Over the next week a few enhancements will be made to your BeeFree practice management software system with the release of version 4.5. In an effort to make your transition to the updated software more friendly, we’ve offer the following preview so that you will know what to expect. These new updates include:
- Case Sensitive Usernames and Passwords
- Ages and Dates of Birth
- Insurance Policy Numbers Added to Patients’ Master Record
- Services Due Reminders Prompt Activated When a Patient is Selected
- Integration With In-House Laboratory Equipment Using Google Drive
- Results Tab On the Patient Record
- Rich Text Editor is Back for Your Clinical Notes
- Improved Timing of Automatic Reminder System
- Improved Business Owner Dashboard View
- Return of the ‘Condensed’ Option for Appointments
- Reminders Displayed More Accurately in the Patient Signalment Bar
- Easy to Send an Alternative Reminder Letter
- Integration With Smartflowsheet.com (The Coolest Whiteboard Around)
- Basic Pet Portal for 3rd Party Access
- Improved Multi-Branch Payment Collection
- Improved Purchase Order Receipting
- Reminders Can Now be Ordered by Due Date
Case Sensitive Usernames and Passwords
In the earlier release, login information was case insensitive. This reduces security considerably. With this release both usernames and passwords will be case sensitive. Please remember this when you log in, as the login information stored on your browser may now be incorrect. Please notify all staff members of this change to avoid difficulty with logins when this update is released.
Ages and Dates of Birth
You now have the best of both worlds when registering a new patient. Use the calendar for date of birth or click on Age: to simply enter the age in years, months and days.
Insurance Policy Numbers Added to Patients’ Master Record
This is an early step toward our work with automating the insurance claims process, and also helps clinics keep track of policy numbers. Future work will go toward an online automated claims portal.
Services Due Reminders Prompt Activated When a Patient is Selected
When a patient record is selected, the system scans for reminders that are 60 days overdue and reminders for services due in the next 30 days, both for the selected patient AND related patients. It then displays a polite prompt at the top of the screen listing the reminders and their dates for all the related pets. This is because reminders are an important driver of clinic revenue. Not only do they help increase compliance, but they also prevent the situation occurring where ‘Fluffy’ comes in for a nail trim and then the owner gets a reminder a few days later that she is due for her vaccinations as well.
Integration With In-House Laboratory Equipment Using Google Drive
We are ready to automatically file lab results for blood work and digital radiographs for certain manufacturers who work with us, namely Abaxis and Heska. This will allow us to automatically capture patients files and store them correctly under the correct patient in BeeFree v4.5.
Results Tab On the Patient Record
This changes is the start of an ambitious project that will allow aggregation of patients’ blood results over their lifetime. When blood results are captured by the system, we are going to try to group all the test results together in date order. This means that if you want to look at ALP or ALT readings over a patient’s lifetime, they will all be stored together in the same place, saving you the hassle of scanning through years worth of records.
Rich Text Editor is Back for Your Clinical Notes
You will now be able to bold, underline and italicize your clinical notes, and a whole lot more, with the updated text editor. This will also apply to estimates and invoice templates. Using this feature on templates will allow you to produce consistent and systemized health check cards that look nice. You can even add images and make them presentable so that you can print them out and hand them to clients after health checks.
Improved Timing of Automatic Reminder System
Tired of sending reminders? BeeFree’s automatic reminder system automatically sends text messages and email reminders to clients. This has been available to a small number of users while in testing and has now been released to all users with a ‘Large’ license. The timing schedule of these reminders has been improved with this release. We have measured increases in recall rates of up to 10% using this very powerful reminder system and it saves about $15,000 in staff administration time each year for a 2 vet clinic.
Improved Business Owner Dashboard View
The business owners dashboards on the home page now show more information and will allow users to drill down to get more detail when they click on each parameter. Watch this space for even better dashboards as we continue to identify key veterinary business KPI’s through our affiliated accounting firm. Currently, the KPI’s displayed are a very good snapshot of business health:
- Revenue vs. revenue last year as a line chart to identify business seasonality
- Active clients this year vs. last year to assess client growth
- New client registrations this year vs. last year to assess client growth
- Average transaction fee (with a drill down to individual vets)
This means that business owners get an immediate snapshot of their business every day without having to dig around for reports.
Return of the ‘Condensed’ Option for Appointments
Ok, so most people like to have a full appointment grid showing all time slots of the day. But some of us like to optimise on the screen real estate and see appointments in a ‘summarized’ view so that we don’t have to scroll too much for appointments. At the request of some users we have brought back this view for appointments which is especially useful for iPad users.
Reminders Displayed More Accurately in the Patient Signalment Bar
Previously the signalment bar showed ‘alerts’ but the intention was that it shows reminders that have just been missed or due in the next 30 days. This has now been corrected and is shown with the small clock icon on the patient signalment bar. Once again this is because reminders systems are an important driver or practice revenue and it is important that clients are reminded at every opportunity.
Easy to Send an Alternative Reminder Letter
Now, when you look at your missed reminders from a few months back, you have the option of sending a different letter because we have added a drop-down option before reminder letters are printed. This drop-down defaults to the ‘usual’ letter but gives users the choice of selecting another letter. This is very useful for clinics that send different follow up letter for late recalls.
Integration With Smartflowsheet.com (The Coolest Whiteboard Around)
Get rid of that whiteboard in the clinic and replace it with a cloud based tool that also works on ipads. It maintains a list of hospitalised patients and allows nursing staff to charge prescribed inpatient treatments by just pressing on the screen. Furthermore, it can send alerts to nursing staffs mobile phones when urgent treatments are due. Yes, we saw these guys at the Western Conference in the USA and loved their app so much we integrated immediately. This will also save you heaps of money as missed billing is a serious problem with inpatients, and this app addresses the problem.
For more info visit www.smartflowsheet.com
Basic Pet Portal for 3rd Party Access
The patient record now has a ‘pet portal’ access button. This is to allow 3rd parties to access the patient record without risking the integrity of your data. The purpose here is an early interface that may be provided to insurers, which will give them access to a patient’s clinical records for a restricted period of time. Access is allowed by email address for a certain period of time. This is an early stage in our efforts to integrate with pet insurers.
Improved Multi-Branch Payment Collection
Users were finding the restriction of payments across branches difficult where clients were invoiced at one branch and paid at another. This restriction was put in place so that it would not unbalance accounting software transactions. We have removed this restriction meaning that payments can be collected at any branch. Instead we will now produce a report showing ‘Invoices paid at other branches’ which will allow bookkeepers to journal in the differences.
Improved Purchase Order Receipting
Purchase orders can now be partially receipted to allow for back-orders. Also the price updating of purchase orders which had a few bug has been corrected and actual posting of the price changes is now the receipting person to receipt the goods and type in new prices and then somebody else (possibly of higher authority) to OK the price changes. Please watch this video demonstration.
Reminders Can Now be Ordered by Due Date
This will help in manual administration of reminders. Clicking on the due date heading will sort the reminders by due date.
BeeFree At Your Service
We hope you are as excited about these updates as we are, and recognize our efforts to incorporate the feedback you have given us regarding our previous versions and your practice’s needs. If you have any further questions or concerns regarding these updates, please don’t hesitate to contact firstname.lastname@example.org for assistance.