SECTION 1 STAFF LOGIN...

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1 ONLINE DIARY USER GUIDE Preparing to use the Online Diary...3 SECTION 1 STAFF LOGIN... Logging On to the Online Diary...4 Staff Diary...5 Creating, Moving and Opening Appointments...6 Other Features and Functions of the Diary...7 Diary Options...8 The Appointment Editor...9 The Patient Grid...10 The Patient Editor...11 Changing your Password...12 Changing Your Working Hours...13 SECTION 2 PATIENT LOGIN.. Patient Self-Registration...14 Viewing Patient Login Details / Creating Patient's Logins...15 My Appointment Screen...16 Booking a New Appointment...17 SECTION 3 SETTINGS AND CONFIGURATION.. Admin Settings...19 Admin Settings Custom Messages...21 Support and Useful Links Pioneer Software Ltd

2 Preparing to use the Online Diary We strongly advise checking these settings in ClinicOffice v5 before using the Online Diary as they are set in the main ClinicOffice Application. (1) Selecting which Staff Members can be booked online See image LEFT [1] Go to Staff Members, open up a Staff Member and you will see the Accept Online Booking checkbox. If the box is checked, the Staff Member will be visable online to patients booking their own appointments. < This screenshot is taken from ClinicOffice v5 (2) Restricting Patient s choice of Appointment Types online See image ABOVE Go to: View Tab > Types and Categories > [1] Appointment Types > [2] Bookable Online? You can enable/ disable a particular appointment type for the Online Diary patient booking

3 SECTION 1 Logging On to the Online Diary The Online Diary uses the same username and password as ClinicOffice. Enter your username and password into the two boxes as pictured below. Click Click to Logon to Logon to the Online Diary. The logo is customisable so you can personalise the diary for your clinic. Additionally, the option for New Patient registration can be toggled on and off in the admin settings section

4 Staff Diary After logging in, the Staff Diary page will load. (see image ABOVE for corresponding numbers) [1] Here you can view appointments either by Staff or Room Columns. [2] Use this control to choose your preferred view. (i.e. Work Week will display Monday-Friday on one page). [3] The Diary Navigator allows you to select a different day on the diary screen. Simply click the day you want to view and the diary will reload. [4] The More button displays 6 items; Admin Settings, Diary Options, Change my password, Set My Working Hours, Enter New Patient and View Patient Grid all of which will be explained in separate sections of this Userguide [5] Log Off Button. Click this when you want to close your session and return to the log on screen. [6] The Time Ruler displays the time slots for the diary. Right-Clicking the ruler will give you options for changing the diary intervals (i.e. how long each slot on the diary is; 10 minutes, 15 minutes etc). [7] The Clinic Selector allows you to change to different Clinics you have in your ClinicOffice Database. Underneath, you can select which Staff Members are visable on the diary screen. [8] Select which Staff Members to view in the Diary. (In Room View, you will have a selection of rooms instead) [9] Press Hide Side Panel to hide all controls on the right hand side of the main diary. (Useful for small screens/monitors) - 4 -

5 Creating, Moving and Opening Appointments Creating an Appointment (two methods) [Method 1] 1) Click the New Appointment button at the top of the diary. [Method 2] See Image LEFT 2) Left-click hold, drag and release over a section of the Diary [1] 3)Right-Click the selection and choose New Appointment [2] Moving an appointment Left-Click Drag-and-Dropping Appointments allow you to move the appointment from the diary screen to another slot in the diary. (Left-click the appointment and HOLD the mouse button down then drag the mouse/ appointment over to a new slot and RELEASE the mouse button) A popup will appear showing that pressing the Esc key on your keyboard will cancel the move. Opening an appointment (two methods) [Method 1] 1) Double-Click the Appointment [Method 2] See image LEFT 1) Right-Click the Appointment 2) Select: Open Appointment The next section will take you through the Appointment Editor screen

6 Other Features and Functions Right-Click Appointment Menu Right-clicking an appointment will give numerous options. You can change the Appointment Status or Type directly from this menu with out opening the appointment. Also, you can Delete, Cut or Copy the appointment. (Right-clicking the diary after you ve copied an appointment will allow you to Paste the appointment into a free slot on the diary using the same rightclick menu, but on a free /empty slot in the diary.) Right-Clicking the Time Ruler Right-clicking the time ruler brings up a few extra options You can change between different time intervals on the diary by right clicking the time rule on the left hand side of the diary. See image LEFT This diary is set to 30 minute intervals. However other options are available from this menu. Other Options include Pasting an Appointment you ve copied previously, changing the view to day, work week etc using the Change View to option, and Go to Today which quickly changes the diary view to the present day

7 Diary Options To view the Diary settings, go to More, then Diary Options see image RIGHT* Overview of the Settings see image BELOW [1] Show Cancelled Appointments in the diary (unticked will make cancelled appointments appear invisible on the diary screen). [2] Show All Clinics will display all appointments on one diary view regardless of which Clinic is selected. [3] The Maximum Diary Columns setting will limit the amount of columns that are displayed on the diary at once. A horizontal scroll bar will appear when the amount of staff members or rooms exceeds this limt. [4] Save changes will save your Diary Options and redirect you back to the Staff Diary. [5] The Clear Data Cache option is an advanced setting which clears the data cache for your user session. The Online Diary only refreshes certain data regularly to ensure fast page load times. This will clear any potentially old (cached) data that your browser is retaining, and then load all information from scratch. Useful if you need to view updated information that s been created / updated from the main ClinicOffice program instantly. * The Diary options are just one set of options pertaining specifically to the Diary page. Further settings and configuration for other sections of the Online Diary are detailed later in the userguide

8 The Appointment Editor This screen is used either for creating or editing an appointment record. [1] Back to Diary takes you back to the Main Diary screen. [2] Specify the Start and End time for an appointment, including the specific time to the right of the date selector. [3] Select which Patient the appointment belongs to. Simply type in this box and it will perform a Patient Lookup. Additionally, you can click the New button to create a new patient record (useful if the appointment is for a new patient)* Also, there are drop-down boxes in this section for selecting specific Practitioner, Room, Clinic, Appointment Type and Status. [4] You can record additional information in the Notes field relating to the appointment. [5] The Delete button permanently deletes this appointment record. [6] View Patient Record allows you to view the Patient that is assigned to this appointment* [7] Saves the appointment and returns to the Diary screen. [8] Cancels any changes you ve made and returns to the Diary Screen. [9] The Audit Trail contains useful audit information for the record. [10] The All Day Appointment checkbox makes the appointment duration last all day. [11] The Auto Description checkbox automatically fills in the Description for you, so that on the main diary screen, the appointment caption is automatically populated with Patient, Staff and Room details. *see the section: Patient Editor for more Information - 8 -

9 The Patient Grid You can view a list of Patients in your database via the Patient Grid. Go to: Diary, click More and select: View Patients Grid see image LEFT Features see image BELOW [1] The Grid. Double click on a Patient to open up their record* [2] The page selector allows you to view more patients - either click the arrows or the page number to view the next page. [3] The search bar allows you to search for Patients in your database [4] The horizontal scroll bar allows you to scroll through all of the grid data quickly. [5] The New button creates a New Patient in your database. It opens up the Patient Editor* [6] Right-Clicking a patient on the grid presents three options: (1) Open Patient* (2) New Patient* (3) Delete Patient. Moves patients to the recycle bin** See image RIGHT * The Patient Editor screen is used either for creating or editing a patient record. ** The Recycle Bin is only accessible from the main ClinicOffice program - 9 -

10 The Patient Editor The Patient Editor screen is used either for creating or editing a patient record See image ABOVE [1] The Patient Details Section contains information such as the Patients full name, their Code (their unique database reference number), their DOB, their Patient Category and Status. All are definable and vital for an organised patient database. [2] Use the Address section to input their address information [3] Use the Contact section for other fields such as Telephone numbers, etc. [4] The Appointments tab *See page 11 [5] The Patients Clinical Summary combines all Clinical Notes onto one window. See image RIGHT [6] Saves the record and returns to the previous page

11 The Patient Editor Appointments Tab [1] Use these two tabs to change between viewing the Patient Details or Appointments. [2] Double Click an appointment to open the record. [3] Shows the Clinical Summary in a separate window Changing your password As a Staff Member you can change your password from the Online Diary. (1) Go to: Diary, (2) Click: More, (3) Select: Change My Password. See image BELOW RIGHT To change your password, fill in the following three fields: (1) Current Password, (2) New Password and (3) Retype New Password. See image BELOW LEFT

12 Changing your Working hours Go to: Diary, click: More and select: Set My Working Hours see image RIGHT See image BELOW [1] Select which clinic hours you want to edit. [2] Checkbox showing whether the Staff Member has working hours at the Clinic. [3] The First Shift has a start time, an end time and a room allocation box [4] Select an additional shift if your working day is in more than one section, e.g. Staff Member A works 09:00-10:00, and 12:00-14:00 on Monday. [5] On a day the Staff Member does not work, the checkbox for the first shift is unchecked, leaving the hours indefinable and the background colour darker to show he or she is not working. [6] Select which week you want to edit, i.e. the Template Week is the default working hours, and selecting another week on the drop down box will only edit the hours for that specific week. For example Staff Member B works 09:00 17:00 every week day, except next week where as a one-off he will be absent on Monday. To show the absence, select from the drop-down box the week in question and edit the hours accordingly. [7] Saves the Changes and returns to the Diary

13 SECTION 2 Patient Self Registration (1) Patients who wish to book online must register with you. (2) Click: New Patient Registration see image RIGHT * (3) This will load the New Patient Registration See image BELOW [1] The Patient will fill out this form with their details [2] The Anti-Bot Question requires the patient to type in the characters they see in the box to the left. [3] Click Try another Code to generate a new image useful if the patient is struggling to read the characters. [4] Click to submit these details, after which the patient will receive an with their login details *If you are unable to see the New Patient registration link as pictured above, you will need to enable the setting to allow patients to self-register. Please see Section 3 of the User Guide for more information

14 Viewing Patient Login Details / Creating Patients Login You can view and edit Patients login details after they have self registered. You can also allow Online Access for Patients manually from the Main ClinicOffice v5 program useful if you do not want Patients to self register. ^ screen shot captured from ClinicOffice v5 (See image ABOVE) [1] Open the Patient Record, Click: Assign Online Login [2] Tick or Un-tick to enable or disable Online Access for this Patient [3] Edit the username from this box or click Get to pull through their address to use as their username [4] You can edit the password from this box, or click Generate New Password to create a random, secure password. [5] You can send the login details to the patient either by or SMS. Select either one with the two tabs. [6] Click on the Drop Down box to insert merge fields into the message body. Merge Fields are displayed in <> s. [7] Edit the Subject [8] The Message body is editable so if you wish to personalize the message that is sent you can! [9] Click: Reset to Default if you wish to revert to the standard template, should you make any changes and wish to revert to the default again. You will lose any changes you ve made to the message body and the subject line. [10] Click Send (or Send SMS) to send the message to the patient so they can log in

15 My Appointment Screen When the patient first logs in, the main page will display a list of past and future appointments. See image ABOVE [1] Book New Appointment takes them through a series of pages for booking an appointment with your Clinic [2] My Details - Displays a screen which can be configured to allow Patients to edit their own details online* [3] Click here to log off and return to the Logon screen. [4] Appointments will appear here. [5] To cancel an upcoming appointment, on the My Appointment Screen, click Cancel Appointment on the appointment you wish to cancel. See image BELOW You can alter the minimum cancellation time period from the Admin Settings screen* *Please see Section 3 of the User Guide for information on configuration

16 Booking a New Appointment (1) From the My Appointment Screen, Click Book New Appointment (2) Then, Select a Practitioner. Either choose Any or specify a particular practitioner. You can choose which Practitioners are available on the Online Diary for Patient booking on the Admin Settings Page. More info on this page is found in Section 3 of the User Guide. (3) Then, select an Appointment Type. Additional settings for this box are mentioned in Section 3 of the User Guide i.e. defining which appointment types are available online (4) Search for availability. See image ABOVE [1] Date Selector. As soon as possible provides a selection of appointment time slots as soon as possible. [2] If selected Search these dates you can specify which days of the week to include/ exclude in your search. [3] Time for the appointment- Select from multiple options to narrow down your search

17 Booking a New Appointment (continued...) (5) You can now choose your preferred appointment from a list. The results may show on multiple pages you can change the page at the bottom of the window. Each Appointment shows the Time, Date and Practitioner. - Simply select your appointment and click NEXT. (6) One last step before confirming the appointment is the option to add notes to the appointment. Click Confirm to do so. This is useful if the patient wants to convey additional information that they would give over the phone. Any notes made here are inserted into the Notes field on the appointment record. (7) The last screen on the Patient Booking is a confirmation window which is printable and displays an overview of the appointment the patient has booked

18 (SECTION 3) Admin Settings Go to: Staff Diary > More > Admin Settings

19 Admin Settings (continued...) NOTE Hover-over the to read a description of each option See Image on Previous Page [1] Site Settings. Change basic settings for your Online Diary such as the Company Name, contact information and location setting. The Timeout setting determines how long your user session will stay logged in with no user input. This setting is specific to each Staff Member who logs in. The limit to how long an inactive session will stay logged in is 1 hour (60 minutes). NOTE the Clinic Address is used to CC s (sent to patients) to the Clinic. Please ensure this is correctly set so you will be informed of any Patient bookings online. [2] Click: Browse to locate an image on your computer to use as your logo (displayed at the top of the Online Diary). Click: Clear logo to remove the logo. [3] After every section is a Save changes button. Ensure you click to save any changes you make to this page. [4] The Patient registration section affects Patient s registration/ signing up to use the Online Diary and book their own appointments. The top option: Allow Patients to self-register allows the link on the log on screen to be displayed. [5] The Patient Booking section has more specific settings to restrict/ change the choice of appointments for Patients booking online. [6] Financial Settings. Click your chosen payment method for patients to pay for their appointments online. More options will expand out when selected. [7] Custom Messages and Templates. Here you can customise s and messages that are sent from the Online Diary. Msg / Message screens are aspects of the webpages (such as the Welcome screen or the Booking success page) that are customisable with full font formatting. The s sent from the Online Diary to Patients are also customisable. More info is on the next page of the Userguide. [8] The Clear Data Cache option is an advanced setting which clears the data cache for your user session. The Online Diary only refreshes certain data regularly to ensure fast page load times. This will clear any potentially old (cached) data that your browser is retaining and then load all information from scratch. Useful if you need to view updated information that has been updated from the main ClinicOffice program instantly. Test SMTP Settings allows you to test that the SMTP settings in your ClinicOffice database are fuctioning correctly. The ClinicOffice Online Diary will attempt to use your own account to send s using those SMTP settings. However if there is no account configured or the server is unreachable, all s will be sent from a noreply address from the Online Diary. Custom HTML is an advanced option for entering custom html scripts into your Online Diary. Useful for admin purposes such as gathering analytical data

20 Admin Settings Custom Messages The second part of the Admin Settings is the section at the bottom of the page entitled: Custom Messages See image ABOVE [1] Your custom message goes here. Place your mouse cursor in the white box. [2] There are many HTML text controls in this editor, including sizing options, fonts, colours, alignment etc. [3] Insert Merge Field gives you a range of fields that automatically pulls data from your database. [4] Reset to Default reverts the template to the original default message. This cannot be undone

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