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ID	Title	Module	Category
1	Logging in to OfficePro Logging in to OfficePro There are several URLs that you can use to access the OfficePro service. Each URL is associated with a different version of the service so that you can access the service from multiple locations for redundancy and failover. There are 2 layers of authentication when login to the OfficePro service. First, you must authenticate at the practice level and then again at the user level. Service URLs https://secure.naturaesoft.com https://officepro.naturaesoft.com Beta Service URL https://beta.naturaesoft.com This is to access the beta version of the OfficePro service. This version will give you access to new features while in testing. Please excuse and report any errors you find in beta to development@naturaesoft.com Practice Level Authentication When you first access the service you will be asked to authenticate at the practice level. Each practice will use its practice name (as specified by NatuaSoft when configuring your account) and a unique practice pass. To obtain your practice and practice pass ask your account administrator or look for your welcome email from NaturaeSoft. You can also request that your practice login credentials be sent to the emails on file with your account by contacting support through the chat widget or by emailing support@naturaesoft.com.
68	Selling and Redeeming Gift Cards Selling and Redeeming Gift Cards A gift card holds a balance the practice has already been paid for. You sell one, the customer pays for it like anything else, and the balance is then spent against future visits - by whoever holds the card. There is nothing to switch on. The tools are on the encounter, on the patient record, and on the Admin page under Gift Cards. Sell or load a card Open the encounter for whoever is buying, and click Sell / load a gift card. Enter the Card UID. If you use NFC cards, tap the card on the reader and it fills itself in. Enter the Amount, and record the Purchaser and Recipient where they are different people - that is what makes a lost card traceable later. Click Add Gift Card to this Visit. The card is added to the visit as a line to be paid for, and the customer settles it with the encounter like any other charge. It is not funded until that payment is taken. The same screen loads more value onto a card that already exists - enter the existing Card UID and the amount to add. Redeem against a visit On the encounter being paid, click Redeem a gift card. Enter or tap the Card UID. The card's Current balance appears. Enter the Amount to take. It may be part of the balance - a card does not have to be spent all at once. Check Balance After reads what you expect, then click Apply to Visit. The amount comes off the visit and off the card together. Anything left stays on the card for next time. Check a balance Use Check Gift Card Balance to read a card without touching a visit - the right tool when someone rings up to ask what is left. Gift Card Store Value on the patient record shows the cards linked to that patient, and View full transaction history shows every load and redemption with the balance after each. Where the money appears in your reports This surprises people, so it is worth understanding once. The revenue is recorded when the card is sold, not when it is spent. Selling a $100 card puts $100 of revenue in the day it was bought. When that card is later redeemed against a visit, the redemption settles revenue you have already recorded rather than adding more. So a redemption is not a discount and not a new payment - it is the customer spending money you were already paid. If it added to revenue again, the same $100 would be counted twice: once when bought, once when used. What this means day to day: A day with heavy gift card redemption can show strong visit activity and modest takings. That is correct - the money arrived on the day the cards were sold. Selling cards is credited to the clinic. Providers are credited for the services they actually deliver when the card is redeemed. Neither is counted twice. An unspent card is money you hold but have not yet given anything for. Practices that track this treat outstanding balances as a liability - the Gift Cards section on the Admin page lists every card with its Balance and Status. Practical points Record the recipient. A card with no name against it is very hard to help with when it goes missing. Cards are bearer instruments - whoever has the UID can spend the balance. Treat a stack of unissued cards like a cash drawer. Selling is not funding. If the encounter is never paid, the card was issued and never paid for. Check the visit was settled.
3	Adding a Visit Adding a Visit The OfficePro service is visit-centric in that everything revolves around visits. There are several ways to add a visit to your schedule. From the Add Menu Choose the [Add Visit] or [Add Meeting] button on the [Add] menu. The select date window will appear. From the Schedule Views Double-click on a space on the schedule. This will open the add visit window with the day and time that you clicked already specified. From the Patient Detail Page On the left-hand column in the Patient Related Tasks area, you will see an option for Adding a Visit. Depending on where you click to add a visit, some of the details of the Add Visit form will be filled out for you. For example, if you click on the Add a Visit link from the patient detail page the patient will already be specified on the form. If you double click on an empty space in your calendar's graphical views the Add Visit form will have the date and time of the visit already set and if you are logged in as a provider the visits will be assigned to you as the provider. The Add Visit Form In order to add a visit you will need to specify its details including the Patient, Provider, CC (chief complaint or chief concern), Visit Type, Date, Time, Duration, and Visit Notes. You can also specify if you want to alert the patient about the visit via email and text once the visit is saved. Note: When updating the visit type the visit duration is automatically updated to the default duration set for that visit type. Rooms & Resources Tab If your practice has multiple rooms or other resources set up, you can assigned them to the visit. From the Add window you can only specify one room for the visit. To add more rooms click the Add and Edit Visit button once the details have been set and you can assign further resources to this visit from the Edit Visit window. OfficePro offers several convenient ways to add visits to your schedule, allowing flexibility from various screens. Methods for Adding a Visit From the Add Menu: Hover over the Add menu at the top of the screen and select Visit from the drop-down list. From the Schedule Graph: Double-click any empty space in the schedule under an available provider or resource to add a visit. Using the Search Box: Start typing the patient’s name in the search box located in the upper-right corner of the screen. Once the matching names appear, click the first add icon next to the patient’s name to create a visit. If you haven’t selected a date from the schedule, you will be prompted to choose one from the pop-up calendar. If the calendar or Add Visit window does not appear, ensure your pop-up blocker is disabled. Completing the Add Visit Window Once the Add Visit window appears, you can fill out the essential appointment details. For an Existing Patient: Begin typing the patient’s first or last name, then select the correct patient from the drop-down list of suggestions. For a New Patient: Click the + icon next to the ID field to open the Add Patient window. After entering the patient’s information, click Add Patient to save and return to the Add Visit window. Next, follow these steps: Provider: Select the provider for the visit from the drop-down list. Date: The selected date will be shown here. If you need to change the date, click the field to open the calendar and select a new date. Time: The Time field displays the day in five-minute increments, with times outside of 6:00 AM to 10:00 PM greyed out and unavailable for selection. Duration: The duration is automatically set based on the visit type you choose (e.g., a consultation may default to 15 minutes). You can adjust the duration manually as needed. CC (Chief Complaint): Enter the patient's chief complaint, if applicable, for this visit. Visit Type: Select the visit type from the drop-down list. New visit types can be configured in the settings. Notes: You may enter a brief note for this visit, but remember this field is not for chart notes. Rooms and Resources Tab In the Rooms and Resources tab, you can adjust how the visit is displayed on both the provider’s and room’s schedules. Provider Schedule: Modify the time and duration on the provider's schedule. This doesn't affect the patient’s appointment time but can be used for preparation or reducing time if the provider is only required for part of the appointment. Room Assignment: Select a room for the appointment. If no room is chosen, the system will use the provider’s default room. Room Schedule: You can also change the appointment time and duration on the room’s schedule, such as allowing for setup or cleanup time. If you need to add additional rooms or resources to the visit, you can do so in the Edit Visit window after saving the appointment. Finalizing the Visit Once all the necessary details are entered, click Add Visit. Handling Scheduling Conflicts: If any scheduling conflicts arise (e.g., the provider is not available, or the room is already reserved), a pop-up window will display the conflict details. You can either save the visit regardless of the conflict, edit the appointment to resolve the issue, or close the window without adding the visit. Successful Addition: If there are no conflicts, you will see a confirmation message, “Visit Added Successfully,” and the Add Visit window will close. Post-Visit Actions Once the visit is added, it will appear on your schedule. From here, you can: Edit the visit details Send visit reminders or intake forms via email Create chart notes and encounter receipts For more details on configuring visit types, providers, rooms, and resources, refer to the first three Configuration videos. To learn about scheduling recurring visits, please see the Knowledge Base article titled “How to Schedule a Recurring Visit.”
4	Editing Visits Editing Visits You can edit any visit by double-clicking on the visit in any graphical view and from the top right corner of the resulting Visit Details page you will see an edit button. You can also click on the Edit Visit icon that is on the [E]ncounter form, the [C]hartnote and the [T]reatment plan. The Edit Visit Window From the Edit Visit window you can change the visits Provider, Reason, Type, Date, Time, Duration, Visit Notes and choose to alert the patient with an email and SMS upon save of the visit details.
25	Scheduling a Series of Recurring Visits Scheduling a Series of Recurring Visits If you need to schedule recurring visits for a patient, you can do this in one simple step by using the Add Recurring Visit feature. Follow the steps below to set up a series of visits efficiently. Accessing the Add Recurring Visit Feature Navigate to the Add Menu: Hover over the Add menu at the top of any screen. Select Recurring Visit: Click the link icon next to the Visit button to open the Add Series of Visits window. Entering Basic Appointment Information The fields in the Add Series of Visits window are similar to those in the regular Add Visit window. For Existing Patients: Start typing the first or last name of the patient, then select the correct name from the drop-down list of suggestions. For New Patients: Click the plus sign next to the ID field to open the Add Patient window. After entering the patient’s information, click Add Patient to save and return to the Add Series of Visits window. Next, select the provider and room for the visits from the respective drop-down menus. Setting the Date and Time Range Instead of selecting a single date, you’ll set a Date Range: For example, if you need weekly visits for the entire month of June, enter the start and end dates for June. The specific weekdays for the visits will be selected in the next step. The Start Time field shows available time slots in five-minute increments. Times outside the range of 6:00 AM to 10:00 PM are greyed out and cannot be selected. The visit duration is determined by the Visit Type you select (e.g., a consultation may default to 15 minutes). You can adjust the duration manually as needed. Additional Fields and Settings Chief Complaint (CC): Enter the patient’s chief complaint, if applicable, for this series of visits. Visit Type: Choose the appropriate visit type from the drop-down list. New visit types can be added through the system’s configuration settings. Select the weekdays for the recurring visits by checking the boxes for the desired days (e.g., Monday, Wednesday, Friday). If the starting date doesn’t match the selected weekdays, the first appointment will occur on the next available day. For instance, if your date range is the month of June and you select Tuesdays, the first appointment will fall on the first Tuesday in June. To add additional rooms or resources, you can do so later in the Edit Visit window after the appointment series has been saved. Finalizing the Recurring Visits Once you’ve entered all the necessary information, click Add Series to save the appointments. Handling Conflicts: If there are any scheduling conflicts, such as the provider being unavailable or the room already booked, the system will display the details in a pop-up window. You can either proceed with saving the appointments, make adjustments to resolve the conflict, or cancel the series. Success Confirmation: If there are no conflicts, you will see a confirmation message, “Visit Added Successfully,” and the Add Series window will close. Post-Setup Actions After the series of visits is added, each visit will appear on your schedule. You can: Edit individual visits Send visit reminders or intake forms via email Create chart notes and generate encounter receipts For more information on setting up visit types, providers, rooms, and resources, refer to the Configuration video tutorials.
26	Adding a Meeting to the OfficePro Schedule Adding a Meeting to the OfficePro Schedule Scheduling a meeting in OfficePro is very similar to scheduling a visit. Follow these steps to easily add a meeting to your schedule. Adding a Meeting Via the Add Menu: Hover over the Add menu at the top of any page and click Meeting. From the Home Screen: Locate the Scheduling box and select Add Meeting. Selecting a Date Choose the desired date from the pop-up calendar to open the Add Meeting window. Meeting Details In the Meeting Details tab, you can: Subject: Enter a subject for the meeting. Type: Select the meeting type from the drop-down list (e.g., Lunch, Out, Meeting, Personal). Time and Duration: Set the time and duration of the meeting. Provider: Choose the provider who will attend the meeting. Notes: Add any notes relevant to the meeting. These will be visible when users view the meeting on the schedule. Tip: Meeting types can be customized in Schedule Settings, just like visit types. You can add new meeting types or modify existing ones in Admin Settings. Rooms & Resources In the Rooms & Resources tab, you can: Assign a Room: Select a room for the meeting. Adjust Time and Duration: Customize the room and provider’s time allocation for setup or cleanup. If no room is selected, the meeting will automatically be assigned to the provider’s default room. Once all details are entered, click Add Meeting to save and add it to the schedule. Uses for Meetings Meetings are useful for blocking out time on providers’ schedules for various reasons, such as: Lunch breaks Personal business Any other times they need to be unavailable To schedule a recurring meeting, click the link icon next to Meeting in the Add menu. Blocking Out Whole Days For full-day or multi-day events, use the Holiday feature, which can be set up in the Schedule Settings tab of Admin General Settings. For more detailed information on setting up meeting types, watch the configuration video on Schedule Settings.
32	Managing Payments, Discounts and Write-Offs Managing Payments, Discounts and Write-Offs Money is taken against an encounter, in the Payments & Discounts area. Everything a patient owes, pays, or is forgiven is recorded there, and everything is recorded against a code so it can be reported on later. Taking a payment Enter the payment type into the payment search box - either its code or its name, so both CA and Cash find the same thing. Then enter the Amount. The usual types are Cash, Check, Credit Card Payment, ACH Payment and Insurance Payment. Depending on the type you will be asked for a Check Number, an Approval Code or an Auth Number - fill these in. They are what lets you match a payment to a bank statement or a card settlement three months later, and reconstructing them afterwards is painful. Receiving Agent records who took the money, and Payment Note is free text for anything unusual about it. Discounts and write-offs Discounts go in the same way, through the Discounts & Adjustments search box. Choose from Common Discount Percentages saves working out the arithmetic for a standard percentage off. Practices typically have Doctor Discount, Family Discount, Senior Discount, Trade, Insurance Adjustment and Write Off. They behave identically in the software - the difference is entirely in what they tell you afterwards. That difference matters more than it looks. A Senior Discount is a pricing decision you chose to make; a Write Off is revenue you failed to collect; an Insurance Adjustment is the difference between what you charged and what the payer allows. All three reduce the balance by the same amount and mean completely different things about how the practice is doing. Using Write Off as a catch-all makes the Discounts Given report useless. The available codes are fixed for the practice. If you need one that does not exist, contact NaturaeSoft support rather than pressing an existing code into service - the code is what the reporting is built on. Payments have to be allocated This is the part that most often causes confusion. Taking a payment and applying it to a visit are two separate things. A payment can sit unallocated - the patient has paid, but the money has not yet been attached to what it was for. Use Allocate Payment to spread a payment across visits. The screen shows the payment's Available amount, a list of Visits with Outstanding Balances, and what each visit's balance Becomes once you apply the amount you have entered. Unallocated: shows what is left over. A single payment can be split across several visits, and one visit can be settled by several payments. That is normal - a patient paying off an account in instalments produces exactly that. Unallocated Payments lists money taken but not yet applied. Work through it regularly. An unallocated payment makes the patient look like they still owe money they have already handed over, which is how a practice ends up chasing someone who has paid. Credits and refunds A patient can end up in credit - they overpaid, or a return put value back on their account. Credit can be left to cover a future visit or given back with Process Patient Refund. Decide which before allocating anything. If you intend to refund a credit, do not allocate it against a payment first - allocate it and it has been spent, and the refund becomes a separate piece of work. Returns work differently, and it is worth knowing why Returning a product does not create an ordinary credit. It records a credit of $0.00 and puts the returned value on the return visit as a negative amount. That negative is not a side effect - it is the credit. So if you are looking at a return in the allocation screen and see a negative row, leave it alone. Removing it would delete the credit and leave the return visit unpaid at the same time. OfficePro blocks that and explains why if you try. To take a credit back so it can go somewhere else, untick the visit you applied it to. If the return itself was the mistake, reverse the return rather than its credit. Good habits Record the reference - check number, approval code - at the time. Nobody can reconstruct it later. Allocate on the day where you can, and clear Unallocated Payments weekly. Use the discount code that describes the real reason, not the nearest one to hand. Decide refund or credit before allocating.
8	Creating a Deposit Creating a Deposit A deposit groups the payments you are banking together so that what OfficePro shows matches what appears on your bank statement. Without it you have a list of individual payments and a bank line for the total, and no way to tie one to the other. Create a deposit Open Deposits and choose Create Deposit. Set the date and, where you bank to more than one account, the account. Use Add Items to this Deposit to see payments not yet banked. Tick the ones going in, then Add Selected Payments. Check Deposit Total against the money in your hand or the card settlement. The list can be narrowed by period - Today, This week, Last Week, This Month and so on - which is the quickest way to find the payments for the day you are banking. Group payments the way the bank will see them. Cash and cheques banked together belong on one deposit; card settlements arrive separately and belong on their own, or the totals will never line up. When the total does not match Use Deposit Adjustment and enter the Adjustment Amount - for a bank fee, a rounding difference, or a cheque returned unpaid. Record what it was for. An unexplained adjustment is indistinguishable from an error when someone reviews it later. Remove Payment takes a payment back out if it was included by mistake; it returns to the list of unbanked payments rather than being deleted. Print the slip Produce the deposit slip for the bank, with Payee and Memo as needed. You will see Deposit Slip Created Successfully when it is generated. Take the printed slip to the bank with the money. Auto Create Deposits Auto Create Deposits builds deposits from unbanked payments rather than ticking them by hand. It saves time for a practice banking on a regular rhythm - but check what it produced before printing, because it groups by its own rules and not by what is physically in your hand. Habits that keep it reconciled Bank on a schedule, daily or weekly. Payments that sit unbanked for a month are very hard to match afterwards. One deposit per bank line. If the bank shows one figure, one deposit should account for it. Explain every adjustment at the time. Check the total before printing, not after the bank disagrees. Deposits cover money leaving your hands for the bank. Whether each payment is attached to the right visit is separate - see Managing Payments, Discounts and Write-Offs. A payment can be correctly banked and still not allocated to a visit, which is why a patient can appear to owe money they have already paid.
79	Sending a Bulk Message Sending a Bulk Message Open Bulk Messaging in BackOfficePro. A campaign is built in four parts - who it goes to, how it is sent, what it says, and when. 1. Audience Choose the Tags that describe who should receive this. Match decides how several tags combine: Any selected tag - anyone carrying at least one. A wider audience. All selected tags - only patients carrying every one. Much narrower, and easy to reduce to nobody by accident. The Recipients count updates as you choose. Read it before going further. It is the one number that tells you whether the audience is what you meant - a campaign intended for a dozen people showing four hundred recipients is a mistake you want to catch here rather than afterwards. No deliverable recipients. means nobody in that audience has a usable address or number, so there is nothing to send. 2. Channels Choose Email, SMS, or both. Sending both means a patient with an address and a mobile gets two messages, which is right for something important and irritating for anything routine. Texting needs a provisioned SMS number - see Bulk Messaging and Your SMS Number. 3. What it says Email Message takes a Subject and a Body, and Preview email shows it as the patient will receive it, in your practice branding. SMS Message is plain text and should be short - texts are read on a lock screen. Merge fields personalise each message. {FirstName} is the common one, and the placeholder on screen shows the shape: Hi {FirstName}, .... A merge field spelled wrongly does not error - it goes out literally, to everyone. This is the single most common way a bulk message embarrasses a practice. 4. Test, then schedule Send Test Email and Send Test SMS send one to you. Do this every time, even for a small change. It is the only step that catches a broken merge field, a subject line left as a placeholder, or a text that reads badly on a phone. Then choose When to send, or Send now. Either way the campaign is queued and sent within your practice's send window - so "now" can mean "when the window next opens". Watching it go Recent Campaigns lists what you have sent, and Campaign Detail shows Progress as the queue drains. A campaign sitting at zero is usually waiting for the send window rather than failing. Start Another begins a new campaign. Habits worth having Check the recipient count before every send. Always send yourself a test. Write the text version separately rather than pasting the email into it. Send it once. There is no recall, and a duplicate campaign is worse than a late one. Leave out anyone who has opted out of marketing, whatever their tags say.
29	Using OfficePro Reports Using OfficePro Reports Reports live under Reports in OfficePro. The list on the left is the whole set - if a report is not there, it is not hidden further in, it is either retired or not available to your account. There is a Find a report... box at the top of that list; typing two or three letters is usually quicker than reading it. How reports are grouped Overview - the Practice Dashboard, key numbers at a glance, each one clicking through to the report behind it. Financial - the Master Report in three depths, plus Billing, Sales Tax, Discounts Given, Unbilled Services, and patients carrying a balance or a credit. Products - Products Sold, Subscription Health, Anticipated Refills, Duplicate Products. Providers - Provider Report, Provider Summary, Provider Productivity. Patients - by Diagnosis, by Revenue, and Duplicate Patients. Data Health - Data Error Review, which lists allocation and balance anomalies waiting to be looked at. You will not see every group. A group only appears when your account has access to something inside it, so two people at the same practice can see different lists. That is the permission working, not a fault. The three Master Reports These are the same figures at three depths, and picking the right one saves a lot of scrolling: Master Report - Summary - period totals only. Master Report - Standard - encounter totals for the period. Master Report - Detailed - every encounter, line by line. Start at Summary and go deeper only when a number needs explaining. Choosing the period Most reports open on the current month. The period bar at the top offers today, yesterday, this week, last week, this month, last month, this quarter, last quarter, this year and last year, plus Custom for any two dates. Some reports have no period bar at all, and that is deliberate. Patients with a Balance Due, Patients with a Credit, Subscription Health and the duplicate-finding reports describe how things stand right now rather than what happened between two dates. A date range would not mean anything on them. Getting the numbers out Where a report can be exported, the action sits at the top of the report. Sales Tax, Sales Tax - Line Detail, Discounts Given, Unbilled Services, Subscription Health and Provider Productivity export to CSV, which opens in Excel or Numbers. Any report can be printed to PDF. Export before you change the period if you want both - the export always reflects what is on screen. Following a number to its source Several reports drill through. Clicking a figure on the Practice Dashboard opens the report behind it; the Master Reports step from Summary to Standard to Detailed; and Sales Tax opens Sales Tax - Line Detail, which lists every taxed line making up the total. That detail report is reachable only by drilling into it, which is why you will not find it in the list on the left. This is the fastest way to answer "why is that number what it is" - keep clicking until you reach the encounter. What providers see A provider opening a provider report sees their own figures. Only accounts with financial or administrator access can select a different provider. So a provider reporting that they cannot see a colleague's numbers is describing the system working as intended. If a report you used to run is not listed The reports section was rebuilt in August 2026 and a large number of old pages were retired, most of them duplicates or reports nothing had opened in years. An old bookmark may no longer work. Look for the current equivalent in the list, or see A Report Is Missing or Will Not Open, which explains what each refusal message means.
28	Sending Email & SMS Visit Reminders in OfficePro Sending Email & SMS Visit Reminders in OfficePro You can easily send email reminders to patients who have upcoming visits scheduled for the next day or any day within the next two weeks. Follow these steps to ensure your patients are reminded of their appointments. How to Send Email Reminders From the Home screen, click Email Visit Reminders in the Messages and Reminders box. The Visit Reminders window displays a list of upcoming visits that haven’t had reminders sent yet. You can select: Date Range: Choose a predefined range like this week, next week, or the following week, or select a specific date within the next two weeks. Envelope Icons: These indicate which patients have email addresses on file. Use the checkboxes to exclude any visits for which you do not want to send reminders. When you're ready, click Send Reminders to email reminders for all the selected visits. Handling Missing Email Addresses After sending the reminders, OfficePro will display a list of successfully sent emails, followed by a list of patients who could not receive reminders because no email address was on file. Next to these patients' visits, their phone numbers will be listed, allowing you to follow up with a phone call. Once you've made the calls, click Mark Reminded next to each phone call entry to note that the patient was reminded by phone. The next time you open the Visit Reminders window, visits that have already received a reminder or were marked as reminded by phone will not be checked by default. This prevents duplicate reminders from being sent unless you manually check the visit to include it in the next batch. Quick Access to Next Day Reminders If you just need to send reminders for the next day, you can do so from the top menu on any page. Look for the bell icon in the messages area near the upper-right corner of the screen. If there are visits scheduled for tomorrow that haven’t received reminders, the bell will appear in color, and a number will display next to it, indicating how many visits need reminders. If no reminders are needed, the bell will be grey, and the number next to it will show zero. Click the bell icon to open a small Email Reminders window, which only shows the visits scheduled for the next day. As with the main Visit Reminders window, only unchecked visits will appear, and you can use the checkboxes to exclude specific visits as needed. Click Send Email Reminders to send reminders for the selected visits. Any patients without email addresses on file will appear in a phone list, so you can follow up with a phone call. Customizing Your Email Reminders You can view or modify the text of your email reminders in the Email Settings tab, located in Admin -> General Settings. For more detailed instructions on customizing your email settings, refer to the Configuration video on Email Settings, or check out the Knowledge Base articles on Email Settings and Using Gmail With OfficePro.
27	Close-of-Day Business Activities in OfficePro Close-of-Day Business Activities in OfficePro OfficePro allows you to complete all your end-of-day tasks with ease, including creating and posting deposits, generating daily reports, and reviewing visits for missing transactions. Follow these steps to make sure everything is in order before closing out your day. Accessing Close-of-Day Functions To begin, click Home from the top menu on any page. The Home view provides quick access to essential financial and scheduling functions. Creating a Deposit OfficePro makes it easy to create a deposit from payments received throughout the day: Create a Deposit Alert: If you have pending payments, an alert will appear on your Home screen. Click it to begin. Financials Box: Alternatively, click Create a Deposit within the Financials box. The Create Deposit window will display a list of all payments received since your last deposit. By default, all transactions will be included, but you can customize your deposit by selecting specific payments, such as separating cash and checks. Once your selections are made, click Create Deposit at the bottom of the list to generate a formatted, printable deposit slip. Each payment you include will no longer appear for future deposits, making it easy to create separate deposits for different payment types. End-of-Day Report The End of Day Report gives you a detailed summary of the day’s activities, including visits, payments, claims, and deposits. To view the report, click End of Day Report in the Financials box. At the top of the report, you’ll see a summary of the day’s visits and financial transactions, including: Total visits, charges, and payments Changes to your Accounts Receivable (AR) balance Below the summary, the report breaks down the day’s details: A visit list (select Detail, Standard, or Summary view) Claims created for the day’s services Payments and discounts posted, with both individual transactions and daily totals A list of deposits and purchase orders that can be reconciled against your bank account Reviewing the Day’s Visits Before the day’s transactions lock at midnight, it’s crucial to review visits for missing or incorrect transactions. This allows you to make any necessary corrections before the day’s records are locked. There are two ways to review visits from the Home screen: Visit List: Access a chronological schedule view by clicking Visit List in the Scheduling box. Payments and charges associated with each visit will appear next to the Encounter, Billing, and charting icons. PAID: If a visit has been paid in full. DUE: If partial or no payment has been made. Billing Icon: If a claim has been created, the billing icon will show the document available, and the amount due on the claim will be displayed. No Transactions: If no charges or payments have been made, the transaction area will be blank. End of Day Report: For a quick overview of transactions, use the Standard level of detail to view each visit’s charges, allocations, and balances. Visits with zero charges will stand out, making it easy to identify those needing attention. Final Review Before Closing Performing a quick review at the end of the day ensures all transactions are correct and complete. This way, you can make any needed corrections before the day’s data is locked and uneditable (except by an Administrator). For additional information on using reports in OfficePro, refer to the Knowledge Base article on Reports.
5	Using the Patient Encounter Form in OfficePro Using the Patient Encounter Form in OfficePro The Patient Encounter form allows front-desk users to manage various tasks related to patient visits, including adding services and products to create a patient receipt, applying payments and discounts, managing visit-related documents, scheduling follow-up appointments, and, if applicable, creating an insurance claim. Accessing the Encounter Form You can access the Encounter form in several ways: From the Schedule: Chronological View: Click the letter “E” to the right of any visit. Graph View: Mouse over any visit to display visit details, then click the letter “E” in the details box. From Patient’s Visit List: Go to a patient detail page, navigate to the Visits tab, and click the letter “E” next to any appointment. Overview of the Encounter Window The Encounter window displays the following: Patient's basic information Visit details, including visit type in a colored bar at the top Tabs for different encounter actions Financial totals for the visit, including: Charges for products, services, and sales tax Adjusted amounts due to discounts or payments Amounts claimed and paid through insurance claims (if applicable) Balance remaining for the encounter Adding Services to the Encounter Start Adding a Service: Begin typing the name or CPT code of the service in the Add Service field. Select a Service: A list of matching services will appear. Click on the desired service or service group to add it to the encounter with its default price and quantity. Edit Service Details: Click on the service code or the Dx button to modify the price, quantity, and provider. You can also add notes specific to this encounter. The first tab of the edit window allows changes to price, quantity, and provider, as well as adding notes. The second tab lets you edit CPT and diagnosis codes. Adding Diagnosis Codes: Click in the diagnosis code fields to view previously used codes for the patient. You can also start typing to see a list of possible matches pulled from your diagnosis code pick list and the full ICD-10. Save Changes: After editing, click Save Encounter Service to save changes and return to the Encounter form. Adding Products to the Encounter Start Adding a Product: Begin typing the product name or code in the Add Product field. Select a Product: A list of matching products will appear. Click on the desired product to open the Add Encounter Product window. Edit Product Details: Adjust the product quantity or dosage and add any special dosing instructions in the Special Instructions field. Save Changes: Click Save & Add Product to Encounter to save changes and return to the Encounter form. Creating an Encounter Receipt You can save the encounter at any time, creating a permanent PDF document of the visit, by clicking Create Encounter Receipt from any tab in the Encounter form. Additional Resources For more information about managing products and services, please refer to the Knowledge Base articles on Product Administration and Service Administration.
22	Tracking Patient Cancellations and No-Shows in OfficePro Tracking Patient Cancellations and No-Shows in OfficePro To effectively manage and track patients who have canceled or missed their appointments, you can utilize the following methods: 1. Setting Patient Alerts You can set alerts for patients who cancel or do not show up for their appointments: Access Patient Detail Page: Navigate to the patient's detail page and scroll down to the Patient Notes and Alerts box. Add an Alert: Click the green plus sign to add a note. Type your message regarding the cancellation or no-show. Choose Alert Settings: Alert: Your message will display in red just below the patient’s contact information. Alert on Visit Add: Your message will pop up in red in the Add Visit window each time you add a visit for that patient. Note that while the alert will appear, you can still add visits as usual. 2. Color-Coding Canceled Appointments You can visually distinguish canceled appointments and no-shows on the schedule and reports: Appointment Types: Ensure you have an appointment type labeled CNCLD for canceled appointments. Consider creating additional visit types for no-shows or late cancellations. Set Color Codes: Assign a standout color (e.g., bright red) to canceled and no-show visit types. This will help differentiate them from other appointment types, which may have lighter colors. Updating Visit Types: When a patient cancels or no-shows, change the visit type to CNCLD or the designated no-show visit type. Viewing Cancellations: Schedule View: You can easily identify canceled visits by mousing over the appointment. Reports: In monthly or quarterly master reports, canceled visits will be highlighted by color, and the patient's name will be displayed next to each visit. 3. Combining Both Approaches For comprehensive tracking, consider combining the alert system and color-coding: Color-code your cancellations to ensure they stand out in your schedule. Review month-end reports for patients with multiple cancellations, and add alerts to their patient detail pages for better follow-up and management.
24	Patient Administration Patient Administration Patient Administration Overview The Patient Administration section enables you to manage your patient list, add and edit patient details, and apply filters to access frequently used subsets of the patient database. Accessing the Patient List To access your patient list, navigate to Connect in the top menu of any page and select Patients. Alternatively, you can search for a specific patient using the search box located in the upper right-hand corner of any page. Main Patient List View The main patient list displays all patients in alphabetical order. For each patient, the list includes: Name Gender Date of birth Icons indicating whether their address, email, or notes are on file Primary contact phone number Active patients appear at the top of the list, while inactive patients are displayed at the bottom. You can sort the list by either first or last name or filter the list by the first letter of the patient's name. To view patient prospects, click Show Prospects. You can add visits and encounters directly from this list by hovering over the patient's name. More details on adding visits and encounters will be provided in a later video. On the left-hand side, additional filters are available to view specific patient lists, such as: New Patients Patients who haven’t been seen recently Patients with missing information Adding a New Patient To add a new patient, click the + icon at the top of the list or select Add A Patient from the left-hand menu. Each patient must have a unique full name. If the full name already exists in the system, a “Name Conflict - Not Unique” message will appear. You can resolve this by adding a middle name or initial. Enter the patient's gender and date of birth. Adding a provider is optional. In the Patient Information tab, enter contact information, including any relevant notes. In the next tab, you can add demographic information, emergency contacts, and upload a patient photo. The Shipping tab allows you to store a shipping address for product shipments. In the Insurance tab, you can indicate whether medical and financial release signatures have been collected for sending insurance claims. Editing a Patient To edit a patient’s information, click the pencil icon at the end of the patient’s row. The Edit Patient window includes all the same fields as the Add Patient window, along with additional options for managing billing cases in the Insurance tab. Billing cases will be covered in a separate video. Patient Detail Sheet Clicking on a patient’s name from the main patient list opens the Patient Detail Sheet, where you can access the patient’s complete information and perform various patient-related actions. At the top of the window, you’ll see: Patient's name, date of birth, gender, and age Total balance owed The contact information is displayed below this, along with tabs that allow access to: Past and upcoming visits Associated documents Financial transactions Purchased products Billing cases and claims Vital statistics history Recent chart notes If the patient has an outstanding balance, an Accounts Receivable (AR) History tab will also appear. Unscheduled notes and patient alerts are located below these sections. Additional Actions The left-hand menu in the Patient Detail Sheet provides links to additional patient-related tasks, including: Adding visits, encounters, notes, messages, reminders, or payments Processing returns or refunds Generating billing statements Uploading documents or downloading the patient chart or entire file Other features on the left-hand menu include a list of the patient’s current problems and medications, the ability to create family groups for more convenient payment processing, and options to print address or chart labels using a connected Label Writer. For practices processing credit card transactions through BluePay, you can store patient credit cards and process payments directly from this page.
33	Managing Documents in the Encounter Documents Tab Managing Documents in the Encounter Documents Tab The Encounter Documents tab is designed to help you view and manage all documents related to a patient visit, including the ability to create and upload various documents. Follow these steps to utilize this feature effectively: Accessing the Encounter Documents Tab Open Encounter Window: Access the Encounter window from the schedule or patient detail page. If you see a saved encounter receipt, click Edit in the upper right corner to return to the Edit Encounter window. Select Documents Tab: Click on the Documents tab to view all documents related to the encounter. Viewing Documents The documents list displays all created documents for the encounter, including: Encounter receipts Chart notes Treatment plans Each document title includes: Patient’s initials Abbreviated document type Date of service Creation date and time Provider name Documents are organized from oldest at the top to newest at the bottom. If multiple versions of a document exist, the latest version can be identified by the timestamp in the document title (format: dMMDDYYYYtHHMMSSAM/PM). Creating Additional Documents You can create several visit-related documents directly from this tab: Create Superbill: Generates a printable list of the visit’s services, including CPT codes and charges (excludes products). Create Shipping Invoice: Includes charges for services and products, along with the patient’s mailing address. Create Day Sheet: Summarizes services, products, and charges across multiple visits scheduled for the same day. Uploading Additional Documents Upload Documents: You can upload documents related to the visit, such as signed releases or copies of the patient’s ID. Upload Process: Select a document type. Assign the document to a provider. Mark it for the provider’s review if needed. Change the document date if necessary. Optionally associate the document with the current or future visits and add notes. Uploaded documents can be accessed through the Encounter window or the patient detail page. Any notes added will be visible in both locations. Managing Uploaded Documents Once a document is uploaded, you can: Open it to view or edit. Print or download it. Email it directly to the patient (if permissions are enabled). Sending Documents via Email When viewing a document with email permissions, an Email button will appear in the upper right of the viewer. Verify the patient’s email address displayed in the lower right corner. Click the Email button to send the document. A confirmation window will appear if the sending is successful, indicating the email address and the password required for the patient to open the document. Managing Document Types To manage document types and their attributes, navigate to Admin → General Settings → Documents. For more detailed information about setting up document types, refer to the Configuration video on Document Settings.
34	Encounter Follow Up Steps Encounter Follow Up Steps After a patient visit, the Follow-up tab in the Encounter form allows you to take important actions to ensure continuity of care, such as scheduling a return visit, sending internal messages, or setting future reminders for yourself or other team members. Here's how you can manage follow-ups effectively: Sending Internal Messages To communicate with another user in your practice: Click "Add a Message": The message will automatically include the patient’s name, phone number, and the current date and time. Select the recipient: Choose the user within your practice. Choose an action: For example, in a busy practice, you might select "please call" or "action required" to ensure prompt attention. Add a note: This is optional but helpful for clarity. For instance, you could note, "Please follow up on lab results for John Doe." Once sent, the message will show up in the selected user’s notifications, helping streamline internal communication, especially in fast-paced environments where follow-ups are critical, like holistic clinics or integrative health centers. Setting Task Reminders Reminders can be set for any future date, ensuring nothing slips through the cracks: Click "Add a Reminder": It will pre-fill with patient information. Select the user and date: You can assign the reminder to yourself or another team member. For example, you may want a reminder for the front desk staff to follow up with a patient in two weeks. Choose an action: Actions might include "schedule follow-up" or "send refill." Add a note: You might include details like "Check in with patient regarding treatment progress" or "Confirm next therapy session." The reminder will only appear in the recipient’s notifications when the due date arrives, making this feature particularly useful for multi-provider practices where different roles collaborate on patient care. Scheduling a Follow-up Visit To book a follow-up appointment: Check next scheduled visit: If the patient already has an appointment scheduled, it will appear at the top. Search for available times: You can choose timeframes from this week up to six months out. For example, a chiropractor in Seattle might want to follow up in four weeks to reassess spinal alignment. Select visit duration: The duration defaults to match the current visit, but you can adjust it to suit the next session's needs. Schedule the visit: Click on an available time slot, which opens the Add Visit window with details already filled in. You can add any extra notes or chief complaints here. For more information on scheduling follow-ups, the Knowledge Base article on Adding a Visit will guide you further. By using these follow-up features, you can keep patient care on track, ensuring timely communication and smooth scheduling, which are crucial in holistic or integrative health settings.
52	Using the SMS Messaging Features in OfficePro Using the SMS Messaging Features in OfficePro OfficePro offers integrated SMS communication so you can efficiently stay in touch with your patients directly through the platform. This guide explains how to access and use the SMS features to manage conversations and respond to patient messages with ease. ? Accessing the SMS Conversations Window You can open the SMS Conversations window in one of two ways: From the Footer: Click on the Comments icon located in the footer of the OfficePro service. From the Tools Menu: Click on the Tools Menu in the top navigation. Select SMS Admin. Both options will bring you to the central SMS Conversations interface. ? Managing Conversations Once you're in the SMS Conversations window: You’ll see a list of all ongoing conversations sorted by most recent activity. Each conversation represents a phone number, and OfficePro will show each patient record associated with that number. This is especially useful when family members or shared lines are used — all linked patient records will be clearly visible. ?️ Communicating with Patients To continue or start a conversation: Click on any conversation in the list to open the message thread. You can view the full message history and send replies directly from the window. All sent and received messages are securely logged and time-stamped for your records. ✅ Helpful Tips Messages are stored per phone number — always verify the correct patient from the list when messaging a shared number. You can use SMS to confirm appointments, send reminders, or follow up with patients — just like email, but faster and more direct.