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14	Getting Started with OfficePro Getting Started with OfficePro Welcome to NaturaeSoft Your solution for success! The OfficePro suite gives your practice the benefits of increased efficiency, an enhanced professional image, and an integration of all of the major systems inherent to successful practices. We are excited to be able to support the success of your practice! Thank you for choosing NaturaeSoft! Getting Started To begin taking advantage of this powerful tool you will need to configure the system to match the specifics of how you practice. Use the following configuration outline to help you get your service set up. Once these steps are complete you can feel comfortable starting to use your service as your system will be configured to meet the specific needs of your unique practice. Configuration Training NaturaeSoft offers new customers a one-time configuration training that will help you to get your practice set up. We walk you through all facets of the Admin > General Settings page and help you get oriented to adding and managing, products, services, and diagnosis codes. This training can be scheduled by contacting Support @ NaturaeSoft.com and suggesting a couple of times during the week that would work well for your team. Once this meeting is scheduled we will send you a link with information about accessing the training session at the predesignated time. Accessing your Service Your NaturaeSoft services are accessible from any computer anywhere on the Internet. That’s right! Macs and PCs can use our system and even UNIX-based workstations. All that you need is an Internet browser and an authorized account with our servers. OfficePro is a hosted service provided by NaturaeSoft. As a hosted service you do not need to maintain expensive hardware internally to access and manage your practice software. To set up a workstation with your OfficePro service, open your browser and go to: https://secure.naturaesoft.com. NaturaeSoft services are accessible through your Internet browser (Chrome, Safari, etc.). To log into your account, open your browser (Chrome or Safari are recommended) and go to: https://secure.naturaesoft.com or our alternative version accessed at https://officepro.naturaesoft.com. Login to your practice account When you first access OfficePro, you will be asked to log in with your Practice Name and Practice Pass. The Practice Name and Practice Pass were sent with your welcome email from your NaturaeSoft account representative. (Your Practice Pass is often “Dr” and your last name with no spaces). The Practice is of course the name of your practice. Since spelling and grammar matter in these fields, it is best that you reference the exact practice and practice pass sent to you in your welcome email. Once you have successfully logged on to the service your Practice Name and Practice Pass will be saved locally and you will only need your username and user password when logging in from this same device. While your practice pass should be kept fairly secure it will be given out to anyone who needs to access the system so keep it easy to remember and make sure it has nothing in common with your User Password for access to the system. Note: You can access your service from multiple workstations with multiple users simultaneously. Login with User Name and Password If this is your first time logging in as a system administrator you can use the username Admin and the password OfficePro to log in and set up other user accounts. If you are a provider and your account was preset by NaturaeSoft your user name will likely be your first initial and last name (e.g. Sam Smith → SSmith). The default password for all accounts at the onset is “OfficePro”. When you log in with the password of “OfficePro” the service will prompt you to update your password information. For your security please choose a strong and secure password. If you want o change your password you can do so from the “Account” link off of the user bar at the top of every page. Once logged in you will see “your name” or “Admin” in the Admin bar in the color for your user account. Click on the “Account” button to change your password easily from here. Passwords are case-sensitive. All OfficePro customers are given the same Admin username and password, so please change the password for the Admin user to secure your account. Want to watch a tutorial on this. Click here for our Academy video tutorial on "Logging into OfficePro for the first time"
13	Configuration Walk Through Configuration Walk Through The OfficePro service includes a configuration walk-through that shows you how to get your service set up and ready for use in your practice. The Configuration Wizard OfficePro 11.0 comes equipped with a configuration wizard to help you get your system configured faster than ever. The configuration wizard is accessible on the footer of your service from the grey gear cog icon. When you mouse over this icon the configuration progress window will pop up showing you the steps to completion of your services configuration. When you click on the configuration steps the configuration window pops up giving you access to manage and complete the configuration steps right from the window. The configuration window is also accessible by clicking the configuration details link at the bottom of the configuration progress bar. The Configuration Window The configuration window welcomes you to NaturaeSoft and provides details on the configuration of your service. Each section of the configuration wizard orients you and gives access to the settings for your practice. Please walk through and complete as many of these steps as possible before beginning to use your OfficePro service. These steps covered in the configuration wizard are congruent to the steps outlined in the next section of the manual. Each will be covered in detail but from outside of the context of the wizard itself. To access the configuration wizard click on the grey gear icon on the bottom of the service and then choose configuration details. Configuration Outline Review your Practice Information You can manage your basic practice details including your address and phone number, etc.. from the practice tab of the Admin > General Settings page. Make sure that your practice information is complete. Your practice information is used in all facets of the service. For proper operation, make sure your practice has an email, a tax ID, and an NPI. To edit your practice information click here. When you are done with this step please mark it as complete. Review your Providers Each provider in your service will need to be properly configured. You can edit each provider's base information and their starting schedule from the provider's area of the Admin > General Settings page on the Practice tab. Review your Users Only specified users will have access to the service. Each user can be assigned access to each specific area of the service. User passwords are evaluated for strength. When adding new users or updating existing users passwords you can use the default password of 'OfficePro' to allow the service to prompt the user to reset their password on the next login. You can manage the users for your service from the Admin > General Settings page on the Practice tab. Set up your Configure To configure your schedule you will need can manage Visit Types, Holidays and some general settings. Visit Types - Visit types are used to color code your schedule and can be created to represent each of the general services that you offer in your practice. Visit types are reflective of the whole of the visit and the specific services that are added to the visit will be able to varied. Visit Type is not linked to services on visits in any way. Holidays - Scheduling holidays allows you to create times that you will be marked out of the office. You can set up as many single and multiday holidays as required and they can be for any one provider or the whole of the clinic. Here is the list of holidays currently included in your service. You can add a holiday with the green icon on the top right of the list. Set up your Contacts Contacts in OfficePro refers to each of the Companies and Persons that your business works with that are not patients or prospects. Contacts can be categorized into Referrals, Vendors, Distributors, Insurance, and Business Contacts. You can use the following links to Add contacts or review the contacts list. Set up your Products Setting up products in OfficePro can be a daunting task, but we have some tools that can help you speed up the process. Set up your Services Services are the actual service charges that you will charge to your patients. Services can include CPT code for use with insurance billing and they can be set up at your discretion to allow you complete control of your practice's charges. You are also able to create service groups that will allow you to bring multiple services into your patient's encounters at one time, speeding up your processing significantly. You can manage your services list by clicking on the Services Admin link on the Admin Menu. Only certain user types have access to manage services. Review your Diagnosis Code List Your OfficePro service was set up with a simple list of basic ICD-9 codes that will help you get started quickly. But you can easily add new codes to the service from the Admin > Diagnosis Admin menu. Set up your Patients In order to use the system you will need patients. You can easily add patients to the system from the add menu from the Add Visit form, or every patient search box. When searching for a patient if no name exists that matches your search criteria you will be offered the ability to add a new patient. Set up your Sales Tax To set up your sales tax, create a new "Sales Tax" for each tax jurisdiction that you are subject to and enter its specific tax rate. Then create a "Tax Group" for every different way that combinations of tax jurisdictions can be applied to an encounter or invoice. Once a group has been created Sales Taxes can bee added to it. The Tax group will reflect the total of all tax rates that are included in it.
15	Admin General Settings Page Admin General Settings Page All general settings for your OfficePro services can be administered from the Admin > General Settings menu option. This takes you to the General Administrative Settings page where you will have access to configuring all facets of the setup of your service. Only users with designated Administrative rights will be able to access the general settings page. Users with access to the settings can change a wide array of critical settings and this access level should only be given to those that you trust with the management of the service. On the General Settings page there are several tabs that give access to each facet of the services settings. They include: Practice Settings Practice Information Providers Users Schedule Settings Visit Types Rooms & Resources Holidays Email SMTP Server Settings Email Blurbs HIPAA Privacy Statement Documents Document Types AR - Accounts Receivable Settings Sales Tax Add-Ons Fortis Integration CardConnect FullScript Dymo Export
16	Managing Providers Managing Providers Provider Administration Providers (health care professionals) are the core of OfficePro, with the scheduling and reporting systems built around them. Editing Provider Settings To get started, you’ll need to configure the settings for each scheduled provider at your clinic. Your OfficePro account includes a limited number of providers based on your service agreement. If you need to add more providers, please contact your NaturaeSoft Customer Service Coordinator. To edit a provider's information, click the (edit) button next to the provider's name. In the Edit Provider window, update the provider’s information in the relevant fields. Setting Provider Schedules You can set a provider’s weekly schedule in the Schedule tab within the Edit Provider window. Changes are automatically saved in the background, and you’ll see a status update at the bottom of the tab when the save is complete. After editing the provider's details, you can set the provider’s daily schedule by clicking the button next to their name. This will open a window where you can adjust their regular daily availability. Unavailable times will be shown in grey on the schedule. To block off a day entirely, select "Out" for both In and Out Times. Although scheduling during these times is still possible, it’s useful for communicating the provider’s availability to front desk staff. Provider Account Management To add another provider, go to the Practice Tab under Admin > General Settings. Click the Add Provider button. You can add as many active providers as your account allows. If you need more providers than your current limit, contact your NaturaeSoft Customer Service Coordinator. Managing Providers Once a provider has been added and visits are scheduled, all visit data is linked to that provider’s account. If a provider leaves your practice, do not delete their account, as it will erase their visit history. Instead, OfficePro allows you to deactivate providers while retaining their records. Only active providers will be available in the system. Deactivated providers won’t appear in the schedule, but their visit history remains intact. Deactivating a Provider To deactivate a provider, click the button next to their name and confirm the action. The system will refresh, and the checkmark next to the provider's name will indicate that they are deactivated. Reactivating a Provider To reactivate a deactivated provider, click the button next to their name. Confirm the action. Note: If you’ve reached the limit of active providers, you will need to contact your NaturaeSoft Customer Service Coordinator to activate additional providers.
17	User Administration User Administration User accounts allow access to your system. You will want to set up a user account for each of the staff members whom you wish to have access. You are allowed as many users as you like to assist you in the management of your practice. Each user can have personalized access to the features you choose. A User account is automatically created for the new provider when you are added to the service. Add User Accounts When adding or editing User Accounts, you can decide what information you allow each user to access. Please review each of these functions carefully to protect your information. At the top of the Security tab is a field marked User Access. If you check the box marked Administrator a user will have access to all areas of OfficePro. If you want to limit the user’s access to certain areas of OfficePro, this box should remain unchecked. The following list explains each access area. Change your Password Open the Edit User screen by clicking the button to the right of the user’s name that you want to edit On the User tab, Enter your new Password The strength field will tell you the security strength of your password as you enter it. NaturaeSoft recommends using a password of a rating Strong or better Click “Edit User” to save the user settings.
60	Setting Up Multi-Factor Authentication Setting Up Multi-Factor Authentication Multi-factor authentication (MFA) asks for a second piece of proof after the password, so a stolen or guessed password is not enough on its own to reach patient records. OfficePro offers two methods, and each user sets up their own. The two methods Authenticator App - a code that changes every 30 seconds in an app such as Google Authenticator or Authy. This is the more secure choice: the code never travels over the phone network, and it keeps working where there is no signal. SMS Text Message - a code texted to a mobile number. Easier to start with, but a text can be intercepted or redirected, so use it where an authenticator app is not practical. A user can set up both. If both are enrolled, the authenticator app is offered first and the text message is available as a fallback. Set up your own account Click Account at the top right of any page. Find Account Security Settings, then the Two-Factor Authentication section. Each method shows either Not Set Up or Enrolled. Next to Authenticator App, click Set Up. Scan the QR code with your authenticator app. If the camera will not scan it, type the code shown beside Manual key: into the app instead. The app now shows a six-digit code. Type it into Enter the 6-digit code shown in your app to confirm: and click Verify & Enable. The method then reads Enrolled. To use a text message instead, click Set Up beside SMS Text Message, enter the number under Mobile Phone Number - Include country code (e.g. +1 for US) - and click Send Verification Code, then enter the code that arrives. If it does not arrive, Change number / Resend will send it again or let you correct the number. To stop using a method, click Remove beside it. Require it across the practice Setting up MFA is voluntary until an administrator requires it. There are two ways to do that, both on the Admin page in the Users section. For everyone at once - switch on Require MFA for All Users at the top of the Users list. Every current user is marked as required. For one person - open the user with Edit User, find Require MFA: and click Enable. Disable lifts it again. Requiring MFA does not enrol anyone. It means that the next time that person signs in, they must finish setting up a method before they can carry on. Turn it on when the people affected are at work and able to reach their phones, not last thing on a Friday. Read the Users list at a glance The MFA column on the Users list shows where each person stands. Hover an icon to read it: Authenticator App (TOTP) - enrolled with an app. SMS MFA Enabled - enrolled with text messages. MFA Required - Not Enrolled - required, but not yet set up. This person will be stopped at their next sign-in until they finish. MFA Optional - Not Enrolled - not required and not set up. When someone loses their phone A new or wiped phone no longer holds the enrolment, and the old codes are gone. An administrator clears it so the user can start again: open Edit User, and under MFA Status: beside Authenticator App: click Reset TOTP. The user is then Not enrolled and sets the app up again from their own Account page. Only an administrator can do this, and it is deliberate - being able to clear your own second factor would defeat the point of having one.
61	Restricting Access by IP Address Restricting Access by IP Address IP authentication limits sign-in to the internet connections you name - typically the clinic itself, and the home connections of anyone who works remotely. Someone with a valid username, password and MFA code still cannot get in from anywhere else. This is a strong control and it locks out the innocent as readily as the malicious. Read the warning at the end before switching it on. Turn it on Open the Admin page and find the Authorized IPs section. Switch on Use IP Authentication:. The list of addresses appears; while the switch is off it stays hidden, because it has no effect. Add an address Click Add Authorized IP. IP: - the public address of the connection, as four numbers separated by dots. This is not the address on the computer itself; search the web for "what is my IP" while sitting on the connection you want to allow. Description: - who or where this is. Write something a colleague will still understand in a year: Front desk - clinic fibre beats office. Authorized: - Yes to allow it immediately, No to record it without allowing it yet. Click Add. The list Each row shows IP, Status, User / Description, Requested, Authorized and Actions. When someone tries to sign in from an address that is not on the list, they are refused and the attempt is recorded as a request. Review these: if it is your own colleague working from a new place, click Authorize on that row and they can sign in. If you do not recognise it, leave it - an unauthorised row does nothing. Before you switch this on Most practices do not have a fixed address. Unless you pay your internet provider for a static IP, the clinic address can change on its own - after a power cut, a router restart, or an engineer visit - and when it changes, everybody is locked out at once, including you. Nobody can reach the Admin page to correct it, because the Admin page is behind the same check. So: Confirm with your internet provider whether your address is static before relying on this. Add every address you need before switching the feature on - clinic, any second site, and the home connection of at least one administrator. Remember mobile data is a different connection entirely. Staff on a phone or tablet away from clinic wifi will be refused. If you are locked out, contact NaturaeSoft support. The switch can only be cleared from outside the affected practice. For most practices, requiring multi-factor authentication gives most of the protection with none of the lockout risk. Consider that first, and add IP restriction only where the extra strictness is genuinely needed.
78	Bulk Messaging and Your SMS Number Bulk Messaging and Your SMS Number Bulk messaging sends an email or a text to a group of patients at once, chosen by the tags on their records. Two things need setting up first: the hours campaigns are allowed to send in, and - if you want to text - a phone number for the practice. The send window Campaigns are not sent the moment you press the button. They are queued, and a background process works through them. The window decides when that is allowed to happen, and it is set in BackOfficePro admin under Only send during these hours, with a From and a to, plus Skip weekends. Set it to hours a patient would not mind hearing from you - most practices use something like 9am to 6pm and skip weekends. A text arriving at 3am does more damage to a practice's standing than the campaign was ever going to earn. Understand what the window does to a send: press Send now outside the window and the campaign is accepted and queued, and nothing goes out until the window opens. Progress sits at zero in the meantime, which looks exactly like a fault. It is not. Getting an SMS number Texting needs a phone number that belongs to the practice. In SMS Messaging Settings, Request an SMS number provisions one, and you will see New Number Provisioned and then Your SMS number once it is live. This is the number patients see, and replies come back to it, so treat it as a published clinic number rather than an internal detail. Release this number gives it up - do that only if you are certain, because a released number goes back to the pool and cannot be reclaimed. Tags decide who gets it An audience is built from patient tags, so bulk messaging is only as good as the tagging underneath it. Tags are managed in BackOfficePro. Keep them meaningful and few. Tags describing something durable - a programme a patient is on, a condition you run recalls for - are useful for years. Tags describing a one-off event stop being true almost immediately and quietly ruin later audiences. Before the first campaign Set the send window, and check the times are in your own timezone. Provision the SMS number if you intend to text. Tag a small group and send yourself a test - the campaign screen offers Send Test Email and Send Test SMS for exactly this. Agree internally who may send campaigns. This reaches every tagged patient at once and cannot be recalled. One legal point worth being clear about: patients who have asked not to receive marketing must not be in a marketing audience, whatever their tags say. The software will send what you ask it to send.
18	Managing Clinic Rooms and Resources Managing Clinic Rooms and Resources Add a Room or Resource Mouse over Admin, click on “General Settings” Select the “Schedule” tab Click the button in the Clinic Rooms & Resources area; this will open the “Add Clinic Resource” screen Fill out the Name, Type, Description, Color, and Sort Order for the room or resource Click “Add Resource Button” to save the resource changes. Edit or delete a Room or Resource Mouse over Admin, click on “General Settings” Select the “Schedule” tab Click the (edit) in the Clinic Rooms & Resources area; this will open the “Edit Clinic Resource” screen Make any changes Click “Edit Resource Button” Or to Delete a Room or Resource, click the (delete)
19	Create Holiday Create Holiday Create Holidays Mouse over Admin, click on “General Settings” Select the “Schedule” tab Click the button in the Clinic Holidays area; this will open the “Add Clinic Holiday” screen Input Holiday name Enter the specific date or choose Multiday holiday- and enter the start date and end date Set whether it is clinic-wide or provider-specific holiday Check the Active box if you want to make the holiday active and the Annual box if it occurs on the same day every year Click the “Add Holiday” button to save the holiday.
64	Setting Up Sales Tax Setting Up Sales Tax Sales tax in OfficePro is built from three pieces. Set them up in this order and the rest follows. A tax jurisdiction is one authority that levies a tax - a state, a county, a city - each with its own rate and its own cheque payee. A tax group is the combination that applies at one location. A clinic usually charges state plus county plus city, so the group holds all three and the customer is charged the total. A ship-to region decides which group applies to an order, based on where it is going. Everything below lives on the Admin page, under Sales Tax Setup Information. 1. Add each jurisdiction In Sales Taxes, click Add Tax Authority. Tax Authority - the name you will recognise on a return, such as Utah State or Salt Lake County. Tax Rate - enter this as a decimal, not a percentage. 4.85% is 0.0485. Typing 4.85 would charge 485%. The screen warns you if a figure looks like a percentage, but check it yourself. Pay to the Order Of: - who the cheque is written to when you remit. This appears on the sales tax report and saves hunting for it later. Add one row per authority. Do not add a single combined row for "sales tax" at the total rate - you will not be able to break the figure down by authority when you file, which is the reason for keeping them apart. 2. Build the groups In Sales Tax Groups, click Add Tax Group and give it a name that describes a place, such as Clinic - Salt Lake City. Open it with Edit Tax Group, then use Select Tax to Add and Add Tax to Group to attach each jurisdiction that applies there. The Group Rate column shows the combined figure. Two things to know about it: It is a stored summary, refreshed when somebody opens the group and saves it. If you change a jurisdiction rate, the group total can look stale until you do. What a customer is actually charged is always the sum of the jurisdictions in the group, not that stored number - so a stale Group Rate is a display problem, not a billing one. Open and save the group to bring it back in line. A group with no jurisdictions is a real, useful setting, not an unfinished one. It means "no tax here", and it is how you handle orders shipped somewhere you have no obligation to collect. Most practices want exactly one of these. 3. Say where each group applies Under Ship-To Regions, click Add Ship-To Region and pair a Destination with the tax group it should use. The Everywhere else row is the catch-all for any destination you have not named - point it at your no-tax group unless you genuinely collect tax nationwide. When an order is placed, the destination decides the group, the group decides the rate, and the rate is worked out and saved onto that line. Changing rates later does not rewrite history This is the question every administrator asks first, so to be plain: editing a rate does not change what past orders charged. Each line stores the rate applied when it was created. Put the new rate in on the day it takes effect and past sales, refunds against them and your filed returns all keep the figures they had. The one thing to be careful of is the reverse: because only one rate is held per jurisdiction, a report that recalculates tax from today's configuration rather than reading what each line stored will misstate a closed period. Read the sales tax report, which uses the stored figures. Before you rely on it Ring up one test sale for a taxable product and check the tax against a rate you have verified independently. Do the same for an order shipped out of area, and confirm it comes out untaxed. If you sell anything taxed at a reduced rate - groceries and supplements in many states - read Sales Tax by Product Class before going live. Leaving that unset charges those items at the full rate. Rates and rules are set by your tax authority and change without telling you. OfficePro charges what you configure; confirming what to configure is your accountant's job, not the software's.
65	Sales Tax by Product Class Sales Tax by Product Class Many states tax some goods at a lower rate than others - groceries and supplements are the usual example - and some exempt them entirely. A product class is how you tell OfficePro which of your products those rules apply to, so the right rate is charged without anyone remembering to intervene. The classes are Standard, Grocery and Exempt. Every product carries one; anything you have not classified is Standard. Set a jurisdiction's class rates On the Admin page, find Tax Rates by Product Class. The grid lists each Tax Jurisdiction with its Normal Rate and a column per class. Open a jurisdiction and fill in only the classes it treats differently. The distinction that matters most An empty box and a zero mean different things, and getting them the wrong way round is the most expensive mistake available on this screen. Empty means this jurisdiction taxes this class at its normal rate. The screen says Leave a box empty to inherit, and shows you the rate it will inherit. For most classes in most jurisdictions this is the correct answer, and an empty box is not a missing setting. 0 means this jurisdiction does not tax this class at all. That is a deliberate statement of exemption, and it is what you enter when your state genuinely does not tax food. So if your state exempts groceries and you leave Grocery empty, every grocery item is charged the full standard rate and nothing warns you - the configuration is valid, it just says something you did not mean. Enter 0. Clearing a box that had a rate restores inheritance, which is why the value disappears rather than becoming zero. "Exempt" applies to one jurisdiction, not to the whole bill This is the part that catches people out. Class rates are set per jurisdiction, so putting 0 against Exempt on your state does nothing about your county and your city. They carry on charging their normal rate on the same product. Using the example above - state 4.85%, county 1.35%, city 0.5%, with Exempt set to 0 on the state only: Standard: 4.85 + 1.35 + 0.5 = 6.7% Grocery: 1.75 + 1.35 + 0.5 = 3.6% Exempt: 0 + 1.35 + 0.5 = 1.85%, not zero. So a product marked exempt is still charged 1.85%, and the practice believes it is charging nothing. If something is genuinely exempt everywhere you collect, set 0 against that class on every jurisdiction in the group, not just the state. The grid shows this if you know what to look for: a rate in bold was set for that class, and a grey one is the jurisdiction's normal rate being inherited. Grey in the Exempt column means that jurisdiction is still charging. Rates are decimals Same as everywhere else in this area: 1.75% is 0.0175. The box tells you what percentage it read back, and refuses anything at or above 1 because a rate of 100% or more is always a typo. A worked example A Utah practice charging state 4.85%, county 1.35% and city 0.5%, where the state taxes food at 1.75% but the county and city tax it the same as anything else: On the state jurisdiction, set Grocery to 0.0175. On the county and the city, leave Grocery empty - they treat it normally, and empty is exactly that statement. A standard product is then charged 4.85 + 1.35 + 0.5 = 6.7%, and a grocery product 1.75 + 1.35 + 0.5 = 3.6%. Each jurisdiction contributes its own view of the class, which is why the classes are set per jurisdiction rather than once for the whole group. Classify the products A class rate does nothing until products are assigned to that class. Set Product Tax Classes on the product itself. Reduced rates and exemptions are worth getting right on the products you sell most - that is where the money is. Check it What Each Tax Group Actually Charges on the Admin page shows the resulting rate for every group and class together. Read it after any change: it is the quickest way to catch a rate that has been entered as a percentage, or a class left inheriting when it should be exempt. A practice that has configured no class rates at all is charged the plain jurisdiction rates on everything, exactly as before this feature existed. Nothing changes until you use it.
47	Managing Email Settings in OfficePro Managing Email Settings in OfficePro OfficePro enables your practice to send emails such as forms, reminders, and teasers to your patients. To effectively configure this feature, you need to set up your company's email server. Setting Up Your Email Server Access Email Settings: Go to Admin in the main navigation. Select General Settings. Navigate to the Documents & Email tab. Enter Email Server Information: SMTP Server: Enter the outgoing mail server. Free email services like Gmail, Yahoo, and AOL may not work due to relaying restrictions. Use your website's domain email (e.g., smtp.sitename.com). Email Account: Input the email address you’ll use to send emails. Email Name: Specify the name or email address you want to appear in the "From" area of the email. My SMTP Server Requires Authentication: Check this box (most mail servers require it). User Name: Enter your email account username. Password: Input your email account password. Test Your Email Settings: Click Test Email. If successful, you’ll see a popup stating, “Your email settings are working correctly.” If you see an error message, review your entries for accuracy and retest. If issues persist, contact Support@NaturaeSoft.com. HIPAA Privacy Statement The HIPAA privacy statement will automatically be included at the bottom of all outgoing emails. You can use the default statement or customize it according to your practice’s HIPAA compliance manual. This section is also a good place to outline your cancellation or no-show policies. Using Gmail with OfficePro If you're using Gmail, follow these settings: SMTP Server: smtp.gmail.com Use SSL: True Use Authentication: True Server Port: 465 User Name: Your full Gmail address (or Google Apps for Business email account). Password: Your Gmail password. Additional Gmail Security Settings If you're having trouble connecting your Gmail account, ensure your password and other account details are correct. You may need to complete one of the following steps: Allow Less Secure Apps: Enable access to less secure apps in Gmail. Follow this Google support article for guidance. Create an Application-Specific Password: For added security, use an application-specific password. Review this Google support article or set one up directly here. By following these steps, you can successfully manage your email settings within OfficePro, ensuring effective communication with your patients while adhering to HIPAA regulations. If you encounter any issues, please reach out to NaturaeSoft support for assistance.
96	Setting Up Online Scheduling Setting Up Online Scheduling Online scheduling lets patients book themselves in from your website. It takes two settings that people routinely mistake for one, so do both before you tell anyone the feature is live. The two switches Online Scheduling Enabled on the ApptPro Admin page turns the feature on for the practice. That alone books nothing. Each appointment type then has its own Offer Online toggle. Only types you switch on there can be booked, and until at least one is on, the booking page loads and offers a patient nothing at all. This is the most common way online scheduling appears broken, and it is silent - there is no warning that the practice switch is on with nothing behind it. Turn on the types in the same sitting as the practice switch. Choosing what to offer The visit type list shows each type with its Duration: and Estimated Price:, which is what a patient is committing to. Check both read sensibly before offering a type - a wrong duration books the wrong amount of your day, every time. Give every offered type an online description. It is the only explanation a patient gets of what they are booking, and a type offered without one is a slot with no context. Start with two or three straightforward types. New patient appointments, anything needing triage, and anything expensive are better booked by a person, at least at first. Portal features Under Portal Features you choose what else patients can do - Ask the Doctor, Documents, History, Products, Providers, Uploads. Each is independent of scheduling. Turn on only what you will actually service. Ask the Doctor in particular creates messages somebody has to answer, and an unanswered patient message is worse than a feature you never offered. Terms and disclaimer Portal Disclaimer and Terms and Portal Terms and Conditions for Patients are what patients agree to. Write them before you go live, and have whoever advises you on such things read them - this is the one part of the setup that is not easily undone after patients have accepted it. Appearance Portal Style carries Main Colors and an Accent, a Header Font and Content Font, a Header Image and the Dimensions it embeds at. Match your website closely enough that a patient does not think they have been sent somewhere else. Before you publish the link Test your Portal URL and check Portal Location points where you expect. Book a real appointment yourself, on a phone, and confirm it lands on the right provider's schedule at the right length. Check the times offered are ones you actually want booked. Cancel your test booking. Use Save your portal settings as you go.
88	Setting Up Electronic Claims and ERAs Setting Up Electronic Claims and ERAs BillPro submits your claims electronically and brings the payers' remittances back in. Both halves are enrolments handled through a clearinghouse, and neither happens the day you ask for it - so start earlier than feels necessary. How it fits together OfficePro builds the claim, the clearinghouse delivers it to the payer, and the payer sends back an electronic remittance advice - an ERA - saying what it paid and what it did not. The BillPro Account Center describes this as BillPro - Electronic Claims Submission, Powered by ClaimMD. Enrol each tax ID Enrolment is per business entity, not per practice. BillPro Enrolled Businesses : lists your Enrolled Entities with an Account #, Group and TaxID. If you bill under more than one tax ID - a second location, a separate professional corporation - each needs its own enrolment. Claims for an unenrolled tax ID have nowhere to go. Enrol for ERAs separately This is the step people miss. Being able to send claims does not mean you will receive remittances. ERA enrolment is a separate agreement with each payer, and the big payers are the slow ones - allow weeks, not days. Until a payer's ERA enrolment completes, its payments arrive as paper cheques and have to be posted by hand. That is workable, but it is not what you are paying for, so track which payers are done. Enrolment forms are generated from OfficePro - the Claim Enrollment Link under Connecting to ClaimMD produces the link to complete. Check your billing details before the first claim These appear on every claim and a mistake in them rejects everything at once rather than one claim at a time: The billing entity's name, pay-to address and group NPI. The tax ID, which must match the enrolment exactly. Each provider's individual NPI and taxonomy. Payer IDs for the insurers you actually bill. Send one real claim to one payer and follow it all the way to an ERA before you switch the practice over. A test of the whole path is worth more than checking each setting twice. Where you will work day to day The BillPro Billing Center is the hub. From there: Check ERAs pulls in new remittances - the number beside it is how many are waiting. Process Payer Payment posts a payment that did not arrive as an ERA. BillPro Account Settings is enrolment and entity details. BillPro Processing Reports is what the clearinghouse sent back about your submissions. Manual Cases, with Show Complete and Show Incomplete, is for claims built by hand rather than from a visit.
7	Configuring your ChartPro Service Configuring your ChartPro Service ChartPro is set up once and then largely left alone. The work is deciding what your chart notes should contain and in what order, which is done from ChartPro Administration. How a note is put together Three things stack up: A section is one of the five parts of a note: Subjective, Objective, Assessment, Plan and TxPlan. These are fixed. A segment is a block within a section - History of Present Illness, Past Medical History, Review of Systems. This is where practices differ, and it is what you configure. A form is the structured questionnaire a segment can carry, where free text is not enough. The Sections panel shows the five tabs with their segments beneath. Each segment has a short code and a number setting its position, and an Edit to open it. Add a Segment to this section adds a new one. Setting up a segment Edit Segment Details holds the name and description. Two settings matter more than they look: Include a Form attaches a structured form to the segment. A form that is not attached to any segment never appears anywhere. The warning box at the top of ChartPro Administration lists every form currently in that position - worth reading, because a form built and never attached looks from the outside exactly like a feature that does not work. Intake Filtering shows a segment only for the patients it applies to, by Gender and Life Stage. Used well this keeps notes short; used carelessly it hides a segment from people who needed it, so set it only where the segment is genuinely irrelevant to everyone else. Add to Templates puts the segment into your visit templates. The other admin areas Visit Templates - which segments appear for which kind of visit. A new patient intake and a ten-minute follow-up should not present the same note, and this is where that is decided. It is the setting that saves the most time day to day. Systems / Symptoms - the vocabulary behind the Review of Systems. Conditions - the condition list used in assessments. ChartPro Logs - a record of chart activity, for when you need to establish who changed what and when. Getting started Do not redesign everything before seeing patients. The supplied sections and segments are a working note for most practices. Chart a handful of real visits with what you are given. Note what you keep skipping and what you keep typing by hand. Remove the first, add the second. Set up Visit Templates once the note settles. A note designed in the abstract is almost always longer than the one you end up wanting. Practices giving IV therapy The IV form is attached in exactly this way, and it is a common reason the IV panel appears to be missing. Enabling IV therapy in ProductPro settings is only the first step - the form still has to be attached to a segment here. See Setting Up IV Therapy Products.
100	Introducing ChartPro AI to Your Practice Introducing ChartPro AI to Your Practice ChartPro AI listens to a consultation and drafts the chart note from it. The provider then reads the draft and decides whether it goes into the record. There is nothing to install and no switch to turn on - it is available to every ChartPro practice, and it is marked BETA on screen. What there is to do is decide how your practice will use it, before a provider uses it in front of a patient. Decide about consent first This records a conversation with a patient. What you must tell them, and whether you need their agreement, depends on where you practise and is not something this article can answer for you. Settle it with whoever advises you on such matters, write down what your providers should say, and do that before the first recording - not after a patient asks what the phone on the desk is doing. The draft is a draft The note is generated from a transcript of a spoken conversation. It can mishear, and it can be confidently wrong about a number or a name. The provider signing the note owns everything in it, exactly as if they had typed it. Make that explicit when you introduce it. The failure worth guarding against is not a bad draft - it is a good-looking draft accepted without being read. Start with a few willing providers It suits some consultations far better than others. A structured follow-up transcribes well; a long, discursive intake with three people in the room is harder. Let a couple of providers try it on their own patients for a fortnight and report back before you roll it out. Watch the usage counter The Auto Chart button shows each provider's use for the current calendar month against 40 - as a badge on the button and a bar on the recorder. It turns amber as it approaches and changes again past it. Going over does not stop anything. The counter is an indicator, not a gate: dictation keeps working. It is there so a provider can see their own pace, and so you can see who has actually adopted it. Review what it is writing Review past ChartPro AI encounters opens ChartPro AI - Encounter Review, which lists every encounter with its Date, Encounter # and Note Quality, and shows both the Transcript and the ChartPro AI Note side by side. Look through it a few times in the first month. Reading a transcript against the note it produced is the fastest way to calibrate how much your providers should trust it, and it is the only place you can see that. Ask your providers to rate notes Every note can be rated, and almost none are - across all practices using it, a handful of ratings against hundreds of encounters. A rating on a note that came out wrong is worth far more than one on a note that came out fine, so ask specifically for those.
37	Managing ChartPro Note Segments Managing ChartPro Note Segments Access the ChartPro Admin Page: Navigate to the Tools menu in OfficePro. Select ChartPro from the dropdown options to open the ChartPro admin page. View Existing Segments: On the ChartPro admin page, you will see tabs for each section of the chart note (e.g., Subjective, Objective, Assessment, Plan). Under each section tab, a list of segments will be displayed, with their sort order value shown in parentheses next to the Edit button. Add a New Segment: Scroll to the bottom of the accordion menu within the section where you want to add a new segment. Click on “Add Segment to this Section”. Configure the New Segment: When adding a segment, you will need to fill in the following fields: Section: Choose the section under which this segment will reside (e.g., Subjective). Segment Abbreviation: Provide a short name for this segment (e.g., HPI for History of Present Illness). Segment Title: Enter the full title for the segment (e.g., History of Present Illness). Segment Description: Use this field to describe the purpose or use of the segment for the provider's reference. Segment Hints: Include any helpful hints or tips for the provider to assist with charting within this segment. Provider Specific: Select whether this segment will be assigned to a specific provider or if it will be available to all providers in your practice. Save Changes: After filling out the necessary fields, ensure you save your changes to add the segment to the specified section. Adjusting Segment Order If you need to change the order of segments within a section, you can do so by editing the sort order value next to each segment. This allows you to customize the order in which segments appear in the ChartPro interface. Conclusion This process allows you to customize the charting experience in OfficePro by managing segments within the ChartPro admin page. Tailoring the segments to fit your practice's specific needs can enhance the efficiency and effectiveness of your documentation.
92	Setting Up LabPro Setting Up LabPro LabPro sends lab orders out and brings results back in electronically, so they land on the patient's chart instead of arriving as faxes to be scanned. Setting it up is mostly account work with the laboratory. The parts inside OfficePro are quick; the parts outside it are not, so start with the lab. Get an account with each lab Every laboratory you send to needs its own account, and each is recorded against a provider with the account number the lab issued. If two providers order under separate accounts at the same lab, both are recorded separately. Get the account numbers right before your first order. A requisition sent under the wrong account is a result that comes back to somebody else. Set up the demographic bridge Orders are placed in LabCorp Link rather than in OfficePro. To stop your staff typing every patient twice, OfficePro exposes a demographic bridge that LabCorp Link calls when you search for a patient by MRN or patient ID. It returns the patient's details and your insurance company list. It authenticates by IP address, so the clinic's public IP has to be registered with us. That is worth arranging before your first order rather than discovering at the counter - and worth revisiting whenever your internet connection or office moves, because a changed IP silently stops the lookup working. Specimen collection arrangements - whether patients go to a draw centre or you draw in-clinic, and the supplies and courier that go with it - are agreed with the lab directly. Check how results will come back Results arrive electronically and attach themselves to the patient. That matching depends on the demographics you send matching what the lab returns, so before you rely on it: Place one real order in LabCorp Link, using the patient search, and follow it through to a result on their chart in OfficePro. Confirm the result appears under Lab Reports on that patient, not only in the practice-wide list. Agree with the lab who to call when something does not arrive, and keep that number somewhere your front desk can find it. Plan to check for unassigned results from the start. Some results will arrive that cannot be matched to a patient automatically - a name spelt differently, a date of birth keyed wrong at the lab. They do not appear on any chart and nothing chases them. Make reviewing them somebody's weekly job before the backlog exists rather than after. Fullscript labs Labs ordered through Fullscript come back separately, under Fullscript Labs. That needs Fullscript provider setup - each ordering practitioner mapped to a provider in OfficePro - or results arrive with nobody to route them to. Where you will work The LabPro home page carries Process Labs for results waiting to be dealt with, LabPro Lab Reports for everything received, and Stats for this Week.
81	Setting Up a Check-In Kiosk Setting Up a Check-In Kiosk A kiosk is a tablet in your waiting room that lets patients check themselves in and out. It cuts queueing at the front desk and captures insurance and payment without anyone at reception retyping it. It is also a logged-in device left unattended in a public room, so the first thing to get right is the lock. Order the hardware Devices are ordered through OfficePro. In device administration, New Device Order asks for an Order Type: and records who it was Ordered By: against your Practice: and Customer ID:. The list then shows each Device and Type with its Status / Action - Pending while it is being prepared, Active once it is in service, Owned where you bought it outright - along with Start Date, End Date, Monthly cost and any Commitment. Disable takes a device out of service. You can use your own tablet. The mounting hardware (a BouncePad or similar) matters more than people expect: a tablet that can be picked up will be picked up. Lock the kiosk This is the part not to skip. A kiosk sits logged in, showing patient names to whoever is in the room. The authenticator lock is what stops someone browsing your records while reception is busy. Lock Kiosk puts the device into kiosk mode. It then shows Kiosk access is locked. and does nothing but check patients in and out. Unlocking asks for an Authenticator Code from a staff phone - the same kind of code as multi-factor authentication. When enrolling the device, keep the Manual entry key: somewhere safe off the device. It is how you add a second person's phone later, and how you recover if the first phone is lost. Re-enable Authenticator restarts enrolment if it has to be set up again. Enrol at least two staff phones. A kiosk that only one person can unlock is a kiosk that is locked whenever that person is off. Card readers, if you use them NFC patient cards let someone check in by tapping a card instead of typing their name. The reader needs a small local helper: from the NFC Card Reader add-on, use Download NFC Bridge Installer and run Install.bat on that machine. The NFC Bridge runs locally on the machine with the reader attached, so it has to be installed on each one - it is not a practice-wide setting. Before you put it in the waiting room Check the lock works, from a locked state, with a phone that is not yours. Check a second staff phone can also unlock it. Run one real check-in and one real check-out end to end. Put it where staff can see it. A kiosk out of sight is a kiosk nobody helps a confused patient with.
45	Setting Up the Online Patient Portal Setting Up the Online Patient Portal To provide your patients access to their appointment schedules and visit documents, you need to configure the Patient Portal in OfficePro. Follow these steps to get started: Step 1: Create Visit Types Navigate to Admin > General Settings. Select the Schedule tab to view all visit types. Ensure all the visit types you want to offer for online scheduling are created. If you need to add a visit type, refer to the Configuration video on Schedule Settings. Step 2: Configure Portal Style and Content Access PatientPro: Mouse over Tools from any page and click PatientPro. Portal Style: In the Portal Style section, customize the appearance by changing the color, size, fonts, and adding a header image (e.g., your practice’s name and logo). Embed the Portal: This section provides the HTML code to embed the portal into your practice’s website (Weebly, Dreamweaver, etc.). Portal Location: This shows the web address of your portal, used for patient links to complete or view forms online. Providers Section: Edit displayed information about your providers, including contact info, photos, bios, and philosophy. Scheduling Section: Enable or disable visit types for online scheduling. Visit types enabled for portal access will appear in color; disabled types will be greyed out. Clicking to enable/disable a visit type opens the Edit Visit Type window for further adjustments. Embedding Links and Buttons: Add scheduling buttons to your website to direct patients to the portal. You can create provider-specific buttons, visit type buttons, and a general scheduling button. After making your changes, click Save Portal Settings at the bottom of the page. Step 3: Preview Your Portal To ensure everything is set up correctly, click the calendar page icon in the top right corner of any page. This opens an intake kiosk for patient use. Alternatively, click the tiny person icon to preview the portal as patients will see it. You may consider creating a test patient account with your email to log in and check the functionality. Scheduling Tips When scheduling visits, only the first three available times for each provider will be displayed in each time category (morning, afternoon, evening). This feature helps to group appointments more effectively. Step 4: Additional Features Return to Tools > PatientPro to access more portal settings. Enable Features: Providers: Allow patients to view individual provider pages and schedule visits directly. History: Let patients view their past and upcoming appointments. Documents: Enable patients to view and download their treatment plans, encounter receipts, and other documents. Check which documents are enabled by going to Admin > General Settings > Documents tab. Uploads: Allow patients to upload documents like insurance cards or signed releases. Terms and Conditions: Enter any standard disclaimers or terms for patients viewing the portal. Conclusion Once your portal is configured and activated, your patients can begin accessing it for scheduling and document retrieval. Regularly check and update the settings as needed to enhance the patient experience. If you need to make any changes, return to Tools > PatientPro, and don’t forget to click Save Portal Settings to apply any modifications!
49	How to Embed Your Portal How to Embed Your Portal Step 1: Add the Embed Code to Your Website Copy and paste the following code where you want the portal to appear on your website: html CopyEdit <script src="https://portal.naturaesoft.com/Get_Embed_JS" data-practicepass="YOUR_PRACTICE_PASS" data-container-id="portal-container"> </script> <!-- Target container for the portal iframe --> <div id="portal-container"></div> Important: Replace YOUR_PRACTICE_PASS with your assigned Practice Pass code. Make sure you include the <div id="portal-container"></div> on the page — the portal will load into this area. Step 2: Where to Place the Code You can place this code: On a specific page (e.g., yourdomain.com/portal) Inside any content editor that supports raw HTML (WordPress, Wix, Squarespace, etc.) In your website’s HTML templates (if you have developer access) We recommend placing it where you want the portal to appear (not in the <head>). Step 3: Portal Loading and Behavior ✅ The portal will automatically load inside the container. ✅ A loading spinner will show while it connects. ✅ The portal will automatically resize to fit its content — no scrollbars! ✅ If the portal cannot load (due to network issues), a friendly error message will appear. Optional Customizations You can also: Change the container's size by adjusting the surrounding <div> styles (CSS) Add margin or padding if you want extra space around the portal Contact us if you want a custom theme or branded portal appearance Troubleshooting If you do not see the portal: Confirm that the data-practicepass attribute matches your Practice Pass exactly. Make sure you included the <div> with the correct id. Check for typos in the script tag or div id. Still need help? ? Contact our support team at support@naturaesoft.com — we’re happy to assist!
42	Adding and Editing Products Adding and Editing Products Products are managed from Product Administration. Open the Admin menu and choose Product Admin from the list on the left. Finding a product Two tools sit at the top of the page. Search Products takes part of a name or product code - type a few letters and click Go. Filter By Vendor narrows the list to one supplier, which is the quicker route when you are working through a delivery or reviewing one vendor's pricing. The Product List also offers Select by First Letter for browsing, and Clear to drop the current filter and start again. What a product record holds Opening a product shows it in sections, and you do not need to complete all of them. Only the name, type and price are needed to sell something; the rest earns its keep in specific situations. Product Information - the name, the Type (capsules, liquid, cream, tincture and so on) and the Price. The type sets how quantities read on an order, so a product sold in capsules should say so. Product Description - what the patient sees. Formatting Hints beside the box explains the light formatting available. TxPlan Description - the wording used on a treatment plan, where that should differ from the general description. Product Image - shown in the patient portal. Products with a picture sell noticeably better than products without one. Categories - how the product is grouped for browsing, in the portal and in your own lists. The clinical detail The product record also carries Dosing Information, Recommended intake, Features and Benefits, Contra-indications and Inactive Ingredients. These are worth filling in for anything you dispense regularly. Contra-indications and Inactive Ingredients in particular are what a provider checks before recommending something to a patient with an allergy or an interacting medication - an empty field there is not neutral, it just means nobody can check. Pricing The Pricing section holds the Cost you pay and the Price you charge, and works out Margin and Markup from them. Average Cost is what the stock you are actually holding cost, which drifts from the current cost as you buy at different prices - it is the figure to use when valuing inventory. Stock Inventory Details shows On Hand and the Location the stock is kept in. Inventory Transactions lists every movement - what was purchased, received, sold and adjusted, and when. When a count is wrong, read the transactions before adjusting. The history usually shows what happened, and an adjustment made without understanding the cause hides the problem rather than fixing it. Set a Reorder Level on anything you keep in stock. The reorder tools use it to tell you what is running low, and a product with no reorder level simply never appears in those lists. Editing several products at once The Inventory Management panel on the left of Product Administration handles the jobs that span many products: Edit Inventory Values for counts and costs, and Edit Product Instructions for dosing text. Both are far quicker than opening products one at a time. Purchase orders and Add PO are in the same panel. Receive new stock through a purchase order rather than by adjusting counts - the PO records what you paid, which is what keeps Average Cost and your inventory value honest. Retiring a product Make a product you no longer sell inactive rather than deleting it. Deleting breaks the history of everything already sold; making it inactive takes it out of the lists while leaving past orders, invoices and reports intact.
30	Organising Your Product Catalogue Organising Your Product Catalogue A catalogue of a few hundred products only stays usable if it is organised. Three things do most of that work: categories, vendors and keeping retired products out of the way. All of it lives under Product Admin on the Admin menu. Categories Categories group products for browsing - both for your own staff and for patients in the portal, where they are the main way anyone finds anything. Each category carries a sort order, so the ones you sell most can sit at the top rather than falling alphabetically. Keep them broad. A category holding two products is not helping anyone find anything, and a catalogue with forty categories is harder to navigate than one with eight. Vendors Recording the vendor on a product is what makes Filter By Vendor useful on the Product Administration page. That filter is how you work through a delivery, review one supplier's pricing, or find everything affected when a supplier discontinues a line. It also drives purchase orders: a product with no vendor cannot be ordered through the normal PO process. Finding things Search Products - part of a name or product code, then Go. Quickest when you know roughly what you want. Filter By Vendor - everything from one supplier. Select by First Letter - for browsing rather than searching. Clear - drops the current filter. Worth knowing, because a filter left on is the usual reason a product appears to have vanished. Product codes Product codes identify a product across orders, inventory and reports. Keep them consistent and do not reuse a code from a retired product - reports covering both periods will silently merge the two. Duplicates Duplicates appear naturally: the same supplement gets added twice under slightly different names, or an import creates a second copy. They split your stock figures and your sales history, so the same product looks like two half-selling ones. The Duplicate Products report under Reports lists catalogue entries that look like duplicates. Work through it occasionally rather than waiting for the figures to confuse someone - and when you find a pair, make one inactive rather than deleting it, so the sales already recorded against it survive. Retired products Make products you no longer sell inactive. They come out of the lists and out of the portal while everything already sold keeps its history. Deleting a product breaks that history, which is why it is almost never the right choice. Keeping it tidy A quarterly pass costs very little and prevents most catalogue problems: Run Duplicate Products and resolve anything it finds. Make inactive anything you have not sold in a year and do not intend to restock. Check that products you keep in stock have a Reorder Level - without one they never appear in the reorder lists. Check that anything sold through the portal has an image and a description worth reading.
74	Connecting Fullscript to OfficePro Connecting Fullscript to OfficePro Connecting Fullscript lets you pull their catalogue into your own product list and send patients a Fullscript plan without leaving OfficePro. It is set up once by an administrator, and then each prescribing provider is linked to their own Fullscript account. Fullscript needs ProductPro. Without that module none of these screens are reachable. 1. Connect the practice Open the Admin page and find Add-Ons & Integrations. In Fullscript Integration, click Integrate Fullscript. You are taken to Fullscript to sign in and approve the connection, then returned to OfficePro. When it has worked the section reads Your account is connected to Fullscript. Sign in with the account that owns your clinic's Fullscript dispensary, not a personal one - the connection determines whose catalogue and whose commissions you are working with. 2. Link each provider Connecting the practice is not enough on its own. Fullscript plans are written by a named prescriber, so each provider needs their own link. Under Associate Providers with Fullscript you will see each OfficePro Provider against their Fullscript ID. Use Add to Fullscript for anyone not yet linked. A provider showing Assigned under another account has a Fullscript account already tied to a different dispensary - often their own from a previous practice. That has to be resolved with Fullscript directly; OfficePro cannot move it. 3. Decide how imported products should look Before importing anything, set the defaults in ProductPro settings. They apply only to products added from the Fullscript catalogue and never change products you already have. Default Category - the category imported products land in. Worth setting, or everything arrives uncategorised and your patients cannot browse it. Default Product Type - leave it on none to import without a type. Only the values in that list are valid. A type that is not one of them renders a blank Type box on the product form, which is confusing and easy to miss. Mark Imported Products Taxable - leave this on unless your practice genuinely does not charge sales tax on supplements. See Sales Tax by Product Class if some are taxed at a reduced rate. Disconnecting Remove Access ends the connection, and the section then reads Your Fullscript access was removed. Products already imported stay in your catalogue - they are your products now - but they stop being refreshed from Fullscript and new plans cannot be written until you reconnect. Check it worked The integration reads as connected on the Admin page. Every prescribing provider shows a Fullscript ID. Open Fullscript Catalog and run a search - if products come back, the connection is live.
84	Setting Up Auto-Orders and Subscribe & Save Setting Up Auto-Orders and Subscribe & Save An auto-order is a standing arrangement to reorder a product for a patient on a fixed cycle. Each night OfficePro looks for plans that are due, creates the orders, and applies a recurring discount if you offer one. It bills patients on a schedule with nobody watching, so it is worth setting up deliberately rather than discovering how it behaves from a phone call. Before anything else: is it switched on? Auto-orders run for practices on BackOfficePro. This is part of your subscription, not a setting inside OfficePro - you cannot enable it yourself. If you are not on BackOfficePro you can still record auto-order plans, and nothing will ever generate from them. If you are unsure, ask support before you set expectations with a patient. Set your discounts In ProductPro settings there are two: Subscribe and Save First Autoorder Discount - a welcome discount on the first purchase, offered in the patient portal only. It appears on the patient's Subscribe & Save option as a green badge - 10% off today if you set it to 10%. Subscribe and Save Subsequent Autoorder Discount - the ongoing discount applied to every refill the nightly job creates. This is the one that matters financially, because it applies for as long as the plan runs. Both are set in 5% steps up to 30%. Leave either at 0% to offer no discount. Work the ongoing percentage out before you set it. On a monthly subscription, 10% off is 10% off twelve times a year, on a product you have already discounted to a dispensary price. Set the shipping and the notification Refills marked for shipping are charged your shipping fee, and premium shipping is charged Premium Shipping Charge. Pickup refills are free. Set these before the first run rather than refunding afterwards. Order Message User decides who receives the summary message after each night's run. Leave it on -- Select User -- and the summary goes to nobody in particular, which is the same as no one knowing orders were created. Point it at whoever actually packs orders. When the orders appear The job runs once a day, late in the evening Pacific time. Orders created overnight are waiting the next morning as Pending, alongside everything else in your patient orders queue - they are ordinary orders from that point on, and are picked, packed and completed the same way. It looks a short way ahead as well as behind, so a plan due in the next few days is picked up early rather than exactly on its date. A plan that is overdue produces one order, not one for every cycle it missed. Decide your refill policy Each product on a patient can carry a refill constraint: No Constriction / As Needed - no limit. Constrict Refills ( - a fixed number, counted down as they are used. Blocked - No refills - none, regardless of any plan. For anything a provider wants to review before it keeps going out, set a refill count or an end date on the plan. An auto-order with no end runs until somebody stops it. A different feature with the same name Vendors have auto-orders too. On a vendor's contact record, Auto Order raises a purchase order to your supplier on a cycle - the record will say This vendor is set to auto order every so many days. It restocks your shelves; it has nothing to do with patient subscriptions and no patient is billed by it. Check it before you rely on it Set up one plan on a real product with a short interval and watch what appears the next morning. Confirm the discount you expect is on the order line. Confirm the summary message reached the person you nominated. Confirm a shipped refill was charged shipping and a pickup one was not.
31	Managing Product Inventory in OfficePro Managing Product Inventory in OfficePro To effectively manage your product inventory, utilize the Product Admin area in OfficePro. Accessing Product Admin Navigate to Product Admin: Mouse over Admin at the top of any page and select Product Admin from the drop-down menu. Locate Inventory Management: In the lower left-hand menu, find the Inventory Management and Reorder List options. 1. Inventory Management The Inventory Management view assists with conducting periodic physical inventory counts and offers ongoing access similar to the initial setup with the Add Starting Inventory list. Adjustment Boxes: Next to each product listing, you’ll find three adjustment boxes: Draw, Expire, and Loss. These help track the reasons for inventory adjustments and identify systematic inventory issues. Reducing Inventory: Enter a number into any of these boxes to reduce the inventory of that item by that amount. Increasing Inventory: To increase the inventory, click the current on-hand count to open the Inventory Adjustment window. This can also be accessed from the Inventory tab of the Edit Product window. New Product Shipments: Note that inventory adjustments are not for receiving new product shipments; those should be entered in the Purchase Orders area. Non-Stocked Products: At the bottom of the inventory list, you'll find products indicated as not consistently stocked. These may be items intended for drop shipment or those you prescribe infrequently. Saving Adjustments: When you make inventory changes in the Inventory Management view, they are reflected in the New Count. Click Update at the top of the list to save your adjustments and update the On-Hand counts for each product. Printing Inventory Worksheet: If you prefer to conduct your inventory count on paper, click Print An Inventory Worksheet at the bottom of the left-hand menu. This generates a formatted worksheet in a new window, displaying each product's name, product code, expected quantity, and space for your actual count and adjustment reasons. 2. Reorder List The Reorder List highlights products that have reached an inventory level requiring reordering. Setting Reorder Levels: You set these levels in the Edit Product window, accessible from any product list. In the Inventory tab, enter a number in the Reorder Level box to allow OfficePro to notify you when the stock for that product falls below this level. Viewing Reorder List: The Reorder List displays only those products whose inventory has dipped below the set Reorder Level. Stock Notification: If you indicate that a product is kept consistently in stock, it will be highlighted in red on the Product Administration list when its inventory is low. Additional Resources To learn more about setting up your products in OfficePro, refer to the Knowledge Base articles on Adding and Editing Products, Product Lists, and Inventory Setup.
43	Setting Up Your Inventory in OfficePro Setting Up Your Inventory in OfficePro Accurate inventory management is crucial for ensuring you have the right products available for patient encounters. Here’s how to set up and manage your inventory effectively. Importance of Inventory Setup Automatic Adjustments: When you add a product to a patient’s encounter receipt, the stock on-hand for that product is automatically reduced. Conversely, when you add a product receipt, the stock is automatically increased to reflect the new stock received. This minimizes the need for manual inventory adjustments, making your workflow more efficient. Adding Starting Inventory Access the Add Starting Inventory Feature: Click on Add Starting Inventory from the left-hand menu. This feature is available for the first two months of your service, allowing you to set up your initial inventory. Initial Inventory Setup: In the Add Starting Inventory view, you will see: A list of your products. Current on-hand count (initially displayed as zero). A space to enter your opening count. A new on-hand count displayed to the right. Entering Opening Counts: For each product, enter the actual number of units you have in the opening count box. As you enter the opening counts, the new on-hand count will update to reflect your adjustments. Review and Save: After entering the opening counts for all products, double-check that the new on-hand counts are accurate. Click Update to save the counts for your entire product list. Ongoing Inventory Management After the initial two-month setup period, you can continue to manage your inventory using the Inventory Management view. This view allows for periodic adjustments and helps you maintain accurate stock levels over time. Conclusion Setting up your inventory accurately in OfficePro is essential for ensuring smooth operations and effective patient encounters. By utilizing the Add Starting Inventory feature and making sure your counts are correct, you’ll reduce the likelihood of stock discrepancies and enhance your practice's efficiency. If you have any questions or need further assistance with inventory management, feel free to ask!