ClinicOffice v5 Overview
We’re proud to introduce ClinicOffice v5 (COv5) – the latest generation of our popular Practice Management software for Microsoft Windows..
The previous version (v4) was a complete re-write of the program from the ground up. We’ve taken advantage of this by building on the now solid COv4 code-base, making COv5 more of an “evolution” rather than a “revolution”.
As always, we’ve listened intently to the feedback from our customers in order to make COv5 the best practice management software available!
New Features in COv5
This is a list of the NEW features in ClinicOffice v5. (See below for a more complete COv5 feature list.)
COv5 now allows you to raise charges on a patient/contact record and an invoice can then be raised from these charges at a later date. Here’s an example when this might be useful :-
An insurance company may send several patients to you over the course of a month. Rather than raising an invoice after each patient visit, you can easily add charges to the insurance company’s account. At the end of the month, you simply click the RAISE INVOICES button and ClinicOffice will raise a SINGLE invoice for the insurance company detailing all the different charges for each patient.
Similarly, a patient may come in for a series of treatments. Currently, COv4 would raise an invoice after each treatment, however you can now add charges to their account and then simply raise a SINGLE invoice at the end of their treatment course.
COv5 now allows you to log “journal entries” against Patient and Contact records. This acts as a mini Contact Management System in that it enables you to log telephone calls/emails/faxes/SMS messages etc. In other words, any communication with a patient or contact can now be logged.
If you have the Email Module addon, then the journal will automatically integrate with this to show you a complete email history on the patient record.
COv5 now allows you to perform Batch Update operations on multiple records at a time. For example, in the patient grid you could sort all your patients by “Last Appointment Date”, multi-select all patients who haven’t been in for over a year and then BATCH UPDATE those records to set those patients as “Inactive”.
Essentially, this feature allows you to update records en-masse. Another example might be that you want to re-assign a few hundred patients to a new practitioner. No problem! Multi-select them, then BATCH UPDATE the records to assign them to the new Staff Member.
In COv5 you can setup “teams” of staff which speeds up many common tasks. Basically, whenever you would multi-select staff members (e.g. sending an internal message, selecting practitioners on the diary, setting report criteria etc.), you can now quickly select a TEAM instead. This is especially useful for larger clinics who have dozens of staff members.
A simple example would be: you can now send an internal message to a “team” (e.g. “Reception Team”) rather than having to manually select a number of individuals.
A new feature to assist clinics with a lot of practitioners and appointment types is the ability to define which practitioners can handle which appointment types. This will help admin staff in making sure that they don’t book a certain appointment type with a practitioner who is not qualified to do it.
Pivot Grid reports (aka Pivot Tables) provide a powerful way to analyze data by grouping common data categories together and summarizing the results. It’s hard to explain exactly what they do, so this Wikipedia article may help! This addition makes the reporting engine even more powerful than before.
Note: this is marked as “incoming” because the feature is not yet 100% complete and will be made available in a FREE update soon.
The Calendar Sync module already allows you to synchronise the diary with MS Outlook. In COv5 this is being extended to work with Google Calendar too.
Note: this is marked as “incoming” because the feature is not yet 100% complete and will be made available as part of the Calendar Sync module soon.
We’ve been working with CardSave to offer Electronic Point Of Sale (EPOS) functionality in ClinicOffice. This will allow you to process credit/debit card payments via a ‘virtual terminal’ integrated in ClinicOffice at the touch of a button!
Note: this is marked as “incoming” because the feature is not yet 100% complete and will be made available as a new add-on module soon.
ClinicOffice Main Features
This is by no means an exhaustive list of features, but it should give you an overview of what COv5 can do :-
- Appointment Diary (with free time search and waiting list facilities)
- Patient, Contact and Staff Databases (all with customisable fields)
- Fully Customisable On-Screen Editors
- Internal Messaging System for improved staff communications
- Task Management (allows you to create and assign tasks to various staff members and track progress)
- Record Flagging (attach flags and/or alerts to patients, contacts, invoices, payments and all record types)
- SMS Text Messaging to Patients, Contacts & Staff
- Today’s Clinic screen (shows an ‘at a glance’ overview of the activity at your clinic)
- Patient Contact Centre (send SMS Text messages, emails, reminders, follow-up letters, DNA letters etc.)
- Invoicing, Payments and Account Tracking
- Clinical Cases and Session Notes (with customisable fields)
- Full Clinical History (Cases, Sessions, Forms, Visual Notes, Images and Documents)
- Multiple Clinic Management (i.e. multiple clinics can be managed in one database)
- Advanced Reporting Engine with CHARTING capabilities
- Integrated Word Processor (uses RTF documents, compatible with MS Word)
- Design your own Advanced Clinical Forms with different field types and unlimited fields (Optional Module)
- Store Documents / Images / XRAYs (etc.) to patient records (Optional Module)
- Stock Control (Optional Module)
- Visual Notes for enhanced note taking (Optional Module)
- Outlook Diary Synchronisation (Optional Module)
- Scripting Support (allows extensive customisation of ClinicOffice) (Optional Module)
- Full Email Client for tight integration to Patients records (Optional Module)
- Network Ready (can be run over your network so that all users can access your database)
- 100% Terminal Services & Citrix compatible (to run over the internet)
- Integrated Backup and Restore facilities
- …and lots more!!!
User Interface
We’re especially proud of the slick and intuitive User Interface which we’ve built into ClinicOffice v5. Using Microsoft’s Ribbon Bar design (as found in the latest Microsoft products), ClinicOffice v5 provides arguably the best user experience among all its peers.
ClinicOffice v5 Ribbon Bar
ClinicOffice v5 also has the most Customisable User Interface ever seen in a Clinic Management package. We’ve introduced a new Design Mode which allows you to customuse literally every editor screen.
Do you want the DOB (Date of Birth) field to be more prominent?
- Simply click Design Mode on the Patient Editor and drag ‘DOB’ up to the top of the form.
Don’t want to use the ‘middlename’ field for a patient?
- Just go to Design Mode, right click the middlename field and select Hide.
Want to add a tick-box field to say whether the patient is a smoker?
- From Design Mode, click Add New Field, select Tick Box then type in ‘Smoker’ for the fieldname.
It really is that simple!
Screenshots
Here’s a selection of screenshots which shows off the beautiful ClinicOffice User Interface. However, we strongly recommend that you download the FREE Trial version in order to see for yourself how ClinicOffice actually works and what it could do for your business.
