Scheduling & Notifications
Appointment status
Be in the know. View the status of every appointment: Confirmed, Unconfirmed, Checked-in, Cancelled or Missed.
In-sync
Benefit from an integrated view in real time. All appointments scheduled at reception instantly appear on all other connected workstations.
Provider schedule notifications
Improve provider shift coordination. Email providers their schedule for the following day.
Schedule one or many
Make appointments faster and keep track of everyone’s schedule. Create a single appointment or repeat appointments over a period of time. At any time, view a daily schedule for all providers, or weekly and monthly schedules according to provider name.
Appointments by plan
Stay on top of patient treatment plans and associated appointment allowances. Schedule appointments according to specific plans to quickly identify the remaining number of visits for any given patient. This feature is critical in situations where you’re required to calculate the number of treatment sessions remaining on OCF-18s, WSIB plans and maximum coverage under Extended Healthcare Benefits.
Appointment notes
Keep everyone on the same page. Add appointment notes to remind yourself of specific tasks such as “ask patient to sign the claim form”, or “voicemail left on mobile phone to confirm upcoming appointment”.
Appointment and precharge
Take billing to the next level. Connect one or more service charges to appointments when they are booked. Once appointments are checked in, the system automatically adds predefined charges along with an option to make changes if needed.
Appointment notifications
Minimize the number of missed patient appointments. When new appointments are booked in the system, set up new appointment email and SMS notifications and 24-hour appointment reminders.
Patients & Case-Files
Multiple cases per patient
Streamline patient case data. Now there’s no need to enter patients twice when you want to open more than one case for the same person. Simply create a new case under the selected patient’s name and enter all case-specific information. Then you can instantly begin adding charges, completing claim forms and uploading documents.
Patient demographics
Capture patient demographics along with case-specific details. Gather as much information as you can to streamline the completion of stand Claim Forms and other document templates.
SOAP notes
Speed up clinical note taking. Tailor SOAP note templates to every occupation relevant to your practice and record notes on a daily basis according to each patient case.
Invoices, payments, and balances
Simplify your Accounts Receivables. Keep all invoices and payments in one place for every case. Easily identify billed and unbilled charges, check the invoice status, print account and billing statements, and preview account balances.
Documentation
Keep all relevant documentation in the same place. Store previously created claim forms and medical documents and attach files to patient cases. Access these documents from any connected workstation and identify the status of electronically submitted claim forms.
Correspondence
Add essential details to all patient files to improve service. Inside each patient’s case, keep records of conversations with adjusters, legal reps, family doctors and patients. Attach important correspondence documents such as fax transmissions and scanned letters. And whenever the need arises, selectively print summaries of the conversation records.
Assessments & Tracking
Progress tracking
Monitor the lifecycle of each patient assessment. From referral right through to final payment, you can track the progress of the assessment process. Stay on top of each assessment with systematic alerts that are automatically triggered at every stage.
Assessment types
Track all assessments you offer in your practice. Specify the types of assessments you provide such as In-Home, Follow-Up, FAEs, Psychological, etc.
Billing & Collections
Batch billing
Expedite your billing process. You can add charges to every appointment whose treatment is now complete. Monthly, bi-weekly, or at any other regular time interval you decide is best, use the Batch Billing functionality to issue hundreds of invoices in a matter of seconds.
Billing by plan
Stay consistent. Issue invoices by predefined and pre-approved plans, and take advantage of accurate “reassessment due” notifications produced by the system.
Billing types
For every type of patient you treat in your facility. Record billing charges, invoice and submit claims for Extended Health, MVA, WSIB, OHIP, Private, and Slip & Fall case types.
Reconcile payments
Reconcile accounts as payments are received. Quickly locate invoices by Invoice number, Patient first or last name, Phone number, Case ID, Claim number, or Policy number.
Email invoices
Email invoices as PDF attachment to patients, guardians, legal representatives, and any other third party.
Claim Forms & Templates
Ontario Claim Forms (OCF)
10+ Ontario Claim Forms. Have the system prepopulate OCFs when you create Form 1, OCF-1, OCF-2, OCF-3, OCF-5, OCF-6, OCF-18, OCF-19, OCF-21(B&C), OCF-23 and OCF-24.
Extended Health Claim Forms
30+ EHC Claim Forms. Have the system prepopulate EHC claim forms when you create Assumption Life, Blue Cross, Canada Life, Chambers, Claim Secure, Co-operators, Desjardins Financial, Equitable Life, Empire Life, Great-West Life, Manulife, Standard Life, Sun Life and many others.
WSIB Claim Forms
15+ WSIB Claim Forms. Have the system prepopulate WSIB claim forms when you create Form 8, Functional Abilities Form (FAF), Chiropractor’s Treatment Extension Request, Physiotherapist’s Treatment Extension Request, Physiotherapy Assessment Report, as well as Program of Care and Outcome Summaries.
Templates
Complete claim forms even faster. Create predefined templates for OCF-3, OCF-18, OCF-23, WSIB, EHC and custom treatment plans.
Documents & Attachments
Documents
Build your own library of document templates. Use predefined custom templates to create and store Initial Assessment Reports, Progress Reports, Psychological Assessment Reports, Functional Abilities Evaluation Reports, etc.
Attachments
Attach anything and everything. Upload documents received via email, scan images and then attach all relevant files to patient cases.
Electronic Data Transfer
TELUS Health eClaims
- Submit claims to all eClaims participating insurers
- Void claims
- Submit pre-determination requests
- Instantly receive and print insurer adjudication response
- Easily reconcile invoices when payments are received
- Role-based access per user
- Find documented reasons for errors and unsuccessful attempts
TELUS Health WSIB eServices
- Submit WSIB claims for services and Program of Care (POC) blocks
- Receive payment advice and adjudication records
HCAI
- Submit OCF-18, OCF-21B, OCF-21C, OCF-23, and Form 1
- Receive adjuster response codes with explanations when available
OHIP
- Validate Health Cards
- Generate claims and submit to MC EDT account
- Validate each service claim before submission
- Download and process Claim Error reports with explanations
- Download and process Batch Edit reports
- Download and process Remittance Advice with explanations
- Track the submission status of a claim file and the individual service date
Alerts & Reminders
Alerts
Take guess work out of your day-to-day activities. Have the system provide you with lists of overdue invoices, patients who require reassessment, OCF-18s that haven’t received a response, patients who haven’t paid a visit in more than two weeks and much more.
Reminders
No need to remember – the system does it for you. When you record correspondence in a patient case file, you can trigger callback reminders such as those for adjusters and patients. Set the remind-on date and the due date, choose the reminder type and assign it to alert a specific individual.
Email and SMS Messaging
Marketing
Digital communication has never been easier. Schedule promotional and special event email and SMS broadcasts. Let your customers know about your holiday hours or moving plans.
Templates
Save time. Create custom templates that can be used in mass broadcasts and appointment notifications. Personalize your communications using field placeholders such as First and Last Name, Intake Date, Appointment Date, Service Description, etc.
Subscriber options
Maintain full control. Choose who gets emails and SMS messages. Send blasts only to those who want to be on your mailing list and remove the people who have already opted out.
Notifications
Stay in touch with those who matter most. Send birthday emails to your clients along with a promotional offer. After initial intake, follow up with your clients on a regular pre-set schedule such as 30-days, 90-days and 120-days. Configure relevant communication messages using a predefined template for every time period.
Reports & Online Library
Powerful reports
Generate financial and statistical reports that matter. Whether it’s collections, revenue by referral, accounts receivables, or end-of-day summaries, you have the power to extract what you need when you need it.
Online Template Library
Take advantage of work that’s already been done for you. Access hundreds of report templates available for free in our Online Template Library accessible right from inside the system. Choose from invoice lists, collections, mediation summaries, end-of-day tracking, payments and many other reports that have been customized according to requests from your colleagues in the industry.
Report organizer
Stay organized by putting everything in a logical place. Sort reports into folders according to relevancy. For instance, group together Collections by Adjuster and Outstanding Invoices report templates and name the folder Collections.
Export to File
Share with ease. Export reports in the file type of your choice including PDF, Excel, Word, JPG, GIF, etc. Once exported, share the report with your colleagues via email, Dropbox or Google Drive.
Report Builder
View the data you want to see, how you want to see it. Build your own reports using the Report Builder that lets you select specific information and then customize the layout and configuration.
Reports Access
Remain in control and maximize security. Define who has access to what reports and choose what group of reports each employee has the ability to see.
Permission Based Access & Audit
Access Privileges
Control all access privileges. Allow or prevent access to specific features for each user. Some users may have the ability to create treatment plans, others to create invoices and reconcile payments, and another group to manage users and generate financial reports.
Audit Log
Gain insight into the use of the system. Find out who has scheduled, modified or deleted an appointment, and see when users sign in and sign out.
Access to Patients
Protect patient case-files. Allow or remove access to individual patients as you see fit. You may choose to allow or prevent users from searching and accessing patients that they don’t work with.
User Roles
Streamline User Management. Create custom user roles to expedite the amount of time it takes to build new user profiles and assign particular privileges. Think of each role as a template that lets you choose privileges that are allowed and disallowed.
Backup & Restore
Backup
Never lose your information. Schedule daily backups onto an attached storage device or a mapped network drive. Pick the exact time for the backup, for example, after working hours each day of the week.
Restore
Enjoy peace of mind knowing you can always restore lost information. If the need ever arises, you can use the latest backup file to restore your business data and continue on with your daily operations as if nothing ever happened.
