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>> This is something I would really like. Is it possible to commission a report for this?
It’s a physical impossibility to summarize data (i.e. to say “Patient X purchased a total of 10 ice packs totalling £x.xx”) AND to list the dates of each purchase separately on the same agreggated report.Do you mean that you would want the report to simply list each purchase separately and not summarise the data? If so, that would be possible and I can pass it on to our developers to look at, although there may be a small charge for producing it as a custom report for you. Please let us know if you’d like to proceed?
Hi Plasticman,
>> in the report display options, in the drop down arrow to the right of the button that
>> says “search”, when I select “show all records”, the date isn’t displayed.This is an agreggated report which summarizes how many items of a certain type have been purchased by a patient over your specified period of time. For example, if Mrs Smith had 3 treatments over the course of a year, then you would see ONE line in the report saying “Mrs Smith – Treatments – Qty 3”.
It’s not possible to summarize the data AND display individual dates for each item.
>> I’ve put through some financial transactions for product sales (as opposed to
>> services sales) and the products don’t seem to getting displayedI’ve just tested this here and it works perfectly for all sales regardless of their category. Please can you try again and make sure that you don’t specify a search criteria for “Item Category” in the search critieria box.
While it is possible to convert a Contact -> Patient, it is not possible to convert a Patient -> Contact.
The reason is that when you create a PATIENT record, various additional database structures are created to store additional patient-based information about the person. The best workaround would be to use the copy/paste feature to copy over the address fields.
Thanks.
>> Does the update change the database or the software installed on PC?
Updates change the software installed and will sometimes change the STRUCTURE of the database – usually this involves adding new fields for new/improved features. It will not break or change any data you have entered including custom fields, screen layouts or custom report SQL.By way of a “technical” reply to your earlier comment :-
>> The reporting engine invariably crashes when the SQL Source query has nested
>> queries and search criteria is entered
This is because the report engine we created for ClinicOffice has the ability to build search criteria and create a dynamic search form by parsing SQL statements. A simple nested SELECT statement in the WHERE clause should be ok, but complex nested SELECTs will confuse the parser and should be avoided. As you rightly deduced, using VIEWS is a much better solution.You can probably appreciate that very few customers use SQL to generate their own reports – this is something that our Support Team would usually do. However once you become familiar with using the ClinicOffice reporting engine, you’ll hopefully find it’s a very powerful tool!
>> To save the messing about with transfer of licences, are you able to provide a limited life licence?
>> Applying it on a completely seperate PC would be preferable.
There really is no need to be concerned about updates affecting your reports or your custom changes. If our updates affected custom screen layouts, custom fields or reports then we would receive THOUSANDS of support calls from unhappy customers after every update!As Daniel mentioned previously, the best way to proceed would be to have TWO separate databases (one for TESTING, the other for PRODUCTION) on the same computer and simply keep your software up-to-date.
If you wish, you could install the TRIAL Edition on a separate PC which will work for 30 days and will allow you to work on another computer. If you decide that you want to work on 2 PCs on a more permanent basis then you could purchase an additional Professional License for the second computer.
Hope this helps!
Hi Paul – thanks for your post
>> Appointments that are deleted in ClinicOffice and were synchronized earlier to Outlook
>> are not deleted from Outlook, ??when they are deleted from Clinicoffice, in the next synchronization??I understand that you’re saying appointments are not being deleted from Outlook (we’ll try to reproduce your problem back here), but I’m afraid I don’t understand what you mean when you say “when they are deleted from ClinicOffice, in the next synchronization”.
Please can you explain in more detail?
>> the question I have is whether this is a supported set up. Please could you confirm?
We fully support the ClinicOffice-side of things regardless of whether you decide to use a NAS drive or opt for simple file-sharing. Obviously we wouldn’t offer support for your NAS device – that would come from the company who provided it. Similarly, if you experience network issues which makes the ClinicOffice database inaccessible then our technicians will try to make helpful suggestions, but ultimately your network infrastructure is something that your IT staff would need to support.
Hi Sally,
>> The test email worked and sent to my email
>> However, Clinic Office still fails to send an email to a client
>> … I have managed to sort this out nowFor the benefit of other users who may read this and are experiencing the same problem – please can you let us know what fixed it? Was it simply a case that you were entering the wrong username/password? Thanks.
>> Can I send an email to all clients and attach an excel document
You can do this direct from ClinicOffice if you have the Email Manager module. The standard email facility in ClinicOffice for sending appointment reminders only sends simple text based emails so it’s not possible to send attachments.Alternatively, to you can use your standard email program to email all your clients. Please see this FAQ for more information :-
https://pioneersoftware.co.uk/forums/topic/faq-310-how-do-i-send-an-email-to-multiple-patients
Hi Sally – problems like are usually to do with your SMTP Email configuration.
Please can you do the following :-
[1] Click the VIEW menu at the top of the main ClinicOffice screen
[2] Click ClinicOffice Settings
[3] Click the “Global Settings” tab and then the “Setup Email SMTP Server Details” button
[4] This screen allows you to configure your SMTP server – please make sure all the details are correct and click the “Send Test Email” button. If this works then ClinicOffice will be able to send emails.Please note that your SMTP server settings are not something we can help with – you need to contact your internet service provider (such as BT, AOL, TalkTalk, Tiscali etc.).
Please let us know if this helps to resolve it. If not then please let us know the exact error message you get when attempting to send a test email.
Many thanks.
Hi Sally,
This is often a problem if you use EXCEL as it likes to strip out the leading ‘0’ characters from numbers.
( 💡 To avoid this, you can should set the CELL FORMAT in EXCEL to Text instead of General for cells which hold telephone numbers.)To correct all telephone numbers which don’t start with ‘0’, please follow these steps :-
[1] Make sure you are logged on to ClinicOffice as an administrator
[2] Click TOOLS | Advanced DB Operation
[3] Copy and paste the following SQL code :-update per set mobile='0' || mobile where mobile like '1%';
update per set mobile='0' || mobile where mobile like '2%';
update per set mobile='0' || mobile where mobile like '7%';
update per set telephone='0' || telephone where telephone like '1%';
update per set telephone='0' || telephone where telephone like '2%';
update per set telephone='0' || telephone where telephone like '7%';
update per set worktel='0' || worktel where worktel like '1%';
update per set worktel='0' || worktel where worktel like '2%';
update per set worktel='0' || worktel where worktel like '7%';[4] Click the EXECUTE button
Please let us know how you get on with this.
Hi Roelof,
I’m sorry – from your description I’m not sure I understand the problem – please can you explain in more detail? Thanks!
Hi Roelof,
That is perhaps not a bad idea for the documents. The only problem being that the documents are loaded dynamically when the tab is clicked i.e. it doesn’t know how many documents there are until you click the tab. However we will have a think about this.
Regarding the NOTES field – why not simply move the notepad to the mainscreen so that you can see it straight away when the patient record loads up? You can do this using DESIGN MODE on the Patient Editor.
Thanks.
Hi Roelof,
[1] No this is not possible sorry, but you can always COPY & PASTE headers/footers between documents
[2] Yes but it requires some custom code. Please let us know what you’re trying to achieve.
Thanks.
Hi Steve,
Click MANAGE DATABASE from the logon screen, then right-click the database in question and select DELETE.
Thanks!
Hi Tony – yes there are some limitations to the number of images and also the document types. For example, .doc or .docx files can contain MACRO viruses.
Please ZIP files before trying to attach them and it should work fine.
Hi Jo – I’ve now had time to investigate this issue. The feature to email appointment reminders in ClinicOffice is a completely separate feature from the Email Manager which is an optional add-on module. Furthermore, the reminder system sends simple text-based emails while the Email Manager is a full rich HTML email editor, hence templates are not compatible between them.
Appointment reminders are intentionally a ‘fire-and-forget’ method. In other words, email reminders are sent off, the “reminder sent” time is logged against the appointment and that’s it. If a large clinic had 200 appointments a day with automatic email reminders being sent, then they would be storing 1000 email records every week in their SENT email folder which would bloat the database, affect performance and be very undesirable.
We are going to be introducing an Email Merge facility which will allow you to send mass emails with personalised data merged fields, so I suspect that will let you do everything you need.
Hope this helps.
Just an update to this topic: We’ve managed to reproduce this issue and have fixed it for the next update. Thanks!
Please can you explain in more detail what you mean when you say it has “dissappeared”?
Do you simply mean that it doesn’t show up in the logon screen? If so then you should attempt to ADD AN EXISTING DATABASE – you definitely should NOT be restoring from a backup as that will re-create the database all over again.
ClinicOffice NEVER (I repeat NEVER!) deletes a database unless the user absoutely chooses to do this and confirms it several times. Hence, the chances are that your database is already there, but you just need to tell ClinicOffice where it is.
>> Does the system have a dental chart where she can chart
There are some dental Visual Notes which can be used for very limited dental charting, however we do like to stress that ClinicOffice is a general practice management program, NOT a dentistry-specific application.Dental (and periodontal) charting is quite complex and dental programs which offer it (like Software of Excellence, KODAK, BridgeIT) are usually orders of magnitude more expensive than ClinicOffice.
>> Can you upload X-rays and once uploaded, adjust the contrast etc?
You can store documents, images and files (e.g. xrays and scans) along with the patient records if you have the Documents and Scanning module. You can also view the images (including zoom in/zoom out), however there’s no facility to manipulate the images as ClinicOffice is not a painting or image manipulation program. You should make any adjustments to your images BEFORE storing them in the database.Hope this helps to answer your questions!
The Professional Edition uses basic Windows File Sharing which your Windows network will be configured for by default.
The Server Edition works differently though and requires an active connection to the computer the server computer so that it can communicate with the PGSQL database.
PGSQL runs on port 5432.
From your description, it sounds likely that you have a firewall (possibly even the Windows Firewall) on your server which is blocking communication on Port 5432. To test if this is the problem, try disabling the firewall and then see if you can connect – most likely it will work now. Ideally, you should configure your firewall to allow all traffic on port 5432.
Hope this helps!
The file is attached correctly and we’re able to import it without a problem.
Please make sure that you simply right click on the link and click SAVE AS and then save it to your computer somewhere (e.g. your desktop).
This should save it as a ZIP file. Then you need to double-click on it and extract the “Patient Finances [Financial](1).COv4_Report” file – we recommend saving that to your desktop too. You can now import that file into ClinicOffice.
(NOTE: if you try to open the COv4_Report and extract it AGAIN then you will see the “layout0.record” and “report.record” files – perhaps that is what you’re doing wrong?)
Hi Roelof – thanks for your comments, however you quite rightly prefixed your comments with the honest admission that you “have no programming experience”. What you’re suggesting is both highly bespoke and highly complex.
Whilst it could be done, the question is whether or not it’s a financially (and technically) viable endeavour for us to undertake this kind of development. We currently have 100s of requests on our wish-list system which we’re working through and an incredibly difficult technical feature like this which is bespoke to only a few customers is not something that we can justify – especially when the continual evolution of the Online Module will eventually cater for data input via a web-browser.
I hope this makes sense!
This was a tricky one to work out, but here is the SQL which can be executed from the “TOOLS | Advanced DB Operation” screen :-
update per set code=null;
create temp sequence temp_patient_code minvalue 1;
update per set code=nextval('temp_patient_code') where ispatient=true;
drop sequence temp_patient_code;What does it do? Well it basically creates a temporary “sequence” (i.e. an auto-incrementing series) and then assigns a code to every patient in your database.
(PLEASE NOTE: This will only work in the SERVER EDITION of ClinicOffice as the SQL is too advanced for database used in the Startup or Professional Editions.)
Hi Tony – here is the updated SQL source code to include the addtional fields :-
select app.id, start, finish, app.per_id, case when (description is not null) and (description <> '') then description else per.lastname || ', ' || per.firstname || ' with ' || staff.knownas || ' ' end as _description, per.title, per.firstname, per.lastname, per.dob, per.sex, rtrim(per.lastname || ', ' || coalesce(per.firstname,'') || ' ' || coalesce(per.title,'')) as _patient_name, staff_id, apptype_id, appstatus_id, app.clinic_id, room_id, staff.knownas as _staff_name, apptype.name as _appointment_type, appstatus.name as _appointment_status, clinic.name as _clinic_name, room.name as _room_name, app.createdon, app.createdby_staff_id, cr_staff.knownas as _createdby, app.updatedon, app.updatedby_staff_id, up_staff.knownas as _lastupdatedby, per.code, per.address1, per.address2, per.address3, per.towncity, per.county, per.postcode, per.email, per.telephone, per.worktel, per.mobile, view_nextapp.nextapp, view_prevapp.prevapp from app left join staff on (app.staff_id=staff.id) left join per on (app.per_id=per.id) left join apptype on (app.apptype_id=apptype.id) left join appstatus on (app.appstatus_id=appstatus.id) left join clinic on (app.clinic_id=clinic.id) left join room on (app.room_id=room.id) left join staff as cr_staff on (app.createdby_staff_id = cr_staff.id) left join staff as up_staff on (app.updatedby_staff_id = up_staff.id) left join view_nextapp on (per.id=view_nextapp.per_id) left join view_prevapp on (per.id=view_prevapp.per_id) where view_prevapp.prevapp=app.startWhen you say “all emails sent via the diary” please can you explain step-by-step what you mean? Thanks.
Just a quick follow-up to this…
In the next update (1065) we’re adding a new tick-box field (called “Inactive”) to the Patient Status list. This means that you can create new Patient Statuses (e.g. “Deceased”, “No Longer a Patient”, “Discharged”, “Inactive” or whatever you want…) and tell ClinicOffice which statuses are considered “Active” and which are considered “Inactive”.
This will allows ClinicOffice to filter out any ‘inactive’ records by default.
We’re not able to reproduce this. Please make sure that you’re not just clicking “SEND & RECEIVE” and expecting it to go.
You need to OPEN the email in the DRAFTS folder (i.e. by double-clicking on it) and then click the SEND button in the email itself. This should then move it to the OUTBOX and it will be sent.
Hi Jo,
– Go to the Email Manager
– Click EMAIL SETTINGS (top rights) then EMAIL SORTING RULES
– Create a new rule called “Move All Sent” (or something similar)
– Set the rule to apply on SENT emails
– Tick all the email accounts the rule applies to (i.e. ALL accounts)
– Leave all the conditions as NONE (hence it will apply to all emails)
– Set Rule Action 1 to MOVE and select the mailbox to move the sent items into
– Click SAVEPlease let us know if this works for you…
>> 1) Is also possible to attach letters that are already in the
>> patient record’s documents, eg. re-sending a letter by email?
Yes, but you would first need to extract the letter from the patient’s documents area to your hard-disk, then you simply attach it to an email – there isn’t a 1-click feature to do this.>>2) how do I filter patients who have not been in the last month
Please take a look at the “Inactive Patients” report.Thanks dor your question. ClinicOffice is not really designed to manage a medicinal dispensary. That said, you can enter medicines in the “Items & Services” database and then raise invoices for patients with the medicines listed on them. You could then customise the INVOICE layout report to look more like a prescription.
There are already several features to do this :-
[1] In ClinicOffice, click the HELP tab, then click RECENT POSTS
[2] If you have registered on the forum and logon, then new posts that you have not yet read (and the forums that contain them) are displayed in red
[3] On the front page of the forum use the following links :-- – View unanswered posts
– View unread posts
– View new posts
– View active topicsThanks for your post.
Hi Sally,
It’s not possible to permanently delete a patient. You have two options :-
[1] Undelete the patient in question and then simply rename the patient to a different person who is a valid patient.
[2] Undelete the patient in question, open their record, delete their code (by backspacing over it), then save the change and delete the patient again.
Hope this helps!
Hi Jose,
[1] Yes – please setup some EMAIL SORTING RULES to do this
[2] This is indeed something we’re working on for a future update
[3] The User Guide is revised periodically and an update is due.Many thanks!
From the host computer, please do the following :-
– Launch ClinicOffice
– On the LOGON screen, click MANAGE DATABASES
– Right click on your database and choose UNSHARE DATABASE
– Right click on your database and choose SHARE DATABASEThis re-instates the sharing on your database. The most likely cause of this problem is that your network went down and Windows cancelled the sharing on the database folder. ](*,)
We will shortly be introducing the On-line Diary Module (it’s in BETA testing right now) and if you purchase that module then yes you will be able to see your diary on-line.
>> Is it possible to
>> a) see only *some* of the custom fields?To add a single field, replace the line :-
@FIELDS:custom_patient_fields,with
custom_patient_fields."my_field_name",>> b) filter by one of these custom fields?
All fields in the grid are automatically included in the SEARCH form. You will need to look under “Additional Search Fields”.Please try closing ClinicOffice completely on all computers, then starting it again on the server computer only and running the DB Check.
Please note that you can also switch off automatic email checking by running ClinicOffice with the “/noemail” command line switch.
Hi Paul,
>> Is it possible to create a popup data entry screen so to fill in fields in a form
Not without making significant changes to the core reporting engine, which would be very expensive bespoke development.>> is it possible to create boolean tick boxes, and link them
Sorry – I don’t understand – link them to what? If you have a boolean field in your database, it is already displayed as a tickbox.>> and finally drop down lists in your form/report with clinic office.
Again, I’m afraid I don’t understand – drop down lists are already displayed in reports. Please explain further what you mean.Yes you can access custom fields from the scripts. How you do this depends on the event that the script is fired from
As an example, the following script would check a custom field called “is_smoker” and then display a message when the patient record is loaded :-
frmEditorPatient – OnAfterLoadRecord
frmEditorBaseRec Editor = (Params[0] as frmEditorBaseRec);
cPer per = (Editor.Record as cPer); // <- the base PER record
cDBBaseRec custom_patient_fields = Editor.CustomRec; // <- the CUSTOM record
if (custom_patient_fields.Row["is_smoker"] != DBNull.Value &&
(bool)custom_patient_fields.Row["is_smoker"] == true)
{
PSDevEx.cMessages.InformationBox("This Patient is a smoker!", "Smoker Alert");
}Thanks for your post.
>> a) confirm scripting is available in clinical notes
Yes we’ll be adding scripting events to the ClincialNotes screen in an upcoming update.>> b) provide me an example of the code to add a button
Until the scripting is implemented, we can’t provide example code as it hasn’t been finalised how this would be done.>> c) provide sample code of copying a value from one field to another on the press of the button.
This depends on what screen you’re talking about, what table the source field is in, what table the destination field is in, are they in the same record, are they custom fields? etc. etc.Scripting is complex and the best recommendation we can make is to join our Support Plan (once you’ve purchased ClinicOffice), send us a copy of your database (so that we can see your DB structure) and then give us lots of details as to exactly what you’re trying to accomplish. Our developers will then do their best to create a script to meet your needs.
Hi – thanks for your post. I’m afraid that I’m not too sure I understand what you’re trying to achieve by doing this in the Contact Centre.
I notice that you have a Support Plan with us – could you perhaps call our helpdesk when you have 5 minutes to spare and then one of our support team can talk through the options with you?
Many thanks!
