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Hi : please follow these instructions :-
[1] Go to REPORTS AND TEMPLATES
[2] Click NEW REPORT and select GRID REPORT
[3] Enter a name for the report (e.g. Patient Total Spend)
[4] Click the SQL Source tab and copy & paste in this code :-
select per.id, per.code, per.lastname, per.firstname, per.title,
per.dob, view_paytotal.total as total_paid
from per
inner join view_paytotal on (view_paytotal.per_id=per.id)[5] Click OK
This report simply totals the PAYMENTS received from patients. It doesn’t consider refunds, credit notes or outstanding invoices. To do that would be much more complicated and you’d need to put in a report request to our support team.
>> those who have spent more than £5,000 in total
To only show the patients who have spent more than £5000, simply click SEARCH and then enter “>5000” (without the quotes) in the “Total Paid” field on the Search Criteria screen.
Hope this helps! 🙂
Please refer to the Backing up and Restoring your Database section of your User Guide which gives a step-by-step guide on how to backup your database. At the time of writing this is on pages 157-159.
The way ClinicOffice works with invoice numbering, is that it simply takes the previous HIGHEST invoice number and then adds +1 to it. Please can you check : what is the largest invoice number in your database and what number is ClinicOffice generating for a new invoice?
If you still can’t get this to work, please send us your database (click here for details) and we’ll have a look for you.
At present, ClinicOffice only suports simple text emails so you can’t copy and paste emails with Rich Text and images etc.
We are working on a new Email module which will integrate an email client inside ClinicOffice and will allow you to send images and rich text in emails from ClinicOffice. For the time-being you should use your own preferred email client (e.g. Outlook, Windows Mail, Thunderbird etc.) for sending messages with Rich Text and images. Most modern email clients also allow you to create email templates too :-
Creating email templates with MS Outlook
Creating email templates with Outlook Express
Creating email templates with Windows Mail
Creating email templates with ThunderbirdI have just tested this myself and it works perfectly on my computer.
Do you have multiple clinics? If so, the invoice numbering may be set to be different for each clinic.
Click VIEW | CLINICOFFICE SETTINGS, then click DATABASE SETTINGS. Look for the option “When Assigning Patient Codes”.
“Allocate unique numbers per clinic” setting means that numbering will be done ‘by clinic’ and duplicate numbering will occur.
“Allocate globally unique numbers” setting means that numbering will be unique across all clinics.Please make sure this is set correctly.
Please contact our Helpdesk during office hours on 0845 388 6705 and we’ll connect in remotely to see what the problem is.
Click VIEW | CLINICOFFICE SETTINGS, then click DATABASE SETTINGS. Notice the option “When Assigning Patient Codes”.
The “Allocate unique numbers per clinic” setting means that numbering will be done ‘by clinic’ and duplicate numbering will occur.
The “Allocate globally unique numbers” setting means that numbering will be unique across all clinics.Please make sure this is set correctly.
Hi Dee – I’m that the database architecture of ClinicOffice allows an appointment to only be of one type.
You could use the NOTES field for the appointment to note down what else is involved. Alternatively, you could create an invoice for the appointment right away (rather than when the appointment has finished) and then you can add extra lines to the invoice as you go.
Did you check the CLINIC field for the new patient? Please make sure the clinic field is set correctly before generating the code.
Please follow these instructions :-
[1] Click Reports & Templates
[2] Click New Report | Layout Report
[3] Enter a name for the report (e.g. “Patient Registration”)
[4] Click the SQL Source tab, then click “Copy the source data from another report…” and choose “Patients | Patient List”
[5] Click the Options tab and copy/paste the following code underneath the options which are already specified :-frmEditorPatient=id|id(This step makes the new report visible on the Patient Editor screen.)
[6] Click OKYour new report has now been created, and ClinicOffice will now bring up the Report Designer for the new report. To get you started designing the report :-
[1] Click Design with Wizard (click YES to confirm)
[2] Choose “Standard Report” (click NEXT)
[3] Select the fields you wish to show in the report (click NEXT)
[4] Select any grouping you want, although this is not relevant for this report so click NEXT
[5] Choose the layout options (click NEXT)
[6] Choose a style (click NEXT)
[7] Enter a title for the report (click FINISH)You can now edit the layout of this report by using simple drag-and-drop to move elements round. You can also add new report elements such as images, shapes, lines, text boxes, additional fields etc. etc.
When you have finished editing the report, click SAVE and then close the Report Designer.
After initially creating the report, you may need to log off and log on again in order to see the report listed under the Patient Editor PRINT menu.
You can always edit the report further by going to Reports & Templates and right-clicking on your report then clicking “Design Report”.
Why not simply print out the Patient Editor screen? To do this, click the PRINT button and then click PRINT THIS SCREEN on the Patient Editor.
You may need to adjust the Print Preview settings, for example, clicking MARGINS and selecting Narrow tends to look better, and you can also click SCALE and then selecting “Fit to 1 page(s) wide” tends to make it look better.
Thanks for your post Jason.
While ClinicOffice does handle patient account management (i.e. invoicing, payments, credit notes & refunds) it does not handle outgoing clinic expenditure and account ledgers etc. which would be required for a Profit & Loss report.
This is a deliberate design decision on our part because ClinicOffice is specifcally a Clinic Management program, not an Accountancy program and we really don’t have any intention of trying to compete with the likes of SAGE or QuickBooks etc.
Rather, ClinicOffice can happily run alongside your favourite Accountancy software. For example, many of our customers use ClinicOffice to track their patient accounts and clinic revenue, and then simply run one of the Invoice reports or one of the Payment reports (depending on whether they choose accrual based or cash based accounting) at the end of the day (or week, or month) and then enter a simple “income” figure into their accountancy software.
This method allows ClinicOffice to do what it does best i.e. to help with the management and organisation of your clinic, while allowing your accountancy software to handle your tax & accountancy needs.
I hope this explanation makes sense – please let us know if you have any further questions and we’ll be happy to help!
Thanks for your post – this option has been moved futher down the right-click popup menu, but it definitely is still there!
>> what about an option to send out an email at the start of each week,
>> to each practitioner listing their appointments …
>> a scheduled option to automatically do this would be superb and save loads of time.That sort of bespoke feature could be handled by the recently released Scripting module. Scripting allows you to automate certain features in ClinicOffice but it does require a level of programming knowledge – specifically how to write code in C# or VB.NET.
Until we get some good scripting tutorials together (which we’re working on) the best way to make use of this is to purchase the Scripting module join the https://pioneersoftware.co.uk/cosp (if you haven’t done so already).
One of our developers will then be able to connect in to your computer remotely to work on the script for you to do this.
Hope this helps!
The active clinic is indicated in the “Active Clinic” drop down at the bottom of the main window.
When you add a new patient, ClinicOffice will assign them to the currently selected active clinic. If a patient has been incorrectly assigned, then you’ll need to manually change the clinic that a patient is assigned to from the Patient Editor (i.e. double-click on the patient to show the Patient Editor, locate the “Clinic” field, change it accordingly and click Save & Close).
>> Databases are mixing- how do we solve this?
I presume you mean that patients from different clinics are appearing on the Patient List? If this is the case, then on the main Patients screen, click the GRID OPTIONS (top right) and make sure “Search All Clinics” is not ticked.
Then select the appropriate Active Clinic from the bottom of the screen. ClinicOffice will now only show patients belonging to the active clinic.
Patient codes are generated by taking the previous highest code for the clinic, and adding one.
If one of the clinics seems to be giving very hugh numbers to new patients, then most likely one or more patients in your database belonging to that clinic, have a high code.
Simply locate the patient(s) whose code numbers are high and adjust them manually. ClinicOffice will then continue the numbering appropriately.
Click the VIEW tab, then CLINICOFFICE SETTINGS, then go to CLINIC SETTINGS.
From this screen you can set the Patient Code numbering and the Finanacial Code numbering (e.g. Invoice numbers).
Hi Colm – I understand what you mean. Please leave it with us and we’ll add it to the wishlist to be implemented.
Hi Colm – this is possible with the new Scripting Module which we’ve just released (in update 1052).
We’re working on a load of examples which will be posted to the forum to assist users with writing their own scripts, but in the meantime, please feel free to contact our helpdesk to get some assistance in writing a script to calculate BMI.
(By the way – I should add that you will probably need to purchase the Scripting Module if you haven’t already done so!).
Hi Colm – thanks for the post. Which settings in particular do you wish to standardize? Are you referring to the theme (or ‘skinning’?) or some other settings?
Some settings DO need to be specific to a machine (and/or Windows User Account). For example, the screen resolution may be different on each computer (and even different under different Windows User Accounts on the same machine) so it’s unwise to save things like window positions in case new windows appear off screen and a user can’t see them.
Please let us know exactly what settings you’re referring to and we’ll give it some thought.
>> We do not want our databases to mix as we are three different disciplines,
>> which is why we have set up three separate databasesRecords belonging to different clinics in the same database do not ‘mix’ and the diaries/patients/finances and reports are all separated by the clinic to which they belong.
>> We need to have all three open and minimised at the bottom of
>> the screen so that we can update appts and payments without
>> having to log off and on each timeIt is not possible to have more than one instance of the application running at the same time.
>> If we go to Contact – insurance company – finances – and
>> highlight the required outstanding invoices and then click
>> the Print tab – Financial – Statement of Outstanding Invoices,
>> the outstanding invoices for ALL the patients come up when
>> we only want to invoice ONE.Highlighting certain invoices on that screen will no effect when you print the “Statement of Outstanding Invoices Report”.
Instead, simply run the “Statement of Outstanding Invoices” report (as you were doing), click the big SEARCH CRITERIA button (at the top left) and then enter values against both the RECIPIENT (i.e. the insurance company) and the PATIENT fields, then click OK.
>> As we see it:
>> 1) In diary, on patient appt, rt click, quick transaction.
>> Choose ‘Invoice patient’ rather than ‘Insurance Company’
>> (otherwise all ends up in Insurance company).If an invoice is going to be paid by an insurance company, then the RECIPIENT of the invoice MUST BE the insurance company, however you are incorrectly setting the RECIPIENT to be the patient. Please explain why you are doing this?
>> Would it be possible to pay a dedicated fee to have tuition on this procedure only
Most certainly – if you scroll down to the bottom of our pricing page you’ll see that we offer “Online Telephone Training Sessions”. Please feel free to give us a call if you’d like arrange a session.
There are TWO contact/patient reference fields on every invoice :-
[1] the RECIPIENT field i.e. the person/company who is being billed and who owes the money.
[2] the PATIENT field i.e. the person who was treated.If you are billing an insurance company, then the recipient should be the insurance company and the patient should be the person who was treated.
As long as you enter this correctly when you raise the invoice, then the “Statement to Insurance Company” (and all other insurance based reports) will work correctly.
Hi – thanks for your post. You can disable the sounds by adding the “/nosound” parameter to your ClinicOffice shortcut. Please do the following :-
-
[1] Close down ClinicOffice
[2] RIGHT-click on the ClinicOffice icon on your desktop (the one which you usually use to launch the program)
[3] Click “Properties”
[4] Click in the TARGET box, move the cursor to the end of the text that is already in there, then add a space and then /nosound. For example :-“C:Program FilesPioneer SoftwareClinicOffice v5ClinicOfficeV5.exe”
becomes :-
“C:Program FilesPioneer SoftwareClinicOffice v5ClinicOfficeV5.exe” /nosound[5] Click OK
[6] Launch ClinicOffice as usual (by double-clicking the icon)This will disable the sounds.
HI – thanks for your post. We’ll be adding the ability to “lock down” clinical notes in an upcoming update.
Hi – you can click on the TOOLS tab and then ADVANCED DB OPERATION. The following code will give you all the standard patient fields :-
select * from perand this code will get you all the custom fields :-
select * from custom_patient_fieldsHi – thanks for your post.
>> Is there a way to configure McAfee, so that it is not scanning COv4 or
>> the database in real-time? Please adviseThere are currently about 13 different versions of McAfee and several ‘Editions’ of each version. I’m sure it will be possible to configure Exclusions, but you will need to look in your McAfee User Guide for your specific product to find out how to do this.
Alternatively, you could ask McAfee or you can probably find the answer for your product by a Google search :-
http://www.google.co.uk/search?q=mcafee+exclude+foldersBy default your ClinicOffice databases are stored in the “C:COv4_Data” folder, so excluding that folder and all subfolders will do the trick.
Hi – thanks for your interest in ClinicOffice.
The Metanoia Institute is a well-established educational charity, specialising in the professional training of counsellors, psychotherapists, counselling psychologists, supervisors, coaches and organisational development consultants.
Their website is : http://www.metanoia.ac.uk
They have kindly provided a testimonial about their experiences with ClinicOffice which you can read on this page here : https://pioneersoftware.co.uk/co-testimonials
I hope this helps!
Hi Dee – ClinicOffice allows you to have multiple ‘clinics’ in one database which means that you won’t have to keep logging off in order to switch to a different clinic.
>> Are these things possible?
Yes – simply click Patients then search on the DOB field and select ‘Month of August’ for example to show all patients born during the month of August. From there you can text them or generate letters.>> Another one is the estimated due date
That’s what the recall system is for. Create a recall for the date that the patient is next due. You can then create a Patient Contact Rule to send out recall reminders or you can have your staff work through the due recalls list to contact them.>> chiros send out letters 1 month after your last visit. Is that possible?
Create an “Appointment Based” Patient Contact Rule and set it for 1 month after an appointment.>> Is there any way to customise what comes up in the Patient
>> Info tab that is on the bottom left of screen?
Currently that screen can be customised but requires source code changes which makes it a chargeable customisation. We’ll probably make it user-customisable at some point in the future. Please let us know if you would like a quote.>> When appointment statuses change etc – you can alert the practitioner via a
>> message how is this done as sometimes it can take some time to come thru
Each client computer checks every 60 seconds for messages.>> Does putting
‘s in a phone number affect SMSing from the mobile number field?
Spaces are fine.>> have in the quick transaction screen a second payment screen
>> that would automatically create the second payment method
This is already on the wish list and will be implemented in due course.Many thanks.
>> but not even a list of unraised invoices?
How can you show a list of invoices that have not yet been created?!As already mentioned, glancing at the diary will clearly show you any appointments that have not yet had an invoice created against them. If it is essential for you to have this on a separate report, then we can add another field on the “Appointment List Report” which indicates if the appointment has an invoice. This can be done without charge as long as you join the ClinicOffice Support Plan.
>> if i go to the outlook side of things to send a pic/doc/etc, how do i pull it off the database
You’ll have to extract it before attaching it, although if it’s a patient portrait image I think you can right click and COPY/PASTE.>> I notice some reports have different selectable fields…would it be easy to
>> just list all the fields so we could produce the reports we wanted with the
>> fields we wanted?
Most reports do list a lot of fields and you can easily remove them by dragging the column headers off the report and then saving a new layout. You can’t just list ‘all the fields’ on a single report because fields belong to different data-entities (patients/contacts/payments/appts/invoices etc.). If you purchase the COv4 Server Edition, then I’m sure we could offer to make a couple of custom reports for you if you provide us with all the details.>> If we did change our server or something happened to it (stolen, electrical malfunction etc) how does the licensing situation work?
We give you a new license for the new server.>> the software holds the number of simultaneous users on the server edition and thus i can install software on all computers so long as there are only the # allowed on at the same time…
Correct.>> Is WAN possible with COv4
Yes it is, although Terminal Services with simultaneous users is also possible.>> i am guessing i can but can this be done by me or would you have to do a special report?
If you’re adding custom fields and want a custom report, then it’s usually a collaborative effort. If you mock-up the report for us in MS Word (for example) then we can use that to create the report for you. Better still, you could design the report yourself using the Report Designer in COv4 and then our development staff will work out the SQL code for it. If you join the ClinicOffice Support Plan and if there’s only a small amount of work involved on our part, then very often we can do a custom report without charge.>> is a copy of the letter saved in their clinical records or patient record under documents?
Letters are saved under Patient Documents, Clinical Forms are attached in their Clinical Notes.>> Form letters thanking patients for referring based on the patient record field
Yes>> is there anything in this trial version that doesn’t come included?
The trial version has all the modules for you to try out for yourself and they are available to purchase as optional extras which provide additional functionality to ClinicOffice. An explanation as to the range of modules available can be found here: https://pioneersoftware.co.uk/co-pricingKind Regards,
To quickly get to the Working Hours screen from the diary, simply right-click the Clinicians name (in the staff selector at the bottom-right) and then select Edit Staff Member, then click the Working Hours tab.
>> i was wondering if highlighting the diary timeslots then
over
>> it also allows an option which says “Make available today only” and it automatically
>> changes what would normally be done by going to the staff memberIf you wish us to make customizations to the software to suit your needs and way of working, then we’re very happy to pass your requests on to our development team you can provide a quote for undertaking the development for you. Please let us know if that would be of interest?
>> It would be interesting to see if other users would find an end of day report useful…
We have 100s of practices/clinics/hospitals/organisations using ClinicOffice in dozens of different countries. The problem with trying to produce one catch-all ‘End of Day Report’ is that different clients will require different information at the end of a day, which is exactly why we offer our custom report designing service at very modest rates so that we can produce a report to suit your clinic.
If you wish to mock-up a report (e.g. in MS Word or Excel) and email it to us then we’d be happy to design it for you. Please see this page for more information on our report designing services.
Thanks for your post.
>> Patients who DO NOT have an invoice raised
>> Patients who DO NOT have a session note recorded
The diary in ClinicOffice shows an ‘Invoice’ icon on each appointment which indicates whether an invoice has been raised. Furthermore, the colour of the icon indicates whether the invoice has been paid, part-paid or is unpad. The diary also has a ‘Clinical Notes’ icon which indicates whether or not Clinical Notes have been entered for an appointment. Are these icons sufficient for your needs?>> Patient numbers and income generated based on staff
Please see the ‘Payment -> Staff Allocation’ report>> Patients who have Cancelled and DNA’d for the day and whether
>> they have a future appointment booked
Please see the ‘Appointment List’ report>> Amount of money collected based on payment types
Please see the ‘Payment List’ report and select the ‘By Payment Type’ option.Please let us know if you need any further help.
Yes it will work in both the Pro or Server editions. We tend recommend the Server Edition because of its better performance.
Hi – thanks for your post.
The COv4 Server Edition works on the number of concurrent connections i.e. a 5 user license will allow up to 5 people to use the system at the same time but you can install the software on as many computers as you wish.
For remote access via Remote Desktop/Terminal Services however, there is not even a need to install the software on the remote computer as it will actually be running the program on the server.
>> using remote desktop should allow my wife/accountant full access to the files/reports etc
That’s correct.>> Will she need a licence on the computer at home or will that be covered by the computer/server running the Server Edition?
Covered by the license on the server.Hope this helps!
Hi Dee – diary intervals must be divisible into 1 hour time slots so 45 minutes is not possible. Please use 15 minutes instead. If you set the default lengths for the different Appointment Types (click VIEW | TYPES & CATEGORIES) then COv4 will automatically make the appointments the correct length.
Hi – thanks for your post.
>> i found the contact info tab at the bottom which can produce
>> a report for reminders and do them so no need to answer that oneYes the Contact Centre allows you to create rules (which can be automated) so that you can send off SMS text messages and/or emails and/or letters. Please let us know if you need any assistance with that feature.
Hi Alun,
This forum is for general ClinicOffice Support, so it’s probably best to direct questions regarding potential customisations and/or bespoke development direct to our support team via email.
>> wondered what ‘bespoke software’ meant
bespoke = tailored / made to measure / custom madeClinicOffice is very ‘customisable’ and offers lots of scope for changing the layout of on screen editors, data grids and reports. If you would like us to undertake such customisations, there will most likely be a small charge – for example, see the Report Designing charges on our pricing page.
However, requests which actually require us to make code changes to the software are a different matter and are very costly due to the amount of design, development and testing that we have to undertake.
We’re certainly happy to provide quotations for bespoke changes to the core ClinicOffice program, but we do like to point out that while ClinicOffice is probably the most flexible and versatile clinic management program on the market, it’s not our intention to provide clinics with a ‘tailored’ (or ‘bespoke’) solution. Frankly, such a solution would cost £10,000s if not £100,000s rather than our very reasonable prices!
Hope this makes sense. As mentioned, please feel free to contact our support team for more information.
Apologies Alun – we missed that PM as we don’t check the forum for PMs particularly regularly. If you want to send a more private message, it’s usually better to email us instead.
I’ve emailed you a reply to your YAHOO address which you used to register your account on this forum.
Kind Regards,
>> If that is the case in would be difficult to develop any ad hocs.
Agreed. It’s a bit of a catch 22 really. It’s obviously not in our interests to make the database schema public, but we do acknowledge that some customers who have SQL knowledge (like yourself) would benefit, so we have allowed more ‘advanced’ users to have access to the database design as long as they agree to keep it confidential.>> what is the database employed by COv4
The Startup and Professional Editions use ElevatedDB (http://www.elevatesoft.com) while the Server Edition uses PostgreSQL (http://www.postgresql.org).I hope this information helps!
Hi Alun,
We view the ClinicOffice database schema as our intellectual property (like source code) and therefore we don’t tend to give it out. If you require a custom report then the best thing would be to supply our support team with a template/mockup and we will do it for you.
If you join the Support Plan then you get a 50% discount on any custom report, and if it’s a really simple report (or a tweak to an existing report) then we’ll very often be able to do it in 5 minutes without any charge.
>> a daily list of appointments by clinician
You can already do this by going to the DIARY and clicking SWITCH TO GRID VIEW. If you then look at the GRID OPTIONS you can set the view to GROUP BY STAFF. From the sounds of it, this might give you what you’re looking for.
