING FRONT DESK 2014 Network Licence Installation Front Desk Practice Management System can be used in a multi user environment on an office computer network Additional network licences are required for this type of installation The Network Client Version should be installed on the second and subsequent computers Insert the Front Desk Installation CD into your CD ROM Select Network Client Version from the left hand side menu and then select Front Desk 2014 Network Installation Front Desk 2014 Practice Management System Installer _ Front Deske DEMO VERSION Practice Management System FULL VERSION Front Desk 2014 Network Installation Network Setup Utility NETWORK CLIENT VERSION Front Desk 2014 Network Installation Network Setup Utility Smartsoft Australia Pty Ltd 1996 2013 WEB APPOINTMENT BOOK 107 Flinders Street Adelaide SA 5000 WEB APPONTHENT BOOK Free Call Australia 1800 18 18 20 MANUAL International 81 6 6361 2666 Free Fax A
220. RES a Patient Contacts Click Add The following Search on Contact window will appear E Search on Contact Search Characters Surname Name d Jeff Medical Practitiong Farnsworth Greg Parent Kyle Heather Case Manager Smith Jane School To select a contact highlight their name and click OK or double click You will be prompted to select the relationship between the patient and contact Use the drop down box to select the relationship or click New to add one To add any notes regarding the contact select the Notes tab WB Patient Mr John Smith Appointments Quotations X rays Events Notes Recall Relationship Merge Type Dr Jeff Coates Medical Practitioner Medical Specialist Dr Coates saw John on November 14th and referred him to us regarding his lower back pain PAGE 363 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES a Patient Contacts To add any attachments to the contact select the Attachments tab Attachments Date Description Extension Mo4 12 2012 Microsoft Click Add to insert a file On the Add Attachment dialog enter a description and then click the browse button to search for the File to attach Add Attachment ie Date 04 12 2012 Description Referral File to attach Program Files Front Desk 2000 Mail PAGE 364 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Patient Photos Select the Advanced tab in Sys
221. RONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Bulk Bill from Billing Click Next to continue Medicare Easyclaim Step 2 Easyclaim Referral Details Use the stored referral details No referral details available Referring Provider No 2121331W Referral Date 01 05 2014 Referral Period Standard 12 months from a GP and 3 The Easyclaim Referral Details page is displayed Click Next to continue The Submit Claim page is displayed HICAPS Medicare Easyclaim Step 3 Submit Claim MEDICARE EASYCLAIM INTEGRATION Bulk Bill from Billing Tyro Medicare Easyclaim Step 3 Submit Claim a The patient has assigned their right to a Medicare benefit to the servicing provider Tyro lf the patient has assigned their right to benefit before seeing the practitioner check The patient has assigned their right to a Medicare benefit to the servicing provider This is used in practices where the patient signs for the claim prior to their appointment and does not return to reception afterwards MEDICARE EASYCLAIM INTEGRATION G Bulk Bill from Billing Click Submit to send the claim to the terminal Follow the prompts on the terminal These will also be displayed on your screen HIGAPS Medicare Easyclaim Step 3 _ Submit Claim 18 Nov 2010 10 35 39 COMMS Waiting Rsp 0910 Medicare Easyclaim Processing claim please wait Medicare Easyclaim reques
222. Ray3 jpg a rr nal Computer I p a Xray5 jpg Include Colour when Importing Default Greyscale Only X rays can be scanned directly into the X rays section of a patient file This functionality is reliant on an X ray digitiser or scanner being installed and working on your computer prior to scanning X rays in Front Desk Click Scan X ray to open the scanning dialog File System Reports Window Help MAsm e si er Om ts AZGOsAssetiesow I Patient Mr John Smith a n m E l Ealo General Billing Details Additional Medical Referrals Clinical Notes Attachments Medicare DVA Transactions Tracking Appointments Quotations X rays Events Notes Recalls Future Billing Contacts Preview Detail LC ee 01 11 2012 06 12 2012 06 12 2012 06 12 2012 06 12 2012 pa ings Left Leg e Report 29 11 2012 Admin Burnside Smartsoft Clinic Thursday 6 12 2012 10 55am PAGE 369 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Patient X rays Select the scanner from the Select source drop down box The Colours option will generally be set to Grey Scale but can be changed if required Checking the Advanced Scanner Options will allow you to directly use the X ray scanner software settings A Comment regarding the X ray can be entered and an X ray Report can be attached as required Click Scan to begin the scanning process
223. Referrals button under the Notes tab The following Patient Referrals dialog will be displayed E Patient Referrals Name Address Billed Mr Shannon Alander 3 Trim Drive Ridgehaven SA 5097 Mrs Angela Clutterbuck 10 Paltara Grove Aberfoyle Park SA 5159 0 00 Mrs Marjorie J Zerella 7 Santiago Court Para Hills 5A 5096 780 00 _ y Total Patients 3 Total Billed 1 656 00 Filter E by Date From Monday 1 October 2012 To Wednesday 31 October 2012 Professional Non Professional Help The number of patients referred is displayed in the Total Patients field and the total amount billed to these patients is displayed in the Total Billed column To display the patients who have been referred to the practice within a specified period of time select by Date and enter From and To dates To view both Professional and Non Professional referrers keep both options selected otherwise uncheck the one you don t wish to search on Front Desk 2014 Tip lf Medical Specialist Referrals are required in your practice refer to the Advanced Features section at the end of this manual This option should only be used by medical specialists with allied health professionals using the default medical referral functionality in Front Desk PAGE 148 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Recurrence options WORKING WITH PATIENTS Zz Patient Recalls Select the Recalls tab from the patient file
224. Street Alberton SA Diagonal Road Glenelg East 54 E 100 The Parade Horwood SA 5000 Ad Bakewell Road Evandale 54 50 6r Orange Grove Circuit Dermancour 21 Howe Court Salsbury East 54 F 10 Moorhield Mews Aberfoyle Park Sz 145 Second Ave Royston Park 5 4 Ad Bakewell Road Evandale 54 50 j FRONT DESK WORD PROCESSOR Front Desk Word Processor The Front Desk Word Processor can be used as a general word processor as well as for creating Standard Letters Mail Merge documents or recording Clinical Notes in place of MS Word We strongly recommend that you begin to replace your Standard Letters Mail Merge Documents and Clinical Notes Templates created using MS Word with documents created in the Front Desk Word Processor to improve the performance reliability and to significantly decrease the size of these documents when stored in Front Desk To open the Front Desk Word Processor select the icon from the tool bar File System Reports Window Help HiS af 2 S SSL CMB SE BAIFIS RB a o g Front Desk Word Processor A blank document will open as below WR Front Desk Document i l eee xX File Edit View Insert Format Tools Table Help HumansSUB 12 Bry Or Bry BUA s BESSERN t HS EES TERP ITET pEr TER r A a EE E a Prods ge ds 1016 1017 1 18 Ta Using the word processing tools available users can create email and print documents Documents can also be saved and opened later through th
225. TES Many features within Front Desk 2014 require a date entry To make the selection of a valid date easier Front Desk 2014 features the following date dialogs 14 11 2012 14 11 2012 m 4 November 2012 4 Mon Tue Wed Thu Fi 29 3 3 5 12 19 26 3 Jul Aug Oct Nov Dec C Today 15 11 2012 Today 15 11 2012 14 11 2012 5 14 11 2012 m 4 2010 2019 3 010 3 2009 2010 2011 2012 e sam 2013 2014 2015 2016 2049 2059 2089 2099 2109 C Today 15 11 2012 C Today 15 11 2012 2017 2018 2019 2020 Setting the desired date involves the individual selection of day month and year You can select the date by using the calendar Selecting the desired day will close the calendar dialog To select a month you can either use the left and right arrows on the title bar or from the drop down box that appears when you left click on the current month in the title bar To set the desired year left click on the current year in the title bar and make your selection from the drop down box An alternative method involves individually selecting the day month and year number itself with the left mouse button and then using the arrow keys on your keyboard The up arrow increments and the down W arrow decrements This method is also used to select a time i e individually select the hour minute and time of day 14 11 2012 09 55AM to 15 11 2012 09 55 AM WORKING WITH PREVIEW
226. TING UP FRONT DESK 2014 Practitioners Select Practitioners from the toolbar File System Reports Window Help AC S MBSQoedSse A la 8 fe ao Practitioner 2 Gs S ah or from the File menu L E system Reports Window Help Appointment Book Patient Practitioner Queue Cash Book Item Codes GF Medical Referrers ld 2 i Gl pe af System Information Patient Booking Gateway Configuration Printer Setup Exit Search on Practitioner Search Characters Narne Heather Brown Peter Brown Robert Jones Robert Smith Show archived Practitioners To create a practitioner click the New button PAGE 79 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 2 Practitioners General To Edit an existing practitioner highlight their name and click OK to open the practitioner file If the practitioner s name is not visible type the first few letters of their name into the Search Characters field to reduce the list to only those practitioners whose name starts with the characters entered If the practitioner is still not visible select the Show Archived Practitioners option as they may have been archived After clicking the New button the New Practitioner screen will appear n Practitioner George Rogers o a mE General Provider Numbers Default Items Appointment Book Clinical Not close _ GA Search New
227. Table Ta Ax Eo FS Dw t a E Use the menus g 7ust Aa i j oF z and icons to create Arial v 10 the HTML email gt smartso Hi lt lt Prefname gt gt The staff at Smartsoft would like to wish you all the best for your birthday Kind Regards The Staff at Smartsoft AIL Wz Nk AA To complete your HTML email template close the HTML editor and click OK ADVANCED FEATURES Sending SMS and Email To send an SMS or Email to a patient from their patient file simply click the Mobile SMS button to send a text message or click the Email button to send an J Patient Mr Justin Smith toj E General Billing Details Additional Clinical Notes Attachments Medicare Dva Transactions Appointme A a FullName Mr Justin Smith PEER Preferred fa E fh Search Add ee ress FAD p 100 The Parade Bill New Norwood SA 5067 KN f GF Payment Delete Date of Bith 01 07 1967 v Age 43 Mailing List Gender Male x Fis No 5 Archive Phone Home 2512521 Work Send SMS Mobile SMS 0456897888 Fax seiles a M essag e Email frontdesk smartsoft com au Ress Anpanman wee a 4 da Practitioner Dr Robert Smith v Last Appointment Tue 12 Oct 2010 10 00 am Fee Category Standard x 1 wk 3 days ago 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 0 00 0 00 Help You may wish to type a custom message or you can select a pr
228. The top left hand corner of the payment screen displays the patient s account status which includes the total of Unpaid Items Unallocated Credits and Account Balance Unpaid Items are the total of all outstanding items Unallocated Credits indicates the total credit available for payment of outstanding transactions Account Balance is the total amount outstanding Enter the amount being paid into the Payment field lf the items to be paid are the only items or the oldest outstanding items click the Auto Allocate button The amount to be paid is distributed amongst the outstanding items and recorded in the Allocation column the oldest being paid first To distribute the amount manually select the Allocation column of the item to be paid and enter the amount To clear the amounts in the allocation column click the Clear Allocated button If the amount being paid is greater than the amount allocated then the remaining amount may be credited to the patient s account Select the Accept Unallocated Payment option To print select the Print option To process the payment click the OK button or Cancel to cancel this operation lf the amount being paid exceeds the amount owing and the Accept Unallocated Payment option is selected the following Confirmation dialog will appear 4 This payment includes an unallocated amount of 100 00 Is this correct 7 Click Yes to proceed If the payment being made is greater than the total
229. These settings affect what your patients will see when they log in to the Patient Booking Gateway Clinic Name Smartsoft Clinic Clinic Phone 08 8361 2666 Website address URL _ http 154 122 222 XXX bookinggateway Practice Description practice v how you refer to your practice Patient Description client v how you refer to your patients Practitioner Description practitioner v how you refer to your practitioners Theme Colour fl om J C Powder Blue Contact Times when are Gi Cornflower Blue ts Mon Tue Wed Wi Royal Blue AM W WW M QiiSteel Blue PM v v v fam P Medium Purple Logo P Light Slate Blue 1 Use Logo E Thistle X Import Clear Basic colors EE See ae E pE E f BRE EERE BREE EEE EE EEE EE EHEHEHE EI Custom colors oe mn 1 o EE 3 EE Ei li 3 j ra O This allows exact colours to be selected by entering the Red Green and Blue RGB values PAGE 517 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Contact Times can be selected to determine which times are available for new Patient Booking Gateway registrations to receive calls from the clinic Contact Times when are you available to contact patients Mon Tue Wed Thu Fr Sat Sun AM m7 PM al al A company logo can be added by selecting Use Logo and clicking Import to load a suitable image from your computer P
230. Thomsen H 1 Miss Robyn Rogers S EEr Extended Calendar 8 Appointment Details ha Reminders Notes O Waiting List Messages 2 Practitioners E reports amp utilities ioners Robert Jones Anne Smith Heather Brown George Rogers Miss Deborah Kerley W File Admin Smantsoft Clinic Friday 18 10 2013 2 54pm The Practitioner Queue has also been designed to allow users to do some of the most commonly performed actions on the selected patient These include opening the patient s file accessing clinical notes adding viewing x rays receipting and billing The default action when double clicking on a patient can be changed by right clicking within the Practitioner Queue Practitioner Queue Miss Rachael Dangerfield App Time 12 00pm Patient Arrived Appointment Status gt Double Click Options J Patient File lt Default double click function Clinical Notes Patient X rays Receipt Bill Practitioner Queue Order Users can set the queue to be ordered by Order by Appointment Time i 1a ee eee tae Appointment time or waiting time FEE Extended Calendar amp Appointment Details Zh practioner queue Reminders Notes O Waiting List Messages 2 Practitioners Reports amp Utilitie
231. Time 9 15 am App Type Group Session x Add New 4 Ad d n ew g p p p Resource lt lt No Resource Selected gt gt Intervals 2 Wide 1 ee patient to group l appointment Notes Patient Details Total Patients Help APPOINTMENT BOOK oe Group Appointments The group appointment will display the Patient Details of those in the booking YEW Wowie BAbBOINLTIMent NEW STOUR Appointment Group Appointment Details Title Group Session Class Type lt No Class Type gt Practitioner Robert Jones Max Class Size 0 4 unlimited Time 9 15 am App Type Group Session Print Group will print a Day Resource No Resource Selected gt gt Intervals 3 Wide p List of patients in the Group Period 45 minutes e Appointment Notes Export Group will export a list of Patient Detalles Total Patients 3 patients in the Group Mr Lindsay Abbott Appointment to a CSV file or Excel file Mr Richard Smith Mr John Smith A group appointment on the appointment book displays the title and the number of patients added to the appointment Placing the mouse pointer over the group appointment will display the names of the patients in the booking and any notes that have been added t Group Session S Bookings Group Appointment 3 Bookings Mr Lindsay Abbott Mr John Smith Mr Richard Smith 10 15 am 10 30 am PAGE 233 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTM
232. To select multiple practitioners hold down the Ctrl key on the keyboard then make your selection with the mouse WORKING WITH PATIENTS ith Clinical Notes Charts To add a chart as a template select the Chart template option from the New Clinical Notes Template section New Clinical Notes Template Standard template recommended Old style template this functionality will be removed in the future 0 Chart template Look in Body Charts L z Recent Places s i E Computer 552 495 pixel ca 16777216 Colors 24 bit i 100 x 100 dpi Network File name Files of type Common Graphic Files tif gif jpg poc bm JPEG Bitmap HPG CoCr File 66 KB Mem 800 KB PAGE 177 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS Clinical Notes Charts The chart will be inserted as a template New Clinical Notes Template Template Description Note Type Body Chart Chart Template Select the Practitioners tab This section enables you to set up access rights for specific charts By default all practitioners will have access to new charts Edit Clinical Notes Template Practitioners Practitioners Full List Practitioners with access to template Robert Jones George Rogers Heather Brown Peter Brown Robert Smith PAGE 178 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS ith Clinical Notes Types To set up additional clinical notes types select Clinical Notes Types fro
233. Transactions Tracking Appointments Quotations X rays Events Notes Recalls Future Bi Date Note User Name Type a gt 03 12 2012 Standard Letter New Patient Referral d Admin Note 27 11 2012 Sent Email Subject Referral Letter Me Admin Note m ID 3 Da r 90 Days 60 Days 30 Days Current Balance 0 00 0 00 51 95 121 95 173 90 E New Event Date 0412 2012 User Admin Type Note Select the date the user the event type and any notes that are required Front Desk 2014 Note If you have Email and or SMS enabled a patient event will automatically be entered in the patient s card when a message is sent Patient events are also automatically generated when a Standard Letter is generated and saved as an attachment PAGE 355 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES amp lt Patient Event Types To create patient events select Patient Event Types from the System menu System Reports Window Help amp Login Q Security Audit Log Health Funds Standard Letters Standard Messages gt S Occupations Patient Tracking Categories Recall Types amp GP Referring Doctor Types 1 Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages J Clinical Notes Quick Buttons w Cheques ES Group Deposits J Messages HICAPS
234. URES Group SMS To send text messages to contacts from an imported CSV or Excel file select Group SMS located under the Send SMS option in the System menu On the following screen click Import List Close ro E SMS Sent E SMS Failed SMS Message Details Account Details aadA Current SMS Balance Selected Balance after sending Get Balance Message Template Mobile No Field lt None gt select the file you wish to import and click Open 92 PE Date modified Ty 19 12 2012 1 29 PM M Look in Contact List Name El Contact List xlsx 4 F File name Files of type Excel 2007 2010 Documents Import List button A AAT AAR a A AIT mel Ana A p ar A rE AR A A N AIT ear r NR D A 2707 R ON l E C 90 PR A f f N ANI A ERA j N eve E AJ e9 AAE oe m 7 _ eeg DEN n A Zi u ie 7h q Ni AON AE s IVI F IN y amp m pi ANIG J09 NUVJIN I D DNN ZW l t r NAY IlU E IVI Al VAULIVNILIN EG 2 ww i LIV ADVANCED FEATURES J Group SMS Front Desk will import the information from the file into the SMS recipient screen i Group Email 231 emails selected Select Title FirstName Surname P E Mr Lindsay Abbott w Mrs Delrene Allen w Mr Robin Anderson Mr Tom Baker Miss Natalie Allan W Mr Beatty Import Lis Import List button 7 Miss Bronwyn Glatz w Mrs Alina ine E S
235. URNSIDE 5A 5066 Home Ph Other details Acc No Client ID Employer Injury Hosp Fac Ref Dr Work Ph Claim No Injury Date More Last Paid Total Billed Last Statement Last Invoice Hold Statement Hold Invoice Advanced Fee Category Sa are Advanced button C Claim Injury details Hospital Facility details Medicare Number C Health Fund Number Pension Number DVA Number Referring Doctor C Don t Print Patient Name Date of Birth New Acc Current 0 00 Tick the option below and select the appropriate fee category from the drop down box Advanced Options Override Fee Category for this Account DVA Fee Category When billing or receipting a patient with multiple accounts the default billing account will be selected You may change the account by clicking on the Account drop down box and selecting the appropriate account Receipt Mame Mr John Smith Account Date Practitioner RODE 505 Item Code lt All Schedules gt Description Standard Treatment 30 00 Fee Include GST Reduction Medicare PCI Net Fee Print Al Select the account NAGEMENT SYST ADVANCED FEATURES Z Multiple Accounts Patient File Note that once an item has been billed from the billing screen you will be unable to change the account for other items to be billed at the same time on this screen Se Select the tien r John Smit ccount EE Patient
236. Users Guide Front Desk 2014 Practice Management System 1996 2014 Smartsoft Australia Pty Ltd Manual Revision Version 18 September 2014 Copyright Smartsoft Australia Pty Ltd 1996 2014 All rights reserved No part of this publication may be reproduced without the express written permission of Smartsoft Australia Pty Ltd Microsoft Windows MS Windows XP Vista 7 8 2003 2008 2008R2 201 2 2012R2 MS Office MS Word MS Excel and MS Outlook are trademarks of Microsoft Corporation Adobe Illustrator Acrobat and PDF are registered trademarks of Adobe Systems Incorporated DYMO and DYMO Labelwriter are registered trademarks of DYMO Corporation Front Desk and Front Desk Practice Management System are registered trademarks of Smartsoft Australia Pty Ltd Smartsoft Australia Pty Ltd 107 Flinders Street Adelaide SA 5000 Phone 1800 18 18 20 International 61 8 8361 2666 Fax 1800 18 18 30 International 61 2 8006 5205 Email frontdesk smartsoft com au PAGE 2 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM FOREWORD Dear Front Desk User Thank you for choosing Front Desk Practice Management System and Smartsoft for your practice management software and support At Smartsoft we understand the importance of your new practice management system in the running of your practice That s why we are committed to providing you with the highest quality software and support to help make your job easier By investing in Front
237. W ww I LAV TYRO INTEGRATION ty Tyro HealthPoint Integration Payment Payment is used to pay for an outstanding amount or to make an unallocated payment Click Payment on the patient file Payment Christopher Ashley __ P E Payment 84 00 Unpaid Items Invoice Statement C Date range l Payment field 50 00 Unallocated Credit 584 00 Account Balance 19 05 2014 T500 Initial Consultation and Treatment YR Payment drop down box Full Payment Gap Onh C Accept Unallocated Payment Yerda Renoux 0 00 Print Cancel Help Enter the total amount to be paid in the Payment field Either Auto Allocate the total to be paid to the outstanding amounts listed or manually allocate by using the payment drop down boxes located in the allocation column of each outstanding item Select No Payment Full Payment or Gap Only Click OK to proceed The payment type window will be displayed with the option of submitting this claim to Tyro HealthPoint by clicking the HealthPoint button lf the patient does not have a patient ID entered you will be prompted to select one from the Health Fund Patient Numbers screen Use the ID drop down box to select the number found on the patient s health fund card and click OK to proceed TYRO INTEGRATION ty Tyro Transactions To view Tyro EFTPOS and HealthPoint transactions select Tyro Transactions from the System menu This is also where transactions can be refunded or cancelled Sy
238. WB Patient Mr John Smith Lo atom _ Events Notes Recalls Tracking Attachments Contacts Clinical Notes X rays AE Date Recall Type Notes Klose Wed 30 10 2013 Appointment Training with Smartsoft Add Edit Delete 4 j v Future Recalls Only 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 264 75 264 75 Help Click Add to create a new recall and select a Recall Type from the drop down menu B New Recall teres Recall Details Recall Type 6 Month Appointment Notes 6 month appointment recall Recurrence pattern Once This recall occurs only once Daily Weekly Monthly Yearly Recall date lt lt _ lt 29 April 2014 z BP Recall date selection 6 months twenty six weeks Any notes relating to the Recall can be added in the Notes field To create a new recall type right click on the Recall Type field and select Add Recall Type Recall Details Recall Type ii 6 Month Appointment Add Recall Type Notes Set a Recurrence Pattern by selecting which time interval to repeat the recall upon Once Daily Weekly Monthly or Yearly Depending on the repetition interval selected different options will become available to customise the recurrence Recurrence pattern O Once Recurevery 1 week s on J a ae Monday F Tuesday Wednesday F Thursday ia Weekh Monthly F Friday F Saturday E Sunday O Yearly When repeating a recall more than
239. Week amp Monthly Appointment book views APPOINTMENT BOOK Working with the Appointment Book To open the appointment book select the Appointment Book icon from the toolbar File System Reports Window Help Appointment Book Ctrl A or from the File menu Eite System Reports Window Help i on T appointmentBook cA Ciri A Patient Ctrl P Practitioner Queue Cash Book Fractitioners Item Codes 1 GP Medical Referrers et ee System Information Patient Booking Gateway Configuration a Printer Setup exit The Appointment Book window will appear The day being viewed in the appointment book is displayed in the Appointment Book title bar and also in the calendar By default the Appointment Book will open to the current day To view a particular day in the Appointment Book either select that day from the calendar or click a day button found above the practitioner columns To navigate to the previous next week or previous next month use the double or triple arrows accordingly Day View Day buttons Serer dj Thu JU Fri JL Sat J Sun jon e u ri Jones e HIE JAWE gt b gt as Privacy Today Tue we p February 2014 Mon Tue Wed Thu Fri Sat Sun 4 5 6 7 8 9 10 j z 3 15 16 315pm 2 Bj 4 5 6 7 8 9 3 45 pm
240. Window Help 2S a or from the File menu ET ile System Reports Window Help Appointment Book Ctit A Patient Ctrl F Practitioner Queue Cash Book Practitioners a Gl pe a litem Codes ltem Codes GP Medical Referrers Schedules E System Information Suppliers Patient Booking Gateway Configuration H Stock Arrival amp Printer Setup A Stock Adjustment ie Exit A Search on Item Codes dialog will be presented Search on Item Code Search Characters Schedule lt All gt gt Description Initial Consultation and Treatment Standard Treatrnent Long Consultation Leng Consultation 2 areas Extended Consultation Extended Consultation 3 areas Standard Horne Visit Hydrotherapy E Show archived Item Codes To create a new item code click the New button To search for an existing item code type the code in the Search Characters field To narrow your search by Schedule click on the drop down box or alternatively leave it as lt lt All gt gt If the item code does not appear select the Show archived Item Codes option as it may have been marked archived To view the details of an item code either double click on the code or highlight the code and click the OK button SQ s G CLE0 SB 14 4iA4 Sa B aoe Item Codes SETTING UP FRONT DESK 2014 a Item Codes The Item Code dialog will be presented as below Mg Item Code 505 ol k Item Details Stock Control
241. Word Processor Select Edit User Dictionary to edit words added to the dictionary Right click to open a menu with the following options Undo will undo the last change made in the Front Desk Word Processor Cut will cut the selected text from the Front Desk Word Processor Paste will paste previously cut copied text into the Front Desk Word Processor Delete Text will delete the selected text Select All will select all text in the Front Desk Processor document Font will open a window that allows users to change font settings size text etc Paragraph will open a window that allows users to change paragraph settings Bullets will start a bullet point list Numbers will start a numbered list Spell Check performs a spell check on the current document Check spelling as you type will check spelling as you type Undo Cut Copy Paste Delete Text Select All Font Paragraph Bullets Numbers Spell Check vV Check spelling as you type Right click on an unrecognised word to open the following menu The first words are suggestions for correct spelling Ignore will ignore the current spelling error Ignore All will ignore the current spelling and all other identical spelling errors in the document Add to dictionary Will add the current word to the dictionary to be ignored in future Practise Practice Ignore Ignore All Add Practide to dictionary
242. Z Patient Clinical Notes Reminders Warnings Contraindications I Patient Mr John Smith General Additional l Billing Details Medicare DVA Transactions Appointments Events Notes Recalls racking Attachments Contacts Clinical Notes X rays Reminders Warnings Contraindications Close File Filter Clinical Notes Type Cl Lumbar disc bulge Osteoporotic Low pain threshold tis lt All gt Z Blood thinners Add Condition Region Stage Add new note z Delete Delete current note Date Practitioner Type Condition Region Stage 21 08 2013 v George Rogers Treatment lt None Selected gt v P ri nt notes 7 wks 1 day ago Last modified 23 08 2013 15 45 6 wks 6 days ago by Admin Template ab a a a a Taria ur E 007 BZU Insert Template Subjective U ndo No change moderate levels of pain levels movement unchanged Attach A h ae 60 Copy Note Ae N ex b ext fo HDE opy Note Assessment E es lel Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months Display Options Maximi Showa eee aye George Rogers 21 8 2013 7 wks 1 day ago AL View Th u m b nal Is Subjective No change moderate levels of pain levels movement unchanged Move Preview Position Hide Preview Objective Flex 25 ext 60
243. a Practitioner option and select that practitioner s name from the drop down list Front Desk 2014 Tip When adding new users allow the user to enter their own password This password should not be revealed to any other users or to the administrator Admin to ensure each user is responsible for their actions while logged into the system AAE AD CDONIT NECK ONAA B R AMTICE hRAAAIAGCERAAECAIT CVCTEAN Wig Ys i IN I Va SK J M 4 kS fe fh l VIANAGENMEN YQ AY We J9 l 19 J D L wWIk amp UIi4 PFPrnA UW IIO IV ANAGUENIECN I o lI LiVI FRONT DESK 2014 SECURITY Th Setting up Users To set the access rights for a user highlight their name then click the Access button from the Security screen Select Show Archived Users to display users that have been archived Access Rights E Show Archived Users Select the areas available to that user and then select the Reports tab Access George Patient Tabs Web App Book Appointment Book Booking Gateway General Reports Clinical Notes Practice Groups Locations System Setup i Cancel iaaa iiaei Select the ALL button to give access v System Information Letters Practitioners Occupations rights to all the functions Item Codes Patient Tracking Stock Control Recall Types V Printer Setup GP Medical Referrers OK atient File pointments V Patients Appointment Book vV Delete Patients Edit App
244. ab This feature is useful when operating Front Desk on multiple machine and or locations with different practice groups representing different business entities and you wish some staff to have access to information from certain entities only r Access George Patient Tabs Web App Book Appointment Book Booking Gateway General Reports Clinical Notes Practice Groups Locations Practice Groups Cancel v Access to All Groups OK Locations Access to All Locations Location gt By default Access to All Groups will be selected If a user only requires access to a particular group s uncheck this option and click the Add button Select the specific Practice Group from the drop down box Select Practice Group Practice Group ME Repeat this step if this user requires access to other practice groups If you have enabled Locations under the Advanced tab in System Information the Access dialog will have another section where you can specify access to certain locations By default Access to All Locations will be selected If a user only requires access to a particular location uncheck this option and click the Add button Select the specific Location from the drop down box Select Location Location Repeat this step if this user requires access to other locations FRONT DESK 2014 SECURITY T Setting up Users To set the user s access rights to clinical notes select the C
245. account will also be printed for the patient HICAPS EFTPOS INTEGRATION D Payments with HICAPS Payment is used to pay for an outstanding amount or to make an unallocated payment Click Payment on the patient file Payment Mr Justin Smith Account Primary s Payment field Invoice Statement fF Date range 559 90 Unpaid Items 0 00 Unallocated Credit 59 90 Account Balance 20 03 2013 505 a aan Payment drop down box Accept Unallocated Payment Robert Jones Print C Cna Hee Enter the total amount to be paid in the Payment field Either Auto Allocate the total to be paid to the outstanding amounts listed or manually allocate by using the payment drop down boxes located in the allocation column of each outstanding item Select No Payment Full Payment Gap Only or HICAPS Only Click OK to proceed If a HICAPS Only item exists Front Desk will automatically start the process of submitting the claim to HICAPS for all ttems in the billing screen lf a HICAPS Only item is not included the payment type window will be displayed with the option of submitting this claim to HICAPS by clicking the HICAPS button lf the patient does not have a patient ID entered you will be prompted to select one from the Health Fund Patient Numbers screen Use the ID drop down box to select the number found on the patient s health fund card and click OK to proceed HICAPS EFTPOS INTEGRATION D Quotes with HICAPS On the Quotat
246. ackup requires expert technical knowledge to be set up and used correctly User must contact Smartsoft for a special additional utility provided at no charge to assist in back up using a tape backup unit or use specialised backup software Se We which is capable of backing up MS SQL Server data Cloud Offsite Backup RECOMMENDED WITH CAUTION This type of backup requires expert technical knowledge to be set up and used correctly User must contact Smartsoft for a special additional utility provided at no charge or use specialised backup software which is capable of backing up MS SQL Server data CD DVD Writers NOT RECOMMENDED We do not recommend CD DVD writers as backing up and managing your CD DVD media is not a trivial process They can also be easily damaged if not handled correctly Many hardware suppliers will unknowingly recommend this type of backup not completely understanding how it will be used Our experience has shown that this is a poor choice for backing up data in Front Desk 2014 FRONT DESK 2014 BACKUP Backup Front Desk 2014 has an integrated backup feature to help users backup their data This backup feature uses the industry standard Z P format to compress and backup data Front Desk 2014 Note Registered users of Front Desk 2014 are licensed and encouraged to have a read only copy of the program running at home as well as the place of work Users can then transfer data from work to their home wi
247. actitioners Mr John Smith with Robert Jones Current Day on 28 11 12 at 5 00 pm Double click to make appointment To permanently set the default waiting list view options select the Waiting List tab in System Information me System Information as Appointment Book Waiting List Clinic Shifts Paper Size Printing Practitioner Defaults Item Code Defaults pean EARD EN Default Practitioner View C Selected Practitioner All Practitioners Default Day View Default Day View Current Day All Days Settings Default waiting time 5 weeks Default waiting time Wait until next appointment Enable Wait until next appointment This computer should check for available appointments Select default refresh time every 60 mins Options The Default Practitioner View Default Day View Default waiting time and the frequency the system checks for available appointments can be set under the Options tab APPOINTMENT BOOK Waiting List The Practitioner Defaults tab allows the user to select the default practitioner settings to be used when adding New Patients or Existing Patients to the waiting list E System Information Sc Appointment Book Waiting List Clinic Shifts Paper Size Printing Options Practitioner Defaults Item Code Defaults Existing Patients Patient s default practitioner Practice Group of the patient s default practitioner C Any practitioner Practice
248. aekek IB Statements Invoices Statements Invoices Statement Type All Statements O Statements that have not been printed for 4 weeks B Statements not printed for 14 days mee E All outstanding transactions including payments in this period From 31 10 2012 To 30 11 2012 E Include transactions on Statements up to 30 11 2012 ne uture Billi Future Billings button Hide reduction transactions E Include statements with credits only Filter Patients by Range From john To Mrs Zerella Marjori Fee Category Standard By Practice Practice Group Robert Jones Practitioner Robert Jones The following Process Future Billings screen will appear Select a process date from the drop down box This will process all future billings prior to or on this date Click Process Process Future Billings Process Date 04 12 2012 The following screen will appear To confirm that the future billings items will become current click Yes or click No to cancel Process future billed items on and before 04 12 2012 These items will then become current owing items ADVANCED FEATURES rs Future Income Report To generate a future income report select Future Income from the Reports menu Reports Window Help S Banking Sheets Shift Reports ali Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Pa
249. again lt Click Yes to proceed with the cancellation You will be asked to swipe or insert the card WBA HICAPS Transactions Date From 25 10 2010 T o Arnan 25 Oct 2010 TETEN SWIPE INSERT CARD Brad Smith Txn Delivered By TRISTAN7 HICAPS 8 HICAPS Transactions Date From 08 01 2008 To 09 01 2008 v Date Transaction Type Total Benefit Patient 08 01 2008 2 15 pm Declined 0 00 Mr John Smith 08 01 2008 2 42 p p piap aae 09 01 42008 11 05 Transaction has been successfully reversed Close Reversal Reprint Les Close Reversal Reprint Front Desk 2014 Note A transaction can only be reversed on the same day as it was submitted You will need to swipe or insert the patient s card to reverse a transaction PAGE 422 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM HICAPS EFTPOS INTEGRATION WorkSafe Victoria Claiming To submit WorkSafe Victoria claims it first needs to be enabled on the HICAPS EFTPOS tab in System Information by checking Enable WorkSafe Victoria claiming n System Information Backup Messenger HICAPS EFTPOS Medicare Online HICAPS Terminal Test terminal connection Synchronise E Log transactions to file C Program Files Front D Don t print regular receipt when billing HICAPS Print HICAPS receipt on terminal Enable WorkSafe Victoria claiming EFTPOS Surcharge Item Code Provider Merchant Nurnbers for E
250. age area and make changes within the HTML editor ADVANCED FEATURES Sending SMS To send an SMS through Front Desk to any mobile number not necessarily a patients mobile number select Single SMS on the Front Desk toolbar File System Reports Window Help FAR Smee ss Benes Zoi mad ag Single SMS or from the System menu System Reports Window Help Login Security Audit Log Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages Medicare DVA Claims Medicare DVA Payments Patient Booking Gateway Logins OPRADROAKRYHFBrPRRHWHtNFO Group Email 6 Contacts gt 9 Group SMS nd Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator Backup me PN BO P Restore from Backup To search for a patient click the button or manually type the number in the Mobile number field Type the message you wish to send or select a pre written message from the Message Template list Click Send when you are ready to send WA Send SMS Message Details Mobile Number 0444444444 Message 114 characters remaining Hi Sarah You ve left your purse at the clinic Template lt None gt ADVANCED FEAT
251. al WORKING WITH PATIENTS Patient Billing Details Treatment Plan The Treatment Plan feature allows you to track and manage the number of treatments consultations with a patient from a particular date This is particularly useful when dealing with insurance companies that approved a number of treatment visits and require the submission of a progress report or treatment plan for continuing care To start a Treatment Plan for a patient go to the Billing Details tab of a patient file and click the Treat Plan button WA Patient Mr John Smith Department of Veterans Affairs ol ete General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions afk Primary Close v Bill to Third P a a to Ind Fry Individual Linked_ LastPaid Total Billed Billing Department of Veterans Affairs ms 24 04 2013 1 304 00 304 00 _ File Label Address 5 Box 500 i aa Last Statement Last Invoice Letter BURNSIDE SA 5066 23 12 1997 parra Treatment Plan button Hold Statement nee Fax Hold Invoice Advanced Other details Print on Accounts aoe Na eee W Claim Injury details Hospital Facility details Client ID Medicare Number Employer Health Fund Number z Pension Number Injury Injury Date DVA Number Hosp Fac 7j Referring Doctor New Acc Don t Print Patient Name Ref Dr es More Date of Birth Delete Acc Primary 90
252. and Delete allows you to remove a letter Edit Letter can be used if you wish to edit the original document Highlight the letter from the Standard Letter screen and click Edit Letter Depending on the type of letter either the document will open in either the Front Desk Word Processor or Microsoft Word Make the changes as required then close the document no need to save the document The following screen will appear Confirm Click Yes to replace the letter with the one you ve just edited or No to keep the original Save this document as the standard letter New Patient Referral Yes No Export allows you to save a standard letter to another location e g to a floppy disk or to another folder on your hard drive Highlight the letter from the Standard Letter screen and click Export This will open up the following dialog ie Save As Save in Standard Letter Templates O g e o Date modified Ty Wh New Patient Referral docx 15 02 2011 49 AM M Wt Thank you for referring docx 15 02 2011 9 49 AM OM File name Letter doc Save as type Word 2007 2010 Documents From the Save in drop down box select the location where you wish to export the letter Enter a name in the File name field and click Save to complete the export INTEGRATION WITH MICROSOFT WORD Using a Standard Letter 1 Select the Billing Details tab on a patient s file 2 Click the Letter button
253. and then type the meaning in the With field For example if you type dob anywhere in clinical notes it will be replaced with Date of Birth The abbreviation can be set to case sensitive in System Information If you wish to remove a shortcut highlight it and click the Delete button If you wish to replace an existing shortcut edit the With field and then click Replace To insert the replacement into the current clinical note click the Insert button To export a list of the auto complete entries to CSV or Microsoft Excele click the Export button WORKING WITH PATIENTS Z Patient Clinical Notes To add a chart into clinical notes click Add and select the Chart option Click OK Clinical Note Type Select Type Standard Note includes text images tables fields etc Treatment Chart Chart Copy Current Note Clinical Notes Templates Description Blank gt Body Chart Cancel When using Charts annotations can be added such as text lines or freehand drawing A full screen editor is available by double clicking on the chart or additions can be made directly from the clinical notes window BB Patient Mr John Smith fo Ea General Additional Billing Details Medicare DVA Transactions Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes X rays Filter Reminders Warnings Contraindications Close Clinical Notes T
254. ar Previous ABC button record Nextrecord Merge to Document 4 4 4 4 ley at 3 2 EL Insert Word Field se Md 1L ae eee ee a First record Last record Merge to Printer 19 View each letter by clicking the Next and Previous record arrows 20 Click Merge to Printer to print all letters MAIL MERGE WITH MICROSOFT WORD 2003 21 From the File menu in Word select Save 22 From the Save in drop down box select the location where you wish to save the letter e g My Documents 23 In the File name field rename the document to suit the letter e g Monthly Recalls save As save in Letters MI X Gy Es Took X Name Date modif Type Size Tags f r wt Hew Patient Referral dac My Recent 7 l Derumenie Wh Thank ou far referring letter doc dl My Documents A iea My Computer L X File name Monthly Recalls doc My Network Fl Places Save as Eype Word Document doc Cancel MAIL MERGE WITH MICROSOFT WORD 2003 Creating mailing labels using Mail Merge 1 Select the required information from a report for instance the Patient List report and click the Mail Merge button 2 Select MS Word Document and click OK 3 From the Save As drop down box select the location where you wish to save the patient details e g My Documents A Save in E Documents ka E a E Ei Name Date modif Type Size Tags ACT Body Charts Contact List Fax Letters a M
255. ar its check box A filled box means that only part of the feature is turned on E m Internet Information Services m E FTP Server m E Web Management Tools amp World Wide Web Services g T Application Development Features W JL NET Extensibility ASP i J ca d ISAPI Extensions ISAPI Filters a Server Side Includes Common HTTP Features di Default Document J Di PH E BA S d Static Content L WebDAV Publishing db Health and Diagnostics db Performance Features db Security AE NEF E Internet Information Services will then be installed Microsoft Windows Please wait while Windows makes changes to features This might take several minutes mm Cancel PAGE 254 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK E Web Appointment Book Installation STEP 5 Once you have successfully completed the installation you will find an additional icon Front Desk Web Setup under Smartsoft in the Programs list of your computer ias Booking Gateway Web Setup MA Front Desk 2014 Practice Manageme G Front Desk Office Messenger eh Front Desk Registration i Front Desk Web Setup Click Front Desk Web Setup and select the location of the Front Desk database Select Local Database if the Front Desk database is on the same machine or Network Database to select another computer on your network by either
256. are DVA Payments report can be accessed from the Reports drop down menu This report allows users to view all the Medicare DVA Online payment runs System Reports Window Help Standard Letters Standard Messages Y Occupations Patient Tracking Categories wf Recall Types amp GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types f Clinical Notes Conditions Regions Stages J Clinical Notes Quick Buttons wo Cheques E Group Deposits Patient Event Types 6 Messages HICAPS Transactions Medicare DVAClaims Patient Booking Gateway Logins EFTPOS Refund E Group Email SendSMs gt S Contacts gt Q Search Invoices Cash Book Setup 88 Front Desk Office Messenger A Front Desk Word Processor Calculator Backup Restore from Backup The following window will be displayed ts Medicare DVA Payrnents Claim Type Claim Status Payment Aun Date Range All All 17022010 to 24 02 2012 Click the button to see all payments paid ClaimType Allocated Run Date Aun No Deposit Amt Acc Name Ace No by the selected DY Y Ir payment run 62290 Ca Close Edit Edit allows users to change the date of payment PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration The Front Desk Patient Booking Gateway is designed as a way for patients to create and manage their own appointments through an integrated web based system
257. arm Remind Patient of Appointment Default Appointment Type lt Mewer gt 90 Days 60 Days 30 Days Current Balance 0 00 0 00 105 90 158 85 An appointment will only be recorded as rescheduled if the appointment has been changed to another day not just to another time on the same day An appointment is recorded as cancelled if you delete an appointment and select the Record as Cancelled option Q Delete Selected Appointment E Record as cancelled To delete a cancellation or reschedule record click Delete DAC E 420 R ON IT NEQ K DN 1 A p DACT Pe i fl AW Af E A fl E N T CVeT E i PAGE 139 rn NT D oN 2014 PRAC TICE M AN AGENENT oYo Vi WORKING WITH PATIENTS F4 Patient Appointments Statistics To view statistics on a particular patient s appointments click on the Statistics tab Past Appointments Missed Appointments Future Appointments Cancelled Appointments Next Total Appointments Rescheduled Appointments Appointment 1B Patient Mr John Smith Billing Details Medicare DVA Future Billing Quotations Appointments Events 4 Next App Wednesday 6 11 15 tomorrow Remind Patient of Appointment C Default Appointment Type Never gt 90 Days 60 Days 30 Days Current Balance 158 85 0 00 0 00 105 90 264 75
258. artsoft Clinic would like to wish you a very Happy Birthday Please find enclosed a 20 gift voucher which can be redeemed at your next session Kind Regards The staff at Smartsoft Clinic na N m n o Mm io a 3 N M mn na a oO Page l 1 Line 23 Column 1 Select the desired letter tag to Create the body of the letter insert into the body of the letter Type your document inserting letter tags by selecting them from the list on the right hand side and clicking the Insert button or by double clicking Close the document and click Yes to save the Standard Letter template PAGE 309 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM INTEGRATION WITH MICROSOFT WORD Setting up Standard Letters To import a standard letter into Front Desk from Microsoft Word select Standard Letters from the System menu System Reports Window Help amp Login Q Security A AuditLog Health Funds Standard Messages gt S Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types i Clinical Notes Conditions Regions Stages Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EEFTPOS Refund E Group Email Send SMs gt Contacts b Q Search Invoices Cash Book Setup Front Desk Office Me
259. associated With the selected nvoice s Front Desk 2014 Note This option is only accessible if you have user access rights to Edit Transaction Entry Date PAGE 129 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS Z Patient Transactions Moving Transactions To move a transaction from one patient file to another simply highlight the transaction and hold down CTRL M on your keyboard An Edit Authorisation screen will appear which requires a password Please contact Smartsoft to obtain this password Edit Authorisation Code B44 Password Once you have typed in the password click OK and the Move Transaction screen will appear Click the browse button and search for the patient file to which you wish to move the transaction Move Transaction Move transaction to Mr Justin Smith 100 The Parade Norwood Browse button Click OK and then Yes to complete the transaction move You are about to move transaction s from Mr John Smith to Mr Justin Smith Please click Yes to continue or Noto cancel WORKING WITH PATIENTS Z Patient Transactions Invoices Invoices are generally used to bill third party payers such as Workcover They may also be used to provide patients with a summary of several receipts over a period of time Below are some options to choose from when printing invoices Uninvoiced items are transactions that have not been printed on an invoice By date
260. ategory Health Fund ProviderNo 4 If you work in a multi practitioner environment and use Tyro integration you may wish to record which practitioners are unable to claim a private health fund rebate To do this check the No Tyro HealthPoint claims for this practitioner option on the General tab These professions can claim private health fund rebates through Tyro HealthPoint Acupuncturists Chiropractors Dental technicians Dentists Dieticians Endodontists Exercise physiologists Massage therapists Naturopaths Occupational therapists Optical dispensers Optometrists Oral surgeons Orthodontists Osteopaths Paedodontists Periodontists Physiotherapists Podiatrists Prosthetists Prosthodontists Psychologists Speech pathologists TYRO INTEGRATION ty Tyro Integration Practitioners E Fractitioner Yerda Renoux General Provider Numbers Name Yerda Renoux Title Physiotherapist Qualifications B App Sc Physiotherapy Practice Location Short Desc YR yerda smartsoft com au Practice Group Physiotherapy Group E No Tyro HealthPoint claims for this practitioner On the Tyro tab select the correct profession from the list This must be selected for Tyro HealthPoint claims to be processed correctly The profession also determines whether Clinical Codes also known as service reference body part or tooth number will be used when billing Clinical Codes are required by
261. atements that have not been printed for 4 weeks 3 To print a statement for patients who have amounts outstanding and have not received a statement for a number of days select Statements not printed for and type in the number of days Statement Options 1 To list all outstanding transactions including payments for a period select this option and specify the From and To dates 2 Tolist transactions up until a given date select the Include transactions on Statements up to option and set the desired date 3 Select the third statement option to Hide reduction transactions 4 Select the Include statements with credits only option to include patients who are in credit STATEMENTS INVOICES H Statements Invoices The Filter Patients by options may be used to generate statements for a particular subset of patients Select Range and the From and To patients to generate statements in alphabetical groups e g from Smith to Taylor Select Fee Category to generate statements for patients of a particular fee category e g all standard patients Select By Practice to generate statements for patients who receive treatments from a particular Practitioner or Practice Group To generate a list of patient statements click the Statement button A Statement Selection screen will appear to select or deselect a patient from this list click the corresponding Process button To select all patients click All and to deselect all patie
262. atient Referrals on the toolbar Fie System Reports Window Help ALB SMSOe s AGr OMS 1 ASAE Bieicaoeg Patient Referrals or from the Reports menu Reports Window Help S Banking Sheets Shift Reports Ali Transaction Statements Invoices Billings Report Trend nalysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List gt ey B fa 5 cal Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare OVA Report Se Ba KEEK Ss D stock Control d GST GST Reconciliation PATIENT REFERRALS dil Patient Referrals The Patient Referrals dialog will appear WB Patient Referrals poa Date Range Transaction between 01 09 2010 and 30 09 2010 amp Print Referral between E me 01709 2010 and 30 09 2010 Export Filter vJ Non archived Patients Only Mail Merge Professional amp non professional Geg Professional only i Non professional only lg SM5 Referring Doctors Detailed Patient GP Summary By Practice Practice Group Peter Brown Group Practitioner Dr Robert Smith Help To track patients who have been billed in a period of time use the Transaction between option Select the Referral between option to track patients with a referral entered in a certain period Leave both unselected to list all referre
263. atient file will be blank unless you manually type one in If you want Front Desk 2014 to automatically generate file numbers you must also select the next option or neither option Generate next file number generates the next file number in your series enter the number that you want the next new patient file to use SETTING UP FRONT DESK 2014 system Information Options Select the Options tab from the System Information dialog me System Information Other Next Appointment from Appointment Book C Print Receipt Bill Payment Show Warnings upon opening patient card Show Warnings when make cancel appointment Show Warnings when patient arrives Show Warnings on Day List Show patient notes on Appointment Book Print App Schedule from Appointment Scheduler Round amounts to nearest 0 05 by default Reason required for edit delete of transactions Remove Reminder SMS Email when Reminder sent Start typing in Tithe when entering new patient details Warn when billing if outstanding for 0 days Duplicate Patient Check Patient Image Tab Name X ray The next scheduled appointment for patients can be printed on receipts and accounts If you intend to use the appointment book ensure that Next Appointment from Appointment Book is selected Alternatively deselect this option to manually enter the next appointment at the time of receipting or billing The Print Receipt Bill Payment option determines whether receipts
264. atient s transaction tab WB Patient Mr John Smith co eee Tracking Appointments Quotations X rays Events Notes Recalls Future Billing Contact age Close Date Account Prac item Description Amount A 04 12 2012 Primary Robert 590 Splints legs or arms 240 00 04 01 2012 Primary Robert 590 Splints legs or arms 101 11 04 02 2012 Primary Robert 590 Splints legs or arms 101 11 Edit 04 03 2012 Primary Robert 590 Splints legs or arms 101 11 04 04 2012 Primary Robert 590 Splints legs or arms 101 11 Delete 04 05 2012 Primary Robert 590 Splints legs or arms 101 11 04 06 2012 Primary Robert 590 Splints legs or arms 101 11 Schedule 04 07 2012 Primary Robert 590 Splints legs or arms 101 11 04 08 2012Primary Robert 590 Splints legs or arms 101 11 _ EOR n 104 09 2012 Primary Robert 590 Splints legs or arms 101 12 F Current Last Item billed on 4 September 201 No of Items 10 Total 1 150 00 90 Days 60 Days 30 Days Current Balance 0 00 0 00 51 95 118 05 66 10 Help Click Edit to change an item and Delete to remove an item The Schedule function can be used to print a future payment schedule for the patient ADVANCED FEATURES CS Future Billings Migration of future billed items to regular billed transactions occurs only after processing future billings from the Statement Invoices screen File System Reports Window Help SA SHhiiege VA SLSC GB FE AOSASPERiei
265. atients to cancel their appointments will give patients access to cancel their own appointments Require reason for appointment cancellation will prompt patients to enter a reason for cancelling an appointment How long before an appointment should cancellations be allowed can be set to limit cancellations within a certain time period of the appointment Cancellation Defaults W Allow patients to cancel their appointments Require reason for appointment cancellation How long before an appointment should cancellations be allowed 24 hours In order to prevent unwanted data mining a Lock Out Default can be set to limit the number of appointment options a patient can see before being locked Lock Out Defaults How many appointment options can a patient see before being locked out 6 For how long should the patient be locked out 24 hours PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select the Classes tab from the Patient Booking Gateway Configuration x WA Patient Booking Gateway Configuration el Clinic Details Defaults Classes Email Professions Booking Locations Practit Options OK Default end time how far in future to set calendar when booking classes 12 weeks Maximum number of group appointments returned per request Bulk Email 50 Cancel Group appointment description class v how you refer to your classes Display number of bookings in a class e g 9 10 Def
266. atively click on the drop down box and scroll down to the suburb you require Click on the State drop down box to search for suburbs in other states Select the patient s Practitioner Fee Category and Health Fund To set up standard health funds select Health Funds from the System menu Click Add enter the name of the health fund and click OK The patient s gender can be set by either selecting Male or Female from the drop down box or by typing M or F in the Gender field WB Patient Mr John Smith o amp eeae General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions gt lla Close Full Name Mr John Smith E Receipt Preferred a fh Search Address PO Box 2 is Bill S New Walkerville SA 5066 3 A Payment Belete Date of Birth 03 11 1973 v Age 39 E Mailing List P ati e nt G e n d e r IMale x ao Archiv Phone Home Work 302 3196 Female set Flcaal Mobile SMS Fax No Next Recall F Next Appointment Email Tue 27 Nov 2012 4 00 pm 4 days Practitioner Robert Jones z Last Appointment lt Mon 12 Nov 2012 2 45 pm Fee Category Standard x 1 wk 4 days ago 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 0 00 0 00 Help If using custom file numbers edit the File No field Select the Mailing List option to put the patient on a selected mailing list Click the Close button
267. ault to classes section on login When searching the Patient Booking Gateway for available classes users will be asked to enter a date range to search within The default date range selected can be adjusted using the Default end time option Default end time how far in future to set calendar when booking classes 1 weeks The Maximum number of group appointments returned per request can also be specified Maximum number of group appointments returned per request 50 Select a Group appointment description which best describes how you refer to your group appointments A custom description can be entered manually if required Group appointment description class how you refer to your classes session Select Display number of bookings in a class e g 9 10 to show the total number of current bookings within the class lf Classes have been enabled select Default to classes section on login to automatically direct patients to the classes upon logging into the booking gateway Display number of bookings in a class e g 9 10 Default to classes section on login PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select the Email tab from the Patient Booking Gateway Configuration Enter your Mail Server SMTP Settings If you have already entered your SMTP settings within the Email tab of System Information these details can be automatically copied using the Copy Front Desk SMTP settings
268. ayee Provider Name v Josie Amedos 2159081 W Yerda Renoux 2147661H A Payee Provider is a practitioner who is paid by Medicare for services they or other practitioners have provided If payment should go to a different practitioner check Use alternate Payee Provider and select a practitioner from the drop down list MEDICARE EASYCLAIM INTEGRATION item Codes Only items which have been marked as Medicare DVA items can be claimed through Medicare Easyclaim File System Reports Window Help AAB SS M O s C0ceO e FS ADAMEBiseiaee Item Codes Select Item Codes from the toolbar Click the item you wish to edit and click OK J Item Code 10960 Item Details Stock Control ltem Code HICAPS Code Medicare DVA Code Extended Code Bar Code 10960 10960 Schedule Service Description Medicare Consultation Options Medicare Non HICAPS Item C Include GST by default 7 Special GST rate Medicare DVA Item Round to nearest 0 05 DVA item Total Total Fee Category Fee Reducti Ex GST dine GST Rebate Gap Standard 59 90 0 00 59 90 0 00 59 90 Concession 59 90 0 00 559 90 000 359 30 Workcower 59 90 0 00 59 90 0 00 59 90 Medicare 59 90 0 00 59 90 0 00 59 90 L 59 90 0 00 59 90 0 00 59 90 VIP 59 90 0 00 59 90 0 00 59 90 No Charge 59 90 0 00 59 90 0 00 59 90 Check the Medicare DVA Item option and click Close to save your changes PAGE
269. ayment Gap Only HICAPS Only You will be prompted by the following dialog for a reason why the transaction has been edited click OK when completed r Reason for Write Off bad debt Front Desk 2014 Note Front Desk 2014 uses an open item accounting process This is a detailed method of accounting which provides flexibility when trying to determine what items have and have not been paid rather than just recording an outstanding balance amount This is why Front Desk 2014 enforces payments and credits to be made against specific items on an account To manually allocate a write off amount to a particular item select the corresponding allocation cell and enter the amount or alternatively use the payment drop down box to select an amount The amount entered must be less than or equal to the amount owing for the item The total of the amounts in the allocation column must equal the Write off Amount Use the Auto Allocate button after manually entering an amount to automatically distribute any remaining amount to the oldest unpaid items To clear the amounts in the allocation column click the Clear Allocated button To process these transactions click the OK button or click Cancel to cancel the operation Refunds will be recorded under the transaction tab WORKING WITH PATIENTS 2 Patient Transactions Refunds Front Desk 2014 enables you to refund a patient for any paid items or unused credits u
270. ays Opens the patient file to the X Rays tab Edit Appointment Opens the patient s appointment for editing Change Appointment Changes the patient s appointment to another time Delete Appointment Deletes the patient s appointment from the group appointment Send SMS Sends the patient an SMS message Send Email Sends the patient an email APPOINTMENT BOOK oe Group Appointments lf Change Appointment has been selected for a previous patient s appointment the Change Appointment To option is available ay ang poe Group Appointment Details Recurrence Glas e Title Group Session Class Type lt No Class Type gt v Add Practitioner Robert Jones Max Class Size 0 unlimited _ __ _ z Add New Time 9 15 am App Type Group Session v l Resource lt lt No Resource Selected gt gt w Intervals 3 Wide 1 Remove Period 45 minutes Print Group Notes Export Group Patient Details Mr Lindsay Abbott Total Patients 3 Add Patient Add New Patient Make Next Appointment Mr Richard Smith Appointment Status gt Mr John Smith Reminders Receipt Bill Patient File Clinical Notes Patient X rays SSS Edit Appointment Change Appointment Delete Appointment Send SMS Send Email Miss Rachael Dangerfield Change Appointment To Clear Help lf Make Next Appointment has been selected for a previous patient s appointment Make
271. based on the date the Medicare DVA payment was allocated in Front Desk It will list out all DVA and Bulk Bill payments made during this period along with information relating to the bank deposit Account Name Number BSB Payment Run Number and Deposit Amount The total of this report should be equal to the Medicare DVA value in the Payments Received section of the Summary Report MEDICARE DVA ONLINE CLAIMING amp Medicare DVA Report The second Medicare DVA Payments report can be found by selecting Medicare DVA Report from the Reports menu Reports Window Help S Banking Sheets Shift Reports ali Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner Future Income GP Medical Referrers List HICAPS Report Medicare DVA Report amp a B K 2 a a fe Fi Fr cm i RE Stock Control b GST GST Reconciliation i Medicare DVA Report Deposit Date Range From To 28 03 2013 28 03 2013 This report is laid out in the same form as the previous report Whereas the other report was based on the date of allocation this report is based on deposit date i e the date when Medicare DVA made the bank deposit MEDICARE DVA ONLINE CLAIMING amp Medicare DVA Payments The Medic
272. button from the New Appointment screen to create a Notes referrer Referral lt lt No Referral gt gt Next App Wednesday 5 12 12 tomorrow ADVANCED FEATURES Medical Specialist Referrals Enter the details of the referrer in the New GP Referrer screen New GP Referrer e Sera Cl First Name Dr Trevor Close Surname Jones C Organisation Smartsoft Medical Clinic Archive Address PO Box 500 Burnside SA 5066 Phone 0883612666 Fax Email Provider No T aie Add Practitioner Type Referrer Types option k The Type field allows you to select the type of referrer for example GP Medical Specialist Optometrist etc To create a new referrer type right click on the Type field and select Add Practitioner Type A GP Referring Doctor Types To add new types select GP Referring Doctor Types from the System menu System Reports Window Help amp Login Q Security A AuditLog s Health Funds Standard Letters E Standard Messages Y Occupations 8 Patient Tracking Categories ww Recall Types D Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages ze Clinical Notes Quick Buttons Cheques amp Group Deposits Patient Event Types 2 Messages HICAPS Transactions amp Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EEFTPOS Refund Group Email Send SMS S Contacts Q
273. cation The Invert button reverses the X ray The Rotate button rotates the X ray 90 clockwise The Swap button switches the position of the X rays from left to right This option is only enabled when two X rays are displayed The button displays just one X ray on the screen The button displays two X rays on the screen The button displays the X ray report attached to that X ray The icons on the left of screen allow you to insert lines text and magnify parts of the gt lt Fitto Width maximises the width of the X ray to fit the screen vil Fitto Height maximises the height X ray to fit the screen EL Full Screen maximises the X ray to fit entirely on the screen 7 lt Zoom allows the view to be increased or decreased by percentage of magnification Pa lt Magnify allows you to enlarge certain areas of the X ray 2 lt Negative replaces the white areas with black and black areas with white Contrast Adjusts the contrast level 8 C Brightness Adjusts the brightness level E lt Restore Contrast Brightness returns the X ray to the original contrast brightness DrawLine Allows you to draw straight lines on the X ray an lt _ Draw Freehand Allows you to draw anything on the X ray SS lt __ Draw Angle Allows you to draw any angle on the X ray A lt Draw Text Allows you to add text to the X ray I lt Draw Ruler Allows you to draw a line and measure the l
274. cation gt gt lt lt FeeCategory gt gt lt lt Address1 gt gt lt lt Address2 gt gt lt lt Address3 gt gt lt lt FileNo gt gt lt lt Occupation gt gt lt lt NextAppointment gt gt lt lt NextAppointment2 gt gt lt lt NextAppointment3 gt gt lt lt NextAppointmentPracName gt gt lt lt NextAppointment2PracName gt gt lt lt NextAppointment3PracName gt gt lt lt NextAppointmentInPeriod gt gt lt lt NextAppointmentiInPeriodPracName gt gt lt lt PreviousAppointment gt gt lt lt PreviousAppointment2 gt gt lt lt PreviousAppointment3 gt gt lt lt PreviousAppointmentPracName gt gt lt lt PreviousAppointment2PracName gt gt lt lt PreviousAppointment3PracName gt gt lt lt ReferralExpiry gt gt lt lt ReferralDate gt gt lt lt PostCode gt gt lt lt FutureBillings gt gt lt lt FutureBillingsCurrent gt gt Today s Date Patient Title Patient Number First Name Middle Name Preferred Name Surname Patients full name Displays patient s preferred name if it exists otherwise displays the patient s first name Work Phone Number Home Phone Number Mobile Phone Number Fax Number Email Address Current Age Age Next Birthday Him or Her based on Patient s Gender He or She based on Patient s Gender His or Hers based on Patients Gender His or Her based on Patient s Gender Date Of Birth in dd mm yyyy format Name of Patient s Practitioner Title of Patient s Prac
275. cccccsececseeeeeeeceeeeeeeeteneeseeesaneeseees 62 System Information Mail Merge cccccseccsscecssceceeeseeeeseeeeeeeeteueeseesaneesaees 63 System Information Clinical NOt S cccccsecccsececeeesaeeceeeeeeeeteueesseesaneeneees 64 System Information AttaChMent cccccccececeececeeeeeeeeseeeeeeeteueesseesaneeneees 65 System Information Bar Code SCANNING cccccceeecceeecseeeeeceteeeeseeetaneensees 66 System INIOMMANON NGIWON rar a A A R 69 System Niomaton BackUD naaa a 70 System Information Messenger multi user environments only 0066 71 System Information Medicare Online ccccceeccseecceeeeceeeeeeeeseueeceeetaneeneees 72 Systemi Information Advanced sicisadeiveissdacteenddvadeceieatnanidonincssdasthenbdvainouduatenas 73 Heme 6 ccaeneetene eens Mie enh the Mie Reet Se nee T et ee 74 CONTENTS SETTING UP FRONT DESK 20 14 ncnian eee bial etter laleebalaraiets 79 PECON ho eee ea ner ea eee Ee Rc een eo Reo Te ee eee eee Ree oe ee ae 79 Practitioners General 00 0 0 cccecececcececeecececeececeecececeeeececeaececeeaeceeneaeseeneaesneneaeans 80 Practitioners Provider NUMDe S c cceceecececececeeeecececececeeevaeeeseseceeeeetaeeees 81 Practitioners DEIAUIE HEIN S secesrecerceatcotenciteducveneciwvcitedeenertetiavettedadeedeetickeubetacits 82 Practitioners Appointment Book ccccscccseccseeseeeseeeseeeseeesaeesaeeseeeseeesaeee
276. ce on the implementation of this feature Run Front Desk Office Messenger on Startup Multi user Environment Only can be turned off for users that don t want the Messenger to run automatically The Use Channel option can be set to allow private communication between different groups of Messenger users on the same network if you are running multiple Front Desk databases SETTING UP FRONT DESK 2014 System Information Medicare Online Select the Medicare Online tab from the System Information dialog ee System Information HICAPS EFTPOQS Medicare Online SMS Email Medicare Australia Server wwe medicareaustralia Medicare Australia Recipient ebus test medicareaustr PSI Store Location C ProgramData Smartl hs PSI Store Passphrase Location ID can be changed on the Practice Locations tab Location ID 55400010 Certificate ID Certificate Expires 27 03 2014 This computer accesses the Internet via a proxy server Proxy User Name Proxy Password Check for pending claims on startup The settings available from this window are vital to the Medicare DVA Online Claiming integration within the Front Desk Practice Management System Please do not adjust these settings without Smartsoft assistance If required the following settings can safely be adjusted without negative effects This computer accesses the Internet via a proxy server Proxy User Name Proxy Password Check for pending claims on startup
277. ceipt Options O Automatically Receipt Item Select Item Only Item Search Options Automatically Open tem Select Item Only Select the Billing Options Receipt Options and Item Search Options to be used when bar code scanning You can select Automatically Add Item on Billing Automatically Receipt Item on Receipt Automatically Open Item on Search or Select Item Only To allocate bar codes to items scan the bar code for the appropriate Item Code when the Item Code is displayed The code will be placed in the Extended Code Bar Code field E New Item Code Item Details Stock Control Item Code HIGAPS Code Medicare DVA Code Extended Code Bar Code B 1 5706991002348 Schedule Non Service Description Small Back Support Options C Non HICAPS Item Include GST by default El Special GST rate Medicare DVA Item Round to nearest 0 05 Fee Category See Pen Rebate Gap Standard 43 5 5 43 99 48 40 0 00 48 40 Concession 5 5 43 99 48 40 0 00 48 40 Workcover 435 5 43 99 48 40 0 00 48 40 Medicare 5 5 43 99 46 40 0 00 48 40 48 40 0 00 48 40 VIP 5 43 99 4840 sooo saan No Charge 543 9 43 99 48 40 0 00 Help SETTING UP FRONT DESK 2014 system Information Bar Code Scanning To use the bar code to search for an item code scan the bar code in the Search on Item Code window This will select and open the item code depending on the settings in System Information Bar Code Scann
278. cel Transaction If the refund is APPROVED Front Desk will display the following message Information Tyro terminal returned the following message Status COMPLETE Result APPROVED Authorisation Code M61529 Transaction Reference 156767 PAGE 454 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION ty Tyro HealthPoint Report Select Tyro HealthPoint Report from the Reports menu Reports Window Help Banking Sheets Shift Reports i Transaction l 2 Statements Invoices Billings Report Ea TrendAnalysis Recall Patient List A Active Inactive Patients Birthday List dE Patient Referrals Patient List Z Events Report A Time Management Report Treatment Plan Report 4J item Codes Inter Practitioner S Future Income 3 GP Medical Referrers List amp Medicare DVA Repor ils Sales Process Reports t Fi Stock Control r GST GST Reconciliation select From and To dates The filter section allows you to generate a report By Health Fund By Practice or By Location From 05 09 2014 To 05 09 2014 Filte 7 i E By Health Fund ACA Health Benefits L By Practice Practice Group Physio Group Practitioner Dr Vanessa Thomas C By Location Adelaide Detai Show totals only C Breakdown totals by day O Show HealthPoint transactions Show HealthPoint transactions billing details Group By Health Fund Day
279. ck Trend Analysis from the toolbar Fie System Reports Window Help AAR Sm eSs Ble cGCm S ts AZoASEBieiaoeg Trend Analysis or from the Reports menu Reports Window Help Ss Banking Sheets Shift Reports fll Transaction Statements Invoices amp Billings Report EY TrendAnalysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare OVA Report stock Control d MASH Ba BPH D Gp 9 GST GST Reconciliation TREND ANALYSIS pat Trend Analysis The Trend Analysis dialog will appear WB Trend Analysis Report Type 12 Weeks C 12 Months Period Beginning Aug 2012 Period Ending Nov 2012 Show Last Year Transaction Type By Invoices By Value By Payments O By Number Filter By Item Code Item Code 500 schedule Non Sernvice C By Practice Practice Group Robert Jones Practitioner Robert Jones By Location Burnside The period for the graph can be for 12 weeks 12 months or a manual Date Range can be selected lf Date Range has been selected Period Beginning and Period Ending dates will need to be selected otherwise only a Period Ending date is required Check the Show Last Year option to compare this graph with the previous year The trend graph is capable of displaying tr
280. click the Holidays button The Public Holidays dialog will appear as shown below Select the Colour and Text Colour for the appearance of holidays in the appointment book If making an appointment is permitted within a holiday period select Can make manual appointments in this period To Add Edit or Delete a public holiday click the corresponding button Public Holidays General Colour LJ Yellow ie Text Colour W Navy Sample Close W Can make manual appointments in this period Dates To create a new Holiday Date Description Mon 1 10 2012 Labour Day F Tue 25 12 2012 Christmas Day Wed 26 12 2012 Boxing Day Tue 1 1 2013 New Year s Day Mon 26 1 2015 Australia Day Fri 29 3 2013 Good Friday Mon 1 4 2015 Easter Monday Thu 25 4 2013 Anzac Day Mon 10 6 2013 Queen s Birthday Help To create a new public holiday click Add The Add Holiday dialog will appear as below Enter the Description and Date for the holiday Add Holiday Date Tue 25 12 2012 Description Christmas Day SETTING UP FRONT DESK 2014 System Information Appointment Book Appointment Status To set up an appointment status click the Status button An appointment status can be used to view the progress of an appointment For example Patient Not Arrived Patient Arrived In Room and Completed To Add Edit or Delete appointment status go the Appointment Book tab in System Information and click the Status button Appointm
281. ct the By Fee Category option and the relevant fee category Select By Item to list only those patients who have been billed for a particular Item Code or by a particular Schedule Select Patient Tracking to list only those patients who have a particular tracking category set in their patient file Include if any will generate a report of those patients who have any of the selected tracking categories set in their file Include if all will generate a report of those patients who have all of the selected tracking categories set in their file Exclude will generate a report excluding those patients who have the selected tracking categories set in their file This report may be Printed or Previewed by clicking these buttons To export the patient list to CSV or Microsoft Excel click Export this can be used to edit the patient list or for a mail merge Click Mail Merge to perform a mail merge using the Front Desk Word Processor or Microsoft Word Click Email to send an email to those patients with an email address Click SMS to send SMS messages to those patients with a mobile number BIRTHDAY LIST Birthday List The Birthday List generates a list of patients whose birthday falls between two selected dates Click Birthday List on the toolbar Fie System Reports Window Help AHAB SMeO s ACO GB FL ADAFER ei aoe Birthday List or from the Reports menu Reports Window Help Ss Banking Sheets Shift Reports
282. ct the appropriate letter from the Description box or if you are writing a personalised letter use the Quick Letter option Use the Search Characters to narrow down your search To add a standard letter select Standard Letters from the System menu System Reports Window Help amp Login Q Security A AuditLog s Health Funds E Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims MPAa CORGKRFHFSwrPARA Medicare DVAPayments Patient Booking Gateway Logins EETPOS Refund 5 m Group Email Send SMS gt Contacts gt Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator Backup He GN a A Restore from Backup Click New to create a new standard letter or click Add to import an existing standard letter R Standard Letters r x Description A Close 4 Birthday Letter RK GP Referral Letter a Thank you for referring 2 rer Welcome Letter wh Edit Delete Edit Letter Export Help For more details on setting up Standard Letters please refer to the Front Desk Word Processor or Integration with Microsoft Word section in this manu
283. ct the number found on the patient s health fund card and click OK to proceed After a few moments the terminal will complete the transaction and Front Desk will show the benefit amount in the HICAPS field on the Payment Type screen Enter the payment type of the remaining amount in the appropriate field e g cash cheque EFTPOS and then click OK If paying by EFTPOS enter the amount to be paid in the EFTPOS field and click the EFTPOS button You will then be asked to swipe insert the patient s EF TPOS card ba Payment Type Amount to Pay 52 00 Prev Credit Cash 25 Oct 2010 10 54 13 Chequels SWIPE INSERT CARD Group Chequer Depozit Card Txn Delivered By EFTPOS TRISTANT HICAPS 7 Optus Health Medicare DV A Register Direct Deposit Total Cancel If you click Cancel at this stage Front Desk will prompt you to swipe or insert the patient s card once more to cancel the submitted HICAPS claim HICAPS EFTPOS INTEGRATION Biling with HICAPS If an error or problem occurred with the HICAPS claim Front Desk will display this error and allow you to select an alternate payment method Your printer terminal will print two copies of the HICAPS receipt gt A receipt for the practice to keep provider copy this copy must be signed by the patient and gt A receipt for the patient to keep patient copy If the Print box is ticked on the billing screen a normal Front Desk receipt
284. cted SETTING UP FRONT DESK 2014 System Information Account Messages Select the Account Messages tab from the System Information dialog Bh System Information Standard Accounts Fee Categories Account Messages Rec Acc Pay Statements Receipt Message lf less than 24hrs notice is given when cancelling z Account Message lf less than 24hrs notice is given when cancelling z Payment Message Thank you for your payment Invoice Message Please pay within 14 days Messages can be automatically printed at the bottom of the following print outs Receipts Accounts Payments Invoices Statements Appointment schedules Select the appropriate tab and enter the message into the corresponding field SETTING UP FRONT DESK 2014 5 System Information Defaults Select the Defaults tab from the System Information dialog i System Information Defaults Options Banking Appointment Book Default Practitioner George Rogers Default Recall Type Appointment Default Appointment Reminders for New Patients Reminder SMS Reminder Email Reminder Update Existing Patients File Numbers Custom file numbers Generate next file number 1 031 The Default Practitioner is the practitioner who is automatically assigned to new patients Generally the main or busiest practitioner in the clinic is selected as the default The default practitioner cannot be specified at this time as we have not ent
285. ctice Groups Standard Accounts p A Accounts Primary Account Account Name Auto Add gt en 2 Medicare E _ Edt Delete m Help ADVANCED FEATURES G Multiple Accounts System Information A New Standard Account screen will appear as below Type in the Account Name and select the Bill to third party option to enter the account details E New Standard Account Account Name WorkCover Billing Details Bill to third party Individual Linked Billing Address SGIC Health Ins 211 Victoria Square Adelaide 5000 Phone 8233 1122 Ea Print on Accounts Other LS S L LEE Auto create for new patients Auto create account option F Medicare Number Health Fund Number Pension Number 1 DVA Number Referring Doctor Date Of Birth Don t Print Patient Name Select Individual for accounts to a 3 party which require an individual statement or invoice for each patient or alternatively select Linked for all linked patient accounts to be printed on one statement or invoice with each patient listed individually lf you select the linked option you will need an existing account to link to in the system beforehand then use the browse button located at the end of the first Billing Address line to search for the account using the Search on Patient screen Select the details from the Print on Accounts section that are required by the 3 party bill
286. ctions Future Billing Quotations Appointments Events ai i Appointments Cancels Reschedules Statistics Patient Booking Gateway Time Group ltem Code Appointment Type Practitioner M 06 11 2013 06 15PM C 10960 Standard Patient Robert Jones 21 20 11 2013 06 15PM gt 10960 Standard Patient Robert Jones 21 27 11 2013 06 30 PM 10960 Group Session Anne Smith 28 r F W Future Appointments Only Missed Appointment i Default Remind Patient of Appointment C Default Appointment Type Appointment lt Never gt Type setting 90 Days 60 Days 30 Days Current Balance 0 00 0 00 105 90 158 85 264 75 Hep By default only future appointments will be shown in the Appointments tab To view past appointments uncheck the Future Appointments Only option Patient appointment reminders can be set as a default from the Always Remind Patient of Appointment option Select from the drop down box one or more of the three options Reminder is a telephone call SMS Reminder is a text message sent to their mobile and an Email Reminder is a message sent to their email address A reminder tag will appear on all future appointments This can also be set as a default when creating new patient files in System Information Defaults Front Desk 2014 Tip SMS Reminder and Email Reminder will only be available if you have enabled
287. ctor Types Clinical Notes Templates Cheques Group Deposits Patient Event Types Quotation Types Messages HICAPS Transactions Medicare DVA Claims SGDORHSREMPSSHO Tt NA Medicare DVA Payments Patient Booking Gateway Logins EFTPOS Refund Group Email Send SMS aSop a Contacts Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor ia 8B FE Calculator Backup tn aid Restore from Backup MEDICARE DVA ONLINE CLAIMING Same Day Delete Go to the System menu and select Medicare Claims Claim Type Claim Status All All X Date Range 27 03 2013 to 27 03 2013 State PCS Stored PCI Referred PCI Referred PCI Complete Allocated Lodgement Date Patient Name 27 03 2013 4 13 pm Nerolie Bob 3950 09871 11 44616 27 03 2013 4 12 pm Nerolie Bob 3950 09871 11 44616 27 03 2013 4 11 pm 3950 09871 1 1 CET 5950 06759 11 44621 5950 06759 11 44621 Card Number Ref ID Claim a i H amp 27 03 2013 4 01 pm Seppo Eduardo 27 03 2013 3 59 pm Seppo Eduardo SSA00C Find the PCI claim to be deleted and click Delete You will be asked to enter a reason for the deletion Select Deletion Reason Please select the deletion reason Incorrect Patient Selection Incorrect Provider Details Incorrect Date of Service Incorrect Item Number Claimed Omitted Text on Original Claim Incorrect Payment Type ie Paid Unpaid Other
288. d 09 11 2010 11 58 am Bartholomew Smythe 6502 46348 11 25564 A0768 Referred 11 08 2010 3 09 pm Bartholomew Smythe 6502 46348 11 25564 5SA0001011082010150 BB Submitted 04 03 2010 12 17 pm Bartholomew Smythe 6502 46348 11 25564 A0759 Stored 23 11 2009 1 04 pm Randolph Zozokos 6502 46384 11 44564 S A0000023112009130 E Ge ce ce eH The following dialog will appear click Yes to continue This will attempt to retrieve processing and payment reports for all Bulk Bill and DVA claims in the current selection It will then attempt to automatically pay off the items in Front Desk Are you sure you want to continue PAGE 509 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE DVA ONLINE CLAIMING Bulk Bill DVA Reports The following screen will appear listing patient transactions and whether a report is available Getting Bulk Bill DVA Payment Reports Type State Allocated LodgementD ate Patent Name Claim ID Paid OOO ONO AD022 ance Getting DVA reports Retrieved 1 2 Successfully retrieved 2 reports Would you like to continue and allocate payment for these claims The following screen summarises how many reports were requested how many were successfully retrieved and how many payments were allocated in Front Desk Information Medicare DVA Payment processing finished Attempted to retrieve 2 reports Successfully retrieved 2 reports Successfully al
289. d 1996 2013 WEB APPOINTMENT BOOK 107 Flinders Street Adelaide SA 5000 Free Call Australia 1600 16 16 20 MANUAL International 81 8 6361 2666 Free Fam Australia 1800 18 18 30 UPGRADES International Fax 61 2 6006 5205 APPOINTMENT BOOK E Web Appointment Book Installation Please note If the dialog above does not appear automatically you may need to open the Front Desk CD manually From the Start Menu click Computer a screen will appear as shown below Double click on the CD ROM drive labelled Smartsoft ey ee jki Computer Search Computer File Edit View Tools Help Organize AutoPlay Eject Burn to disc Properties System properties gt Wr Favorites Hard Disk Drives 1 ME Desktop Local Disk C g Downloads Go mers emma a 48 6 GB free of 144 GB roll Recent Places 4 Devices with Removable Storage 2 Libraries DVD RW Drive D Smartsoft Documents z dd Floppy Disk Drive A 0 bytes free of 642 MB Ez CDFS al Music DVD RW Drive D Smartsoft Space free 0 bytes File system CDFS CD Drive Total size 642 MB STEP 2 From the left hand side menu select Web Appointment Book and then click Install Web Appointment Book Front Desk 2014 Practice Management System Installer MENU DEMO VERSION Fr ont Desk Practice Management System FULL VERSION NETWORK CLIENT VERSION WEB APPOINTMENT BOOK Install Web Appointment Book Web Appointment Book Installation Guide View Web Appoint
290. de By Admin App Type Standard Patient Reminders None C Recall on this appointment Recall Type Missed Appointment App Status Patient Not Arrived eee Select Resource lt lt No Resource Selected gt gt Gait Analysis Machine Ultrasound Massage Table Last App Th X ray Machine Notes The appointment tooltip will show the resource selected for that appointment Mr Justin Smith 5 Appointment Details Mr Justin Smith 5 File No Item Code 505 App Made 22 5 13 4 23pm Made By Admin Resource X ray Machine Selected Resource Account Balance 59 90 Status Patient Not Arrived Patient Notes Resources will also be shown on the Day List PAGE 55 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 System Information Waiting List Select the Waiting List tab from the System Information dialog System Information Default Practitioner View Selected Practitioner 6 All Practitioners Default Day View Current Day E All Days Settings Default waiting time 2 weeks E Wait until next appointment This computer should check for available appointments every 30 mins Select the preferred Default Practitioner View Default Practitioner View Selected Practitioner 0 All Practitioners Selected Practitioner will default to showing waiting patients with the selected practitioner only All Practitioners will default the waiting lis
291. der to list only those patients selected as male or female Enter the Age Between to list only patients within a specified age range To list patients under a particular GP select the By GP option and select the specific GP The Trans between option can be used to list patients who have had a transaction between two specific dates Select By Item to list only patients who have been billed for a particular Item Code or by a particular Schedule in the specified period e g list all patients who had an initial consultation this week To list patients who have had a transaction with a specific practitioner or practice group select Transaction With and the relevant Practice Group or Practitioner Select Appoint Between to generate a list of patients who have had appointments in a specified period e g list all patients who have had appointments between 01 04 2013 and 30 04 2013 Select By Appointment Type to list those patients who have had a particular type of appointment e g New Patients To list patients who have had an appointment with a specific practitioner or practice group select Appointment With and the relevant Practice Group or Practitioner Select Patient Tracking to list only those patients who have a particular tracking category set in their patient file Include if any will generate a report of those patients who have any of the selected tracking categories set in their file Include if all will generate a report o
292. dits you have available click the Get Balance button ADVANCED FEATURES Setting up Standard Messages Standard SMS and Email messages allow you to send standard customised messages to clients To set up a standard message to send to your patients select Standard Messages from the System menu then select either Standard SMS or Standard Emails System Reports Window Help gt Standard SMS M Clinical Notes Templates Clinical Notes Types amp 2 2 cP Referring Doctor Types th H Clinical Notes Conditions Regions Stages Group Deposits Patient Event Types ED Messages HICAPS Transactions Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Lo EFTPOS Refund 3 Group Email Send SMS Q Search Invoices Cash Book Setup R Front Desk Office Messenger A Front Desk Word Processor amp Calculator Backup Restore from Backup To create a new message template click Add Description 3 d Appointment Reminder Add First Appointment Missed Appointment Enter the name of the message in the Description field and the contents of the message in the Text field Enter the appropriate Standard Letters tags for the message F Edit Standard SMS Description oK Text Hi lt lt Prefname gt gt Your next appointment with lt lt NextAppointmentpracName gt gt is on lt lt NextAppointment dddd the d of mmmm at mm a
293. dow Help FAA Ss heL iB GLOOM ts AZ2HDAFER BR AOE I Patient Mr John Smith Lo fea General Billing Details Additional Medical Referrals Clinical Notes Attachments Medicare DVA Transactions Tracking Appointments Quotations X rays Events Notes Recalls Future Billing Contacts Preview Spine Detail Add X ray Scan X ray Add Report Add Folder Admin Burnside Smartsoft Clinic Thursday 6 12 2012 11 37 am Multiple X rays can be exported from the Preview tab by highlighting the desired X rays and selecting Export PAGE 372 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES Patient X rays Select the Detail tab for more X ray functions File System Reports Window Help HAasmM e es sAenceom S tr z2HrcArsvaatReaow John Smit General Billing Details Additional Medical Referrals Clinical Notes Attachments Medicare DVA Transactions Tracking Appointments Quotations X rays Events Notes Recalls Future Billing Contacts Preview Detail Print Function Export function lt Invert function BxBr EINN we Rotate function Swap function Admin Burnside Smartsoft Clinic Thursday 6 12 2012 11 38am The Print button will print the selected X ray The Export button allows you to save the X ray in another lo
294. ds options are not suitable to define the report period select the Manual option to manually specify the appropriate From and To dates If a banking sheet or a shift report relating to a particular practitioner or practice group is required then select the By Practice option and the relevant Practice Group or Practitioner This report may be Printed Previewed or Exported to CSV or Excel by clicking these buttons BANKING SHEETS SHIFT REPORTS Banking Sheets Shift Reports Front Desk 2014 Note The type of payment received on the transaction and payment transactions report is indicated using various codes as below C Ch CC GCh PGh Eft DC H Med Cash Cheque Credit Card Group Cheque Previous Group Cheque EFTPOS Direct Credit HICAPS HealthPoint Medicare DVA Multi Practitioner Split Also note that if a patient s balance is in brackets e g 346 00 this indicates that the account is in credit PAGE 264 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TRANSACTION LOG fi transaction Log The Transaction function is used to list all transactions between two dates These transactions can be generated for the entire clinic an individual practitioner or a practice group Select Transaction Log from the toolbar Fie System Reports Window Help WAAR smMeesiB eC OCMS 17 OLE B g Transaction Log or from the Reports menu Reports Window Help Ss Banking Sheets Shift Reports Transac
295. e Attachments tab WR Patient Lindsay Abbott Billing Details Additional Clinical Notes Attachments Description Owner Extension 1709 2012 Welcome Letter Admin Si JPEG image 1 05 2012 Report to GP Admin iB Front Desk Docume 03 07 2012 Referal Letter doc Admin Ht Microsoft Word 97 Edit Delete View Export Email Scan Optimise Optimise 90 Daye 60 Days 30 Days Curent Balance 0 00 0 00 1 00 25 00 26 00 The following dialog will appear allowing you to Optimise the file by adjusting the image quality and size width and height of these files j Optimise JPEG attachment a JPEG Quality High l e Change attachment A E characteristics Greyscale 42 Rotate Original Size 3926 2 KB Optimised Size 415 2 KB Optimised by 89 4 Cancel _ M FF WORKING WITH PATIENTS 2 Patient Clinical Notes Select the Clinical Notes tab from the patient file I Patient Mr John Smith fo k General Additional Billing Details Medicare DVA Transactions Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes X rays Filter Reminders Warnings Contraindications Clinical Notes Type Lumbar disc bulge Osteoporotic Low pain threshold a lt All gt x Blood thinners Add Condition Region Stage lt All gt x Delete 21 08 20
296. e Bulk Email option from the Patient Booking Gateway Configuration The Bulk Email option allows users to send bulk emails to patients within the Front Desk database This is used to send a personalised invitation to patients to register and begin using the Patient Booking Gateway a R Patient Booking Gateway Configuration The following window will appear I Patient Booking Gateway Email o E E Patients Transaction Filterin Include patients who have already received a login request Trans between 01 11 2013 and 30 11 2013 i l 02 11 2013 F By tem Email a arma ns ee Item Code 10960 Medicare Standard const Filter 3 Schedule Non Service 4 Exclude Archived Patients Transaction with Archived Patients Only B Practice Group George Rogers By Default Practitioner Practitioner Practice Group George Rogers Practitioner George Rogers Appointment Filtering Appoint between 01 11 2013 and 30 11 2013 By Fee Category Standard By Appoint Type By Health Fund BUPA i Appointment with Gender A a ee Practice Group George Rogers 00 Age between and 100 eae arises ears Cy By GP Patient Tracking _ Patient Tracking Descriptis ciao sa taal Clinic Details Defaults Classes Email Professions Booking Locations Practit Display OK These settings affect what your patients will see when they log in to the Patient Booking Gateway Cancel Cli
297. e Categories Account Mi Ch Description Code Medicare Location Close Jl delaide AD OOOO dk North Adelaide NA Barossa Valley BY Your Location Adelaide Enabling Multiple Locations allows users to setup individual locations which can then be used in reporting to filter the results based on the set location Once enabled each computer connecting to the database must be set with a location under Your Location This will then begin tracking transactions that are entered through that computer as from the set location Click Add to create a new location New Location Location Name Sydney Code SYD Medicare Location Details Location ID Certificate ID Enter the location Name and the Code to be used lf this location required Medicare Location Details which are unique to that particular location enter the required Location ID and Certificate ID Click OK to complete the location SETTING UP FRONT DESK 2014 B System Information Fee Categories Select the Fee Categories tab from the System Information dialog IB System Information Lo amp GST _ Practice Groups Standard Accounts Fee Categories Acco Fee Categories Include GST Payon Gap Close by default Billing Only a rn Standard Concession Workcover Medicare DWA No Charge 1 2 3 4 D 6 T 8 9 e bt ee ae J 5
298. e Front Desk Word Processor PAGE 299 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM FRONT DESK WORD PROCESSOR F Front Desk Word Processor The tool bar options are as follows Create PDF and Font Font Colour er Email Document Subscript a d Centre Text T a Apa T Symbols S25 i oe t 1 E fe sas Se a Mee E File Edit View Insert Format Tools Table Yv E Humanst521 BT Y 12 Y a v Y v L z ee ee ee Superscript Bullets Create PDF Font Background Document colour Underline Align Text Decrease Font Size Left Align Text Indent mi Right Border To add Standard Letter tags or view the Mail Merge Toolbar select the View drop down menu 7S Insert Format Tools Tabl Normal foom b Manage Header and Footer Special Characters Horizontal Ruler Vertical Ruler Standard Letter Tags Mail Merge Toolbar To insert images text boxes checkboxes clinical symbols symbols page numbers or date time fields use the Insert drop down menu ica Format Tools Table Page Break Column Break Section Break Graphic Insert TextBox Insert Checkbox Insert Text Form Field Insert Clinical Symbol Symbol Numbers d Fields j Hyperlink Spell Check options can be accessed from the Tools drop down menu Tools Table Help i S Spell Check Check spelling as you type Capitalise first letter of sentences Edit User Dictionary Use Auto Complete FRONT DESK WORD PROCESSOR A Front Desk
299. e Groups Allow access to Practitioners Delete Access Level Full O Read Only Options W Allow direct URL linking Copy to Clipboard By default a user is granted full access to the Web Appointment Book A user s access can be changed by selecting the following options Allow Full Access all Practitioners and Practice Groups gives the user full access to the Web Appointment Book Allow access to Practice Groups gives access to specified Practice Groups only Allow access to Practitioners gives access to certain Practitioners Access Level can restrict access to Read Only The Options allows users to setup the Allow direct URL linking option for the Web appointment Book This setting allows users to access the Web Appointment Book without the need to manually enter a username and password FRONT DESK 2014 SECURITY a Setting up Users To set access to the Appointment Book select the Appointment Book tab Access George Clinical Notes Practice Groups Locations Patient Tabs Web App Book Appointment Book Booking Gateway Appointment Book Access Allow full access all Practitioners and Practice Groups O Allow access to Practice Groups Allow access to Practitioners Appointment Book Sections Practitioner Queue V Reminders Notes Practitioners V Reports amp Utilities By default a user is granted full access to the Appointment Book A user s access can be changed by
300. e created message from the Message Template list The CC field allows you to carbon copy the email to other addresses The BCC field allows you to blind carbon copy an email so recipients cannot see the other email addresses 7 WBA Send Email Message Details To john smartsoft com au Gii Send H 4 4 Bcc N Preview Subject Happy Birthday Message gt smartsoft Dear lt lt FirstName gt gt View Merged Data button Attach ment Nn hohalf af tha Gmartenf Clinic and all nur ctaf wo weld like option Attached Select a Template Birthday Email Promotion Format HTML Message Template Help To Add file attachments check the Attachment option and click the browse button J Navigate to the folder containing the file to attach and select the file To add multiple files hold the lt Shift gt key while selecting the files To view the message as it will be sent click the Se button to replace the tags with your patient s information Click Send to send the message You can also send an SMS or Email from the appointment book Simply right click on the patient s appointment and select Send SMS or Send Email from the menu then follow the same process as above To send HTML emails select HTML from the Message Format drop down box To Edit an HTML template message before sending your email double click within the Mess
301. e health fund card to begin the claim Healthpoint Swipe health fund card Healthpoint request started Cancel Transaction After a few moments the following screen will be displayed Click Accept to accept the benefit Healthpoint Claim assessed Gap 101 00 P Processing claim please wait This may take up to 30 seconds Swipe health fund card Healthpoint request started ACCEPT 1 Cancel Transaction Once accepted Front Desk will display the benefit amount and the response from the terminal The benefit will also be shown in the HealthPoint field on the Payment Type screen TYRO INTEGRATION fY Tyro HealthPoint Integration Billing Enter the payment type of the remaining amount in the appropriate field e g cash cheque EFTPOS and then click OK If paying the gap by EFTPOS enter the amount to be paid in the EFTPOS field and click the EFTPOS button WB Payment Type Amount to Pay 201 00 Prev Credit 0 00 Cash Cheque s 0 00 Grp Chq Deposit 50 00 Card 0 00 Visa Master Card amoo _efipos 5100 00 4 HealthPoint Credit Available Drawer Register American Express Diners Other EFTPOS Tyro HealthPoint Medicare DVA 0 00 Direct Deposit 0 00 Total 5201 00 Override Payment Amount You will then be asked to swipe the patient s EFTPOS card Purchase Amount Cashout Total 101 00 0
302. e same email message to many patients Only the patients who have email addresses will appear on the screen Follow the same process as above Type the subject of the email in the Subject field mA Select Email Recipients Select Title Firstname Surname Email A b V Mrs Maureen Alexander frontdesk smartsoft com at 2 All v Miss Lauren Badcock frontdesk smartsoft com at 1 z v IMr John Smith frontdesk smartsoft com at P None v Mr Andrian Van Denbroek frontdesk smartsoft com at 2 v Mr Damian W Young frontdesk smartsoft com at 7 E Emails Sent E Emails Failed E Sending Email Email Message Details as Email Details Message aA OAG Subject Hi lt lt Prefname gt gt a Appointment Reminder Attachment Sent 0 Your next appointment with Failed 0 NevtAnnaintmentnracName gt gt x Message Template Message Format Appointment ReminddBe HTML nee Hep Click Send when the message is ready Front Desk will send each message individually highlighting each contact as they are sent ADVANCED FEATURES Quotations Select the Advanced tab in System Information The Quotations option can be used to quote patients for a particular treatment or product System Informatio lo a r Advanced iila Advanced Health Fund EFTPOS Medicare Close i Close C Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title Additional Info
303. ealth Funds Standard Letters E Standard Messages gt T Occupations a Patient Tracking Categories amp GP Referring Doctor Types ih Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages ge Clinical Notes Quick Buttons 2 Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims ARODRA Medicare DVA Payments Patient Booking Gateway Logins EFTPOS Refund 5 m Group Email Send SMS Contacts gt Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator C E a SEG Backup Restore from Backup To create a recall type click Add I Recall Types ml Recall Type d Missed Appointment Add Previous Recall New Appointment Show Archived Recall Types Help Enter the Recall Type and Default Period and click OK type select the recall type and click Edit or Delete r New Recall Type Recall Type 6 Month Review Cancel Default Period 6 Month s X F Archive To adjust the order in which recall types appear use the To edit or delete a recall up and down arrows WORKING WITH PATIENTS Patient Tracking Categories Select the Tracking tab from the patient file I Patient Mr John Smith koJ E f Medicare f DVA Transactions Tracking Appointments Quotations X rays Events Notes ibaa ad Tracking Cat
304. eany BUPA 10625253Q Edit Workcover lt lt Any gt gt 7715624Q Delete vr Help Enter the Default Provider Number for the practitioner This will be the provider number that will be most commonly used Multiple provider numbers can be specified for each practitioner If the practitioner has different provider numbers for a specific Health Fund or Fee Category add these in the Override Provider Number section To create a new provider number click the Add button to change a provider number click the Edit button and to remove a provider number click the Delete button Enter in the provider number and select from the drop down box the Fee Category and or Health Fund for this provider number New Provider Number ProviderNo 86541244 Fee Category lt lt Any gt gt Health Fund BUPA To set up health funds in Front Desk select Health Funds from the System menu To create a health fund click Add to change a health fund click Edit and to remove a health fund click Delete i Health Funds Description gt MBF Medibank Private SETTING UP FRONT DESK 2014 2 Practitioners Default Items Select the Default Items tab from the practitioner file a Practitioner George Rogers El Default Items C aese Default New Patient Copy to all Item Code Item Code Standard 505 500 Concession 505 500 Workcover WC101 Veteran Affairs 505 500 VIP 505 500 No Charge 505 500 Medicare
305. earch on Patient screen From an open patient file On the fly while making an appointment in the appointment book The first two methods will be covered in this section while the third will be covered within the appointment book section To create a new patient select the Patient icon from the toolbar File System Reports Window Help BAB s Mees A QLSOGB 1 AZASAFER RB aow Patient Ctrl F or from the File menu File System Reports Window Help Appointment Book Ctri A Practitioner Queue Cash Book Practitioners tem Codes GF Medical Referrers ii A a 4 J P System Information Patient Booking Gateway Configuration Printer Setup Exit a WORKING WITH PATIENTS 2 Patient Creating a patient file The Search on Patient dialog will be displayed i Search on Patient Search Characters Search on Address Practitioner Ph 45 Main Avenue Frewville Robert Jones E 1 20 Duthy Street Unley 54 M Robert Smith 32 Mawson Street Nailsworth Robert Jones Surname Name Balchin Maria Balestrin Tyson Ball Patricia Barkley Barkley Barron Barron Alan Wendy Kain Marion Barton Crystal ul E Show Archived Patients Show All 2 New 350 Greenhill Road Glenside Robert Jones 20 Portia Street Flagstaff Hill Robert Jones 90 Crozier Avenue Daw Park Robert Jones 50 Tallack Street Windsor Ga Robert Jones 90 Crozier Avenue Daw Park Robert Jones PO Box 135 Kangarilla 5A
306. early Print Group Range of recurrence Start 27 11 2013 x End after 10 appointments Export Group D End by 05 02 2014 Appointments in Schedule Time J mn Delete All De bx loc p l el SSSSSSSSSS Set a Recurrence Pattern by selecting which time interval to repeat the appointment upon Once Daily Weekly Monthly or Yearly Depending on the repetition interval selected different options will become available to customise the recurrence The Range of Recurrence allows the user to specify the initial appointment date and the total number of recurrences Appointments listed in green are within available timeslots Appointments listed in red are unable to be created and must be rescheduled or removed before continuing To adjust specific appointments select the edit icon to enter a new time value in 24 hour time Appointments in Schedule Delete a scheduled appointment Edit scheduled appointment button Once the scheduled group appointment has been changed to an available timeslot the line will turn green automatically Wednesday 04 12 2013 630pm gt Click Close to complete the group appointment and schedule any recurring appointments ri wh PAGE 237 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK El Appointment Scheduler To make multiple appointments right click on an available time slot and select Appointment Scheduler from the popup
307. ed option which should only be used if your practice regularly has patients who need to bill to more than one entity concurrently The alternative is to have more than one patient file for these patients i System Information W Multiple Accounts per Patient Multiple Accounts option W Default Billing Details on Search amp Patient File Title Option to have the patient s primary account details appear on search screen O Additional Info Health Fund Medicare DVA GP Referring Doctor Details T Medical Specialist Referrals Multiple Locations Stock Control Manage Stock per Location Email Integration SMS Integration Patient X rays Patient Photos Patient Contacts Quotations Patient Events Future Billing Sales Processes Defaults for Profession Select the Default Billing Details on Search amp patient File Title option to display the primary account details when searching for a patient and in the patient card title Otherwise the patient s general details will be displayed You will need to restart Front Desk for these changes to take effect A Standard Accounts tab will now appear in System Information Standard accounts allows you to create accounts that you would use on a regular basis saving you time when entering patient s details To create a new standard account click the Add button A System Information fo E Eam Clinic Information GST__ Pra
308. eeeeseueesseeeesseessaeeesees 146 Patient Referrals susccnecvsscdasehsacndueuyecuawabunendiessteqeshseertencatezaustausetienstseewcbieernenes 148 Patent RECAS crena TETEE 149 Creaino Recalls TYPES ar 151 Patient Tracking Categories ccccccsscccsecceececeeeccececeuseceeecsueessueeseeessueenaess 152 Creating Patient Tracking Categories ccccccccseccceeeeseeeeseeeeeseeeeseeeesaeeeeaes 153 Patient Attachments ccccccccscccecccecececececcceeccseccaeeceecaescaeecaeecaeeeseseeesaass 154 Patient Clinical NOTES seisis a a a arei 161 Clinical Notes Template Sirnarasa N 174 Cinca NOIES GNAN Se atc a cl weet eee 177 CliniCal NOTES TYDES wiicsstet sass corset NO 179 Clinical Notes Conditions ccccccccseeccceeeecceeeeseceseeeeeseseseaeeesaeeeseueesseeeesees 182 Clinical NOTES Quick BUWONS serek n 185 SEARCHING FOR A PATIENT ctacciacvigactenctoiciac i eaa 189 RECEIPTINGAND BILLING sce esc tate ae AER 191 OC COU tne neaancmienme a tana ssaelammlanbuiansraslamauasuamacansimetasinaneianchs 191 Bil ennn a a lets Nae pelt ots ek a et ke a 193 PAYMENT soec chee aces et ee tet ace E sare sen taacuet eaten den N 196 PAYMENT DISSECTION teusucusacasssnaagstecetesaushanodskenateumabanadskeseteaaekaeadshenetauqntunadshonss 199 Group GHEQUES DEDOSINS nricciricenersan ume uetetes 200 Redi ter GlOUb GNeOUe s 2 2 seit s citoig aiaiae oie laipe at oat teed ca at ae eieratt 200 Register Group DEPOSIt1n ccn eee RA ewe em RA a
309. egories Patient Tracking Categories Close Head Aches Pregnancy Current Balance 0 00 Tracking enables patients to be placed into specific categories e g the patient is female suffers from lower back pain and plays for the local netball team Tracking categories are used as Filters when generating patient lists for reports or mail outs These items are generally clinical administrative or marketing in nature To define a patient s tracking items the categories are moved from the left window to the right window To move categories from window to window the arrow lt lt lt gt gt gt buttons may be used or the drag and drop technique may also be used Click the gt gt button to move all categories from the left to the right Click the lt lt button to move all categories from the right to the left Click the gt button to move selected categories from the left to the right Click the lt button to move selected categories from the right to the left To select multiple tracking categories hold down the CTRL key on the keyboard whilst making your selection The drag and drop technique involves selecting an item s and holding down the left mouse button with that button still depressed move the item to the desired location and then release the mouse button You will notice a small square appear at the base of the mouse pointer when you use the drag and drop technique WORKING WITH PATIENTS of Creating
310. elaide Hospital Click Next to continue DACE AQC EDA N IT NECK 501A DDA CTI CEC MANACCECMENT CVCTERA FAGE 400 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE DVA ONLINE CLAIMING G amp PCI Claim Medicare Patient Claims Interactive Step 3 Claimant Details Patient is the claimant Use alternate claimant details Seppo Eduardo Search 5950 06759 1 Verify 16 07 1950 Pay the benefit Using details registered with Medicare By EFT bank account details will be required Cancel Help lt lt Back Net gt gt The next page allows Claimant Details to be entered If the patient will not be the one claiming the rebate from Medicare then select Use alternate claimant details This will automatically display claimant details if they have been entered on the patient s file or it will allow users to search for a claimant This would typically be used in the case where a child is the patient and the rebate will be sent to a parent This page also allows the patient to select whether they would prefer the benefit to be paid Using details registered with Medicare or if they would like an EFT payment directly into their bank account Click Next to continue Medicare Patient Claims Interactive Step 4 Bank Account and Postal Details Alternate Bank Account Details Account Name Steve Smith BSB 123456 Account No 852852857 Use alternate postal address for cheque or statement of benefit
311. elect where you want to save the file type a file name and click save To email the report as an attachment click the Email button Type an attachment name and click OK Fill in the details in the Send Email screen and click Send Front Desk 2014 Note A Front Desk 2014 Report Viewer Utility is available on the Front Desk 2014 CD under the Utilities directory This is helpful to redistribute your reports to other users who do not have a Front Desk 2014 installed on their PC FRONT DESK 2014 SECURITY as Setting up Users A valid username and password is required to access Front Desk 2014 Depending on the access rights of the user certain features or areas may not be available For example if a user does not have access to the appointment book the appointment book icon will not be visible Limiting access within Front Desk 2014 can be for increased security or to make the system less overwhelming for novice users Front Desk 2014 Note Only the administrator Admin has the ability to create another user and modify access rights To create another user select Security from the System menu System Reports Window Help Audit Log s Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposit
312. elete By default the listing will show the last four weeks of unverified login details This can be adjusted with the Date Range and Status options PAGE 532 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM PATIENT BOOKING GATEWAY Patient Booking Gateway Logins Not verified will list patient logins which are awaiting verification or partially verified Verified will list patient logins which have been successfully verified and are ready to use within the Patient Booking Gateway Email to be confirmed will show patient logins which have been registered via the Patient Booking Gateway website but not been confirmed via email Deleted will list patient logins which have been deleted from the system All will list patient login details of any status WA Patient Booking Gateway Logins bo la Status DateRange All 07 10 2013 to 04 11 2013 Not verified Pomme nn a P rocess Verified Email to be confirmed q Email 4 Email Deleted Delete Mrs Jacqueline Alexander Status Patient has not confirmed email address Login requested frontdesk smartsoft com at Mon 4 Nov 2013 3 23 pm Waiting for 36 minutes Contact 390 1140 Sr Mary Nesbitt Status Login request sent to patient s email Login requested mary smartsoft com au Mon 4 Nov 2013 2 55 pm Waiting for 1 hour and 4 minutes When a patient has registered via the website the option to Process Email or Delete the login request beco
313. ends in credit and debit Select the By Debit and By Value options to display amounts billed for the period Select the By Debit and By Number options to display the number of billings for the period Select the By Credit option to display amounts paid for the period Under the Filter section select By Item Code to display a trend graph of billing for one item code or select By Schedule to display a trend graph of billings for a particular group of item codes i e Services or Non Services If a billings report relating to a particular practitioner or practice group is required then select the By Practice option and the relevant Practice Group or Practitioner TREND ANALYSIS pat Trend Analysis To prepare and view the trend graph click View A trend analysis graph will be shown B Trend Analysis Graph Weekly Analysis by value This report may be Printed or Previewed by clicking these buttons You can edit the graph by clicking Edit This allows you to change the type of graph etc Editing Chart Sees Derez Senes Title a E Last Year PAGE 281 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TIME MANAGEMENT REPORT Time Management Report The Time Management Report generates a report for practitioners to calculate the total amount of time spent on particular item codes or appointment types Select Time Management Report from the Reports menu Reports Window Help Ss Banking Sheets Shift
314. ength of objects lt Select Allows you to highlight an object text or line that you have drawn or inserted me lt Scroll Image Allows you to move the image around the screen if it is maximised x lt Delete Image Allows you to delete lines or text that you have added to the X ray A lt _ Show Annotations displays the icons from Draw Line and below PAGE 373 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES 2 Patient X rays To view two X rays together hold down the SHIFT key on your keyboard and click on the two X rays you wish to view Alternatively drag your mouse over both X rays until they are both highlighted Click on the Detail tab to view both X rays File System Reports Window Help EIE EEA E E OE AAE L dan a gt EME 1 0 EN 2 J o a ae Os r2 A K x A BxBr tl gt n2 le Admin Burnside Smanrtsoft Clinic Thursday 6 12 2012 11 43am The Swap button will become enabled this option allows you to switch the order in which the X rays appear PAGE 374 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES 2 Patient X rays Angles You can draw angles on X rays using the on the left An example is shown below Right clicking on the line will display the Edit button Clicking the Edit button opens the Edit Object Properties dialog Edit Object Properties Fen Colour i Pen width 1 Ee
315. ent Mr John Smith General Additional Billing Details Medicare DVA Transactions Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes x rays Dm Mi Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months Show All Filter Reminders Warnings Contraindications Close Clinical Notes Type Lumbar disc bulge Osteoporotic Low pain threshold lt All gt z Blood thinners Add Condition Region Stage lt All gt Date Practitioner Type Condition Region Stage Delete i 21 08 2013 George Rogers x Treatment lt None Selected gt x o con 1 month 3 wks 5 days ago Last modified 16 10 2013 15 20 today by Admin Print eorg g 11 10 2013 C Georg b M A 3 EE a Paria i M O r BZU E t Template gt E Referral Letter Subjective Quick Buttons x Attach No change moderate levels of pain levels movement unchanged General as ee Copy Note Objective a Flex 25 ext 60 cm 2 i No Change E Assessment Increased movement Decreased movement Increased flexibility Decreased flexibility Increased Pain Derresces A Dain m r anew Show Quick Buttons George Rogers 9 7 2013 3 mths 1 wk ago H George Rogers Subjective 21 8
316. ent Book tab in System Information IR System Information General Calendar Time Interval 15 Minutes Appointment Start Time 08 00 am Appointment End Time 10 00 pm First Day of Week Monday Appointment Book Appearance Show Titles Show Middle Names Use Colour in Reports New Style Show Privacy Option Display Name First Name Preferre App Types Mouse Wheel Scrolls By Class Types Resources Description Gait Analysis Machine Ultrasound Massage Table A ray Machine Show Archived PAGE 54 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 System Information Appointment Book Resources By default Resources are available to all practitioners but resource access can be restricted to only certain practitioners a Edit Resource Resource Description Practitioner Access Practitioners without access to resource Practitioners with access to resource George Rogers Select which Practitioners Heather Brown Peter Brown have access to this Robert Jones Robert Smith Resource To add a Resource to an appointment select the Resource from the drop down list when creating an appointment or editing appointment details New Appointment Wednesday 22 May 2013 Practitioner Robert Jones Patient Mr Justin Smith Item 505 v lt All Schedules gt Time 11 15 am Intervals 2 Wide 1 Period 30 minutes App Made 22 05 2013 4 23 pm Ma
317. ent Status Status Defaults Description H Patient Not Arrived SS Add a new Patient Arrived Appointment Status Completed Use these arrows to order the status This adjusts the order they appear in the appointment status list F Show Archived To adjust the order an appointment status appears in the list use the up and down arrows as above To create a new appointment status click Add The Add Appointment Status dialog will appear Add Appointment Status Colour E Fuchsia E In Queue Status Archive Enter the Description and Colour for the appointment status Enabling the In Queue Status option will add the patient to the Practitioner Queue when this appointment status is selected on an appointment SETTING UP FRONT DESK 2014 System Information Appointment Book Appointment Status The Defaults section allows for default appointment status to be set These defaults ensure that the correct status is selected from the initial booking to the final processing of a patient Appointment Status Default Appointment Status Patient Not Arrived Arrived Status Patient Arrived Processed Status Completed Change Appointment Status on Billing Use the drop down boxes on this screen to set the default statuses Default Appointment Status is the status automatically selected when an appointment is made Arrived Status is the status that flags when a patient has arrived and starts
318. ent s appointment and select Reminders then select which type of reminder is required For patients who wish to be reminded for every appointment click on the Appointments tab from the patient file and select the Always Remind of Appointment option To change the colour of the reminder tag click Colours on the Appointment Book tab in System Information Mrs Maureen Alexander 5 Receipt To receipt a patient from the appointment book right click on the appointment and select Receipt from the popup menu Any outstanding amount for the patient will be displayed at the top of receipt window Bill To bill a patient from the appointment book right mouse click on the appointment and select Bill from the popup menu Any outstanding amount for the patient will be displayed at the top of bill window Billing Outstanding Amount 35 00 lf Bill or Receipt is selected for a future appointment you will be asked if you want to set the date of the Bill Receipt to the date of the future appointment APPOINTMENT BOOK al Appointment Book Functions Patient File To open a patient s file from the appointment book either right click on the appointment and select Patient File or double click on the patient s appointment Clinical Notes To open the patient s file directly to their clinical notes tab right click on the appointment and select Clinical Notes Editing Patient Appointments To edit an appointment right click on the appoint
319. equire an extended appointment time we would like one of our Appointment Type Options Use patient s default Appointment Type then the clinic default Allow the patient to select from these Appointment Types On a per profession basis patients can be disallowed from making appointments if they have not had an appointment within a certain time period This can be used to ensure patients have gone through a suitable initial assessment prior to continuing their ongoing treatment Select Check patient s last appointment time to limit appointment booking to a certain time period Profession Description Physiotherapist Check patient s last appointment time months do not allow aot If patient has not been in for 12 them to make an appointment PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select Require patients to read and confirm the following message if you wish to enter a disclaimer or confirmation message each patient must agree to prior to booking an appointment Enter a Confirmation failed message to appear if the patient does not agree to the original confirmation message Require patients to read and confirm the following message Confirmation message Set Default This appointment relates to my ongoing care My health status has not changed including any new conditions in Confirmation failed message _Set Default As your health status has changed which may re
320. er For example Workcover may require Claim Injury details but not the Medicare Number to be printed on accounts and statements If this account is required for all new patients check the Auto create for new patients option to automatically create the account on all new patient cards To edit or delete the details of a standard account click Edit or Delete on the Standard Accounts tab in System Information ADVANCED FEATURES Multiple Accounts System Information Select the Primary Account tab This section defines the default details printed on receipts accounts invoices and statements when billing on a patient s primary account System Information Clinic Information GS Practice Groups Standard Accounts Primary Account Print on accounts Claim Injury details Hospital Facility details 1 Medicare Number T E El Health Fund Number E Pension Number DVA Number C Referring Doctor E Date of Birth eres E Don t Print Patient Name Update When you have made changes to the Print on accounts option all future patient files will have these options for their primary account Click the Update button to update all primary accounts for existing patients with these options Update all primary accounts to these options Click Yes to update or No to cancel ADVANCED FEATURES Z Multiple Accounts Patient File To create a new billing account for a patient go to the Billin
321. er systems vary the default Data Format may not be compatible with your system If this is an issue then use the dBase format option The default system location where the mail merge data is saved is C ProgramData Smartsoft Front Desk If you wish to change the Data Files Location click the browse button and set the required path MAIL MERGE WITH MICROSOFT WORD 2003 Creating a Mail Merge letter 1 Select the required information from a report for instance the Patient List report and click the Mail Merge button 2 Select MS Word Document and click OK 3 From the Save As drop down box select the location where you wish to save the patient details e g My Documents Save in IF Documents 0 fv Name Date modif Type Size Tags ACT Body Charts Contact List Fax Letters G My Data Sources My Received Files My Stationery Patient Photos Readiris REG Backup Scanned Documents Updater Updater5 ap My Sharing Folders File name Patient Names txt l Save button Save as ype 4 Enter a name in the File name field and click Save to complete 5 Microsoft Word will automatically open if it has been installed A new document called Documentt will appear 6 Click the Insert Merge Field icon on the mail merge toolbar shown below Insert Merge Field 3 3 S Insert Word Field Insert Merge Fields Page 1 Sec 1 Yio At 25cm Loni Colt REC TRK EXT OVR English Aus Ga PAGE 319 FRONT DESK 2
322. ered any practitioners This option will be re visited once the clinic s practitioner s are established The Default Recall Type is the recall type assigned automatically when making an appointment or when creating a recall in the patient file Default Appointment Reminders for New Patients allows users to select whether a Reminder SMS Reminder or Email Reminder is set by default when creating new patient files Update Existing Patients allows users to set a default appointment reminder for existing patients and appointments SETTING UP FRONT DESK 2014 System Information Defaults Patient Reminders Reminder Set default Reminders for all patients Add Reminders to all future appointments SMS Set default SMS Reminders for all patients with a mobile number Add 5M5 Reminders to all future appointments Email Set default Email Reminders for all patients with an email address Add Email Reminders to all future appointments File Numbers A file number is associated with every patient file created Select this option for Front Desk to generate the next file number in your series File Numbers Custom file numbers Select this option to edit and ter your own file numbers and Wl Generate nec file nur l en Generate next file number 1 050 lt enter the number to use for the next new patient file Custom file numbers allows you to enter your own series of file numbers The file number field on the p
323. ergency Not required Non Referred PAGE 465 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Patient Claiming from Receipt Click Next to continue to the next page Medicare Easyclaim Step 3 Claimant Details Patient is the claimant C Use alternate claimant details Christopher Ashley Search 4950 15996 1 Verity 01 01 1980 Cancel Help lt lt Back The next page allows Claimant Details to be entered If the patient will not be the one claiming the rebate from Medicare select Use alternate claimant details This will automatically display claimant details if they have been entered on the patient s file or it will allow users to search for a claimant This option would typically be used in the case where a child is the patient and the rebate will be sent to a parent Click Next to continue to the next page MEDICARE EASYCLAIM INTEGRATION Patient Claiming from Receipt _ Medicare Easyclaim Step 4 Submit Claim Click Submit to send the claim to the terminal HICAPS lf a Medicare number has not been entered the patient will be asked to swipe their Medicare card Follow the prompts on the terminal also displayed on the screen HICAPS Medicare Easyclaim Step 4 Submit Claim 17 Nov 2010 12 56 70 COMMS DIALING NOW Cea PAGE 467 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Patient Cla
324. errals To include a list of the patients referred by each referrer select the Detailed option PATIENT LIST Patient List The Patient List function generates a list of patients whose details correspond to a variety of selected options Click Patient List on the toolbar Fie System Reports Window Help 2 S ais or from the Reports menu Reports Window Help Banking Sheets Shift Reports Transaction Statements Invoices Billings Repor Trend nalysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare OVA Report stock Control d GST GST Reconciliation A Ar A i a A AIT A rm eA ARAAA AA FTIME AAAA AMPEFRACALT VO Ten BHAN gfe 295 R YN as K A A p PR LY CoE i il A N AGEMEPENI SYS Vi PAL GI AVN VOON LUIS Tr NAV TUL NANAUGULNIEINT OPFOTELWN PATIENT LIST Patient List The Patient List dialog will appear WB Patient List Patients Report Type All 5 Mailing List Patient List 5 Mailing Labels Include linked patients Show File Numbers Filter Transaction Filtering IM Exclude Archived Patients E Trans between 01 10 2013 and 31 10 2013 Archived Patients Only E By Item F By Default Practitioner Item Code 10960 Medicare Standard const 3 Practice Grou p George Rogers
325. ers tab This section enables you to set up access rights for specific quick button sets By default all practitioners will have access to new button sets Moving practitioners to the left will remove their access to the buttons Practitioners on the right have access to use the button set Add Clinical Notes Quick Button Set Quick Buttons Practitioners All Practitioners Practitioners who can access these buttons Robert Jones Anne Smith George Rogers Heather Brown Cancel ae Click OK to complete the button set PAGE 188 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SEARCHING FOR A PATIENT To search for a patient select the Patient icon from the toolbar File System Reports Window Help mA S ali lt Patient Ctrl F or from the File menu File System Reporns Window Help Fa Appointment Book 2 Patient FA Practitioner Queue cash Book 2 Practitioners aF item Codes GP Medical Referrers f system Information Patient Booking Gateway Configuration Printer Setup Q Exit The Search on Patient screen will be presented Sounds Like button E Search on Patient Search Characters Search on Total Patients 1 12 Surname Name Address surmmame Marne gt ome Phone File No Client ID Occupation Address Email Mobile Work Phone Claim Mo E Show Archived Patients E Show All PAGE 189 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SEARCHING FOR A PATIENT
326. es Cash Book Setup Front Desk Office Messenger Front Desk Word Processor in E a Calculator Backup ten f Restore from Backup Highlight the username and click Access User name Admin Amanda dohna Trevor HICAPS EFTPOS INTEGRATION HICAPS EFTPOS Security Check the HICAPS Reports option under the Reports tab to give the user access to these reports and the EFTPOS Reversals option under the General tab to give the user access to the refund EFTPOS payments functionality Access John App Book Appointment Book Booking Gateway Clinical Notes Practice Groups Locations Transaction Log v Billings Report W Trend Analysis v Recall Patients W Active Inactive Patients V Birthday List v Patient Referrals v Patient List v Events Report v Time Management Report v Treatment Plan Report 4 Item Codes Report v Inter practitioner Report v GP Medical Referrers List v Medicare DVA Report GST Reconciliation Report Z HICAPS Reports HICAPS Report v Future Income Report Access John Patient Tabs Web App Book Appointment Book Booking Gateway General Reports Clinica
327. es screen provides filtering options when viewing messages The filtering options are Message Type Status and Date Range Message marked as read I Messages Jat Message Type Status Date Range Close All v All 27 09 2011 x to 27 09 2012 x elete Type Name Message Text Received d Read By Read Time Clearec Mess age marked Front Desk has detected that you have not bad27 09 2012 12 08 pm 27 09 2012 3 01 pm as Cleared Mr James Pascale Thanks for the reminder 27 09 2012 11 19am 4 Admin 28 11 2012 4 46 pm Mr Phil Alexander Thanks 27 09 2012 11 19a Right clicking a message provides the options to Mark as Read Mark as Unread Clear Message and Undo Clear Message APPOINTMENT BOOK 2 Practitioner Days Practitioners can be temporarily enabled or disabled in the appointment book by ticking the options in the Practitioners section of the appointment book These settings are per day and per computer and remain until the appointment book is closed R Appointment Book Monday 21 Octot lt lt lt lt fo hw hm gt gt p gt Mon Tue Wed Thu Fri Sat Sun 3 1 2 3 4 5 6 7 8 9 10 n 12 B 14 15 16 17 18 19 20 22 23 24 2 2 2 2 2 3 3 1 2 3 4 5 6 7 8 9 10 Practitioners Robert Jones v Anne Smith lt Untick to temporarily disable the Heather Brown 4 practitioner column on the selected day George Rogers v aaa Extended Calendar 8 Appointment Details
328. eue area This option is only available if a patient is currently in the queue 1 patient in queue F Show All Revisions Show Practitioner Queue This allows practitioners to monitor incoming patients without leaving clinical notes A Patient Mr John Smith General Additional Billing Details Filter Clinical Notes Type lt All gt x Condition Region Stage lt All gt v D 09 07 2013 H Georg D 21 08 2013 T Georg 11 10 2013 C Georg 21 10 2013 T Georg Privacy Miss Rachael Dangerfield App Time 12 15pm Waiting 3 m After App 13 m Patient Arrived 1 patient in queue a Show All Revisions Double click a patient within the practitioner queue to open the clinical notes of that patient Right click the patient to adjust the Appointment Status Privacy Open Clinical Notes Appointment Status b Patient Not Arrived Ta v Patient Arrived J Completed For increased privacy select the Privacy option to hide the patients name and associated image WORKING WITH PATIENTS 2 Patient Clinical Notes To create shortcuts for commonly used expressions click the Auto Complete button Replace text as you type Achilles acromio clavicular joint Anterior Cruciate Ligament activity dependent Anterior Drawer adduction artfl anterior inferior tibio fibular ligament _ Insert Add Delete Type the abbreviation in the Replace field
329. f those patients who have all of the selected tracking categories set in their file Exclude will generate a report excluding those patients who have the selected tracking categories set in their file PATIENT LIST Patient List This report may be Printed or Previewed by clicking the respective buttons To export the patient list to CSV or Microsoft Excel click Export This can be used to edit the patient list outside of Front Desk or for a mail merge Click Mail Merge to perform a mail merge using the Front Desk Word Processor or Microsoft Word Click Email to send emails to those patients with an email address Click SMS to send SMS messages to those patients with a mobile number Click Mailing List to individually choose which patients to include on the mailing list Patients can be added removed from the dialog below or by ticking the Mailing List option on the General tab of the patient file Select Mailing List Patients d Selected Hame TIO Mr Abbott Lindsay Pi Ms Adams Dianne Ei Ms Adcock Corrine J Mr lander Shannon Mrs Alexander Antoinette Mre Alexander Jacqueline Mrs Alexander Maureen Mr Alexander Phil Miss Allan Natalie Mrs Allen Delene Mr Allison David Miss Alm Emily Mr Armbaras Peter Mr Anderson Robin Address 31 Fenno Parade North Belair SA 5 PO Box 90 Kent Town SA 5071 109 Whites Road Salisbury North 3 Trim Orive Aidgehaven 54 5097 11 Ber Fry Avenue Athelstone 5A 21 Fussell
330. fault Provider Number Override Provider Number Fee Category Health Fund Provider No Delete lf you work in a multi practitioner environment and use HICAPS integration you may wish to record which practitioners are unable to claim a HICAPS rebate Tick the No HICAPS claims for this Practitioner option WB Practitioner Robert Smith General Provider Numbers Name Robert Smith Title Physiotherapist Qualifications B App Sc Physiotherapy Practice Location Short Desc Rob Mo HICAPS claims for this Practitior Practice Group Robert Smith Practitioner requires a referral DAR ACCLI ONE A NDD ACTIA LA AALAMEAACAIT CVCQTEAT FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM HICAPS EFTPOS INTEGRATION 2 Setting up HICAPS Practitioner Clinical Codes are part of the billing process required by health funds when processing transactions through the HICAPS interface for Dentists Occupational Therapists and Psychologists For Dentists the Clinical Code equates to the Tooth Number Please note that this requirement does not currently apply to other health professionals To include a Clinical Code when billing for a practitioner go to the HICAPS tab in the Practitioner file Check the Include Clinical Code when Billing option then select the practitioner s profession from the Profession drop down list AR Practitioner Robert Smith General Provider Numbers C
331. fessional Referrer Non Professional Referrer Date INTEGRATION WITH MICROSOFT WORD Medical Specialist Referral Tag Advanced Options lt lt Referralbate gt gt lt lt ReferralPeriod gt gt lt lt ReferralPrac gt gt lt lt ReferralTitle gt gt lt lt ReferralName gt gt lt lt ReferralSurname gt gt lt lt ReferralPhone gt gt lt lt ReferralAddress1 gt gt lt lt ReferralAddress2 gt gt lt lt ReferralAddress3 gt gt lt lt ReferralAddress4 gt gt lt lt ReferralFax gt gt lt lt ReferralEmail gt gt lt lt ReferralProviderNo gt gt lt lt Referrall yoe gt gt lt lt ReferralOrganisation gt gt Contact Tags lt lt ContactTitle MT gt gt lt lt ContactFirstname MT gt gt lt lt ContactSurname MT gt gt lt lt ContactAddress1 MT gt gt lt lt ContactAddress2 MT gt gt lt lt ContactAddress3 MT gt gt lt lt ContactHomePhone MT gt gt lt lt ContactWorkPhone MT gt gt lt lt ContactMobile MT gt gt lt lt ContactFax MT gt gt lt lt ContactEmail MT gt gt Date Referral begins Period of Referral Practitioner referred to Referrer Title Referrer First Name Referrer Surname Referrer Phone number Referrer Address Line 1 Referrer Address Line 2 Referrer Address Line 3 Referrer Address Line 4 Referrer Fax Referrer Email Referrer Provider Number Type of Referrer Referrers Organisation Contact Title Contact Firstname Contact Surname Contact Address Line 1
332. filter section allows you to generate a report By Health Fund By Practitioner or By Practice Group I HICAPS Report Date Range From 3 URERRUE To 20 03 2013 Filter E By Health Fund ACA Health Benefits C By Practice Practice Group Robert Jones Practitioner Robert Jones L By Location Burnside Details Show totals only Breakdown totals by day O Show HICAPS transactions O Show HICAP transactions and billing details Group By Health Fund Day a Preview Consolidatio HICAPS EFTPOS INTEGRATION G HICAPS Report There are four different ways to view the HICAPS report Show totals only This option lists the totals of each health fund only Breakdown totals by day This option shows each transaction by day This is the only option that allows the report to be grouped by either Health Fund or By Day Show HICAPS Transactions This option lists the patient names and the HICAPS Transaction details Show HICAPS Transactions and billing details This option lists the patient names HICAPS transaction details and item codes Health funds that make grouped payments known as HICAPS Payment and Reconciliation Solution are known in Front Desk as consolidated health funds The list of consolidated funds can be viewed by clicking Consolidation Consolidation Health Fund Consolidate ACA Health Benefits Fj ADF Family Health Australian Health Management Australian Unity H BUPA Australia
333. following default item code options can be selected for New Patients Default Item Code for patient s default practitioner Specific Item Code Specific Schedule APPOINTMENT BOOK Messages The Messages section on the Appointment Book displays SMS replies Smartsoft messages and system messages Unread messages will be displayed in bold Messages can be marked as read by clicking on them ee Book Monday 21 Octot lt lt lt lt c Le bo ww im J gt gt b gt Mon Tue Wed Thu Fri Sat Sun 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 2 23 24 35 2 2 28 2 30 31 1 2 3 4 5 6 7 8 9 10 Messages Wed 28 Nov 2013 11 13 am Front Desk has detected that you have not backed up for at least 3 I T c Front Desk Backup warning message backup Front Desk regularly Thu 27 Sep 2013 11 19 am Mr James Pascale Thanks for the reminder Thu 27 Sep 2012 11 19 am Mr Phil Alexander lt Patient reply to SMS reminder Thanks FEE Extended Calendar ES Appointment Details rg Practitioner Queue Reminders Notes A Waiting List 2 Practitioners E Reports amp utilities Right clicking on a message provides options to Mark as Unread Clear Message and to open the Patient File if the message is an SMS reply Messages Wed 28 Nov 2012 11 13 am WE Front Desk has detected that you have not backed up for at least 3 day s We rec
334. for an appointment 7 days Maximum search range how far in future to allow patients to make appointments 24 months Cancellation Defaults V Allow patients to cancel their appointments _ Require reason for appointment cancellation How long before an appointment should cancellations be allowed 24 hours Lock Out Defaults How many appointment options can a patient see before being locked out 6 For how long should the patient be locked out The Default Options allow the user to set whether patients can book appointments classes or both through the Patient Booking Gateway Select either Enable Appointments amp Classes Only Appointments or Only Classes The order practitioners appear to patients can be set to either Alphabetical by name or Random by selecting the Preferred method of ordering practitioners Preferred method of ordering practitioners Alphabetical by name Random A Default appointment search range can be set to determine how far into the future patients are searching for an appointment A Maximum search range can also be set to limit how far into the future an appointment can be made Default appointment search range how far in future to search for an appointment i days Maximum search range how far in future to allow patients to make appointments 24 months PATIENT BOOKING GATEWAY s Patient Booking Gateway Configuration Select the desired Cancellation Defaults Allow p
335. formation Appointment Book Warnings Practitione Col Name verii E m Add practitioner p columns EC 2 Anne Smith 3 Heather Brown El 4 George Rogers Practitioners may have an unlimited number of columns on the appointment book To add a column for a practitioner click the Add button and from the drop down box select the practitioner s name To remove a column highlight the column and click the Delete button Use the up and down arrows to change the order of the columns Congratulations You have now set up System Information Item Codes and Practitioners in the Front Desk 2014 Practice Management System WORKING WITH THE FRONT DESK 2014 TOOLBAR To find the function of a button on the tool bar point to the icon with your mouse and a tool tip will be displayed Depending on your access rights the toolbar may not have all the buttons displayed File System Reports Window Help SAAB Sm si QeC1OdB ts Zors aseRaeiaeew System Information Toolbar handle Tool tip By default this toolbar will be positioned on the top left hand corner of the screen To move the toolbar to the left bottom or right of the screen hold down the left mouse button over the toolbar handle and drag the toolbar into position required The toolbar may even be left floating A 2012 Race Mreqoven Spine gt 3 te Uh fore Cos Dd as pel Sa 2 ed inter be Ne Reread faor _ w ecoe or pe u pco Bere me WORKING WITH DA
336. g Details tab and click New Acc A billing account allows a patient to bill amounts to different entities such as Workcover Medicare etc as well as to a private account foa WA Patient Mr John Smith lola General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions gt Primary Close Bill to Third Party Billing Select Account Type File Label Address Account Name a Letter gt SE Medicare Treat Plan WorkCover Phone Other details Acc No Client ID Employer M Injury Blank Account Cancel Hosp Fac New Acc Ref Dr More C Date of Birth Delete Acc Primary 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 200 00 200 00 Hel New account M button Delete Account button From the account type screen you can either select a previously created standard account or a Blank Account If you select a Blank Account you will be prompted for the account name WB Patient Mr John Smith General Billing Details Primary Billing Address Phone Other details Acc No Client ID Employer Injury Hosp Fac Ref Dr Primary 90 Days 0 00 Additional Clinical Notes Attachments Medicare DVA Transactions 4 Bill to Third Party Close 3 Individual Linked Last Paid Total Bil
337. g an appointment It also ensures that the next appointment is printed on the receipt or bill PAGE 244 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK Hi Appointment Book Functions Appointment Scheduler To make multiple appointments from an already made appointment right click on the patient s appointment and select Appointment Scheduler from the popup menu Use the Appointment Scheduler dialog as previously described Appointment Status To indicate that a patient has arrived right mouse click on that patient s appointment and select Appointment Status and then Patient Arrived from the popup menu At this point Front Desk will begin to record the amount of time that the patient has been waiting To view this waiting time move the mouse pointer over the patient s appointment The time will be displayed as part of the appointment information in the tool tip Make Next Appointment Appointment Scheduler Mrs Appointment Status gt Patient Not Arrived Reminders gt Patient Arrived i Receipt Completed An appointment can be set to any appointment status from the status list i e choosing Completed will change the colour of the status to indicate the appointment is processed The option to Add Edit or Delete an appointment status can be located under the Appointment Book tab in System Information Appointment Reminder To add a patient with an appointment to the reminders list right click on the pati
338. g claim please wait PAGE 470 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Patient Claiming from Receipt lf the claim is approved the following message will be displayed HICAPS Information APPROVED Medicare returned the following messaqe Result COMPLETE Total Benefit 32 10 Declined claims will display a code and description returned by the terminal HICAPS Information Medicare returned the following message Result SYSTEM ERROR Status COMPLETE Status Code 9710 Total Benefit 0 00 Front Desk 2014 Note All Medicare Easyclaim receipts will be printed through the HICAPS terminal PAGE 471 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Patient Claiming from Billing Billing Outstanding Amount 62 25 Patient Christopher Ashley Practitioner Yerda Renoux Date 13 05 2014 10960 lt All Schedules gt E Schedule Fee 1 Include GST C Description Medicare Physiotherapy Consultation Reduction 4 Net Fee 62 2 Re No Payment Full Payment Gap Only Rebate Only Item Description Prac eS GST Item E Accept Unallocated Payment to practitioner Yerda Renoux Medicare Easyclaim Bulk Bill Print Check the Medicare Easyclaim option A Fully Paid Part Paid or Unpaid claim will be created This depends on the payment options selected on the Billin
339. g screen Follow the prompts on the terminal as described in the Patient Claiming from Receipt section DARE ATA R A N T Ance LSN 1 A P DACT AEN i AR AR E ny fl E N T CVT E p FAUE 4 f2d mat NT D OK 2014 PRACTICE M AN AGEMENT oYo a Ml L MEDICARE EASYCLAIM INTEGRATION Bulk Bill from Billing Billing Patient Christopher Ashley Practitioner Yerda Renoux 13 05 2014 10960 lt All Schedules gt B a I5 05 2014 i kaadi ias Fee 62 25 Include GST Description Medicare Physiotherapy Concultation Reduction 0 00 NetFee 62 25 0 00 x Date Item Description Prac Net Fee Payment 13 05 2014 10960 Medicare Physiotherapy Consultation YR 62 25 0 00 GST Item Totals 62 25 0 00 Accept Unallocated Payment to practitioner Yerda Renoux z unallocated amount Medicare Easyclaim Bulk Bill Print I Check the Bulk Bill option Note this option is only available when no payment has been made Click OK The Medicare Easyclaim Wizard will be displayed Patient Details and Transactions Patient Name Christopher Ashley Gender Male Medicare No 4950 15996 1 Items to Claim Tem Code Description gt 10960 Medicare Physiotherapy Con 62 25 lt PAGE 473 F
340. g screen will appear as shown below Billing Outstanding Amount 317 70 Patient Mr John Smith Account Primary Referral Dr Sam Smith 28 08 2013 x Practitioner George Rogers i Date 22 11 2013 555 lt All Schedules gt BER item Code Schedule Fee 635 05 Include GST C Description Hydrotherapy Reduction 0 00 Net Fee 635 05 0 00 Date lem Description Frac Net Fee Payment 22 11 2013 505 Standard Treatment George 124 95 0 00 22 11 2013 555 Hydrotherapy George 635 05 0 00 GST Item 760 00 0 00 E Accept Unallocated Payment to practitioner George Rogers DVA Claim Bulk Bill Medicare PCI C Print C The patient will now owe an additional amount of the quotation value unless a payment was made PAGE 395 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES IQ Patient Quotations To view expired or processed quotes uncheck the Current and Unprocessed Quotations Only option lf a quotation has been processed or it has expired it will automatically change colour Expired quotations will be shown in red and processed quotes will be shown in blue RE Patient Mr John Smith lo as Transactions Tracking Appointments Quotations X rays Events Notes ak Quotation Type Expiry Date Total Quote 2 12 month treatment J 5760 00 20 12 2012 20 01 2011 199 00 Uncheck this option to view past and processed quotes L Current and Unprocessed Quotations Only
341. g the patient s title in the appointment book i e Mr Mrs Ms Unchecking this option can reduce the size required for the columns in your appointment book Front Desk 2014 Note lf the Override Appointment Book Times option is selected for a practice group that practice group will no longer appear on the All Practice Groups tab or the All Practitioners tab at the bottom of the appointment book PAGE 25 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 System Information Standard Accounts Select the Standard Accounts tab from the System Information dialog E System Information o E mE Accounts Primary Account Account Name gWorkcover Medicare E Standard Accounts allows users to create pre set billing accounts which may be used on a regular basis once created the accounts will be available under the Billing Details tab of the patient file To create a Standard Account click Add meye WR New Standard Account Account Name DVA Billing Details V Bill to third party Individual Linked Name Department of Veterans Affairs Address PO Box 100 Adelaide SA 5000 Home Ph Work Ph Print on Accounts Other Automatically creates 4 Claim Injury details Auto create for new patients Hospital Facility details k i the Standard Account Medicare Number in all new patient files Health Fund Number Pension Number Z DVA Number Referring Doctor v Date Of Bir
342. g up HICAPS Practitioner ccccecccsseccceeeesseeeeseesesseeesseeeeseeesseeesaes 408 HICAPS Additional AD ustctctusectocctcecbhacuderdaiesten seay hen taceateDaaeudentoncueeennecudentas 411 HICAP SF alent IDS icc1sdesctasecetossseuzachaned EEEa 412 Receib ng WIT AICAP S sectce cu citeserequniriccchteratuentenlce citer vequliticuetteseueuneedterecs 413 IAG Wit LG Ale Oe ioheetsaeceeet alte aihiets lai cooe a ale at eiiicaat aaa at catia atia ae 416 Payments WIT TGA S creson tN aia aN ha a cee 419 QUOTES WITH FIIGAP S s casencectateatotn25cudheeascatsta taaaniet Sade aiietn deen daa onscanabadacedeeiDaienete as 420 FIGAPS Transation acre ge p E TER one Radee ks 421 WorkSafe Victoria Claiming ccccccsecccceeeeceeceeseececeesesseeeseeeessaeeeseueesseeesees 423 Ret nding an EF TPOS Payment csiererernocenueaen ae e E e a 425 FELCH On OOM en E E ene ede ee ae 427 AIGAPS EPL POS SeOCUMLY seonssesciapesesseunnousscens jess xenmactsvanuaessiehnsessmeneiessaunmernee 429 TYROINTEGRATION esse acest heck atat te cee Suen batt ceetecte an taut te canst tee caceteeem teeta eeace 431 maS e 10 0 eaeere mentee ee eee ee eto A 431 MENT GOGES taetccascincsinigeucnieiaiaeus a E 432 FRAG HMONENS veirstertmissetnne toe sundaes tae Anndssk anion ened aus naan naion ena anaE Nae 434 PUIG IS oa ancien norialsi nant ianismeianeianisaaiameiaaeaninaansamentanaaanamenaniaan 438 Tyro Integration Recepting Vercerrir n a a 440 Tyro Integrati n BIN
343. g viewed AB Appointment Book Friday 18 Octobe kokke o w m Jte b gt Mon Tue Wed Thu Fri Sat Sun 3 1 2 3 4 5 6 7 8 9 10 i 12 13 14 15 16 17 19 20 2 2 3 2 2 6 2 2 2 30 3 1 2 3 4 5 6 7 8 9 10 Reminders Notes Day Notes Notes entered under the Day Notes relate only to this specific date These notes are shared between all users Reminders Reminders listed in the Reminders section will carry across to any date These notes are shared between all users Smartsoft Helpdesk 1800 18 18 20 ia Extended Calendar 8 Appointment Details fg Practitioner Queue Waiting List Messages 2 Practitioners Sy Reports amp utilities APPOINTMENT BOOK Waiting List Clients who require an appointment when one is not immediately available can be placed on a waiting list which will automatically notify the operator when an appointment meeting the client s availability becomes available To access the Waiting List click the Waiting List option on the left hand side menu of the Appointment Book Sat_ _Sun lon _Tue fed _ Thu J Fri J Sat Mon Tue J Wed Thu J Fri J Sat J Sun Mon Tue J Wed Thu J Fri J Sat un lon Friday 18 Octo NAA Robert Jones Anne Smith Heather Brown George Rog Mon Tue Wed Thu Fri Sat Sun 9 00 am Miss Kirsten Kukeste N 30 1 2 3 4 5 6 Io i
344. ge is ready to send click Send Front Desk will send each message individually highlighting each contact as they are sent To send appointment reminders via SMS click SMS WB Select SMS Recipients X Select Title Firstname Surname Mobile Addressl in Close W Miss Kylie Nagy 0414444444 27 Gothic Ave a e Mrs Anne Newstead O41444adda 136 Marian Re Mrs Mandy O Keefe O41444ggdd 63 Ann Street _ None Miss Evelyn Randall O4144444da 47 Loader Strel John Smith 0414414414 PO Box 2 d Send i SIS R SMS Failed SMS Message Detail Message j Se ra ioc Hi lt lt Prefname gt gt Your next Account Details Current 5M Balance ppointment with L Selected lt lt NextAppointmentpracName gt gt is on lt lt NextAppointmentidddd the Balance after sending Message Template Appointment Remind Type the message that you wish to send or select a standard message from the Message Template drop down box To view the message as it will be sent click the See button to replace the tags with your patient information and use the left and right arrows to scroll through your data If you do not wish to send a message to a particular contact uncheck the box in the Select column next to their name ADVANCED FEATURES Zz SMS Email Appointment Reminder Reports IB Select SMS Recipients Select Title Aobile Address S li FECE 77 Gothic Ave 136 Marian Re 63 Ann Street 1
345. h Show Address Print Order Print History before Treatments Charts Chronological Order Current Record Only will print the current clinical note Select By Practitioner to print clinical notes from a particular practitioner Select By Date to print clinical notes entered in a particular date range This can be filtered further by selecting the Treatment date or Last Modified date Select Include Revisions to include revisions when printing To include the patient s date of birth and or address on the clinical note printout select Show Date of Birth or Show Address The print order can be changed by selecting Print History before Treatments Charts or Chronological Order Previous changes made to a particular clinical note can be reverted back to the last save using the Undo button Please note that clinical notes are saved automatically when moving off the current notes field WORKING WITH PATIENTS th Clinical Notes Templates To set up templates for clinical notes select Clinical Notes Templates from the System menu System Reports Window Help amp Login Security Audit Log Health Funds Standard Letters Standard Messages b Occupations 5t NEF Patient Tracking Categories Recall Types 2 GP Referring Doctor Types 2 8 z a s E g Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages
346. he doctor will not be a member of the GP Referrer list Click the More button if you wish to associate a Date of Referral and or Referral Expiry Date with this referring doctor This will also be printed on accounts On occasion medical referrals may be approved for indefinite periods at which time the Indefinite Expiry Date option should be checked To enter other information such as Account Number Claim Number Employer Injury or Injury Date tick the appropriate options in the Print on Accounts section Printing of the patient name can be suppressed on invoices and statements for privacy reasons when being sent to a third party i e when sending an account to an employer where other fellow employees may open this account Don t Print Patient Name can be located by selecting the More button found in the Print on Accounts section some general accounting information can be found in Last Paid Last Statement and Total Billed If the printing of a patient s statement or invoice needs to be held for some reason such as waiting for a claim number select the Hold Statement or Hold Invoice option WORKING WITH PATIENTS Patient Billing Details File Labels File Label To print the patient s details onto a label click the File Label button Select Sheet Labels to print directly onto Avery Laser Label paper model number AV95 9031 L7173 Select DYMO Label Printer to print via a DYMO printer Please note this requires ve
347. health funds when processing transactions through Tyro HealthPoint for Dentists Occupational Therapists and Psychologists E Practitioner Yerda Renoux Profession Speech Pathologist If your Tyro terminal is multi merchant enabled you must enter the practitioner s Merchant ID on this page Front Desk 2014 Note Other dental professions also require Clinical Codes when billing These professions are dental technicians endodontists oral surgeons orthodontists paedodontists periodontists and prosthodontists PAGE 436 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION ty Tyro Integration Practitioners A Clinical Code field will be displayed next to the Item Code on the receipt and billing screen for practitioners with this option enabled When billing a patient select the Clinical Code for the Tyro HealthPoint claim If you place the cursor over the Clinical Code field a description will appear in the on screen tooltip Clinical Code Billing n aa Patient Mr John Smith Account Primary Practitioner George Rogers 13 11 2012 505 M lt All Schedule ine ae m Fee 30 00 Include GST F Code Clinical Code Description Standard Treatment Cognition Reduction Net Fee 30 00 ltem Description Code Prac Net Fee Payment GST Item Accept Unallocated Payment Robert Jones DWA Claim Bulk Bill Medicare PC Print Cancel Help Health Fund TYRO I
348. hen no payment has been made Click OK The Medicare Online Claiming Wizard will be displayed MEDICARE DVA ONLINE CLAIMING G amp Medicare Bulk Bill Medicare Bulk Bill Claims Step 1 Patient Details and Transactions Patient Name Seppo Eduardo Gender Male Medicare No 5950 06 59 1 Items to Claim Click Next to continue Medicare Bulk Bill Claims Step 2 Bulk Bill Claim Referral Details f Use the stored referral details Wo referral details available Referring Provider No 2121531W Referral Date 01 02 2013 Referral Period Standard 12 months from a GP and 3 The Bulk Bill Claim Referral Details page is displayed Click Next to continue AAO F A PI re Aa ARAA A Ar A ATA m A Bpi e AQQ FERONT DESK 201 DPACTICE MAN AL TIO NJINI JEJA AU l t r NAV IILVG MA LF RAKADT COCVOTI RAR k A om AN QVQ IE M i o A Co IV i k Vi kiN a ws i LIV MEDICARE DVA ONLINE CLAIMING Medicare Bulk Bill Medicare Bulk Bill Claims Step 3 Submit Bulk Bill Claim E of benefit to the practice 7 Print Cancel lt lt Back Submit The Submit Bulk Bill Claim page is displayed The patient must agree that they authorise the assignment of their right of benefit to the practice Check this option and click Submit A Bulk Bill Assignment Advice DB4 will be printed if the Print option is selected The Bulk Bill Summary page is displayed Medicare Bulk Bill C
349. id in reconciling HealthPoint payments MEDICARE EASYCLAIM INTEGRATION amp Medicare Easyclaim Medicare Easyclaim is a way of submitting claims to Medicare using the HICAPS or Tyro terminal There are two types of claim that can be submitted using Medicare Easyclaim These are Patient Claims which can be either Fully Paid Part Paid or Unpaid and Bulk Bill Claims Medicare Easyclaim Integration can be enabled on the Health Fund EFTPOS Medicare tab on the Advanced tab in System Information E System Information Pan Health Fund EFTPOS Medicare Terminal Type 5 None E HICAPS Tyro Health Fund Claiming EFTPOS Integration Medicare Easyclaim Integration Medicare Easyclaim Integration HICAPS Reports Only E Terminal is Multi merchant Medicare DVA Accept Medicare DVA Payments Medicare DVA Online Claiming Medicare DVA Reports Only Front Desk 2014 Note It is not possible to enable Medicare Easyclaim Integration and Medicare DVA Online Claiming in Front Desk at the same time Practices must choose which solution best fits their needs PAGE 457 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Medicare Number MEDICARE EASYCLAIM INTEGRATION Patient Details A patient s Medicare details can be added on the Medicare DVA tab of the patient s file WZ Patient Christopher Ashley c 1 emo General Clinical Notes Additiona
350. ient Claims Interactive Summary Claim could not be Processed Claim Error Level Unacceptable Claim Error Code Item error status Item Num Error Level Error An Unacceptable error level means that the claim cannot be accepted with the current details It must be cancelled and started again r Medicare Patient Claims Interactive Summary Claim could not be Processed Claim Error Level Acceptable Claim Error Code Item error status Date Item Num Error Level Error 27 03 2013 104 A 9632 Duplicate of service An Acceptable error level means that the claim cannot be processed automatically and it needs to be referred to Medicare and processed manually To do this click Accept The following message will be displayed MEDICARE DVA ONLINE CLAIMING G PCI Claim A Lodgement Advice will then be printed If the Claim using Store amp Forward option is checked a Lodgement Advice will be printed If selected and the following page will be displayed Claim Store and Forward Summary The Claim has been created and stored Click Finish to close the Wizard MEDICARE DVA ONLINE CLAIMING amp PCI Claim It is also possible to claim directly from the Billing screen Patient Seppo Eduardo Account Primary Practitioner Robert Jones Date 27 03 2013 23 lt AllSchedules gt ae a i Fee 59 90 Include GST Description Medicare Consultation Reduction 0
351. ient ID Medicare Number ear Health Fund Number i i Pension Number Injury Injury Date E DVA Number Activate Hosp Fac Referring Doctor ee referri ng Don t Print Patient Name Bidateor Birth Delete Ace doctor 30 Days Current Balance 0 00 59 90 Check Referring Doctor in the Print on Accounts section The Ref Dr field will become active Click the button to search for a Referring Doctor Search on GP Medical Referrer Search Characters Search on Name Organisation Address a DrSam Smith Medical Centre 123 Main Rd HACKHAM SA 5163 Show Archived Referrers C Show All Highlight the correct Referrer and click OK If the Referring Doctor is not in the list click New to enter the correct details Front Desk 2014 Note The Referring Doctor s name and provider number must be entered otherwise a claim cannot be processed PAGE 459 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Referral Details Click More to enter the referral start and end dates Referral Dates Date of Referal 01 02 2013 Referral Expiry Date 31 01 2013 Indefinite Expiry Date If the practice is using Medical Specialist Referrals referrals are entered on the Medical Referrals tab of the patient s file WA Patient Mr John Smith Referral Date Start Date Period Expiry Date Prac Referrer Referrer Dr Vivian Mortier Referral
352. ient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAP Report Medicare OVA Report stock Control d Se BG HPN MWhOerg ar a A GST GST Reconciliation BANKING SHEETS SHIFT REPORTS S Banking Sheets Shift Reports The Banking Sheets Shift Reports dialog will appear I Banking Sheets Shift Reports Report Type Transaction Report O Payment Transactions Banking Sheet O Summary Received Only O Medicare DVA Payments Period a 0 Clinic Shift T Thursday Thu 29 Now 2012 8 00 am to Thu 29 Nov 2012 9 00 pm Last Week O Banking Periods Reset Banking Period Current Banking Sheet Fri 10 May 2002 3 39 pm to Current Time Manual 28 11 2012 04 39PM to 29 11 2012 04 39 PM Selection By Practice Practice Group Robert Jones Practitioner Robert Jones By Location Burnside select the type of report from Report Type Transaction Report details all transactions within a specified period of time Information provided on each transaction includes date and time of transaction file number patient name patient s default practitioner item code payment type amount billed amount received items paid with credit any write offs or reductions and the total balance for the patient Payment Transactions details payment amounts received within a specified period of time Informati
353. if applicable Click OK to process the receipt On the Payment screen click the HealthPoint button to submit this transaction to HealthPoint If the patient does not have a patient ID entered you will be prompted to select one from the Health Fund Patient Numbers screen Use the ID drop down box to select the number found on the patient s health fund card Health Fund Patient Nurmbers es Please enter the Patient ID s from the Health Fund Card Patient ID Christopher Ashley 00 Patient ID TYRO INTEGRATION fY Tyro HealthPoint Integration Receipting You will be prompted to swipe or insert the health fund card to begin the claim Healthpoint Swipe health fund card Healthpoint request started Cancel Transaction After a few moments the following screen will be displayed Click Accept to accept the benefit Healthpoint Claim assessed Gap 101 00 REJECT 2 ua Processing claim please wait This may take up to 30 seconds Swipe health fund card Healthpoint request started ACCEPT 1 Cancel Transaction Once accepted Front Desk will display the benefit amount and the response from the terminal The benefit will also be shown in the HealthPoint field on the Payment Type screen TYRO INTEGRATION fY Tyro HealthPoint Integration Receipting Information Tyro terminal returned the following message Result APPROVED Re
354. ified time Date Range After the specified time From 29 11 2012 To 29 11 2012 The Appointment Book report can be printed for one day or See soe aneron 2 range of dates by selecting the Date Range Several E Shrink report to AS options are available which allow you to print the report in colour select one practitioner only or shrink the report to A5 Cancel Front Desk 2014 Note To turn on the Print in colour option for appointment book reports by default check the Use Colour in Reports option on the Appointment Book tab in System Information a Appointments Report The Appointment Report generates a list of all missed processed rescheduled and cancelled appointments for the date range selected An appointment will be shown as missed if an hour has passed since the time of the appointment and the patient has not been billed Any rescheduled appointments will only appear as rescheduled if the appointment has been changed to another day Appointments Report Select Appointment Date or When Appointment Made Type Appointment Date When Appointment Made Select the time of day to which the report applies All AM All for all day PM AM for morning shift as a PM for afternoon shift Before the specified time After the specified time Date Range From 29 11 2012 x To 29 11 2012 x peie Select the desired practitioner column name Include appointments for other practitioners withi
355. ight hand corner will also appear on the appointment cell if there are notes attached The appointment notes can also be viewed by moving the mouse pointer over an appointment To change the colour of the notes tag click Colours on the Appointment Book tab in System Information Mrs Miriam Van Koolen F Send Email To send an email to the patient right click on the patient s appointment and select Send Email You will be presented with a screen where you can type in an email message or select from a list of message templates Send SMS To send an SMS to the patient right click on the patients appointment and select Send SMS You will be presented with a screen where you can type in an SMS message or select from a list of message templates Copying to Day Notes Reminders and Clipboard Patient names in the appointment book can be copied to the Day Notes Reminders and Clipboard To copy a patient s name to one of these areas right click on the appointment and select Copy to Day Notes Copy to Reminders or Copy to Clipboard from the popup menu Birthday Tag Patients who have an appointment on their birthday will automatically have a blue tag appear on the bottom left hand corner of the appointment To change the colour of the birthday tag click Colours on the Appointment Book tab in System Information Mr Roland Jones 5 APPOINTMENT BOOK a Appointment Book Functions Appointment Statistics To track reschedu
356. ight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months 1 patient in queue fa C Show All Revisions Baal PAGE 163 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Attach a file to a Clinical Note WORKING WITH PATIENTS Zz Patient Clinical Notes MB Patient Mr John Smith So General Additional Billing Details Medicare DVA Transactions Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes X rays Filter Reminders Warnings Contraindications Cl oe m Liose Clinical Notes Type Lumbar disc bulge Osteoporotic Low pain threshold lt All gt Blood thinners Add Condition Region Stage lt All gt x a Practitioner Type Condition Region Stage Delete 21 08 2013 George Rogers y Treatment x lt None Selected gt v am 7 wks 1 day ago Last modified 23 08 2013 15 45 6 wks 6 days ago by Admin Print eorg eye Oy Th a g alm BS Hf Q Para y uvr Or Bret GB Referral Lette ar Ope Subjective Rename Preview Attach No change mode 5 movement unchanged SS ree Delete Copy Note Objective m Flex 25 ext 60 Eora Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3
357. iming from Receipt Tyro Medicare Easyclaim Processing claim please wait Medicare Easyclaim request started All Medicare Easyclaim claims submitted using the Receipt function will be Fully Paid claims meaning the rebate will be paid to the patient HICAPS 3 Medicare Easyclaim Step 4 rc Submit Claim 17 Nov 2010 12 56 38 PULLY PAID CLAIM Benefit Amount 34 30 Accept Rebate PAGE 468 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Patient Claiming from Receipt If the claim is successful the patient will be asked to swipe or insert their EFTPOS card so that the rebate can be paid to their EFTPOS account HICAPS q Medicare Easyclaim Step 4 n Submit Claim 17 Nov 2010 12 5 7208 SWIPE INSERT CARD For Medicare Rebate Tyro Medicare Easyclaim Claim approved Swipe EFTPOS card Processing claim please wait Medicare Easyclaim request started vv Cancel Transaction Follow the prompts on the terminal to accept the rebate payment PAGE 469 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Patient Claiming from Receipt HICAPS ee SC OOOO Submit Claim 17 Nov 2010 12 57 42 RESPONSE APPROVED Tyro Medicare Easyclaim Transaction approved Processing request please wait Enter PIN Select account type Claim approved Swipe EFTPOS card Processin
358. ing Search on tem Code Search Characters Schedule Alls gt Description Initial Consultation and Treatment Standard Treatment Long Consultation Long Consultation 2 areas Extended Consultation Extended Consultation 3 areas Standard Home Visit Hydrotherapy On the Receipt window scan the bar code you wish to receipt This will either select and receipt this item or just select the item depending on the settings in System Information Bar Code Scanning Name Mir John Smith Account Primary Date 13 11 2012 Practitioner Robert Jones ie Item Code 6 1 lt All Schedules Description Small Back Suppor Fee 348 40 Include GST Reduction 20 00 Medicare PCI Net Fee 248 40 Print SETTING UP FRONT DESK 2014 system Information Bar Code Scanning On the Billing window scan the bar code you wish to Bill This will either select and add the item or just select the item depending on the settings in System Information Bar Code Scanning Billing Patient Mr John Smith Account Primary Practitioner Robert Jones z Date 13 11 7012 B 1 lt All Schedules gt ae a ae Fee 48 40 Include GST nee nal Back Support Reduction 0 00 Add Net Fee 48 40 48 40 Date ltem Description Prac Net Fee Payment GST Item 4 40 48 40 E Accept Unallocated Payment to practitioner Robert Jones DVA Claim Bulk Bill Medicare PCI E Print E Front Desk 2014 Tip Yo
359. ing ttem s 30 00 Cancel lt lt Back Next gt gt This dialog details the additional transactions that were paid for at the same time as the item you wish to delete Click Next to continue with the reconciliation Back to go to the previous screen or Cancel to cancel the operation The following Manual Bank Reconciliation Step 3 dialog will be displayed Manual Bank Reconciliation Step 3 Total Payment 30 00 Cash 0 00 Cheques 0 00 0 00 0 00 0 00 A lier sae Register Card 0 00 9 Visa Master Card American Express Diners Other EFTPOS 45 00 HICAPS 7 Optus Health 15 00 Medicare DVA 0 00 Direct Deposit 0 00 Total 60 00 lt This total should equal 30 00 by setting the payment amounts Cancel lt lt Back Process Edit the payment type fields so that the new total is equal to the Total Payment shown in the title bar of the Manual Bank Reconciliation window Click the Process button to continue WORKING WITH PATIENTS Z Patient Transactions Edit Item The edit item function is available for incorrectly entered transactions and or payments MA Patient Mr John Smith Department of Veterans Affairs co E eE Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions Account Primary Date Prac i Owing Description 21 03 2013 Anne 0 00 Initial Consultation and 21 03 2013 Anne 4 Payment Received 21 0 23
360. install or change programs on your Sync Center computer Troubleshooting kd Windows Defender Speech Recognition LL Taskbar and Start Menu Windows CardSpace Ef Windows Update or Windows Firewall Select Turn Windows features on or off a O A gt Control Panel All Control Panel Items Programs and Features v gt Search Programs and Features p Control Panel Home fa Turn Windows features on Install a progra network Uninstall or change a program To uninstall a program select it from the list and then click Uninstall Change or Repair Organize v A Publisher Kaspersky Lab Microsoft Microsoft Corporation Installed On 30 08 2010 20 08 2010 20 08 2010 3 09 2010 6 09 2010 6 09 2010 6 09 2010 25 08 2010 25 08 2010 20 08 2010 9 09 2010 Size Version 8 0 2090 1 1 4322 12 0 6425 1000 Name We Kaspersky Lab Network Agent 8 Microsoft NET Framework 1 1 Ga Microsoft Office Enterprise 2007 F Microsoft SQL Server 2005 J Microsoft SQL Server Native Client 5 Microsoft SQL Server Setup Support Files English J Microsoft SQL Server VSS Writer fey Microsoft Sync Framework 2 0 Core Components fe Microsoft Sync Framework 2 0 Provider Services x Microsoft Virtual PC 2007 SP1 Mozilla Firefox 3 6 9 34 8 MB Microsoft Corporation 9 00 4035 00 9 00 4035 00 9 00 4035 00 2 0 1578 0 2 0 1578 0 6 0 192 0 3 6 9 en US Microsoft Corporation Microsoft Corporation
361. intment App Status Patient Not Arrived Resource lt No Resource Selected gt gt Notes Next App Friday 30 11 12 tomorrow The Practitioner field displays the practitioner whose column you had selected when you made the appointment If the column has the override practitioner option set in System Information you can then select an alternate practitioner The patient s name is displayed in the Patient field and may be changed by clicking the browse button l APPOINTMENT BOOK i Making Appointments The Item field displays the default item code associated with the selected practitioner and the patient s fee category These defaults were set previously in the Practitioner screen Select a different item code from the drop down box if required The Time field displays the time of the appointment and cannot be edited To change the duration of the appointment use the up and down arrows next to Intervals To change the width of the appointment the number of appointment slots spanned by the appointment for practitioners with more than one column use the up and down arrows next to the Wide field The App Made field displays the date and time the appointment was made and cannot be changed The Made By field displays the user who was logged on when the appointment was made Select a different user s name by clicking on the Made By drop down box App Type indicates the type of appointment by displaying the time slot and patient
362. ion d Robet Jones George Rogers Anne Smith Massage Help Practice Groups allow users to group one or more practitioners within a practice Practice Groups can then be used to produce group based reports use custom account headers and special GST options as well as use custom Appointment Book time settings for members within a group The simplest configuration is one Practice Group with all practitioners in that group To create a new practice group click the Add button SETTING UP FRONT DESK 2014 system Information Practice Groups Banking The New Practice Group dialog will be displayed New Practice Group Practice Group Name Peter Brown Include Credit Cards on Banking Sheet Include Cash on Banking Sheet Include Cheques on Banking Sheet Bank Account Direct Deposit Acc Name Smartsoft Aust Pty Ltd BSB 123456 Acc No 121234345656 E Use Practice Group Direct Deposit BPay Details Enter the name of the practice group in the Practice Group Name field Select the appropriate options to include on your banking sheets If the practice group accepts EFTPOS payments credit cards should not be included Enter the clinic s account name Acc Name bank branch number BSB and account number Acc No If the Practice Group uses the same Direct Deposit and BPAY details as the clinic select Use Practice Group Direct Deposit BPAY Details otherwise the practice group specific details can be entered in
363. ioners gt gt Include appointments for other practitioners within same column Resources lt lt All Resources gt gt Group Appointments Include Groups O Don t Include Groups O Only Include Groups E Shrink Report to A5 Include Casual Appointments Include Empty Timeslots W Group by Practitioner All for all day AM for morning shift PM for afternoon shift Before the specified time After the specified time The report can be printed for one day or a range of dates using the Date Range Other options for the report include ordering the day list by Name or Time overriding the Selected Practitioner grouping the report by practitioner or shrinking the report to AS Select the desired practitioner column name Select a Resource Group Appointments options for printing on the Day List Include Casual Appointments on report Group by Practitioner Any Notes attached to an appointment will be printed next to the patient s name APPOINTMENT BOOK ai Appointment Book The Appointment Book Report displays the clinic and practitioner appointments for the selected date range The selected practitioner is determined by which practitioner column you have currently selected on the appointment book Appointment Book Ra select the time of day to which the report applies AM All for all day PM AM for morning shift Before 10 08 AM PM for afternoon shift After 10 08 AM Before the spec
364. ions Regions Stages ze Clinical Notes Quick Buttons EA Cheques Group Deposits Patient Event Types 2 Messages HICAPS Transactions amp Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund E Group Email SendSMs 8 Contacts gt Q Search Invoices Cash Book Setup amp Front Desk Office Messenger A Front Desk Word Processor Calculator Backup Restore from Backup The Search for Invoice Statement screen will appear E WB Search for Invoice Statement Search For 11501 Close Search On Invoice Statement Number V Batch Number v Rec Acc Payment Number Number Batch Type Name Date bi 115010 Rec Acc Pay Mrs Antoinette Alexander 15 06 2012 115011 Rec Acc Pay Mrs Antoinette Alexander 18 06 2012 115012 Rec Acc Pay Mrs Antoinette Alexander 19 06 2012 115013 Rec Acc Pay Mrs Antoinette Alexander 20 06 2012 115014 Rec Acc Pay Mrs Antoinette Alexander 21 06 2012 115015 Rec Acc Pay Mrs Antoinette Alexander 22 06 2012 Enter the number to search for in the Search For field Select which option you wish to search on Invoice Statement Number Batch Number Rec Acc Payment Number To view the transactions on a particular invoice click on the plus located on the left of the invoice statement number If you wish to view the transaction associated with a patient s file double click on the invoice item to open
365. ions tab of the patient file click New IE Patient Mr Justin Smith Quote Date Quotation Type Expiry Date Total Quote r Delete Process Current and Unprocessed Quotations Only M Expired W Processed 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 59 90 59 90 The New Quotation window will be displayed New Quotation Quotation 12 month treatment Expiry Date CEGE 20 04 2013 Be Notes Details Practitioner Robert Jones Item Code 505 lt All Schedules gt Schedule Description Standard Treatrnent 79 00 Include GST Description Standard Treatment GST Item e HHCAPS O Select a Quotation Type from the drop down list add Notes optional and Add the items to the quotation Click the HICAPS button to process a quote through the HICAPS terminal HICAPS EFTPOS INTEGRATION D HICAPS Transactions To view and or reverse HICAPS transactions select HICAPS Transactions from the System menu ep ystem Reports Window Help Login Security Audit Log Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims RAPGPORARCHESRYeHMO t LO Medicare DVAPayments Patien
366. irst time Front Desk will automatically generate BPAY Reference numbers for your existing patients If you have selected the A4 Portrait Credit Card option for your statements and or invoices then you can click the Advanced bution and tick the specific credit cards that your clinic accepts An Appointment Schedule details the future appointments for a patient The appointment schedule may be printed on A4 A5 custom sized paper or on business card sized labels and may also include a calendar Users can also select if they want the appointment type or practitioner name to be printed These preferences can be set in the App Schedule tab Alert user when Paper Size changes displays a message if the current item being printed uses a different paper size to the previous item printed The Non printer driver based A5 printing option can assist Front Desk users who have a printer that does not fully support A5 printing SETTING UP FRONT DESK 2014 System Information Printing Layout Select the Printing Layout tab from the System Information dialog I System Information o k I System Information o mes Waiting List Clinic Shifts Paper Size Printing Layout Mail Merge Waiting List Clinic Shifts Paper Size Printing Layout Mail Merge Statement Rec Acc Pay Mailing List Labels Statement Rec Acc Pay Mailing List Labels Statement Top Margin 10 amp Rec
367. it If the Print option is selected DVA Claim for Treatment Services D1217 will be printed and 2 copies of a DVA Health Practitioner Service Voucher D1216S will also be printed The DVA Summary page is displayed Medicare Veteran Claims for Allied Health Summary The DVA claim has been submitted Submission details DVA Claim Succeeded Click Finish to close the Wizard MEDICARE DVA ONLINE CLAIMING amp Submitting Claims from Patient Transaction tab lt is also possible to submit Patient Claims Bulk Bill Claims and DVA Allied Health Claims from the Transactions tab on the Patient file WB Patient Mark Venus kela General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions 4 gt Account Primary Debit 59 90 Date Prac 27 03 2013 Robert gt 27 03 2013 Robert 27 03 2013 Robert 5 Credit Item Reprint Delete Item Edit Item Edit Date of Entry Edit Location Medicare Online Close Owing Description Item Reprint 59 90 DVA Consultation Delete Item Edit Item eae Invoices Statement Patient Claims V Outstanding Transactions Only Primary 90 Days 0 00 60 Days 0 00 Find the transaction for which you want to submit a claim right click and go to Medicare Online You can then select to submit a Patient Claim a Bulk Bill Claim or a DVA Claim Note Bulk Bill and DVA claims cannot be subm
368. itted for claims where a payment has already been made Patient Claims Bulk Bill and DVA Claims 30 Days 0 00 Bulk Bill Log DVA Off Y Refund Show as Account rran Balance 179 70 Current 179 70 Help cannot be submitted more than once To determine whether an item has already been claimed through Medicare Online Claiming click on the symbol to the left of a billed item If a claim has already been submitted the type of claim PCI PCS BB or DVA the date and time of submission and the Claim State will be displayed Patient Mark Venus Debit Medicare DVA Claim A000L 27 3 2013 1 02pm Submitted 59 90 59 90 27 03 2013 Robert 27 03 2013 Robert Outstanding Transactions Only Primary 90 Days 0 00 60 Days 0 00 Credit Owing Description Delete Item Write Off 459 90 Medicare Consultation 59 90 Medicare Consultation F E Show as Account Balance 179 70 Current 179 70 MEDICARE DVA ONLINE CLAIMING Same Day Delete Front Desk includes functionality to delete PCI claims which have already been submitted to Medicare Australia provided that they are deleted on the same day as they were submitted This is called Same Day Delete SDD System Reports Window Help 4 Login security Audit Log Health Funds Standard Letters Standard Messages i Occupations Patient Tracking Categories Recall Types GP Referring Do
369. l Billing Details Medicare DVA Transactions Appointment gt l Expiry Date 91 2016 Close r Claimant Details Alternate Claimant Suburb Postcode 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 62 25 6225 Help HICAPS lf the Medicare No is entered it will be used when submitting the claim If a Medicare No has not been recorded on the patient s file the patient will be asked to swipe their Medicare card in the HICAPS terminal at the time of claiming Tyro A Medicare No must be entered before submitting the claim If the patient will not be the one claiming the rebate from Medicare check Alternate Claimant and either search for a patient in the database or enter the details in the fields provided Referring doctor details MEDICARE EASYCLAIM INTEGRATION Referral Details For most Medicare claims a Referral must be entered This information is usually entered on the Billing Details tab of the patient s file WZ Patient Mr Justin Smith Biling Detail Medicare DVA a Primary E Bill to Third Party indvidual Linked a Billing J 20 03 2013 Address Last Staternent Last Invoice 33 13 1997 Hold Statement Phone Fax C Hold Invoice Advanced Other details Print on Accounts Acc No Claim No Claim Injury details a E Hospital Facility details Cl
370. l Integration ccccceecccsseecseeeeceeeeseeeeeseseseeeeeseeeessueesseeesees 376 Setting up Standard Messages c ccccceecceececenceceeeeeeeteuceseetaeeteueeseeeeaneess 379 CONTENTS ADVANCED FEATURES ams meee eee eee eS an ee ee ee 380 Setting UDR TML EMail ssc scetoccecet toast a sacetets icant tetas cea asiatans 380 Sending SMS and EMail assii e i 381 Senang SMS astiaa EE a EEA 382 GOUD OMS firsts ch tedeee erie chtedeeede ecu cilahe tees tecnaiedet 383 OUDE ao eee tert eee nen eerie ee er ere ere ee tine ete eee er ent ened teen 385 Appointment Reminders with SMS and Email ccccccceeeeeseeeeseeeesaeeeeeees 386 SMS Email Appointment Reminder Reports c ccccccseeeeseeeeeeesesseeeesees 387 Sending SMS and Emails through Front Desk Reports cccceeeeeeeeeeeees 390 QU OTANONS esna a ease aaa aaa 392 QUOTATIONS Ty DCS seissx cacicaastaateanatachiaanieeinansiabides Aa 393 Paene QUOLAIONS eee meen ne ee ee nee ee eee eee 394 SOCK CONTO larraren NOAN 397 Stock Control Repons csc6 ees sic ce Ses acne Acted ca hice eens a a ia Eai 401 FIGAPS HEPTROSINTEGRATION sts teceectsascccmhiacececleleicitadicaceu tl esceneataceeutiestenenteadeuelle 403 Setting up HICAPS EFTPOS System Information ccccceceseeeeseeeeeeees 403 Setting up HICAPS System Information cccccseececseeeceeeeeseeeeseeeeeseeeenees 405 Setting up HIGAPS Item CodeS 2cto0c ieee eee 406 Settin
371. l Notes Practice Groups Locations System Setup Front Desk Login Health Funds System Information v Letters J Practitioners Z Occupations 7 Item Codes V Patient Tracking Z Stock Control Recall Types V Printer Setup J GP Medical Referrers Patient File Appointments Z Patients Appointment Book VY Delete Patients Vv Edit Appointments v Events V Pack Appointments Transactions VY Delete Transactions V Banking Sheets v Edit Transactions v Statements v Edit Transaction Entry Date v Receipt Bill Payment v Edit Cheques V Show Balances W Write Offs J EFTPOS Reversals EFTPOS Reversals J Refunds V Medicare DVA Claims Advanced Features v Cash Book V Front Desk Office Messenger v Cash Book Setup v Backup V Group Email 4 Attachment Security J Send SMS 4 View Database Logins Audit Log Restore from Backup PAGE 430 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION ty Tyro Integration Setup Tyro integration allows EFTPOS HealthPoint private health fund and Medicare Easyclaim claims to be processed easily and efficiently using a Tyro terminal Before we begin the setup of Tyro Integration please ensure the following You have a list of HealthPoint item codes for your practice The Tyro terminal is turned on and connected to your network The Tyro Terminal Adapter TTA software has been installed and paired with
372. l P ire transactions 50 00 50 00 50 00 50 00 By default only the outstanding transactions will be seen in the transaction grid To view all transactions uncheck the Outstanding Transactions Only option This view can be sorted by date range by clicking the Date column header or by name by clicking the Name column header for linked patients only To view the method of payment click the plus located on the payment line as displayed above Patient transactions can be exported to CSV or Microsoft Excel by clicking the Export button DAGE 199 EDA NT DESK 2014 P RA CTICE MANAGEMENT SYSTEI PAG E 1 Ll F R VW N DESK 2014 PRACTICE M AN AGEMENT SYolIE i A _ WORKING WITH PATIENTS 2 Patient Transactions X I Patient Mr John Smith Department of Veterans Affairs E a Billing Details Clinical Notes Attachments Medicare DVA Transactions T J Account Primary Date ebi Owing Description 21703 2013 38 01 0 00 Initial Consultation and 21 03 2013 538 00 Payment Received 21 0 Delete Itern 23 11 2012 538 00 Refund 19 03 2013 30 0 0 00 Standard Treatment Edit Item 19 03 2015 530 Payment Received 19 0 27 03 2013 30 0 0 00 Standard Treatment 23 11 2012 30 00 Write Off 23 11 2012 18 04 2013 38 Ot 0 00 Initial Consultation and 23 11 2012 Fee Reduction 16 04 2013 530 00 Standard Treatment 24704 2013 30 01 0 00 Standard Treatment Payment Received 24 0
373. l Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare DYA Report stock Control Y d HRPM Oe Dre De h a A GT GST Reconciliation ACTIVE INACTIVE PATIENTS S Active Inactive Patients The Active Inactive Patients dialog will appear IB Active Inactive Patients vo El kE Report Type i Patient List 5 Mailing Labels o tose Active Inactive S Print W exclude patients with future appointments L Preview C include patients without transactions Export O exclude patients with future recalls exclude only this type Missed Appointment Mail Merge Transactions Email Transaction between 01 10 2012 ase and 31 10 2012 but not since a sus Transaction with Practice Group Robert Jones Practitioner Robert Jones Filter lt Exclude Archived Patients E Archived Patients Only C By Default Practitioner Practice Group Robert Jones Practitioner Robert Jones E By Fee Category Standard C By Item 9 Item Code 500 Initial Consultation and Schedule Non Sernice IW Patient Tracking 60 To generate a patient list or mailing labels either select Patient List or Mailing Labels To list patients who have not been to the clinic
374. laims Summary The Bulk Bill claim has been submitted Submission details Bulk Bill Claim Succeeded This will contain details of any errors in the claim Click Finish to close the Wizard MEDICARE DVA ONLINE CLAIMING amp DVA Allied Health Claim Front Desk also provides the ability to submit DVA Allied Health Claims over the Internet Patient Mark Venus Account Primary Practitioner Robert Jones x Date 27 03 2013 80100 lt AllSchedules gt Scheie EER Fee 59 90 Include GST E Description DVA Consultation Reduction 0 00 Add Net Fee 59 90 0 00 Date ltem Description Code Frac Met Fee Payment 5 27 03 2013 80100 DVA Consultation Robert 59 90 0 00 _ GST Item Accept Unallocated Payment 3 Robert Jones DVA Claim Bulk Bill Medicare PCI C Print C To submit a DVA claim from the Billing screen check the DVA Claim option at the bottom of the screen Note this option is only available when no payment has been made Click OK The Medicare Online Claiming Wizard will be displayed Medicare Veteran Claims for Allied Health Step 1 Patient Details and Transactions Patient Name Mark Venus Gender Male Veteran No Nx901644 Items to Claim Descipfon Jore DVA Consultation MEDICARE DVA ONLINE CLAIMING amp DVA Allied Health Claim The first page displays patient information and a list of the items to be claimed through Medicare Clicking o
375. lar Item Code or by a particular Schedule Select By Account to filter the treatment plans by the patients separate accounts Select Patient Tracking to list only those patients that have a particular tracking category set in their patient file Include if any will generate a report of those patients who have any of the selected tracking categories set in their file Include if all will generate a report of those patients who have all of the selected tracking categories set in their file Exclude will generate a report excluding those patients who have the selected tracking categories set in their file WORKING WITH PATIENTS 2 Patient Transactions Select the Transactions tab from the patient file Patient Mr John Smith Department of Veterans Affairs General Billing Details Additional Clinical Notes Attachments Medicare DVA Account Primary Date Owing Description 21 03 2013 38 0 0 00 Initial Consultation and 21 03 2013 1 Payment Recerved 21 0 Payment type 19 03 2013 30 01 0 00 Standard Treatment information gt E 19 03 2013 30 Payment Recered 19 0 21 03 2013 George 1 0 0 00 Standard Treatment 21 03 2013 George 4 Payment Received 27 0 16 04 2013 Anne A 0 00 Initial Consultation and 18 04 2013 Anne 53 Payment Received 18 0 16 04 2013 Robert 3 0 00 Standard Treatment gt C Outstanding Transactions Only Primary Uncheck this 90 Days 60 Days Current Balance box to view al
376. lease Wait Creating Word Document Please Wart 5 Print the document if required then close the document 6 The following screen will appear click Yes to save the document to the attachments tab on the patient s file INTEGRATION WITH MICROSOFT WORD Using a Standard Letter 7 The Add Attachment screen will prompt you as shown below 8 Select the date and type a description of the document E Patient Mr John Smith EA Billing Details Additional Clinical Not ledicare DVA Primary _ Bill to Third Party Individual Linked Last Paid Total Billed Billing l 24 04 2013 1 363 00 Address Add Attachment Date 03 1 2 2012 Phone Other d 3 Acc No Client ID irii Pension Number Injury DVA Number T Referring Doctor E Don t Print Patient Name F Date of Birth Current Balance 200 00 200 00 9 Click OK and the document will now be saved in the patient s file under the Attachments tab Attachments Medicare DVA Appointment Additional Date Y Description Owner Extension a 03 12 2012 New Patient Referral docx Admin ray Microsoft Word C 27 11 2012 Referral Letter docx Admin Microsoft Word 9 27 11 2012 Thank you for referring Admin Wt Microsoft Word 9 27 11 2012 Report to GP Admin i Front Desk Docur Current _ Balance 200 00 5200 00 PAGE 314 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MAIL M
377. lease note that logo files must not exceed 55 pixels in height and 200 pixels in length 9 we Patient Booking Gateway Configuration Display These settings affect what your patients will see when they log in to the Patient Booking Gateway Cancel Clinic Name Smartsoft Clinic Bulk Email Clinic Phone 08 8361 2666 Website address URL http 154 122 222 XX bookinggateway Practice Description practice how you refer to your practice Patient Description client how you refer to your patients Practitioner Description practitioner how you refer to your practitioners Theme Colour M Custom Contact Times when are you available to contact patients Mon Tue Wed Thu Fri Sat Sun AM PM Logo Use Logo gt smartsoft DACE E19 R ON IT RACCK On 1 A DD A CTI CE MANACCECMENT CVCTEI PAGE 518 FRONT DESK 2014 PRACTICE MANAGEMENT SYSI i A PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select the Defaults tab from the Patient Booking Gateway Configuration I Patient Booking Gateway Configuration Clinic Details Defaults Classes Email Professions Booking Locations Practit Default Options OK Enable Appointments amp Classes Only Appointments Only Classes pae V Show appointment duration Preferred method of ordering practitioners Bulk Email Alphabetical by name Default appointment search range how far in future to search
378. lect to remove access PATIENT BOOKING GATEWAY Patient Booking Gateway Logins Click Delete to remove an incomplete login request Please note that only login requests listed under the Email to be confirmed status can be deleted WG Patient Booking Gateway Logins baa Status Date Range Close Email to be confirmec 08 10 2013 to 05 11 2013 Mr Charles Davidson Status Patient has not confirmed email address Login requested info smartsoft com au Tue 5 Nov 2013 9 41 am Contact 03 4485 6524 Waiting for 1 hour and 17 home minutes Mrs Jacqueline Alexander Status Patient has not confirmed email address Login requested frontdesk smartsoft com at Mon 4 Nov 2013 3 23 pm Waiting for 1 day Contact 390 1140 4 A confirmation window will appear Click Yes to delete the login request or click No to cancel a Are you sure you want to delete this login request Please note that once a login request has been deleted it cannot be undeleted and must be resubmitted manually If required Booking Gateway access can be revoked for patients who have already been verified from the Appointments tab of the patient file To remove access to the Booking Gateway deselect Patient has access to the Patient Booking Gateway as below G M Patient Mr Mark Davies oS J Appointments Events Notes Recalls Tracki
379. led cancelled and missed appointments you can view the statistics for each practitioner by moving the mouse pointer over the practitioner s name at the top of the appointment book To view the statistics for all practitioners for a day move the mouse pointer over the N A A Next Available Appointment button Next Available Appointment function i Appointment Book Wednesday 27 Novernber 2013 NAA Robert Jones Anne Smith Mon Tue Wed Thu Fri Sat Sun 3 Stina cman ir E 215 Date Wednesday 27 November 2013 20 1 2 3 4 5 6 7 g 9 0 uU BD B Rescheduled Appointments 0 l aes 3 30 Cancelled Appointments 0 l4 15 l6 17 1 B 20 O45 Missed Appointments 0 21 22 23 24 25 26 27 Processed Appointments 26 28 29 30 31 io Group Appointments 1 Total Patient Appointments 35 To delete the record of any rescheduled or cancelled appointment click the Utilities button at the bottom left corner of the appointment book and click Edit Cancels Reschedules Appointment book statistics can also be viewed and printed from the Appointments Report located by clicking the Reports button at the bottom left hand corner of the appointment book APPOINTMENT BOOK a Web Appointment Book Front Desk includes a read only Web Appointment Book which allows users to view their appointments using a standard web browser This functionality is ideal for allowing practitioners and staff to view the appointment book while off site pe Sman
380. led ee 24 04 2013 1 363 00 temer 1 i Letter A Account Details Treat Plan Account Name Cancel V Active o Set Default 7 Health Fund Number 7 Pension Number Injury Date E DVA Number _ Referring Doctor New Acc Don t Print Patient Name More Date of Birth Balance 200 00 Current 200 00 60 Days 0 00 30 Days 0 00 lol amp z 4g New account button c_ Delete Account button To remove an account select the appropriate tab and click the Delete Acc button Note that the account details such as the aged balance at the bottom of the patient card Last Paid Total Billed Last Statement Invoice and the Hold Statement Invoice are specific for the current selected account on the Billing Details tab When your system has been set up for multiple accounts the standard Letter and File Label functions also print the details which are specific to the selected patient billing account D A AJ Aan aan i A FFI AAR or D g Ar re 14 LL Fs Lil i Vi AIN ALU FIV r AAL JUS T AW IlU La IVI AILIN ANA La IVI LIEN ADVANCED FEATURES 2 Multiple Accounts Patient File To edit an account name or to set an account as default right click on the Account tab and select Properties Properties Bill to a iste Address Last Statement Last Invoice Letter Treat Plan Hold Statement Hold Invoice Print on Account Clim Nu E Claim Injury details
381. linical Codes are currently used for HICAPS billing in the following professions Dentistry Psychology and Occupational Therapy Do not set this option for other professions Include Clinical Code when Billing Profession Occupational Therapist A Clinical Code field will be displayed next to the Item Code on the receipt and billing screen for practitioners with this option enabled When billing a patient select the Clinical Code for the HICAPS claim If you place the cursor over the Clinical Code field a description will appear in the on screen tooltip Clinical Code Billing ee Patient Mr John Smith Account Primary Practitioner George Rogers Date 13 11 2012 505 M lt All Schedule Fee 30 00 Include GST a tem Code Clinical Code Description Standard Treatment Cognition Reduction 0 00 Add ji Net Fee 30 00 30 00 ltem Description Code Frac Net Fee Payment o GST Item _ Accept Unallocated Payment Robert Jones DVA Claim Bulk Bill Medicare PC Print Cancel Help Health Fund HICAPS EFTPOS INTEGRATION HICAPS Additional Tab Select Patient from the toolbar File System Reports Window Help mA S al Patient Ctri P or from the File menu File System Reports Window Help gi Appointment Book Chita Patient Practitioner Queue Cash Book Practitioners ltem Codes GF Medical Referrers i o E
382. linical Notes tab Access George Patient Tabs Web App Book Appointment Book Booking Gateway General Reports Clinical Notes Practice Groups Locations _ Cancel V View 7 Add Edit V Edit after Edit Revision Period iv Delete None Z Print V Edit Clinical Notes Templates V Edit Clinical Notes Types v Edit Clinical Notes Conditions Regions Stages V Edit Quick Buttons By default a user is granted complete access to clinical notes A user s access can be changed by selecting the following options View allows the user to view clinical notes This includes any embedded objects MS Word or MS Excel documents Add Edit gives the user access to adding or changing clinical notes Edit after Edit Revision Period allows a user to edit clinical notes after the Edit Revision Period for a note has expired Delete allows the user to delete clinical notes Print allows users to print clinical notes Edit Clinical Notes Templates allows the user to create and edit clinical notes templates Edit Clinical Notes Types allows the user to create and edit clinical note types Edit Clinical Notes Conditions Regions Stages allows the user to create and edit clinical note conditions regions and stages Edit Quick Buttons allows the user to create and edit clinical notes quick buttons Front Desk 2014 Tip The Edit Revision Period can
383. linical notes can be set from the Security tab me Practitioner George Rogers Appointment Book Clinical Notes Clinical Notes entered by this practitioner will be available to All Users No Users O Practitioner Practice Group E User Add Delete To Add or Delete a practitioner practice group or user click the corresponding button SETTING UP FRONT DESK 2014 2 Practitioners Clinical Notes Access to clinical notes can be restricted to all users no users particular practitioners practice groups or specify specific users to allow or deny access to their clinical notes Default templates for each clinical note type can be set on the Templates tab When a new clinical note is entered into a patient s file the default template will be automatically inserted eB Practitioner George Rogers o pee Provider Numbers Default items Appointment Book Clinical Notes HICAR Fonts Security Templates Default Templates Treatrnent SOAP Notes m History New Patient Assessment Chart Body Chart Options O Always replace current Clinical Note with template O Always append template to end of Clinical Note Ask to replace or append replace by default Ask to replace or append append by default lt is not necessary to set a default template if you wish the new
384. ll appear in yellow RECEIPTING AND BILLING Bill The Bill function can be used to perform the following functions Receipt one or more items bill and full payment Accepting a part payment for one or more items Account Receipt Billing a patient for one or more items with no payment Account Processing transactions as above for one or more linked patients e g a family Making a payment greater than the amount being billed transaction as above with an unallocated payment attached Bill items in the future Advanced Option Future Billing must be enabled These fields may Click the Bill button on the patient file be changed GST applies Billing Outstanding Amount 64 00 Patient Mir John Smith Practitioner Robert Jones 28 11 2012 505 lt All Schedules gt Schedule EEE Fee Description Standard Treatment a Reddo hi Met Fee e No Payment Date ltem Description Code Frac Full Payment 28 11 2012 PIO Large Pillow Robert 3300 Gap Oniy Payment 28 11 2012 505 Standard Treatment Robert 30 00 Rebate Only options HICAPS Only GST Item Accept Unallocated Payment to Robert Jones OVA Claim Bulk Bill Medicare PC Print ok Cancel Help The Patient field displays the patient s name for the current transaction Note that if this patient has been nominated as a third party biller with associated linked patients the linked patient names may be selected using the patient dr
385. ll now be added to the patient card as shown below If the GP Referring Doctor Details option is selected in System Information then the GP Referring Doctor section will be enabled Use the browse button to add a new GP Referrer or search for an existing one N Patent Mr John Smith b E E Billing Details Additional Medical Referrals Clinical Notes Medicare E Health Fund MBF Member No Do Pension Mo Expiry Date GP Referring Doctor Name Dr Sam Smith Browse button Organisation Medical Centre Address 123 Main Rd GP details are optional HACKHAM SA 5165 Send an email to GP Referrer Provider No Type ZP 90 Days 60 Days 30 Days Current Balance 0 00 0 00 51 95 118 05 66 10 lf Additional Information is enabled you will have the option to print the additional fields including Medicare Health Fund Pension and DVA numbers on receipts accounts payments statements and invoices Click Email to send an email to the GP Referring Doctor select the required information from the Print on Accounts section under the Billing Details tab WZ Patient Mr John Smith ene General Billing Details Additional Medical Referrals Clinical Notes Attachments Medicare E Primary ova Bill to Third Party Individual Linked Last Paid Total Billed Billing 24 04 2015 1 363 00 Address Last Statement Last Invoice 23 12 1997 Hold Staternent Phone Fax C Hold In
386. ll outbound emails to use to separate multiple email addresses info smartsoft com au Link Expiry Times can be set to expire password reset links and login request links after a set period of time Link Expiry Times Password reset link expires after 2 days Login request link expires after 2 weeks PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select the Professions tab from the Patient Booking Gateway Configuration f WA Patient Booking Gateway Configuration Clinic Details l Defaults Classes Email Professions Booking Locations Practit Professions are used to display information about your practitioners to your patients Each practitioner can have one or more professions Cancel ite Profession Add Delete iF Help Click Add to enter a new profession Click Edit to modify a profession or Delete to remove a profession r Add Profession A O a OK Profession Description Physiotherapist V Check patient s last appointment time Cancel If patient has not been in for 12 months do not allow them to make an appointment V Require patients to read and confirm the following message Confirmation message Set Default This appointment relates to my ongoing care My health status has not changed including any new conditions in Confirmation failed message Set Default As your health status has changed which may r
387. llustrator CS3 compatible EPS PDF or EMF Enhanced Metafile format of less than 2000KB in size and with a width height ratio of 3 1 or less Smartsoft will then provide you a logo file for you to import into Front Desk 4 System Information Clinic Information Practice Groups Smartsoft Clinic Burnside SA 5066 Phone Fax O08 8564 4760 A C N State SA Select Use Graphic Header Use Graphic Header then click Import Click Request to upload a suitable file to Smartsoft If the practice has already received a logo file from Smartsoft click Import An example of a graphic header can be found on the next page SETTING UP FRONT DESK 2014 E System Information Clinic Information Robert Jones gt Smartsoft Clinic 107 Flinders Street Adelaide SA 5000 Provider No 123456AF Telephone 1800181820 Facsimile 1800 18 18 30 Email info smartsoft com au Web www smartsoft com au Mr Justin Smith Medicare No 4950 08754 1 1 100 The Parade Norwood SA 5067 Printed 23 May 2013 RECEIPT Tax Invoice ABN 12 345 678 910 Date Item Description GST Payment Fee 23 05 2013 ABO1 Standard Consultation 68 00 Payment Received 23 5 2013 68 00 23 05 2013 P007 Lumbar Support 1 48 95 Payment Received 23 5 2013 48 95 1 ABN 12 345 678 910 GST Total 4 45 Cash 116 95 If less than 24hrs notice is given when cancelling a fee will apply Total Amount Outstanding 59 90 Paid 116 95 Billed 116 95 SETTING UP FRONT D
388. located payment for 2 claims OR PAGE 510 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE DVA ONLINE CLAIMING Bulk Bill DVA Reports To view reports for a single transaction highlight the transaction and click Reports Medicare DVA Claims Claim Type Claim Status Date Range Location All v Incomplete v 26 02 2008 to 04 03 2009 lt lt All Locations gt gt Type State Allocated Lodgement Date Patient Name Card Number Ref ID Claim ID J PCS Stored 04 03 2009 5 03 pm _ Bartholomew Smyth 6502 4634811 PCS Stored 04 03 2009 12 24 pm Bartholomew Smyth 6502 46348 1 1 BE Submitted _ 04 03 2009 ee celal aca ZEIT E BB Paid N 04 03 2009 Getting Bulk Bill reports 6502 46348 1 1 __ A002Z2 DYA ocessed N 04 03 2009 0901091 40021 DYA 14 03 2009 0901091 A0020 DVA Prox 04 03 2009 bron ro TT 19901091 j AD01S VA 03 03 2009 4 58 pm Horace Letterman 0901091 40015 03 03 2009 4 42 pm Horace Letterman Q3901031 A0015 VA j Frocessed h 03 03 2009 12 11 pm Horace Letterman 901091 D HELS _ 0 02 2009 4 24 pm Horace Letterman 3901031 ADDI 10 02 2009 4 18 pm Horace Letterman 0901091 A0007 A OA DLI 20 02 2009 12 20 pm Horace Letterman 901091 16 01 2003 4 27 pm Bartholomew Smyth 6502 46348 1 1 A004 l COME COM ECON E E MiGs pcs Me Gee ec C C C D oc D yi i P oc BE A j
389. low This install should take approximately 5 minutes We recommend that you install the Web Appointment book in the default destination folder If you see the following message you will need to install Internet Information Services IIS Please follow the steps below to do this or go to Step 5 if you do not see this message j Front Desk Web Appointment Book Installer Infe x Setup has detected that Internet Information Services IIS is not installed on this computer Please install IIS and try again a PAGE 252 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK a Web Appointment Book Installation IIS Installation for Vista Windows 7 Go to the Control Panel and select Programs and Features Adjust your computer s settings e Action Center yb Backup and Restore Credential Manager E Desktop Gadgets E Display A Fonts 8 Indexing Options g Keyboard P Mouse E Performance Information and Tools 3 Power Options Administrative Tools De BitLocker Drive Encryption ay Device Manager Ease of Access Center A Getting Started Intel R GMA Driver Location and Other Sensors 5 Network and Sharing Center View by Smallicons mg AutoPlay Eil Color Management Default Programs a Devices and Printers Folder Options 2 HomeGroup Internet Options amp mail Notification Area Icons IE Phone and Modem Recovery Region and Language Programs and Features Un
390. lt All Schedules gt l em ode Fee 5635 05 Include GST E Description Hydrotherapy Reduction 0 00 7 Met Fee 635 05 Add Description Prac Net Fee Standard Treatment George 5124 95 Hydrotherapy George E GST Item 760 00 Print E HCAPS ok Cancel Help Select a Quotation Type from the drop down box and enter any notes that are required and an Expiry Date for the quotation Fill in the rest of the information as required e g practitioner item code amount Click Add to add the item to the quote If you wish to print the quote make sure the print box is ticked and click OK The quote will be entered into the patient card under the Quotations tab and may be edited or deleted as required ADVANCED FEATURES Patients Quotations To process a quote highlight the quotation and click Process WE Patient Mr John Smith olal z Quote Date Quotation Type Expiry Date Total Quote 30 10 2013 Equipment Hire 30 11 2013 42 95 F 30 10 2013 12 Month Treatment 30 11 2013 760 00 ll Q Process this Quotation Make payment now Process button Account Primary Current and Unprocessed Quotations Only M Expired W Processed 90 Days 60 Days 30 Days Current Balance 0 00 50 00 50 00 5264 75 264 75 You will be prompted to Process the Quotation with the option to Make Payment Now If you select the Make Payment Now option it will take you directly to the payment screen Otherwise the billin
391. m pm gt gt If unable to attend please call 83612666 From Smartsoft Clinic Click OK to save the template Note that these tags are the same as the letter tags used in Standard Letters ADVANCED FEATURES Setting up HTML Email Front Desk can send graphically enhanced HTML emails instead of Plain Text emails which use standard fonts and contain no images This feature is quite useful for patient marketing campaigns newsletters and clinic updates To create targeted emails Standard Letter Tags can be introduced to personalise each email sent Repeat the Setting up Standard Messages process as described above and select the Standard Emails option The New Standard Email dialog will open To send HTML emails select the HTML option at the bottom of the dialog and then double click in the Message area to bring up the HTML editor Set your preferred Default mail format to Plain Text or HTML on the Email tab in System Information This will be set to HTML by default New Standard Email Description Happy Birthday Subject Happt Birthday Message p smartso i Hi lt lt Prefname gt gt The staff at Smartsoft would like to wish you all the best for your birthday Kind Regards HTML d Plain Text You can create HTML emails directly in the HTML Editor or by copying and pasting a document from another editing program such as MS Word 3 WA Edit HTML Email File Edit Font Paragraph Format Insert
392. m the System menu System Reports Window Help Login Security Audit Log Health Funds Standard Letters Standard Messages Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Seen MWlt NAS Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages Medicare DYA Claims Aa RSE Medicare DVA Payments Patient Booking Gateway Logins Group Email Send SMS j Contacts Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator Backup EON fSFa s Restore from Backup To create a new Clinical notes type click Add WG Clinical Notes Types Clinical Notes Types Show Archived WORKING WITH PATIENTS I Clinical Notes Types The following window will appear Enter the description and short description for the new clinical notes type Add Clinical Notes Type Description Report Short Description REP E Archived Type of Note Standard Note includes text images tables fields etc Chart Select Standard Note to create a standard clinical notes type which can include text images tables and fields Select Chart to create a chart clinical notes type Once completed click OK and save when prompted Information WORKING WITH PATIENTS ith Clinical Notes Types The ne
393. m the patient file IR Patient Mr John Smith Billing Details Additional Clinical Notes Attachments Description Owner Extension 27 11 2012 Thank you for referring Admin Microsoft Word 9 27 11 2012 Report to GP Admin WA Front Desk Docur H Email Optimise 30 Days Current Balance 0 00 0 00 0 00 Help _ The attachments function is a basic document management system which can handle any file type recognised by your system including letters scanned documents pictures sound files or video To attach a file or document to a patient file click the Add button The following Add Attachment dialog will appear Add Attachment Date 21 11 2012 Description Referral Letter docx File to attach C Program Files Front Desk 2000 Letter Enter a Description that reflects the nature of the attachment Search for the File to attach by clicking the browse button j then click OK Multiple files can be selected for attachment by holding down the lt shift gt key while selecting the files The drag and drop technique may also be used to insert an attachment drag the file from its location into the attachments grid WORKING WITH PATIENTS F4 Patient Attachments To restrict access to the attachment click the Security button This allows users to grant access to All Users No Other Users specific Practitioners specific Practice Groups or specific Users Users can select
394. mail settings please contact your system administrator or ISP Internet Service Provider for these details To set up SMTP Authentication click the More button and select Outgoing server SMTP requires authentication and enter your User Name and Password for your ISP SMTP Advanced Settings Outgoing server SMTP requires authentication UserName smartsoft internode on net Password mee SMTP Port 25 Use the following type of encrypted connection None SMTP port and encryption can be used for the sending of emails through other email services e g Gmail etc ADVANCED FEATURES SMS and Email Integration The Front Desk acting as a mail server SMTP Relay option simulates using your own primary email server For this functionality to operate correctly your ISP must allow you to send traffic on port 25 SMTP protocol Please note Smartsoft does not condone the sending of general soam emails and have provided this functionality only to email clients who are Known to you To send SMS messages from Front Desk you need to purchase SMS credits from the Smartsoft website Select Purchase SMS Credits Online from the Help menu to enter the Smartsoft secure purchase area The SMS messaging system in Front Desk is an Internet based system so it requires you to be connected to the Internet when sending SMS messages similar to sending email messages Smartsoft will supply your SMS Username and Password To find out how many SMS cre
395. mailing labels with 3 columns across and 14 rows down Front Desk 2014 can accommodate most label sizes on A4 paper however some mailing labels are designed specifically for ink jet or laser printers so choose the labels that best suit your printer PAGE 62 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 B System Information Mail Merge Select the Mail Merge tab from the System Information dialog WB System Information fo El Clinic Shifts Paper Size Printing Layout Mail Merge Front Desk W Data Format close _ Lose Text with Header 0 dBase Data Files Location C ProgramData Smartsoft Front Desk Browse Button MS Word Return Address Front Desk 2014 is capable of generating mail merge data for use in Microsoft Word or within the Front Desk Word Processor By default the format in which this data is saved is Text with Header As the capabilities of computer systems vary the default Data Format may not be compatible with your system If compatibility issues arise please select dBase The default save location of this data can be found below For Windows XP machines C Documents and Settings All Users Application Data Smartsoft Front Desk For Windows Vista Windows 7 Windows 8 Windows Server 2008 Windows Server 2008 R2 Windows Server 2012 and Windows Server 2012 R2 C ProgramData Smarts
396. may be visible on the screen at one time The tooltip displays the number of appointments for each practitioner at that time Anne Smith 1 Heather Brown 1 1 45 Robert Jones 1 To make an appointment for a new patient right click on an available time slot and select Add Appointment New Patient from the popup menu A blank patient file will appear Enter the patient details and click OK to save the file The New Appointment dialog will appear A Casual Appointment is a non patient appointment made within the appointment book For example this could be used to designate a staff meeting or any other non patient appointments for the practitioner Right mouse click on the particular time slot on the appointment book and select Casual Appointment from the short popup menu The New Casual Appointment dialog appears Enter a Description and optionally a Note and click OK to make the appointment APPOINTMENT BOOK oe Group Appointments Front Desk has the ability to book group appointments This functionality can be used to book group sessions classes families or any other situation where the user would like to add multiple patients to one appointment To add a new group appointment right click on the desired time slot on the appointment book and select Add Group Appointment To make a group appointment for more than one time slot hold the left mouse button down as you drag over the required time slots and then right click N
397. ment for a patient who hasn t been to the clinic for a particular number of months i e 1 to 24 or greater months Appointment Made For Non Default Practitioner displays a warning if an appointment is made with a practitioner other than the patient s default practitioner set in the general tab of the patient file SETTING UP FRONT DESK 2014 system Information Appointment Book Practitioners From the Practitioners tab you can change how you view your practitioners on the appointment book There are three different layouts to choose from ie System Information Defaults Options Banking Appointment Book Waiting List Chir _ General Warnings Practitioners Columns Groups Show All Practitioners Show Practitioner Tabs Show Practice Group Tabs E Show specific Practice Group only Holid C Show specific Practitioner only Us Fl Colours App lypes Option 1 All Practitioners This gives you the option to display all the Practitioner tabs in the appointment book and or all the Practice Group tabs Option 2 Specific Practice Group This option will set up the appointment book with only one Specific Practice Group This will show all the practitioners who are members
398. ment Book Video Smartsoft Australia Pty Ltd 1996 2013 107 Flinders Street Adelaide SA 5000 Free Call Australia 1800 18716 20 MANUAL International 61 6 8361 2666 Free Fax Australia 1800 18 18 30 UPGRADES International Fax 67 2 8006 5205 PAGE 251 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK a Web Appointment Book Installation STEP 3 The following dialog will appear on your screen Click Next to continue Front Desk Web Appointment Book Install location gt f smartsoft ee STEP 4 Please read and accept the End User License Agreement and then Accept and Install Front Desk Web Appointment Book 24 Copy of Agreement You agree to print or make an electronic copy of each Agreement and any amendment from time to time and retain it in your records You also agree to make a copy of any other information that we deliver to you By clicking Accept and Install you are warranting that you have read these terms and conditions and that you agree to be a party to and to be bound by the terms of this Agreement or you are explicitly authorised to enter into this Agreement on behalf of the provider of the Order and that the provider of the Order has agreed to be bound by the terms of this Agreement smartsgft ea accepe and neat Click the Next button at every screen until the installation of files begins as shown in the dialog be
399. ment and select Edit Appointment from the popup menu Rescheduling Patient Appointments To reschedule an appointment right click on the patient s appointment and select the Change Appointment option Right click on the new appointment time this can be on another day and select Change Appointment To confirm the change click Yes or click No to cancel from the confirmation dialog lt is also possible to drag and drop appointments to reschedule them To drag the appointment to another day drag to the relevant day button at the top of the appointment book or to the specific date on the calendar then release on the desired time for that day When doing this an optional message will appear asking to confirm the appointment change this feature is to reduce the chance of accidentally moving an appointment Deleting an Appointment To delete an appointment right click on the appointment and select Delete Appointment The following dialog will be shown Record as cancelled option lf the Record as cancelled option is checked you will be prompted to give a reason Cancelled appointments are recorded in the Appointments Report and in the patient s file Reason for Deleting Appointment Away on holidays cancel APPOINTMENT BOOK a Appointment Book Functions Show Notes When an appointment has a note attached the Show Notes option will appear in the popup menu this allows you to view the notes A green tag in the bottom r
400. ment with Practice Group Robert Jones Practitioner Robert Jones Patient Tracking Help MAIL MERGE WITH FRONT DESK WORD PROCESSOR 3 The Front Desk Word Processor with Mail Merge Fields will open automatically mR Mail Merge Document Front Desk Document jetman File Edit View Insert Format Tools Table Help hHumanst5218 122 E 0 B BZ U4 AS WHBSSBEESFEA FH S mi a E gt EER z FU PeDe be Zeb e Zeb e4rreHSe pr Gr ce Freer Mr te Q i a2 a AZ 140615 61166611701 18 7 Ss B Mail Merge Fields Addressl Address2 A Address3 BillingAddress1 BillingAddress2 z BillingAddress3 BillingFax P BilingName Mail Merge Fields _ BillingPhone BillingWorkPhone z DateOfBirth DoB Email Fax FileNo 3 FirstName e FullAddres FullNam Gender HomePhone P MiddleNam Mobile PostCode Practitioner PreferredNam 5 PrefName Surname l Title z WorkPhone 1511 _ inet Insert Merge Field Page 1 1 Line l Column 1 4 Highlight Title from the Mail Merge Fields section and click Insert 5 Highlight FirstName from the Mail Merge Fields section and click Insert 6 Highlight Surname from the Mail Merge Fields section and click Insert 7 Enter a new line 8 Highlight Address1 from the Mail Merge Fields section and click Insert 9 Enter a new line 10 Highlight Address2 from the Mail Merge Fields section and Insert 11 Enter a new
401. menu Select the patient s name from the Search on Patient screen and click OK The Appointment Scheduler dialog will appear r Appointment Scheduler Mr Phil Alexander Appointment Details Nene Practitioner Robert Jones x ltem 500 y lt All Schedules gt v Intervals 1 Wide 1 App Made 05 10 2012 11 32 am Made By Admin App Type Standard Patient v Reminders None X Recall on this appointment Recall Type ppointment App Status Patient Not Arrived Resource lt lt No Resource Selected gt gt x Notes Cancel Help Next gt gt The Practitioner field displays the practitioner whose column you were in when Appointment Scheduler was selected The Item field displays the default item code associated with the selected practitioner and the patient s fee category These defaults were set previously in the Practitioner screen Select a different item code from the drop down box if required To change the duration of the appointment use the up and down arrows next to Intervals To change the width of the appointment the number of appointment slots spanned by the appointment for practitioners with more than one column use the up and down arrows next to the Wide field App Made indicates the time the appointment was made Made By is set to the user who is making the appointment App Type indicates the appointment type Reminders allows a reminder type to be set for each appoin
402. mes available Select Process to link the registration request to a patient file This can be an existing patient file or a new patient file The following Process Login Requests window will appear Process Login Request Registration Request Details Registration request submitted Mon 4 Nov 2013 3 23 pm waiting for 24 days Name Mrs Jacqueline Alexander ContactNo 3901140 Pref Name Work Phone Date of Birth 29 09 1983 Mobile Address Fax Email frontdesk smartsoft com a The patient has indicated that they are an existing patient The following possible matches have been found in Front Desk If the patient is in the list please select their name and click Next Name Preferred Name Address Home Phone Work Phon gt Mrs Jacqueline Alexander 21 Fussell Street Alberton SA 390 1140 PAGE 533 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM PATIENT BOOKING GATEWAY Patient Booking Gateway Logins The Registration Request Details will be listed at the top of the window This can be used to compare the requesting patient details against an existing patient file Registration Request Details Registration request submitted Mon 4 Nov 2015 3 23 pm waiting for 1 day Name Mrs Jacqueline Alexander Contact No 3901140 Pret Name Work Phone Date of Birth 29 09 1985 Mobile Address Fax Email frontdesk smartsoft com a If the patient has indicated they are an existing patient the Front Desk system will automatically attemp
403. mplete the details of the cheque or deposit as shown below Register Group Cheque Register Group Cheque Deposit Type Cheque Direct Deposit Details Cheque no is an optional field Location of Cheque allows users with multi locations set up to set the location of the cheque B Register Group Cheque Deposit Type Cheque Direct Deposit Details Amount Payer Remittance No 0 00 Click OK to complete the registration process PAYMENT DISSECTION Once you have completed the registration of the Group Cheque or Deposit your payment type screen should look similar to the screen below If you have several group payments registered you will be able to use the drop down box to select which cheque or deposit to use for particular payments WB Payment Type Amount to Pay 62 25 Prev Credit 0 00 Credit Available 0 00 Cash Cheque s Grp Chq Deposit 862 25 a Plus 123456 Amount 200 00 Balance 200 00 Card 0 00 Visa woe Bs American Express _ Diners EFTPOS HICAPS Details of group cheque or deposit Medicare DVA Direct Deposit Total Click OK to complete the payment Search for the next patient whose account needs to be paid by group cheque or deposit From the payment type screen select the registered cheque or deposit which is required to pay for this amount as shown below E Payment Type Amount to Pay 62 25 Prev Credit 50 00 Credit Available
404. n The first page displays patient information and a list of the items to be claimed through Medicare Clicking on the button allows additional information to be entered about the claim _ Service is not Restrictive INC Not for Compari After Care Service AO Not Normal Afte __ Service was rendered in a hospital Distance Travelled km _ Service is part of a Multiple Procedure AP Not duplicate service Additional Service Text select any relevant options and click OK to return to the Wizard Click Next to continue to the next page PAGE 464 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Patient Claiming from Receipt Medicare Easyclaim Step 2 Easyclaim Referral Details f Use the stored referral details No referral details available Referring Provider No 2121331W Referral Date 01 05 2014 Referral Period Standard 12 months from a GP and 3 The Easyclaim Referral Details page is displayed If referral details were entered for the patient these will be displayed here If there are no referral details then the No referral details available option will be selected and a reason must be selected from the list Easyclaim Referral Details C Use the stored referral details Mo referral details available tee hatte Lost Em
405. n The HICAPS terminal returned the following message 00 APPROVED Medicare returned the following message Result COMPLETE Total Benefit 52 95 lf the bulk bill claim is declined the following messages or similar will be displayed HICAPS Medicare Easyclaim Step 3 Submit Claim 18 Nov 2010 10 43 57 BULK BILL CLAIM Claim Declined 9611 Ce am PAGE 479 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Bulk Bill from Billing HICAPS Information Medicare Claim Declined OR Tyro Medicare Easyclaim CLAIM DECLINED Print patient copy Processing claim please wait Medicare Easyclaim request started Medicare returned the following message Result SYSTEM ERROR Status COMPLETE Status Code 9710 Description 9210 Date of service must be no more than two years in the past Total Benefit 0 00 PAGE 480 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Patient Transactions Go to the Transactions tab on the patient s file Date Prac Debit Credit Owing Description 12 05 2014 YR 62 25 Medicare Easyclaim Fully Paid 13 5 2014 10 51am Complete 12 05 2014 YR 62 25 Payment Received 12 5 15 05 2014 YF 62 25 62 25 Medicare Physiotherap F 13 05 2014 YR 62 25 0 00 Medicare Physiotherap 13 05 2014 YF 62 25 Payment Recenwed 13 5 Outstanding Transactions Only re 6
406. n If the GST rate for a particular item is not 10 select the Special GST rate option and enter the correct rate for that item To bill a patient the full fee and have the reduction printed on receipts accounts and statements enter the full fee in the Fees column followed by the reduction amount in the Reduction column Alternatively you may wish to enter the reduction amount at the time of billing If there is a fixed rebate amount associated with the item code enter this amount in the Rebate column The Gap amount will be automatically calculated Front Desk 2014 Tip Use the Tab key when advancing to the next field There is no need to enter the dollar sign when keying in currency amounts SETTING UP FRONT DESK 2014 mY ltem Codes To view a different item code click the Search button To create a new item code click the New button You will be prompted to save the previously entered data To exit the current item code click the Close button To remove an item code click the Delete button To copy the first fee to the entire list of fee categories click the Copy Fees bution This saves time when entering in fees and reductions which are the same price for all or most of the Fee Categories If the item code is no longer in use tick the Archive box Front Desk 2014 Note It is best to make an item code Archived rather than deleting it if the item code has been used in the past If an Item Code has been previousl
407. n same column i The report can be printed for one day or a range of dates using Made by the Date Range Other options for the report include ordering lee the list by Name or Time and overriding the Selected Cancel Practitioner APPOINTMENT BOOK 32 Appointment Reminders The Appointment Reminders report displays the details of patients who have a reminder tag on their appointments within the specified date range Appointment Book Reminders Reminders in Period From Ge Eee ea To Thursday 29 Novernber 201 E SMS Email Reminders The SMS Email Reminders report will enable you to send SMS messages and or emails to the patients with SMS Email Reminder tags set SMS5 Email Reminders Reminders tn Period From Watie Eee eae et To Thursday 29 Novernber 2014 ka Time Range All AM A PM Before 10 17 AM After 10 17 AM Filter C By Practice 8 Practice Group Anne Smith Practitioner George Rogers si Help Front Desk 2014 Note Please refer to SMS and Email Integration in the Advanced Features section of this manual for full SMS Email functions E Export To Excel The Export To Excel option exports the appointment book into a Microsoft Excel spreadsheet This function can be used to take a copy of the appointments in a date range to another computer or PDA mobile device that supports Microsoft Excel To use this option you must have Micr
408. n Claims for Alhed Health Step 1 Patient Details and Transactions Patient Name Mark Venus Gender Male Veteran No Nx901644 Items to Claim PAGE 502 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE DVA ONLINE CLAIMING DVA Allied Health Claim Click Next to continue Medicare Veteran Claims for Allied Health Step 2 DVA Claim Details Referral details f Use the stored referral details No referral details available Referring Provider No 2121331W Referral Date 01 01 2013 Referral Period Standard 12 months from a GP and 3 The DVA Claim Details Referral details page is displayed Click Next to continue Medicare Veteran Claims for Allied Health Step 3 DVA Claim Details Treatment location Home Visit Hospital Residential Care facility Community Health Centres Fr A A fr i o gt r friar ACCCI Aha A m A A I A A ARA a AA ATT BR gt Le AAT T YL C g DAG ODRA f NAA NI A k A ba A Als SiS mae f DIN DESK 20 l Ul WRAL e MANAGEMEN FAUL JUJ NANVJINI WLON LUIS NAV ILOG VWVAINANJGCGIVCIN I CVQeTEM JYOIEM MEDICARE DVA ONLINE CLAIMING amp DVA Allied Health Claim Medicare Veteran Claims for Allied Health Step 4 Submit DVA Claim F The Provider certifies that the services within the claim have been provided Print The practitioner must certify that the services within the claim have been provided Check this option then click Subm
409. n box To view the email as it will be sent click the Ha button to replace the tags with your patient information and use the left and right arrows to scroll through your data If you do not wish to send a message to a particular contact uncheck the box in the Select column next to the contact ADVANCED FEATURES Zz Appointment Reminders with SMS and Email If you have enabled SMS and Email Integration you can set default appointment reminders for a patient in the patient card From the patient file select the Appointments tab Under Always Remind Patient of Appointment select the type of reminder s the patient requires n R Patient Mr John Smith Clinical Notes Attachments Medicare DVA Transactions Tracking Appointments Quotatior Appointments Cancels Reschedules Statistics Patient Booking Gateway a Time Item Code Appointment Type Practitioner Made 2 REEE gt 27 12 2012 01 15 PM 500 Individual Hydro Robert Smith as 02 01 2013 02 45 PM 505 Standard Patient George Rogers cine Schedule 22 01 2013 04 00 PM 505 Standard Patient Robert Jones 24 11 201 24 01 2013 01 15 PM 500 Individual Hydro Robert Smith 24 11 201 Sch Label 30 01 2013 02 45 PM 505 Standard Patient George Rogers 24 11 201 19 02 2013 04 00 PM 505 Standard Patient Robert Jones 24 11 201 Treatments 21 02 2013 01 15 PM 500 Individual Hydro Robert Smith 24 11 201 27 02 2013 02 45 PM 505 S
410. n the button allows additional information to be entered about the claim Depending on the type of practitioner different options are displayed on this screen Allied Health including Chiropractic Occupational Therapy Osteopathic Physiotherapy Podiatry Additional Information Service is not Restrictive After Care Service Normal After Care Second medical grade footwear device was provided Service was rendered in a hospital Distance Travelled km Service is part of a Multiple Procedure _ Patient attended on more than one occasion on the same day Additional Service Text Dental Additional Information Service is not Restrictive After Care Service Normal After Care Upper or Lower Jaw Number of Teeth Service was rendered in a hospital Distance Travelled kr Service is part of a Multiple Procedure Patient attended on more than one occasion on the same day Additional Service Text MEDICARE DVA ONLINE CLAIMING amp DVA Allied Health Claim Psychology and Speech Pathology Additional Information Service is not Restrictive After Care Service Normal After Care Service was rendered in a hospital Distance Travelled kr Service is part of a Multiple Procedure Patient attended on more than one occasion on the same day Additional Service Text For Speech Pathology claims a Duration must also be entered for each item claimed Medicare Vetera
411. n to create a new patient file Front Desk 2014 Tip Front Desk 2014 has been designed to provide more than one way to perform most functions No one particular method is better than another so use the method that best suits your needs RECEIPTING AND BILLING Front Desk 2014 has been designed so that users can receipt and bill patients efficiently Receipting and billing can be performed either from the appointment book this will be covered later or directly from the patient file Open a patient file and locate the Receipt Bill and Payment buttons Receipt A Receipt is used to process a payment for one item only which is to be paid in full Click the Receipt button on the patient file Receipt Outstanding Amount 64 00 Outstanding amount Name Mr John Smith Account Primary Date 28 11 2012 E Practitioner Robert Jones r Item Code 505 lt All Schedules gt Description Standard Treatment r Fee Reduction S0 Wedicae lt These fields may be han Net Fee vile ged The patient s name is displayed in the Name field The patient s account is displayed in the Account field The current date is displayed in the Date field and can be changed if desired This field is the date of service The Practitioner field displays the patient s default practitioner which is located on the General tab of the patient s file To change the practitioner name select the correct practitioner from the dro
412. nallocated payments Simply click on the Refund button from the Transactions tab You will be presented with a list of paid items and any unallocated payments that have been made by the patient Enter the Amount to Refund and allocate the amount to the appropriate transactions If the item s to be refunded are the most recent click the Auto Allocate button The amount to be refunded is distributed amongst these items note the amounts in the Allocation column the most recent being refunded first To distribute the amount manually click in the Allocation column of the item to be refunded and manually enter the amount To clear the amounts in the allocation column click the Clear Allocated button i Refund Mr John Smith Primary Amount to Refund 0 00 Clear Allocated Auto Allocate Amount to Allocate Date Description Prac Paid Allocation Allocation column 24 04 2013 Standard Treatment Georg 30 00 16 04 2013 Standard Treatment Rober 30 00 19 03 2013 Standard Treatment Heath 30 00 27 02 2013 Standard Treatment Georg 30 00 21 02 2013 Initial Consultation and Treatment Anne 38 00 19 02 2013 Standard Treatment Rober 30 00 30 01 2013 Standard Treatment Georg 30 00 24 01 2013 Initial Consultation and Treatment Anne 38 00 vr a Gene re Refunded items can be viewed in the transactions tab The Transaction Log also shows refunded items I Patient Mr John Smith Department of Vetera
413. naveatawventenaveitawiectatias 120 Palent anSaCuOnS sosro Machanaideciag a a a a 122 tenm TGS DIN siar weed ane a cedure mealanewuceduine meadantwucedand meedaniwtatead 124 PSS Mila hae asserts ewe nasa as eager OA 125 ONC eee cet a a haut rae S eee haut beeen suntan cauttnen oat acat E ane 127 Edt Dale OLENU rerom 129 MOVING I ransactOnS orcii 130 VOICES aean a MR ata cE aes he a a as Sel ce NC 131 TALS MOUS acana a a a eens 132 Search for Invoice Statement Numbers cccccccceeeeseeeeseeeeseeeeeaeceeeuseeeesaeeass 133 IFA SaAC IONE OO tahnann iad iiadatennyahatt armies sian aad aanatet inn a daiaaeea nau nndbe 134 MGS OT Sa TEENE A EEE TEE EAE ET E E E TA E EA sedans 136 EETA O lt E E E NE AE EE E E E A EE A EAA A 137 EDOTT e 137 Patent Appointments cancans a a a a e 138 Gancels RESCHCCUICS airs wn sbct cn tees tiene tion tlaceteaan dlsls aastacetvann ales amstocsstannabelaandeat ees 139 SEL SUG Ses secant rimc a a a a a a 140 Patent Booking Gateway siessen taan ae i iaie Saai 140 Patient AD DOMMUMEMIS carrosso a N a 141 PHD nene E E E NA 143 Treatment Frequency Gra seisis a a 144 Make APPOINT ENU asep a EA EA acide 144 PAO gaa NO cee ear A a a a a aa 145 WV APAING S niscnscinisen n ia a a a aA 145 ROIO aa AN 145 CONTENTS WORKING WTR ATIEN TS wuccoutete etter culate setae E 146 OC CUD ANIONS snena tats teeta Seca sail at sated ea diesels eae areata 146 Creating Patient OCCUPATIONS ccccccccceececceeeeceeeeeseeees
414. nchronising Health Fund Card a Details Health Fund Card Details Updated vr E Log transactions to file C Program Files Front Des Don t print regular receipt when billing HICAPS Z Print HICAPS receipt on terminal Enable WorkSafe Victoria claiming EFTPOS Surcharge Item Code X Provider 7 Merchant Numbers for EFTPOS Name Number Peter Brown 090981 8T E Dr Robert Smith 05541914 J Tom Jones 2147561K Mrs Good Hands 0718645Y By default all HICAPS receipts will be printed through the HICAPS terminal If you would prefer to print HICAPS receipts on A5 paper through your default Front Desk receipt printer uncheck the Print HICAPS receipt on terminal option Please note EFTPOS and Medicare Easyclaim receipts will still be printed through the terminal Front Desk 2014 Note The Log transactions to file feature should only be used if instructed to do so by Smartsoft Australia Pty Ltd or HICAPS personnel To reduce the number of print outs when paying by HICAPS select Don t print regular receipts when billing HICAPS D A cf A A E R A A T nc a 9 A 4A P R A Pa rf fA N AR A fo E A n E N y a J ea m E AA rAUE 4U9 rinvil DE OK 2014 PRAG CE Mi AN AGEMENT osYoIENM lm HICAPS EFTPOS INTEGRATION ay Setting up HICAPS Item Codes Select Item Codes on the toolbar File System Reports Window Help AHAB SS Mm sS COOCM S 1 ADAMS Bie aeg or from the File menu System
415. ndard Letters Standard Messages gt T Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types i Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund E Group Email SendSMs gt B Contacts gt Q Search Invoices 8 Front Desk Office Messenger FA Front Desk Word Processor Calculator Backup Restore from Backup PAGE 274 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM CASH BOOK Cash Book To view the Cash Book click Cash Book from the toolbar as above Reports Export Button Button MR Front Desk 2013 Practice Management System CashBook al R Eile System Reports Window Help E x EIEE EEA Er E rE E eE E Cash Book Smartsoft Clinic DateFrom 01 02 2013 DateTo 31 03 2013 Reports Export Date Cheque No Payee Notes Total GST Coffee Tea Milk Coffee Tea Milk GST Stamps Postage Stamps Postage GST Cleaning Agents Cleaning Agents GST Hardware Hardware GST Staff Staff GST Other Ca 07 Feb 2013 1543244 Coles 35 52 3 23 35 52 13 Feb 2013 cash Australia Post 50 00 4 55 50 00 4 55 28 Mar 2013 1543245 Cleaner 350 00 31 82 350 00 31 82 x 1543246 Staff 500 00 45 45 500 00 45 45 935 52 85 05 35 52 3 23 50
416. ndard Payees Description 1 Smartsoft Clinic Expense Item Includes GST O Expense Item Excludes GST Automatically Calculate GST You may wish to have more than one cash book for the clinic Click Add to create a new cash book enter a Description and click OK Click Edit to rename a cash book and Delete to remove one Keep in mind that a cash book can only be deleted if there are no entries associated with it Select whether you want to include or exclude GST in the total of the expense items Additionally the cash book can be set to Automatically Calculate GST Select the Expense Accounts tab and click Add to enter your expenses Cash Book Setup Description b Coffee Tea Milk Stamps Postage Groceries Cleaning Agents Hardware Staff Other E c c a a a lf an expense no longer applies to the clinic you can make it Inactive by selecting the item clicking Edit then ticking the Column is Inactive checkbox Edit Cash Book Column Description Coffee Tea Milk Cancel Column ts inactive F CASH BOOK Cash Book Setup Select the Standard Payees tab and Add any entity that is paid on a regular basis e g Australia Post Cash Book Setup When the cash book has been completed and you are satisfied with the setup click Close To access the Cash Book Setup again it can be found on the System menu System Reports Window Help amp Login Q Security A AuditLog s Health Funds Sta
417. nds for that period including GST GST on Refunds calculates the total amount of GST on refunded items Received GST is the amount of GST received Billed GST is the amount of GST that has been billed Received Unallocated is the amount of unallocated payment received These are credits on a patient account not allocated to pay any specific item or payments made in advance Received Other is the received amount for a period excluding GST and Received Unallocated amounts Billed Other is billed amount for a period excluding GST billed amounts Total Billed is the total billed including GST Net Billed is the total billed minus reductions write offs GST reductions and GST write offs Total Received is the total physical amounts received including GST and any payments made using patient credits unallocated amounts STATEMENTS INVOICES H Statements Invoices The Statements Invoices function enables bulk printing of statements and invoices Click Statements Invoices from the toolbar File System Reports Window Help PTA lS lH aga oda st ann FB e a a8 Statements Invoices or from the Reports menu Reports Window Help t Banking Sheets Shift Reports ali Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes
418. ne containing the directory path Please ensure the Temp Directory selected has been allowed read and write access for the Windows user Everyone This will allow SQL Server to write to the directory without issue Advanced Backup Options Auto generate Unique Filename v Use Temp Directory C Users Public ras Ema Front Desk 2014 will remember which drive you last backed up to For the Front Desk 2014 system to ensure that the backup has been copied to your backup media successfully leave the Verify option selected To begin the backup click the Backup button and follow the on screen instructions The Front Desk 2014 backup will only back up the data in your Front Desk system It will not back up other information or data on your computer Please note that most external File Only backups will not backup data in Front Desk 2014 correctly without external utilities and instructions supplied by Smartsoft Australia Pty Ltd FRONT DESK 2014 BACKUP Restore The restore feature allows users to restore data from a previous backup This option is available to the administrator Admin and other authorised users Caution should be used when restoring data from a previous backup as all current data will be overwritten For any queries on using this feature please contact Smartsoft Australia Pty Ltd The restore feature should generally only be used to transfer data from computer to computer perhaps when
419. nesday 14 November 2012 11 00 am Wednesday 21 November 2012 11 00 am Wednesday 28 November 2012 11 00 am Wednesday 5 December 2012 11 00 am Wednesday 12 December 2012 11 00 am Wednesday 19 December 2012 11 00 am Processed Appointments Time 4 F Print Schedule v The appointment schedule will pmen automatically print if this option is lt lt Back selected SETTING UP FRONT DESK 2014 system Information Options Round amount to nearest 5 cents automatically rounds amounts to 5 cents Round amounts to nearest 0 05 by default Reason required for edit delete of transactions if this option is ticked you will be prompted for a reason when an appointment is deleted Remove Reminder SMS Email when Reminder sent this option automatically removes the reminder flag from an appointment after sending an SMS Email reminder Start typing in Title when entering new patient details this option sets the cursor into the Title field when entering new patient details ie New Patient ans ha a General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions ac OK Full Name Preferred _ eal E Search Addr j ress as E i Depending on which option is oee selected the cursor will either start R Cancel in the Title field or First Name field Date of Birt pig Mailing List Middle Name ate Gender B Archive Surname a Phone
420. ng Attachments Contacts Clinical Notes X ra dj Appointments Cancels Reschedules Statistics Patient Booking Gateway Access Practitioners Group Appointments k Delete Patient has access to the Patient Booking Gateway Print _ Email address login Copy from General tab smartsoftl07 gmail com Sch Label Change Password Treatments Make App Remind Patient of Appointment Default Appointment Type lt Never gt 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 0 00 0 00 PAGE 539 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM
421. nge to Forwarded and it will no longer be displayed on the screen To view all Forwarded claims select Completed from the Claim State drop down list at the top of the screen NA Medicare DVA Claims coe fmt Claim Type Claim Status Date Range Location Close All Completed v 21 03 2013 x to 27 03 2013 x lt lt All Locations gt gt x Type State Allocated Lodgement Date Patient Name Card Number Ref ID Claim PCS Forwarded 27 03 2013 11 08 am Nerolie Bob 3950 09871 1 1 11056 SSA00 PCS Forwarded 27 03 2013 11 08 am Seppo Eduardo 5950 06759 11 11055 SSA00C Reports Reprint Process 4 t Help MEDICARE DVA ONLINE CLAIMING Medicare Bulk Bill Front Desk also provides the ability to send Bulk Bill claims to Medicare Australia over the Internet Billing Qutstanding Amount 59 90 Patient Seppo Eduardo Account Primary Practitioner Robert Jones ie F 27 03 2013 104 lt AllSchedules gt uae ee simt Fee 59 90 Include GST C Description Medicare Consultation Reduction 0 00 Add Net Fee 59 90 0 00 Date ltem Description Code Prac Net Fee Payment 27 03 2013 104 Medicare Consultation Robert 559 90 0 00 GST Item E Acce pt Unallocated Payment Robert Jones DVA Claim Bulk Bill Medicare PCI C Print C To submit a Bulk Bill claim from the Billing screen check the Bulk Bill option at the bottom of the screen Note this option is only available w
422. nic Name Smartsoft Clinic Bulk Email Bulk Email Clinic Phone 08 8361 2666 rene option Website address URL _http 154 122 222 XXX bookinggateway Practice Description practice v how you refer to your practice Patient Description client v how you refer to your patients Practitioner Description practitioner v how you refer to your practitioners Theme Colour E Custom x Contact Times when are you available to contact patients Mon Tue Wed Thu Fri Sat Sun Mew www Mw ww PB PM W v z v v v v pogo V Use Logo Clear Help By default Include patients who have already received a login request is not enabled Patients C Include patients who have already received a login request 02 11 2013 The Filter options can be used to select only patients who meet the selected criteria For example selecting Appoint between dates combined with the Appointment with filter to select only those patients who have had an appointment during a set date range with a certain practitioner or practice group Select or deselect individual patients Template selection PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Click Email to send an email to those patients with an email address WB Select Email Recipients Select Title Firstnarne Surname Ms Dianne Adams Ms Corrine Adcock Mr Shannon Alander Mrs Jacqueline Alexander Mr Kevin Andrews Mir Peter Crosato Mr Franz Jamieson Sr
423. nners Condition Region Stage lt All gt Date Practitioner Type Condition Region Stage 09 07 2013 George Rogers x History x lt None Selected gt x a 21 08 2013 T Georg 3 mths1 day ago i Last modified 10 10 2013 12 20 today by Admin aly a aH Q PAra y uvyE Or BZU Gat E Welcome Letter Show All George Rogers 9 7 2013 3 mths 1 day ago H George Rogers 21 8 2013 7 wks 1 day ago T Subjective No change moderate levels of pain levels movement unchanged Objective Flex 25 ext 60 Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months 1 patient in queue ia Show All Revisions Welcome Letter 0 KB Dr Sam Smith Medical Centre 123 MainRd HACKHAM SA 5163 22 8 2013 Dear Dr Smith am writing re Mr John Smith D O B 1 7 1967 he had his last appointment on No Previous Appointments We have treated them for XXXXXXX They will require an additionalX treatments to sort out their problem Yours sincerely Robert Jones m EEE To view a list of all clinical notes attachments click Show All Attachments from the right menu ieee Biting Detaits Medicare DVA Transactions Appointments Events Notes Recalls Tracking Attachments Contacts Clinical Notes Filter Reminder
424. not need to be re requested from Medicare DVA To retrieve a Processing or Payment Report go to the System menu and select Medicare Claims System Reports Window Help Audit Log Health Funds Standard Letters Standard Messages b Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Sreeay Mlt D Clinical Notes Templates Clinical Notes Types i Clinical Notes Conditions Regions Stages J gt Clinical Notes Quick Buttons 2 Cheques E Group Deposits Patient Event Types 6 Messages HICAPS Transactions amp Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund Group Email Send SMS b Contacts b Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator Backup ak EN BO OSRe BN Restore from Backup MEDICARE DVA ONLINE CLAIMING Bulk Bill DVA Reports Open the Medicare DVA Claims window from the System drop down menu and select Process Claim Type Claim Status Date Range All Incomplete 09 11 2009 x to gee Type State Allocated Lodgement Date Patient Name Card Number Ref ID Claim ID DVA Submitted __10 11 2010 4 07 pm a DVA Submitted 10 11 2010 1 34 pm Glynn Bickham NX901116 A0712 BB Submitted 09 11 2010 12 08 pm Bartholomew Smythe 6502 46348 11 25564 A0770 BB Submitted 09 11 2010 12 01 pm Bartholomew Smythe 6502 46348 11 25564 A0769 BB Submitte
425. ns Affairs ol E General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions lt gt Account Primary Close Date Prac Debit Credit Owing Description Item Reprint 21 03 2013 Anne 38 00 0 00 Initial Consultation and 21 03 2013 Anne 38 00 Payment Received 21 0 Delete Item 23 11 2012 Anne 38 00 Refund 19 03 2013 Robert 30 00 0 00 Standard Treatment Edit Item 19 03 2013 Robert 30 00 Payment Received 19 0 27 03 2013 George 30 00 0 00 Standard Treatment chink inte 23 11 2012 George 30 00 Write Off 23 11 2012 RS a z Statement 18 04 2013 Anne 38 00 0 00 Initial Consultation and ed 23 11 2012 Anne 38 00 Fee Reduction Trans Log 16 04 2013 Robert 30 00 30 00 Standard Treatment reel 24 04 2013 George 30 00 0 00 Standard Treatment Write Off gt 24 04 2013 George 30 00 Payment Received 24 0 _ 4 gt Refund Outstanding Transactions Only Show as Account aimee oO Primary 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 30 00 30 00 Help Export The current view can be exported to CSV or Microsoft Excel using the Export button Uncheck to view all appointments Select if the patient requires reminding on all appointments WORKING WITH PATIENTS A Patient Appointments Select the Appointments tab from the patient file A Patient Mr John Smith a a Billing Details Medicare i DVA Transa
426. nt 104 00 Cancel Transaction Information Tyro terminal returned the following message Status COMPLETE Result APPROVED Authorisation Code 001192 Transaction Reference 135916 Click the Cancel button to cancel a HealthPoint Claim You will be prompted with the following screen Cancelling this claim will require you to swipe the patient s health fund card Would you like to continue Click Yes to proceed with the refund PAGE 451 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION ty Tyro Transactions HealthPoint Cancellations You will be asked to swipe the patients health fund card Healthpoint Swipe health fund card Healthpoint request started Cancel Transaction If successful the following message will be displayed Tyro terminal returned the following message Result APPROVED Response Code 00 Description APPROVED Front Desk 2014 Note You can also refund Tyro EFTPOS purchases or cancel Tyro HealthPoint claims by deleting the associated transactions from the Transactions tab on the patient s file Front Desk 2014 Note A HealthPoint Claim can only be reversed on the same day as it was submitted You will need to swipe the patient s card to cancel a claim PAGE 452 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION ty Refunding an EFTPOS Payment To refund an EFTPOS payment without removing the payment from the patient s file in
427. nt time PCS is the required method of transmitting claims outside Medicare Australia operating hours Note Medicare Australia operating hours are 7am to 9pm AEST Monday to Friday except National Public Holidays MEDICARE DVA ONLINE CLAIMING amp PCI Claim PCI claims are generally sent to Medicare at the time of billing or receipting the patient but a claim can be submitted to Medicare up to 2 years after the treatment date SUBMITTING A PATIENT CLAIM FROM THE RECEIPT SCREEN Marne Seppo Eduardo Account Primary Date 25 03 2013 Practitioner Robert Jones Item Code 10960 lt All Schedules gt Description Medicare Consultation Fee 59 90 Include GST Reduction 20 00 Medicare PCI Net Fee 59 90 Print If the patient would like to claim their Medicare rebate on the spot tick the Medicare PCI option on the Receipt screen After payment has been taken the Medicare Claiming Wizard will be displayed Medicare Patient Claims Interactive Step 1 Patient Details and Transactions Patient Name Seppo Eduardo Gender Male Medicare No 5950 06 59 1 Items to Claim tem Code Description gt 10960 Medicare Consultation MEDICARE DVA ONLINE CLAIMING Pci Claim The first page displays patient information and a list of the items to be claimed through Medicare Clicking on the button allows additional information to be entered about the claim Additional Information Service
428. ntDesk iCalendar i 7A227 C4 Copy to Clipboard Setup Instructions How many appointments should be synced to Calendar Previous weeks Weeks in future 1 2 ba Default Appointment Types can be set individually per practitioner where required Select a Default Appointment Type to specify a default for continuing patients Select a Default New Patient to specify a default for new patients Select a Default Class Type to specify a default for group bookings The defaults selected will take precedence over any clinic based defaults set within System Information when making appointments with this practitioner SETTING UP FRONT DESK 2014 2 Practitioners Clinical Notes Select the Clinical Notes tab from the Practitioner dialog and then select the Fonts tab E Practitioner George Rogers Default Items Appointment Book Clinical Notes Security Templates Reminders Warnings Contraindications Sample Clinical Notes Sample Practitioners may wish to have their clinical note entries appear in a specific font style and size To change the font of Reminders Warnings Contraindications History or Treatments select the corresponding Font button A practitioner must be logged into the system under their user name for these font style settings to be used Editing these defaults will not change any existing entries and will only change the format of subsequent clinical notes records Access to a practitioner s c
429. nts click None Note that patients with the Hold Statement option selected on their patient card will have the process option deselected by default From the Statement Selection screen mailing labels can be produced by clicking the Labels button To print or preview a Summary report of the patient statement list click either the print or preview Summary bution To print the statements click Print Amount Owing At Report To generate a balance owing report for each practitioner click Owing At on the Statements tab Select a date from the Amounts Owing field To view this information click Update A list of all practitioners with the amounts owing to them will be shown Click Export to export the Balance Owing At Report to CSV or Microsoft Excel Amount Owing at Date Amounts owing 30 11 2012 Gose George Rogers 431 80 Robert Jones 37 00 Export Robert Smith 1 016 00 Heather Brown 182 00 Peter Brown 789 00 STATEMENTS INVOICES J 45 Statements Invoices Account Balance Report To generate an account balance report click Acc Balance on the Statements tab There are three different Report Types available Outstanding amounts amp credits Outstanding amounts only Credits only This report may be Printed Previewed or Exported to CSV or Excel by clicking these buttons Account Balance Report By Patient Summary Report E Detailed Report Report Type Outstanding amounts amp c
430. ocessor Attachments Default Path C Program Files Front Desk 2000 Attachment Size Show warning when adding attachment over 500 KB Scanning Scanner Type Default Attachment Scanner WLA HP U M2727nf Scan Default A ray Scanner WILA HP U M2727 nf Scan Default Patient Photo Camera WIA HP LaserJet 3390 C Use DirectShow The default folder for Front Desk to look in when adding attachments can be set using the Default Path on the Attachments tab A warning on Attachment Size can be enabled by checking Show warning when adding attachment over a set size in KB kilobytes This will notify users if they are trying to add attachments over the selected size in the Patient File The Default Scanner and Camera settings can be set from this tab SETTING UP FRONT DESK 2014 system Information Bar Code Scanning select Enable Listening for Bar Code Scanning if you wish to use a bar code scanner for billing and or receipting items Click Auto Detect and while the Scan Bar Code to Auto Detect Settings progress bar is displayed scan a test bar code and the bar code scanner s settings will automatically be read and set in Front Desk 3 System Information Enabled Listening for Bar Code Scanning Preceding Characters Header Do maximum amp characters Terminating Characters O Carriage Return Specia Scan Bar Code to Auto Detect Settings pa EE le E Billing Options Automatically AddItem Select Item Only Re
431. od N Mrs Anna Dallos S Mr Damian W Young N 1 j 2 2 a g Se En 9 10 11 12 13 14 15 f1230pm 16 17 18 19 2 2 22 23 24 25 265 27 28 29 12 45 pm 30 31 1 00 pm Mr Phil Alexander S Mr Phil Alexander S Mr Phil Alexander S Mr Phil Alexander S Mrs Sylvia Dall H Dr Lelievre Richards W Mr Graeme Pay F Mr Benjamin Durham N January 2014 Mon Tue Wed Thu Fri Sat Sun 12 g e s e 6 7 8 9 10 11 12 fi45pm 13 14 15 16 17 18 19 20 2 22 23 24 25 26 200pm 277 28 29 30 31 2 15 pm 1 15 pm Por Frank Kowald F Dr LeLievre Richards F Miss Stephanie Randalll S Mrs Yvonne Pace W Unavailable Mr Robert Griggs S Miss Rachael Dangerfield H V d r Mr Matthew Bowley F Mr Giuseppe Joe Darby HV I Mrs Margaret Aspinall 5 3 February 2014 haa Mon Tue Wed Thu Fri Sat Sun 245pm 1 2 3 00 pm Mrs Ruth Hales S Mr Rick Springbett H V 10 11 12 13 14 15 16 345pm Mr Ned Daly N 7 18 19 0 A 2 B ASB zga 1 2 3 4 5 6 7 8 9 3 45 pm Mrs Margaret Walker S Miss Cindy Pace 5 Miss Jean O Brien N 4 00 pm Mrs Mary Margaret Walker S 1 4 15 pm Miss Zalie Michell S 1 Mst Matthew van t Oosten F 4 30 pm Mrs Joann Fatiak S Mr Albert Officer H Mrs Linda Doyle S Mrs Deborah Laurence H Miss Nicole Orlowski S S_ appointment Details Mr Russell Nicola F Mr
432. of 62 25 Would you like to refund this amount through the EFTPOS terminal This will require the patient s EFTPOS card re lf you try to delete an item which was entered and paid for with other transactions the following Manual Payment Reconciliation dialog will appear Manual Payment Reconciliation A You wish to delete a transaction or transactions that was entered with other transactions and that were paid for with more than one payment type In the following steps you will need to enter the new payment type or pes for the remaining transaction on the system In Step 2 you will be shown the transactions remaining In Step 3 you will be required to enter the payment type for these transactions Mote that the total of the payment type must equally the total for the remaining transactions Press Next to continue WORKING WITH PATIENTS Z Patient Transactions Click Next to continue with the reconciliation Back to go to the previous screen or Cancel to cancel the operation The following Manual Bank Reconciliation Step 2 dialog will be displayed Manual Bank Reconciliation Step 2 View Transactions All transactions below were paid for at the same time as the transaction that wou wish to delete Press nest gt to indicate how payments will be adjusted after this deletion Date Frac tem Code Description Debit Credit Owing GST pl oat 72012 Robert Payment Received 237117201 30 00 Total payment for outstand
433. of Referrer 1 Referrer 1 Title Referrer 1 First Name Referrer 1 Surname Referrer 1 Address1 Referrer 1 Address2 Referrer 1 Address3 Referrer 1 Home Phone Referrer 1 Work Phone Referrer 1 Mobile Phone Referrer 1 Fax Number of people referred by Referrer 1 Referrer 1 Date Name of Referrer 2 Referrer 2 Title Referrer 2 First Name Referrer 2 Surname Referrer 2 Address1 Referrer 2 Address2 Referrer 2 Address3 Referrer 2 Home Phone Referrer 2 Work Phone Referrer 2 Mobile Phone Referrer 2 Fax Number of people referred by Referrer 2 Referrer 2 Date Name of Professional Referrer Professional Referrer Title Professional Referrer First Name Professional Referrer Surname Professional Referrer Address1 Professional Referrer Address2 Professional Referrer Address3 Professional Referrer Home Phone Professional Referrer Work Phone Professional Referrer Mobile Phone Professional Referrer Fax Number of people referred by Non Professional Referrer Professional Referrer Date Name of Non Professional Referrer Non Professional Referrer Title Non Professional Referrer First Name Non Professional Referrer Surname Non Professional Referrer Address Non Professional Referrer Address2 Non Professional Referrer Address3 Non Professional Referrer Home Phone Non Professional Referrer Work Phone Non Professional Referrer Mobile Phone Non Professional Referrer Fax Number of people referred by Non Pro
434. oft Front Desk lf you wish to change the Data File Location click browseLJ The Return Address section is used for printing the return address on envelopes that are set up within Standard Letters SETTING UP FRONT DESK 2014 G System Information Clinical Notes Select the Clinical Notes tab from the System Information dialog R System Information cm E Clinical Notes Attachments Bar Code Scanning Network Backup Revisions ne i Close Edit Revision Period 4 x hour s m Clinical Notes Order Most Recent on Top Oldest on Top Options Auto Complete is case sensitive v Allow background saves every 2 minute s Check spelling as you type v Spell check form fields v Enable Clinical Notes Conditions 4 Preview Microsoft Word documents v Show Practitioner Queue in Clinical Notes Appointment Book Information v Show Clinical Notes Status on Appointment Book Rich Text Settings affects old style Clinical Notes only Use advanced RTF better table handling etc Use standard RTF for compatibility Help The Edit Revision Period specifies the time period allowed for editing before a revision is created This time period can be set from O to 12 hours The Clinical Notes Order determines the order of clinical notes records in a patients file They can either be displayed Most Recent on Top or the Oldest on Top The Auto Complete is Case Sensitive option will only trigger an auto com
435. ointments V Events Pack Appointments Transactions vV Delete Transactions Banking Sheets Edit Transactions Statements Edit Transaction Entry Date Receipt Bill Payment V Edit Cheques Show Balances Write Offs EFTPOS Reversals V Refunds Medicare DVA Claims dvanced Features V Cash Book Front Desk Office Messenger Z Cash Book Setup Backup Group Email Attachment Security V Send SMS View Database Logins Audit Log Restore from Backup Select the reports available to that user and then click OK r Access George Patient Tabs Web App Book Appointment Book Booking Gateway Reports Clinical Notes Practice Groups Locations 7 Transaction Log Select the ALL button to give access Billings Report i Trend Analysis rights to all reports J Recall Patients V Active Inactive Patients Birthday List V Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Report Inter practitioner Report GP Medical Referrers List Medicare DVA Report GST Reconciliation Report HICAPS Reports Future Income Report PAGE 94 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM FRONT DESK 2014 SECURITY Ti Setting up Users To set specific access rights for a particular practice group and or location select the Practice Groups Locations t
436. ommend that you backup Front Desk regularly Thu 27 Sep 2012 11 19 am hr James Pasczi Thanks for the _ Thu 27 Sep 201 Mark as Unread Mr Phil Alexan Thanks Clear Message Clear All Read Messages If a message is already marked as unread the right click menu will include an option to Mark as Read y ARA m ABE vs ees E Vi ANACEN i E N CVCTE RNR L AA AN ZAC s m NIAN m V amp fi i Jb VIANAUENWIENT SOTOIENI gt A A jT eA AAI A ma CROAT DES L 9A1 D R MO OINI VEOR LUIA rn DAGE 991 AGC Ll APPOINTMENT BOOK Messages All messages can be viewed by selecting Messages from the System drop down menu System Reports Window Help Login Security Audit Log Health Funds Standard Letters Ut NFO Standard Messages gt T Occupations a Patient Tracking Categories ww Recall Types amp GP Referring Doctor Types 1 Clinical Notes Templates E Clinical Notes Types E Clinical Notes Conditions Regions Stages ze Clinical Notes Quick Buttons EA Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims l Medicare DVA Payments Patient Booking Gateway Logins EFTPOS Refund a Group Email SendSMs gt B3 Contacts gt Q Search Invoices Cash Book Setup Front Desk Office Messenger A Front Desk Word Processor Calculator Backup Restore from Backup The Messag
437. on Tyro terminal returned the following message Status COMPLETE Result APPROVED Authorisation Code 793570 Transaction Reference 161849 OR If you click Cancel at this stage Front Desk will prompt you to swipe the patient s cards once more to cancel refund the submitted HealthPoint claim EFTPOS purchase lf an error or problem occurred with the HealthPoint claim Front Desk will display this error and allow you to select an alternative payment method lf the Print box is ticked on the receipt screen a normal Front Desk receipt will also be printed for the patient ZA RPC AAD PRAA AIT Arce AAI A PDRaARrT PAGE 443 FRONT DESK 2014 PRACTI FAULK TTo NUN VEOR 2ZU14 Fi N j TAN N WNC oy Th j E i i w Y amp I l 5 VL VIAINAULIVIEING OQrOTLIV TYRO INTEGRATION fY Tyro HealthPoint Integration Billing The Bill function can be used to perform the following functions Receipt one or more items bill and full payment Accepting a part payment for one or more items Account Receipt Billing a patient for one or more items with no payment Account Processing transactions for one or more linked patients e g a family Making a payment greater than the amount being billed transaction with an unallocated payment attached Click Bill on the patient card or on the appointment book Billing Qutstanding Amount 62 25 Patient Christopher Ashley Practitioner Yerda Renoux Date 19 05 2014 T
438. on fog Network Backup Messenger SMS Email Advanced 4 Advanced Health Fund EFTPOS Medicare E Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title O Additional Info Health Fund Medicare DVA GP Referring Doctor Details EO Medical Specialist Referrals E Multiple Locations E Stock Control Manage Stock per Location E Email Integration O SMS Integration Patient X rays C Patient Photos Patient Contacts Patient Contacts option C Quotations Patient Events E Future Billing Sales Processes Defaults for Profession To create a contact type select Contacts from the System menu and then Contact Types System Reports Window Help Login Security Audit Log Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Aa Bre RHWOt NA Clinical Notes Conditions Regions Stages ze Clinical Notes Quick Buttons 2 Cheques Group Deposits Patient Event Types 3 Messages HICAPS Transactions amp F Medicare DVAClaims Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund Group Email SendSMs gt B Contacts gt amp Contacts Q Search Invoices Contact Types Cash Book Setup I Relationship Front Desk Office Messenger A Front Desk Word Processor Calculator Backup
439. on provided on each payment includes date and time of payment practitioner payee item paid for payment type and the amount paid The total amount of all payments within the specified period of time is also detailed Banking Sheet details cash credit card and cheque payments received within the specified period of time suitable to be presented to a bank as part of your normal banking Summary consists of 2 sections the first detailing the amounts billed and number of billings for each item including the GST received within the specified period of time and the second a summary of payments received by payment type Note the total of the billed items in the first part of the summary report does not necessarily need to be the same as the total of payments received in the second part of the report This report also has the option to display the Received Only of this report BANKING SHEETS SHIFT REPORTS Ss Banking Sheets Shift Reports The reports on the Banking Sheets Shift Reports can be produced for a particular period in 3 ways 1 Using Clinic Shifts which are pre defined day and time periods for a report Clinic shifts can be set up in System Information 2 By Banking Periods which allows you to produce a report from a previous date and time that was defined by resetting the banking period when the report was last viewed 3 By using the Manual option to set from and to dates and a time period To set the report period
440. ons GST RECONCILIATION GST GST Reconciliation Select GST Reconciliation from the Reports menu Reports Window Help Ss Banking Sheets Shift Reports Ali Transaction aa Statements Invoices ka Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List hob 0 K Events Report Time Management Report Treatment Plan Report Item Codes 34 amp amp Inter Practitioner GP Medical Referrers List HICAPS Report amp F Medicare DVAReport Fi Stock Control b GST GST Reconciliation The GST Reconciliation dialog will appear 3 aA GST Reconciliation Period Frown Weiter 0 Ten te rae To Wednesday 31 October 2012 Type Preview Cash Accrual i Summary Filter By Practice Practice Group Robert Jones Practitioner Robert Jones Set the period that you require for this report by setting the From and To dates The report can be generated for both Cash and Accrual accounting If you are unaware of which option to choose please check with your accountant lf a GST Reconciliation report relating to a particular practitioner or practice group is required then select By Practice and the relevant Practice Group or Practitioner lf a detailed report is required un tick the Summary option This report may be Printed or Previewed by clicking these buttons RECALL PATIENT LIST F Recall Patien
441. op down box The Practitioner field displays the practitioner providing the service To change the practitioner you can simply start typing the name of the practitioner or use the drop down box and select a practitioner The service Date is set to the current date by default but can be changed as required to reflect a different date of service Select this option to accept credit payment RECEIPTING AND BILLING The Item Code field displays the default item code associated with the selected practitioner and the patient s fee category The Description field describes the item code and may be edited Select a different item code from the drop down box if required lf the item attracts GST the Include GST option will be checked on selection of that item You may override this if required The Net Fee and Payment fields display the amount being billed and the amount being paid respectively The Fee Reduction and Payment amounts may be edited Click the Add button when the information regarding the service is correct The item will appear in the transaction grid below To remove a transaction from the grid double click on that transaction To accept a payment that is greater than the amount being billed check the Accept Unallocated Payment option and select the practitioner you wish the amount to apply to Outstanding amount Billing Outstanding Amount 64 00 Patient Mr John Smith Payment is greater than the
442. or the X button to close the patient file a prompt to save will appear if data has changed within the patient file To import a picture of the patient onto their file left click on the photo diagram and click the Add button and locate where the picture file has been saved 7 Patient Photo Capture Alternatively patient photos can be captured using a camera or webcam connected to your computer by clicking on the Capture button Right click on the Capture button for additional capture options WORKING WITH PATIENTS Zz Patient General Information select the particular image to insert and click Open Recent Places Desktop Libraries A Computer 210 x 220 pixel Te 16777216 Colors 24 bit 72x72 dpi Network File name patientphoto jpg X Open Files of type Common Graphic Files C tf f jpg pox bm v Cancel JPEG Bitmap JPG YCbCr File 72KB Mem 135 KB The picture will automatically decrease or increase in size to fit the photo section on the patient file Click OK to insert the file Patient Photo The patient photo feature is an optional advanced feature which can be disabled from the Advanced tab in System Information HICAPS EFTPOS Medicare Online SMS Emaii Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title C Medical Specialist Referrals Additional Info Health Fund Medicare DVA HICAPS In
443. ormation as below Select the patient s ID number from the ID drop down box and click OK If you wish to cancel the HICAPS claim at this point click Cancel Patient Mr Justin Smith HICAPS EFTPOS INTEGRATION Receipting with HICAPS Receipting is a quick way to produce a receipt for one item only which is to be paid in full Click Receipt on the patient card or on the appointment book Mame Mr Justin Smith Account Primary Date 20 03 2013 Practitioner Robert Jones Item Code 505 lt All Schedules gt Description Standard Treatment Fee 5594 90 Include GST Reduction 0 00 Medicare PCI Net Fee Select the correct Date Practitioner and Item Code The default fee and reduction can be adjusted if necessary and a clinical code selected if applicable Click OK to process the receipt On the Payment screen click the HICAPS button to submit this transaction to HICAPS lf the patient does not have a patient ID entered you will be prompted to select one from the Health Fund Patient Numbers screen Use the ID drop down box to select the number found on the patient s health fund card k Health Fund Patient Numbers is ie Please enter the Patient ID s from the Health Fund Card Patient Mr Justin Smith Patient ID HICAPS EFTPOS INTEGRATION D Receipting with HICAPS You will be prompted to swipe or insert the health fund card to begin the claim i Payment Type Amount to Pay 52 00 Prev
444. osoft Excel installed on your computer Appointment Book Range Date Range From 29 11 2012 To 29 11 2012 ETE PAGE 226 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK Future Appointments The Future Appointments report can be used to display the next three appointment times for patients with appointments in the date range Select the time of day to which the report applies Future Appointments All for all day AM for morning shift con PM for afternoon shift O PM Before the specified time F Before 10 36 AM After the specified time AM C Afte 10 36 AM TERE Toe The date of the patient s appointment is selected in Date Range the Date Range field Other options for the report From 29 11 2012 Re include ordering the list by Name or Time 79 11 2012 le displaying a Selected Practitioner and displaying E patients that have no appointments Order by Name C Time Practitioner l 7 Select the desired practitioner column name Include appointments for This will show all appointments in the other practitioners within column even if the override same column practitioner option is selected E Only with no Appointments Only show patients with no future Cancel appointments lt lt All Practitioners gt gt APPOINTMENT BOOK Search Casual Appointments To search within casual appointments click the Search Casual Appointments icon gmn Casual Appointment
445. oto or click Add to change the photo Capture to capture another photo or Clear to remove the photo The default source for capturing patient photos can be set on the Attachments tab in System Information Some cameras will need the Use DirectShow option selected IR System Information o Ei Front Desk Word Processor Clinical Notes Attachments Bar Code gt Attach ts PER Glose Default Path C Program Files Front Desk 2000 Attachment Size V Show warning when adding attachment over 500 KB Scanning Scanner Type TWAIN z Default Attachment Scanner WIA HP LJ M2727nf Scan sv Default X ray Scanner WIA HP LJ M2727nf Scan v Defualt device for Default Patient Photo Camera i i WIA HP LaserJet 3390 Use DirectShow capturing patient photo Right clicking on the Capture button allows the user to change the Default Capture Source or to alter the Crop Edges setting which by default will crop 16 off the edges of photos ner SS New ent _ Delete _ Mailing List Patient Photo Archive Default Capture Source WIA HP LaserJet 3390 WIA HP LJ M2727nf Scan Crop Edges 60 Days 30 Days Cu 0 00 51 95 1 5 10 15 20 25 ADVANCED FEATURES 2 Patient X rays Select the Advanced tab in System Information Enable Patient X rays if you wish to import digital X rays into patient files E
446. outstanding amounts or has not been allocated to outstanding accounts the following Warning dialog will appear i All of the payment has not been allocated Please allocate the remaining amount of this payment To resolve this either select the Accept Unallocated Payment option to indicate that an unallocated amount is also being accepted change the Payment amount or select the Auto Allocate button to allocate any remaining amounts Select this option to accept credit payment PAYMENTS Payment Mr John Smith To allocate a credit to a patient s account when there are no outstanding amounts enter the amount to be credited into the Payment field select the Accept Unallocated Payment option and then click OK 0 00 oe Account Enter ee Primary amount to 50 00 Unallocated Credit Invoice Statement E Date range be credited 0 00 Account Balance j Note that there are no outstandin This payment includes an unallocated amount of 200 00 amolints 9 Is this correct Inallocated a nt 200 00 orea he unallocated amount payment Print lf the Use Banking Sheets option in System Information has been selected the Payment Type dialog will appear Enter the amount to be paid in the correct payment type and click OK or press Enter on the keyboard The patient s balance will now appear in blue within brackets indicating a credit amount as shown below VE Patient Mr John Smith General Billing Details Addi
447. ow Help Banking Sheets Shift Reports fli Transaction statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report ltem Codes Inter Practitioner Future Income GP Medical Referrers List HICAPS Report Medicare DVA Report Stock Control t Stock Order GST GST Reconciliation ies ie i hD DEHA HRPeilma org DE This report will provide the current stock levels for all stock items AR Stock Level Report Filter L By Item Item Code 500 Initial Consultatio Schedule Non Service Include archived item codes E By Location Burnside The Stock Levels Report can be filtered either by Item Code or by Schedule Select Include archived item codes to include items that have been archived HICAPS EFTPOS INTEGRATION Setting up HICAPS EFTPOS System Information Before we begin the setup of HICAPS EFTPOS Integration please ensure the following You have a list of HICAPS item codes for your practice The HICAPS terminal is connected to a phone line The HICAPS terminal is connected to a serial or USB via an adaptor port on your computer The HICAPS terminal is turned on You have installed the HICAPS Connect software To enable HICAPS integration select HICAPS on the Health Fund EFTPOS Medicare tab on the Advanced tab in Sy
448. p Login Q Security A Audit Log s Health Funds Standard Letters WJ E Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages C j ck t h e M ess e n g er i CO n to Clinical Notes Quick Buttons Cheques open Messenger or bring it Group Deposits Patient Event Types to t h e fro nt Messages HICAPS Transactions Medicare DVA Claims Medicare DVAPayments AAOSDRAACHMEBrasi Patient Booking Gateway Logins EFTPOS Refund E Group Email Send SMS gt S8 Contacts gt Q Search Invoices Cash Book Setup amp Front Desk Office Messenger A Front Desk Word Processor File System Reports Window Help Calculat a J ABs mets ACCME lAa aF o g Backup E Rade kno Dadap Front Desk Office Messenger Generally Messenger will be running minimised and displayed as an icon in the system tray at the bottom right of the screen as below Th Front Desk Office Messenger Eee oe Front Desk Messenger in system tray Users can double click this icon in the task bar or right click and select Front Desk Office Manager to open the Messenger window The users and computers depending on your configuration using the Front Desk Office Messenger within your office will be listed on the right hand side FRONT DESK OFFICE MESSENGER oe Fron
449. p Deposit To view details regarding group deposits select Group Deposits from the System menu System Reports Window Help A AuditLog Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types i Clinical Notes Conditions Regions Stages J gt Clinical Notes Quick Buttons FZ Cheques a Patient Event Types 6 Messages HICAPS Transactions amp F Medicare DVAClaims I Medicare DVAPayments Patient Booking Gateway Logins EETPOS Refund a Group Email SendSMS b Contacts gt Q Search Invoices Cash Book Setup S Front Desk Office Messenger Front Desk Word Processor Calculator Backup Restore from Backup A list of Group Deposits between two dates will appear R Group Deposits Date From 18 09 2012 To 25 09 2012 F Show Incomplete Group Deposits Only Close Date Amount Payee Balance a Edit 24 09 2012 120 00 Medicare DYA 120 00 25709 2012 1 156 25 General Insurance Co 0 00 Delete amp Print W A Preview Export To view the transactions made by a particular deposit click the plus to the left hand side of the deposit A drop down box will appear with the transaction details Fr A mA A gt PRGA eR a A A RA A _ ad A A ATRA AA ALAT A NR DACE 9A R ONI i l Ea K Of 1 DPR ACTIC EN IANA CEM E N SYS MJ i
450. p down box The Item Code and Schedule that are displayed are defaults associated with the practitioner and the patient s fee category To change the schedule and or the item code select from the drop down box lf the item attracts GST select the Include GST option The amounts in the Fee and Reduction fields are derived from the item code the patient s fee category and the GST option these items may be overwritten manually at the time of producing a receipt To print the receipt ensure that the print box is ticked The default state of the Print option can be selected from within System Information under the Options tab To process the receipt click the OK button Front Desk 2014 Tip The receipt function is for one item only which is paid in full RECEIPTING AND BILLING lf the patient has paid in advance and they are in credit then the payment type screen will appear with the amount of Credit Available IB Payment Type Amount to Pay 60 00 Prev Credit Credit Available Cash PTE Cheque s Grp Chq Deposit 50 Register Card 0 00 Visa Master Card American Express Diners Other EFTPOS 560 TIpos UPA Medicare DVA Direct Deposit Total Enter one or more payment types in the appropriate cell Click OK to continue or Cancel to cancel The Payment Type dialog will be covered in more detail in the Payment Dissection section of the manual Bill for an item in the past GST items wi
451. pdate Manually update or Net Billed 38 126 75 Total Received 37 862 00 C Hp F Set the From and To dates to the desired period Two dates are associated with each transaction the date that the transaction was entered into the system and the date of service Date of Trans Select Date Entered to view transactions filtered on the date they were entered into the system or select Date of Trans to view transactions filtered on date of service Select the By Item option to view transactions that relate to a particular Item Code or Schedule If a transaction log report relating to a particular practitioner or practice group is required then select the By Practice option and the relevant Practice Group or Practitioner To view the details of a specific transaction double click on the transaction and the patient s file will open up to their Transactions tab To view the method of payment click on the plus on the payment line This report may be Printed or Previewed by clicking these buttons The Transaction Report can either show all transactions or just summary totals by selecting the Detailed or Summary options This report automatically updates whenever the date or any of the filter options are altered To manually update the information after you have selected the report criteria un tick Auto update and click Update TRANSACTION LOG fli Transaction Log Several transaction types are used in the Front Desk 2014
452. pe State Allocated Lodgernent Date Patient Name PCS Stored 27 03 2013 11 04 am PCS Stored 27 03 2013 11 03 am Nerolie Bob Stored 27 03 2013 10 17 am Seppo Eduardo Stored 27 03 2013 10 17 am Seppo Eduardo Stored 27 03 2013 10 16 arn Seppo Eduardo Stored 27 03 2013 9 53 am Seppo Eduardo H H amp ee PAGE 495 Nerolie Bob Location lt lt All Locations gt gt Card Number 3950 09871 1 1 3950 09871 1 1 5950 06759 1 1 5950 06759 1 1 5950 06759 1 1 5950 06759 1 1 RefID Claim SSA00I 11056 SSAQNC 11055 SSA00C _ 11055 ssaood 11055 S5A00C 11055 S5A00C FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE DVA ONLINE CLAIMING amp Forward PCS Claim PCS claims that have not yet been forwarded will have the state Stored and will be displayed when the Claim State is set to Incomplete Find the PCS claim that you wish to forward to Medicare Australia highlight it and click on the Send buiton You will be asked if you want to forward the stored claim RA Medicare DVA Claims Claim Type Claim Status Date Range Location All v Incomplete v to 27 03 2013 x lt lt All Locations gt gt pe Si Allo 1 Lo saem ent Date Patient Name ard Number ef ID T e EE e E E 7 03 2013 11 03 am Nerolie Bob 0 098 1105 5950 06759 11 1105 Processing Claim 5950 06759 11 11055 Reprint 7 03 24 Ea 5950 06759 11 11055 SSA00C Process Once the claim has been submitted the State will cha
453. ph _ Invoices O Payments Filter By Item 3 Item Code 10960 Medicare Schedule Non Service By Practice 3 Practice Group Robert Jones Practitioner George Rogers Group By Iv Schedule Practitioner Fee Category The Billings Report can be produced to show billing by By Practice or By Patient Select either the Week Beginning option to generate a weekly report or select the Date option to specify a particular date range By default the Date of Trans date of service option will be selected If you require the report by Date Entered select this option By default the Billings Report will be generated by Invoices If you require a report based on payments received select the Payments option Select the By Item option to view transactions that relate to a particular Item Code or Schedule If a billings report relating to a particular practitioner or practice group is required then select the By Practice option and the relevant Practice Group or Practitioner Grouping allows you to view the report By Schedule By Practitioner or By Fee Category or a combination of these options This report may be Printed or Previewed by clicking these buttons To export to CSV or Microsoft Excel click Export Click Graph to view the Billings Report as a pie chart TREND ANALYSIS pot Trend Analysis The Trend Analysis graph provides a flexible and easy method to view the clinic s transaction trends over time Cli
454. plete line in clinical notes if the exact letter case is used in the replacement keywords Users can set how often clinical notes are automatically saved using Allow background saves every x minutes s Check spelling as you type will automatically spell check while typing clinical notes Select Spell check form fields to have words entered in form fields automatically checked for spelling mistakes Enable Clinical Notes Conditions will toggle clinical notes conditions on or off Check Preview Microsoft Word documents to preview Microsoft Word documents within clinical notes Show Practitioner Queue in Clinical Notes will enable the practitioner queue within clinical notes Selecting the Show Clinical Notes Status on Appointment Book enables users to view a list of patients who have not had a clinical note entered This list is viewed by placing the mouse pointer over the practitioner s name on the appointment book The Rich Text Settings can be set to better handle tables within clinical notes advanced RTF or changed to standard RTF for users wishing to use voice recognition software or with other compatibility issues SETTING UP FRONT DESK 2014 System Information Attachments The default settings for Scanning can be changed on the Attachments tab in System Information The Default Attachment Scanner Default X ray Scanner and Default Patient Photo Camera can be set as below a System Information oo E Front Desk Word Pr
455. pm APPOINTMENT BOOK i Making Appointments If a patient has not been in for longer than a predefined period the following screen will appear when booking an appointment This feature can be enabled disabled on the Appointment Book tab in System Information Information Patient has not had an appointment for over 6 months Last appointment Tue 1 Jan 2013 11 45 am 10 months one week and five days ago Click OK to continue making the appointment To view the details of a particular appointment including the patient s account balance future appointments waiting time and waiting time After App appointment move the mouse pointer over the patients name in the appointment book Miss Rachael Dangerfield H V 3 15 pm i Appointment Details Miss Rachael Dangerfield H V File No Item Code 535 App Made 16 8 12 12 22pm Made By Admin Mr John Wigg 5 3 30 pm 3 45 pm 4 00 pm Next Appointment Mon 21 Oct 2013 11 00 am Heather Brown Previous Appointment Mon 21 Oct 2013 11 00 am three days ago 4 15 pm 4 30 pm Status Patient Not Arrived 4 45 pm Miss Nica Patient Notes 5 00 pm Patient x rays available To view the number of appointments each practitioner has at a particular time move the mouse pointer over a time interval on the left of the appointment book This feature is useful for practices running multiple columns for practitioners where not all appointments
456. pointment book To edit the order select the rule and use the up and down arrows to move a rule To create a new Rule click Add The Add Rule dialog will appear as shown below General Description Lunch Display Text Lunch Colour W Purple Text Colour L White Sample C Archive Can make manual appointments in this period Available for Scheduler Waiting List Booking Gateway Show appointment book grid lines Apply to Clinic O Practice Group Practitioner George Rogers Particular column Frequency Date Range 08 12 2012 to 06 01 2013 Particular days all week Duration All Day Time Range 12 30 PM to 01 00 PM Repetition Repeat rule every 1 week s Forever E Until 08 11 2013 PAGE 44 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 System Information Appointment Book Rules Enter a description of the rule in the Description field and the text to be displayed if any in the Display Text field Select a Colour and Text Colour for the rule from the drop down boxes provided To select a colour from the Windows Colour Palette double click on the Colour or Text Colour field The following Colour dialog will be presented EEEN E EENET Tit TULEE BLL ELL mil ai Basic E E B m E E Custo E m If making an appointment is permitted within a rule area select Can make manual
457. ppointment rules if the appointment scheduler can do so To view only the columns for a particular practitioner or practice group select the relevant tab at the bottom of the appointment book To view all practitioner columns select the All Practitioners tab To resize the columns select the dividing line between column headers with the left mouse button hold and move horizontally The appointment book columns are set up under the Appointment Book tab in System Information APPOINTMENT BOOK a Working with the Appointment Book The Appointment Book has an Outlook style tool bar on the bottom left of the screen Appointment Book functions and reports can be accessed by clicking these buttons The Extended Calendar displays multiple calendar months for easy future appointment bookings The actual number of months displayed is dependent on the computer screen resolution setting and hardware limitations but most users will have three months October 2013 Mon Tue Wed Thu Fri 30 1 2 3 4 7 8 9 10 1 14 15 16 17 18 2 3 4 25 28 29 30 31 November 2013 Mon Tue Wed Thu Fri 1 4 5 6 7 8 uur 3 M4 DB 18 19 2 2 22 2 2 27 2 2 December 2013 Mon Tue Wed Thu Fri 2 3 4 5 6 9 10 1 12 B 16 17 18 19 20 23 24 235 2 27 30 31 January 2014 Mon Tue Wed Thu Fri 1 2 3 6 7 8 9 10 13 14 15 16 17 2 21 2 B3 24 277 23 29 30 31 February 2014 Mon Tue Wed Thu Fri 3 4 5 6 T 10 11 12 13 14 17 18 19 2 2 24 25 2 2 2 3 4 5 6 7 Sun
458. ptional for Tyro HealthPoint and general billing TYRO INTEGRATION ty Tyro Integration Patients For existing patients you will be asked for the patient ID when submitting their first Tyro HealthPoint claim through Front Desk This ID will then be stored in the patient file for subsequent use There is no need to go through all of your existing patient files to enter their patient IDs When submitting a Tyro HealthPoint claim for patients without a Patient ID entered you will be prompted for this information as below Select the patient s ID number from the ID drop down box and click OK If you wish to cancel the Tyro HealthPoint claim at this point click Cancel Health Fund Patient Numbers Please enter the Patient ID s from the Health Fund Card Patient Christopher Ashley TYRO INTEGRATION fY Tyro HealthPoint Integration Receipting Receipting is a quick way to produce a receipt for one item only which is to be paid in full Click Receipt on the patient card or on the appointment book Receipt Outstanding Amount 62 25 Name Christopher Ashley Date 16 05 2014 Practitioner Yerda Renoux ie Item Code 500 lt All Schedules gt Description Initial Consultation and Treatment r Fee 5201 00 Include GST Reduction 0 00 Easyclaim Net Fee 2 Print Select the correct Date Practitioner and Item Code The default fee and reduction can be adjusted if necessary and a clinical code selected
459. quire an extended appointment time we would like one of our Each profession can restrict appointment bookings to specific Appointment Types Use patient s default Appointment Type then the clinic default will use the patient s default appointment type where possible and otherwise use the clinic s default appointment type Allow the patient to select from these Appointment Types allows the patient to select from a specified list of appointment types Appointment Type Options O Use patient s default Appointment Type then the clinic default Allow the patient to select from these Appointment Types Standard Patient A Add Follow Up Delete Group Session E Click OK to complete the Profession PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select the Booking Locations tab from the Patient Booking Gateway Configuration WB Patient Booking Gateway Configuration Clinic Details Defaults Classes Email Professions Booking Locations Practit o Booking Locations are the locations which will be displayed to your patients on the Patient Booking Gateway Each practitioner can only Cancel have one location Booking Location Bulk Email Help Click Add to enter a new booking location Click Edit to modify a booking location or Delete to remove a booking location Add Booking Location Name and Contact Details Location Name Smartsoft Clinic
460. r Backup Restore from Backup The following window will be displayed WB Medicare Easyclaim Claims x Claim Type Claim Status Date Range All v All 12 11 2010 to 18 11 2010 Card Number Ref ID 4950 08754 1 1 Allocated Lodgement Date Patient Name 18 11 2010 10 35 am John Smith Charge Amount Benefit Amount InvoicelD 50 05 17 11 2010 12 56 pm John Smith 4950 08754 11 10002 Fully Paid Complete Claim ID ja 1711201 Delete Send Reports Reprint All Medicare Easyclaim claims processed in the last week will be displayed This list can be filtered by Claim Type e g Bulk Bill Fully Paid etc and Date Range Click on the plus symbol next to a claim for more details PAGE 482 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE DVA ONLINE CLAIMING amp Medicare DVA Online Claiming Front Desk allows users to process 2 different types of Patient Claims these are referred to as Patient Claims Interactive PCI and Patient Claims Store amp Forward PCS Patient Claims Interactive PCI allows real time processing of a single claim and is available during Medicare Australia operating hours PCI allows claims to be transmitted and assessed at the time of billing and will return an outcome immediately Patient Claims Store amp Forward PCS involves preparing and authorising the claim storing the claim and then forwarding it to Medicare at a more convenie
461. r GP Medical Referrers List HICAFS Report Medicare DVA Report stock Control MASH Ba HPailkG gt ys g GST Reconciliation The following window will appear I Treatment Plan Report Filter Exclude Archived Patients Distinct Days Only Use Alert Trigger By Practice Practice Group Robert Jones Practitioner Robert Jones By Location Burnside By Item 9 Item Code 500 Initial Consultation and Schedule Non Senice By Account Patient Tracking Help Fr A A fr 4 Orr r friar ACCCI Aha A B A A I A A ARA a AA ATT rnp A NANA EFDA NI i AEC 4 AAT MD Af p 6 MA ANIA SR ACA b9 AN oy Ji ke DN j SsK 74 A wee A MANAGEMEN AGC ILU NVJINI VOON LUIS r NAV IIOL MAINNAV LIVI CIN I CVQeTEM JYOIEM WORKING WITH PATIENTS a Treatment Plan Report The following options can be selected Exclude Archived Patients lists those patients who have not been archived Distinct Days Only will record a maximum of one treatment per day even if more than one transaction has been recorded for any one day Use Alert Trigger will only show patients with an active treatment plan who have reached their predefined alert after number of treatments select By Practice and the relevant Practice Group or Practitioner if a particular practitioner or practice group is required Select By Item to list only those patients that have been billed for a particu
462. r click Delete to remove KB Clinical Notes Quick Buttons WORKING WITH PATIENTS ith Clinical Notes Quick Buttons The following window will appear Add Clinical Notes Quick Button Set Quick Buttons Practitioners Description Specialist Columns 2 Preview Enter a description for the button set and select the desired number of columns Click Add to create a quick button Add Clinical Notes Quick Button OR Label LEP Text Lower back pain Cancel Enter a suitable Label to appear on the button followed by the Text to appear when the button is pressed Click OK once complete PAGE 186 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS I Clinical Notes Quick Buttons Add Clinical Notes Gasek Hansa Quick Buttons Practitioners Description Specialist h Columns 2 Created buttons will appear in the list and can be organised using the blue arrows To create additional buttons in the button set click Add Click Edit to modify an existing button or click Delete to remove a button A button set can be previewed by selecting the Preview tab Add Clinical Notes Quick Button Set Quick Buttons Practitioners Description Specialist Columns Preview PAGE 187 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS ith Clinical Notes Quick Buttons Select the Practition
463. r selected by default when a new patient is being added to the waiting list New Patients Patient s default practitioner Practice Group of the patient s default practitioner C Any practitioner Practice Group Anne Smith Practitioner Anne Smith SETTING UP FRONT DESK 2014 System Information Waiting List select the Item Code Defaults tab from within the Waiting List tab System Information Existing Patients Item Code of previous appointment O Schedule containing Item Code of previous app O Default Item Code for patient s default practitioner 7 ltem Code 10960 5 Schedule Non Sernvice New Patients Default Item Code for patient s default practitioner O Item Code 10960 O Schedule Non Service Select the preferred Item Code Defaults selected when an existing patient is added to the waiting list Existing Patients Item Code of previous appointment O Schedule containing Item Code of previous app Default Item Code for patient s default practitioner C Item Code 10960 O Schedule Non Service Select the preferred Item Code Defaults selected when a new patient is added to the waiting list New Patients Default Item Code for patient s default practitioner Item Code 10960 O Schedule Non Service PAGE 58 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 B System Information Front Desk Word Processor Select the Front Desk Word Processor tab from the S
464. ray Practitioner Queue Reminders Notes OQ Waiting List Messages SF reports amp utilities These options only disable the practitioner s columns when viewing All Practitioners or a Practice Group in Day View Week and Month views still display all days and selecting a practitioner s tab will also display the practitioner even if they have been disabled on that day If all practitioners have been disabled the message No practitioners are available on this day will be displayed APPOINTMENT BOOK a Report and Utilities To view and print reports that are relevant to the appointment book select the Reports amp Utilities button located at the bottom left hand corner of the appointment book Reports amp Utilities sl Day List EE Appointment Book FE Appointments Report EE Appointment Reminders E SMSEmail Reminders E Export To Excel paid Future Appointments j Hj Search Casual Appointments Pp Edit Cancels Reschedules 5 Day List The Day List report displays the details of appointments in the selected date range The Selected Practitioner is determined by which column was previously selected on the appointment book Select the time of day to which the report applies Day List Report All gt AM gt PM Before 10 04 AM After 10 04 AM Date Range From 29 11 2012 To 29 11 2012 Order by Name Time Practitioner lt lt All Practit
465. redits Ci Outstanding amounts only Credits only Invoices To generate invoices select the Invoices tab and select the desired period You have the option to Include items that have been paid or to Hide reduction transactions The filter options for invoices are the same as with statements E Statements Invoices ae ese Statements Invoices Invoice Type From 19 11 2012 To 5 11 2012 Invoices Include items that have been paid Hide reduction transactions Filter Patients by Range From John To Mrs Zerella Marjori Fee Category Standard By Practice Practice Group Robert Jones Practitioner Robert Jones CASH BOOK Go Cash Book Setup The Cash Book function is a simple way to record outgoing expenses Click Cash Book from the toolbar File System Reports Window Help AAB SMm SQ ss BCL CMB A ASAE Bieiaoeg Cash Book or from the File menu File System Repots Window Help Fa Appointment Book Cirl A 2 Patient Ctrl P FA Practitioner Queue Sa Cash Book 2 Practitioners a item Codes Ci GP Medical Referrers f system Information Patient Booking Gateway Configuration ga Printer Setup el Exit When starting this option for the first time a dialog appears informing you that no cash book has been set up Click Yes to set up a cash book now CASH BOOK Cash Book Setup The Cash Book Setup dialog appears Cash Book Setup Cash Book Expense Accounts Sta
466. rent list f Edit recipient list Step 3 of 6 gt Next Write your letter Previous Starting document Page Lofl Words 0 S English Australia 6 steps to complete mail merge 8 Follow through the 6 steps in the bottom right hand corner of this screen PAGE 329 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES amp Advanced Tab System Information To enable any of the advanced features you will need to be logged on as the ADMIN user Click System Information from the toolbar File System Repors Window Help ALB S Mm See si ereCdS 1 ASA Bie aoe System Information or from the File menu File System Reports Window Help Appointment Book Ctrl A Patient Ctrl P Practitioner Queue Cash Book Practitioners Item Codes r doe E Ll 3 GP Medical Referrers x S System Information Patient Booking Gateway Configuration a Printer Setup Exit Select the Advanced tab from the System Information window IR System Information o icy HICAPS EFTPOS Medicare Online SMS Email Advanced gt 4 Multiple Accounts per Patient v Default Billing Details on Search amp Patient File Title Medical Specialist Referrals V Additional Info Health Fund Medicare DVA V HICAPS Integration HICAPS Reports Only V EFTPOS Integration Medicare Easyclaim Integration GP Referring Doctor Details
467. ription Initial Consultation and Treatment Standard Treatment Long Consultation Long Consultation 2 areas Extended Consultation Extended Consultation 3 areas Standard Home Visit Hydrotherapy DACE 90 EDHAAIT NECK ONAA DP ACTICE AA PAGE 93J FRONT DESK 2014 PRACTICE M ANAGEMENT SYSTEM AN ACs ViN aY l ANAUENIENT STOITEW ADVANCED FEATURES Fi Stock Control The Item Codes screen will have now have an additional tab labelled Stock Control I Item Code BB SML o eel Item Details Stock Control V This is a stock item Close Stock at Location Burnside X Ordering Supplier Smartsoft Supplies A Supplier Item Code sm bb1 Unit Cost 23 23 Order Quantity 15 Min Level 4 Stocktake Date Time 20 12 2012 02 50pm Now Quantity 11 Current 11 Help Select This is a stock item To create a new supplier click browse from the Supplier field and then click New New Supplier Name Smartsoft Supplies Contact James Black Address Po Box 500 Burnside SA 5066 Phone Mobile info smartsoft com au www smartsoft com au New suppliers can also be added from the File menu File System Reports Window Help Fa Appointment Book Ctri A 2 Patient Ctrl P EA Practitioner Queue ei Cash Book 2 Practitioners a item Codes 25 Item Codes GP Medical Referrers Schedules Ee System Information Suppliers Patient Booking Gateway Configuration H Stock Arrival Printer Setup
468. rivals Date From 3 20 11 f2012 To 20 12 2012 Location Burnside Date Time 20 12 2012 3 18 pm Check packaging for damage BE SML Small Back Brace Supplier Smartsoft Supplie ADVANCED FEATURES Fi Stock Control Enter the Date Time that the stock arrived any Notes regarding the stock the Supplier Item Code and the Quantity Click Add to add this item to the list of arrived items New Stock Arrival Date Time 20 12 2012 03 38 pm Now Location Burnside Notes Arrived late Supplier Smartsoft Supplies Item Code BB SML Small Back Brace Item Code Item Description BB SML Small Back Brace A Stock Adjustment function is available to adjust stock levels e g for stock used in the clinic breakages or missing stock Select the Stock Adjustment option from the File menu Click New to enter the details of a stock adjustment New Stock Adjustment Date Time 20 12 2012 03 39 pm Now Location Burnside Reason damaged Item Code BB SML Small Back Brace Item Code Item Description BB SML Small Back Brace Enter a Date Reason and Location if applicable select the stock item Item Code quantity Qty and click Add to add a stock level adjustment Entering in the stock arrival or adjustment information will update the Stock Control level under Item Codes or in the Stock Control Reports ADVANCED FEATURES Pi Stock Control Reports Stock control reports can be generated from the Reports menu
469. ront Desk Office Messenger a A Front Desk Word Processor Calculator Backup Restore from Backup To add a new contact click New E Search on Contact Search Characters Surname Name Jeff Medical Practitiong Farnsworth Greg Parent Kyle Heather Case Manager Smith Jane School j PAGE 361 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES S Patient Contacts Enter the details of the contact and select the type of contact they are from the drop down box labelled Type To create a new contact type right click on the type field and select Add Contact Type Name Dr James Surname Ketteridge Address Smartsoft Medical Practice New PO Box 500 Burnside A 5066 Delete Phone Home 0883612666 Mobile a io Email Type Add Contact Type To view another contact click Search to add another contact click New and to remove a contact click Delete Click Close to exit the contact screen To set a contact for a patient select the Contacts tab on the patient s file IR Patient Mr John Smith Appointments Quotations Future Bil Relationship Merge Type E r G a Attachments Relationship Merge Type Add Name Edit Surname Delete Address Phone Home Mobile SMS Ernail DACE 269 FRONTI MES K 2014 p PAC ICEN j ANAGEN n E N T SYSTEM FAUL JUs MONI DESA ZUI4 LAU IIOCE NANAUENIENT OTOSOIEWN ADVANCED FEATU
470. rrent appointment and select Make Next Appointment from the menu Oo Matth ews IS Make Next Appointment Appointment Scheduler Appointment Status Reminders Receipt Bill Patient File Clinical Notes Patient X rays Edit Appointment Change Appointment Delete Appointment Pack Appointments Send SMS Send Email Copy to Day Notes Copy to Reminders Copy to Clipboard Help At this stage it will appear as though nothing has happened Front Desk is waiting for you to select the required date for the next appointment Select the day and then the time interval s required for this next appointment and right click to display the popup menu Add Appointment Add Appointment New Patient Add Group Appointment Casual Appointment Appointment Scheduler Rule Qut Pack Appointments 4 00 pm N Miss Kathryn Radbone Make Appointment amp Receipt iad Make Appointment amp Bill ial aed 5 00 pm Make Appointment 515 pm Clear 5 30 pm 145 nm To make the next appointment select Make Appointment under the patients name in the popup menu To bill or receipt the current consultation in addition to making the next appointment select Make Appointment amp Receipt or Make Appointment amp Bill respectively Front Desk 2014 Tip The Make Appointment amp Receipt and Make Appointment amp Bill options can be used to simplify the process of both billing and makin
471. rs Select Non archived Patients only to list only those patients who have not been archived under the General tab in the patient file Select the type of referral list you require Professional referrers non professional referrers or both These options are set under the Notes tab in the patient file Select Referring Doctors to list GP Medical referrer information listed in the Ref Dr field of the Billing Details tab of the Patient file If Medical Specialist Referrals is enabled this option is called Medical Referrers and takes its information from the Medical Referrals tab of the Patient file Select GP Referrer to list the GP medical referrer information on the Additional tab of the Patient file If a Patient Referrals report relating to a particular practitioner or practice group is required select By Practice and the relevant Practice Group or Practitioner This report may be Printed or Previewed by clicking these buttons To export the patient list to CSV or Microsoft Excel click Export This can be used to edit the patient list or for a mail merge Click Mail Merge to perform a mail merge using the Front Desk Word Processor or Microsoft Word Click Email to send emails to those patients with an email address Click SMS to send SMS messages to those patients with a mobile number This report is viewable in a Summary or Detailed format Select Summary to view a report of each referrer and the total generated by these ref
472. rs ltem Codes Stock Control Printer Setup Patient File Patients Delete Patients Events Transactions Delete Transactions Edit Transactions Edit Transaction Entry Date Edit Cheques Write Offs Refunds Advanced Features Cash Book Cash Book Setup Group Email Send SMS E Audit Log Health Funds Letters Occupations Patient Tracking Recall Types GP Medical Referrers Appointments Appointment Book Edit Appointments Pack Appointments Banking Sheets Statements Receipt Bill Payment Show Balances EFTPOS Reversals Medicare DVA Claims Front Desk Office Messenger Backup Attachment Security View Database Logins Restore from Backup Un check this option to restrict users access to the Front Desk Office Messenger BANKING SHEETS SHIFT REPORTS S Banking Sheets Shift Reports The Banking Sheets Shift Reports function is used to generate banking sheets transaction reports and summary reports The periods of time for these reports may be pre set as a clinic shift Click Banking Sheets Shift Reports from the toolbar File System Reports Window Help HABlS M eees BSc Ode 1 AZaitsvea Bie aoe Banking Sheets Shift Reports or from the Reports menu Reports Window Help Banking Sheets Shift Reports Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Pat
473. rsion 8 3 or above of the DYMO software installed and configured The Label Contents can be adjusted to determine what information appears on the label by selecting the appropriate option File Label will print the clinic name patient name date of birth address phone numbers email address and associated health fund Patient Address will print only the patient s primary address details Billing Address will print the billing address as listed under Billing Details Next Appointments will print up to three future appointment details Custom will allow the user to enter customised text Label Printing Print to Sheet Labels O DYMO Label Printer Label Contents File Label E Patient Address Billing Address O Next Appointments Custom Smartsoft Clinic Smith Mr John DOB 1 7 1967 Address 100 The Parade Morwood SA 5067 Phone H 08 8361 2666 Mobile 0411 222 333 Avery Laser Labels AV95 9051 L7173 When printing to Sheet Labels more than one label can be printed by holding down the lt CTRL gt key on the keyboard and selecting the required labels To print out all 10 labels for the same patient click the Select All button To clear a selection of the labels click the Clear All button and to reset the labels back to the original settings select Default Label Printing Print to O Sheet Labels DYMO Label Printer Label Contents Patient Address O Billing Address O Next Appointments
474. rt Date 28 11 2012 z Wait Until Date 30 11 2012 Wait Until Next Appointment 30 11 2012 Preferred Times Quick Selection None Mon Tue Wed Thu Fri AME oo OF 8 N m o 0 a 0 Detailed Selection Advanced Waiting List Notes Add Waiting List Notes Cancel Help Users can select the priority of the appointment compared to other clients also waiting for appointments practitioner s or practice group s the patient would like to see their preferred times how long they are willing to wait for an appointment to become available as well as adding any waiting list notes regarding this appointment Clicking Finish will add the patient to the Waiting List APPOINTMENT BOOK Waiting List Clicking Next will find the first available appointment if one is available r Add to Waiting List Mr John Smith A possible appointment is available on Wednesday 28 11 2012 at 5 00 pm with Robert Jones What would you like to do Attempt to make an appointment at this time Find next available appointment Add patient to Waiting List If an available appointment time is found an appointment can be made by clicking Finish lf the appointment time is not suitable selecting Find next available appointment will present the user with another appointment time If an appointment can not be found the patient will be added to the Waiting List
475. rtsoft Clinic Front Desk WebPlus amp P www smartsoft com au WebPlusDemo Default aspx Friday 5 April 2013 Practice Group s Pract fal 44 4 lt ea Week Month P H IH All Practice Groups All P Today Fri Sat Sun Mon Tue Wed Thu Fri Sat E Robert Jones Anne Smith Heather Brown 9 00 am S Miss Stephanie Ramdalll S Mr Brenton Glatz 9 15 am F Mr Kirk Lennox 5 Mrs Patricia Badger S Mr Alan Routley W Mrs Gwen Watts 9 30 am 9 45 am W Mrs Ruth Hales N Mr Russell Nicola W Mrs Angela lannace 10 00 am 10 15 am N Miss Megan McLeod F Miss Elizabeth Reeves 10 30 am W Miss Deborah Kerley 10 45 am N Mrs Yvonne Thomas 11 00 am W Mrs Alina Jones W Mr Albert Sarti 11 15 am S Mr David Allison S Mr Andrew Thomas i 11 30 am H Mr Steve Tanner 11 45 am 5 Mrs Judith Hanson N Mr Matthew Bowley 12 00 pm Ni Mr Marco Keune 12 15 pm S Mr Trevor Woolford 12 30 pm MAS k der 12 45 pm N Mrs Maretta Miller Te Mrs Lioudmilla Latta H V f p File No 1 00 pm H V Mrs Lioudmilla Latta Item Code 525 App Made 16 08 2012 12 35 41 PM Made By Admin 1 15 pm Next Appointment Wed 3 Apr 2013 03 30 PM Anne Smith Previous Appointment Wed 3 Apr 2013 03 30 PM two days ago 1 30 pm Status Patient Not Arrived PAGE 249 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK a Web Appointment Book Installation To install the Front Desk Web
476. rtsoft Clinic Friday 18 10 2013 3 05pm Patients can be added to the waiting list by double clicking in the blank area of the waiting list or by right clicking and selecting Add to Waiting List or Add New Patient to Waiting list ey TB a f en asl alae Friday 18 October 2013 Mon Tue Wed Thu Fri Sat Sun 30 1 6 7 8 9 10 i 12 13 14 15 16 17 19 20 a 2 3 4 5 5 27 2 2 3 3 1 2 3 4 5 6 7 8 9 10 te Waiting List 18 10 13 View v Robert Jones Waiting List is empty Add to Waiting List Add New Patient to Waiting List EEEH Extended Calendar Appointment Details re Practitioner Queue haul Reminders Notes re Messages f Practitioners g Reports amp Utilities PAGE 215 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK Waiting List Selecting Add to Waiting List will allow users to select an existing patient to add to the waiting list Add to Waiting List Mr John Smith Patient Mr John Smith Select Priority Priority Normal Appointment With Select Practitioner s O Any practitioner or Practice Group s Practice Group Anne Smith Practitioner Robert Jones O Advanced Options Appointment Details Select Appointment Details ee Item 505 lt AllSchedules gt App Type Standard Patier Slots 1 Wide 1 T Select Preferred Preferred Dates Dates and Times Sta
477. s PAGE 212 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM APPOINTMENT BOOK a Working with the Appointment Book The Appointment Status can be changed from within the Practitioner Queue by right clicking the patient and selecting an appointment status Appointment Status Patient Not Arrived Double Click Options Patient Arrived Completed o Patient File Clinical Notes Patient X rays Receipt Bill Practitioner Queue Order Order by Appointment Time Order by Waiting Time The Practitioner Queue can also be opened independently of the Appointment Book from the Front Desk tool bar File System Reports Window Help AABl Ss MACs iA er emdBl se ASAE Bei aoe Practitioner Queue This floating window may be positioned anywhere on the screen and can also be docked to either the left or right or the Front Desk window George Rogers s Queue 1 patient Refresh the Practitioner Queue Miss Rachael Dangerfield App Time 11 00am Patient Arrived APPOINTMENT BOOK a Working with the Appointment Book Reminders Notes allow you to enter in notes relating to a specific day or a general reminder To enter day notes click in the window below the calendar titled Day Notes and type in notes regarding that particular day A day note is only visible when viewing the day for which it was made To enter reminders click in the Reminders window and type your reminders A reminder remains visible regardless of the day bein
478. s Click Edit to select practitioners and practice groups r Choose Practitioners Practice Groups Practitioners AnneSmith o __ v George Rogers gt Heather Brown Cancel v Robert Jones Practice Groups Anne Smith v George Rogers L Massage Robert Jones Click OK to confirm the selection Specific practitioners practice groups Practitioners Edit George Rogers Robert Jones Delete Practice Groups PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration The Select this practitioner by default option allows the user to set patients with this Default Practitioner to use a certain practitioner by default when making appointments using the Patient Booking Gateway Last practitioner seen will set the last practitioner seen by the patient as the default Random practitioner will randomise the practitioner selected by default Specific practitioner will set a specific practitioner as the default Select this practitioner by default Last practitioner seen Random practitioner Specific practitioner George Rogers Click OK to complete the practitioner setup F Edit George Rogers v Available for Patient Booking Gateway Booking Location Smartsoft Clinic 4 Z Cancel Professions Physiotherapist Options Patients can make appointments with Add elete ID Any practitioner Thi
479. s Patient Event Types Messages HICAPS Transactions Medicare DVA Claims ARODRAAHEEBDL ARSD Medicare DVA Payments Patient Booking Gateway Logins EFTPOS Refund 4 o Group Email Send SMS gt Contacts gt Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator Backup Oe BN BORG Restore from Backup The following Security dialog will be presented User name H Admin lo Tony Trewor Show Archived Users PAGE 92 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM FRONT DESK 2014 SECURITY T Setting up Users To add a new user click the Add button to remove a user click the Delete button and to change a username or password click the Edit button We recommend that the default password for the Administrator Admin be changed This will prevent other users from gaining access to the system using the default Admin password When creating a User the password for that user needs to be entered twice once in the Password field and once in the Confirm Password field If the user is no longer active Archive can be checked This ensures that the user no longer has access to Front Desk 2014 Username Jo Password praan Confirm Password E Archive E User is a Practitioner George Rogers OR Note that the password is displayed with characters for security reasons lf the user is also a practitioner select the User is
480. s Warnings Contraindications Clinical Notes Type Lumbar disc bulge Osteoporotic Low pain threshold lt All gt x Blood thinners Condition Region Stage lt All gt Date Practitioner Type Condition Region Stage 09 07 2013 George Rogers x History x lt None Selected gt x MCE 3mths1 dayago Last modified 10 10 2013 12 20 today by Admin abl BS M Qo Paral ylvyB r Or BZU amp Show All George Rogers 9 7 2013 3 mths 1 day ago H George Rogers 21 8 2013 7 wks 1 day ago T Subjective No change moderate levels of pain levels movement unchanged Objective Flex 25 ext 60 Assessment Straight leg raise 45 with low level of pain Plan Continue with extension exercises general traction Book appointments every 3 weeks for the next 3 months 1 patient in queue B l Show All Revisions Clinical Notes Attachments w Referral Letter 21 08 2013 George Rogers I Welcome Letter 09 07 2013 George Rogers Ti m Be Bl Show All Attachments PAGE 165 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM Hide the preview window Preview window Show All Attachments WORKING WITH PATIENTS Z Patient Clinica Notes Quick buttons may be used to insert lines of custom text directly into a clinical note by clicking a pre defined button Click Show Quick Buttons to view the available Quick Buttons I Pati
481. s name in a certain colour Default appointment types were set in System Information under the Appointment Book tab To add a patient s appointment to the reminders list right click on the appointment and select the Reminders then choose from Reminder SMS Reminder or Email Reminder To change the colour of the reminder tag click Colours on the Appointment Book tab in System Information For patients who wish to be reminded for every appointment click on the Appointments tab on the patient file and select the Always Remind of Appointment option Select the Recall on this appointment option to create a recall for this patient on the day of this appointment Select the desired Appointment status if it s different to the default Select the desired Resource if one is to be associated with this appointment The Notes field can be used to add a note regarding this appointment When a note has been added to an appointment a tag will appear in the bottom right hand corner of the appointment To change the colour of the notes tag select Colours from the Appointment Book tab in System Information Click OK to confirm this appointment The following window will appear when booking an appointment for a patient who already has a future appointment This feature can be enabled disabled on the Appointment Book tab in System Information Information w j This patient already has an appointment with Robert Smith on 30 November 2012 at 5 00
482. s 83 Practitioners Climcal NOLS cusses ak ah an th A le 84 Practitioners Clinical Codes 20 0 0 ccc cecceceececeeceeceeeeceeeeceeeeeeeeeaeeeeneeenaeeeeneeenees 86 Pracitioners Medica G eaae E O E a 87 WORKING WITH THE FRONT DESK 2014 TOOLBAR c cccececeeseeeeseeceeeesueeuseeeusaeeueaes 89 WORKING WITH DATES coteticeesieiictesinaidde nadie aausendan Me uidemaleaddessieadeasnlaniweaseatdahaladices 90 WORKING WIT A PREVIEW cenana a E E A A 91 FRONT DESK 2014 SECURIT rsr ker e rna A NO 92 1510 16 o M0 DAUE S k EE AT EET E AT EE E E A E E NEET 92 AULO e E T ne ee ee 101 FRONT DESK 2014 BACKUP recica eaa oa iaaii 103 BACKUP era E Ser ccauseek nade oawamnaaeat ae 103 RESIO ee SS SP TE oS TN EI EE ES ee EE 106 VVORKING WITHHPATIENG Sasa tct E ate eis tetas Si S att et sis 107 Patient Creating a patient file 20 0 cccccccccseccceeeeseeeseeeeseeeeeeeseueeseeeeeeeeseees 107 Patent lab On Cl E E T E E E E TE EE ET TNT 109 Patient General Information 2 0 0 0 cc cc cececeecececcececeececeeeececueaececueaececeeaeseeenaeaes 110 FPatlent BilinG DEAS cnr 114 Patient Billing Details File Labels cccccccseccseeeeeeeseeeeeeeeseeeeseeesaeeeneees 116 Patient Billing Details Letters 0 0 0 cccccccsecceceneeeneeeneeeeeeeneeenseeneeeaeeeaeeeaees 118 Patient Billing Details Treatment Plan cccccseccseeceeeeseeenseeseeeneeeneeenaes 119 Treatment Plan REDON sich tactincutannaecttaan iam dehiavettiawiente
483. s i j Select the Date option to list casual appointments within a Date Range 01 11 2012 to 30 11 2012 specific date range E Contains Characters E By Practice The Contains Characters eee eee option can be used to search for aca ai text in the description of a casual PEREP EE appointment Enter part or all of 911 1172012 9 00 am Meeting with Bank the description to VIEW casual 1 11 2012 9 00 am Seminar appointments with a particular 1 11 2012 3 00 pm Training i description e g staff to list all 2 11 2012 2 15 pm Unavailable staff meetings 2 11 2012 3 45 pm Unavailable 5 11 2012 9 00 am Unavailable 5 11 2012 10 15 am Unavailable Select By Practice to view 5 11 2012 1 00 pm Unavailable casual appointments for a ie ie Leb cases particular practitioner or practice 8 11 2012 9 15 am Seminar Continued 6 11 2012 3 15 pm Unavailable group E 9 11 2012 9 00 am Medical Meeting Click Print to print out the casual appointment list To delete any rescheduled or cancelled appointments click the Edit Cancels Reschedules button i Cancelled and Rescheduled Appointments From Thursday 1 November 2012 To Thursday 29 November 201 Time of change Patient Type Old Appointment New Appointment S 11 12 2 11 pm Miss Polly Jamieson Reschedule 21 11 12 4 45 pm 7 11 12 1 00 pm 23 11 12 2 29 pm Mr John Smith Cancel 27 11 12 4 00 pm 23 11 12 2 30 pm Mr John Smith Reschedule 29 11 12 1 15 pm 30 11 12 5
484. s practitioner only Specific practitioners practice groups ait Select this practitioner by default Last practitioner seen Random practitioner Specific practitioner Practitioners set as Available for Patient Booking Gateway will appear with a tick next to their name and are now setup for the Patient Booking Gateway R Patient Booking Gateway Configuration Defaults Classes Email Professions Booking Locations Practitioners Email 1 L_oK Please indicate which of your practitioners are available for the Patient Booking Gateway Also use this page to set practitioner professions a Cancel locations Bulk Email Practitioner Name Available for Booking Gateway Edit The event which triggers the email is detailed in the description The email body contains Letter Tags for merging in the patient details PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select the Email Templates tab from the Patient Booking Gateway Configuration When using the Patient Booking Gateway an email notification may be sent to either the patient or the practice when certain events are triggered These email templates can be modified to suit the practice WA Patient Booking Gateway Configuration Email Professions Booking Locations Practitioners Email Templates d These are the standard emails which get sent out to your pa
485. s selected on the practitioner s file Practice Group Julia Smith Practitioner requires a referral PAGE 345 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FEATURES 4 GP Medical Referrers List The GP Medical Referrers List function generates a list of GP Medical referrers Select GP Medical Referrers List from the toolbar File System Reports Window Help AaB SMmaAats A SLEC B8 8 Aloivea m o oH GP Medical Referrers or from the Reports menu Reports Window Help Banking Sheets Shift Reports Ali Transaction Statements Invoices A g Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Ba HPRPeEMBOra B Inter Practitioner HICAPS Report Medicare DVA Report Stock Control gt W 23 N OO GST Reconciliation The GP Medical Referrers List dialog will appear GP Medical Referrers List C Include Archived Referrers Close E Print E Preview Export Mail Merge E Email Help To include archived referrers in the list select the Include Archived Referrers option This report may be Printed or Previewed by clicking these buttons To export the patient list to CSV or Microsoft Excel click Export An exported file can be used to edit the list for a mail merge
486. soft before selecting any of the above features which are not defaults for your profession Options that are selected will only take effect once you have restarted Front Desk Information SETTING UP FRONT DESK 2014 ag ltem Codes Before creating Item Codes you will need to create Schedules A schedule is a group of Item Codes such as services products or perhaps for different professions This can be useful when more than one health professional is using the system Select tem Codes from the File menu and scroll across to Schedules File System Reports Window Help Fm Appointment Book Ctrl A amp Patient Ctrl P EA Practitioner Queue Go Cash Book 2 Practitioners aF item Codes TI ltem Codes P GP Medical Referrers schedules f system Information Ss Suppliers Patient Booking Gateway Configuration H stock Arrival 4 Stock Adjustment ca Printer Setup Ge Exit You will be presented with the following screen arog ES Description e Non Service By default Service and Non Service will already be entered You may wish to edit these or create your own To create a new schedule click the Add button to rename an existing schedule click the Edit button to remove a schedule click the Delete button Once you have at least one schedule entered you can begin to enter your item codes into the system SETTING UP FRONT DESK 2014 ag Item Codes Select tem Codes from the toolbar Fie System Reports
487. sponse Code 00 Description APPROVED Benefit Amount 100 00 Enter the payment type of the remaining amount in the appropriate field e g cash cheque EFTPOS and then click OK If paying the gap by EFTPOS enter the amount to be paid in the EFTPOS field and click the EFTPOS button E Payment Type Amount to Pay 201 00 Prev Credit 50 00 Credit Available Cash Poo Cheque s Grp Chg Deposit 50 00 Register Card 0 00 Visa Master Card American Express Diners Other EFTPOS sooo _effpes Tyro HealthPoint 100 00 FY HealthPaoint Drawer Medicare DVA 50 00 Direct Deposit 0 00 Total 5201 00 Override Payment Amount You will then be asked to swipe the patient s EFTPOS card Purchase Amount 101 00 Cashout 0 00 Total 101 00 Swipe card Purchase 101 00 Purchase started Amount 101 00 Cashout 0 00 Tr Cancel Transaction PAGE 442 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION fY Tyro HealthPoint Integration Receipting If the EFTPOS purchase is approved you will see the following messages Purchase Amount 101 00 Cashout 0 00 Total 101 00 APPROVED Print customer copy YES 1 NO 2 rr Processing transaction please wait a Enter PIN N Select account Swipe card Purchase 101 00 Purchase started Amount 101 00 Cashout 0 00 Cancel Transaction Informati
488. ss Po Box 500 Last Statement Last Invoice BURNSIDE 5A 5066 23 12 1997 Hold Statement Phone Fax Hold Invoice Advanced Other details Print on Accounts Acc No Claim No bad ot LS Hospital Facility details Client ID m Medicare Number Employer E Health Fund Number ae Pension Number Injury Injury Date DVA Number Hosp Fac E Referring Doctor C Don t Print Patient Mame Ref Dr More E Date of Birth Delete Acc 60 Days 30 Days Current Balance a a som Front Desk 2014 Tip lf Multiple Accounts for each patient file are required for your practice refer to the Advanced Features section at the end of this manual WORKING WITH PATIENTS Patient Billing Details lf the referring doctor s name and provider number needs to be printed on accounts select Referring Doctor from the Print on Accounts option Referral Dates v Date of Referral 23 11 2012 Re v Referral Expiry Date 23 11 2013 ie Indefinite Expiry Date When entering a referring doctor there are two options Option 1 Click the browse button and search for the doctor s name If the doctor s name is not found click the New button This option means that the doctor will be added to the GP Referrer list Option 2 The referring doctor s name can be manually entered and not registered with Front Desk 2014 meaning that t
489. ssenger A Front Desk Word Processor amp Calculator Backup Restore from Backup A Standard Letters dialog will appear Standard Letters Description ECP Report to GP a GP Letter Thank you for referring x To import a standard letter click Add PA FRO 2014 GE 310 FRONT DESK 20 INTEGRATION WITH MICROSOFT WORD Setting up Standard Letters You will be presented with the following New Standard Letter dialog New Standard Letter Description Path HEHE Browse button Enter a Description for the letter e g New Patient Letter Click the browse button L at the end of the Path field You will be presented with the following screen 15 02 2011 9 49 AM OM 15 02 2011 9 49 AM M rl I n New Patient Referal docx Files of type Word Documents z Cancel From the Look in drop down box select the location where you saved the letter e g My Documents Highlight the correct letter and click Open You will be presented with a New Standard Letter screen New Standard Letter Description New Patient Referral docx Use the browse Path CAProgram Files Front Desk 2000 orice button to locate the letter Click OK You have now successfully imported your standard letter into Front Desk 2014 INTEGRATION WITH MICROSOFT WORD Setting up Standard Letters The following options can be used within Standard Letters Edit allows you to change the name of an existing letter
490. stem Reports Window Help Login Q security A Audit Log sf Health Funds I Standard Letters 5 Standard Messages ft Occupations Patient Tracking Categories ww Recall Types amp GP Referring Doctor Types 1 Clinical Notes Templates Clinical Notes Types fa Clinical Notes Conditions Regions Stages 3 Clinical Notes Quick Buttons A Cheques amp Group Deposits Patient Event Types 3 Messages amp Medicare Easyclaim Claims Ra Patient Booking Gateway Logins EFTPOS Refund a Group Email SendSMS B3 Contacts Q Search Invoices Cash Book Setup amp Front Desk Office Messenger A Front Desk Word Processor amp Calculator Backup Restore from Backup Select From and To dates to view a list of transactions for that period R Tyro Transactions Date Range 12 05 2014 to 19 05 2014 Refund Cancel Date Time Type Result Response Description Amount Benefit Button 19 05 2014 11 31 am EFTPOS Purchase APPROVED COMPLETE sooo 19 05 2014 11 28 am EFTPOS Purchase APPROVED COMPLETE 100 00 19 05 2014 11 28 am HealthPoint Claim APPROVED 00 APPROVED 62 25 19 05 2014 11 27 am _ HealthPoint Claim ERROR 84 00 ao APPROVED 62 25 ASe isa HealthPeint class HPPROYED Scroll to the right to see more details of the transaction e g Transaction Reference Authorisation Code and Card Type Click the plus symbol to the left of the transaction to view the details of that
491. stem Information Check Health Fund Claiming and EFTPOS Integration if you wish to process EFTPOS payments through the HICAPS machine If you will be processing Medicare Easyclaim claims through the HICAPS terminal check the Medicare Easyclaim Integration option This option cannot be used on the same computer as Medicare DVA Online Claiming Contact Smartsoft for help deciding which option best suits your practice For computers not directly connected to a HICAPS terminal but which are still required to generate HICAPS reports check the HICAPS Reports Only option Be System Information lo E Network Backup Messenger SMS Email Adva need Advanced Health Fund EFTPOS Medicare Terminal Type 6 None HICAPS Tyro Health Fund Claiming EFTPOS Integration Medicare Easyclaim Integration HICAPS Reports Only Terminal is Multi rmerchant ft Medicare DVA Accept Medicare DVA Payments Medicare DVA Online Claiming E Medicare DVA Reports Only E NZ ACC Export Front Desk 2014 Note If you select any of the advanced options you will be asked to restart Front Desk 2014 for the changes to take effect HICAPS EFTPOS INTEGRATION Setting up HICAPS EFTPOS System Informa
492. steshccetadicieninidaesieasdienteaiaansieadceshiea lain sieadces Messean eae 285 Fe Calli Patent LIST aineamessine wteind a waesine weed ind wee iiined weed ints weet weed ana woeddncueidiniuneds 285 ACTIVE INACTIVE PATIENTS i Sac ee la an cic 288 Active Inactive Patient cccsscccseecceeeceececeeeceeseceuceceeeceueesseeeceeeseusesseesees 288 BIRTHDAY EI areen en E eee eee eseenetes eats 291 EE E A cies cesetaesccmeatea icra c etiam teeeceenes terete crecen or 291 CONTENTS PASM ih det Re Petia alate aie eee cae ale aaa ie cael daca 293 F AUCNIE RETENAS anaona ror Err T T ecarsiadeeintds 293 PATENT IUS eonen a acces Sele ee aed ete sae ete 295 Patent LEIS Eocene pa eee e EE a a 295 FRONT DESK WORD PROCESSOR rrnentnnratirene n aeri 299 Front Desk Word Processo cerecpnonrineie iaaa E 299 INTEGRATION WITH MICROSOFT WORDS 0scccceeeceeeeeeceseeeceeceeecetseeeesaeeeeeenaeees 302 To create a template leler cenia a 302 Standard Letter SMS amp Email Tags cccccccceeccsseeeeseeeseeeeseeeeseeeesseeeeaes 303 FRONT DESK WORD PROCESSOR ccssscccceseeeceasececeeseeceaseeeceuseessauseecsuseeesaueeeees 308 Settling up Standard Letters vii ceccctewetievere hvecivceiieties ved e AD 308 INTEGRATION WITH MICROSOFT WORDS 0scccceseceeeeeeeeceeeceeceeeeeeeeeeesaesessaaeees 310 Seling Up Standard LOuersS risisco a a a 310 Using a standard tete eases 313 Using a Standard Leter ascetics siexete soci a A 314
493. t Appointments The following window will appear Select the required Practitioners and Practice Groups and click OK Choose Practitioners Practice Groups OK Cancel George Rogers Heather Brown Robert Jones Practice Groups Anne Smith George Rogers Massage Robert Jones The default practitioner can also be specified from the Select this practitioner by default options Select this practitioner by default Last practitioner seen O Random practitioner Specific practitioner George Rogers Select the Group Appointments tab IR Patient Mr John Smith oo pes Biling Details Medicare DVA Transactions Future Billing Quotations Appointments Events Appointments Cancels Reschedules Statistics Patient Booking Gateway Close Access Practitioners Group Appointments i Delete Allow patient to book in all Group Appointments Don t allow patient to book in Group Appointments E Allow patient to book in the following classes Sch Label Group Physiotherapy Sessio EEES Pilates Class F F Make App Remind Patient of Appointment Default Appointment Type lt Never gt x 90 Days 60 Days 30 Days Current Balance 0 00 0 00 105 90 158 85 264 75 Help Select the required access this patient has when booking group appointments via the Patient Booking Gateway The
494. t lt ReferredBy gt gt lt lt RefTitle gt gt lt lt RefName gt gt lt lt RefSurname gt gt lt lt RefAdd1 gt gt lt lt RefAdd2 gt gt lt lt RefAdd3 gt gt lt lt RefHome gt gt lt lt RefWork gt gt lt lt RefMobile gt gt lt lt RefFax gt gt lt lt RefCount gt gt lt lt RefDate gt gt lt lt ReferredBy2 gt gt lt lt Ref2 Title gt gt lt lt Ref2Name gt gt lt lt Ref2Surname gt gt lt lt Ref2Add1 gt gt lt lt Ref2Add2 gt gt lt lt Ref2Add3 gt gt lt lt Ref2Home gt gt lt lt Ref2Work gt gt lt lt Ref2Mobile gt gt lt lt Ref2Fax gt gt lt lt Ref2Count gt gt lt lt Ref2Date gt gt lt lt ReferredByProf gt gt lt lt RefTitleProf gt gt lt lt RefNameProf gt gt lt lt RefSurnameProf gt gt lt lt RefAdd1Prof gt gt lt lt RefAdd2Prof gt gt lt lt RefAdd3Prof gt gt lt lt RefHomeProf gt gt lt lt RefWorkProf gt gt lt lt RefMobileProf gt gt lt lt RefFaxProf gt gt lt lt RefCountProf gt gt lt lt RefDateProf gt gt lt lt ReferredByNonProf gt gt lt lt RefTitleNonProf gt gt lt lt RefNameNonProf gt gt lt lt RefSurnameNonProf gt gt lt lt RefAdd1NonProf gt gt lt lt RefAdd2NonProf gt gt lt lt RefAdd3NonProf gt gt lt lt RefHomeNonProf gt gt lt lt RefWorkNonProf gt gt lt lt RefMobileNonProf gt gt lt lt RefFaxNonProf gt gt lt lt RefCountNonProf gt gt lt lt RefDateNonProf gt gt Name
495. t Booking Gateway Logins EFTPOS Refund D m Group Email Send SMS gt Contacts gt Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator Backup CE ON E n Restore from Backup Select From and To dates to view a list of transactions for that period I HICAPS Transactions xs Date From 25 10 2010 To 25 10 2010 Close Date Transaction Type Total Benefit Patient Prac Fa Reversal Reversal 264020104325 Approved 2090 hdes Kathy Tennent Bob s T Button 25 10 2010 4 35 pm 14 00 Mr Brad Smith Tom H Reprint 25 10 2010 4 36 pm Declined 0 00 Mr Grant North Good Help Click the cross to the left of the transaction to view the details of that transaction The patient s name item code and the HICAPS amount will be displayed for Approved transactions The Processed Date Time and the RRN Retrieval Reference Number will be displayed for Cancelled transactions lf Print HICAPS receipt on terminal is turned off in System Information receipts can be reprinted by clicking the Reprint button Receipts printed from the HICAPS Transactions window will be marked as duplicates HICAPS EFTPOS INTEGRATION HICAPS Transactions Click the Reversal button to reverse a HICAPS transaction You will be prompted by the following screen Do you want to reverse this HICAPS transaction The will require you to swipe insert the patient s card
496. t Desk Office Messenger multi user installations only Show Users logged in Show Machine name of users logged in Priority Message Clear Text Exit Options Stay on Top Refresh Frapt Desk Office Messengay Jo Type message here and press Enter or click Send to send the message A message can be sent to an individual user computer by selecting their username on the right before sending the message Users can send messages to multiple people by holding the Ctrl key and selecting the usernames computer names on the right before sending FRONT DESK OFFICE MESSENGER oe Front Desk Office Messenger multi user installations only By clicking Options users can change the Messenger options Stay on Top will force the Messenger window to appear on top of all other program windows Start Minimised will set Messenger to minimise automatically when opening Front Desk Bring Messenger to Front When Receiving Message or When Receiving Priority Message will automatically bring the Messenger window to the front when receiving the specified message type Show Logins and Logouts will display when users have logged in or out of Messenger Font Size allows users to select the font size in the Messenger window Messenger Options General Sounds Stay on Top 4 Start Minimised Bring Messenger to Front Ji When Receiving Message Vi When Receiving Priority Message Show Logins and Logouts Font Size Normal v
497. t HICAPS receipt on terminal L Enable WorkSafe Victoria claiming EFTPOS Surcharge Item Code Provider Merchant Numbers for EFTPOS Name George Rogers Robert Jones Robert Smith HICAPS EFTPOS INTEGRATION Setting up HICAPS System Information If you will be using EFTPOS Integration you should enter the Provider Merchant Numbers for EFTPOS by selecting them from the drop down list as below IR System Information eee Backup Messenger HICAPS EFTPOS Medicare Online SMS Email 4 gt HICAPS Terminal SEA Test terminal connection Response Code 00 Response Text ECR COMMS OK a Log transactions to file C Program Files Front Desl Merchant ID 33123433 Terminal ID SE1074 4 L Don t print regular receipt when billing HICAPS Print HICAPS receipt on terminal Enable WorkSafe Victoria claiming EFTPOS Surcharge ltem Code Provider 7 Merchant Numbers for EFTPOS Os 4 Name Number m Peter Brown 090981 8T Dr Robert Smith 05541914 Provider I Merchant Tom Jones 2147561K Mrs Good Hands 07186457 Number s for EFTPOS To manually update Health Fund Card Details click Synchronise Note that this functionality has been provided for testing purposes as Front Desk updates new Health Fund Details from the HICAPS terminal on start up of Front Desk R System Information o o am HICAPS Terminal SE107A v Test terminal connection Sy
498. t List The Recall Patient List generates a list of patients whose recall dates fall within the specified period of time Click Recall Patient List from the too bar File System Reports Window Help AAB SMm eSQs BSc SCMS 1 ASAE Bieiaog Recall Patient List or from the Reports menu Reports Window Help Ss Banking Sheets Shift Reports fll Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare DYA Report stock Control d MASH Ba KEGA G pg a GST GST Reconciliation A A l aY oV A AT Pu f gt ts ml Pe PFA AFFRALST MVJ m Te 3 D Lf HOR ZDAN fi pima a1 a t 5D ACT OC N Al AMEnACA r CVO GCA r ACA E ZO Ho R OIN I D G o K LUIG rr AL IIUl VIAINAUENIEN gt 19 EV RECALL PATIENT LIST B Recall Patient List The Recall Patient List dialog will appear WB Recall Patient List aE Report Type Patient List _ Mailing Labels Close Recall Period amp Print E By Date From 03 12 2012 To 09 12 2012 amp Preview Filter 7 Exclude Archived Patients Mail Merge 5 Mai Wierge C By Practice as 5 Practice Group Robert Jones Email Practitioner Robert Jones Te SMS
499. t book Use Colour in Reports previewing and printing the appointment book reports are in colour by default Show Privacy Option enables the Privacy option on the appointment book New Style changes the appearance of appointments spanning multiple intervals to not include diagonal lines Display Name alters how the patient s name appears in the appointment book This option also affects the Day List report and Appointment Book report Wheel Mouse Scroll By provides control of how the scroll wheel works when in the appointment book SETTING UP FRONT DESK 2014 System Information Appointment Book Warnings W System Information Warnings amp Messages Reason Required for Deletion Future Appointment Exists Drag amp Drop of Appointments Billing and Receipting Future Appointments No Appointment for 6 amp months Appointment Made For Non Default Practitioner Reason Required for Deletion prompts for a reason when cancelling appointments Future Appointment Exists displays a warning message when making an appointment if the patient has already booked a future appointment Drag amp Drop of Appointments displays a warning message when dragging an appointment from one time slot to another Billing and Receipting Future Appointments displays a warning message if a patient is being billed or receipted for a date in the future No Appointments for displays a warning message when making an appoint
500. t hand corner of this screen PAGE 323 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MAIL MERGE WITH MICROSOFT WORD 2007 2010 2013 This section covers Integration with Microsoft Word 2007 2010 and 2013 if you are unsure which version of Word you are running select About Microsoft Word from the Help menu in Microsoft Word If there is no Help menu then you are running Word 2007 or above A mail merge creates multiple copies of the same document but each letter is customised with individual patient s details A mail merge may be used to send a reminder or recall letter to selected patients The following Front Desk 2014 reports all integrate with the Microsoft Word Mail Merge function B n Recall Patient List n A Active Inactive Patients n Birthday List a d Patient Referrals n Patient List Front Desk 2014 Note Front Desk 2014 is capable of generating mail merge data Text with Header is the default format setting this setting is found under the Mail Merge tab in System Information As the capabilities of computer systems vary the default Data Format may not be compatible with your system If this is an issue then use the dBase format option The default system location where the mail merge data is saved is C ProgramData Smartsoft Front Desk If you wish to change the Data Files Location click the browse button L and set the required path MAIL MERGE WITH MICROSOFT WORD 2007 2010
501. t started PAGE 476 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Bulk Bill from Billing If the bulk bill claim has been approved the provider will be asked if they wish to accept the benefit HICAPS Medicare Easyclaim Step3 0 Submit Claim 18 Nov 2010 10 35 52 BULK BILL CLAIM Benefit 550 05 Provider Accept Medicare Easyclaim Do you accept the claim for 52 95 Processing claim please wait Medicare Easyclaim request started ah PAGE 477 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Bulk Bill from Billing Tyro lf the patient hasn t previously assigned their right to benefit the following question will be displayed Medicare Easyclaim Do you assign your right to benefit Answer accepted Do you accept the claim for 52 95 Processing claim please wait Medicare Easyclaim request started _ Tyro Once complete the user will be asked if they would like to print a copy of the receipt Medicare Easyclaim CLAIM SUBMITTED Print practitioner copy Do you assign your right to benefit Answer accepted Do you accept the claim for 52 95 Processing claim please wait Medicare Easyclaim request started Transaction PAGE 478 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MEDICARE EASYCLAIM INTEGRATION Bulk Bill from Billing The following message will then be displayed HICAPS Informatio
502. t to find patient files with matching information The patient has indicated that they are an existing patient The following possible matches have been found in Front Desk If the patient is in the list please select their name and click Next Name Preferred Name Address Home Phone Work Phon S H Mirs Jacqueline Alexander 21 Fussell Street Alberton 54 390 1140 i npm z Back Next gt gt If the returned results do not match sufficiently users can search the database for a better matching patient file by selecting Search for patient WB Search on Patient Search Characters Search on Total Patients 1192 Alexander jacqueline gi Surname o Surname Name Address Practitioner Ph MlAlexander Jacqueline 21 Fussell Street Alberton SA George Rogers E 4 a Show Archived Patients Show AIl DAGE 534 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEI FAGE 994 FRONT DESK 2014 PRACTICE MANAGEMENT SYSI A i A PATIENT BOOKING GATEWAY Patient Booking Gateway Logins Once a patient file suitable to link with the registration request has been found and selected click Next to begin the Merge Patient Details process Process Login Request Merge Patient Details Update All Registration Request Details Name Mr Charles Davidson Pref Name Date of Birth 22 05 1979 Address 147 Davidson Terrace Eastville VIC 1122 Home Phone 03 4485 6524 Work Phone 03 4488 5498 Mobile 0422 222 222 Fa
503. t to show waiting patients with all practitioners Select the preferred Default Day View Default Day View Current Day All Days Current Day will default to showing only patients waiting for an appointment on the selected calendar day All Days will default the waiting list to show patients waiting for an appointment on any day SETTING UP FRONT DESK 2014 System Information Waiting List select the Practitioner Defaults tab from within the Waiting List tab IR System Information Waiting List Clinic Shifts Printing Layout Mail Merge Practitioner Defaults tem Code Defaults Existing Patients Patient s default practitioner O Practice Group of the patient s default practitioner O Any practitioner Practice Group Anne Smith O Practitioner Anne Smith New Patients Patient s default practitioner O Practice Group of the patient s default practitioner O Any practitioner Practice Group Anne Smith Practitioner Anne Smith Select the preferred Practitioner Defaults for Existing Patients This will be the practitioner selected by default when an existing patient is being added to the waiting list Existing Patients Patient s default practitioner Practice Group of the patient s default practitioner O Any practitioner C Practice Group Anne Smith C Practitioner Anne Smith Select the preferred Practitioner Defaults for New Patients This will be the practitione
504. taking a copy of the current clinic data to a home computer To perform a restore select Restore from Backup from the System menu System Reports Window Help Login Q Security A Audit Log als D w S n e Ss a a Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages HICAPS Transactions Medicare DVAClaims MPE SDOROAKRF HF SrPRRAWUt Medicare DVAPayments Patient Booking Gateway Logins EFTPOS Refund 5 m Group Email Send SMS gt Contacts r Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator eens an Backup F Restore from Backup ean The Front Desk Restore dialog will appear Front Desk Restore Restore from Location C Users tristan SMARTSOFT Desktop 5 11 12 aiaa Click the browse button to find the file to restore To begin the restore click the Restore button and follow the on screen instructions WORKING WITH PATIENTS Patient Creating a patient file When working with patient files it is important to understand how to Create a new patient file and Find an existing patient file There are 3 ways to create a new patient file From the S
505. tandard Patient George Rogers 24 11 201 eee 19 03 2013 04 00 PM 505 Standard Patient Robert Jones 24 11 201 4 iaa V Future Appointments Only Missed Appointment Remind Patient of Appointment Reminder SMS Email v Reminder Mi SMS Reminder v Email Reminder B 30 Days 0 00 Default Appointment Type Balance 173 90 Current 121 95 Reminder options These reminders will now be set when making an appointment for this patient f New Appointment Wednesday 19 December 2012 Practitioner Robert Jones Patient Mr John Smith a Item 505 lt All Schedules gt x Time 2 45 pm Intervals 2 Wide 1 Period 30 minutes App Made 19 12 2012 2 17 pm Made By Admin X App Type Standard Patient X Reminders Reminder SMS Email v F Recall on this appointment Recall Type Missed Appointment App Status Patient Not Arrived X Resource lt lt No Resource Selected gt gt X Referral Dr Sam Smith 4 12 2012 X Notes a Next App Thursday 27 12 12 one week and one day lf you wish to change a reminder option after the appointment has been made right click on the patient s appointment in the appointment book and select Reminder and check or uncheck the different reminder types as required Mrs Rhonda Macfarlane S Make Next Appointment Appointment Scheduler Mrs Narelle MacKirdy S Appointment Status
506. tegration HICAPS Reports Only EFTPOS Integration C Medicare Easyclaim Integration GP Referring Doctor Details Future Billing Multiple Locations Stock Control C Manage Stock per Location Patient Events Sales Processes Patient Contacts Quotations Patient Photos a Daten pa Email Integration 5M5 Integration Accept Medicare DVA Payments Medicare DVA Online Claiming Medicare DVA Reports Only E NZ ACC Export Defaults for Profession Industry Patient photo option m PAGE 1 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM i WORKING WITH PATIENTS Z Patient General Information To view another patient file click the Search button This will close the current patient file and open a new one To create a new patient click the New button and then select Normal Patient from the New Patient dialog as shown below If the new patient is to be linked to the current patient then select Patient Linked to this patient option all bills will be sent to the current patient New Patient Normal Patient Patient linked to this patient The Delete button is used to delete a patient file Front Desk 2014 Note Patient files can only be deleted if the patient has a zero balance and the Front Desk user has the user access rights to use this function When adding a new patient Front Desk 2014 will check by default for existing patients with the same name and date of birth This checking feature can be altered
507. tem Information The Patient Photos option should be enabled if you wish to insert or capture and display a photo of the patient on the General tab of their file Advanced Advanced Health Fund EFTPOS Medicare C Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title Additional Info Health Fund Medicare DVA GP Referring Doctor Details L Medical Specialist Referrals C Multiple Locations Steck Control Manage Stock per Location L Email Integration C SMS Integration E Patient X rays Patient Photos Patient Photos option Patient Contacts Quotations Patient Events C Future Billing Sales Processes Defaults for Profession A patient portrait icon will appear on the General tab click this icon to attach or capture an image 3 Patient Mr John Smith m x il General Billing Details Clinical Notes Medicare DVA Transactions Full Name Mr lohn Smith Preferred oe Ge New Walkenville SA 5081 i FE toymer Date of Birth 03 11 1973 Age 39 E Mailing List Archive Gender Male he File No Phone Home 337 5495 Work 302 3196 Mobile SMS z MEPE Next Appointment Tue 27 Nov 2012 4 00 pm ee 6 days Click to insert or Practitioner Robert Jones Last Appointment capture an image Mon 12 Mow 2012 2 45 pm Fee Category Standard PAGE 365 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM ADVANCED FE
508. tements will print out all outstanding amounts regardless of the date of transaction All outstanding transactions including payments in this period will print all outstanding transactions as well as payments Include transactions up to will print all transactions up until a given date Hide reduction transactions won t print reductions on the invoice By Practice will include only the transactions that relate to a particular practitioner or practice group Statements Statement Type All outstanding transactions including payments in this period From 24 10 2012 To 23 11 2012 Include transactions upto 73 11 2012 Hide reduction transactions Filter By Practice Practice Group Robert Jones Practitioner Robert Jones WORKING WITH PATIENTS Q Search for Invoice Statement Numbers lf the option to print Statement Invoice numbers has been enabled in System Information then you can search either for an invoice number the batch number or a receipt account payment number To search for a statement or invoice number go to the System menu and select the Search Invoices option System Reports Window Help amp Login Q Security A AuditLog s Health Funds Standard Letters E Standard Messages Y Occupations a Patient Tracking Categories w Recall Types amp GP Referring Doctor Types D Clinical Notes Templates Clinical Notes Types Clinical Notes Condit
509. th Don t Print Patient Name Enter an Account Name which describes the billing account Select Bill to third party to enter a third party biller under either the Individual or Linked option Select the desired Print on Accounts options to be enabled with the billing account Click Auto create for new patients to have this billing account automatically added to new patient files SETTING UP FRONT DESK 2014 System Information Standard Accounts Select the Primary Account tab b Sey cane 4 System Information Standard Accounts Primary Account Print on accounts C Claim Injury details Hospital Facility details Medicare Number Health Fund Number Pension Number DVA Number Referring Doctor Date of Birth Don t Print Patient Name The Print on accounts selected here will automatically be enabled within new patient files under the default Primary account To update the selections within all existing patient files click Update Yes Click Yes to confirm the update or No to cancel PAGE 27 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 System Information Practice Locations Select the Practice Locations tab from the System Information dialog Please note this tab is only available when Multiple Locations has been enabled from the Advanced tab of System Information eB System Information Standard Accounts Practice Locations Fe
510. th funds check the Non HICAPS Item option These items will no longer be included in any HICAPS claim WB Item Code 500 Item Details Stock Control i Item Code HICAPS Code Medicare DVA Code Extended Code Bar Code T500 500 Schedule Service v IS Q a Description Initial Consultation and Treatment Copy fees Options gt Eli E Medicare DVA Item Round to nearest 0 05 Fee Category Fee Reducti Kid Pipa Rebate Gap Standard 38 00 0 00 38 00 0 00 38 00 Concession 35 00 0 00 35 00 0 00 35 00 Workcover 38 00 0 00 538 00 0 00 38 00 Medicare 38 00 0 00 538 00 0 00 538 00 DVA 35 00 0 00 0 00 10 VIP 0 00 0 00 0 00 0 00 No Charge 0 00 0 00 0 00 0 00 4 j Front Desk 2014 Tip Make sure that either the Item Code field or the HICAPS Code field contains a valid HICAPS code Front Desk 2014 will use the HICAPS Code if one is entered if not the Item Code will be used when submitting items to HICAPS We recommend that you print an Item Codes Report to check your item codes details after updating them with the new HICAPS information To print an Item Codes Report select Item Codes from the Reports menu Reports Window Help Banking Sheets Shift Reports Ali Transaction g Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals f Pa
511. th the use of the built in Backup Restore feature A suggested backup routine is to have one set of backup disks for each work day The Monday disk s is used every Monday the Tuesday disk s for every Tuesday and so on It may also be a good idea to keep another backup set offsite perhaps at home or at the bank We suggest that backup disks are kept in a safe place preferably not with the computer and in a fire resistant location If any assistance is required in developing your backup strategy please contact Smartsoft technical support Front Desk 2014 allows users to backup while you are using the system and have other windows open such as the appointment book In a multi user environment with more than one workstation Front Desk 2014 can be backed up on one machine while being used concurrently on other machines To perform a backup select the Backup icon from the toolbar File System Reports Window Help 2 Gal S ale eau or from the System menu System Reports Window Help amp Login Q Security A Audit Log s Health Funds Standard Letters Standard Messages T Occupations Patient Tracking Categories w Recall Types amp GP Referring Doctor Types Q Clinical Notes Templates Clinical Notes Types Clinical Notes Conditions Regions Stages 3 Clinical Notes Quick Buttons EA Cheques Group Deposits Patient Event Types 3 Messages HICAPS Transa ctions amp Medicare DV
512. the SMS and Email Integration functionality on the Advanced tab in System Information Missed Appointments will be highlighted in yellow Appointments will appear as missed if a transaction has not been entered for that day and if it is at least one hour after the missed appointment time Patients can have a Default Appointment Type Each appointment made for this patient will use the default appointment type unless otherwise specified The default appointment type applies to new appointments only If you have set up Following Appointments under the Appointment Types section in System Information then any appointments made by the Make Next Appointment method will default to your Following Appointments settings To delete an appointment highlight the desired appointment and click the Delete button the user will be asked to enter a reason for deletion To select multiple appointments for deletion hold down the CTRL key on the keyboard whilst making your selection WORKING WITH PATIENTS Zz Patient Appointments Cancels Reschedules Appointments that have been cancelled or rescheduled will appear in the Cancels Reschedules tab B Patient Mr John Smith Billing Details Medicare DVA Appointments Cancels Reschedules Statistics Patient Booking Gateway Appointment Prac Type Time of change Change To d 28 03 13 10 15 am Heather Reschedule 28 08 13 11 31 am 5 04 13 11 15 am 26 06 13 9 45 am George Cancel 26 08 13 11 29
513. the column and not practitioner select Use default item codes for this column not for the practitioner Advanced Settings Can make appointment for another practitioner in this column override Use default item codes for this column not for the practitioner If the practitioner details have not been entered into the system then adding columns can be done at a later stage Use the up and down arrows to change the order of the columns SETTING UP FRONT DESK 2014 System Information Appointment Book Prac Days Practitioner Days allows users to hide practitioner columns in the appointment book for days when a practitioner is not available To disable an appointment book column for a practitioner go to the Appointment Book tab in System Information and click the Prac Days button System Information ol a Options Banking Appointment Book Clinic Shifts Paper Siz 4 General warnings Practitioners Col Calendar Time Interval 15 Minutes Prac Days Appointment Start Time 09 00 arn Rules Appointment End Time 07 00 pra First Day of Week Monday Holidays Appointment Book Appearance Status Show Titles F Show Middle Names Use Colour in Reports New Style H Colours Show Privacy Option Display Mame First Name Prefered App Types Mouse Wheel Scrolls By Resources The following screen will be displayed Select the days when each practitioner is available and click OK
514. tient List TCR ae amp Events Report Time Management Report K EP amp h Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare DVAReport Stock Control gt 3 NADER GST Reconciliation DACE AN7 ERA N IT NECK ONIAA D R A CTI PE MANACCECMENT CVCTERA FAGE 4U FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM HICAPS EFTPOS INTEGRATION 2 Setting up HICAPS Practitioner Select Practitioner from the toolbar File System Repots Window Help AHAB SMS Oes AGL SC MS FA dAFSa Bieiaee or from the File menu system Reports Window Help Fa Appointment Book 2 Patient Eh Practitioner Queue cash Book a item Codes GP Medical Referrers f system Information Patient Booking Gateway Configuration Printer Setup Ge Exit Double click the practitioner s name or highlight their name and click OK Search on Practitioner Search Characters Name Heather Brown Peter Brown Robert Jones Robert Smith Show archived Practitioners PAGE 408 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM HICAPS EFTPOS INTEGRATION 2 Setting up HICAPS Practitioner HICAPS requires a valid practitioner Provider Number to allow submission of a HICAPS claim Select the Provider numbers tab and make sure that the Default Provider Number is correct If not select the correct provider from the drop down list IE Practitioner Robert Smith De
515. tient List Events Report Time Management Report Treatment Plan Report tem Codes Inter Practitioner A Sa BP eMmoepgs far Future Income GP Medical Referrers List G HICAPS Report GF Medicare DVAReport stock Control H GST GST Reconciliation To generate a future income report select a From and To date from the Date Range section If required this report can be filtered By Practitioner or By Practice Group E Future Income Period By Date From Sunday 1 September 2013 To Wednesday 4 September 2013 ha Filter By Practice Practice Group Robert Jones Practitioner Robert Jones This report may be Printed or Previewed by clicking these buttons ADVANCED FEATURES Multiple Locations System Information Select the Advanced tab in System Information The Multiple Locations option should be used when running Front Desk at two or more locations concurrently over a WAN Wide Area Network E System Information Advanced Health Fund EFTPOS Medicare C Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title Additional Info Health Fund Medicare DVA GP Referring Doctor Details C Medical Specialist Referrals Multiple Locations Multiple Locations Stock Control Manage Stock per Location C Email Integration E SMS Integration Patient X rays Patient Photos Patient Contacts Quotations Patient Events Future Billing Sales
516. tients when they use the Patient Booking Gateway They can be modified to suit Cancel your practice Email Template Name Edit Bulk Email Client Contact Request Email Address Confirmation Forgot Password Initial Appointment Clinic to Contact Initial Appointment Patient to Contact New Appointment New Class Booking New Login Request Registration Successful Existing Patient tee Select an Email Template Name and click Edit to modify an existing email template The Subject and Body information can be adjusted by typing over the existing text Please note the Letter Tags within the body of the email will populate with patient information vital to the email s purpose r X Edit Email Template i Template Name Client Contact Request This email is sent to the clinic when a patient requests to be contacted Cancel so that they can make an appointment aot Default will reset Default the email template l l cs to the default Subject Client contact request Booking an appointment K Body Client Contact Request Booking an Appointment The Preview option will lt lt CLIENTNAME gt gt Contact Phone populate the Letter lt lt CLIENTPHONE gt gt l Preferred Contact Time Tags with patient data lt lt CONTACTTIMES gt gt Click OK to complete the Email Template PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select th
517. tion Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report Treatment Plan Report Item Codes Inter Practitioner GP Medical Referrers List HICAPS Report Medicare DVA Report MASH Ba HRPM m amp Oerg ar stock Control d a GST Reconciliation TRANSACTION LOG fli transaction Log The Transactions dialog will appear Eee Prac Name Item Debit Credit GST Close 01 10 2013 Miss Kathryn Radbone IG pou dari 4 SE 01 10 2013 Reber Miss Evelyn Randall 505 30 00 amp Print 01 10 2013 Rober Miss Evelyn Randall Payrnent Receive Preview 01 10 2013 Heath Miss Kathryn Radbone Payment Receive gt 01 10 2013 Anne Mr Kym Keane 505 standard Treatm i Detailed 4 DO Summary From Tuesday 1 October 2013 he Transfer Out 0 00 Transfer In To Thursday 31 October 2013 Reductions Write Offs 0 00 Date Entered Date of Trans l Refunds Prev Credits Used 50 00 Filter E By Item GST Refunds GST Reductions 0 00 3 Item Code 10960 OST Write Offs 0 00 Schedule Non Service GST Prev Cred 0 00 E By Practice Billed GST RecewedGsT 0 00 Practice Group Robert Jones Billed Other 438 126 75 Received Unalloc 0 00 l Fj Auto Update Auto update options Dractitionei George Rogers Total Billed 38 126 75 Received Other 37 862 00 U
518. tion Once Front Desk has restarted go to System Information and select the HICAPS EFTPOS tab ie System Information HICAPS EFTPOS Medi HICAPS Terminal SELOTA ha Search button Test terminal connection Synchronise E Log transactions to file C Program Files Front D C Don t print regular receipt when billing HICAPS Print HICAPS receipt on terminal C Enable WorkSafe Victoria claiming EFTPOS Surcharge Item Code Provider Merchant Numbers for EFTPOS Name George Rogers Robert Jones Robert Smith Front Desk needs to search for the HICAPS terminal to do this click Search If the search fails check that your HICAPS terminal is correctly connected to a serial or USB port on a computer in the network and that the HICAPS Connect software can detect the terminal Front Desk will display the HICAPS terminal ID in the HICAPS Terminal field To test the communication between Front Desk and your HICAPS terminal click Test If successful a message will appear with the Response Code Response Text Merchant ID and Terminal ID The Response Code should be 00 and Response Text should be ECR COMMS OK as below wR System Information HICAPS EFTPOS Medicare Online HICAPS Terminal Test terminal connection Response Code 00 Response Text ECR COMMS OK Merchant ID 33123433 E Log transactions to file C Program Files Front D C Don t print regular receipt when billing HICAPS C Prin
519. tion and or editing of transactions appointments and patient files previewing printing exporting of reports We recommend the Audit Log be viewed on occasion to search for any discrepancies in the use of Front Desk While most entries in the Audit Log will be genuine changes that have been made to the system it does help to detect any Suspicious non authorised activity by users Front Desk 2014 Note Access to the Audit Log should only be given to trusted users of the system To access the audit log select Audit Log from the System menu I System Reports Window Help Login P Security Audit Log Health Funds Standard Letters je amp R Sm ll ae 2 9 Standard Messages Occupations Patient Tracking Categories Recall Types GF I Referring Doctor Types inical Notes Templates Clinical Notes Types 2 inical Notes Conditions Regions Stages 2 inical Notes Quick Buttons Cheques Group Deposits Fatient Event Types Messages HICAPS Transactions Medicare DYA Claims Medicare DYA Payments AIONYA E Fatient Booking Gateway Logins EFTPOS Refund ae Ge 8 OO Che oo Group Email Send SMs p Contacts p Search Invoices Cash Book Setup Front Desk Office Messenger Front Desk Word Processor Calculator Backup Restore from Backup
520. tional Clinical Notes Medicare DVA TE Full Name Mr John Smith Preferred Address PO Box 2 Walkerville 5A Date of Birth 03 11 1973 Age 39 Gender Male Fhone Home 337 5495 Work 302 3196 Mobile SMS Fax frontdesk smartsoft com au Practitioner Robert Jones Fee Category Standard 90 Days 60 Days 30 Days 0 00 0 00 0 00 PAGE 198 i eee F Mailing List E Archive Next Recall Thu 27 Dec 2012 4 wks 1 day Next Appointment Fri 30 Nov 2012 5 00 pm amp 2 days F Last Appointment Mon 12 Now 2072 2 45 pm 2 wks 2 days ago Current Balance 200 00 200 00 7 Credit Balance a wh FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM PAYMENT DISSECTION The Payment Type dialog enables the method of payment to be specified This is necessary for the generation of shift reports and banking sheets lf the Use Banking Sheets option has been selected in System Information the Payment Type dialog will appear when processing all payments E Payment Type Amount to Pay 100 0 Prew Credit 50 00 Credit Available Cash 100 00 Cheque s 0 00 Grp Chg Deposit 0 00 Register Drawer Card 0 00 Vis Master Card American Express Diners Other EFTPOS 0 00 HICAPS 0 00 Medicare DVA 0 00 Direct Deposit 0 00 Total 5100 00 Cancel Enter the amount to be paid into the corresponding payment field If the patient is in credit the payment type will default to the
521. tioner which appears as a credit on a patient file which is later used to pay an amount for a different practitioner This feature can be turned off by Smartsoft if you do not require this level of account recording Write Offs are amounts credited to a billed item if you wish to clear an owing amount generally due to difficulties in collecting this debit Reductions are amounts credited to a billed item to apply a discount to the normal fullfee The full fee and the reduction amount will be shown on printed receipts and accounts Using reductions is the preferred method for charging reduced fees to concession type patients Prev Credits Used Previous Credits are payments made using an existing credit also referred to as unallocated payments on a patients account No physical money is received for a payment made with an unallocated amount but a patient s credit amount will be decrease appropriately GST Write Off is the GST component of an amount written off from a patient account GST Prev Cred Previous Credit is the amount of GST paid by a patient using credit unallocated payments Refunds are the total amount of refunds for that period including GST GST on Refunds calculates the total amount of GST on refunded items Received GST is the amount of GST received Billed GST is the amount of GST that has been billed Received Unallocated is the amount of unallocated payment received These are credits on a patient account not
522. titioner Options This practitioner only Specific practitioners practice groups Select this practitioner by default Last practitioner seen Random practitioner Specific practitioner George Rogers To enable the practitioner for the Patient Booking Gateway select Available for Patient Booking Gateway Select a Booking Location for the practitioner Booking Location eels Teac ll Smartsoft Clinic Adelaide This will determine at which location patients can make an appointment with this practitioner PAGE 526 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Click Add to select one or more Professions for the practitioner Professions Physiotherapist The Patients can make appointments with option can be used to specify which practitioners a patient can make appointments with when this practitioner is selected as their Default Practitioner Any practitioner will allow the patient to make appointments with any practitioner available This practitioner only will allow the patient to make appointments only with their set Default Practitioner Options Patients can make appointments with Any practitioner This practitioner only Specific practitioners practice groups Specific practitioners practice group will allow the patient to make appointments with specifically selected practitioners and practice group
523. titioner Practitioners Provider Number Practitioner s Qualifications Practitioner s Location Fee Category Address Line 1 Address Line 2 Address Line 3 File Number Occupation Next Appointment The 2 Next Appointment The 3 Next Appointment Next Appointment Practitioners Name 2 Next Appointment Practitioners Name 3 Next Appointment Practitioners Name Next Appointment in a particular date range Practitioners Name for Appointment in Date Range Previous Appointment The 2 Previous Appointment The 3 Previous Appointment Previous Appointment Practitioners Name 2 Previous Appointment Practitioners Name 3 Previous Appointment Practitioners Name Expiry Date of Doctor s Referral Date of Doctor s Referral Post Code Future Billings Future Billings Current INTEGRATION WITH MICROSOFT WORD Additional Tags lt lt ReferringDr gt gt lt lt MedicareNum gt gt lt lt MedicareExp gt gt lt lt HealthFund gt gt lt lt MemberNum gt gt lt lt PensionNum gt gt lt lt VetNum gt gt GP Tags lt lt GPTitle gt gt lt lt GPFirstname gt gt lt lt GPSurname gt gt lt lt GPName gt gt lt lt GPOrg gt gt lt lt GPAdd1 gt gt lt lt GPAdd2 gt gt lt lt GPAdd3 gt gt lt lt GPAdd4 gt gt lt lt GPPhone gt gt lt lt GPFax gt gt lt lt GPEmail gt gt lt lt GPProviderNo gt gt Account Dependant Tags lt lt BilllToAddress1 gt gt lt lt BillToAddress2 gt gt lt
524. tment scheduled Recall Type sets a specific recall type for each appointment App Status can be set to a specific status for each appointment A Resource can be assigned to this appointment Notes can be added for each appointment Click Next to proceed to the next stage APPOINTMENT BOOK ii Appointment Scheduler The following Appointment Scheduler dialog is displayed Appointment Scheduler Mr Phil Alexander Schedule Manual Appointments Only Schedule Starting Date Saturday 6 October 2012 X Every 1 Weeks Months Repeat 6 times Days Monday 12 30 PM 7 Tuesday 12 30 PM Wednesday 12 30 PM Thursday 12 30 PM T Friday 12 30 PM Saturday 12 30 PM Cancel Help lt lt Back The Appointment scheduler functions in three ways the ability to make manual appointments scheduled appointments or a combination of both If appointments are to be made weekly check the Weeks option alternatively check the Months option for monthly appointments Appointments can be scheduled to Repeat a certain number of times The above example shows appointments scheduled twice a week for 6 weeks To change the time on a particular day select the hour minutes or the AM PM and use the up and down arrows to change accordingly To continue click Next You will be presented with a dialog similar to the one below a Appointment Scheduler Mr Phil Alexander Appointments To be Processed Time
525. transaction The patient s name item code and the benefit amount will be displayed for APPROVED transactions TYRO INTEGRATION ty Tyro Transactions EFTPOS Refunds Click the Refund button to refund an EFTPOS Purchase You will be prompted with the following screen Please enter the amount you would like to refund through the EFTPOS terminal This will require the patient s EFTPOS card Refund Amount 104 00 The maximum Refund Amount that can be set is the original purchase amount If refunds have already been processed for the transaction the maximum refund will be the remaining amount Click OK to proceed with the refund You will be asked to swipe or insert the card and select the account You may be asked to enter a refund password on the Tyro terminal Refund Amount 104 00 Total 104 00 Select account Swipe card Refun 104 00 Enter admin password Refund started Amount 104 00 Cancel Transaction PAGE 450 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM TYRO INTEGRATION ty Tyro Transactions EFTPOS Refunds HealthPoint Cancellations If successful the following messages will be displayed Refund Amount 104 00 Total 104 00 APPROVED Print customer copy YES 1 NO 2 Processing transattion please wait Select account Swipe card Refund 104 00 Enter admin password Refund started Amou
526. ts Pap From To Mon 8 00 am Mon 9 00 prr ne Wed 8 00 am Wed 6 00 pm Thursday Thu 8 00 am Thu 9 00 pr Friday Fri 11 00 am Fri 8 00 pm Saturday Sat 9 00 am Sat 12 00 pm Clinic Shifts are common working shift periods and banking periods used for reporting Once established these shifts are used to define time periods when generating reports Each of these periods requires a description together with a start and end day and time To add a new clinic shift click the Add button and enter the details as required New Clinic Shift Description Monday Afternoon Shift From Monday 12 00PM To Monday 08 00 PM When setting start and end times be generous to allow for the occasional patient having an appointment before opening or after closing Also be careful that shifts do not overlap To edit an existing period either double click on the item in the grid or click the Edit button Items may be removed by clicking Delete button Front Desk 2014 Tip Front Desk can automatically synchronise a computers time to the same time as the database server by using the Set Time of this machine from Database Server feature on the Network tab in System Information PAGE 60 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 f system Information Paper Size Select the Paper Size tab from the System Information dialog R System Information gt x Appointment Book Waiting List Clinic Shifts
527. ts to the integrated Patient Booking Gateway The Patient Booking Gateway address will use the public IP address of the clinic combined with bookinggateway Eg http 116 212 211 142 bookinggateway This address will be provided by Smartsoft staff during the initial installation Select a Practice Description which best describes how you refer to your practice or clinic A custom description can be entered manually if required Practice Description sii how you refer to your practice practice PATIENT BOOKING GATEWAY Patient Booking Gateway Configuration Select a Patient Description which best describes how you refer to patients or clients A custom description can be entered manually if required Patient Description patient how you refer to your patients client patient select a Practitioner Description which best describes how you refer to your practitioners A custom description can be entered manually if required Practitioner Description Hetty how you refer to your practitioners practitioner therapist A Theme Colour can be selected using the provided drop down menu This colour can be used to theme your Patient Booking Gateway to suit your existing branding I Patient Booking Gateway Configuration a x Clinic Details Defaults Classes Email Professions Booking Locations Practit gt Display OK
528. u Fri Sat Delete 44 245 26 2F 4 Gi 1 2 3 4 6 8f 8110 11 12 13 15 16 17 18 19 2 22 23 24 4 2 29 30 31 1 2 3 C Today 5 10 2012 Tuesday 13 November 2012 01 30 pr Tuesday 30 October 2012 01 45 pr H Tuesday 6 November 2012 01 30 prn Delete Processed Appointments Time Tuesday 13 November 2012 01 30 pm Tuesday 30 October 2012 01 45 pm H Tuesday 6 November 2012 01 30 pr 7 r Print Schedule 7 Print Schedule W Cancel Help lt Back Process Back Process k r For the remaining appointments to be processed changes need to be made to the date or time due to a conflict with other appointments To do this click the up and down arrows in the time field to make the appointment earlier or later By using the arrows the system will automatically go to the next available time or date Click Process once again to process the altered appointments When all appointments are processed click Finish APPOINTMENT BOOK a Appointment Scheduler The appointment scheduler can be used to add manual appointments Check the Manual Appointments Only option to enable this feature Appointment Scheduler Mr John Smith Schedule Manual Appointments Only Schedule Starting Date Thursday 18 December 2008 Every 1 6 Weeks Months Repeat times Days Monday 10 45 4M Tuesday 10 45 4M Wednesday 10 45 AM Thursday 10 45 AM Friday 10 45 AM Saturday 10 45 AM 5 unday 10 45 AM
529. u wish to include archived codes check the Include Archived Item Codes box This report may be Printed or Previewed or Exported by clicking these buttons To create a PDF of this report click the button with the Acrobat icon Save icon Acrobat icon a Item Codes Report 4 SEE Paewin x M 4 Pagi Le lS le a LAY E L2 close Item Codes Report Printed 13 November 2012 2 53 pm Initial Consultation and Treatment 38 00 35 00 38 00 38 00 35 00 Fee Reduction Net Fee 38 00 35 00 38 00 38 00 35 00 Rebate Standard Treatment 30 00 25 00 30 00 30 00 25 00 Fee Reduction Net Fee 30 00 25 00 30 00 30 00 25 00 Rebate Long Consultation 40 00 35 00 40 00 40 00 35 00 Fee Reduction Net Fee 40 00 35 00 40 00 40 00 35 00 Rebate No Charge 505 509 Long Consultation 2 areas 45 00 40 00 45 00 45 00 40 00 Fee Reduction Net Fee 45 00 40 00 45 00 45 00 40 00 Rebate Extended Consultation 50 00 50 00 50 00 45 00 Fee Reduction Net Fee 50 00 50 00 50 00 45 00 Rebate 515 Extended Consultation 3 areas 60 00 55 00 60 00 Fee Reduction Net Fee 60 00 55 00 60 00 Rebate 535 555 55 00 55 00 35 00 35 00 Standard Home Visit 40 00 35 00 40 00 Fee Reduction Net Fee 40 00 35 00 40 00 Rebate Hydrotherapy 70 00 65 00 70 00 70 00 65 00 Can DNaduintinn J 3 J 4 m es PAGE 78 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SET
530. unt their practice group account or to their own accounts For example Front Desk 2014 can group the banking of several practitioners into one account through Practice Groups while other practitioners can bank separately to their own individual accounts PAGE 38 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 G System Information Appointment Book General Select the Appointment Book tab from the System Information dialog IB System Information Defaults Options Banking Appointment Book General Warnings Calendar Time Interval 15 Minutes Appointment Start Time 09 00 am Appointment End Time 07 00 pm First Day of Week Monday Appointment Book Appearance Show Titles Show Middle Names C Use Colour in Reports V New Style V Show Privacy Option Display Name First Name Preferre hd Mouse Wheel Scrolls By Page In the General tab select the Time Interval for your appointments in the appointment book Specify the Appointment Book Start Time and Appointment Book End Time If these times vary then select the earliest and the latest times an appointment is scheduled at the clinic First day of week the day of the week the appointment book calendar begins Show Titles shows the patient s Title in the appointment book i e Mr Mrs Ms Show Middle Names gives you the option to display the patients Middle Name on the appointmen
531. unt to Pay 30 00 Cash Cheques Chequer Deposit Register Card Visa Master Card Amerncan Express Diners Other EFTPUS HICAPS Optus Health Medicare DVA Direct Deposit Total PAGE 198 FRONT DESK 9014 P PAGE 128 FRONT DESK 2014 WORKING WITH PATIENTS 2 Patient Transactions Edit Date of Entry To edit the date that a transaction was entered right click on the transaction and select Edit Date of Entry from the menu WZ Patient Mr John Smith Department of Veterans Affairs a E l Billing Details Clinical Notes Medicare DVA Transactions Account Primary Date Prac Owing Description 21 03 2013 Anne 538 Payment Recetved 21 0 23 11 2012 Anne 538 Refund ea Heathe 30 00 0 00 Standard Treatment 07 03 2013 TER 30 00 item Reprint 23 11 2012 George g Delete Item 18 04 2013 Anne 38 00 Edititem 23 11 2012 Anne S Edit Date of Entry 16 04 2013 Robert 30 00 23 11 2012 Robert 24 04 2013 George 30 00 3 24 04 2013 George Payment Received 24 0 _ t Show as Account im a Tae f Edit Location Medicare Online E F a 2 2 8 3 30 Days Current 50 00 0 00 Select the date and time you wish to change it to If you wish to update the date on other associated transactions select that option as shown below Edit Date of Entry New Date and Time of Entry J e 11 004M Set to date and time of invoice E Update all transactions
532. ur bar code scanner may need configuration for this functionality to work correctly Please refer to the bar code scanner s manual for further details on configuring Header and Terminating characters PAGE 68 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 System Information Network select the Network tab from the System Information dialog E System Information o E mE Bar Code Scanning Network Backup Messenger HiCAPS EFTPO To synchronise the date and time of Set time of this machine from Database Server all computers in a multi user environment select the Set Time of W Automatically Refresh Appointment Book this machine from Database Server option Rate sec 20 Only select the following settings if running Front Desk 2014 in a multi user networked environment Select Set time of this machine from Database Server if this computer is to be synchronised with the server This date and time synchronisation is performed when starting Front Desk on your machine Automatically Refresh Appointment Book refreshes the appointment on a regular basis so that it reflects the changes made by other users in a multi user networked environment This option is not required for single user operation View Current Users will show the computers and logins currently connected to the Front Desk database
533. ustralia 1800 18 18 30 UPGRADES International Fax 61 2 8006 5205 This will install the network version of Front Desk 2014 When the installation is complete the following Network Setup Utility dialog will appear Front Desk 2014 Network Setup Utility Connect to Local Database Network Database Server Advanced Settings To use the database on the client computer select the Local Database option lf your database is on another computer select Network Database Type the name or IP address of the database server Once you have selected the database location click Test to check your database connection To access the network setup utility at a later stage select the Network Setup Utility option from the Network Client Version section on the CD Congratulations you have successfully installed the network version of Front Desk 2014 SETTING UP FRONT DESK 2014 Now that the operating system settings are correct and Front Desk 2014 has been installed we can proceed with customising the system to suit your clinic requirements Customising Front Desk 2074 involves the following main areas Starting Front Desk 2014 for the first time System Information ltem Codes Practitioners CNN A Starting Front Desk 2014 for the First Time Installation of the Front Desk 2014 Practice Management System introduces a new icon to your desktop il a Front Desk 2014 Installation also inserts Front Desk 20
534. view the details of a referral click on the plus located on the left hand side of the invoiced item I Patient Mr John Smith ese Medical Referrals Clinical Notes Attachments Medicare DVA Transactions Tracking Appoir Account lt lt All Accounts gt gt sA Close Date Prac Debit Credit Owing Description em Reprint 28 11 2012 Robert 200 00 5200 00 Unallocated Payment 03 12 2012 Robert 51 95 51 95 Standard Treatment 17 10 2012 Robert 51 95 51 95 Standard Treatment PIE 04 12 2012 Robert 30 00 30 00 Standard Treatment Edit Item View referral information Referral Dr Sam Smith 04 12 2012 Expires 03 12 2013 Invoices Statement Trans Log Write Off r Refund V Outstanding Transactions Only Show as Account export 90 Days 60 Days 30 Days Current Balance 0 00 0 00 51 95 118 05 66 10 The Edit Transaction window also allows editing of the referrals Edit Transaction Name Mr John Smith Account Primary Referral Date lt lt No Referral gt gt Dr Sam Smith 0442 2012 Practitioner Mar eae Change the referrer in the Edit Transaction screen ltem Code 505 lt All Schedules Description Standard Treatment Fee 30 00 Include GST Reduction Net Fee 30 00 ADVANCED FEATURES 2 Missing Medical Referrals To generate a report on any medical referrals that have not been used
535. voice Other details Print on Accounts Acc No Claim No m ani Injury details These details can be C Hospital Facility details Client ID Fi Medicare Number printed on accounts R E Health Fund Number receipts and payments C Pension Number Injury Injury Date E DVA Number Hosp Fac Referring Doctor C Don t Print Patient Name C Date of Birth Primary 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 200 00 200 00 Help _ ADVANCED FEATURES Future Billing System Information Select the Advanced tab in System Information The Future Billing option can be used by practices that wish to bill items at a future date This can be helpful when negotiating payments over time with patients for high value services such as Orthodontics Before enabling this feature we recommend discussing your requirements with Smartsoft Network Backup Messenger SMS Email_ Advanced Advanced Health Fund EFTPOS Medicare C Multiple Accounts per Patient Default Billing Details on Search amp Patient File Title Additional Info Health Fund Medicare DVA GP Referring Doctor Details C Medical Specialist Referrals C Multiple Locations Stock Control Manage Stock per Location L Email Integration C SMS Integration E Patient X rays Patient Photos Patient Contacts Quotations Patient Events Future Billing Future Billing option Sales Processes Defaults for Profession
536. wly created clinical notes type will appear in the list The ordering of how clinical notes types appear can be adjusted using the blue arrows Clinical Notes Ty Show Archived To set a default clinical notes type for the first clinical note subsequent clinical notes and charts select the Defaults tab I Clinical Notes Types Clinical Notes Types Defaults Close Default type for first note Add History Edit Default type for subsequent notes Treatment Delete Default chart type Chart PAGE 181 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS ith Clinical Notes Conditions To create conditions regions or stages for clinical notes select Clinical Notes Conditions Regions Stages from the System menu system Reports Window Help zN Ja op ae rd B m Login Security Audit Log Health Funds Standard Letters Standard Messages Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Clinical Notes Quick Buttons Cheques Group Deposits Patient Event Types Messages Medicare DVAClaims A ADA lh Medicare DYA Payments Patient Booking Gateway Logins Group Email send SMS Contacts search Invoices Cash Book Setup Front Desk Office Messenger Front Desk
537. wly created condition will now appear in the list The ordering of how conditions appear can be adjusted using the blue arrows Click Edit to make changes to an existing clinical condition To remove a clinical condition click Delete PAGE 184 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM WORKING WITH PATIENTS ith Clinical Notes Quick Buttons Quick buttons may be used to insert lines of custom text directly into a clinical note by clicking a pre defined button Button sets can be customised to include up to 10 columns of buttons To set up quick buttons for clinical notes select Clinical Notes Quick Buttons from the System menu System Reports Window Help Login Security Audit Log Health Funds Standard Letters Standard Messages gt Occupations Patient Tracking Categories Recall Types GP Referring Doctor Types Clinical Notes Templates Clinical Notes Types Aa Bree SAMI t DED Clinical Notes Conditions Regions Stages Clinical Notes Quick Buttons Cheques st Group Deposits ROK Patient Event Types Messages Medicare DVAClaims Medicare DVA Payments Patient Booking Gateway Logins Group Email Send SMS gt T i Contacts gt amp Search Invoices eB Cash Book Setup S Front Desk Office Messenger a Front Desk Word Processor Calculator Backup Restore from Backup To create a new quick button set click Add To modify an existing button set click Edit o
538. wn Robert Jones SETTING UP FRONT DESK 2014 System Information Appointment Book Types The Add Default Practitioner Intervals section allows for appointment types to default to the correct amount of time required for that appointment e g New Patients may require two intervals To set these time intervals click the Add button and either select a practitioner from the list or leave it as All Practitioners Increase the time intervals as necessary for that particular appointment type The wide option only applies to those practitioners who have more than one column Edit Default Practitioner Intervals Practitioner Peter Brown Intervals 3 Wide 2 Period 45 minutes Default settings for Appointment Types Default Appointment Standard Patient Add Default New Patient New Patient Edit Default Group Booking Group Appointment Delete Appointment Type Following Appointment Follow Up Follow Up Standard Patient This function allows you to automatically set up appointment types for following appointments based on the appointment type of a previous appointment For example this function will automatically change the appointment type from New Patient to Report of Findings then from Report of Findings to Standard Patient and so on The Default Appointment Default New Patient and Default Group Booking should be set to the appointment types that are most commonly used for these appointments To
539. x 03 4485 6525 Email info smartsoft com au Update existing patient details using the registration request details provided Existing Patient Details Name Mr Charlie Davidson Pref Name Date of Birth 22 05 1979 Address 147 Davidson Terrace Eastville VIC 1122 Home Phone 03 4485 6524 Work Phone Mobile Fax Email File Number 1033 Cancel lt lt Back Finish The Merge Patient Details window allows users to update the existing patient file with the details registered for the Patient Booking Gateway by the patient Select Update All to update all available patient details Otherwise selecting the arrow between each row will replace that specific line of information Email Email info smartsoft com au info smartsoft com au Merge Row Email Email info smartsoft com au Process Login Request Merge Patient Details Update All Registration Request Details Name Mr Charles Davidson B Pref Name gt Date of Birth 22 05 1979 Address 147 Davidson Terrace Eastville VIC 1122 Home Phone 03 4485 6524 Work Phone 03 4488 5498 Mobile 0422 222 222 Fax 03 4485 6525 Email info smartsoft com au Update existing patient details using the registration request details provided Updated information in existing patient file Existing Patient Details Name Mr Charlie Davidson Pref Name Date of Birth 22 05 1979 147 Davidson Terrace Eastville VI
540. y Data Sources Mhy Recerved Files My Stationery Patient Photos Readiris REG Backup Scanned Documents Updater Updater5 fae My Sharing Folders File name Patient Names tet Save button Save as type Text Files txt k 4 Enter a name in the File name field and click Save to complete 5 Microsoft Word will automatically open if it has been installed A new document called Document1 will appear 6 Go to the Tools menu go down to Letters and Mailing and select Mail Merge fo x Type a question for help x ions as a 2 a SO O C l Page 1 Sec 1 Yio At 25cm Loni c REC TRK EXT OVR English Aus Gal PAGE 322 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM MAIL MERGE WITH MICROSOFT WORD 2003 7 The Mail Merge Helper will appear on the right hand side of the document T Document10 Microsoft Word Reine A hot Pa DF Acrobat Com ts Select recipients Use an existing list Select from Outlook contacts Type a new list _ Use an existing list Currently your recipients are selected from Patient Names txt Select a different list Edit recipient list 5 l Step 3 of 6 A Next Write your letter Previous Starting document Fj l Page 1 Sec1 1 1 At25cm Ln1 Coli REC TRK EXT OVR Engish aus 68 6 steps to complete mail merge 8 Follow through the 6 steps in the bottom righ
541. y and minimal size A requirement for the scanning functionality is that your scanner software should be installed and working on your computer prior to scanning from within Front Desk Clicking the Scan button opens the Scanning dialog Scanning Select source HP Lasenlet 3390 TWiadlh Options Colours Black amp white Advanced Scanner Options C Use Sheet Feeder Double Sided Scanning Attachment Options Date 29 01 2009 Description Scanned Document 29 1 2009 Save ag JPEG Select the desired scanner in Select Source Select from RGB Grey Scale or Black amp White depending on your scanner s capabilities you may see different options here in the Colours drop down box Checking the Advanced Scanner Options will allow you to directly use the scanner software settings and Use Sheet Feeder allows the scanning of multiple sheets using the document feeder of your scanner if your scanner supports this functionality The Double Sided Scanning option allows users to scan both sides of a document when inserted into the sheet feeder of duplex compatible scanning devices The Double Sided Scanning option will only be available when a device with duplex scanning functionality has been selected The Date the document was scanned and a Description can be entered using the respective fields Documents are saved as either JPEG or PDF files We generally recommend JPEG for documents to be viewed on screen and PD
542. y selecting Banking Sheets Shift Reports from the Reports menu Reports Window Help Banking Sheets Shift Reports Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List a T B A E a t Events Report Time Management Report Treatment Plan Report ltem Codes Inter Practitioner 7 dy E Ra GF Medical Referrers List HICAPS Report Medicare DVA Report a 2 Stock Control 8 GST Reconciliation MEDICARE DVA ONLINE CLAIMING Medicare DVA Payments Report If you have enabled Medicare DVA Online Claiming or Medicare DVA Reports Only on the Advanced tab in System Information then under Report Types there will be an extra option called Medicare DVA Payments WB Banking Sheets Shift Reports Report Type Transaction Report O Payment Transactions Close O Banking Sheet N Summa TRR EE Gniv 5 Medicare DVA Ee H e ecewed Only 2 Print Payments Medicare DVA Payments a Preview Period Clinic Shift Monday Mon 25 Mar 2013 6 45am to Mon 25 Mar 2013 9 00 pm E Last Week 5 Banking Periods Reset Banking Period Current Banking Sheet Fri 28 Jul 2000 10 18 arn to Current Time O Manual 21 03 2013 09 57 AM to 28 03 2013 09 57 AM Selection C By Practice Practice Group Old Practitioners Practitioner Dr Pepper This report is
543. y used you will see the following warning displayed Click Yes to continue or No to cancel edit Confirm This Item Code is currently in use Editing this code will affect past financial reports P We recommend archiving this item and adding a new one Are you sure you want to edit this Item Code When all the item codes applicable to your practice have been entered you may wish to print a report showing all item codes and associated fees To generate this report select Item Codes from the Reports menu Reports _ Window Help s Banking Sheets Shift Reports Ai Transaction Statements Invoices Billings Report Trend Analysis Recall Patient List Active Inactive Patients Birthday List Patient Referrals Patient List Events Report Time Management Report BRP aM ae p g ey A fia Treatment Plan Report Item Codes Inter Practitioner HICAPS Report Medicare DVA Report aa oe i GP Medical Referrers List i Fi Stock Control GST GST Reconciliation PAGE 77 FRONT DESK 2014 PRACTICE MANAGEMENT SYSTEM SETTING UP FRONT DESK 2014 ay ltem Codes The Item Codes Report dialog will be presented as below Item Codes Report Report on Schedule lt lt All Schedules gt gt 5 Prin Schedule drop down box Export to Excel or CSV file Select the schedule you wish to view from the Schedule drop down box or alternatively leave it set to lt lt All Schedules gt gt If yo
544. yboard to accept a cash payment The Payment Type dialog will be covered in more detail in the payment dissection section of the manual lf you are using the billing option mainly to bill items without payments and you would like the Payment amount to be set to a zero amount by default uncheck the Pay on Billing option on the Defaults tab in System Information Front Desk 2014 Note Printed receipts include full payments accounts include no payments and account receipts include part payments A d Am A AIT ArI Aha A Arm A AF Ar RAAR AFR AF 2s A A Tras DACE 4daQarR R DNI E k AAT DRACTICE MANAG AACA CVC V e PE oy m S ba aE DEN FaK 46 Zi a 9 fe 7 i ATIN AL s F IVi FIN y amp m pi rAUE J w MUNI VEON cUIt rMAG HOC NANAUENENT OTOIEW Patient has no credit PAYMENTS Click the Payment button on the patient file Invoice statement date Date range Payment Mr John Smith Payment Patient is 94 00 naid te i a o 100 00 paying 100 00 30 00 Unallocated Credit Invoice Statement E Date range _ at 94 00 Account Balance Clear Auto Allocate Click Auto Allocate to distribute 21 11 2012 505 Standard Treatment payment P 28 11 2012 505 Standard Treatment amongst HIS The amount allocated may be edited manually or select a payment option 7 Accept Unallocated Payment to practitioner Robert Jones unallocated amount 6 00 Print cancel Help
545. your terminal To enable Tyro integration select Tyro on the Health Fund EFTPOS Medicare tab on the Advanced tab in System Information Check Health Fund Claiming EFTPOS Integration is a requirement for Tyro integration This option will be automatically checked when selecting Tyro If you will be processing Medicare Easyclaim claims through the Tyro terminal check the Medicare Easyclaim Integration option This option cannot be used on the same computer as Medicare DVA Online Claiming Contact Smartsoft for help deciding which option best suits your practice If your terminal has multi merchant functionality you will need to check the Terminal is Multi merchant option as System Information Health Fund EFTPOS Medicare Terminal Type None H HICAPS Tyro Health Fund Claiming EFTPOS Integration Medicare Easyclaim Integration HICAPS Reports Only E Terminal is Multi merchant 1 Medicare DVA W Accept Medicare DVA Payments C Medicare DVA Online Claiming E Medicare DVA Reports Only TYRO INTEGRATION ty Tyro Integration Item Codes Click Item Codes on the toolbar File System Reports Window Help AHAB E ELIR E E EE EE or select Item Codes from the File menu File System Reports Window Help Appointment Book Ctri A 2 Patient Ctrl P EA Practitioner Queue Cash Book 2 Practitioners a item
546. ype Lumbar disc bulge Osteoporotic Low pain threshold lt All gt Blood thinners aid Condition Region Stage lt All gt X Date Practitioner Type Condition Region Stage Delete 11 10 2013 George Rogers x Chart lt None Selected gt X J 21 08 2013 T Georg oat Last modified 11 10 2013 15 47 today by Admin Print Template jn Attach opy Note BACK FRONT ae A X 000 mx s o x Bec Di 8 Show All aes B orge Re 9 7 2083 3 mths ys a George Rogers 1 8 2813 7 wks Subj jective No change moderate levels offpain levels movement unchanged Objective Flex 25 ext 60 4 5 l o po fal o 3 E E TA 0 patients in queue 4 f 4 h Si j k WORKING WITH PATIENTS Zz Patient Clinical Notes Draw Freehand Stamp chart Stamp chart Draw with xxx with vena line iew Full Page Draw Delete Stamp chart Currently selected text with a colour LYK wk ooo eee ZY oo yf E Show Al f fi f f Bl gt Select Stamp chart Stamp chart Choose with ooo with x Colour Maximise Stamp chart Show all with Hide Preview Clinical Notes To edit the available Stamps right click on the annotations tool bar and select Edit Stamps os Ale X ooo sss YY o y E Show All iia Type between 1 and 3 characters to edit the stamp text as required Edit Stamps Stamp Text 1 Stamp Text 2 Stamp Test 3 Stamp Text 4 Stamp Text 5 Stamp Test 6 WORKING WITH PATIENTS
547. ystem Information dialog E System Information Front Desk Word EEE Settings Labels Default Paper Size Ad Width 21 00 cm Height 29 70 cm Default Margins Left 254cm Right 2 54 cm Top 454cm Bottom 2 54 cm Header 0 000 cm Footer 0 000 cm Default Orientation Portrait Landscape Default Font F Arial The default document settings within the Front Desk Word Processor can be customised by selecting from the available options Users can select the Default Paper Size Default Margins Default Orientation and the Default Font These settings are often decided based upon your current printer configuration and most used documents select the Labels tab from within the Front Desk Word Processor settings WA System Information o mem Front Desk Word Processor Clinical Notes Attachments Bar Code Settings Labels alos Left Margin 0 00cm Top Margin 0 00 cm Horizontal Column Margin 0 00 cm Vertical Row Margin 0 00 cm Columns 3 Rows 7 Users can also select the Margins used when printing labels through the Front Desk Word Processor The number of Columns and Rows selected should be determined by the layout of the particular label sheets being used SETTING UP FRONT DESK 2014 System Information Clinic Shifts Select the Clinic Shifts tab from the System Information dialog Appointment Book Waiting List Clinic Shif
548. z Patient Transactions You will be prompted with the following dialog for a reason why the transaction has been edited click OK when complete Reason for Editing Transaction Wrong Practitioner To edit a payment highlight the payment line black and click the Edit Item button WR Patient Mr John Smith Department of Veterans Affairs o General Billing Details Additional Clinical Notes Attachments Medicare DVA Transactions Account Primary Close Date Prac Debit Credit Owing Description A 7 Item Reprint 21 03 2013 Anne 38 00 Payment Received 21 0 23 11 2012 Anne 38 00 Refund 19 03 2013 Heathe 30 00 0 00 Standard Treatment 23 11 2012 Heathe 30 00 Payment Received 23 1 27 03 2013 George 30 00 0 00 Standard Treatment 23 11 2012 George 30 00 Write Off 23 11 2012 18 04 2013 Anne 38 00 0 00 Initial Consultation and Statement 23 11 2012 Anne 38 00 Fee Reduction 16 04 2013 Robert 30 00 0 00 Standard Treatment Trans Log 23 11 2012 Robert 30 00 Payment Received 23 1 24 04 2013 George 30 00 0 00 Standard Treatment Pa E 24 04 2013 George 3000 Payment Received 24 0 jam Outstanding Transactions Only Show as Account rt car Export 90 Days 60 Days 30 Days Current Balance 0 00 0 00 0 00 0 00 0 00 The Payment Type screen will appear Change the method of payment to the correct payment type and click OK Payment Type Amo

Front Desk 2013 User Guide Version 15

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