Setting up New Practioner

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  • Idea
  • Updated 4 months ago
  • Under Consideration
When I set up a new practitioner, I have to change every appointment type to add the new practitioner to it. I also have to add the default item code to the every Fee Category. Am I missing something? Can you please help?
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Trevor

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Posted 3 years ago

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Andrew, Community Manager

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Hi Trevor

There is currently no feature to automatically update all appointment types and default item codes for new practitioners. We found most practices rarely add new practitioners and have few appointment types, so it hasn't been an issue. It was designed this way to allow individual practitioners to have their own unique configurations, and be more flexible overall.

I have converted this conversation to an Idea for other users to express their interest.
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Adam Woolacott

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We would be very keen to have this automated - we have lots of appt types and item codes and its a real pain setting up new practitioners.
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The Source of Wellness

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I agree. Hate having to setup new practitioner, so many different areas I need to go into to set them up as Practice Group, then Practitioner, then Item Codes, then Appointment Book - have to add them individually for each appt type etc etc. It would be good to have the Practitioner elements all one page to begin and also a default profile depending on type of practitioner - which you can then vary if required.
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Sharon Tavelli

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Can it be linked somehow to default practitioner and the apt types link to defaults that are set up?
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Ariella Caldwell

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A suggested template for setting up new practitioners would be fantastic. And a guide or checklist to make sure you don't miss the more uncommon things to set up, e.g. linking to Hicaps.
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Adam Woolacott

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Hi, Just wondering if there has been any progress with this. It's ridiculously time consuming setting up a new physio. We have 5 sites that they may work across so we have to set them up 5 times and then enter the default item codes for each fee category, etc . Is there no way this can be automated or at least have a default schedule? It's over 150 settings we have to enter manually just for the default initial/follow up code.
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Timothy, Business Care Manager

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Hi all. Typically it takes about 4 minutes to setup a new practitioner file per location and the process is only required when bringing on new practitioners. We hope to be able to make some improvements in this area when we have time. The items that the team is currently working on are the Xero integration, integration with a new payment gateway, a new dashboard reporting system, electronic patient intake form and automation of sending SMS reminders.
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Adam Woolacott

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Sorry Tim - its taken us close to 30 mins just to set up one new practitioner (across 5 sites) most of which was pure data repetition and that is before we add him to the various reporting groups and appointment book. If I have 3 new people starting which we often do each year - thats alot of repetitive work.
Having said that I appreciate everything else that Smartsoft is working on and can understand the need to prioritize these other functions.
Thanks, 
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Timothy, Business Care Manager

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Hi Adam. Our estimate of 4 minutes was per location, which would make it around 20 minutes to setup 5 locations by our calculation. Understandably, this may vary. Generally, our users are not setting up a practitioner files across 5 locations on a regular basis. Even if we did include some new efficiency functions, this would only save a proportion of the time. We only state this because we have identified other areas of the software to work on that we believe will bring greater efficiency and value to our users.
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Adam Woolacott

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Appreciate you responding. Thanks Tim.
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Ann Mathers

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Having just been through the process of entering a new practitioner to one of our practices I think a check list or guide to setting up new practitioners would be invaluable. There  are so many things that can be missed and the process is very time consuming. I was wondering if any more consideration has been given to this at this time?
Also entering the enter the default item codes for each fee category is extremely time consuming. Again just wondering if any progress has been made in this area?
(Edited)
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Steven, Business Care

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Hi Ann

We do have a lot of options to setup when adding a new practitioner. We think a guide/checklist is a good idea when setting up a practitioner. At this stage, we’re thinking of making it an article on the Community, which will be posted in the next few weeks.

Thank you for drawing our attention to this.
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Ann Mathers

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Hi Steven,
Thank you so much for that. Your action is much appreciated.
Ann
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In Stride Health Clinic

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This is part of my checklist for new practitioners adding to FrontDesk.  

FYI - if it is helpful.  Sharon


Add to FD

·         Create practitioner – by location (we have 2:  clinic and studio)

          o   Add practitioner defaults under practitioner information

·         Create rules for diary

          o   unavailable

          o   title line

          o   open hours

          o   breaks (for longer day shifts)  -untick available online.

          o   class rules  (we run pilates sessions)

          o   public holidays

          o   leave

·         Open practitioner into column on diary

·         Add practitioner to appointment types

·         Update patient gateway access

·         Update patient gateway defaults

·         Provide Practitioner with web appointment link to see Front Desk offline offsite
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Ann Mathers

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Hi Sharon,

Thank you so much for this list and we will add that to our procedures.
Much appreciated
Ann
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In Stride Health Clinic

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Your welcome.  Happy to share.
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Timothy, Business Care Manager

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Hi all. Thank you for your feedback regarding this matter. We have prepared a 'How to Set Up a New Practitioner File' article, which you can access below:

https://community.smartsoft.com.au/smartsoft/topics/how-to-set-up-a-new-practitioner-file

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Ann Mathers

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Hi Tim,
Fantastic and much appreciated. Again the process can be time consuming but having a thorough procedure certainly helps.
Ann