[William]

Hi Tony

Thanks for the post. You can actually set the diary up so that it displays if an appointment has a flag attached to it.

To do this go to the Clinical Diary and click the Diary Options button. Towards the bottom of Appointment Options is the check box Show related flags which are of type... If you tick this then by default it will display all flags, but you can specify the flags if you wish. Once you have done the appointments that have flags attached to them will display a small flag icon on them.

[William]

Thanks for explaining. From what i can gather you are trying to print off 5 days rather than an entire week. If you select Monday-Sunday and then do a print preview the entire week will fit onto one page, this is because you will be looking at the weekly view. On the other hand if you select Monday-Friday and then print preview, ClinicOffice still registers the day view. So because it is 5 days it print previews a day on each page, hence 5 pages.

So if you wish to have a true week view you should select Monday through to Sunday and the week will be displayed on one page.

[William]

Hi Dee,

The /nosound shortcut seems to be working fine for us. After installing an update for ClinicOffice, there is an option to launch the program straight away. When the program launches it will launch via the standard ClinicOffice executable, meaning that the /nosound condition will not be applied.

Simply close down ClinicOffice and launch it up again via your /nosound shortcut and you will probably find that it will be fine. Please let us know if you are still having problems after doing this.

*** UPDATE ***
For the benefit of other customers reading this thread, it turns out that this customer was actually referring to the WINDOWS sounds, not ClinicOffice sounds. ClinicOffice sounds are correctly muted by the /nosound parameter as described above.

However ClinicOffice obviously cannot mute Windows sounds. To do this, you can switch to the “NO SOUNDS” scheme in the Windows Control Panel.

[William]

We have now updated ClinicOffice so that it prevents this error from occurring. Please can you download the update 1056 again and you will notice that the diary no longer throws the error after updating the database. You can download it via this page :-

https://pioneersoftware.co.uk/co-updates

Please let us know if you are still having problems.

[William]

As an update to the last post, some users have reported that the latest McAfee Internet Security 2010 seems to block Windows File Sharing. This means that if you’re using ClinicOffice v4 Professional Edition and you’re sharing your database across a network, then other computers may be unable to access it because McAfee is blocking them.

If you experience this problem then please consult your McAfee Internet Security 2010 User Guide to see how to stop it from blocking Windows File Sharing.

[William]

Thanks for the post. I am afraid there is no option to do this. The reason is that when you do an Outlook Synchronisation it synchronises ALL data on the Appointment Diary regardless of the appointment status. If we where to exclude cancelled appointments, then you could run into a situation where all cancelled appointments end up being removed from the ClinicOffice diary as well.

Imagine the following scenario :-
You exclude cancelled appointments from the export synchronization, so that all appointments (apart from the cancelled) are exported to Outlook. You then make lots of changes to the Outlook Diary and decide to import those changes back into ClinicOffice, giving Outlook the ability to remove appointments from ClinicOffice which do not exist in Outlook. Outlook contains no record of the cancelled appointments and so when all appointments are imported back, the cancelled are deleted because no record of them exists in the Outlook Diary.

Hope this helps to explain the complications involved.

[William]

Thanks for the post. It is possible that you have an older copy of the pdf Userguide. You can download the latest by following the link below:

https://pioneersoftware.co.uk/files/COv5_Userguide.pdf

Once you have downloaded this, open the Userguide. Then please go to the sections Stock Control and Stock Manager which are under the Finances section of the Userguide (current time of writing these are pages 76 and 77). Please let me know if you need further information.

[William]

Hi Steve

Thanks for the post. In answer to point 2 you will note that when you select a staff’s colour you can only have one colour selected. This means that when you have both working time and non-working time Use Staff Colours ticked then it will merely place a grey shade on the Staff’s Colour. The same happens then when you untick the Use Staff Colours for the Default working time colour; it merely places a slight grey shade on the diaries colour. Of course when you untick the Use Staff Colours for the Default non-working time then it will use the specified colour you have selected.

To bring back any optional message please follow the steps below:

– Go to the View tab in ClincOffice v4
– Click on the ClinicOffice Settings button
– Click on the User Settings tab
– Locate the message you want to appear again and tick the checkbox for it
– Press OK

You will note that the message will appear again. Hope this helps.

[William]

Would it be possible to email this error report to us and we will see what is causing the problem. When the error message appears click the Email Error Report and fill in the required fields. We will then be able to find a solution to your problem. Many thanks.

[William]

Thanks for the post. At present this functionality is not available in ClinicOffice v4. Our developers however could import this information for you into your database. If you are interested then please upload your database with the csv file to our ftp and we can give you a qoute for the work that is required to import the information.

For a step by step guide on uploading information to our ftp please follow the link below:

https://pioneersoftware.co.uk/forums/topic/faq-301-how-do-i-upload-my-database-to-your-ftp-server

[William]

Thanks for the post. ClinicOffice uses the default program you use to open any image files. So Windows might have got it’s self in a mess and instead of using something like Windows Gallery to open your images it is using a non image program.

What happens when you try to open the image from ClinicOffice? Do you get an error message or does something else happen?

[William]

Thanks for the post. Which report are you trying to edit? The reason why i ask is with each report type (Layout/Grid/Document Template) there is a slightly different way of editing the date.

[William]

Hi Robin

Thanks for the post. Within the medical section of the patient’s record there already is a General Practitioner field which can be used to insert the GP’s name. If you are already using this field and need to add an extra one please follow the steps below:

– Go to the patient’s medical section (could be any patient)
– Click on the Design tab (located to the top of the patient’s screen
– Click the Enter Design Mode button
– Select the area you wish to insert the field in the patient editor
– Press the Add Field button and select Patient/Contact Lookup
– Give the field a name and Press OK. Note the Field Name is a required field by ClinicOffice and any spaces should be represented by an underscore. The display name is what you will see after you leave the design mode.
– Press the Save Design button and then you can press the Leave Design Mode to return to normal mode

With either the current General Practitioner field or the newly created patient/contact lookup field you can search for the GP’s record. At least this way you would avoid creating multiple records for the same GP. You can view the GP’s details by double clicking on the name once it has been inserted into the field.

[William]

Hi Helen

The backup file can only be read by ClinicOffice v4, so you need to restore from within ClinicOffice. The user guide explains how restore a database under the same section Backing up and Restoring your Database.

Doing it this way also means that your clinical information is always encrypted. Hope this helps.

[William]

Thanks Kate. I have had a look at the Invoice to Insurance Company report and it appears to be displaying everything correctly. Just under the addresses is today’s date and then further down are the individual invoice dates.

Please make sure you have the latest copy of ClinicOffice, which at the time of writing is 1053.

You can then import the latest Invoice to Insurance Company report. To do this please follow the steps below:

– Go to Reports and Templates
– Click the Import button
– Go to the location where you have installed ClinicOffice v4. By default this is C:Program FilesPioneer SoftwareClinicOffice v4
– You will see a folder called “Default”; enter into this
– Locate the report called “Invoice to Insurance Company [Financial].COv4_Report”
– Select this and click Open
– A message will appear giving you 3 options. If you have a custom header in your current report you may wish to select the option Rename the Imported Report. If you are happy to replace your current report then select Import and Overwrite.

You will now see today’s date. Hope this helps.

[William]

Hi Kate

Thanks for the post. Which report are you using to do this, is it the Invoice to Insurance Company or the Invoice to Insurance Company (Detailed)?

[William]

Hi Dee

Thanks for the post. It certainly is possible to export your reports/clinical notes as a Word document. You can also export it as a PDF which might be preferential given the nature of your data.

To export a report/invoice to a PDF document follow the steps below:

– Generate the report/invoice
– Click the Export To button (this is to the far right of the invoice ribbon bar)
– The PDF Export Window will appear. Click the OK.
– Select an area on your hard drive and click Save
– Then click Yes to the next message if you wish to open the PDF document

You can then attach this to an email. Alternatively you can click the Email As button instead (just below the Export To button). This is identical to exporting except that it adds the PDF directly to an email for you; this is assuming you have an email client such as Outlook.

When you say Clinical Notes did you intend to send out just the individual session notes or the patient’s entire Clinical Summary? Either way you can export it as a PDF.

[William]

Thanks for letting us know!

[William]

Hi Maarten

So that we can correctly track this down, exactly where in the program is it missing?

[William]

Hi Maria

Thanks for the post. To do this please follow the steps below:

* Go to the Reports and Templates section of ClinicOffice
* Open the Appointment List report
* Enter the date of the appointments in the Start field
* Double click on the Other Search Fields in order to display the additional search fields
* Set the App Status to Cancelled
* Press Ok
* To the right hand side of the report is the Grid Options. Just under the Layouts click the By Staff.

This will display all appointments that have been cancelled for a set time and being grouped by staff.

[William]

Thanks for your post. Generally what works best with this is to raise an invoice on an appointment straight after you have finished the appointment. You need to make sure that the Invoice Recipient is the insurance company, rather than the patient. You can save time when creating an invoice by having a default charge amount for an appointment as you can auto fill the invoice amount with it.

If we assume that you have 5 appointments, each one has an invoice assigned to it and you wish to bill the insurance company now but you want all 5 invoices to appear as one then you will use the Invoice to Insurance Company or Invoice to Insurance Company (detailed) reports to do this. After generating the report for the patient you will see all 5 invoices with their dates (dates matching the appointment dates), their appointment types and their total amount. Hope this helps.

[William]

Thanks for the post Jon. If you press the Alt key on your keyboard you will see a selection of shortcuts you can use. We are looking into improving this for the future though.

[William]

Thanks for the post. I’m not quite too sure what you mean. Do you mean that the letter is blank after you merged it with a patient’s record? Is it possible to give us the steps of how you come to this? As much information as possible will be helpful. Many Thanks.

[William]

Hi Emma

Thanks for the post. You can use a report called Payment Receipt (Detailed). This will provide a breakdown of what is being paid for. Click here to download.

To import this into ClinicOffice please see the topic How do I install a downloaded Report/Template?. This provides you with step by step instructions.

You might also find this alternative invoice helpful as well which can downloaded from here. This will display if an invoice has been paid and if not how much is outstanding.

Hope this helps.

[William]

Hi Dee

ClinicOffice has the Pin It! feature that does pretty much the same thing. You will note the Pin It! button is located on the ribbon in the Clinical Notes.

So when you need to minimize the window you press the Pin It! button. Rather than it clogging up your windows space it is stored inside ClinicOffice’s own system. To open it up again simply go to My Pins on the Main menu in ClinicOffice and select the window you have pinned. This opens it straight up in the state you left it in.

To remove the pin simply click the Pin It! button again or under the My Pins menu right click on the window you pinned and select Remove Pin.

The same can be done with most of the editor windows in ClinicOffice. Hope this helps.

[William]

Will the web based ClinicOffice allow remote access of my records if i kept the info on a NAS that allowed internet access?

It will need to be a hosted service for remote web access but we haven’t finalised the details yet.

Can produce this report myself?

If you have a very good knowledge of SQL then perhaps but it would be far easier for our developers to do it.

Is there are a way of recording the total amount as $50 but having 2 (to even 4) different payment methods?

Each one would need to be different payments, one for cash, one for cheque, one for card etc..

How many records could the pro handle and how many could the server handle in a workable, practical manner?

For the number of records you are talking about we would recommended the server edition which can handle millions of records effortlessly.

Fair enough…could i make the report?

Again if you have a very good knowledge of SQL then perhaps but it would be far easier for our developer to do it.

Is a module possible that allows international users – or even just aussies! to enter their phone numbers in the normal way having set a country code (+61), having a default state code (2 in my case) but able to recognise that if the phone number started with a 0, then it would automatically clip the 0 when faxing or SMSing?

We will look into that as a possibility.

Is it possible to have their system work with yours? http://www.exetel.com.au

The amount of work involved in designing, developing and testing integration with other services is massively expensive. So it is not viable unless you wanted to pay the developing costs which will run into thousands of pounds.

Could the system cope with having 4 open in the upcoming “class” module?

No this is a deliberate design in the program and it will not change.

other classes have 8-20 in them so i don’t know what you are going to do there…

The design for this module has not been finalised

I was wondering if you could use the system like Windows does when you click on “send to recipient” it opens up your default email provider

Simply double click on any email address then ClinicOffice will open up the default email provider.

14.Can i get remote access on the pro or server versions on a laptop via the internet?

Yes via remote desktop using Terminal Services

15. Are there any cancellation and DNA reports selectable by dates?

See the appointment list report and enter the relevant search criteria

16. In the “Patient List” Report or Appointment List report, is there a field to toggle for flags and also a field for phone numbers?

There is a flag search option if you go to the patient database or go to the diary and click the Switch to Grid View. Click to open the drop down menu on the search and select Flag Search.

17.if i have to reload everything on the server, will that license still work?

Sorry i am not too sure what you mean. If you wipe your server computer then you will have to re-license our software as no trace would be left.

17.Also, on the pro edition, can i change computers and still keep the 5 lic in play?

Licenses can be transferred but this would require us to give you new activation codes and for you to give us the deactivation codes each time you wish to change the computers. This is not ideal if you wish to do it on a regular basis, so the server edition would be preferable in this case.

18. What is a ‘recall’ – is it a contact reminder like…”i’ll give you a call in 4 weeks to see how you are going?” or is it booking in advance etc?

It can be used as either.

19. Can there be a preferred phone number field (drop down list from the patient record) in the appointments? This is quite handy to just scroll down and call people

Just enter the word ‘(preferred)’ after which ever number is the best one

20. Can your emails send and track read receipts? Even just send them and have the reply sent to the main email address?

No this is not possible.

Hope this helps.

[William]

Any of the above formats mentioned will be fine.

[William]

Thanks for the post. To make the time slots smaller right click on the time ruler, which is on the left hand side of the diary, click Zoom Out. Please note that you can only zoom out so far as the diary still needs sufficient space to display text on an appointment. So if you are finding that nothing is happening when you are clicking Zoom Out then this means that you have hit that limit. Hope this helps.

[William]

Thanks for the post. The latest COv4 Userguide contains a nice section on the Outlook Synchronization.

At the time of writing this message the Outlook Synchronization is on page 151. This may change in the future as the manual is updated after every new update of ClinicOffice v4. Please let us know if this helps.

William

[William]

Hi Steve

Thanks for the post. When you have finished a task rather than marking the task as completed you could just reset the due date and reminder date. This way it would pop up at a later date. Would this be sufficient?

[William]

Hi Lynn

When you export the Patient Records it will only contain the data that is presented on the grid. Session Notes are not visible on the Patient Grid and hence are not exported with the records.

One way to to transfer the Session Notes for a patient is to go into the record open their Clinical Summary and click the Send to Word Processor button. This will send the data to your word processor application. You could then copy & paste this information into the patient’s Clinical Notes on the original database.

Incremental backups are something completely different and are unrelated to transferring data between databases. Hope this answers your question! Regards,

[William]

Thanks for the request. This is a good point and we are already working on improving the layout of the Clinical Summary.

[William]

ClinicOffice v4 already does this when you create a Session Note from the appointment. To do this right click on the appointment and select Enter Session Notes. We would recommend using this method. If you create a Session Note without linking it to an appointment then ClinicOffice cannot pull up the information such as the Appointment Type or Room.

[William]

Thanks for the suggestion. We will work on this. In the meantime you can right click on the notes field and select Stamp Notes.

[William]

Hi Peter

Thanks for the post. We will add this feature to our Wish List.

William

[William]

This is certainly possible and a good idea. We will work on this and put the date/time stamp in each editor for all memo fields.

William

[William]

Hi Maarten

Thanks for the post. In answer to your points:-

1) The date/time stamp is already present in COv4. If you right click when on a text field in the Clinical Notes you will notice the option Stamp Notes.
2) This is a good point and shall be worked on. In the meantime if you click on the icon next to the email address then you can send an email via ClinicOffice (your account details will have to be setup in COv4).
3) Another customer has requested this and we working on it.

Hope this helps.

William

[William]

Hi Jill

Thanks for the post. The ClinicOffice v4 User Guide has a section called “Patient Editor – Documents and Files” on page 98, this explains how to import documents and scan new images into ClinicOffice. You can open the User Guide by going to the Help menu and by pressing the COv4 User Guide button. To read it you have to have a pdf reader such as Adobe or Foxit Reader. Hope this helps.

William

[William]

Hi Mike

Thanks for the post. The feature to view custom fields in the patient grid has been on our wish list for quite some time. You will be happy to know that it is being added in the next build which is 1034. This will shortly be released.

William

[William]

This feature has been added to the wish list.

William

[William]

Hi Peter

Thanks for the post. We have taken note of the problem and will fix it.

William

[William]

Hi Nashilla

You will notice that is information is already provided for you in the Patient Info panel which is present as a tab in the Appointment Diary.

William

[William]

To change the size place your mouse cursor on the blue thin bar which is just below the Navigator Calendar. You will notice the cursor will change in appearance. Now left click and drag down this bar until an additional month is displayed. Do the same to add a third month.

[William]

Hi Simon

Thanks for your post. This can be done with a custom report which we will have to design first. Due to the nature of the report there would be a small fee to create it, but if you join up to the support plan we could do this for free. If you are interested please email us at info@pioneersoftware.co.uk.

William

[William]

Hi Maarten

Thanks for the Bug Report. We have taken note of the Appointment Reminder Letter not functioning correctly. This will be fixed in an update.

To get around the problem temporarily you can generate the Appointment Reminder Letter as a rule in the Contact Center. Also if you open this report from the “Reports and Templates” section of COv4 and perform a merge while inside the report then this will also work.

Hope this is of some assistance.

William

[William]

Thanks for your post. ClinicOffice 2005 treats a Credit Note a bit like a payment. Open up the outstanding invoice and click to enter a new payment. From the Payment screen tick the box that is just under the Payment Amount field “This is an account CREDIT”. Then enter in the amount and you have created your Credit Note.

[William]

Thanks for the question Phil.

Clinic Office XP does have this feature. For what you want you would be better of using the Patient grid itself(This is easier and quicker).

Follow the steps below:-
1)Go to the Patient Grid.
2)Click Show The Grid Settings.
3)Underneath Optional Fields tick the box for Last Appointment.
4)Click Hide The Grid Settings.
5)Now under Common Tasks on the left hand side click Search For A Patient.
6)Toward the bottom of this search window you will notice a row called Add Another Criteria On. Select under the drop down menu, Last Appointment as a criteria.
7)Now click Add Criteria(next to the drop down box). You will notice an additional search field has been added.
8)Under this field select on the drop down menu On or Before. A small window will come up.
9)Select what date you want it from, then click Ok .

This will display all patients who have not had an appointment within the last 6 weeks. If you wish you can print this grid by clicking on Print This Grid under Common Actions.

[William]

Thanks for the feed back Beta 2 should be out either today or tomorrow. A lot of additional work has gone into it.

[William]

Thanks for your suggestions Phil.

COXP is an outdated version of ClinicOffice and was replaced by CO2005 over two years ago, hence there will be no more development on COXP.

We have CO2007 being released shortly and after that, we intend to start work on a web-based module.

As regards your other question, the recurrence facility was enhanced in CO2005 version and already does two week cycles as well as other advanced recurrence patterns. This will also be included in our new CO2007.

Have you considered joining the ClinicOffice Support Plan which will give you a free upgrade to CO2005 for all your computers, plus a free upgrade to CO2007 once it’s released? Please see our website for more details on the Support Plan or for upgrade pricing from COXP.

[Author]

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