NS - Knowledgebase

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.

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.

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)

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.

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

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.

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.natuaresoft.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"