ClinicOffice Overview

We’re proud to introduce ClinicOffice – the latest generation of our popular Practice Management software for Microsoft Windows.

ClinicOffice v6 has been built on the solid foundation of the ClinicOffice v5 (COv5) code-base, making the very latest version of ClinicOffice more of an “evolution” rather than a “revolution”.

As always, we’ve listened intently to the feedback from our customers in order to make ClinicOffice the best practice management software available!

Would you like to know more? Please feel free to give our friendly sales team a call on 01205 205500.

Screenshots

ClinicOffice Main Features

This is by no means an exhaustive list of features, but it should give you an overview of what ClinicOffice 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
KPI Dashboard Reporting Tools
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 (a daily 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 & Docs)
Multi-Clinic Support (multiple clinics managed in a single 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
Store Documents / Images / XRAYs (etc.) to patient records
Stock Control
Barcode scanning system
Visual Notes for enhanced note taking
Outlook Diary Synchronisation
Scripting Engine (extensive customisation of ClinicOffice)
Full Email Client for tight integration to Patients records
Patient Portal
Network Ready (can be run over your network so that multiple users can access your database simultaneously)
100% Terminal Services & Citrix compatible (to run over the internet)
Integrated Backup and Restore facilities
…and lots more!!!

New Features in COv5 (over COv4)

This is a list of the NEW features introduced in ClinicOffice v5 since version v4. For a complete feature list, please scroll down this page.

NEW Online Diary Addon

You can now securely access your ClinicOffice Diary from a web-browser from any web-enabled device, such as your iPhone, iPad, Android Phone/Tablet etc.

Click here to learn more.

NEW Charging System

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.

NEW Patient & Contact Journal

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.

NEW Batch Update Feature

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.

NEW Staff Teams

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.

NEW Quick Text Manager

ClinicOffice now allows you to manage pre-defined snippets or paragraphs of text to speed up writing in the Clinical Notes section. Cut out needlessly writing the same sentences over and over with use of the Quick Text Manager.

NEW Associate Fees Module

You can now calculate Associate Fees within ClinicOffice!
Simply Create a rule – either as a fixed or percentage fee – for your staff members. Apply it to all, or just selected items / services provided at your clinic.

Flexible and easy to use, the Associate Fees is available.

NEW Payment Integration

We’ve been working with PaymentPlus and DOJO to offer Electronic Point Of Sale (EPOS) functionality in ClinicOffice. This will allow you to process credit/debit card payments from ClinicOffice at the touch of a button! Click here for more information.

NEW Practitioner to Appointment Type Assignment

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 so.

NEW Google Calendar Sync

The Calendar Sync module already allows you to synchronise the diary with MS Outlook. In COv5 the Calendar Sync module also works with Google Calendar too.

Syncing your diary with your Google Calendar account means that you can also manage your diary from any mobile device which supports Google Calendar!

New Features in COv6 (over COv5)

This is a list of the NEW features introduced in ClinicOffice v6 since version v5. For a complete feature list, please scroll down this page.

NEW KPI Dashboard

The new dashboard in ClinicOffice allows you to see key information at a glance, such as patient retention information, or practitioner performance.

NEW Quote System

ClinicOffice now allows you to create quotes for services. These can be sent to patients via templates in the same way that invoices or payment receipts can. You can then convert a quote into an invoice.

NEW Icon/Skin Improvement

The icons and different screens in the latest version have been improved to give more of a modern and familiar look and feel.

NEW Full Dropbox Integration

ClinicOffice now has the ability to store all documents and attachments in the database within a connected Dropbox account. This is useful for keeping your database and backup size low and therefore more efficient, rather than backing up multiple versions of unchanged documents all the time.

NEW 2 Factor Authentication

Yet another security feature, in the form of 2 factor authentication. This can be configured in a few different ways, and utilises an authentication app or SMS message

NEW Improved Appointment Captions

ClinicOffice now has configurable appointment captions. This means you can choose what information you’d like to see on a caption instead of just having the pre-defined appointment date, time, type & patient etc. You can now choose from options such as appointment notes, or patient contact information for example.

NEW API for 3rd party integration

We now also have an API that can be used to integrate with 3rd party applications. This is only available on our hosted platform, but it allows access to all the main database tables which should mean you can integrate with pretty much anything.

NEW AI Assistant

Powered by ChatGPT, it’s purpose is to answer functional questions about how to accomplish various tasks within ClinicOffice

NEW Barcode scanning

A new barcode scanning system that allows you to create or scan an existing barcode and assign it to an item. The program supports all one-dimensional (1D) barcode standards and can work with any 1D scanner so long as it is compatible with Microsoft Windows.

NEW Patient Portal

The Patient Portal can be used to share documents between you and your patients. This is a two-way feature, so the patient or the clinic can share documents securely rather than sending via email. The documents are conveniently stored automatically onto the patient’s record.

Need More Information?

If you have any questions or require more information, please feel free to give our friendly sales team a call on 01205 205500 and we’ll be happy to assist you.

Click here for other ways to contact us.