What’s New – August

1. New Features

The Release includes the following new features:

  • Patient Profile: Option to associate files with an existing treatment plan  (All Regions);
  • Patient Profile: Option to associate History and Notes with an existing treatment plan (All Regions);
  • Reception: Next visit, multiple reminders (All Regions);
  • Finances, Invoices – Due Date & Reminder Period (All Regions);
  • Finances,Reports – Revenue Breakdown (All Regions);
  • Finances, Invoices -Credit Note (All Regions);
  • Finances, Deposit and Prepayment automatic invoices creation(All Regions except Bulgaria and Italy);
  • Finances, Invoices, Invoices and ESR Mass Print (Switzerland);
  • Finances, Invoices, Invoices, ESR Details added in the invoice (Switzerland)
  • Finances, Invoices: Proforma &Bezahlt invoices (Switzerland)
  • Communication, Address Book, “Versicherer” section moved from Medical Practice, Lists to Address Book (Switzerland)

1.1 Patient Profile: Option to associate files with an existing treatment plan (All Regions)

This functionality gives you the opportunity to associate files with an existing treatment plan through section Patient profile, Communication, Files. This feature utilizes searching for a specific file linked to a treatment plan

Step 1: Upload a new file or edit an existing one.

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Step 2: Select an existing treatment plan from the drop-down list.

 

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The associated files in now available in the Patient Profile, Treatment and Status, Files under the treatment plan it is associated with.

 

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1.2 Patient Profile: Option to associate History and Notes with an existing treatment plan (All Regions)

This functionality gives you the opportunity to associate Notes and History with an existing treatment plan. Also the Notes and History section has replaced the Comments section under each treatment plan where the associated History and Notes are displayed now.

To associate History&Notes with an existing treatment plan just press the “Associate” button and select a treatment plan from the drop-down list.

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You can also mark the note as printable or not. If the note is marked as printable ( by default) it will be displayed in the treatment plan print out.

 

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After the note has been associated with an existing treatment plan it is displayed under the History&Notes section applicable for each treatment plan.

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If you want to include/exclude  the History&Notes section in the Treatment Plan print out ( by default) mark the respective check box.

1.3 Reception: Next visit, multiple reminders (All Regions)

This functionality gives you the opportunity to  mass send Next visit reminders to multiple recipient through Reception.

Mass Sending reminders to multiple recipients through reception can be done just once for the respective day ( a day before the visits have been booked).

If you want to send more reminders, you should do this individually for each patient.

Step 1: Go to reception and click on the “Reminders” button. The button is active when it is highlighted in blue, and not active when it is highlighted in grey.

If the button is active ( blue) there are visits in Reception for the next day.

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Step 2: Select a reminder method: SMS or E-mail

Make sure that that the patients have valid e-mails and telephone numbers.

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Step 3: Send the reminder

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After the reminders have been sent, the patients’ cards in Reception will be marked with a blue envelope.

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All details regarding the Reminders sent can be found in the Communication section.

1.4 Finances,Invoices -Due Date & Reminder Period (All Regions)

This functionality gives you the opportunity to set a due date for the invoices and also periodic ( more than one) reminders for overdue invoices. This feature utilize managing overdue invoices and communication with patients. The maximum number of overdue invoices reminders is limited to up to 5.

The main idea is defining specific reminders’ period/periods  after the invoice due date has passed. All the overdue invoices included in this period will be displayed in the Overdue invoices, Dunning block. After the dunning block period has passed the invoices will be (again) displayed in Overdue invoices, Regular and reminders can be sent.

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The default due date is set to 0 days.

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Step 1: Set overdue invoices reminder from Medical Practice, Settings, Overdue invoices reminder.

This setting can be done only by Administrator.

E.g the first reminder after overdue will be within 3 days. This means that if the invoice due date is 20.07, the invoice will be in the Dunning block section until 23.07 and will not be available for reminders. After 23.07 the invoice will be displayed in the Overdue invoices section, Regular and the reminders can be sent to the patient.

Create an invoice with a due date: 20.07.2015

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It will be displayed in the Dunning block section until 23.07.2015 as the invoice reminder period set is 3 days

 

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You can add up to 5 overdue invoice reminders. The process remains the same.

If the invoice is covered by the overdue invoice reminders it will be displayed in the Dunning block section, when the period passed it will be displayed in the Overdue invoice section, Regular and reminder can be sent.

1.5 Finances, Reports, New report – “Revenue Breakdown” (All Regions)

This new report gives you a detailed revenue breakdown including paid, pending and overdue invoices, and also details regarding uninvoiced procedures.

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1.6 Finances, Invoices – Credit Note (All Regions)

This feature gives you the opportunity to create a credit note for Paid or Partially Paid invoices.

After generating a credit note, an expense is automatically created in the Cash book and in the Expenses sections.

You can create a credit note for the whole invoice’s amount and you can also change that amount, but it should be always less or equal to the invoice amount/partial payment amount.

You can also select and include specific procedures ( part of the invoice).

More than one credit note can be generated for each invoice. The credit note is highlighted with a red border.

Please notice, that once generated, th credit note can not be edited or deleted.

Step 1: Create a credit note

Click on the “Credit note” button in Paid or Partially paid invoice

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Please notice, that if you have a partial payment for 100 GBP the credit note amount should be less or equal to the payment amount. If the credit note’s amount is greater you will receive a notification.

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Step 3: Credit note details

Fill in the Credit note details as shown below.

The Credit note number is automatically generated by PracticeDent and can not be edited or deleted.

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You can also select specific procedures to be included in the Credit note:

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Step 3: Credit note Print out.

Click on the Print button in order to print the credit note

Step 4: Credit note details in the Cash book and the Expenses sections

Credit note details are reflected in the Cashbook and the Expenses sections.

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Step 5: Credit note search

You can search for a specific credit note in All Invoices, Credit note tab.

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Step 6: Credit note details in invoices

Each invoice with a credit note/credit notes include the following details:

  • Creit note amount;
  • Credit note date;
  • Credit note number;

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1.7 Finances, Invoices, Deposit and Prepayment automatic invoices creation(All Regions except Bulgaria and Italy)

This feature automatically creates invoices upon each prepayment and/or deposit.

Add a deposit and/or prepayment.

Example:

Prepayment amount 1500 GBP

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If you generate a final invoice this amount will be discounted from the total amount due.

Please notice that the prepayment/deposit invoice should be marked as paid BEFORE creating a final ( another invoice) in order the prepayment/deposit amount to be discounted from the total amount due.

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The prepayment amount has been discounted from the total invoice amount.

 

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1.8 Finances, Invoices, Invoices and ESR Mass Print (Switzerland)

This functionality gives you the opportunity to print multiple invoices with their ESR details from section Finanzen, Alle Rechnungen.

Press the print button and select whether you want to print the invoices or ESRs.

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Rechnung:  For printing invoices together with their ESR number

 

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ESR: For printing ESRs with their invoice details

 

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1.9 Finances, Invoices, ESR Details added on the invoice print-out (Switzerland)

The ESR included the following invoice details:

  • Clinic’s logo and contact details;
  • Rechnung Nr
  • Behandlung fur
  • Total (mit Rabatt)
  • Erhalten
  • Ausstand

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1.10 Finances, Invoices, ESR number added on the invoice print-out (Switzerland)

When generating an invoice, the ESR number is included in the invoice print out:

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1.11 Finances, Invoices: Proforma & Bezahlt invoices (Switzerland)

A water mark indicating the invoice status has been added on the invoice print-outДобавен е воден знак при отпечатването на всяка фактура в зависимост от нейния статус.

Unpaid invoices are marked as Proforma.

Partially paid invoices are marked as Proforma.

Paid invoices are marked as Bezahlt.

1.13 Communication, Address Book, “Versicherer” section moved from Medical Practice, Lists to Address Book (Switzerland)

The  “Versicherer” list from Praxis, Liste has been now moved to  Kommunikation, Addressbuch.

Details and fields remain unchanged.

2. Enhancements 

The Release includes the following enhancements:

  • Finances, Location change: Uninvoiced procedures, overdue and unpaid invoices (All Regions);
  • Finances, Uninvoiced procedures enhancements (All Regions);
  • Finances, Invoices, Additional search filter (All Regions);
  • Communication, Address Book, New Category “Doctor” (All Regions);
  • Communication, Templates enhancements (All Regions);
  • Access Options – Templates (All Regions);
  • Access Options – Price List (All Regions);
  • Access Options – Planner (All Regions);
  • Artificial Tooth – New Graph (All Regions);

2.1 Finances, Location change: Uninvoiced procedures, overdue and unpaid invoices (All Regions)

The sections Uninvoiced procedures, overdue and unpaid invoices have been moved in the Finances section. The functionalities and the information remains the same.

Total amount and remaining amount details are now available

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2.2 Finances, Uninvoiced procedures enhancements (All Regions)

The following enhancements are now available in the Uninvoiced procedures section

  • Each procedure is displayed on a separate row, regardless of the treatment plan
  • A separate invoice is created per Treatment plan in case of mass invoicing
  • Discount details are now available

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2.3 Finances, Invoices, Additional search filter (All Regions)

This enhancements gives you the opportunity to set a search criteria outside the current month.

The default search period is for the current month

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Searching in two different years is not possible:

 

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2.4 Communication, Address Book, New Category “Doctor” (All Regions)

An additional category “Doctor” has been added in the Address book.

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2.5 Communication, Templates enhancements (All Regions)

The following enhancements are now available

  • Templates type changes

Plain Text: This template can be used in all PracticeDent sections. There are no merge fields available

SMS: Тhis template can be used for sending SMS. Merge fields are available.

Patient form: This template can be used for sending e-mails or printing documents. Merge fields are available.

  • Categories

Categories have been defined in order to be easier to use the templates in the different sections.Дефинирани са категории на шаблона с цел по-лесното им използване.

The categories define the PracticeDent sections that is appropriate to use a certain template. It is possible to use a template from one category ( e.g Finances) in another section (e.g Recalls), but you should be aware of the fact that some of the merge fields will not generate the required information.

Example: You have created a template that belongs to the Financial category and the merge fields include invoice number, due date, amount and etc. You have decided to use this template e.g in the Recall section to send a reminder for a next visit. You can use it, but the information generated by the merge fields will not be useful.

The categories available are as follows:

Financial information: The templates within this category can be used in the Finances section

Recall: The templates within this category can be used in the Recall section

Forms: The templates within this category can be used in the Patient profile, Communication

Mailbox:The templates within this category can be used for sending communication through the Communication section, Mailbox

Reminder: The templates within this category can be used for sending reminders through Calendar/Reception.

  • Merge Fields Categories

The merge field categories have been added for better visibility and usage depending on the template category and purpose.

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  • Patient Document

Each SMS and Patient Form template can be marked as Patient document. This means that the templates marked as patient documents will be available through each patient profile

  • New and existing templates shortcut

You can access all existing templates or create a new one through the Patient profile, Communication

 2.6 Access Options – Price List (All Regions)

Access rights to Medical Practice, Price List are only available for Administrators and Receptionists. Staff members different  than administrators and receptionists do not have access to the Price List section.

2.7 Access Options – Templates (All Regions)

Read and Write rights ( edit)  to Templates are only available to the administrators and the receptionists by default. Staff members different  than administrators and receptionists have only Read Rights.

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 2.8 Access Options – Planner (All Regions)

Now you can set individual access rights to Planner for each staff member. The access to Planner is allowed by default.

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 2.9 Artificial Tooth – New Graph (All Regions)

A new graph is now available.

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This post is also available in: Bulgarian

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