Patient Management Programme

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ONTARIO CHIROPRACTIC ASSOCIATION ASSOCIATI
ON CHIROPRATIQUE DE LONTARIO
Patient Management Program
Ontario Version 9.0.0.0
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Main AppointmentBook Screen
Main Screen

• Features
• Personalized Appointment Book for Each
  Practitioner
• Colour Coding for Appointment Type Status
• Access Up to 27 Practitioners

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Patient names are colour coded for appointment
status.
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A coloured corner box indicates the type of
appointment the patient is coming for which is
customizable by the user.
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Access different appointment book dates easily
with the appointment book taskbar, highlighted
with the yellow box.
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Click on a day of the current week or click the
down arrow beside the date to pull up the
calendar.
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Click on a day of the current week or click the
down arrow beside the date to pull to pull up the
calendar.
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Columns across can be customized from 1 to 9 per
practitioner with the click of a button.
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Creating CustomizedAppointment Books
Create Appt. Books

• Features
• Customize the Appointment Book by Adding
  Practitioners of Choice in Specific Orders
• Create as Many Appointment Books as You Want
• Link Appointment Books Together as a Set for
  Specific Days

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The Default Appointment Book with all
practitioners. Note the practitioners on the tabs
at this time.
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Add only the practitioners you wish to access in
whichever order you choose. This book was created
for the Chiropractors.
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You can create as many appointment books as you
want. Access different appointment books by
pressing the space bar. This book was created for
the massage therapists.
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Patient Information Adding A New Patient
Main Screen
Adding A New Patient

• Features
• Copy from Existing option to speed up inputting
  for common family information
• Link family members for ease of Appointment
  Scheduling and Account Payment

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This is where you add a New Patient or view /
edit Patient Information.
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The Related Patient button will link your
patients with other family members or other files
they have in order to simplify payment and
appointment bookings.
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Add Related Patients by simply locating family
members on the left and double clicking to add
them to the list on the right.
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The Comment area can be used for any information
you need regarding this patient. You may also
select comments from a list that you created
previously.
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Pop Ups are information boxes that will appear on
a patient file where and when you choose,
stating whatever information you require about
this patient or their appointment.
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Here is a Pop Up that was scheduled to pop upon
accessing the patient from an on-screen
appointment.
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This screen is for entering WSIB information.
We also have a personalized envelope and label
feature!
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Here is the envelope and label feature. The
patient name and address can be edited and a
return address added. Labels are produced
using a Dymo LabelMaker (purchased separately).
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Full details on personal and secondary EHC as
well as MVA information are input on the EHC
MVA tabs.
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Customizing PMP Setup
Customize Set Up

• Features
• Customize Office, Practitioner, Specific
  Computers
• Appointments, Fees, Doctors Hours, Vacations
  are editable to your specific needs

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The Setup menu gives numerous areas to
personalize and setup the PMP to your
specifications.
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Lets go to Clinic Defaults
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Clinic Defaults is where you setup information
regarding your office.
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Lets check out the Treatment part of Fee Schedule
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The Treatment Fee Schedule lists all your
Practitioner Fees including Patient fees and WSIB.
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Add Treatments to your Fee Schedule reflecting
your Patient fees and WSIB.
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Lets go to Statement Comments
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Statement Comments are setup so that they can be
added to the bottom of patient statements.
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Here is a Comment selected for a
Patient Statement.
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Next we are going into Vacation /
Holiday Schedule
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The Vacation / Holiday schedule is where you
create holidays (Blue) for the entire office and
vacations (Green) per practitioner.
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Summary Sheets
Summary Sheets

• Features
• Summary Sheets can be detailed by either
  Practitioner, Partnership (practitioners on
  appointment book) or the Entire Clinic
• Summary Sheets are created in a standard
  format for ease of understanding and readability

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The first page of the Daily Summary Sheet details
individual transactions as well as next
appointment.
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The last page shows the totals.
Summary Sheets can be detailed by either
Practitioner, Partnership (practitioners on
appointment book) or the entire Clinic.
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The first page of the Yearly Summary Sheet
details each Months totals.
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The last page breaks down the yearly Receipts,
Billings and Statistics.
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User FriendlyHelp Menus
Help Menus

• Features
• F1 produces interactive and text help menus
• Index, Related Topics and Print options are
  included
• PMP Handbook included in Help menu

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This is an Interactive help screen. On this
screen clicking onto items of question will
bring up a detailing of that item.
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The help box showing Arrived Information appeared
after clicking onto Brian Berrimore and
details the appointment type colour coding.
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Other help menus produce basic screen text
relating to the screen you were on when F1(help)
was accessed.
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The Help menu offers an option to Start
Handbook. The handbook contains basic
instructions on PMP functions and
setup instructions.
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The handbook will open in Adobe Reader and is
printable .
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The About menu opens an interactive screen
with information and links to PMP, OCA, and
other related websites.
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Reports
Reports

• Features
• PMP offers you over 27 different reports, most of
  them available by practitioner with date and
  other options
• Choice of Reports that are customizable and show
  only the information you have chosen

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A Patient Query Report is an area where the user
can create customized reports covering a
multitude of criteria with only the required
information.
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This tool is very helpful when you need specific
information such as a new patient list between
specified dates, or a report of patients that
will become seniors this year. This area is a
favourite of many PMP users.
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Utilizing the query is easy. Checkmark the
information you wish to gather.
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This query will produce a list of patients who
have a balance greater than 100.00 and are
responsible for their own accounts (i.e. not an
MVA patient).
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Click Customize to choose fields for your report.
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Choose the fields you require by check
marking the choices on the right.
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The completed report.
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PMP will remember the chosen patients from
queries and produce statements for them. These
statements are for the patients with a Balance
Due greater than 100.00.
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The patient address on the statement will fit
into window envelopes or PMP will remember the
patients so that you can print labels.
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Here are the labels for patients with Balance Due
greater than 100.
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The Past Due Recall List is an active screen
which allows users to edit patient appointments
while recalling them. Simply click onto a patient
name to go into their appointment screen.
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Recall List, View Patient Appointments
Once in the Patient File you can create, edit or
delete appointments. The Add an appointment
button on the left will allow the user to add
one or more appointments.
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The Add an Appointment screen is where you can
add appointments by clicking the calendar
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and time grid
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The doctor, appointment type, comments, and
status are all editable.
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Click Add New Appt. to create more than one. You
can also print a calendar or list of
appointments. Click Finish when complete.
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Here the appointment calendar shows two months
per page. The appointments are listed in the
date box. A personalized comment can be added to
the bottom of the page.
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Once you have printed the calendar you will be
returned to the Recall List and the patient you
were working on will be removed.
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You can create a Referral Activity Report which
details the amount of income generated from a
referral source.
Simply choose a referral source from the list and
click the dates you want reflected.
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The report shows the amounts billable by patient
and the total generated from this referral
source!
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The Fee History Report is a great report that
will detail the patients who purchased anything
from your fee schedule, the date of purchase and
the amount billed.
Simply choose a Fee to Analyze from the list and
the dates you want reflected.
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The report shows the date, patient and amount
billed for this fee.
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The Detailed Service report shows the sales
of particular items from your Fee Schedule. It
can be created by Treatments, Inventory, or
Other.
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The Accounts Receivable report can be created by
practitioner or partnership and is available in
the same format for patient, OHIP, WSIB, and 3rd
Party.
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Processing Patient Activity
Patient Activity

• Features
• Shortcuts simplify processing patient visits as
  well as patient defaults that decrease amount of
  key strokes per visit.
• Linking features group family members together
  for group payment and appointments.

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Click into Patient Activity, click into the cell
for Code or type the corresponding code.
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Scroll through the list or type the
corresponding code.
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Choose the Activity from the list.
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Choose the payment received.
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If your patient has Related Patients linked to
their account you will get a Pop Up box appear
showing balances owing.
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You can then pay all accounts by clicking into
the Payment Option Related Balance. Payments
will appear on the Summary Sheet.
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The Summary Sheet details the payment broken
down for all family members that had money owing
in the Related Balance field.
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Support Updates
Support Updates

• Features
• No additional costs for Support and Updates
• Unlimited telephone, fax, and e-mail support
  available Monday Friday from 730 to 500
• Free PMP Updates include provincial and industry
  changes \ requirements, distributed a minimum of
  once per year.

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PMP User Survey
A survey of PMP users was conducted in 2005 to
establish whether their software and support
needs were being met as well as the direction
that users felt should be pursued. Please
follow the link below for the full survey results
to find out what our users have to say about us.
The full survey is available on our
website www.chiropractic.on.ca.
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Thank You for Your Time.

• Questions and More Information can be
• Obtained by Contacting
• Lauren James
• Manager PMP Software Development
• Ontario Chiropractic Association
• 1 877- DCs-CARE (327-2273) ext. 21
• Fax [phone]
• ljames_at_chiropractic.on.ca