Using System Maintenance

Setting Up System Options

You can select options and preferences for financial-related functions in the System Options window.

To set up system options:

1. In the System Maintenance window, select System Options. The Systems Options window is displayed.

2. Set the following System Options:

3. Multiple LocationsSelect this option to track patient financials according to office location. The following options are enabled:
   
   • Allow User Selection When Posting Financial Functions—Select this option to be prompted to select a location when posting a charge or payment amount.  This is the default setting.
   
   • 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.

4. Multiple DoctorsSelect this option to track the revenue generated by each doctor. The following options are enabled:
   
   • Allow User Selection When Posting Financial Functions—Select this option to be prompted to select a doctor when posting a charge or payment amount.  This is the default setting.
   
   • Always Use Patient Doctor—Select this option to always credit the doctor assigned to the patient with the posted charge or payment amount.
   
   Note:  These options apply only to posting charges and payments. The Charting module tracks the actual doctor/location at which the patient is seen.

5. Assign Assistant to PatientSelect this option to be prompted to select an assistant when entering a new patient. This assistant becomes the default assistant in the Patient Chart for a patient, as well as the assistant assigned to the patient when moved to the Treatment Card using Patient Flow; however, you can select a different assistant.

6. Multiple Due DatesSelect this option to set up multiple due dates for patient payments as a convenience for patients or to help manage your cash flow.

7. Due DateType the due date for your patient accounts. This field is disabled if you select Multiple Due Dates.

8. Grace PeriodType the number of days after the due date that you give patients to make their payment before they must pay a late charge.

9. Late ChargeType the amount of the late charge in either dollars or as a percentage of the amount due; for example, 5%.

10. NSF ChargeType the amount charged for a returned check due to non-sufficient funds.

11. Euro RateThis field is not currently used.

3. Set the following Checkout Options:

4. Post ProceduresSelect this option to display the Financial Functions - Charges and Payments window, where you can post procedures as part of the checkout process.

5. Post PaymentsSelect this option to display the Financial Functions - Charges and Payments window, where you can enter a payment as part of the checkout process.

6. Schedule ApptsSelect this option to display the Schedule Appointments window, where you can schedule the next appointment as part of the checkout process.

7. Print Appt TicketSelect this option to receive a prompt to print an appointment ticket as part of the checkout process.

• Selecting 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.

4. Set the following Auto Payments options:

5. Auto Bank DraftsSelect this option to activate the Draft tab in the Auto Payment function, where you enter a patient's bank account information to automatically credit a patient's account for their monthly payment.

6. Credit Card DraftsSelect this option to activate the Card tab in the Auto Payment function, where you enter a patient's credit card information to automatically credit a patient's account for their monthly payment.

7. Post Dated ChequesSelect this option to activate the Cheque tab in the Auto Payment function, where you enter a patient's post-dated check information to automatically credit a patient's account for their monthly payment. The Post Dated Cheques option is used in Canadian offices only.

5. Set the following Name Options:

6. Show Doctor Name AsUse the drop-down list to select a display option for the doctor name. The style selected is displayed on forms and reports.

7. Show Assistant Name AsUse the drop-down list to select a display option for the assistant name. The style selected is displayed on forms and reports.

8. Show First Name AsUse 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 on forms and reports.

9. Combine Middle & Last NameSelect 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.

6. Set the following Miscellaneous Options:

7. Balance on TicketUse the drop-down list to select a display option for the patient's balance, which prints on the appointment ticket.

8. OrthoTrac Error LoggingSelect this option to keep a record of system errors. Do not select this option unless a support representative instructs you to do so.

9. Automatic CapitalizationSelect this option to automatically format common words and abbreviations in uppercase and lowercase. They are also automatically formatted if you type in all uppercase.

10. Office Expert NotificationSelect this option to receive a prompt, upon opening the software for the first time each day, if Office Expert has not been updated.

11. Archive Word Processing DocumentsSelect 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.

12. Prompt for Contract Payment CouponsSelect this option to receive a prompt, after creating a contract or payment plan, if you want to print coupons.

13. Use Default Mail Client for Staff MailSelect 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.

14. Use Default Mail Client for Staff ToDoSelect this option to launch your default mail client, such as Microsoft Outlook or Outlook Express, instead of the Staff ToDo function. After selecting this option, your default mail client is displayed when you click the ToDo List button.

7. Set the following HIPAA Options:

8. HIPAA Privacy Acknowledgement NotificationSelect this option to receive an alert, upon opening a patient chart, that a patient's HIPAA acknowledgement form is incomplete.

9. Force Unique User IDSelect 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.

10. Enable Strong PasswordsSelect this option to require each staff member to use a 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 a 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.
    
    Note:  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.
    

11. Enable Automatic Logoff (wait __ minutes)Select this option to have a staff member's workstation automatically log 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.
    
    Note:  The Enable Automatic Logoff option is system-wide. You must use this feature on all workstations.
    
    If the same user logs back into 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.

12. Enable HIPAA Security Audit LoggingSelect this option to have the software track the following information for all staff members:
    
    • Successful log-ons
    • Log-offs
    • Access granted to specific modules
    • Access denied to specific modules
    • Access granted to specific modules via user log-in override
    
    To view a report of this information, select Reports > Miscellaneous > View HIPAA Security Audit Log.
    

8. Click OK.

Related Topics

Accessing the OrthoTrac Maintenance Window

Setting Up Contract Types

Setting Locations

Setting Up Patient Add Options

Setting Up Patient Status

Setting Up Patient Types

Setting Up Procedure Categories

Setting Up Phone Types

Setting Up Races

Setting Up Relationships

Setting Up Referral Groups

Setting Up Salutations

Setting Up Specialties

Setting Up Staff Titles

Setting Up Zip Codes