Topics in Smartsoft 1970-01-01T00:00:00Z 1164 410 467 57 0 299 7765604 Online booking into courses in 1 booking 2018-07-20T02:42:30Z 2018-07-18T00:16:18Z Rachel Bruce rachel_bruce Is it possible to set up the online booking gateway/FrontDesk appointments so that when booking into a&nbsp;<b><i></i></b><i><b></b></i><b><i>course</i></b><i></i> (eg 8 week intro to Pilates) clients only need to book into week1 and then they are automatically added to the rest of the course appointments?<br /><br />So patient books week one online then FD automatically books them in to weeks 2 - 7.<br /><br />Thanks question complete 6 4 2 comment 7030280 Default to untick Outstanding Transactions Only 2018-07-19T04:54:46Z 2016-06-16T03:18:38Z Sonia sonia_7779591 Is it possible to have the tick box next to 'Outstanding Transactions Only' in the transaction tab of the patient file to default to being unticked? question complete 9 11 6 comment 7766118 Booking Gateway - Filter by practitioner, multiple sites 2018-07-19T01:34:45Z 2018-07-19T01:34:45Z Ben Kewish ben_kewish Hi Team, we've had a few patients recently complain that when they're trying to book online they have to select location first, then modality, then therapist. They'd like to be able to select a therapist first, then view the locations at which they're available, or select therapist and then "any location".<br />I realise the challenge with this is that therapists in different locations are actually set up as separate practitioners in FrontDesk with separate columns, but I thought this idea had merit and was worth considering in terms of future developments.<br />Thanks for consideration. idea 0 1 2 create 7762375 SMS reminders to multiple numbers 2018-07-18T06:44:31Z 2018-07-11T00:27:07Z Rachel Bruce rachel_bruce Is it possible to send the automated SMS reminders to multiple mobile numbers for the one appt please? (rather than having to remember to send 1 of the numbers the reminder manually).<br /><br />We have a number of clients who need a parent or carer to either attend their appt with them or just physically bring them to the appt. (if they are unable to drive etc)<br /><br />A few have asked if we can send SMS reminders to both of their numbers to assist with their own diary management.<br /><br />If you do not offer this function, would it be something you would consider for future updates please?<br /><br />Thanks idea 4 5 1 comment 7754854 HealthEngine Privacy Breach 2018-07-17T06:50:45Z 2018-06-25T00:57:48Z Sarah sarah_k2ttqsua4xexg Hi there, <br /><br />Some may be aware of the recent news story that Health Engine online booking service has been sharing data with private health insurance companies and lawyers (amongst other questionable things!). <br /><br />We would like to issue a statement assuring our clients that this is not a risk with Front Desk online booking gateway. I can't seem to find your privacy policy/collection statement for the online booking gateway though?<br /><br />Thanks heaps,&nbsp; question complete 7 4 1 comment 7429570 Any plans on Front Desk becoming conformant with Digital Health/My Health Record? 2018-07-17T06:48:12Z 2017-01-25T05:40:30Z Elyssa Hamad Mkali elyssa_hamad_mkali Hi there, <br /> Just wondering what SmartSoft's plans/potential timeframe for becoming My Health / Digital Health record-conformant software is? If any? With non-medical prescribing coming online, increasing adoption by pharmacies, and the complexity of care increasing (as well as increasing volumes of valuable information being included) it would be great to know when we might have access to integration with FrontDesk. <br /><br /> Many thanks! question complete 15 13 5 comment 7765147 Front Desk - Production Upgrades (17 July 2018) 2018-07-17T04:36:21Z 2018-07-17T04:36:21Z Timothy tim_7104970 We are pleased to announce that the following Front Desk upgrades have been given Production designation, meaning they have been thoroughly tested by the Smartsoft development team and have undergone real-world testing as pre-production releases. We encourage all users to upgrade to the versions below at their convenience.&nbsp;If you have already upgraded to the versions below, there is no need to update your software at this time.<br /><br />To download software upgrades, click the link below:<br /><br /><a href="" rel="nofollow" target="_blank"><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1741169/26849-dda9az_inlinepng1531801548" /></a><br /><br /><b>Front Desk® - Practice Management System v18.1.7</b><br />New features include the ability to <a href="" rel="nofollow" target="_blank" title="Link:">send invoices by email</a> in bulk and improvements to <a href="" rel="nofollow" target="_blank" title="Link https//communitysmartsoftcomau/smartsoft/topics/improvements-to-the-billing-process-in-front-desk-18-1-6">the billing process</a>. A full list of changes and improvements in v18.1.7 can be <a href="" rel="nofollow" target="_blank" title="Link https//wwwsmartsoftcomau/docs/changes/18_1_7txt">found here.</a><br /><br />If you are upgrading from version 18.0.0 or earlier, it is important that you familiarise yourself with the <a href="" rel="nofollow" target="_blank" title="Link http//wwwsmartsoftcomau/downloads/FrontDeskAccountingUpdateMarch2018pdf">Front Desk Accounting Update March 2018 document</a> before updating your system.<br /><br /><b>Front Desk® – Web Appointment Book &amp; Insights Dashboard v7.0.5</b><br />The <a href="" rel="nofollow" target="_blank">Web Appointment Book</a> allows users to access the Front Desk Appointment Book inside and outside of the practice using a web browser on desktop and smartphone devices.&nbsp;<br /><br /><a href="" rel="nofollow" target="_blank">Front Desk Insights Dashboard</a> is an advanced reporting tool that allows you to monitor the health of your business using customisable widgets such as graphs, tables and KPIs. This application provides live business intelligence information, offering flexible feedback on day-to-day business operations and is available to Front Desk users at no cost. The Insights Dashboard user guide can be <a href="" rel="nofollow" target="_blank" title="Link http//wwwsmartsoftcomau/docs/FrontDeskInsightsUserGuide10pdf">found here.</a><br /><br />A full list of changes and improvements in v7.0.5 can be <a href="" rel="nofollow" target="_blank" title="Link https//wwwsmartsoftcomau/docs/changes/web_7_0_5txt">found here</a>.<br /><br /><b>Front Desk® – Patient Booking Gateway v6.3.0</b><br />This version includes an improved appointment selection process that allows a patient to view next available appointments on their preferred date. We’ve also added the option to display a link to your practice privacy policy.<br /><br /><img src="" title="Image:" /><br /><br />A full list of changes and improvements in v6.3.0 can be <a href="" rel="nofollow" target="_blank" title="Link https//wwwsmartsoftcomau/docs/changes/gateway_6_3_0txt">found here.</a> update 0 2 2 create 7765099 No CCV section on Credit Card information on Invoices/Statements 2018-07-17T04:32:09Z 2018-07-17T02:09:58Z Justin Tate justin_tate I've noticed lately that if someone pays for their invoice over the phone after their appointment rather than on the day with their credit card in person, when entering their credit card details into our NAB EFTPOS/HICAPS machine, the machine is now requiring their CCV number from their&nbsp;credit card where they didn't use to require it.&nbsp; On the invoices/statements that we give to patients, there is no where to put their CCV number in the Credit Card information section on the Invoices/Statements. So when they've faxed the invoice with their credit card details to us to pay, we have to ring them up to get the CCV number before we can process the payment.&nbsp; Can you please fix this so that there is a spot on invoices/statements to put the CCV number when paying by credit card. question complete 2 2 2 comment 7730039 Introducing Front Desk Insights 2018-07-16T06:41:03Z 2018-05-03T07:16:31Z Timothy tim_7104970 We are excited to announce Front Desk Insights, a new reporting dashboard that allows users to create customisable widgets and present their practice management data as graphs, tables and KPI metrics. This online application is available to Front Desk users at no cost and provides live business intelligence, offering clear and flexible feedback on day-to-day business operations.<br /><br />Front Desk Insights will be released tomorrow along with new versions of Front Desk and the Web Appointment Book.&nbsp;<br /><br /><img src="" title="Image:" /> article 9 7 5 comment 7763488 Confirming Appointments by SMS 2018-07-13T05:06:25Z 2018-07-13T05:06:25Z Steven steven_7107276 Front Desk makes it easy to automatically change appointment statuses when clients respond to SMS appointment reminders. For Front Desk users that require a <i>Yes</i> reply to an SMS appointment reminder to confirm an appointment, this is a great tool that can be used to automatically change the appointment status to <i>Confirmed</i>. If your preference is not to request a confirmation for appointments, you may consider this for new&nbsp;patient, extended or long appointments when a no-show can have an impact on a practitioner’s work efficiency.&nbsp;<br /><br />To set this up, make sure you have a <i>Confirmed</i> appointment status in your system. To do this, go to<b> System Information &gt; Statuses</b> and create a <i>Confirmed</i> appointment status if needed.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740549/14896-1l6nnyt_inlinepng1531458028" /><br /><br />To enable Front Desk to automatically change an appointment status when receiving an SMS reply, go to <b>System &gt; Standard SMS Replies</b>.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740550/1165-13q2lb_inlinepng1531458090" /><br /><br />Create a Standard SMS Reply by clicking <b>Add</b> and then set up what reply Front Desk should be expecting e.g. <i>Yes</i> and what you would like the Appointment Status to be changed to <i>Confirmed</i>.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740551/26861-xx84xx_inlinepng1531458135" /><br /><br />Edit your SMS Appointment Reminder template to include instructions for your patient when replying by going to <b>System &gt; Standard Message &gt; Standard SMS</b>.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740552/14896-33x5qq_inlinepng1531458168" /><br /><br />Best practice is to have an alternative to the client replying <i>Yes</i>, however, you don’t want a patient to take the easy option to cancel by SMS. We suggest that you make the alternative option rescheduling by calling the practice, as per the example below.&nbsp;<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740553/14896-np9jb7_inlinepng1531458255" /><br /><br />When a patient replies <i>Yes</i> their appointment status will now automatically turn to <i>Confirmed</i> and you will see the appointment status colour (on the left of the appointment) change in your appointment book.<br /><br />Status: Patient Not Confirmed<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740554/12411-oztxnz_inlinepng1531458295" /><br />Status: Confirmed<br /><br /><img src="" /><br /><br />By default, Front Desk has an appointment status labelled <i>Patient Not Arrived</i>. You may consider changing this to <i>Patient Not Confirmed</i> when requesting appointment confirmations. article 0 1 1 create 7762991 Emailing invoices using Front Desk 2018-07-13T02:39:11Z 2018-07-12T06:12:03Z Joshua joshua_7107288 With the higher cost of postage, emailing invoices through Front Desk is a straightforward way to reduce expenses and reduce time spent handling paper invoices.<br /><br />In this article, we will cover the following:<br />•&nbsp;&nbsp;&nbsp; Configuring email settings<br />•&nbsp;&nbsp;&nbsp; Creating email templates<br />•&nbsp;&nbsp;&nbsp; Configuring the biller email address<br />•&nbsp;&nbsp;&nbsp; Sending invoices from the patient file<br />•&nbsp;&nbsp;&nbsp; Sending invoices in bulk<br /><br /><b><u>Configuring Email Settings</u></b><br /><br />To use the <b>Email </b>features of Front Desk, confirm that your email settings are correctly configured in File &gt; System Information &gt; Email.&nbsp; <br /><br />&nbsp;<img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740356/7259-1fkw893_inlinepng1531375008" /><br /><br />If you specifically wish to send invoices through your business email system set the <b>MAPI </b>or <b>SMTP </b>options. If you have issues sending emails in bulk through your email provider, use the <b>Smartsoft Email Gateway</b> options.<br /><br />When using the <b>Smartsoft Email Gateway</b> it is important to set the <b>Sender Name</b>, the name used as the sender of your emails, and the <b>Reply Email</b> address to be able to receive any replies to your emails. Note that the email will come from <a href="" rel="nofollow"></a>, however the <b>Sender Name</b> and <b>Reply Email</b> will be as specified.<br /><br /><img src="" /><br /><br /><br /><b><u>Creating Email Templates</u></b><br /><br />With your email configured the next step is to create default <b>Email Templates</b> that will be used when sending invoices.<br /><br />Go to <b>System</b> &gt; <b>Standard Messages</b> &gt; <b>Standard Emails</b><br /><br />We suggest creating a separate template for <b>Invoices</b>, <b>Receipts</b> and <b>Statements</b>.<br /><br />&nbsp;<img src="" /><br /><br />Once these templates have been created, you can set default templates for Receipts, Invoices and Statements in <b>System Information</b> &gt;<b> Inv</b><b>oice</b> /<b> Statement Defaults</b>. This will save time and effort by automatically selecting the appropriate email template.<br /><br />&nbsp;<img src="" /><br /><br />If required, email templates can be overridden per practitioner on the practitioner file. <br /><br /><b><u>Configuring the biller email address</u></b><br /><br />To send invoices by email, the Statement/Invoice Preference on the Billing Details tab of the Patient file should be set to Email. Note that the Statement/Invoice Preference can be set per billing account. <br /><br />Front Desk will default to sending invoices to the email address listed on the General tab of the Patient File. However, if the <b>Billing Account</b> includes a third-party email address this will be used instead:<br /><br />&nbsp;<img src="" /><br /><br /><b><u>Sending Invoices from the Patient File</u></b><br /><br />There are multiple ways to email invoices from the patient file.<br /><br />Firstly, invoices can be emailed directly from the <b>Receipt</b> or <b>Bill </b>windows. As seen below, the ‘Invoice Template’ has been selected automatically for outstanding items, while the ‘Receipt Template’ has been selected when all items are fully paid. <br /><br />&nbsp;<img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740361/24389-10ezphu_inlinejpg1531375185" /><br /><br />Users can either <b>Send now using template</b> or <b>Edit before sending</b> if the email needs further customisation. <br /><br />For invoices that have previously been billed, email options are available when using the <b>Reprint</b> function on the <b>Transactions</b> tab.&nbsp; <br /><br />&nbsp;<img src="" /><br />&nbsp;<br /><br />After clicking the <b>Reprint</b> button, the easiest method is to select <b>All Outstanding Invoices</b> combined with the <b>Un-issued Invoices Only</b> option, as below:<br /><br />&nbsp;<img src="" /><br /><br />Clicking <b>Email </b>with this selection will email all invoices that have not previously been issued. An invoice is considered issued once it has been printed, emailed or exported to PDF.<br /><br />By scrolling across the <b>Transactions</b> window you can determine which invoices have already been issued. <br /><br />&nbsp;<img src="" /><br /><br /><br /><b><u>Sending Invoices in Bulk</u></b><br /><br />To send invoices and statements in bulk, go to <b>Reports</b> &gt; <b>Invoices </b>/<b> Statements</b>.<br /><br />&nbsp;<img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740365/24389-whdidc_inlinepng1531375276" /><br /><br />The options available are similar to the <b>Reprint </b>window, with the easiest selection being <b>All Outstanding Invoices</b> combined with <b>Un-issued invoices Only</b>.<br /><br />Once your selection has been made, click <b>Invoices</b>. This will display a window listing the invoices to be processed:<br /><br />&nbsp;<img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740366/24389-1l868ep_inlinejpg1531375302" /><br /><br />Click the <b>Email </b>button to process all the accounts marked with the ‘Email’ action.&nbsp; This will automatically send these invoices via email using the assigned template. <br /><br />Note: The ‘Action’ represents the patient’s preferred method of receiving invoices and statements, which can be either printed, emailed or both. This can be set for ALL patients by clicking the <b>Defaults</b> tab, otherwise it can be set per patient under <b>Billing Details</b>. article 2 3 1 comment 7763054 Automated Nightly Backups 2018-07-13T00:17:03Z 2018-07-12T10:17:05Z Joel joel_92syn8trhuz4m I have set up automated backups using sqlcmd and Task Scheduler running a stored proc as per the instructions from the Microsoft site for an SQL Express database. Works fine. File size is almost to the byte of the official Front Desk backup. I just want to confirm though that there is nothing special about the Front Desk backups - i.e. can I just restore an SQL Server .bak file which is a backup of the FRONT_DESK database?<br /><br />Secondly, the database is now over 5GB and we have a 10GB limit on Express 2012 databases so what options are available if that limit is hit? I assume you would recommend purchasing a version of SQL Server with sufficient CALs/cores licensed etc - obviously that is not cheap. What about hosting the database in Azure? The cost of an Azure SQL Database (with limits in hundreds of GB) is a lot less. Obviously latency issues if client running from workstations in the office, but we could run a test and see if its acceptable with NBN. Perhaps could have another Azure instance for the purpose of remote desktop to and the client Front Desk itself also is run from Azure but then have issues with payment system getting access ... well it could actually access it fine if manage the firewall ... anyhow only thinking out loud - have you anything to suggest for if start getting close to the limit? question complete 1 5 2 comment 7761391 Clinical notes via web plus? 2018-07-12T02:43:30Z 2018-07-09T05:42:45Z Catherine Crestani catherine_crestani Is there a way to write clinical notes when you are not on a computer and using the web based version? We are a mobile clinic and it would be great if you could do this in the session out on the road. question complete 3 7 6 comment 7762343 warnings in web appointment book 2018-07-11T02:27:40Z 2018-07-10T23:01:50Z Roy roy_5xw1m8t8dw259 Please could we have some level of warning come up when making an appt in web appt book as this may impact the type of appt the person books and the time needed to allocate. question complete 1 2 1 comment 7762381 Archived appt types still showing 2018-07-11T01:53:00Z 2018-07-11T00:54:13Z Rachel Bruce rachel_bruce We have various appt types in the "System Information - Appointment Book - Appointment Types" which have been archived&nbsp;<i>however</i> when running some reports such as the Patient List report, if we are trying to refine the report to only select specific appt types, the archived ones are still available to choose from which&nbsp; makes the list very long and somewhat confusing.<br /><br />Is it possible to remove the archived appt types from this list please?<br /><br />Also, it would be great if lists such as these would display the same way across the entirity of Front Desk at the moment, I find some things are alphabetised (which I LOVE) but other list in the order that they have been entered in which is less efficient to search as there is no rhyme or reason to the list order.<br /><br />Thanks, question 2 2 2 comment