Configuring OrthoTrac > Using System Maintenance
The System Options window enables you to select options and preferences for financial-related functions (Example:Patient checkout, auto payments, late charges, and so on), system functions (Example:Displaying names, window prompts for specific actions, and so on), and HIPAA security functions. Selecting these options activates or prepopulates fields throughout the system.
To select system options:
Select Functions > Maintenance/Set-up > System Maintenance from the menu bar.
In the System Maintenance window, select the System Options option button.
In the System Options section, select from the available options.
Multiple Locations — Select this option to track patient financials according to office location. The following options are enabled:
Allow User Selection When Posting Financial Functions — This is the default option and causes the software to prompt you to select a location when posting a charge or payment amount.
Always Use Patient Location — Select this option to always credit the location at which the patient is typically seen with the posted charge or payment amount.
Always Use Workstation Location — Select this option to always credit the office at which this workstation is located with the posted charge or payment amount.
Multiple Doctors — Select this option to track the revenue generated by each doctor. The following options are enabled:
Allow User Selection When Posting Financial Functions — This is the default option and causes the software to prompt you to select a doctor when posting a charge or payment amount.
Always Use Patient Doctor — Select this option to always credit the doctor assigned to the patient with the posted charge or payment amount.
These options apply only to posting charges and payments. The charting module tracks the actual doctor/location at which the patient was seen.
Assign Assistant to Patient — Select this option to have the software prompt you to select an assistant when entering a new patient. This assistant becomes the default assistant in the Patient Chart for this patient, as well as the assistant assigned to the patient when moved into Treatment Card using Patient Flow; however, you can select a different assistant if necessary.
Multiple Due Dates — Select this option to set up multiple due dates for patient payments as a convenience for patients or to help manage your cash flow.
Due Date — Type the due date for your patient accounts.
This field is disabled if you selected Multiple Due Dates.
Grace Period — Type the number of days after the due date that you give patients to make their payment before they must pay a late charge.
Late Charge — Type the amount of the late charge in either dollars or as a percentage of the amount due; for example, 5%.
NSF Charge — Type the amount charged for a returned check due to non-sufficient funds.
Euro Rate — This field is not currently used.
Select Referral — Select this option to have the software prompt you to select a referral type and source when entering a new patient.
In the Checkout Options section, select from the available options.
Post Procedures — Select this option to have the system display the Financial Functions — Charges and Payments window, where you can post procedures as part of the checkout process.
Post Payments — Select this option to have the system display the Financial Functions — Charges and Payments window, where you can enter a payment as part of the checkout process.
Schedule Appts — Select this option to have the system display the Schedule Appointments window, where you can schedule the next appointment as part of the checkout process.
Print Appt Ticket — Select this option to have the system prompt you to print an appointment ticket as part of the checkout process.
Electing a Checkout Option instructs the software to display a window for a particular process during checkout; however, it is not mandatory that you perform the process. For example, if you do not want to print an appointment ticket, click NO to close the window.
In the Auto Payments section, select from the available options.
Auto Bank Drafts — Select this option to activate the Draft tab in the Auto Payment function, where you enter a patient's bank account information to enable the software to automatically credit a patient's account for their monthly payment.
Credit Card Drafts — Select this option to activate the Card tab in the Auto Payment function, where you enter a patient’s credit card information to enable the software to automatically credit a patient’s account for their monthly payment.
Post Dated Cheques — Select this option to activate the Cheque tab in the Auto Payment function, where you enter a patient’s post-dated check information to enable the software to automatically credit a patient’s account for their monthly payment.
The Post Dated Cheques option is intended for use in Canadian offices only.
In the Name Options section, select from the available options.
Show Doctor Name As: — Use the drop-down list to select a display option for the doctor name. The style selected appears on various forms and reports.
Show Assistant Name As: — Use the drop-down list to select a display option for the assistant name. The style selected appears on various forms and reports.
Show First Name As: — Use the drop-down list to select either the patient’s first name or common name. The name selected is displayed in the Patient Chart, in financial documents, and in various forms and reports.
Combine Middle & Last Name — Select this option to include a patient’s middle name with his last name. This feature helps you differentiate between patients with the same first and last name, as the patient’s middle name or initial is displayed before their last name in the OrthoTrac Patient Lookup window, even though the list is sorted alphabetically by last name. ExampleWith this option selected, if there are two patients with the name "Thomas Smith,” you could tell them apart because their middle names would display in the Last Name field of the CS OrthoTrac Patient Lookup window.
This feature is also useful if you have several patients with a ”r;Van,” ”r;Van De,” or similar combination in their surnames. With the Combine Middle and Last Name option selected, enter the ”r;Van,” ”r;Van De,” or similar combination in the Middle field of the Patient Add window. The name ”r;John Van Dyck” would appear in the ”r;D” portion of the list in the OrthoTrac Patient Lookup window, despite the fact that the ”r;Van” portion of the name is displayed before the last name.
In the Miscellaneous Options section, select from the available options.
Balance on Ticket — Use the drop-down list to select a display option for the patient’s balance, which prints on the appointment ticket.
OrthoTrac Error Logging — Select this option to have the software keep a record of system errors.
Do not select the OrthoTrac Error Logging option unless a support representative instructs you to do so.
Automatic Capitalization — Select this option to have the system automatically format common words and abbreviations in upper- and lowercase. They are also automatically formatted if you type in all uppercase.
Office Expert Notification — Select this option to have the system prompt you, upon opening the software for the first time each day, if Office Expert has not been updated.
Archive Word Processing Documents — Select this option to enable the document storage feature.
To select this option, you must have CS Orthodontic Imaging software version 8.0.5 or higher loaded on your computer.
Prompt for Contract Payment Coupons — Select this option to have the software prompt you, after creating a contract or payment plan, if you want to print coupons.
Use Default Mail Client for Staff Mail — Select this option to launch your default mail client, such as Microsoft Outlook or Outlook Express, instead of Staff Mail. After selecting this option, your default mail client is displayed when you click the Staff Mail button.
Use Default Mail Client for Staff ToDo — Select this option to launch your default mail client, such as Microsoft Outlook or Outlook Express, instead of the Staff To Do function. After selecting this option, your default mail client is displayed when you click the To-Do List button.
In the HIPAA Options section, select from the available options.
HIPAA Privacy Acknowledgement Notification — Select this option to have the system alert you, upon opening a patient chart, that a patient’s HIPAA acknowledgement form is incomplete.
Force Unique User ID — Select this option to require each staff member to enter a unique User ID when logging in to the software.
All staff members must have a User ID before this feature can be enabled. See Setting Up the Staff for more information.
Enable Strong Passwords — Select this option to require each staff member to use a ”r;strong” password when logging in to the software. Strong passwords are case sensitive and must meet the following criteria to be valid:
Must be a minimum of seven characters.
Must contain at least one letter.
Must contain one numeric character.
Cannot contain any part of user name.
Cannot be the same as your previous password.
Cannot contain more than two paired letters in a row.
If a user incorrectly logs in to the software five times, he is locked out for 10 minutes.
The software prompts each staff member to change passwords every 90 days.
The Force Unique User ID option must be selected and all staff members must have a unique User ID before you can select the Enable Strong Passwords option.
Enable Automatic Logoff (wait __ minutes) — Select this option to have a staff member’s workstation automatically logged off after a set period of inactivity. Click the arrow buttons to select the number of minutes the workstation can be inactive before it is logged off.
The Enable Automatic Logoff option is system wide. You must use this feature on all workstations, or it cannot be used at all.
If the same user logs back in to the software, he is returned to the same window he was using before being logged out.
If a different user logs in on a locked workstation, the main menu is displayed, and any unsaved information entered by the previous user is lost.
If a user clicks Cancel in the Staff Login window, the software is closed and any unsaved information entered by the previous user is lost.
Enable HIPAA Security Audit Logging — Select this option to have the software track the following information for all staff members:
Successful logons
Logoffs
Access granted to specific modules
Access denied to specific modules
Access granted to specific modules via user login override
To view a report of this information, select Reports > Miscellaneous > View HIPAA Security Audit Log.
Click OK to save your changes.
Exit and reopen the software, or select Options > Copy Database Files to have the changes take effect.
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