NS - Knowledgebase

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"

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

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.

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

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. 

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

1. Open the Edit User screen by clicking the   button to the right of the user’s name that you want to edit
2. On the User tab, Enter your new Password
3. 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
4. Click “Edit User” to save the user settings.

Every payment, discount and write-off in OfficePro is recorded against a credit code - CA for cash, CH for check, WO for a write-off, and so on. The code decides whether an amount is money received or a reduction in what the patient owes, which bank deposit it belongs in, and how it appears on every report. You can add, change and retire these codes yourself.

Open the credit codes screen

1. Open the Admin page and click the Payments tab.
2. Payment Types & Discounts at the top explains the settings. Below it are three lists: Payment Types, Discounts & Adjustments, and Gift Cards & Fixed Credits.

Each list shows the Code, Name, whether the code is Available, whether it is a Quick pick, and its Sort position. Discounts also show their Discount rate, and payment types their Deposit Group. A retired code is greyed out and reads Retired. A key icon marks a system code (see below).

The same tab also holds your gift cards and your card processing setup.

Add a code

1. Click the add icon on the Payment Types or Discounts & Adjustments heading. The Add Credit Code window opens.
2. Choose the Type: Payment - money received, or Discount or adjustment - reduces what is owed.
3. Enter a Code of 1 to 10 letters or numbers, with no spaces, and a Name staff will recognise. The code is what staff type into the payment search box, so keep it short.
4. For a discount, fill in the Discount. For a payment, choose its Deposit group. Both are explained below.
5. Leave Available for use ticked. Tick Show on quick payment screens for a code staff use every day - it goes on the one-click payment picker. Codes that are not quick picks are still available from the full payment list.
6. Set the Sort order - lower numbers appear first - and click Add Credit Code.

You cannot add a code in Gift Cards & Fixed Credits. Gift card redemption only works through the built-in gift card code, and any other code in that list would be reported as a gift card redemption. Contact NaturaeSoft support if you think you need one.

Discounts are entered as a whole percent

Type 20 for 20% off, not 0.2. A full write-off is 100. OfficePro converts the number for you.

Leave Discount blank for a code with no set rate, where staff type the amount at the time of payment. That is how most write-off and adjustment codes work, and the list shows those as Entered at payment. A blank rate is not a mistake.

Deposit groups

A payment type's Deposit group decides which bank deposit its payments land in on the Create Deposit screen. Payment types that go to the bank on the same slip should share a group - cash and checks together, for example, and card payments in a group of their own.

• Pick an existing group from the list, or choose Add a new group... and type a name.
• Give American Express its own group only if your processor settles it separately from your other cards.
• Choose Does not reach the bank for payment types that reduce what a patient owes without any money arriving - opening balances, trade value, payroll deductions, owner payments. Those payments are kept off the Create Deposit screen entirely, so they can never be swept into a deposit by mistake.

If any payment type in use has no group, a Not assigned to a deposit group: warning at the top of the screen names it. Payments under those types appear as Unassigned on the Create Deposit screen until you give each type a group.

Edit or retire a code

1. Click the pencil beside the code. The Edit Credit Code window opens.
2. Make your change and click Save Changes.

To stop using a code, untick Available for use. The code disappears from every payment screen, but the payments already taken under it are untouched and keep reporting exactly as they did. To bring it back, tick the box again.

Codes are never deleted. Every payment ever taken refers to its code by name, so deleting one would leave those payments meaning nothing. Retire it instead.

What you cannot change, and why

• System codes, marked with a key: Ins, InsAdj and GIFTCARD, and on practices using FortisPay also cc, ach and inscc. OfficePro posts insurance payments, gift card redemptions and card payments to these itself, so they cannot be renamed or retired. Hover over the key to see which part of OfficePro uses the code.
• Codes already used. Once any payment has been taken under a code, the edit window reads Used on however many payments, and the Code and Type are locked. Renaming the code would cut those payments off from it, and changing the type would turn every one of them from a payment into a discount, or the other way round, across every report at once. You can still change the name, the rate, the deposit group and the sort order, and you can still retire it.

Choose codes that describe the real reason for a discount. A Senior Discount, a Write Off and an Insurance Adjustment all reduce the balance the same way, but they mean very different things on your reports. See Managing Payments, Discounts and Write-Offs.

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

1. Click Account at the top right of any page.
2. Find Account Security Settings, then the Two-Factor Authentication section. Each method shows either Not Set Up or Enrolled.
3. Next to Authenticator App, click Set Up.
4. 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.
5. 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.

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

1. Open the Admin page and find the Authorized IPs section.
2. 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

1. Click Add Authorized IP.
2. 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.
3. Description: - who or where this is. Write something a colleague will still understand in a year: Front desk - clinic fibre beats office.
4. Authorized: - Yes to allow it immediately, No to record it without allowing it yet.
5. 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.

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.

Tags group your patients and prospects. They decide who receives a bulk email or text, and which patients go into a marketing export. A patient can carry any number of tags.

A tag gets onto a patient in one of three ways:

• By hand, from the patient's record.
• Automatically, by BackOfficePro rules that check every hour who is new, lapsed, seen recently and more.
• When a visit is booked, through the visit type's tag settings.

Creating tags and automatic tagging are in BackOfficePro. You need the BackOfficePro module, and your user needs BackOfficePro or Administrator access. Tagging a patient by hand works for everyone.

Create a tag

1. From the Tools menu, choose BackOfficePro.
2. Under Marketing & Tagging, on the Marketing Tags card, click Manage Tags. The Tags window opens.
3. Click Add New Tag.
4. Enter a Tag Name of up to 50 characters, without commas, and an optional Description. Leave Active ticked.
5. Click Add Tag.

A tag's name cannot be changed once it is created, so choose it with care. To change the description, or to stop using a tag, click Edit on its row. Untick Active to retire it: the tag stays on patients who already carry it.

To delete a tag, click the delete icon on its row. This removes it from every patient. If an automatic tagging rule uses the tag, take it off the rule first.

Tag a patient by hand

1. Open the patient's record.
2. In the header, click the tag icon (Tag the Patient).
3. Choose a tag from the Add Tag list. It is saved as soon as you choose it.

The patient's tags show as grey labels in the header. To take one off, click the small remove icon on the label (Remove Tag) and confirm. Add several tags one at a time. To tag many patients at once, use automatic tagging or visit type tags below.

If you remove a tag that an automatic rule put on, the rule adds it back at its next hourly run while the patient still matches. Tags you add by hand are never removed by automatic rules.

Tag patients automatically

1. From the Tools menu, choose BackOfficePro.
2. Under Marketing & Tagging, on the Automatic Tagging card, click Tagging Rules. The Automatic Tagging window opens.
3. On the rule you want, choose a Tag and adjust the number of months or visits.
4. Click Preview to see how many patients match now.
5. Tick the rule's checkbox to switch it on, and confirm.
6. Click Save.

Rules run every hour, so saving does not tag anyone straight away. At each run, a rule adds its tag to every patient who matches and removes it from patients who no longer do. It only ever removes tags it put on itself.

A visit counts once its date has passed and its visit type is in the Initial Visits, Return Visits, Procedures or Labs category. Meetings and admin appointments do not count.

Under By visit type, you can also tag everyone seen for a particular visit type within a number of months. On the Add another row, choose the Visit type, the months and the tag, then click Save. Add as many as you need. Several of these rules can share one tag, and a patient matching any of them carries it.

Switching on a rule makes every patient it matches available to Bulk Messaging and to your marketing partner. Leave Skip patients who opted out of bulk messaging ticked unless you have a reason not to. Patients marked inactive or deceased are never tagged automatically.

To stop a rule, untick it and click Save. Its tags come off at the next run.

Tag patients when a visit is booked

A visit type can add or remove tags whenever a visit of that type is booked, for example to tag everyone who books a program consultation. This needs Administrator access.

1. From the Admin menu, choose General Settings.
2. On the Schedule tab, in the Visit Types box, click the visit type you want. The Edit Visit Type window opens.
3. On the Details tab, click in Add Tags on Scheduling and choose the tags to add.
4. Optionally, choose tags in Remove Tags on Scheduling to take them off at the same time.
5. Click Save Visit Type.

The tags are applied when the visit is created, whether it is booked on the schedule, as a recurring series or by the patient through the portal. Editing a visit or changing its type later does not apply them, and cancelling the visit does not take them off.

Where tags are used

• Bulk Messaging builds its audience from tags. See Sending a Bulk Message.
• Marketing exports: the Tags window's Export CSV downloads tagged patients for an outside marketing tool.
• Your marketing partner can retrieve tagged patients through the NaturaeSoft API.

Add a Room or Resource

1. Mouse over Admin, click on “General Settings”
2. Select the “Schedule” tab
3. Click the   button in the Clinic Rooms & Resources area; this will open the “Add Clinic Resource” screen
4. Fill out the Name, Type, Description, Color, and Sort Order for the room or resource
5. Click “Add Resource Button” to save the resource changes.

Edit or delete a Room or Resource

1. Mouse over Admin, click on “General Settings”
2. Select the “Schedule” tab
3. Click the (edit) in the Clinic Rooms & Resources area; this will open the “Edit Clinic Resource” screen
4. Make any changes
5. Click “Edit Resource Button”
6. Or to Delete a Room or Resource, click the (delete)

Create Holidays

1. Mouse over Admin, click on “General Settings”
2. Select the “Schedule” tab
3. Click the   button in the Clinic Holidays area; this will open the “Add Clinic Holiday” screen
4. Input Holiday name
5. Enter the specific date or choose Multiday holiday- and enter the start date and end date
6. Set whether it is clinic-wide or provider-specific holiday
7. 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
8. Click the “Add Holiday” button to save the holiday.

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

1. In Sales Taxes, click Add Tax Authority.
2. Tax Authority - the name you will recognise on a return, such as Utah State or Salt Lake County.
3. 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.
4. 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

1. In Sales Tax Groups, click Add Tax Group and give it a name that describes a place, such as Clinic - Salt Lake City.
2. 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.

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

1. On the Admin page, find Tax Rates by Product Class.
2. The grid lists each Tax Jurisdiction with its Normal Rate and a column per class.
3. 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.

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.

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.

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.

Every adjustment on an ERA carries a reason code - a group such as CO or PR, and a number. CO-45 is the usual contractual adjustment; CO-29 means the time limit for filing has expired; CO-129 means the payer thinks the prior processing information is wrong.

By default, when you process an ERA, every adjustment except patient responsibility (PR) is written off as an insurance adjustment. That is right for a contractual adjustment. It is wrong for a denial you intend to fight: the write-off makes the charge disappear from the books, and nobody is prompted to look at it.

Reason code rules let you decide, code by code and payer by payer, what happens instead. With no rules at all, ERAs post exactly as they always have.

Open the settings

1. Open BillPro - the BillPro Billing Center, the ERA list, or any of the main BillPro pages.
2. Click Settings in the left-hand column. The BillPro Settings window opens.

The Settings button is only shown to users with administrator access.

Choose who is told

Under Billing message user, pick the person who works your denials and click Save. Alerts sent to the billing user are assigned to them. If you leave it at (Front desk - shared list), those alerts go to the shared front-desk messages instead - they are never discarded, but they are easier to miss.

What a rule can do

For most denials, Hold for review with an Alert is the combination you want: the money stays owed, and someone is told why. Skip line is a much bigger step - it refuses the payment on that line as well as the adjustment - so use it only when you are sure.

Add a rule

1. Look at Reason codes seen on your ERAs at the bottom. It lists every code your payers have actually used, with Times posted, Total and Last seen. Click a code to fill it into Add a rule - or type the Code yourself.
2. Choose the Group: Any, or one of CO, OA, PI, PR, CR.
3. Choose the Payer: All payers (practice default), or one insurance company.
4. Set Post, Alert and Skip line, and add a Note saying why - the next person to read the list will want to know.
5. Click Add rule.

The rule appears under Reason code rules. A held code shows Held in the Post column. To change a rule, click Remove and add it again; once removed, that code posts normally again.

Which rule wins

When more than one rule could apply, the most specific one is used, in this order:

1. this payer and this group
2. this payer, any group
3. all payers, this group
4. all payers, any group

The winning rule is used whole. A payer rule that only sets an alert does not inherit Hold for review from the practice default - set every column on it the way you want it.

Rules you cannot change

• Codes 18 and 155 are duplicate-claim codes. They are system rules, marked with a key and showing system instead of Remove. They stop a re-sent claim from paying the same visit twice.
• A PR rule cannot skip the line. PR is the patient's share - a deductible or coinsurance notice - and skipping it would refuse the insurance payment on that line too. Use Alert instead.

What happens to a held line

• The adjustment is not posted, so the visit balance still includes the amount.
• The claim history records the adjustment marked [HELD - not posted].
• If the rule alerts, one message is raised per patient per reason code on that ERA, saying the amount was held and needs to be posted or written off by hand. Processing the same ERA again updates that message rather than adding another, and does not reopen one somebody has already completed.

Work held amounts promptly. Until someone posts or writes them off, they are part of what the patient appears to owe, and can reach a patient statement.

Rules act when an ERA is processed. Adding a rule does not change adjustments that have already posted. But ReProcess on an older ERA afterwards applies the new rule - it will reverse those adjustments, raise the balances on those visits, and may put the amounts on patient statements. Check before reprocessing anything old.

For posting ERAs day to day, see Receiving and Posting ERAs.

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.

1. Chart a handful of real visits with what you are given.
2. Note what you keep skipping and what you keep typing by hand.
3. Remove the first, add the second.
4. 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.

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.

A protocol is a reusable formulation - a diluent, a set of components and their doses - that can be applied to a bag in one click. Protocols are built once and then used every day, so they carry a deliberate safeguard: a protocol cannot be made active until a prescriber signs it.

Open the protocol library:

• In OfficePro, open ChartPro admin.
• Click IV Protocols.

Import a protocol: use Import IV Protocols to copy a published formulation into the practice. Importing also creates any component products and service codes the practice does not already have, and never overwrites something you have already set up. An imported protocol arrives inactive and is not chartable yet.

Map every component to a product: open the protocol and check each row has a product selected. A row left unmapped is shown highlighted and marked bills nothing, moves no stock - it will still appear in the note as documentation, but it produces no charge and no inventory movement.

Sign the formulation: at the top of the protocol is a Prescriber sign-off panel. A provider reads the statement, ticks the box and clicks Sign this formulation. Until that happens, the Active field offers only No - not chartable and shows needs sign-off.

• Only a user account linked to an active provider record can sign. Other staff can build and edit a protocol, but the panel tells them they cannot sign it.
• The signature records the provider's name, credential, licence and NPI as they were on the day of signing, along with the exact wording agreed to.

What withdraws a signature: the signature covers the formulation - the components, their doses and the diluent. Changing any of those withdraws it, and the protocol is deactivated on save with a message saying why. It has to be reviewed and signed again.

Renaming a protocol, editing its description, reordering the rows or changing its notes does not void the signature. This is intentional: the sign-off is about what goes into the patient, not about the paperwork around it.

Where library protocols come from: protocols supplied with the software are proposals, not recommendations. Only formulations with a named clinical author can be published to practices, and adopting one is a clinical decision made by the prescriber who signs it. Review the components and doses against your own standards before signing - do not assume a supplied number is correct for your patients.

Building one from scratch: click + Add component to add rows, set the diluent and its volume, and watch the Preview panel update the osmolarity and total volume as you type. A protocol you author yourself follows exactly the same sign-off rule.

Before anyone can chart an IV treatment, the practice has to switch the module on and describe every substance that can go into a bag. This is a one-time setup, done by an administrator.

Turn on the IV module:

• Open ProductPro settings.
• Tick Enable IV therapy charting for this practice.
• This adds the IV Protocols button to ChartPro admin and lets the IV Therapy panel appear on an encounter. Leave it off for practices that do not give IVs; nothing else in OfficePro changes.

Mark a product as an IV component: every diluent, additive and flush is an ordinary ProductPro product with extra IV details. Open the product, then tick Use in IV admixtures to reveal the IV fields.

• Role - Diluent (the carrier bag), Additive (goes into the bag), or Flush.
• Strength and Container volume - the strength of one vial, amp or bag and how many mL it holds. Together these convert a dose into a volume, work out how many whole containers must be opened, and record the wastage.
• Osmolarity per mL - for additives and concentrates.
• Osmolarity of the bag - for ready-to-hang diluents, as supplied. Normal saline is 308 mOsm/L, D5W is 252, lactated Ringer's is 273.
• Billing service and One billing unit = - the service code the component charges as, and how much of it makes one billable unit. See the note on billing below.
• Default dose, Max dose per bag, Max push rate, pH range and Compatibility notes - optional. The dose and rate ceilings drive warnings in the builder; the notes are shown to whoever is compounding.

Why osmolarity data matters more than it looks: osmolarity is the number that decides whether a bag can safely go through a peripheral line. The builder adds up what you have told it and bands the result:

• Under 500 mOsm/L - within the range routinely given peripherally.
• 500 to 900 mOsm/L - peripheral with caution: large vein, slower rate.
• Above 900 mOsm/L - central access indicated.

A component with no osmolarity figure still charts normally, but it contributes nothing to that total. The bag is then marked osmolarity incomplete and the number shown is a lower bound, not the real value. A blank field is treated as unknown rather than as zero, deliberately - but it does mean an incompletely configured catalogue produces a safety figure that reads lower than the truth. Fill these in before the first patient.

Billing: IV components reach the encounter as services, not products. A service line can carry a HCPCS or J-code and reach an insurance claim; a product line cannot. Set Billing service on every component the practice charges for, and One billing unit = so a dose converts to the right number of units. Cash-only practices can still price components this way. Components with no billing service are documented in the note and moved in inventory, but never billed.

Check your work: from ChartPro admin open IV Protocols, then Product setup. That worksheet lists every IV component with its osmolarity, container volume and billing code, and highlights what is still missing.

Acupuncture is an optional ChartPro module. Switching it on takes three steps: enable it for the practice, import the point catalog, and attach the form to a note segment.

Enable the module

1. Open ProductPro and go to Settings.
2. Tick the Acupuncture checkbox and save.

The Acupuncture button appears on the ChartPro admin page once the setting is on. Until then the module is invisible, even though every practice has the tables.

Import the point catalog

1. In OfficePro, open the Tools menu and choose ChartPro.
2. Click Acupuncture, then Import catalog.
3. Click Import the standard catalog.

The import brings in the channels, the classical points and the safety cautions, and reports what it did in a single line, for example “409 points imported, 409 with identification, 177 with safety data”.

The import never overwrites a point your practice has edited. Run it again after an update and your own changes are left alone, while anything new is added.

What gets imported, and what does not

Check the billing codes

Acupuncture bills on 97810, 97811, 97813 and 97814, and dry needling on 20560 and 20561. Most practices already carry the first four from the standard service catalog, and the module reuses whatever is already there rather than creating duplicates — your prices, modifiers and titles are kept exactly as you have them.

Open Service Codes and confirm the prices are what you intend to charge before anybody posts a treatment.

Attach the form to a note segment

1. In ChartPro admin, open Segments and edit the segment you want the panel to appear on.
2. Under Include a Form, choose Acupuncture from the Plan group and save.

Open an encounter on that segment and the acupuncture panel appears in the sidebar.

A protocol is a saved point prescription with its billing lines attached. Applying one is usually most of the charting for a visit.

Build a protocol

1. In ChartPro admin, click Acupuncture, then Protocols.
2. Click New protocol and give it a name — practices usually name them after the pattern they treat, such as Liver Qi Stagnation.
3. Add points, and set the side and technique you normally use for each.
4. Add the billing lines the treatment should suggest.
5. Tick Active when it is ready to use.

A protocol is a copy, not a link. Applying it takes a snapshot of the points and prices as they are at that moment, so editing the protocol later never changes a treatment that has already been charted.

Traditions

Each protocol carries a Tradition — TCM, Japanese meridian therapy, Five Element, Tung’s points, Balance method, auricular, or Western and dry needling. It is a label, not a restriction: it tells your practitioners which school a prescription comes from so they are not offered point combinations that do not match how they were trained.

The tradition on the protocol is copied onto the treatment when it is applied, and appears in the note.

Both an e-stim and a non-e-stim billing line

You can safely put both a 97810 line and a 97813 line on the same protocol. You do not have to know in advance whether electrical stimulation will be used: only one of them can ever earn a unit, and the other is switched off automatically with a note saying why. Neither ends up on a claim by accident.

A point that has been retired

If a point is deactivated in the catalog after a protocol was built, applying that protocol adds everything else and tells you which point was skipped, by name. Either reinstate the point in Point catalog or edit the protocol.

Applying the same protocol twice

Nothing is duplicated. Points already on the treatment at the same side are reported as already charted rather than added again, and the billing lines are not repeated.

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.

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

Bringing lab results ordered through Fullscript into LabPro is in a limited pilot with a single practice, and is not generally available yet. Unless it has been switched on for your practice, Fullscript lab results do not come into LabPro. If you would like to take part, contact support.

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.

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.

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

1. Navigate to Admin > General Settings.
2. Select the Schedule tab to view all visit types.
3. 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

1. 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.
2. Alternatively, click the tiny person icon to preview the portal as patients will see it.
3. 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!

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!

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.

Adding a product

Click Add a Product. The form needs a Product Code, a Brand, a Product Name and a Retail Price; click Save > Next to save it and carry on with the rest of the record.

Start by typing the product name. After three letters, a list opens under Product Name showing matching products from the Fullscript catalogue and from vendor catalogs that you do not already stock, with the brand, pack size and catalogue price of each. A vendor's product shows its name followed by direct, and fills in your cost as well. Click one, or use the arrow keys and Enter, and the form fills itself in:

• Product Name and a Product Code that is guaranteed not to clash with one you already use.
• The pack size - Type (capsules, tablets, powder and so on) and Quantity.
• Retail Price, at the Fullscript catalogue price. The cursor lands here, because this is the one thing you should decide for yourself.
• Brand, where the brand is already in your vendor list.
• Taxable, following Mark Imported Products Taxable in ProductPro settings.

The product is also linked to its Fullscript catalogue entry. When you save, any picture, description and barcode it is missing are filled in from the catalogue, it goes into your Fullscript Default Category if it has no category, and it picks up default dosing if you have set some for that product. Anything you have already typed is kept - the catalogue only fills gaps.

Two notes can appear while you do this:

• you may already have this, followed by the name of one of your products. The suggestion looks close to something already in your catalogue. Check it before adding - it is usually the same product under a slightly different name, and adding it again gives you a duplicate.
• Brand ... is not in your vendor list yet. The form will not save until a Brand is chosen, so pick the right vendor from the list or add it with the + button beside it.

If nothing in the list is right, keep typing and fill the form in by hand as before. To bring in many products at once, use Product Catalog instead - see Importing Products from Fullscript and Vendor Catalogs.

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.

If patients still have the product in their cart or on an auto-order, unticking Active on Edit Product opens a screen for telling them and cancelling those auto-orders. See When a Product Is Discontinued.

A catalogue of a few hundred products only stays usable if it is organised. Four things do most of that work: categories, vendors, shelf locations 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.

Shelf locations

A location records where a product's stock is kept - a shelf, a cabinet, a room. It shows as Location on the product, and it is what lets someone new find a bottle without asking.

Administrators manage the list from Settings on Product Administration: in ProductPro Settings, click Edit Locations. The Product Locations window lists every location with its Description, Sort order, whether it is Active, and how many products use it.

• Add - type a name in the New location row, optionally a description and sort number, and click Add. Two locations cannot share a name.
• Rename or reorder - edit the name, description or Sort number in place, then click Save Changes. A rename updates every product already using that location. Use Sort to put the list in the order your shelves are actually arranged - that is the order the product form offers them in.
• Retire - clear Active and click Save Changes. A retired location stays on the products that already have it, but is no longer offered when you set a location on any other product. Tick it again to bring it back.
• Find - filters a long list as you type.

To set a product's location, open it in Edit Product and choose from Location on the Inventory tab.

Retire rather than delete. The delete button beside a location removes it for good and leaves every product using it with no location at all. It also discards any other unsaved changes in the window. Clearing Active does the same job without losing anything.

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.

When patients still have the product in their cart or on an auto-order, making it inactive opens a screen for telling them. See When a Product Is Discontinued.

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.
• Retire any shelf location you no longer use, so it stops being offered on the product form.

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

1. Open the Admin page and find Add-Ons & Integrations.
2. In Fullscript Integration, click Integrate Fullscript.
3. 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 Product Catalog, set Source to Fullscript and run a search - if products come back, the connection is live.

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 works ahead of each due date by your Auto Order Lead Time (Days), set in ProductPro settings - 7 days if you have never set it. A plan due on the 29th with an 8-day lead time is ordered overnight on the 21st, so there is time to pick, ship or arrange pickup. Each auto-order shows Due and its due date in the patient orders list, on the order and in the patient's cart, and the summary message gives each order's due date, in red once it is due. Fill it when it suits your workflow: the patient does not need it before then.

The next refill is always counted from the date the last one was due, not from the day its order was created or completed, so the cycle never drifts. 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.

To effectively manage your product inventory, utilize the Product Admin area in OfficePro.

Accessing Product Admin

1. Navigate to Product Admin: Mouse over Admin at the top of any page and select Product Admin from the drop-down menu.
2. 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.

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!