SMARTROOMS CENTRAL VERSION 13 FULL FEATURES LIST SNOW LEOPARD AND WINDOWS 7 COMPATIBLE UNIQUE ALL IN ONE PATIENT RECORD all patient details, accounts, payments, letters, procedures, appointment and message record, images and scans, procedures and problems all in one easy access record. IN EACH PATIENT RECORD - Ability to search for patient by surname, first name, file number, Medicare number, date of birth, sex, suburb, postcode, telephone numbers - Last or next visit showing in patient list - Recent patient list for quick find of patient records recently opened - Gender set according to patient title - Quick patient search by full or part of surname in full patient list - File numbers-automatic generation or assign manually - Inactive button - inactivates record for culling with printable list - Inactive patients blue in list to differentiate between active patients - Other patient details - Medicare number + expiry date, Health card number with expiry date. pension details, PBS, health insurance details, date of next visit, next of kin details, preferred name box, email address - Referral expiry alert - Alert for inactive referring doctors - Alert for Health Card expiry date - Letter date for referral + date for start of referral for referral expiry countdown - Referring doctor patient reference number field - Specialist referral has automatic default to 3 months - Select from 11 other referral periods including lost, emergency and manual (manually select referral date expiry) referrals - Multiple hospital UR numbers - UR number field for fee for service accounts - One patient record handles all different types of billing-no limit - Prints patient address envelopes - Patient recalls or reminders - active list can be printed for reference - Prints patient details to history envelope - Labels - sheets or single labels using label printer with customised labels to suit practice needs - Old addresses saved for reference purposes - Overdue account warning when patient record opened - X-ray in rooms alert box - Customised alert messages - Date of deceased box ACN 088 309 979 DoctorWare (Aust) Pty Ltd ABN 57 088 309 979 PO Box 2126 East Ivanhoe Victoria 3079 03 9499 4622
-Secretary note section for office staff - Google location of patient address - Ancillaries check box to denote extras with private insurance FEE SCHEDULES - Importation of full MBS fee schedules, other fees as become available - Up to 30 characters for item numbers can be entered (suitable for oral surgeons) - Increased space for item number descriptions (previously limited) - Enter unlimited number of item numbers including non-mbs item numbers for legal or medical insurance accounts- own item number can be generated - All fee schedules covered - 4 user defined fee schedule fields - Full fee schedule can be printed - Support for doctor-specific fee schedules UPDATING OF FEES: - MBS item numbers- automatic updating via SmartCare - Fee updating for DVA, health funds, workers' compensation, TAC, AMA - Fees can be updated: - as a percentage of the current fee - private fees can be calculated as a percentage above the schedule fee for each item number - calculation using formula editor for ad hoc modifications of fees MEDICARE ONLINE - Medicare Online - bulk billing, DVA, private accounts part paid, fully paid and unpaid -Available in both Macintosh and Windows environments -Interactive patient claiming -Store and forward patient claims -Online Medicare number verification -Receive reports on claims and check payments received ACCOUNTS - Medicare/private billing - DVA- handles vouchers for batches or printed accounts - Automatically adds DVA number to printed accounts or date of birth if no DVA number - Ability to select type of DVA card and condition for printing on account - Bulk billing - Traffic accident - Workers compensation-change payor facility - payor can be changed on previously printed worker compensation accounts without having to create a new account - Add a fixed out of pocket amount or calculate automatically on accounts not using quotes- show on account if wish - NO GAP ACCOUNTS - prints no gap stationary automatically according to health fund from A4 plain paper - full range of health funds supported- HBA, Medibank Private, Australian Unity, MBF, Australian Health Alliance, HCF, NIB, GMHBA, Latrobe Health Services, St Luke's - copayment accounts for no gap billing - see quoting - QUOTING 2
PAYMENTS - financial informed consent automatically quotes out of pocket costs - ability to take deposits/credits/copayments - easy conversion of quote to an invoice ability to modify this invoice as required before final printing - deposits taken on quotes - applied to invoice when account generated. - ability to refund deposits - apply fixed out of pocket cost - Combined hospital/workers compensation accounts - multiple patients on a single account - GST can be applied if necessary for fee for service accounts - patient UR number added to account - Legal/medical insurance accounts (no referral required) - Ability to have multiple account types within one patient file (unlimited) eg private, worker compensation, legal, traffic accident etc - Person responsible accounts for addressing accounts to a third party - Account templates - for regularly used multiple item numbers either for operations or multiitem inpatient accounts for any type of billing - type in dates and account automatically generated - GST accounts - Not referred accounts - "Not Normal Aftercare" accounts - Self deemed button - Inpatient accounts generate item number with asterix to denote hospital service - Multiple procedure, 75% and 20% (for assistants) automatically calculated - Discount can be applied or a percentage added to an account - Manual reduction of fees for an item number by 85%, 75%, 60%, 50%, 25% or 20% or increase to 150% - Messages can be added to individual accounts, customised and saved for later use - practice doctor specific - Fee updating formula editor- customised fee updating for your practice - Medicare PC1 claim forms automatically printed with patient details- with or without preprinted stationery - Credit card payment details added to accounts - optional - A facility fee can be applied to selected item numbers - Batch account printing - Reprint of day's accounts in a batch (eg printer failure) - Deferred printing of accounts- keeps list of "not sent" accounts - Automatic addressing of traffic accident, workers compensation and DVA accounts - Writing off unpaid accounts or account balances - Standard or customised letterhead for accounts - Referring doctor details can be changed on unprinted accounts - Accounts can be created without referring doctor but will defer printing- after referring doctor added account can be printed - Account copies - No gap and hospital account batch reprint function - Lists of unpaid batches for bulk billing, DVA, no gap and hospital batch billinglist can be printed - Full account history can be printed - Patient referral history - Patient account reversal history - Accounts and payment listed on same page for easy reference 3
- Allocation of a payment to a particular invoice - accepts part payments - Differentiates between cheques, cash, credit card payments, EFTPOS payments separated between cheque, savings and credit - Default payment type can be set - Deposits and credit payments can be made - Deposit refund for quotes - Dispersal of one cheque over more than one patient - one cheque on bank deposit - Drawer details can be saved for future use - Payments can be made without receipting - Receipt copies including payments with no previous receipt issued - Batch payments for bulk billing, DVA, no gap and hospital billing - Overpayments accepted - Payment errors can be corrected until final bank deposit form printed - Process bounced cheques by maintaining record of payment as bounced payment but allowing new payment on the affected account - financial summaries adjusted accordingly - Non-patient accounts payments eg lecture fee BANKING - Separates cheque and cash in bank deposit form for "cheques only" deposits - Allows draft printing of bank deposit form for checking prior to final printing - Separate EFTPOS/direct credit list from bank deposit form - Optional cheque sort by bank name for immediate availability of Reserve Bank cheques - View cash in bank deposit prior to printing - Easy recall and reprinting of old bank deposit form - Cash only deposit form - MYOB (deposit and allocation accounts) and Quicken export of bank deposits and EFTPOS - EFTPOS list to show GST - Daily EFTPOS list for daily totals DEBTORS - Invoice ageing from date of printing - Automatic generation of account rendered letters for 7, 30, 45, 60 or 90 days overdue - Customised messages can be added to account rendered letters - Credit card facility added to account rendereds - Summary list or detailed letters can be printed - Debt collector list generated from setting in patient record - Overdue account warning when patient record opened SMARTMAIL - Built-in emailer- send and receive emails - Email patient letters or other emails using SmartMail directly from SmartRooms Central (separate email program not required) - Scanned doctor's signature can be applied to emails - Operating list can be emailed to hospitals, assistants and anaesthetists - Please note that letters are not encrypted - FOR ENCRYPTED EMAILS- integrates with Promedicus.net and Argus - Authentication available INTERNAL MESSAGING - Built-in internal messaging system 4
- Messages can be attached to a patient for future reference - SMS or email practice doctor a message from list - Email messages sent to iphone number diallable from email APPOINTMENTS - Multiple sites and doctors - Therapists and nurse appointments - Creation of separate day lists for different sites - Multiviewing of more than one doctor on one screen - SMS and email reminders for appointments to patient - Sync patient appointments with ical for Macintosh and Outlook for Windowscan then be uploaded to PDA - More than one appointment window can be opened simultaneously - Unlimited number of different appointment types can be created - 256 different colour codes available - Appointment legend - colour codes assigned to appointment types visible on main screen - Track patient's consultation by use of patient status button - From appointments generate account, print Medicare claim form, and make payments - Add new patients from scheduler- as much or as little information as you require - Record of appointment date kept in each individual patient file for easy tracking - Next or last visit shown in patient list - Future appointment warning if booking another appointment - Reminder of appointment alert - Reporting function to track billing of patients on a particular day - Report for appointments made or changed on a particular date - Time slots from 5 to 60 minutes - Add non-patient appointments, block out lunches, tea breaks, holidays, conferences, public holidays, operating days etc. - check on repeat event duplication - Denote appointment slots eg new patients, legals, procedures in rooms etc - Appointment waiting/cancellation list-list of patients waiting for cancellations or change of appointment - Waiting list can be printed for reference - Appointment waiting list sorted by date entered - Cut and paste appointments - allows easy changing of existing appointments to another date - Summary of individual patient's appointments can be printed - Send patient records on selected appointment day to SmartRooms Remote - Send patient records on selected appointment day to digital dictation - Cancelled appointment record maintained in patient record - Cancelled appointment report - Did not attend appointment record maintained in patient record - Did not attend appointment report - Referral expiry alert within 30 days of appointment shown on appointment screen WORD PROCESSING - Fully functioning, inbuilt word processor allowing letters to be saved in patient file - no need to purchase separate word processor - Integrated medical spellchecker & glossary - Other word processing documents can be saved into patient record by opening document or cut and paste 5
- Bulk word processing documents can be uploaded for automatic attachment to patient files - Unlimited templates with customised letterheads and footers - eliminates necessity for preprinted stationary. Tabbed search function added for easy search access to templates. - Logos can be easily added to templates - Ability for some customization of commercially developed logos to add to templates or letterhead templates - Automatic insertion of patient details, referring doctor address and salutation and legal addresses into letters - New letters can automatically insert doctor address details for previous copy receivers - Copies of letter automatically generated when cc's selected - automatically prints number of copies - Recipient other than referring doctor can be changed as required - Addressee can be set as different from referring doctor - Letters can be locked once printed -Full screen format for typing -Zoom feature to enlarge typing without changing font size default can be set for each template - Auto text- save for later use, frequently used words or lines of text in glossary - Email letters - sent to SmartMail - Encryption of letters for emailing - built-in integration for sending by Argus or Prodmedicus - Envelopes for referring doctors and copies automatically generated - Batch printing of envelopes - Drafts of letters saved for correction - can be printed in a batch after doctor review - Checked button for draft letters - Non patient letters can be generated and categorised - Mail merge of letters or labels - Borders and tables - Documents and images can be inserted into letter - Images can be pasted into letter - Patient problems can be entered from letter screen. Problem list can be generated automatically into patient letter - Selected text in letter can be sent to envelope printing - Search contents of letters for words or phrases with generation of list IMAGE MANAGEMENT - MODULE - Uploading of images directly from camera or import from file - Images stored as thumbnail in patient record - Images stored in separate folder from data for easy backup - Non-patient image storage - Image manipulation - Images from SmartRooms Central sent to SmartRooms Clinical (if linked) - Images can be emailed SCANNING MANAGEMENT - MODULE - One click scanning - Scan directly into patient file or upload from folder - Scans saved in PDF format - Set a default scanner - Single or multipage scanning - Scans can be printed from patient record - Scans saved as thumbnail in patient record 6
- Scans stored in separate folder outside data for easy backup - Non-patient scan storage - Scans from SmartRooms Central sent to SmartRooms Clinical (if linked) - Scans can be emailed OUTSOURCING DICTATION - supports digital dictation- integrates with Ozescribe, Cyberscribe and other companies - Patient details can be sent off site for remote dictation - Receive letters attached to" sent patient" details. - Automatically uploads letters to patient record - Ability to allocate unattached letters to patients - Upload other word processing documents into dictation list for easy patient file attachment OPERATING LISTS - Automatic generation of operating lists up to 12 months or more in advance - List view shows length of time patients booked for and available remaining time - Generation of single operating list - Alert if referral runs out before date of procedure - View by week or individual days - Denotes % of list full - Supports multiple hospital lists - Operation types can be saved for later reuse - Procedure list includes equipment, anaesthetist, physician, alerts, estimated time, assistant, case order, image intensifier, orthotics, autologous blood. Equipment and alert lists can be saved for reuse. - Admission date and time for operation list - Automatic generation of accounts from operating list - Waiting list for operations-easy allocation from list to theatre list - Email list to hospitals, assistant, anaesthetist - TAC and WorkCover numbers added to procedure list -Able to view past lists - Priority can be set for patients on waiting list OBSTETRIC PRACTICES - Entry of LNMP with automatic updating of 12, 20, 30 week and EDD dates - Report generation based on these dates REFERRING DOCTOR DETAILS - Doctor type selection - automatic default to 3 month referral period for specialists - Includes phone, fax, mobile phone numbers and email address - Report generation of referring doctors by location, specialty, number or patients referred and when last referred a patient. Includes names of patients referred by a particular doctor. All reports can be printed. - Individual referring doctor record has names of patients referred -Report on referrals per year per referring doctor - Mail merge can be applied to a list of doctors pulled up by report - Referring doctor list has provider number and phone numbers - Referring doctor envelope - Inactive referring doctor button CLINICAL 7
- Clinical notes can be stored and printed- date stamped and locked after saving - Clinical problem list can be generated for each patient-list can be added to letters - ICD code set can be imported - Patient problems - show major, minor, date active and inactive - Problem list can be generated automatically into patient letter REPORTS - Full financial reporting - no end of month - Financial summaries can be viewed in 12 different formats including 6 three dimensional styles - Reports can be viewed in monthly, financial year, financial year to date, quarter, specific date format or by date range REPORT TYPES - Accounts - Payments - Bounced cheque - Reversed accounts - Ageing journals by date and account type - Refund - Daily EFT payments - Schedule item journal - lists billing by item numbers for specific date period - Individual item number - Daily activity journal- all accounts/payments/reversals in one report - Facility fee report to track item numbers and amounts where a facility fee has been charged - Tracks type of billing using patient age - GST - Debt collector list - Overdue veterans accounts for printed veterans accounts - Expected date of delivery - Financial summary of all practice provider numbers - Income by provider number - AR and receipts list - Transaction summary - Patient numbers by postcodes - Surgical audit - Scoring systems - Referring doctor - find doctors that have referred patients from a chosen date - listing by suburb - lists patients sent per doctor - listing by specialty - Clinical problems - specific problem with patients - all problems with patients - all patients with all problems GENERAL - Surgical Audit - Orthopaedic scoring system - Unlimited practice doctors can be added to SmartRooms - separate financial, banking and patient details for each doctor or combined banking 8
- Therapists/practice nurses can be added for appointment bookings - Unlimited sites/provider numbers for each doctor - Support for locum doctors - Links to SmartRooms Clinical - Preinstalled suburb and postcodes for Australia wide - Password protection for different levels of access-generates audit trail according to log in - Flags patients with accounts owing in patient list by colour code - Data export capability- ASCI format - Networking-local or remote via broadband (multiuser version only) - Batch printing of accounts and receipts - Preferences of individual practice doctors can be customised - Alert for duplicated patient and referring doctor records - Contact list for non-patient contacts - prints envelopes - Hospital lists - add No Gap hospital numbers - Modifiable bank list - Modifiable health insurers and drawers list - Secretary notes area - links back to SmartRooms Clinical for doctor notification - Can mix Macintosh and Windows on a network in multiuser mode - Compatibility with Mac OSX and Windows XP - More than one window can be opened simultaneously eg patient record, appointments window etc - Archiving of: - letters - old patient records if deletion out of patient database required - deletion doctors who have left practice - Password protection for deletion of patients BACK UP - Integrated back up module for automatic backing up of data - Back up to external hard disk, firewire drive, USB2 or across network SMARTROOMS MODULES SMARTROOMS CLINICAL for the specialist - Electronic Clinical History include diagrams - Surgical Audit - Orthopaedic scoring system - Patient appointments can be synced to ical or Outlook for uploading to PDA - Prescription writing incorporating MIMS data with pictures of tablets - electronic MIMS annual incorporated - printable - electronic CMI annual incorporated - printable - save favourites for quick prescribing during consulting - record of previous dispensed scripts - date stamped for when first dispensed - print previously dispensed scripts with new date printed at new consultation - reprint lost scripts with original date printed - Authority scripts - automatic generation of authority scripts 9
- reprint facility - certain scripts can be made authority if required eg double dose scripts - Streamline authority scripts supported - Private scripts - BSA calculation - Pathology and Radiology test ordering - prints to pathology provided request forms - make favourite list of frequent pathology tests for easy ordering - copy to referring doctor button - add copies to other doctors - Pathology and Radiology test downloading and linkage to patient records - flagging of abnormal results - easy linking to patient file - easy new patient add on - results can be printed - printable action list - Compares pathology results ordered with pathology results received - uncompleted pathology list generated for practice follow-up - In house program therefore no drug advertising - Inbuilt word processing full features available see above for SmartRooms Central - write operation reports and upload to SmartRooms Central for printing if required - generate other letters - automatic adding of drugs list - unlimited templates - Records can be set to be uploaded back to SmartRooms Central if required - Image and scanning management as for SmartRooms Central but images and scans are not uploaded back to SmartRooms Central - Read only appointments module in standalone - Read only patient financials- accounts and payments - Clinical note pad read only in Central. Date stamped and printable - Problem list - enter new ones or updated from SmartRooms Central - Procedure booking - Recent patient list for quick reopening of patient files - Inactive patient list - Internal messaging system SMARTROOMS COMPACT For the specialist who only requires billing and appointments SmartRooms is also available for anaesthetists 10