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14	Getting Started with OfficePro Getting Started with OfficePro Welcome to NaturaeSoft Your solution for success! The OfficePro suite gives your practice the benefits of increased efficiency, an enhanced professional image, and an integration of all of the major systems inherent to successful practices. We are excited to be able to support the success of your practice! Thank you for choosing NaturaeSoft! Getting Started To begin taking advantage of this powerful tool you will need to configure the system to match the specifics of how you practice. Use the following configuration outline to help you get your service set up. Once these steps are complete you can feel comfortable starting to use your service as your system will be configured to meet the specific needs of your unique practice. Configuration Training NaturaeSoft offers new customers a one-time configuration training that will help you to get your practice set up. We walk you through all facets of the Admin > General Settings page and help you get oriented to adding and managing, products, services, and diagnosis codes. This training can be scheduled by contacting Support @ NaturaeSoft.com and suggesting a couple of times during the week that would work well for your team. Once this meeting is scheduled we will send you a link with information about accessing the training session at the predesignated time. Accessing your Service Your NaturaeSoft services are accessible from any computer anywhere on the Internet. That’s right! Macs and PCs can use our system and even UNIX-based workstations. All that you need is an Internet browser and an authorized account with our servers. OfficePro is a hosted service provided by NaturaeSoft. As a hosted service you do not need to maintain expensive hardware internally to access and manage your practice software. To set up a workstation with your OfficePro service, open your browser and go to: https://secure.naturaesoft.com. NaturaeSoft services are accessible through your Internet browser (Chrome, Safari, etc.). To log into your account, open your browser (Chrome or Safari are recommended) and go to: https://secure.naturaesoft.com or our alternative version accessed at https://officepro.naturaesoft.com. Login to your practice account When you first access OfficePro, you will be asked to log in with your Practice Name and Practice Pass. The Practice Name and Practice Pass were sent with your welcome email from your NaturaeSoft account representative. (Your Practice Pass is often “Dr” and your last name with no spaces). The Practice is of course the name of your practice. Since spelling and grammar matter in these fields, it is best that you reference the exact practice and practice pass sent to you in your welcome email. Once you have successfully logged on to the service your Practice Name and Practice Pass will be saved locally and you will only need your username and user password when logging in from this same device. While your practice pass should be kept fairly secure it will be given out to anyone who needs to access the system so keep it easy to remember and make sure it has nothing in common with your User Password for access to the system. Note: You can access your service from multiple workstations with multiple users simultaneously. Login with User Name and Password If this is your first time logging in as a system administrator you can use the username Admin and the password OfficePro to log in and set up other user accounts. If you are a provider and your account was preset by NaturaeSoft your user name will likely be your first initial and last name (e.g. Sam Smith → SSmith). The default password for all accounts at the onset is “OfficePro”. When you log in with the password of “OfficePro” the service will prompt you to update your password information. For your security please choose a strong and secure password. If you want o change your password you can do so from the “Account” link off of the user bar at the top of every page. Once logged in you will see “your name” or “Admin” in the Admin bar in the color for your user account. Click on the “Account” button to change your password easily from here. Passwords are case-sensitive. All OfficePro customers are given the same Admin username and password, so please change the password for the Admin user to secure your account. Want to watch a tutorial on this. Click here for our Academy video tutorial on "Logging into OfficePro for the first time"
13	Configuration Walk Through Configuration Walk Through The OfficePro service includes a configuration walk-through that shows you how to get your service set up and ready for use in your practice. The Configuration Wizard OfficePro 11.0 comes equipped with a configuration wizard to help you get your system configured faster than ever. The configuration wizard is accessible on the footer of your service from the grey gear cog icon. When you mouse over this icon the configuration progress window will pop up showing you the steps to completion of your services configuration. When you click on the configuration steps the configuration window pops up giving you access to manage and complete the configuration steps right from the window. The configuration window is also accessible by clicking the configuration details link at the bottom of the configuration progress bar. The Configuration Window The configuration window welcomes you to NaturaeSoft and provides details on the configuration of your service. Each section of the configuration wizard orients you and gives access to the settings for your practice. Please walk through and complete as many of these steps as possible before beginning to use your OfficePro service. These steps covered in the configuration wizard are congruent to the steps outlined in the next section of the manual. Each will be covered in detail but from outside of the context of the wizard itself. To access the configuration wizard click on the grey gear icon on the bottom of the service and then choose configuration details. Configuration Outline Review your Practice Information You can manage your basic practice details including your address and phone number, etc.. from the practice tab of the Admin > General Settings page. Make sure that your practice information is complete. Your practice information is used in all facets of the service. For proper operation, make sure your practice has an email, a tax ID, and an NPI. To edit your practice information click here. When you are done with this step please mark it as complete. Review your Providers Each provider in your service will need to be properly configured. You can edit each provider's base information and their starting schedule from the provider's area of the Admin > General Settings page on the Practice tab. Review your Users Only specified users will have access to the service. Each user can be assigned access to each specific area of the service. User passwords are evaluated for strength. When adding new users or updating existing users passwords you can use the default password of 'OfficePro' to allow the service to prompt the user to reset their password on the next login. You can manage the users for your service from the Admin > General Settings page on the Practice tab. Set up your Configure To configure your schedule you will need can manage Visit Types, Holidays and some general settings. Visit Types - Visit types are used to color code your schedule and can be created to represent each of the general services that you offer in your practice. Visit types are reflective of the whole of the visit and the specific services that are added to the visit will be able to varied. Visit Type is not linked to services on visits in any way. Holidays - Scheduling holidays allows you to create times that you will be marked out of the office. You can set up as many single and multiday holidays as required and they can be for any one provider or the whole of the clinic. Here is the list of holidays currently included in your service. You can add a holiday with the green icon on the top right of the list. Set up your Contacts Contacts in OfficePro refers to each of the Companies and Persons that your business works with that are not patients or prospects. Contacts can be categorized into Referrals, Vendors, Distributors, Insurance, and Business Contacts. You can use the following links to Add contacts or review the contacts list. Set up your Products Setting up products in OfficePro can be a daunting task, but we have some tools that can help you speed up the process. Set up your Services Services are the actual service charges that you will charge to your patients. Services can include CPT code for use with insurance billing and they can be set up at your discretion to allow you complete control of your practice's charges. You are also able to create service groups that will allow you to bring multiple services into your patient's encounters at one time, speeding up your processing significantly. You can manage your services list by clicking on the Services Admin link on the Admin Menu. Only certain user types have access to manage services. Review your Diagnosis Code List Your OfficePro service was set up with a simple list of basic ICD-9 codes that will help you get started quickly. But you can easily add new codes to the service from the Admin > Diagnosis Admin menu. Set up your Patients In order to use the system you will need patients. You can easily add patients to the system from the add menu from the Add Visit form, or every patient search box. When searching for a patient if no name exists that matches your search criteria you will be offered the ability to add a new patient. Set up your Sales Tax To set up your sales tax, create a new "Sales Tax" for each tax jurisdiction that you are subject to and enter its specific tax rate. Then create a "Tax Group" for every different way that combinations of tax jurisdictions can be applied to an encounter or invoice. Once a group has been created Sales Taxes can bee added to it. The Tax group will reflect the total of all tax rates that are included in it.
15	Admin General Settings Page Admin General Settings Page All general settings for your OfficePro services can be administered from the Admin > General Settings menu option. This takes you to the General Administrative Settings page where you will have access to configuring all facets of the setup of your service. Only users with designated Administrative rights will be able to access the general settings page. Users with access to the settings can change a wide array of critical settings and this access level should only be given to those that you trust with the management of the service. On the General Settings page there are several tabs that give access to each facet of the services settings. They include: Practice Settings Practice Information Providers Users Schedule Settings Visit Types Rooms & Resources Holidays Email SMTP Server Settings Email Blurbs HIPAA Privacy Statement Documents Document Types AR - Accounts Receivable Settings Sales Tax Add-Ons Fortis Integration CardConnect FullScript Dymo Export
16	Managing Providers Managing Providers Provider Administration Providers (health care professionals) are the core of OfficePro, with the scheduling and reporting systems built around them. Editing Provider Settings To get started, you’ll need to configure the settings for each scheduled provider at your clinic. Your OfficePro account includes a limited number of providers based on your service agreement. If you need to add more providers, please contact your NaturaeSoft Customer Service Coordinator. To edit a provider's information, click the (edit) button next to the provider's name. In the Edit Provider window, update the provider’s information in the relevant fields. Setting Provider Schedules You can set a provider’s weekly schedule in the Schedule tab within the Edit Provider window. Changes are automatically saved in the background, and you’ll see a status update at the bottom of the tab when the save is complete. After editing the provider's details, you can set the provider’s daily schedule by clicking the button next to their name. This will open a window where you can adjust their regular daily availability. Unavailable times will be shown in grey on the schedule. To block off a day entirely, select "Out" for both In and Out Times. Although scheduling during these times is still possible, it’s useful for communicating the provider’s availability to front desk staff. Provider Account Management To add another provider, go to the Practice Tab under Admin > General Settings. Click the Add Provider button. You can add as many active providers as your account allows. If you need more providers than your current limit, contact your NaturaeSoft Customer Service Coordinator. Managing Providers Once a provider has been added and visits are scheduled, all visit data is linked to that provider’s account. If a provider leaves your practice, do not delete their account, as it will erase their visit history. Instead, OfficePro allows you to deactivate providers while retaining their records. Only active providers will be available in the system. Deactivated providers won’t appear in the schedule, but their visit history remains intact. Deactivating a Provider To deactivate a provider, click the button next to their name and confirm the action. The system will refresh, and the checkmark next to the provider's name will indicate that they are deactivated. Reactivating a Provider To reactivate a deactivated provider, click the button next to their name. Confirm the action. Note: If you’ve reached the limit of active providers, you will need to contact your NaturaeSoft Customer Service Coordinator to activate additional providers.
17	User Administration User Administration User accounts allow access to your system. You will want to set up a user account for each of the staff members whom you wish to have access. You are allowed as many users as you like to assist you in the management of your practice. Each user can have personalized access to the features you choose. A User account is automatically created for the new provider when you are added to the service. Add User Accounts When adding or editing User Accounts, you can decide what information you allow each user to access. Please review each of these functions carefully to protect your information. At the top of the Security tab is a field marked User Access. If you check the box marked Administrator a user will have access to all areas of OfficePro. If you want to limit the user’s access to certain areas of OfficePro, this box should remain unchecked. The following list explains each access area. Change your Password Open the Edit User screen by clicking the button to the right of the user’s name that you want to edit On the User tab, Enter your new Password The strength field will tell you the security strength of your password as you enter it. NaturaeSoft recommends using a password of a rating Strong or better Click “Edit User” to save the user settings.
60	Setting Up Multi-Factor Authentication Setting Up Multi-Factor Authentication Multi-factor authentication (MFA) asks for a second piece of proof after the password, so a stolen or guessed password is not enough on its own to reach patient records. OfficePro offers two methods, and each user sets up their own. The two methods Authenticator App - a code that changes every 30 seconds in an app such as Google Authenticator or Authy. This is the more secure choice: the code never travels over the phone network, and it keeps working where there is no signal. SMS Text Message - a code texted to a mobile number. Easier to start with, but a text can be intercepted or redirected, so use it where an authenticator app is not practical. A user can set up both. If both are enrolled, the authenticator app is offered first and the text message is available as a fallback. Set up your own account Click Account at the top right of any page. Find Account Security Settings, then the Two-Factor Authentication section. Each method shows either Not Set Up or Enrolled. Next to Authenticator App, click Set Up. Scan the QR code with your authenticator app. If the camera will not scan it, type the code shown beside Manual key: into the app instead. The app now shows a six-digit code. Type it into Enter the 6-digit code shown in your app to confirm: and click Verify & Enable. The method then reads Enrolled. To use a text message instead, click Set Up beside SMS Text Message, enter the number under Mobile Phone Number - Include country code (e.g. +1 for US) - and click Send Verification Code, then enter the code that arrives. If it does not arrive, Change number / Resend will send it again or let you correct the number. To stop using a method, click Remove beside it. Require it across the practice Setting up MFA is voluntary until an administrator requires it. There are two ways to do that, both on the Admin page in the Users section. For everyone at once - switch on Require MFA for All Users at the top of the Users list. Every current user is marked as required. For one person - open the user with Edit User, find Require MFA: and click Enable. Disable lifts it again. Requiring MFA does not enrol anyone. It means that the next time that person signs in, they must finish setting up a method before they can carry on. Turn it on when the people affected are at work and able to reach their phones, not last thing on a Friday. Read the Users list at a glance The MFA column on the Users list shows where each person stands. Hover an icon to read it: Authenticator App (TOTP) - enrolled with an app. SMS MFA Enabled - enrolled with text messages. MFA Required - Not Enrolled - required, but not yet set up. This person will be stopped at their next sign-in until they finish. MFA Optional - Not Enrolled - not required and not set up. When someone loses their phone A new or wiped phone no longer holds the enrolment, and the old codes are gone. An administrator clears it so the user can start again: open Edit User, and under MFA Status: beside Authenticator App: click Reset TOTP. The user is then Not enrolled and sets the app up again from their own Account page. Only an administrator can do this, and it is deliberate - being able to clear your own second factor would defeat the point of having one.
61	Restricting Access by IP Address Restricting Access by IP Address IP authentication limits sign-in to the internet connections you name - typically the clinic itself, and the home connections of anyone who works remotely. Someone with a valid username, password and MFA code still cannot get in from anywhere else. This is a strong control and it locks out the innocent as readily as the malicious. Read the warning at the end before switching it on. Turn it on Open the Admin page and find the Authorized IPs section. Switch on Use IP Authentication:. The list of addresses appears; while the switch is off it stays hidden, because it has no effect. Add an address Click Add Authorized IP. IP: - the public address of the connection, as four numbers separated by dots. This is not the address on the computer itself; search the web for "what is my IP" while sitting on the connection you want to allow. Description: - who or where this is. Write something a colleague will still understand in a year: Front desk - clinic fibre beats office. Authorized: - Yes to allow it immediately, No to record it without allowing it yet. Click Add. The list Each row shows IP, Status, User / Description, Requested, Authorized and Actions. When someone tries to sign in from an address that is not on the list, they are refused and the attempt is recorded as a request. Review these: if it is your own colleague working from a new place, click Authorize on that row and they can sign in. If you do not recognise it, leave it - an unauthorised row does nothing. Before you switch this on Most practices do not have a fixed address. Unless you pay your internet provider for a static IP, the clinic address can change on its own - after a power cut, a router restart, or an engineer visit - and when it changes, everybody is locked out at once, including you. Nobody can reach the Admin page to correct it, because the Admin page is behind the same check. So: Confirm with your internet provider whether your address is static before relying on this. Add every address you need before switching the feature on - clinic, any second site, and the home connection of at least one administrator. Remember mobile data is a different connection entirely. Staff on a phone or tablet away from clinic wifi will be refused. If you are locked out, contact NaturaeSoft support. The switch can only be cleared from outside the affected practice. For most practices, requiring multi-factor authentication gives most of the protection with none of the lockout risk. Consider that first, and add IP restriction only where the extra strictness is genuinely needed.
78	Bulk Messaging and Your SMS Number Bulk Messaging and Your SMS Number Bulk messaging sends an email or a text to a group of patients at once, chosen by the tags on their records. Two things need setting up first: the hours campaigns are allowed to send in, and - if you want to text - a phone number for the practice. The send window Campaigns are not sent the moment you press the button. They are queued, and a background process works through them. The window decides when that is allowed to happen, and it is set in BackOfficePro admin under Only send during these hours, with a From and a to, plus Skip weekends. Set it to hours a patient would not mind hearing from you - most practices use something like 9am to 6pm and skip weekends. A text arriving at 3am does more damage to a practice's standing than the campaign was ever going to earn. Understand what the window does to a send: press Send now outside the window and the campaign is accepted and queued, and nothing goes out until the window opens. Progress sits at zero in the meantime, which looks exactly like a fault. It is not. Getting an SMS number Texting needs a phone number that belongs to the practice. In SMS Messaging Settings, Request an SMS number provisions one, and you will see New Number Provisioned and then Your SMS number once it is live. This is the number patients see, and replies come back to it, so treat it as a published clinic number rather than an internal detail. Release this number gives it up - do that only if you are certain, because a released number goes back to the pool and cannot be reclaimed. Tags decide who gets it An audience is built from patient tags, so bulk messaging is only as good as the tagging underneath it. Tags are managed in BackOfficePro. Keep them meaningful and few. Tags describing something durable - a programme a patient is on, a condition you run recalls for - are useful for years. Tags describing a one-off event stop being true almost immediately and quietly ruin later audiences. Before the first campaign Set the send window, and check the times are in your own timezone. Provision the SMS number if you intend to text. Tag a small group and send yourself a test - the campaign screen offers Send Test Email and Send Test SMS for exactly this. Agree internally who may send campaigns. This reaches every tagged patient at once and cannot be recalled. One legal point worth being clear about: patients who have asked not to receive marketing must not be in a marketing audience, whatever their tags say. The software will send what you ask it to send.
18	Managing Clinic Rooms and Resources Managing Clinic Rooms and Resources Add a Room or Resource Mouse over Admin, click on “General Settings” Select the “Schedule” tab Click the button in the Clinic Rooms & Resources area; this will open the “Add Clinic Resource” screen Fill out the Name, Type, Description, Color, and Sort Order for the room or resource Click “Add Resource Button” to save the resource changes. Edit or delete a Room or Resource Mouse over Admin, click on “General Settings” Select the “Schedule” tab Click the (edit) in the Clinic Rooms & Resources area; this will open the “Edit Clinic Resource” screen Make any changes Click “Edit Resource Button” Or to Delete a Room or Resource, click the (delete)
19	Create Holiday Create Holiday Create Holidays Mouse over Admin, click on “General Settings” Select the “Schedule” tab Click the button in the Clinic Holidays area; this will open the “Add Clinic Holiday” screen Input Holiday name Enter the specific date or choose Multiday holiday- and enter the start date and end date Set whether it is clinic-wide or provider-specific holiday Check the Active box if you want to make the holiday active and the Annual box if it occurs on the same day every year Click the “Add Holiday” button to save the holiday.
64	Setting Up Sales Tax Setting Up Sales Tax Sales tax in OfficePro is built from three pieces. Set them up in this order and the rest follows. A tax jurisdiction is one authority that levies a tax - a state, a county, a city - each with its own rate and its own cheque payee. A tax group is the combination that applies at one location. A clinic usually charges state plus county plus city, so the group holds all three and the customer is charged the total. A ship-to region decides which group applies to an order, based on where it is going. Everything below lives on the Admin page, under Sales Tax Setup Information. 1. Add each jurisdiction In Sales Taxes, click Add Tax Authority. Tax Authority - the name you will recognise on a return, such as Utah State or Salt Lake County. Tax Rate - enter this as a decimal, not a percentage. 4.85% is 0.0485. Typing 4.85 would charge 485%. The screen warns you if a figure looks like a percentage, but check it yourself. Pay to the Order Of: - who the cheque is written to when you remit. This appears on the sales tax report and saves hunting for it later. Add one row per authority. Do not add a single combined row for "sales tax" at the total rate - you will not be able to break the figure down by authority when you file, which is the reason for keeping them apart. 2. Build the groups In Sales Tax Groups, click Add Tax Group and give it a name that describes a place, such as Clinic - Salt Lake City. Open it with Edit Tax Group, then use Select Tax to Add and Add Tax to Group to attach each jurisdiction that applies there. The Group Rate column shows the combined figure. Two things to know about it: It is a stored summary, refreshed when somebody opens the group and saves it. If you change a jurisdiction rate, the group total can look stale until you do. What a customer is actually charged is always the sum of the jurisdictions in the group, not that stored number - so a stale Group Rate is a display problem, not a billing one. Open and save the group to bring it back in line. A group with no jurisdictions is a real, useful setting, not an unfinished one. It means "no tax here", and it is how you handle orders shipped somewhere you have no obligation to collect. Most practices want exactly one of these. 3. Say where each group applies Under Ship-To Regions, click Add Ship-To Region and pair a Destination with the tax group it should use. The Everywhere else row is the catch-all for any destination you have not named - point it at your no-tax group unless you genuinely collect tax nationwide. When an order is placed, the destination decides the group, the group decides the rate, and the rate is worked out and saved onto that line. Changing rates later does not rewrite history This is the question every administrator asks first, so to be plain: editing a rate does not change what past orders charged. Each line stores the rate applied when it was created. Put the new rate in on the day it takes effect and past sales, refunds against them and your filed returns all keep the figures they had. The one thing to be careful of is the reverse: because only one rate is held per jurisdiction, a report that recalculates tax from today's configuration rather than reading what each line stored will misstate a closed period. Read the sales tax report, which uses the stored figures. Before you rely on it Ring up one test sale for a taxable product and check the tax against a rate you have verified independently. Do the same for an order shipped out of area, and confirm it comes out untaxed. If you sell anything taxed at a reduced rate - groceries and supplements in many states - read Sales Tax by Product Class before going live. Leaving that unset charges those items at the full rate. Rates and rules are set by your tax authority and change without telling you. OfficePro charges what you configure; confirming what to configure is your accountant's job, not the software's.
65	Sales Tax by Product Class Sales Tax by Product Class Many states tax some goods at a lower rate than others - groceries and supplements are the usual example - and some exempt them entirely. A product class is how you tell OfficePro which of your products those rules apply to, so the right rate is charged without anyone remembering to intervene. The classes are Standard, Grocery and Exempt. Every product carries one; anything you have not classified is Standard. Set a jurisdiction's class rates On the Admin page, find Tax Rates by Product Class. The grid lists each Tax Jurisdiction with its Normal Rate and a column per class. Open a jurisdiction and fill in only the classes it treats differently. The distinction that matters most An empty box and a zero mean different things, and getting them the wrong way round is the most expensive mistake available on this screen. Empty means this jurisdiction taxes this class at its normal rate. The screen says Leave a box empty to inherit, and shows you the rate it will inherit. For most classes in most jurisdictions this is the correct answer, and an empty box is not a missing setting. 0 means this jurisdiction does not tax this class at all. That is a deliberate statement of exemption, and it is what you enter when your state genuinely does not tax food. So if your state exempts groceries and you leave Grocery empty, every grocery item is charged the full standard rate and nothing warns you - the configuration is valid, it just says something you did not mean. Enter 0. Clearing a box that had a rate restores inheritance, which is why the value disappears rather than becoming zero. "Exempt" applies to one jurisdiction, not to the whole bill This is the part that catches people out. Class rates are set per jurisdiction, so putting 0 against Exempt on your state does nothing about your county and your city. They carry on charging their normal rate on the same product. Using the example above - state 4.85%, county 1.35%, city 0.5%, with Exempt set to 0 on the state only: Standard: 4.85 + 1.35 + 0.5 = 6.7% Grocery: 1.75 + 1.35 + 0.5 = 3.6% Exempt: 0 + 1.35 + 0.5 = 1.85%, not zero. So a product marked exempt is still charged 1.85%, and the practice believes it is charging nothing. If something is genuinely exempt everywhere you collect, set 0 against that class on every jurisdiction in the group, not just the state. The grid shows this if you know what to look for: a rate in bold was set for that class, and a grey one is the jurisdiction's normal rate being inherited. Grey in the Exempt column means that jurisdiction is still charging. Rates are decimals Same as everywhere else in this area: 1.75% is 0.0175. The box tells you what percentage it read back, and refuses anything at or above 1 because a rate of 100% or more is always a typo. A worked example A Utah practice charging state 4.85%, county 1.35% and city 0.5%, where the state taxes food at 1.75% but the county and city tax it the same as anything else: On the state jurisdiction, set Grocery to 0.0175. On the county and the city, leave Grocery empty - they treat it normally, and empty is exactly that statement. A standard product is then charged 4.85 + 1.35 + 0.5 = 6.7%, and a grocery product 1.75 + 1.35 + 0.5 = 3.6%. Each jurisdiction contributes its own view of the class, which is why the classes are set per jurisdiction rather than once for the whole group. Classify the products A class rate does nothing until products are assigned to that class. Set Product Tax Classes on the product itself. Reduced rates and exemptions are worth getting right on the products you sell most - that is where the money is. Check it What Each Tax Group Actually Charges on the Admin page shows the resulting rate for every group and class together. Read it after any change: it is the quickest way to catch a rate that has been entered as a percentage, or a class left inheriting when it should be exempt. A practice that has configured no class rates at all is charged the plain jurisdiction rates on everything, exactly as before this feature existed. Nothing changes until you use it.
47	Managing Email Settings in OfficePro Managing Email Settings in OfficePro OfficePro enables your practice to send emails such as forms, reminders, and teasers to your patients. To effectively configure this feature, you need to set up your company's email server. Setting Up Your Email Server Access Email Settings: Go to Admin in the main navigation. Select General Settings. Navigate to the Documents & Email tab. Enter Email Server Information: SMTP Server: Enter the outgoing mail server. Free email services like Gmail, Yahoo, and AOL may not work due to relaying restrictions. Use your website's domain email (e.g., smtp.sitename.com). Email Account: Input the email address you’ll use to send emails. Email Name: Specify the name or email address you want to appear in the "From" area of the email. My SMTP Server Requires Authentication: Check this box (most mail servers require it). User Name: Enter your email account username. Password: Input your email account password. Test Your Email Settings: Click Test Email. If successful, you’ll see a popup stating, “Your email settings are working correctly.” If you see an error message, review your entries for accuracy and retest. If issues persist, contact Support@NaturaeSoft.com. HIPAA Privacy Statement The HIPAA privacy statement will automatically be included at the bottom of all outgoing emails. You can use the default statement or customize it according to your practice’s HIPAA compliance manual. This section is also a good place to outline your cancellation or no-show policies. Using Gmail with OfficePro If you're using Gmail, follow these settings: SMTP Server: smtp.gmail.com Use SSL: True Use Authentication: True Server Port: 465 User Name: Your full Gmail address (or Google Apps for Business email account). Password: Your Gmail password. Additional Gmail Security Settings If you're having trouble connecting your Gmail account, ensure your password and other account details are correct. You may need to complete one of the following steps: Allow Less Secure Apps: Enable access to less secure apps in Gmail. Follow this Google support article for guidance. Create an Application-Specific Password: For added security, use an application-specific password. Review this Google support article or set one up directly here. By following these steps, you can successfully manage your email settings within OfficePro, ensuring effective communication with your patients while adhering to HIPAA regulations. If you encounter any issues, please reach out to NaturaeSoft support for assistance.