NS - Knowledgebase

OfficePro enables your practice to send emails such as forms, reminders, and teasers to your patients. To effectively configure this feature, you need to set up your company's email server.

Setting Up Your Email Server

Access Email Settings:

• Go to Admin in the main navigation.
• Select General Settings.
• Navigate to the Documents & Email tab.

Enter Email Server Information:

• SMTP Server: Enter the outgoing mail server. Free email services like Gmail, Yahoo, and AOL may not work due to relaying restrictions. Use your website's domain email (e.g., smtp.sitename.com).
• Email Account: Input the email address you’ll use to send emails.
• Email Name: Specify the name or email address you want to appear in the "From" area of the email.
• My SMTP Server Requires Authentication: Check this box (most mail servers require it).
• User Name: Enter your email account username.
• Password: Input your email account password.

Test Your Email Settings:

• Click Test Email.
• If successful, you’ll see a popup stating, “Your email settings are working correctly.”
• If you see an error message, review your entries for accuracy and retest. If issues persist, contact Support@NaturaeSoft.com.

HIPAA Privacy Statement

• The HIPAA privacy statement will automatically be included at the bottom of all outgoing emails. You can use the default statement or customize it according to your practice’s HIPAA compliance manual. This section is also a good place to outline your cancellation or no-show policies.

Using Gmail with OfficePro

If you're using Gmail, follow these settings:

• SMTP Server: smtp.gmail.com
• Use SSL: True
• Use Authentication: True
• Server Port: 465
• User Name: Your full Gmail address (or Google Apps for Business email account).
• Password: Your Gmail password.

Additional Gmail Security Settings

If you're having trouble connecting your Gmail account, ensure your password and other account details are correct. You may need to complete one of the following steps:

Allow Less Secure Apps:

• Enable access to less secure apps in Gmail. Follow this Google support article for guidance.

Create an Application-Specific Password:

• For added security, use an application-specific password. Review this Google support article or set one up directly here.

By following these steps, you can successfully manage your email settings within OfficePro, ensuring effective communication with your patients while adhering to HIPAA regulations. If you encounter any issues, please reach out to NaturaeSoft support for assistance.

Create Holidays

1. Mouse over Admin, click on “General Settings”
2. Select the “Schedule” tab
3. Click the   button in the Clinic Holidays area; this will open the “Add Clinic Holiday” screen
4. Input Holiday name
5. Enter the specific date or choose Multiday holiday- and enter the start date and end date
6. Set whether it is clinic-wide or provider-specific holiday
7. Check the Active box if you want to make the holiday active and the Annual box if it occurs on the same day every year
8. Click the “Add Holiday” button to save the holiday.

Add a Room or Resource

1. Mouse over Admin, click on “General Settings”
2. Select the “Schedule” tab
3. Click the   button in the Clinic Rooms & Resources area; this will open the “Add Clinic Resource” screen
4. Fill out the Name, Type, Description, Color, and Sort Order for the room or resource
5. Click “Add Resource Button” to save the resource changes.

Edit or delete a Room or Resource

1. Mouse over Admin, click on “General Settings”
2. Select the “Schedule” tab
3. Click the (edit) in the Clinic Rooms & Resources area; this will open the “Edit Clinic Resource” screen
4. Make any changes
5. Click “Edit Resource Button”
6. Or to Delete a Room or Resource, click the (delete)

Provider Administration

Providers (health care professionals) are the core of OfficePro, with the scheduling and reporting systems built around them.

Editing Provider Settings

To get started, you’ll need to configure the settings for each scheduled provider at your clinic. Your OfficePro account includes a limited number of providers based on your service agreement. If you need to add more providers, please contact your NaturaeSoft Customer Service Coordinator.

• To edit a provider's information, click the (edit) button next to the provider's name.
• In the Edit Provider window, update the provider’s information in the relevant fields.

Setting Provider Schedules

You can set a provider’s weekly schedule in the Schedule tab within the Edit Provider window. Changes are automatically saved in the background, and you’ll see a status update at the bottom of the tab when the save is complete.

After editing the provider's details, you can set the provider’s daily schedule by clicking the button next to their name. This will open a window where you can adjust their regular daily availability.

• Unavailable times will be shown in grey on the schedule.
• To block off a day entirely, select "Out" for both In and Out Times. Although scheduling during these times is still possible, it’s useful for communicating the provider’s availability to front desk staff.

Provider Account Management

To add another provider, go to the Practice Tab under Admin > General Settings. Click the Add Provider button. You can add as many active providers as your account allows. If you need more providers than your current limit, contact your NaturaeSoft Customer Service Coordinator.

Managing Providers

Once a provider has been added and visits are scheduled, all visit data is linked to that provider’s account. If a provider leaves your practice, do not delete their account, as it will erase their visit history. Instead, OfficePro allows you to deactivate providers while retaining their records.

• Only active providers will be available in the system. Deactivated providers won’t appear in the schedule, but their visit history remains intact.

Deactivating a Provider

To deactivate a provider, click the button next to their name and confirm the action. The system will refresh, and the checkmark next to the provider's name will indicate that they are deactivated.

Reactivating a Provider

To reactivate a deactivated provider, click the button next to their name. Confirm the action. Note: If you’ve reached the limit of active providers, you will need to contact your NaturaeSoft Customer Service Coordinator to activate additional providers. 

User accounts allow access to your system. You will want to set up a user account for each of the staff members whom you wish to have access. You are allowed as many users as you like to assist you in the management of your practice. Each user can have personalized access to the features you choose. A User account is automatically created for the new provider when you are added to the service.

Add User Accounts

When adding or editing User Accounts, you can decide what information you allow each user to access. Please review each of these functions carefully to protect your information.

At the top of the Security tab is a field marked User Access. If you check the box marked Administrator a user will have access to all areas of OfficePro. If you want to limit the user’s access to certain areas of OfficePro, this box should remain unchecked. The following list explains each access area.

Change your Password

1. Open the Edit User screen by clicking the   button to the right of the user’s name that you want to edit
2. On the User tab, Enter your new Password
3. The strength field will tell you the security strength of your password as you enter it. NaturaeSoft recommends using a password of a rating Strong or better
4. Click “Edit User” to save the user settings.

All general settings for your OfficePro services can be administered from the Admin > General Settings menu option. This takes you to the General Administrative Settings page where you will have access to configuring all facets of the setup of your service. Only users with designated Administrative rights will be able to access the general settings page. Users with access to the settings can change a wide array of critical settings and this access level should only be given to those that you trust with the management of the service.

On the General Settings page there are several tabs that give access to each facet of the services settings.

They include:

• Practice Settings
  • Practice Information
  • Providers
  • Users
• Schedule Settings
  • Visit Types
  • Rooms & Resources
  • Holidays
• Email
  • SMTP Server Settings
  • Email Blurbs
  • HIPAA Privacy Statement
• Documents
  • Document Types
• AR - Accounts Receivable
  • Settings
  • Sales Tax
• Add-Ons
  • Fortis Integration
  • CardConnect
  • FullScript
  • Dymo
• Export

The OfficePro service includes a configuration walk-through that shows you how to get your service set up and ready for use in your practice. 

The Configuration Wizard

OfficePro 11.0 comes equipped with a configuration wizard to help you get your system configured faster than ever. The configuration wizard is accessible on the footer of your service from the grey gear cog icon. When you mouse over this icon the configuration progress window will pop up showing you the steps to completion of your services configuration.

When you click on the configuration steps the configuration window pops up giving you access to manage and complete the configuration steps right from the window.

The configuration window is also accessible by clicking the configuration details link at the bottom of the configuration progress bar.

The Configuration Window

The configuration window welcomes you to NaturaeSoft and provides details on the configuration of your service. 

Each section of the configuration wizard orients you and gives access to the settings for your practice. Please walk through and complete as many of these steps as possible before beginning to use your OfficePro service. These steps covered in the configuration wizard are congruent to the steps outlined in the next section of the manual. Each will be covered in detail but from outside of the context of the wizard itself.

To access the configuration wizard click on the grey gear icon on the bottom of the service and then choose configuration details. 

Configuration Outline

1. Review your Practice Information 
   You can manage your basic practice details including your address and phone number, etc.. from the practice tab of the Admin > General Settings page. Make sure that your practice information is complete. 
   Your practice information is used in all facets of the service. For proper operation, make sure your practice has an email, a tax ID, and an NPI. To edit your practice information click here. When you are done with this step please mark it as complete.
2. Review your Providers
   Each provider in your service will need to be properly configured. You can edit each provider's base information and their starting schedule from the provider's area of the Admin > General Settings page on the Practice tab.
3. Review your Users
   Only specified users will have access to the service. Each user can be assigned access to each specific area of the service. User passwords are evaluated for strength. When adding new users or updating existing users passwords you can use the default password of 'OfficePro' to allow the service to prompt the user to reset their password on the next login. 
   You can manage the users for your service from the Admin > General Settings page on the Practice tab.
4. Set up your Configure
   To configure your schedule you will need can manage Visit Types, Holidays and some general settings.
   • Visit Types - Visit types are used to color code your schedule and can be created to represent each of the general services that you offer in your practice. Visit types are reflective of the whole of the visit and the specific services that are added to the visit will be able to varied. Visit Type is not linked to services on visits in any way.
   • Holidays - Scheduling holidays allows you to create times that you will be marked out of the office. You can set up as many single and multiday holidays as required and they can be for any one provider or the whole of the clinic. Here is the list of holidays currently included in your service. You can add a holiday with the green icon on the top right of the list.
5. Set up your Contacts
   Contacts in OfficePro refers to each of the Companies and Persons that your business works with that are not patients or prospects. Contacts can be categorized into Referrals, Vendors, Distributors, Insurance, and Business Contacts. You can use the following links to Add contacts or review the contacts list.
6. Set up your Products
   Setting up products in OfficePro can be a daunting task, but we have some tools that can help you speed up the process.
7. Set up your Services
   Services are the actual service charges that you will charge to your patients. Services can include CPT code for use with insurance billing and they can be set up at your discretion to allow you complete control of your practice's charges. You are also able to create service groups that will allow you to bring multiple services into your patient's encounters at one time, speeding up your processing significantly. You can manage your services list by clicking on the Services Admin link on the Admin Menu. Only certain user types have access to manage services.
8. Review your Diagnosis Code List
   Your OfficePro service was set up with a simple list of basic ICD-9 codes that will help you get started quickly. But you can easily add new codes to the service from the Admin > Diagnosis Admin menu.
9. Set up your Patients
   In order to use the system you will need patients. You can easily add patients to the system from the add menu from the Add Visit form, or every patient search box. When searching for a patient if no name exists that matches your search criteria you will be offered the ability to add a new patient.
10. Set up your Sales Tax
    To set up your sales tax, create a new "Sales Tax" for each tax jurisdiction that you are subject to and enter its specific tax rate.
    Then create a "Tax Group" for every different way that combinations of tax jurisdictions can be applied to an encounter or invoice.
    • Once a group has been created Sales Taxes can bee added to it. The Tax group will reflect the total of all tax rates that are included in it.

Welcome to NaturaeSoft

Your solution for success! The OfficePro suite gives your practice the benefits of increased efficiency, an enhanced professional image, and an integration of all of the major systems inherent to successful practices. We are excited to be able to support the success of your practice! Thank you for choosing NaturaeSoft!

Getting Started

To begin taking advantage of this powerful tool you will need to configure the system to match the specifics of how you practice. Use the following configuration outline to help you get your service set up. Once these steps are complete you can feel comfortable starting to use your service as your system will be configured to meet the specific needs of your unique practice.

Configuration Training

NaturaeSoft offers new customers a one-time configuration training that will help you to get your practice set up. We walk you through all facets of the Admin > General Settings page and help you get oriented to adding and managing, products, services, and diagnosis codes. This training can be scheduled by contacting Support @ NaturaeSoft.com and suggesting a couple of times during the week that would work well for your team. Once this meeting is scheduled we will send you a link with information about accessing the training session at the predesignated time.

Accessing your Service

Your NaturaeSoft services are accessible from any computer anywhere on the Internet. That’s right! Macs and PCs can use our system and even UNIX-based workstations. All that you need is an Internet browser and an authorized account with our servers. OfficePro is a hosted service provided by NaturaeSoft. As a hosted service you do not need to maintain expensive hardware internally to access and manage your practice software.

To set up a workstation with your OfficePro service, open your browser and go to: https://secure.natuaresoft.com.

NaturaeSoft services are accessible through your Internet browser (Chrome, Safari, etc.). To log into your account, open your browser (Chrome or Safari are recommended) and go to: https://secure.naturaesoft.com or our alternative version accessed at https://officepro.naturaesoft.com. 

Login to your practice account

When you first access OfficePro, you will be asked to log in with your Practice Name and Practice Pass. The Practice Name and Practice Pass were sent with your welcome email from your NaturaeSoft account representative. (Your Practice Pass is often “Dr” and your last name with no spaces). The Practice is of course the name of your practice. Since spelling and grammar matter in these fields, it is best that you reference the exact practice and practice pass sent to you in your welcome email. Once you have successfully logged on to the service your Practice Name and Practice Pass will be saved locally and you will only need your username and user password when logging in from this same device. 

While your practice pass should be kept fairly secure it will be given out to anyone who needs to access the system so keep it easy to remember and make sure it has nothing in common with your User Password for access to the system.

Note: You can access your service from multiple workstations with multiple users simultaneously. 

Login with User Name and Password

If this is your first time logging in as a system administrator you can use the username Admin and the password OfficePro to log in and set up other user accounts. If you are a provider and your account was preset by NaturaeSoft your user name will likely be your first initial and last name (e.g. Sam Smith → SSmith). The default password for all accounts at the onset is “OfficePro”. When you log in with the password of “OfficePro” the service will prompt you to update your password information. For your security please choose a strong and secure password.  If you want o change your password you can do so from the “Account” link off of the user bar at the top of every page.

Once logged in you will see “your name” or “Admin” in the Admin bar in the color for your user account. Click on the “Account” button to change your password easily from here. Passwords are case-sensitive.

All OfficePro customers are given the same Admin username and password, so please change the password for the Admin user to secure your account.

Want to watch a tutorial on this. Click here for our Academy video tutorial on "Logging into OfficePro for the first time"

1. NaturaeSoft Support FAQ
   https://support.NaturaeSoft.com/FAQ/ 
   Check out the Support Frequently Asked Questions page for quick answers to the most common issues we hear about. 
    
2. NaturaeSoft Support Knowledge Base
   https://support.NaturaeSoft.com/KB/ 
   Access the NaturaeSoft Knowledge Base for information on common activities and troubleshooting. This knowledge base contains
   updates for known issues, frequently asked questions, training on the use of each module, and troubleshooting tips and tricks. 
    
3. Feature Development Requests Board
   https://support.NaturaeSoft.com/FeatureRequests
   The Feature Development Request Board lets users make suggestions and requests for new features and enhancements. We hold
   no guarantee to the development of all the features in this discussion group but we would love to hear how the system can better serve you! 
    
4. NaturaeSoft Academy 
   https://support.NaturaeSoft.com/Academy 
   The NaturaeSoft academy is our learning site, with tutorials on common activities in OfficePro. 
   Support Ticket Service Support@NaturaeSoft.com 
    
5. Chat with Support
   To get simple questions answered quickly throughout the day you can use the Chat with Support feature by clicking the chat icon located in the bottom right corner of most OfficePro service pages. 
    
6. Support Tickets
   If you still can't find the answers you need, Please create a Support Ticket through the OfficePro website Portal and one of our agents will be able to assist you.  Support Tickets may lead to a charge on your account. SupportPro Users
   Log in to https://Support.NaturaeSoft.com/Tickets/Add
    
7. Training Sessions & Support Meetings
   https://Calendly.com/DrMeager 
   Schedule an online training session for you or your staff. SupportPro customers can schedule a free 15-minute meeting with support at their convenience.  (ProTip: If you are a SupportPro customer then you can schedule free 15 minute meetings with support as needed*) * See the support pro terms for details. 

We hope this guide helps comfort you and directs you to the proper resources with our support services if you experience an issue with the service in the future. 

NaturaeSoft Support Options and Escalation Guide

At NaturaeSoft, we offer multiple support channels to ensure your issues are resolved efficiently. This guide outlines our support process and the escalation procedure in case of emergencies or unresolved issues.

1. Knowledge Base (KB)

Before contacting support, please review our Knowledge Base for known issues, FAQs, and common solutions experienced by our customers.

• Access: [Link to Knowledge Base]
• Topics Covered:
  • Installation and setup guides
  • Troubleshooting common issues
  • Answers to frequently asked questions

If you cannot find a solution in the KB, proceed to the next step.

2. Submitting a Support Ticket

If the Knowledge Base does not address your issue, you can create a support ticket through the following methods:

Via the Support Portal:

1. Log in to support.NaturaeSoft.com.
2. Click on the Tickets Tab and then the Blue Start Ticket Button.
3. You can also view an overview of all previously submitted tickets for easy tracking.

Via Email:

If your email is registered with NaturaeSoft:

1. Send your issue details to Support@NaturaeSoft.com.
2. For follow-up on an existing ticket, reply to the response email that includes your ticket number and issue description to ensure quick and effective communication.

3. Live Chat Support

Our live support chat is available for real-time troubleshooting and immediate assistance.

• Availability: Monday to Friday, 9 AM - 6 PM (Time Zone)
• Access Chat: [Link to Chat]

4. Online Support Meetings

For more complex issues, schedule an online support meeting with our technical team.

• Booking Link: https://www.Calendly.com/DrMeager
• Availability: Monday to Friday, 10 AM - 5 PM (Time Zone)
• Expectations: Direct discussion of your issue with a technical expert for deeper troubleshooting.

5. Emergency Escalation

If you experience a system-down emergency, please use the following escalation procedure:

1. Text Us: Text (541) 402-5100. If we do not respond immediately, it is likely because we are actively troubleshooting an ongoing issue.
2. Check the News Feed: Stay updated on system-wide notifications and updates by reviewing the NaturaeSoft support portal news feed for any emergency alerts or resolution progress.

6. Final Escalation Procedure

If your issue remains unresolved after following the steps above, or you haven't received a response within 48 hours, you can escalate the case:

Escalation Trigger:

• More than 48 hours without a response.
• Unresolved issues despite troubleshooting.

Escalation Process:

• Email Support@NaturaeSoft.com with the following details:
  • Ticket number(s)
  • Description of the issue
  • Steps already taken
  • Preferred contact method and availability

Resolution Timeline:

• A senior support team member will review your case and respond within 24 hours.
• If necessary, your issue will be escalated to the development or product teams for further investigation.

We hope this updated guide helps you navigate our support services and provides clear escalation steps in case of emergencies or unresolved issues.

To access your OfficePro account. Please log in under https://secure.naturaesoft.com. 

We also have an additional version of OfficePro available at https://OfficePro.NaturaeSoft.com

Each of our services has multiple access points so that you and your staff can access several instances of our software within the same facility. 

Version 1: Secure 

• https://Secure.NaturaeSoft.com
• https://Secure1.NaturaeSoft.com
• https://Secure1.NaturaeSoft.com
• https://NSSecure.NaturaeSoft.com

Version 2: OfficePro

• https://OfficePro.NaturaeSoft.com
• https://NSOfficePro.NaturaeSoft.com
• https://OPro.NaturaeSoft.com

Beta Version: for testing of new features

• https://Beta.NaturaeSoft.com

* The beta version is accessible to all customers, please let NaturaeSoft know of any issues you experience in the beta version of the service. We always work on new features and would appreciate your input and assistance. 

Problem: 

You want to send an email to all of your patients but can't find how to do this in OfficePro. 

Background:

The OfficePro suite is designed for practice management and not really marketing. So all emails that OfficePro sends to your patients are patient-specific. There is no function for sending an email to all of your patients.  But of course, you can still send emails to your patients using your email client or marketing service such as Constant Contact. OfficePro can provide you with a list of email addresses of your patients for sending.  

Solution:

Option 1

To access a list of email addresses in OfficePro you can do one of the following. On the OfficePro Admin Home page on the left hand column. You will see an email box. If you click on the bar, the following email options will appear: 

If you click the view Email List option from the email menu you will get a list of all of your patient's email addresses. 

You can then click the Email All Patients link at the top right. If you do not have very many addresses the link will trigger your browser to open the default mail client with the email addresses already populated into the BCC field of the email draft. 

If you have a large number of emails on file then the system will prompt you with a selection box you can use to copy and paste all of the emails on file into the BCC box of a new email in your email client. 

Option 2

You can also use the Export Patient function to export a CSV of all of your patients. Then simply filter the CSV using your favorite spreadsheet software (excel, numbers, sheets, etc...). This way you can come up with a targeted list for your email. 

For more on exporting the patient list see the following tutorial about the Add Ons, Export, and Logs tabs of the Admin General settings page. http://www.naturaesoft.com/configuration.html#AddOns  

NOTE: Always use the BCC box otherwise your patient's email addresses will be shared with the other recipients of the email. Ignoring this could lead to a HIPAA violation, so be very careful about emailing your patients. 

OfficePro allows you to complete all your end-of-day tasks with ease, including creating and posting deposits, generating daily reports, and reviewing visits for missing transactions. Follow these steps to make sure everything is in order before closing out your day.

Accessing Close-of-Day Functions

To begin, click Home from the top menu on any page. The Home view provides quick access to essential financial and scheduling functions.

Creating a Deposit

OfficePro makes it easy to create a deposit from payments received throughout the day:

• Create a Deposit Alert: If you have pending payments, an alert will appear on your Home screen. Click it to begin.
• Financials Box: Alternatively, click Create a Deposit within the Financials box.

The Create Deposit window will display a list of all payments received since your last deposit. By default, all transactions will be included, but you can customize your deposit by selecting specific payments, such as separating cash and checks.

Once your selections are made, click Create Deposit at the bottom of the list to generate a formatted, printable deposit slip. Each payment you include will no longer appear for future deposits, making it easy to create separate deposits for different payment types.

End-of-Day Report

The End of Day Report gives you a detailed summary of the day’s activities, including visits, payments, claims, and deposits. To view the report, click End of Day Report in the Financials box.

At the top of the report, you’ll see a summary of the day’s visits and financial transactions, including:

• Total visits, charges, and payments
• Changes to your Accounts Receivable (AR) balance

Below the summary, the report breaks down the day’s details:

• A visit list (select Detail, Standard, or Summary view)
• Claims created for the day’s services
• Payments and discounts posted, with both individual transactions and daily totals
• A list of deposits and purchase orders that can be reconciled against your bank account

Reviewing the Day’s Visits

Before the day’s transactions lock at midnight, it’s crucial to review visits for missing or incorrect transactions. This allows you to make any necessary corrections before the day’s records are locked.

There are two ways to review visits from the Home screen:

Visit List: Access a chronological schedule view by clicking Visit List in the Scheduling box. Payments and charges associated with each visit will appear next to the Encounter, Billing, and charting icons.

• PAID: If a visit has been paid in full.
• DUE: If partial or no payment has been made.
• Billing Icon: If a claim has been created, the billing icon will show the document available, and the amount due on the claim will be displayed.
• No Transactions: If no charges or payments have been made, the transaction area will be blank.

End of Day Report: For a quick overview of transactions, use the Standard level of detail to view each visit’s charges, allocations, and balances. Visits with zero charges will stand out, making it easy to identify those needing attention.

Final Review Before Closing

Performing a quick review at the end of the day ensures all transactions are correct and complete. This way, you can make any needed corrections before the day’s data is locked and uneditable (except by an Administrator).

For additional information on using reports in OfficePro, refer to the Knowledge Base article on Reports.

You can easily send email reminders to patients who have upcoming visits scheduled for the next day or any day within the next two weeks. Follow these steps to ensure your patients are reminded of their appointments.

How to Send Email Reminders

From the Home screen, click Email Visit Reminders in the Messages and Reminders box.

The Visit Reminders window displays a list of upcoming visits that haven’t had reminders sent yet. You can select:

• Date Range: Choose a predefined range like this week, next week, or the following week, or select a specific date within the next two weeks.
• Envelope Icons: These indicate which patients have email addresses on file.

Use the checkboxes to exclude any visits for which you do not want to send reminders.

When you're ready, click Send Reminders to email reminders for all the selected visits.

Handling Missing Email Addresses

After sending the reminders, OfficePro will display a list of successfully sent emails, followed by a list of patients who could not receive reminders because no email address was on file. Next to these patients' visits, their phone numbers will be listed, allowing you to follow up with a phone call.

Once you've made the calls, click Mark Reminded next to each phone call entry to note that the patient was reminded by phone.

The next time you open the Visit Reminders window, visits that have already received a reminder or were marked as reminded by phone will not be checked by default. This prevents duplicate reminders from being sent unless you manually check the visit to include it in the next batch.

Quick Access to Next Day Reminders

If you just need to send reminders for the next day, you can do so from the top menu on any page. Look for the bell icon in the messages area near the upper-right corner of the screen.

• If there are visits scheduled for tomorrow that haven’t received reminders, the bell will appear in color, and a number will display next to it, indicating how many visits need reminders.
• If no reminders are needed, the bell will be grey, and the number next to it will show zero.

Click the bell icon to open a small Email Reminders window, which only shows the visits scheduled for the next day. As with the main Visit Reminders window, only unchecked visits will appear, and you can use the checkboxes to exclude specific visits as needed.

Click Send Email Reminders to send reminders for the selected visits. Any patients without email addresses on file will appear in a phone list, so you can follow up with a phone call.

Customizing Your Email Reminders

You can view or modify the text of your email reminders in the Email Settings tab, located in Admin -> General Settings.

For more detailed instructions on customizing your email settings, refer to the Configuration video on Email Settings, or check out the Knowledge Base articles on Email Settings and Using Gmail With OfficePro.

OfficePro reports help you monitor key administrative statistics for your practice, including services rendered, claims processed, payments received, and outstanding balances. Access to reports varies by user role:

• Administrator-level users and those with financial access privileges can view all reports for the entire practice.
• Provider-level users have a limited view and can only see reports related to their own visits.

If you're unable to see the reports you should have access to, consult your practice's administrator-level user to adjust your access settings.

Accessing Reports

To view reports:

1. From any page, mouse over Admin at the top and click Reports.
2. From the Schedule view, click the arrow next to Financial Reports to see quick access buttons for common report views.
3. From the Home view, locate the Financials box and click View Reports.

Overview of Reports

At the top of the Reports page, you will find a Monthly Sales graph displaying statistics such as products sold, services provided, payments collected, and discounts applied for recent months. You can customize which statistics are displayed by clicking on the legend.

Financial Reports

• Financial reports provide insights into the value of services rendered, products sold, and payments collected for a selected date range.
• The drop-down menu allows you to choose a date range, from the current day up to the previous year.
• You can adjust the detail level to view full details of each visit or just daily transaction totals.
• Each financial report includes:
  • Summary information at the top.
  • Lists of claims created during the report period.
  • Payment and discount details applied to patient accounts.
  • A list of deposits and purchase orders related to your bank account.

Product Reports

• Product reports help you track products sold within a specified date range and identify patients whose prescriptions may need refilling soon.
• The Products Sold report shows products sold today by default, but you can change the time period using the drop-down menu at the top. You can also filter results by provider.
• Each product on the list displays:
  • Number of units sold.
  • Average sale price.
  • Estimated gross revenue.
• The Anticipated Refills report predicts which prescriptions may need to be refilled within a week based on data entered during patient encounters, listing patients and product details.
• The Print An Inventory Worksheet option provides a formatted product list for noting inventory adjustments during physical inventory counts. This worksheet is also accessible from Product Administration.

Provider Reports

• Provider reports give insights into visits, payment allocations, and claims associated with a specific provider for a given date range.
• Similar to financial reports, these focus on a provider's productivity during the reporting period.
• You can change the date range, detail level, and provider using the drop-down menus at the top of the report.

Daily Reports

To learn more about the End Of Day report—a simple report you can access daily—please refer to the Knowledge Base article on End Of Day Activities.

Scheduling a meeting in OfficePro is very similar to scheduling a visit. Follow these steps to easily add a meeting to your schedule.

Adding a Meeting

1. Via the Add Menu: Hover over the Add menu at the top of any page and click Meeting.
2. From the Home Screen: Locate the Scheduling box and select Add Meeting.

Selecting a Date

Choose the desired date from the pop-up calendar to open the Add Meeting window.

Meeting Details

In the Meeting Details tab, you can:

• Subject: Enter a subject for the meeting.
• Type: Select the meeting type from the drop-down list (e.g., Lunch, Out, Meeting, Personal).
• Time and Duration: Set the time and duration of the meeting.
• Provider: Choose the provider who will attend the meeting.
• Notes: Add any notes relevant to the meeting. These will be visible when users view the meeting on the schedule.

Tip: Meeting types can be customized in Schedule Settings, just like visit types. You can add new meeting types or modify existing ones in Admin Settings.

Rooms & Resources

In the Rooms & Resources tab, you can:

• Assign a Room: Select a room for the meeting.
• Adjust Time and Duration: Customize the room and provider’s time allocation for setup or cleanup.

If no room is selected, the meeting will automatically be assigned to the provider’s default room.

Once all details are entered, click Add Meeting to save and add it to the schedule.

Uses for Meetings

Meetings are useful for blocking out time on providers’ schedules for various reasons, such as:

• Lunch breaks
• Personal business
• Any other times they need to be unavailable

To schedule a recurring meeting, click the link icon next to Meeting in the Add menu.

Blocking Out Whole Days

For full-day or multi-day events, use the Holiday feature, which can be set up in the Schedule Settings tab of Admin General Settings.

For more detailed information on setting up meeting types, watch the configuration video on Schedule Settings.

If you need to schedule recurring visits for a patient, you can do this in one simple step by using the Add Recurring Visit feature. Follow the steps below to set up a series of visits efficiently.

Accessing the Add Recurring Visit Feature

1. Navigate to the Add Menu: Hover over the Add menu at the top of any screen.
2. Select Recurring Visit: Click the link icon next to the Visit button to open the Add Series of Visits window.

Entering Basic Appointment Information

The fields in the Add Series of Visits window are similar to those in the regular Add Visit window.

• For Existing Patients: Start typing the first or last name of the patient, then select the correct name from the drop-down list of suggestions.
• For New Patients: Click the plus sign next to the ID field to open the Add Patient window. After entering the patient’s information, click Add Patient to save and return to the Add Series of Visits window.

Next, select the provider and room for the visits from the respective drop-down menus.

Setting the Date and Time Range

Instead of selecting a single date, you’ll set a Date Range:

• For example, if you need weekly visits for the entire month of June, enter the start and end dates for June.
• The specific weekdays for the visits will be selected in the next step.

The Start Time field shows available time slots in five-minute increments. Times outside the range of 6:00 AM to 10:00 PM are greyed out and cannot be selected.

The visit duration is determined by the Visit Type you select (e.g., a consultation may default to 15 minutes). You can adjust the duration manually as needed.

Additional Fields and Settings

• Chief Complaint (CC): Enter the patient’s chief complaint, if applicable, for this series of visits.
• Visit Type: Choose the appropriate visit type from the drop-down list. New visit types can be added through the system’s configuration settings.

Select the weekdays for the recurring visits by checking the boxes for the desired days (e.g., Monday, Wednesday, Friday). If the starting date doesn’t match the selected weekdays, the first appointment will occur on the next available day. For instance, if your date range is the month of June and you select Tuesdays, the first appointment will fall on the first Tuesday in June.

To add additional rooms or resources, you can do so later in the Edit Visit window after the appointment series has been saved.

Finalizing the Recurring Visits

Once you’ve entered all the necessary information, click Add Series to save the appointments.

• Handling Conflicts: If there are any scheduling conflicts, such as the provider being unavailable or the room already booked, the system will display the details in a pop-up window. You can either proceed with saving the appointments, make adjustments to resolve the conflict, or cancel the series.
• Success Confirmation: If there are no conflicts, you will see a confirmation message, “Visit Added Successfully,” and the Add Series window will close.

Post-Setup Actions

After the series of visits is added, each visit will appear on your schedule. You can:

• Edit individual visits
• Send visit reminders or intake forms via email
• Create chart notes and generate encounter receipts

For more information on setting up visit types, providers, rooms, and resources, refer to the Configuration video tutorials.

The OfficePro service is visit-centric in that everything revolves around visits. There are several ways to add a visit to your schedule. 

• From the Add Menu
  • Choose the [Add Visit] or [Add Meeting] button on the [Add] menu. The select date window will appear.
• From the Schedule Views
  • Double-click on a space on the schedule. This will open the add visit window with the day and time that you clicked already specified.
• From the Patient Detail Page
  • On the left-hand column in the Patient Related Tasks area, you will see an option for Adding a Visit.

Depending on where you click to add a visit, some of the details of the Add Visit form will be filled out for you.  For example, if you click on the Add a Visit link from the patient detail page the patient will already be specified on the form. If you double click on an empty space in your calendar's graphical views the Add Visit form will have the date and time of the visit already set and if you are logged in as a provider the visits will be assigned to you as the provider. 

The Add Visit Form

In order to add a visit you will need to specify its details including the Patient, Provider, CC (chief complaint or chief concern), Visit Type, Date, Time, Duration, and Visit Notes. You can also specify if you want to alert the patient about the visit via email and text once the visit is saved. 

Note: When updating the visit type the visit duration is automatically updated to the default duration set for that visit type. 

Rooms & Resources Tab

If your practice has multiple rooms or other resources set up, you can assigned them to the visit. From the Add window you can only specify one room for the visit. To add more rooms click the Add and Edit Visit button once the details have been set and you can assign further resources to this visit from the Edit Visit window. 

OfficePro offers several convenient ways to add visits to your schedule, allowing flexibility from various screens.

Methods for Adding a Visit

1. From the Add Menu: Hover over the Add menu at the top of the screen and select Visit from the drop-down list.
2. From the Schedule Graph: Double-click any empty space in the schedule under an available provider or resource to add a visit.
3. Using the Search Box: Start typing the patient’s name in the search box located in the upper-right corner of the screen. Once the matching names appear, click the first add icon next to the patient’s name to create a visit.

If you haven’t selected a date from the schedule, you will be prompted to choose one from the pop-up calendar. If the calendar or Add Visit window does not appear, ensure your pop-up blocker is disabled.

Completing the Add Visit Window

Once the Add Visit window appears, you can fill out the essential appointment details.

• For an Existing Patient: Begin typing the patient’s first or last name, then select the correct patient from the drop-down list of suggestions.
• For a New Patient: Click the + icon next to the ID field to open the Add Patient window. After entering the patient’s information, click Add Patient to save and return to the Add Visit window.

Next, follow these steps:

• Provider: Select the provider for the visit from the drop-down list.
• Date: The selected date will be shown here. If you need to change the date, click the field to open the calendar and select a new date.
• Time: The Time field displays the day in five-minute increments, with times outside of 6:00 AM to 10:00 PM greyed out and unavailable for selection.
• Duration: The duration is automatically set based on the visit type you choose (e.g., a consultation may default to 15 minutes). You can adjust the duration manually as needed.
• CC (Chief Complaint): Enter the patient's chief complaint, if applicable, for this visit.
• Visit Type: Select the visit type from the drop-down list. New visit types can be configured in the settings.
• Notes: You may enter a brief note for this visit, but remember this field is not for chart notes.

Rooms and Resources Tab

In the Rooms and Resources tab, you can adjust how the visit is displayed on both the provider’s and room’s schedules.

• Provider Schedule: Modify the time and duration on the provider's schedule. This doesn't affect the patient’s appointment time but can be used for preparation or reducing time if the provider is only required for part of the appointment.
• Room Assignment: Select a room for the appointment. If no room is chosen, the system will use the provider’s default room.
• Room Schedule: You can also change the appointment time and duration on the room’s schedule, such as allowing for setup or cleanup time.

If you need to add additional rooms or resources to the visit, you can do so in the Edit Visit window after saving the appointment.

Finalizing the Visit

Once all the necessary details are entered, click Add Visit.

• Handling Scheduling Conflicts: If any scheduling conflicts arise (e.g., the provider is not available, or the room is already reserved), a pop-up window will display the conflict details. You can either save the visit regardless of the conflict, edit the appointment to resolve the issue, or close the window without adding the visit.
• Successful Addition: If there are no conflicts, you will see a confirmation message, “Visit Added Successfully,” and the Add Visit window will close.

Post-Visit Actions

Once the visit is added, it will appear on your schedule. From here, you can:

• Edit the visit details
• Send visit reminders or intake forms via email
• Create chart notes and encounter receipts

For more details on configuring visit types, providers, rooms, and resources, refer to the first three Configuration videos. To learn about scheduling recurring visits, please see the Knowledge Base article titled “How to Schedule a Recurring Visit.”

You can edit any visit by double-clicking on the visit in any graphical view and from the top right corner of the resulting Visit Details page you will see an edit button. You can also click on the Edit Visit icon  that is on the [E]ncounter form, the [C]hartnote and the [T]reatment plan.   

The Edit Visit Window

From the Edit Visit window you can change the visits Provider, Reason, Type, Date, Time, Duration, Visit Notes and choose to alert the patient with an email and SMS upon save of the visit details. 

There are several URLs that you can use to access the OfficePro service. Each URL is associated with a different version of the service so that you can access the service from multiple locations for redundancy and failover.  There are 2 layers of authentication when login to the OfficePro service. First, you must authenticate at the practice level and then again at the user level. 

Service URLs

• https://secure.naturaesoft.com
• https://officepro.naturaesoft.com

Beta Service URL

• https://beta.naturaesoft.com
  • This is to access the beta version of the OfficePro service. This version will give you access to new features while in testing. Please excuse and report any errors you find in beta to development@naturaesoft.com

Practice Level Authentication

When you first access the service you will be asked to authenticate at the practice level. Each practice will use its practice name (as specified by NatuaSoft when configuring your account) and a unique practice pass. To obtain your practice and practice pass ask your account administrator or look for your welcome email from NaturaeSoft. You can also request that your practice login credentials be sent to the emails on file with your account by contacting support through the chat widget or by emailing support@naturaesoft.com. 

The Patient Encounter form allows front-desk users to manage various tasks related to patient visits, including adding services and products to create a patient receipt, applying payments and discounts, managing visit-related documents, scheduling follow-up appointments, and, if applicable, creating an insurance claim.

Accessing the Encounter Form

You can access the Encounter form in several ways:

• From the Schedule:
  • Chronological View: Click the letter “E” to the right of any visit.
  • Graph View: Mouse over any visit to display visit details, then click the letter “E” in the details box.
• From Patient’s Visit List: Go to a patient detail page, navigate to the Visits tab, and click the letter “E” next to any appointment.

Overview of the Encounter Window

The Encounter window displays the following:

• Patient's basic information
• Visit details, including visit type in a colored bar at the top
• Tabs for different encounter actions
• Financial totals for the visit, including:
  • Charges for products, services, and sales tax
  • Adjusted amounts due to discounts or payments
  • Amounts claimed and paid through insurance claims (if applicable)
  • Balance remaining for the encounter

Adding Services to the Encounter

1. Start Adding a Service: Begin typing the name or CPT code of the service in the Add Service field.
2. Select a Service: A list of matching services will appear. Click on the desired service or service group to add it to the encounter with its default price and quantity.
3. Edit Service Details:
   • Click on the service code or the Dx button to modify the price, quantity, and provider. You can also add notes specific to this encounter.
   • The first tab of the edit window allows changes to price, quantity, and provider, as well as adding notes.
   • The second tab lets you edit CPT and diagnosis codes.
4. Adding Diagnosis Codes:
   • Click in the diagnosis code fields to view previously used codes for the patient. You can also start typing to see a list of possible matches pulled from your diagnosis code pick list and the full ICD-10.
5. Save Changes: After editing, click Save Encounter Service to save changes and return to the Encounter form.

Adding Products to the Encounter

1. Start Adding a Product: Begin typing the product name or code in the Add Product field.
2. Select a Product: A list of matching products will appear. Click on the desired product to open the Add Encounter Product window.
3. Edit Product Details:
   • Adjust the product quantity or dosage and add any special dosing instructions in the Special Instructions field.
4. Save Changes: Click Save & Add Product to Encounter to save changes and return to the Encounter form.

Creating an Encounter Receipt

You can save the encounter at any time, creating a permanent PDF document of the visit, by clicking Create Encounter Receipt from any tab in the Encounter form.

Additional Resources

For more information about managing products and services, please refer to the Knowledge Base articles on Product Administration and Service Administration.

To effectively manage and track patients who have canceled or missed their appointments, you can utilize the following methods:

1. Setting Patient Alerts

You can set alerts for patients who cancel or do not show up for their appointments:

• Access Patient Detail Page: Navigate to the patient's detail page and scroll down to the Patient Notes and Alerts box.
• Add an Alert:
  • Click the green plus sign to add a note.
  • Type your message regarding the cancellation or no-show.
  • Choose Alert Settings:
    • Alert: Your message will display in red just below the patient’s contact information.
    • Alert on Visit Add: Your message will pop up in red in the Add Visit window each time you add a visit for that patient. Note that while the alert will appear, you can still add visits as usual.

2. Color-Coding Canceled Appointments

You can visually distinguish canceled appointments and no-shows on the schedule and reports:

• Appointment Types: Ensure you have an appointment type labeled CNCLD for canceled appointments. Consider creating additional visit types for no-shows or late cancellations.
• Set Color Codes:
  • Assign a standout color (e.g., bright red) to canceled and no-show visit types. This will help differentiate them from other appointment types, which may have lighter colors.
• Updating Visit Types: When a patient cancels or no-shows, change the visit type to CNCLD or the designated no-show visit type.
• Viewing Cancellations:
  • Schedule View: You can easily identify canceled visits by mousing over the appointment.
  • Reports: In monthly or quarterly master reports, canceled visits will be highlighted by color, and the patient's name will be displayed next to each visit.

3. Combining Both Approaches

For comprehensive tracking, consider combining the alert system and color-coding:

• Color-code your cancellations to ensure they stand out in your schedule.
• Review month-end reports for patients with multiple cancellations, and add alerts to their patient detail pages for better follow-up and management.

Patient Administration Overview

The Patient Administration section enables you to manage your patient list, add and edit patient details, and apply filters to access frequently used subsets of the patient database.

Accessing the Patient List

To access your patient list, navigate to Connect in the top menu of any page and select Patients. Alternatively, you can search for a specific patient using the search box located in the upper right-hand corner of any page.

Main Patient List View

The main patient list displays all patients in alphabetical order. For each patient, the list includes:

• Name
• Gender
• Date of birth
• Icons indicating whether their address, email, or notes are on file
• Primary contact phone number

Active patients appear at the top of the list, while inactive patients are displayed at the bottom. You can sort the list by either first or last name or filter the list by the first letter of the patient's name. To view patient prospects, click Show Prospects.

You can add visits and encounters directly from this list by hovering over the patient's name. More details on adding visits and encounters will be provided in a later video.

On the left-hand side, additional filters are available to view specific patient lists, such as:

• New Patients
• Patients who haven’t been seen recently
• Patients with missing information

Adding a New Patient

To add a new patient, click the + icon at the top of the list or select Add A Patient from the left-hand menu.

• Each patient must have a unique full name. If the full name already exists in the system, a “Name Conflict - Not Unique” message will appear. You can resolve this by adding a middle name or initial.
• Enter the patient's gender and date of birth. Adding a provider is optional.
• In the Patient Information tab, enter contact information, including any relevant notes.
• In the next tab, you can add demographic information, emergency contacts, and upload a patient photo.
• The Shipping tab allows you to store a shipping address for product shipments.
• In the Insurance tab, you can indicate whether medical and financial release signatures have been collected for sending insurance claims.

Editing a Patient

To edit a patient’s information, click the pencil icon at the end of the patient’s row. The Edit Patient window includes all the same fields as the Add Patient window, along with additional options for managing billing cases in the Insurance tab. Billing cases will be covered in a separate video.

Patient Detail Sheet

Clicking on a patient’s name from the main patient list opens the Patient Detail Sheet, where you can access the patient’s complete information and perform various patient-related actions.

At the top of the window, you’ll see:

• Patient's name, date of birth, gender, and age
• Total balance owed

The contact information is displayed below this, along with tabs that allow access to:

• Past and upcoming visits
• Associated documents
• Financial transactions
• Purchased products
• Billing cases and claims
• Vital statistics history
• Recent chart notes

If the patient has an outstanding balance, an Accounts Receivable (AR) History tab will also appear. Unscheduled notes and patient alerts are located below these sections.

Additional Actions

The left-hand menu in the Patient Detail Sheet provides links to additional patient-related tasks, including:

• Adding visits, encounters, notes, messages, reminders, or payments
• Processing returns or refunds
• Generating billing statements
• Uploading documents or downloading the patient chart or entire file

Other features on the left-hand menu include a list of the patient’s current problems and medications, the ability to create family groups for more convenient payment processing, and options to print address or chart labels using a connected Label Writer. For practices processing credit card transactions through BluePay, you can store patient credit cards and process payments directly from this page.

The Encounter Payments tab allows you to manage financial aspects of a patient visit, including adding payments, applying discounts, and recording write-offs. Follow these steps to effectively handle these tasks:

Accessing the Encounter Payments Tab

1. Open Encounter Window: Access the Encounter window from the schedule or patient detail page. If you have a saved encounter receipt, click Edit in the upper right corner to return to the Edit Encounter window.
2. Select Payments Tab: Click the Payments tab to begin managing financial transactions.

Adding Payments

Payment Fields: The payment amount is prefilled with the current encounter balance.

Alerts:

• A red alert box indicates if the patient has a past due balance from previous visits.
• A yellow information box appears if there’s a credit on the account, allowing you to allocate it to the current visit.

Entering Payment:

1. Type the payment amount.
2. Select the payment type (cash, check, or card) from the drop-down menu.
3. For credit card transactions, choose Virtual Terminal and swipe the card, or select a saved card on file.
4. Enter the Number field (required):
   • For checks: Use the check number.
   • For cards: Use the approval code or transaction ID.
   • For cash: Use the initials of the receiving staff.
5. (Optional) Enter a note.
6. Click Save to add the payment and update the encounter balance.

Allocating Extra Funds: If the payment exceeds the balance due, an Allocate Payment window will appear to apply the extra funds to a previous visit. You can choose to leave it as a credit if you do not allocate it.

Adding Discounts and Write-Offs

• Select Discount Type: Use the same drop-down menu as for payments, which includes pre-loaded discount types (e.g., senior, doctor, family discounts).
• Enter Discount Amount:
  • Type the desired discount amount or click the adjacent button to calculate common percentages based on the encounter balance.
• Number Field: Enter a required number (e.g., approval code or approver’s initials).

Updating Balances

• After adding payments or discounts, both the encounter balance and the patient’s account balance will automatically update. View the updated balances at the bottom of the Encounter window.

Creating an Encounter Receipt

1. Generate Receipt: Once all services, products, payments, and discounts are added, click Create Encounter Receipt at the bottom of the Encounter window. This action saves the encounter data and generates a formatted PDF receipt that includes:
   • Products and services
   • Payments and discounts
   • A reminder of the patient’s next scheduled visit
2. Edit Receipt: If further changes are needed, click Edit in the upper right corner of the document viewer.
3. Email Receipt: If the patient has an email address on file, click Email to send the encounter receipt. Verify the email address displayed at the bottom right of the viewer. After successful sending, a confirmation window will appear.

The Encounter Documents tab is designed to help you view and manage all documents related to a patient visit, including the ability to create and upload various documents. Follow these steps to utilize this feature effectively:

Accessing the Encounter Documents Tab

1. Open Encounter Window: Access the Encounter window from the schedule or patient detail page. If you see a saved encounter receipt, click Edit in the upper right corner to return to the Edit Encounter window.
2. Select Documents Tab: Click on the Documents tab to view all documents related to the encounter.

Viewing Documents

• The documents list displays all created documents for the encounter, including:
  • Encounter receipts
  • Chart notes
  • Treatment plans
• Each document title includes:
  • Patient’s initials
  • Abbreviated document type
  • Date of service
  • Creation date and time
  • Provider name
• Documents are organized from oldest at the top to newest at the bottom.
• If multiple versions of a document exist, the latest version can be identified by the timestamp in the document title (format: dMMDDYYYYtHHMMSSAM/PM).

Creating Additional Documents

You can create several visit-related documents directly from this tab:

• Create Superbill: Generates a printable list of the visit’s services, including CPT codes and charges (excludes products).
• Create Shipping Invoice: Includes charges for services and products, along with the patient’s mailing address.
• Create Day Sheet: Summarizes services, products, and charges across multiple visits scheduled for the same day.

Uploading Additional Documents

Upload Documents: You can upload documents related to the visit, such as signed releases or copies of the patient’s ID.

Upload Process:

1. Select a document type.
2. Assign the document to a provider.
3. Mark it for the provider’s review if needed.
4. Change the document date if necessary.
5. Optionally associate the document with the current or future visits and add notes.

Uploaded documents can be accessed through the Encounter window or the patient detail page. Any notes added will be visible in both locations.

Managing Uploaded Documents

• Once a document is uploaded, you can:
  • Open it to view or edit.
  • Print or download it.
  • Email it directly to the patient (if permissions are enabled).

Sending Documents via Email

• When viewing a document with email permissions, an Email button will appear in the upper right of the viewer.
• Verify the patient’s email address displayed in the lower right corner.
• Click the Email button to send the document.
• A confirmation window will appear if the sending is successful, indicating the email address and the password required for the patient to open the document.

Managing Document Types

• To manage document types and their attributes, navigate to Admin → General Settings → Documents.
• For more detailed information about setting up document types, refer to the Configuration video on Document Settings.

After a patient visit, the Follow-up tab in the Encounter form allows you to take important actions to ensure continuity of care, such as scheduling a return visit, sending internal messages, or setting future reminders for yourself or other team members. Here's how you can manage follow-ups effectively:

Sending Internal Messages

To communicate with another user in your practice:

1. Click "Add a Message": The message will automatically include the patient’s name, phone number, and the current date and time.
2. Select the recipient: Choose the user within your practice.
3. Choose an action: For example, in a busy practice, you might select "please call" or "action required" to ensure prompt attention.
4. Add a note: This is optional but helpful for clarity. For instance, you could note, "Please follow up on lab results for John Doe."

Once sent, the message will show up in the selected user’s notifications, helping streamline internal communication, especially in fast-paced environments where follow-ups are critical, like holistic clinics or integrative health centers.

Setting Task Reminders

Reminders can be set for any future date, ensuring nothing slips through the cracks:

1. Click "Add a Reminder": It will pre-fill with patient information.
2. Select the user and date: You can assign the reminder to yourself or another team member. For example, you may want a reminder for the front desk staff to follow up with a patient in two weeks.
3. Choose an action: Actions might include "schedule follow-up" or "send refill."
4. Add a note: You might include details like "Check in with patient regarding treatment progress" or "Confirm next therapy session."

The reminder will only appear in the recipient’s notifications when the due date arrives, making this feature particularly useful for multi-provider practices where different roles collaborate on patient care.

Scheduling a Follow-up Visit

To book a follow-up appointment:

1. Check next scheduled visit: If the patient already has an appointment scheduled, it will appear at the top.
2. Search for available times: You can choose timeframes from this week up to six months out. For example, a chiropractor in Seattle might want to follow up in four weeks to reassess spinal alignment.
3. Select visit duration: The duration defaults to match the current visit, but you can adjust it to suit the next session's needs.
4. Schedule the visit: Click on an available time slot, which opens the Add Visit window with details already filled in. You can add any extra notes or chief complaints here.

For more information on scheduling follow-ups, the Knowledge Base article on Adding a Visit will guide you further.

By using these follow-up features, you can keep patient care on track, ensuring timely communication and smooth scheduling, which are crucial in holistic or integrative health settings.

OfficePro offers integrated SMS communication so you can efficiently stay in touch with your patients directly through the platform. This guide explains how to access and use the SMS features to manage conversations and respond to patient messages with ease.

? Accessing the SMS Conversations Window

You can open the SMS Conversations window in one of two ways:

From the Footer:

Click on the Comments icon located in the footer of the OfficePro service.

From the Tools Menu:

Click on the Tools Menu in the top navigation.

Select SMS Admin.

Both options will bring you to the central SMS Conversations interface.

? Managing Conversations

Once you're in the SMS Conversations window:

You’ll see a list of all ongoing conversations sorted by most recent activity.

Each conversation represents a phone number, and OfficePro will show each patient record associated with that number.

This is especially useful when family members or shared lines are used — all linked patient records will be clearly visible.

?️ Communicating with Patients

To continue or start a conversation:

Click on any conversation in the list to open the message thread.

You can view the full message history and send replies directly from the window.

All sent and received messages are securely logged and time-stamped for your records.

✅ Helpful Tips

Messages are stored per phone number — always verify the correct patient from the list when messaging a shared number.

You can use SMS to confirm appointments, send reminders, or follow up with patients — just like email, but faster and more direct.

The OfficePro service allows for the upload of files but there are limitations about the upload service, that you will need to keep in mind.  The NaturaeSoft service has 2 limitations. First, we limit all files to 10MB or less, also we only allow 10 minutes per upload of each file this means that you will need to have a certain speed of the internet to achieve the upload of your files upload time depends on two things:

• Total file size you’re sending.  Your operating system can tell you this.
• Your upload speed (not download speed).  Find this using a speed test site like http://speedtest.net/.

Once you have this info, use the table below to approximate your upload time.

So in theory you would need to have a 128 kb upload speed or higher to upload 10MB files.

If you have any trouble uploading files and your speed is in the range above, please contact support@naturaesoft.com. 

Accessing the Merge Function:

• Navigate to the Patient Detail page.
• Click the Merge Patients link in the top right corner.

Selecting the Duplicate Patient:

• Choose a suggested duplicate patient from the list or use the search function to find the duplicate you want to merge.

Reviewing the Merge Preview:

• After selecting the duplicate patient, you'll be taken to the Merge Preview window.
• Here, you can review the patient information and decide whether to proceed with the merge or change the merge direction (A -> B or B -> A).

Finding Duplicates in Reports:

• You can also see a list of duplicate patients by going to the Admin Reports home page under the Patients tab.

Important Note:

• Warning: The demographic information of the old patient will be lost after the merge, but all files and transactions will be transferred to the new merged patient account.

Problem: You are unable to connect with OfficePro.NaturaeSoft.com or Secure.NaturaeSoft.com.

Background

There are several potential reasons for connectivity issues with NaturaeSoft services, including problems with your browser, computer, firewall, router, ISP, or NaturaeSoft’s servers. To effectively address the issue, we need to conduct a systematic troubleshooting process to identify the underlying cause.

Solution

When our servers experience downtime, the NaturaeSoft support team is alerted through a monitoring service. Our engineers work swiftly to identify and resolve the issue, usually restoring services within 15-30 minutes. Most connectivity issues are often local rather than server-related.

Steps to Troubleshoot Connectivity Issues

Refresh the Page:

• Press F5 or CTRL + R to refresh the page.

If the Page Displays an Error:

• Copy and paste the error message.
• Send the error message to support@naturaesoft.com.
• Attempt to reaccess the service through the main login at: https://secure.naturaesoft.com/login_practice.asp.
• Await a response from NaturaeSoft or proceed to the next troubleshooting step.

If the Page is Just Spinning or Indicates It Cannot Connect:

• Try accessing the alternative URLs:
  • https://secure.naturaesoft.com
  • https://officepro.naturaesoft.com

If You Still Cannot Connect:

• Check Your Internet Connectivity:
  • Open a new browser tab and search for something on Google or visit a different website.
• If you can access other sites but cannot connect to NaturaeSoft, proceed to the next step.

Check NaturaeSoft Server Status:

• Visit http://www.NaturaeSoft.com/Server_Status/.
• If the status page indicates that our services are down:
  • Please be patient; our engineers are actively diagnosing the issue.
  • Refer back to the server status page or the login page to check for updates.

If NaturaeSoft Servers Are Up:

• Restart Your Browser:
  • This can help clear any bad cookies or cache issues.

If You Still Cannot Connect:

• Restart Your Router:
  • This can resolve issues related to connectivity blocks due to throughput or outdated firmware.

If You Still Cannot Connect:

• Escalate to NaturaeSoft Support:
  • If none of the above steps have resolved the issue, please escalate your concerns to NaturaeSoft support.
• Run a Traceroute:
  • Perform a traceroute to NaturaeSoft servers by following this link: http://support.naturaesoft.com/kb/a20/traceroute.aspx.

Conclusion

By following these steps, you can systematically troubleshoot connectivity issues with NaturaeSoft services. If problems persist, please reach out to our support team for further assistance. Thank you for your patience and understanding.

You are not able to connect with OfficePro.NaturaeSoft.com or Secure.NaturaeSoft.com. 

Background

There are many reasons why you may not be able to connect to NaturaeSoft services. It could be the browser, the computer, the firewall, the router, the ISP, or NaturaeSofts, firewall or servers. In order to better address the issue trouble shooting needs to be done to determine the underlying cause of the error. 

Solution

When the servers go down the NaturaeSoft support team is allerted to this through a monitoring service and our teams goes swiftly to work to identify and treat the issue to get your services back running as fast as possible. In most circumstances issues with connectivity to the service are local and do not have to do with NaturaeSoft server / service performance. In most cases of the issue being server related NaturaeSoft's team of engineers can get the the services back up within 15-30 minutes.  

Most of the time that a NaturaeSoft service does go down it still may be available through an alternative domain. You can access the NaturaeSoft service through either :

• https://Secure.NaturaeSoft.com
   

or

• https://OfficePro.NaturaeSoft.com 
   

In order to troubleshoot the issues with connecting to our servers please follow the path outlined below: 

In the event that you cannot connect to the service please try the following things in order:

• Refresh the page with the F5 key or CNTRL + R

If the page has an error on it then...

• copy and paste the error and send it to support@naturaesoft.com
• Try to reaccess the service from the main login at https://secure.naturaesoft.com/login_practice.asp
• Await a response from NaturaeSoft or proceed to the next step to troubleshoot connectivity.

If the page has no error on it, but is just spinning or says cant connect then... (

• Try the alternative URL
  • https://secure.naturaesoft.com
  • or https://officepro.naturaesoft.com

If you still cannot connect then....

• Check for internet connectivity by searching on Google or going to another new web page.

If you can reach another site but still cannot connect to either URL then....

• Check for NaturaeSoft Server status online at http://www.NaturaeSoft.com/Server_Status/

If http://www.NaturaeSoft.com/Server_Status/ shows our services to be down, then...

• please be patient as our engineers are on the case and are actively diagnosing the issue.
• Refer back to the server status page or to the login page to check for the return of connectivity.
•  

If NaturaeSoft Servers are up and their status looks good Then (

• Restart your browser to see if it is related to bad cookies

)

If you still cannot connect 

• Restart your router to see if the router has hung or blocked connectivity to our services due to throughput or outdated firmware issues.

If you still cannot connect

• Escalate to NaturaeSoft support (see below)
• Run a trace route to NaturaeSoft servers -