OfficePro Configuration Information

Let’s get started by logging into your NaturaeMed account center. Open up Internet Explorer or Safari and go to your login URL which can be found on your NaturaeSoft Account page or in your OfficePro setup confirmation email. 

The first time that you login you will need to login to the practice account. Make sure that cookies are enabled or you may not be able to use several features of the OfficePro system.

Enter your practice and practice pass.  These can also be found in your setup confirmation email or your NaturaeSoft account page.

This will log you into your NaturaeMed Account. If you have trouble with this step and cannot login to your NaturaeMed account, please contact NaturaeMed tech support for assistance. https://Support.NaturaeSoft.com Support@NaturaeSoft.com

Once you have logged into your NaturaeMed account, your practice information will be stored on your computer in a cookie. You will need to re-login to the account center on each new computer that you want to use to access OfficePro.

To Login to your OfficePro account, click on the login link beside the OfficePro logo. You will then be asked to again enter your Practice and Practice Password as well as provide your user credentials. You can refer to your OfficePro Setup Confirmation email to see what users have been set up by the system automatically based on the account information you provided.  You can log into the system with the username and password of your respective account.

Your OfficePro system is also a point of sale inventory management system. In order to take advantage of all of its functionality you will need to setup each of your products and set an inventory on hand value.

To add products to your system go to the product list and select the  Add Product link.
A list of Products can also be imported into OfficePro, provide your account representative with a CSV formatted list of products for import. You can also add products from the Product List under the Admin menu or from the Product button under the Add menu.  Below are the fields available to you when adding products.

Vendor: The vendor is the preferred distributor of this product. (May or may not be the manufacturer)
Manufacturer: The Manufacturer is the Company of Origin.
Product Code: The product code of the Vendor and the Code use by OfficePro.
Manufacturer Code: The product code of the manufacturer.
Product: The Name of the product
Active: Only active products will show in your OfficePro system.
Sort: Sets the sort order of the product, will sort alphabetically with each product that shares its sort order value.
Retail Price: The price your customer will pay for the product
Product Cost: The cost of the product from the vendor

Features Tab
Disp As: Dispense as Type and quantity
Type: The form of the product
Amount: The number of servings or doses in the product
Sig: The sig allows you to use shorthand to note the instructions for the patient. You can set the default instructions for the product here.
Amt: The number to take
Type: The form of the product
Interval: The frequency with which to use the product
Descriptor: Additional common instructions
Extra: Extra instructions the product
Special Instructions: A longer field to put a description of use of the product if necessary.

Description Tab:
Brief: Used to briefly describe the product to patients
Description: Full Description of the product for use in product handouts and clinical research.

Your OfficePro system allows for the creation of services that can be applied to your patients when they have a visit. In the business of integrated medicine these services should preferably be coded to match Common Procedural Terminology (CPT) the standard for billing medical services.

Your OfficePro system comes prefilled with a general set of CPT codes common to integrative medicine providers. These codes do not have a price as you will need to set your prices according to insurance standards for your profession and your location.

To manage your services go to the Service Codes item on the Admin menu. On the services list you can adjust any existing services price right from the list. Remember to hit update to save your changes you have made to the list.  You can add a new service from the top of the list by clicking on the  symbol.

When setting up a service you will need to add the following fields:
• Service Code - a CPT code
• Service Title – a useful description of the service
• Description – A Long Description of the Service
• Price, Taxable, Active and Sort Order

Your OfficePro system allows for the creation of diagnosis codes that can be applied to your patients when they have a visit. In the business of integrated medicine these diagnosis codes should preferably be coded to match ICD-9-CM code, the standard for diagnosing medical services.

Your OfficePro system comes prefilled with a general set of ICD-9-CM codes common to integrative medicine providers. You also have the ability to add any diagnosis codes that you need that are not in the general set already installed in the system.

To manage your Diagnosis Codes go to the Diagnosis Codes item on the Admin menu. On the diagnosis code list you can adjust any existing services price right from the list.
You can add a new code list by clicking on the  symbol at the top of the list.

When setting up a service you will need to add the following fields:
• Diagnosis Code - ICD-9-CM code recommended
• Description – Diagnosis description

You can verify any ICD-9-CM code from your OfficePro home page by clicking the link under “Resources” on the left side of the page.

Each patient needs to be added manually through the “add patient” form, you can access this under the Add Menu on the Navigation Bar or you can add patients from the patient list.  If you have a large data source of patients that you would like to import, speak with your account representative and they will help to get the list imported into your system. Your list should preferably be in CSV format.

When adding a patient you will need minimally, their name. But you can add a very large amount of data about your patient to the system.

To add a Visit to your schedule, mouse over the add menu and choose Visit. You can also do this from multiple locations within the OfficePro schedule views. When viewing a graphical daily or weekly schedule you can double click on an open time slot to add a visit at that time and for the respective provider.

Patient: You can select a patient by typing in a few letters of either their first or last name. If you need to add a patient, click the grey plus. REQUIRED
Prov: Select the Provider from the drop down list. REQUIRED
Date: Enter the Visit Date or select a date using the date selector popup.
Time: Select the time of the visit.
Duration: Select the length of the visit.
CC: Chief Complaint, or reason for the visit
Visit Type: Select the Type of visit from the list. You can customize the visit types list in the general admin area under the schedule tab.
FOC: First Office Call
ROC: Return Office Call
CNCLD: Means Cancelled Visit
OTC: Over the Counter Encounter
CNCLD: Is a no show no call missed appointment
Notes: A brief set of notes in regards to the patient visit.

Adding a Recurring Visit
• First you must add the visit normally going through the add visit steps above
• Once the original visit has been saved you need to open the visit detail and click on the button in the upper right corner of the visit detail page.
• This will open the Visit Detail page. On this page you will click the symbol in the upper right corner.
• This will open the Recurring Visit page. On this page you will fill out the following:
o Start date for appointment series to begin
o End date for appointment sereis to end
o Visit Start Time
o Duration
o CC is where you can put a title for the appointment
o Choose the visit type
o Choose the days of the week that you want the appointment to recur
• Click the “Add Visit” button at the bottom of the page.

To add a meeting to your schedule, click the Meeting button under the Add menu.

Subject: The reason for the meeting or the person that you are meeting with.
Provider: Choose the Provider this meeting is for
Date: Set the date of the meeting
Duration: Set the length of the meeting
Type: Select the Type of Meeting

• MTG: Meeting
• LUNCH: Lunch
• OUT: Out of the Office
• PRSNL: Personal Time
  

Recurring Appointments:
We have a new feature for adding recurring meetings which is still in beta testing phase. You are welcome to use it, but please understand the bugs are still being worked out.
To create a recurring appointment you must first create the original appointment following the “Adding a Meeting” instructions above and then follow these instructions:
• Click on the appointment that you have made to view the appointment detail.
• Click the button in the upper right corner to open the edit meeting screen.
• Click the icon in the upper right corner of the edit screen. This will take you to the “Add Visit Series” screen.
• Here you can fill out the start date of the first occurrence, end date for the last occurrence, start time, duration, meeting type, cc or meeting description and check the days of the week that this meeting will occur.
• Click the “Add Visit” button.

Your OfficePro was setup with all of the initial options that you specified in your free trial sign up process. There are still some tasks that will be required to make sure you are ready to take advantage of all that OfficePro has to offer.

You will need to make sure that your system is configured with all of the appropriate information for your practice. This manual will walk you through these steps.
If you have any questions during the setup process please feel free to contact support via email at support@NaturaeSoft.com . You may also reach us by phone at (970) 947-9170 then select option 2.

The configuration of OfficePro requires a lot of data; NaturaeSoft has provided you with the basics so that you are up and running as fast as possible. But you will still want to know how to manage each aspect of your system as well as customize the settings to your practice’s needs.

Configuration steps for Admin Setup

1. Admin Setup
   1. Business information
      b. Providers
      c. Users
      d. Schedule Settings
      e. Email & Document Settings
      f. Add Ons
   2. Visits
       

Admin - General Settings

Setting up your business information
NaturaeSoft will typically set this information up from the information that you provided when activating your account. You can easily edit the practice information directly from your Admin interface. Click on the edit button to manage your practice information.
Please fill out this form completely.  Your setting here will be used throughout OfficePro to populate basic practice information onto forms and communications.

Provider Administration
Providers (health care professionals) are the foundation of OfficePro and they are what the scheduling & reporting systems are built around.  Your OfficePro system is setup with only a limited number of provider schedules based on the providers you specified during the sign up process. If you need to add any additional provider schedules you will need to speak with a NaturaeSoft sales representative.

There is some additional information that should be added for each provider.  To add this information click on the  to the right of the provider's name in the Providers area of the Practice tab

Please enter the following information:
• Full Name
• Nick Name
• Color
• Credential (Degrees)
• License#, NPI #, TaxID #
• Email & Phone
• User Name & Password

Here are some hints on filling out this form.
• The Nickname for each provider will be the Name that you will see on all of the navigational elements in OfficePro. Please keep it Short but also something that is representative of the provider.
• The color will be suggested for you but you can change the provider’s color by clicking the palette picture.
• Email is required and it should be set to the email account that the provider would like to receive their schedules and correspondence from the clinic.

Provider Schedule
Once you have completed entering your provider info you will need to add the provider’s schedule for each day of the week.  Setting the providers schedule will block off the times in the schedule that the provider is not on duty with grey. You will still be allowed to schedule during these times but it is useful to communicate with your front desk staff when all of your providers are in and out of the office.  To set the provider's schedule simply click the "Schedule" with the provider's color in the Providers area.  Leave the schedule time blank if the provider is not in for that day. Make sure to add an out time for every day that there is a time in.

User Administration
User accounts allow access to your system. You will want to setup a user account for each of the staff members that you wish to have access to the system.
Setting up user accounts
To add a user account, on the Admin > General Settings page in the Users section click the  button.

Edit User
A new user access system has been implemented in OfficePro 3.0. Now instead of having only 3 types of access labeled Front Desk, Provider and Administrative, you have the ability instead to give access to certain features of the system to certain users. You can access this new feature in the General Settings of the Admin area:

1. Open the “Edit User” screen by by clicking the  button to the right of the user’s name that you want to edit.
   1. You will be on the “User Info: tab
   2. You will now see a field labeled strength which will show you the strength of your password based on how hard it would be to replicate.
2. Go to the “Security” tab of the “Edit User screen.
   1. At the top of the Security tab is a field marked User Access. There is one check box in this field marked Administrator. If you check this box for a user, they will have access to all areas of OfficePro. If you want to give complete access to a user to all areas of OfficePro you need only to check this box. If you want to limit the user’s access to certain areas of OfficePro, this box should remain unchecked.
   2. The next field is “List Access” In this area there are 4 checkboxes:
      1. Patients – Checking this box will allow the user access to the patient search function and view the patient list.
      2. Products – Checking the box will allow the user to access the Product Admin area. It also allows access to Purchase Order Administration.
      3. Services – Checking this box allows the user access to the Services Admin area.
      4. DX Codes – Checking this box allows the user access to the Diagnosis Code Admin area.
   3. The next field is “Accounting Access.” In this area there are 2 check boxes.
      1. Encounter – Checking this box allows access to encounters.
      2. Financials – Checking this box allows for access to financial reports.
   4. The next field is “Scheduling Access.” In this area there are 2 check boxes.
      1. Scheduling – Allows the user to add and edit visits
      2. Email Reminders – Allows the user to send email visit reminders to patient.
   5. The next field is “Add on Access.” This area has 3 check boxes.
      1. ChartPro – Checking this box allows user to access electronic charting if you have ordered this module for your OfficePro.
      2. PlanPro – Allows access to Treatment Plans in OfficePro.
      3. BillPro – Allows access to insurance billing if you have ordered this module for your OfficePro.
          

Users vs. Providers
User accounts are setup separately from providers in order to allow for better security management. Each time you add a provider to your system a User Account is automatically created for them. When they are deactivated their user account is deleted so that they cannot have access to the system.

Setting up rooms & resources
You can now setup Rooms and Resources for scheduling in your OfficePro system. Rooms and resources allow you to designate where a visit will occur and what limited resources are going to be necessary for an appointment.

When you add a provider a room will be added for the provider. This will be designated the providers default Room and all visits with the provider will, by default, be set to be in their room.

You can setup rooms to match the layout of your clinic. If you have 4 beds in your office for patients then you may want to setup 4 rooms for yourself in the system. This will allow for you to manage the beds with separate schedules creating a virtual overlap of patient on the schedule.

Schedule Settings
Your Schedule can be customized and color coded to allow for greater usability. In order to access your schedule customization options, go to the Schedule tab on the Admin > General Settings page.

Visit Types
Visit Types can be used to color code and organize your schedule. You can customize the visit types provided, or add your own.

Time Interval
The Time Interval setting sets the time interval for each block on the schedule. Setting the time interval to 15 minutes will enlarge each schedule view to allow you to see shorter visits with greater clarity.
“Setup Suggestion”
If you see patients in 30-60 minute blocks choose the 30 minute interval.
If you see patients in 10-30 minute blocks, choose the 15 minute time interval.  

Email Settings

OfficePro has included in it powerful PDF document creation capabilities and email messaging functionality. Both of these systems can be customized to match the branding and professional image of your clinic.

Email Setup
The OfficePro system sends out emails on your behalf in order to automate some tedious daily management and communication tasks. In order to harness OfficePro’s email capabilities you will need to setup the OfficePro system with your outgoing SMTP email server information from your ISP or your web hosting provider. If you have a NetPro website management console you can use the NetPro SmarterMail Service to send your OfficePro emails.

To get your system configured you will need to put the same SMTP setting that you put into your Outlook or iMail for sending email.

SMTP Server Settings

SMTP Server:  This is the SMTP (simple mail transfer protocol) server that is provided by your ISP (Typically this is mail.[yourdomain].com).
Email Account:  This is the full email account at the mail server.
Email Name:  This is a Name that you want to appear that the email is from (Often good to use your practice name).
My SMTP Server requires authentication:  Check this if your server requires you to login to send email.
User Name & Password:  The username and password that you have setup with the mail server.

HIPAA Privacy Statement
The HIPAA privacy statement will be placed on the bottom of all outgoing email. You may use the statement provided or replace it with a statement outlined in your practices HIPAA compliance manual.

Other Email Settings
You also have the ability to upload replacement banners for each of the email types that are sent from the system.
Email Banners
You can add a banner to the top of each of your emails. To do so click the Edit Email banners Change button and you will be directed to a page that will allow you to upload 4 different pictures.
There are 4 banner types that you can set. It is alright to use type for more than one. Once an email banner has been loaded in the system you will be able to see it above the add banner box for that type.

Each banner is set to be a specific size.
Visit Reminder Banner – 500px wide and 50-80px tall.
Birthday Card Banner – 500px wide and 50-80px tall.
Treatment Plan Banner – 600px wide and 50-80px tall.
Provider Schedule Banner – 600px wide and 50-80px tall.

Birthday Email Content
You are also able to set the text content of the customer’s birthday email. This is what is seen by your customers when they receive a birthday card through OfficePro’s automated birthday card system. To view the current message you can hold your mouse over the view link. To change the content click the change () button beside Birthday Email Content
The default birthday email content is as follows:
Happy Birthday, as a gift for your special day we would like to offer you 20% off of your next visit or product purchase. We hope that the coming years bring you health and happiness.
The birthday email content should be adjusted to meet your needs. This is a great tool to use to help you make your customers feel like you are thinking about them and encouraging them to come back to your office for a follow up. Many physicians will remind people of their yearly checkup around their birthday.

HIPAA Privacy Statement
As you may know email is not the most secure of communication methods so all email messages must go out with your HIPAA privacy disclaimer. OfficePro has provided you with a simple default message but you can customize it in alignment with your practice’s HIPAA policies by clicking the change button.
All OfficePro generated email items that are sent to your patients will have this statement at the bottom.
This message is for the named person's use only. It may contain sensitive and private or protected health information. No confidentiality or privilege is waived or lost by any mistransmission. If you are not the intended recipient, please notify the sender at the above email immediately or at the telephone number listed above. It is also requested that you immediately mail the transmission to the address above. You must not, directly or indirectly, use, disclose, distribute, print, or copy any part of this message if you are not the intended recipient.

Document Settings
Your OfficePro PDF document output can be customized with the settings on the Document setup tab. You can upload a GIF or JPG image (650px X 120px) that has your practice information on it, or simply use the data provided by your practice information in OfficePro.

If you select the data option you can still upload a logo to place on the banner near your content.

Sales Tax Settings
Your OfficePro system is empowered with sophisticated sales tax management capabilities. You are able to setup each of the tax jurisdictions that you are responsible to and setup group that will allow you to apply the appropriate taxes to orders which are shipped to areas outside of your tax location.

Add Ons
If you have a Dymo™ 400 or 400 turbo label printer you can set it up for use by downloading and installing the label templates on the computer with the printer attached and then enabling the printing service.