OfficePro Change Log

Texts and emails about an upcoming visit - scheduled, updated and telehealth messages, reminders, the check-out receipt and the portal booking confirmation - now say how long the visit is, for example for 60 min. Untick Tell the patient how long the visit is in Admin > Schedule to leave it out, or choose Always or Never for a visit type in the visit type editor.

For practices whose schedule starts at 7 or 9 am, the day columns ran past the last time on the time bar and out-of-office and holiday blocks were the wrong length, and a day off saved as zero hours stretched its column past the end of the day. The time bar, columns and blocks now all run from the practice's start time to 10 pm.

Product orders and refills placed through the portal late at night or early in the morning were missing from the list below the daily schedule, and orders could appear in the day's chronological list. The list below the schedule now shows every order and refill for the day, and the chronological list leaves them out.

The check-in icons on today's visits disappeared from the schedule in the evening, because the schedule went by the server's date rather than the practice's. They now follow the practice's own date in every schedule view, and meetings no longer show a check-in icon in the graph views.

The check-in icon from the schedule now also sits at the bottom of the encounter, the chart note and the treatment plan. Click it to check the patient in, check them out or undo a check-out without leaving the page, and point at it to see the check-in and check-out times.

The card payment window kept offering Void on a payment after the day's card batch had closed, when only a refund can return the money, and judged the day by the server's clock, so an evening payment could show the wrong choice. It now offers Void only on a payment taken today, in the practice's own time zone, whose card batch has not closed, and Refund for everything else.

The service group editor now saves each change as you make it, without reloading. Descriptions can be longer and keep characters such as &, # and +, which used to cut them short, and the order of the services is saved as set. A group that lists a deleted service opens normally, and adding it to an encounter skips that service instead of failing or adding the previous service twice.

For a patient with an upcoming reminder, the encounter stopped with an error at its Follow Up Options panel, and the Edit Reminder window failed the same way. Both open normally again.

Diagnosis searches and the practice's diagnosis list now use the current ICD-10-CM code set. Category headings that need more characters are shown but cannot be picked, and the diagnosis admin says how many active codes will not bill, such as headings, ICD-9 codes and retired codes, with a Show them link so each can be changed or switched off. New practices start with codes that bill.

On the daily provider graph and the weekly provider schedules, the provider columns stopped short in the afternoon, so the later hours had no grid behind them and double-clicking there did not start a new visit. The columns now run to 10 pm.

Typing a name in the Patient box of Add Visit could make the browser offer to save a password. It no longer does.

Check Out (Save) recorded the check-out time by the web server's clock rather than the practice's time zone, so the time shown on the visit could be an hour or more off. It now uses the practice's own time zone, the same as check-in.

If a service or product on a checked-out visit is added, removed, or changes in quantity, price, discount or tax, the check-in icon turns into a yellow warning on the schedule and in the encounter. Check Out (Save) records the changes and clears it. The service and product windows say when a visit is already checked out, and deleting a line from a checked-out encounter asks first.

Clicking the green check-in icon on the schedule removed the check-in instead of checking the patient out. It now records the check-out and its time and shows a green check mark, which can be clicked to undo the check-out. An orange dot means not yet checked in and a green tick means checked in.

Add Visit - Recurring and Add Meeting - Recurring now list every date before booking, marked Open or with the reason it does not fit, such as a holiday, day off, outside schedule hours, a busy provider or patient, or a room already taken. Each conflict comes with a suggested fix such as the nearest free time, and dates that still did not fit can be booked with one click from the results page. Meetings can include several providers and rooms.

Booking a series of recurring visits or meetings doubled every apostrophe in the complaint or subject, and doubled it again on each later visit in the series, until the text was cut off. Series now save the text exactly as typed.

When booking a recurring visit series, choosing a Duration of 4, 6, 8 or 10 hours saved every visit as 3 hours long. Each length now saves as chosen, and 10 and 20 minute lengths have been added to the list.

Sign-in codes sent by text message were not being delivered, so staff using text verification were left waiting on the code screen. Codes are now sent from NaturaeSoft's own number for every practice, including practices without a texting number, and the screen says so if a text could not be sent.

Providers without financial access were turned away when they opened their own figures from the Reports menu. They can now open the Master Report again, limited to their own figures, and the printed report follows the same rule. Staff with financial or administrator access still see every provider.

The PaymentsPro card payment list left out payments taken at the check-in kiosk, refunds issued from a payment's detail window and payments the card processor reported directly, and its monthly total dropped sales once their batch settled. Every transaction is now listed once at its correct amount, the month's totals come from the same list, and the ACH batch total no longer includes the card account's batches.

The PaymentsPro home page now has a section for each card processor the practice uses, with a month switcher and a sidebar showing the month's sales, refunds, declines, voids and batches. A practice that changed processors still sees its older history, the CardConnect list now matches the main card list, and a voided CardConnect payment shows as Void instead of Declined.

Each card payment in PaymentsPro now shows where it was taken, with an icon for payments made in the patient portal or at the check-in kiosk beside the icon for how the card was entered. The payment detail window names the source too.

Saving a patient tag, even just to change its description, switched the tag off, and new tags were created switched off, which could hide them from Bulk Messaging. Tags now have an Active checkbox and stay on when edited.

If any existing tag name contained an apostrophe, clicking Add Tag in the Add New Tag window did nothing, so no new tag could be added. Tags can now be added whatever the existing names contain, and tag names and descriptions display exactly as typed.

The BackOfficePro home now shows each area as a list beside a summary. Marketing Tags lists every tag with its patient count and a CSV download, Upcoming Auto Orders are grouped into Overdue, Due within 7 days and Later and show only orders the nightly run will place, and vendor reorder dates match the automatic purchase order run. The bulk send window moved under Settings.

Practices can now tag patients automatically in BackOfficePro by ticking rules: Seen recently, Lapsed / win-back, New client, Established client, Prospect (no visits yet) and Has an upcoming appointment. Tags are brought up to date every hour, removed when a rule is switched off, and tags staff added by hand are never touched. Patients who opted out of bulk messaging are skipped by default.

Card batches from the integrated card processor stopped being deposited automatically at the end of July, and the batch totals in PaymentsPro stopped updating once a batch had opened. Batch totals are correct again, including past months, and automatic deposits resume for batches opened from September 24. Earlier batches are left to the deposits staff made by hand.

Uploading a practice logo from the Admin page, or from the PatientPro and ApptPro settings, failed with an error and the logo was not saved. Logo uploads now complete, and if one does fail the message explains why.

Some practices were set up with every bookable visit type switched off, which left the scheduler, online booking and note template list empty. Affected practices have been repaired, and new practices are now set up with their visit types active.

Document types were never created when a new practice was set up, so a practice could be left with none and unable to file documents. Every practice now has the standard set of document types, and new practices receive it automatically.

The Process a Return and Process a Refund links on the patient screen now appear only to staff who can use them. Returns need ProductPro and administrator access; refunds need financial or administrator access. The screens behind them already refused everyone else.

The dialog for editing a document type opened empty and could not save changes. It now loads and saves correctly, including type names that contain an apostrophe.

The Discounts and Adjustments figure on the encounter totals bar counted insurance adjustments twice, so it could exceed the charge. It now shows each credit once. Balances and stored payments were always correct; only the displayed figure was wrong.

Patients carrying a tag can now be exported as a CSV for an outside marketing tool such as Mailchimp, for all tags or one tag at a time. The export follows the same rules as Bulk Messaging, so patients who opted out of bulk email are never included.

Requesting access from a new, unauthorized location failed with an error, so the practice administrator never received the approval email. Requests now go through and the approval email is sent.

Payments taken under a payment type that was later retired could drop out of the Master Report and dashboards, disagree with other reports, or be relabelled when the payment was edited. Retired types now keep their history, show as retired when editing, and can still be deposited.

The Admin page has a new Payments tab that brings together credit codes, gift cards and the card payment gateway. Links into Admin now open the right tab for every practice, including Lite practices. Before, some links opened the wrong panel or a blank page.

A newly created practice could hit an error on its first sign-in because no time zone was set yet. New practices now start with a named default time zone that handles daylight saving time, and practices already affected were corrected.

A gift card can now be redeemed from the patient's page against their overall balance, not only from inside a visit. The amount is capped at what the patient owes, and staff then choose which visits it applies to.

Choosing American Express or Debit when creating a deposit swept in every other payment type as well, and some cash-drawer payments were counted in a deposit but never marked as deposited. A deposit now only includes the payments shown on screen and of the type chosen.

Which bank deposit a payment belongs to now comes from the payment type's own deposit group, set on the Credit Codes screen, instead of a fixed list. Payment types not yet grouped appear in their own Unassigned bucket. Types that never reach the bank are kept off deposits.

Practices can now add, edit and retire their own payment types and discount codes from the Admin page, instead of asking support. Discounts are entered as a whole percent. Built-in codes and codes already used on payments are protected from renaming, so history is never reclassified.

On some practices, payments taken through the integrated card processor never appeared on the Deposits screen and could not be banked. They now appear in the card deposit group. New practices also start with American Express and Discover available, not retired.

The Saved on time printed on statements, receipts, superbills and purchase orders, and the visit time recorded for counter sales and product orders, could be an hour off depending on the season, and practices in Arizona were off every summer. These now use the practice's time zone with daylight saving applied.

Refunding a card payment that had been applied to a visit could leave the visit showing as paid, and viewing the payment afterwards could put the refunded money back on the visit. Refunds now use unapplied money first, release the rest from the visits it paid, and record the refund so balances stay correct.

The Refund button was missing on older card transactions and disappeared entirely after one partial refund. Refund is now offered on any transaction past the same-day void window, partial refunds can be repeated, and the refund form stops at the amount still refundable.

Card payments taken in the evening could be dated the following day, landing on the wrong day sheet and deposit, and some payment allocations were saved with no date at all. Card payments and refunds are now dated in the practice's local time, with daylight saving applied.

When an administrator reset a user's password and the practice had no outgoing email server set up, the reset email was not delivered. It is now sent from NaturaeSoft whenever the practice mailbox is not configured.

The encounter window now remembers the size you last used instead of snapping back on every reload, and the services and products area grows to fill the window height. Document viewer windows also remember their size, and double-clicking the viewer title bar saves the current size.

The encounter service search now lists code, CPT, title and price in separate columns, highlights matches regardless of capitals, and no longer fails on a search containing an apostrophe. The product search is wider and shows each product's pack size, so sizes of the same product are easy to tell apart.