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Note: Please review Parts 1-2 before the first training session. |
Before You Begin
- 95% of 'Default System Settings' are turned on in your new Juvonno Clinic Management Software.
- Follow along as we review specific settings that will tailor your Juvonno system, creating a streamlined workflow for your clinic(s) and users.
- We suggest that you do not change settings not listed below to prevent turning off vital features.
Overview
- General System Settings Location
- Accounting Tab
- Emails & Reminders Tab
- Integrated Apps Tab
- Modules Tab
- Off-site Access Tab
- Patients Tab
General System Settings Location
Navigate to:
- Settings > System Companies & Settings > General
Accounting Tab
General
Learn more about the individual fields
Fiscal Year End |
Select the month end from the drop-down field in which you end your clinic(s) fiscal year-end. |
Invoice Terms |
Content entered in this field will appear at the bottom of all patient invoices. Example: Payments are due upon completion of service |
Invoice Search |
This will set a default start date when first entering the invoice search screen. Leave this field blank to have the start date be the first day of the current month. Format: YYYY-MM-DD |
When voiding |
Optional, Enter one or more email address(es) that you would like a notification to be sent when an invoice is voided on your system. Example: info@yourclinicname.com; clinicowner@yourclinicname.com |
Tax
Enter taxes that relate to the province your clinic operates in.
Learn more about the individual fields
Tax Name |
Type GST or HST in tax name 1, PST in Tax Name 2. If you do charge PST, leave the applicable fields blank. |
Tax # |
Enter Government Tax GST/PST/HST # if applicable. Depending on your invoice template this may appear on patient invoices. |
Tax Rate (%) |
If you have separate taxes charged on different items enter the percentages separately in Tax 1 Rate field and Tax 2. |
Accounts Payable
Set this field to Yes if you will be using Juvonno to track vendor payments.
Example: Purchase of contact lenses or knee braces from a vendor/manufacturer.
Billing
Learn more about the individual fields
Edit Direct Billed Invoices |
Allows you to edit invoices that have not been paid |
Patient Group Pricing |
Activates patient group's specific rates for select products and services. |
Allow Product Price Changes When Billing |
Allows you to edit a product or service cost when booking appointments |
Book New Appointment Option When Billing |
Activates the option to book another appointment during checkout |
Block Billing if Patient Profile has Errors |
Activates the option to prevent a patient from being billed if their profile is incomplete (according to set mandatory fields) |
Claim Open & Arrived Appointments |
Allows the billing of an appointment without being set as 'arrived' |
Appointment Checkout |
* Must remain as 'Yes' in order for the booking process to work |
Re-Invoice a Billed Appointment |
Allows for a billed appointment to be re-invoiced, this option will create a duplicate invoice and will require a manual void of the original. |
Secondary Practitioners on Invoices |
Allows for an additional practitioner to appear on applicable invoices |
Quick Invoice |
Activates the 'Quick Invoice' option found on the schedule's Billing tab |
Multiple Tariffs per Claim |
This setting determines if multiple claims are created with a single tariff in each. |
New Claim Dates |
Select Today or Blank by preference. Today will populate claims with the present date during creation, while blank will leave the date empty. |
Default Claim Save Action |
Select from the drop-down menu what action will occur by default when a claim is saved. |
Default Direct Save Action |
Select from the drop-down menu what action will occur by default when an invoice being billed directly to the patient is saved. |
Default 3rd Party Save Action |
Select from the drop-down menu what action will occur by default when an invoice being billed to a 3rd Party is saved. |
Default Email Invoice When Invoicing Appointment |
From a scheduled appointment, select “Complete and Invoice”; the invoice will automatically be emailed to the patient. |
Default Email Invoice When Paying Invoice |
From a scheduled appointment, select “Complete and Invoice”; select Check-Out, the paid invoice will automatically be emailed to the patient. |
Edit Radiology Facility |
Allows for the radiology facility to be edited during a claim |
Treatment Plan Billing (Ontario Only)
Set this option to 'Yes' if batch-billing treatment plans to HCAI for patients with multiple insurances entered. All insurances set as 'Active' can be individually selected to be invoiced.
Financing
Learn more about the individual fields
Monthly Interest Rate |
Enter a percentage that will place a charge to outstanding invoices on a monthly basis. |
Grace Period |
Enter the number of days that will allow the invoice to be paid before interest is applied. |
Minimum Interest Charge |
Enter the minimum amount of interest charged. |
Minimum Transaction to Accrue Interest |
Enter the minimum amount invoiced to have interest charges apply. |
Calculate Charges From |
Select from the drop-down whether the monthly interest is based on the appointment date or date the appointment was invoiced. |
Chiropractor Billing (Manitoba Only)
Learn more about the individual fields
Enabled |
Applicable only to Manitoba Chiropractors |
MPI Item # |
Affects how items appear in MPI print batch invoices |
WCB Item # |
Affects how items appear in WCB print batch invoices |
Visits Per Year |
Enter the total number of appointments allowed per year. |
Payment Gateways
Adjust this section if using the Patient Portal and a 3rd-party Payment system.
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Note: Payment Gateway setup is located under Settings > Payment Gateways. |
Learn more about the individual fields
Accept Payments in Portal |
Allow for payments to be made using the patient portal. |
Email Pay |
Setting this to 'Yes' will email the patient a 'Pay Online' request 24 hours after their appointment is completed and invoiced if still outstanding. |
Loyalty Program
Click here to learn more about 'Loyalty Points'
Learn more about the individual fields
Enabled |
The Loyalty Program Module in the Module tab must be enabled to use this feature. |
Redemption |
Enter an amount that will be used to multiply against the dollar value invoiced. |
Mass Invoicing (Turned On/Off in Modules)
Learn more about the individual fields
Enabled |
Enable this to have the ability to create an invoice for multiple patients at once using the Patient Advanced Search filters. |
Products & Services |
Enter one or more Products or Service's item number (separated by comma) to dictate what the invoices will include when being mass invoiced. |
Optometry Dispensing (Turned On/Off in Modules)

Learn more about the individual fields
Default Frame # |
Enter a Default Frame you will frequently use. |
Default Lens Item# |
Enter a Default Lens # you will frequently use. |
Payments

Learn more about the individual fields
Chart # on Payment Screen |
Enable the patient's Chart # to display when billing an appointment |
Default |
Select from the drop-down menu which available payment type will be selected by default when paying an invoice. |
Record Credit |
Set to 'Yes' if you are using a 3rd-party Payment Gateways wherein data is saved and encrypted. The encrypted details will be found in the Patient Profile > Accounting tab. |
Payment Screen Patient Selector |
Select from the drop-down menu if you prefer the payment screen to search patients from a type-to-search field or a drop-down menu. It is recommended to select type-to-search when dealing with a large volume of receivables. |
Commissions

Enabled |
Set to 'Yes' if you will use the Practitioner Commissions Module. |
Clinic's Health Care Numbers

This section relates to Provincial Billing in Manitoba and British Columbia.
If applicable, this will be discussed during a dedicated training session.
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Note: If you will be using Juvonno to bill TELEPLAN, HCAI, Manitoba Health or Alberta Health, the best business practice is to run out your existing claims, pay them off and obtain a new Clinic Registration to start claiming in Juvonno. |
Email & Reminders Tab
Appointment Email Reminders
Emails reminders will not be sent before this time of day.
SMS Messages

Learn more about the individual fields
Reminder Text Message |
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Reminder Text Message Time |
This is the earliest time when text message reminders are sent to patients. |
Content Tags |
These dynamic tags act as 'shortcuts' to specified clinic, patient or appointment data. Entering these tags exactly as displayed into the Reminder Text Message field will replace with their corresponding information when received by the patient. |
Webmail
Learn more about the individual fields
Save Outgoing Email |
When enabled, this will save emails composed and sent through the webmail system to the appropriate patient's profile email in the correspondence tab. |
Save Incoming Email |
When enabled, this will save emails that have been opened and read in the webmail system to the appropriate patient's profile email in the correspondence tab. |
Appointment Emails
Learn more about the individual fields
Patient Booking Notification & Reminder Message |
Note: This content is also added to an 'Accepted Appointment Request'. |
Accepted Appointment Request |
This message will be sent when you approve an appointment request a patient has made through the portal. When accepting the appointment request you are still able to add customized comments specific to the request. |
Declined Appointment Request |
This message will be sent when you decline an appointment request a patient has made through the portal. When declining the appointment request you are still able to add customized comments specific to the request. |
Invoicing Emails

Learn more about the individual fields
Patient Invoice Email |
This message will be sent along with an invoice when emailed to the patient using the function on appointment checkout. |
Pay Online Request |
This message will be sent along with an email sent to the patient requesting for online payment using the patient portal. |
Voided Invoice |
This message will be emailed to the patient if their invoice is voided. |
Portal Signup Emails

Learn more about the individual fields
Patient Portal Confirmation |
This message will be sent to a patient along with an activation link to confirm their patient portal account. |
Patient Portal Invitation |
This message will be sent as an invitation for the patient with a link directly to the patient portal. |
Integrated Apps Tab
This tab will appear different depending on third-party applications that will be used by the clinic.
In the example below Phzio and Telus Health eClaims are enabled.
Learn more about the individual fields
Phyzio |
Once enabled, complete the 'Token' and 'Secret' fields based on the information provided within your Phyzio account. |
TELUS Health eClaims |
Adjust the 'Payable To' drop-down menu to reflect the recipient of all claims being sent through. Set 'Chiro Physio Product Codes' and 'Vision Care Product Codes' to 'Yes' depending on your clinic practice. |
Modules Tab

Modules are turned on by default based on what a standard clinic will use. There are a few dedicated fields that are province-specific or 3rd-party integration-specific that can be enabled when applicable:
Learn more about the dedicated fields
Treatment Plans |
Enable if your clinic will be creating treatment plans and communicating with HCAI. |
HCAI Integration |
Enable if your clinic will be creating treatment plans and communicating with HCAI. |
HLink Integration |
Enable if your clinic will be utilizing the Alberta Health Care Insurance Plan (AHCIP) and submitting claims through HLink. |
Payment Gateways |
Enable if you have purchased (or will be purchasing) either Stripe or Moneris and will be integrating with Juvonno. |
Offsite Access

View Patients |
Set to 'Yes' to enable access to patient data outside of your clinic location. Keep in mind you can further restrict access when setting up User Types and Practitioner Profiles. |
Patients Tab

Patients

Learn more about the individual fields
Default Clinic |
Select from the drop-down menu which clinic (in a multi-clinic setup) is to be selected by default when a new patient is created or imported. |
Auto-Assign Chart # |
Select whether or not new or imported patients have chart numbers (also known as Patient IDs) assigned to their profile automatically (Ascending Numerically). |
Use Transient # |
Select whether or not the clinic will utilize transient numbers, which can be used in place of chart numbers. |
Type-Ahead Name Format |
Select from the drop-down menu which format is preferred when searching for patients in various areas of Juvonno. Note: If in a multi-clinic setup, it is recommended to select the option that includes the clinic to avoid patients being booked at the wrong location. |
PHIN # Length |
Select the preferred length to have the PHIN number displayed in the patient profile from the drop-down menu. The Personal Health Identification Number (PHIN) is a unique numeric identifier assigned by Manitoba Health to every person registered for health insurance in Manitoba. |
Default Correspondence |
Select from the drop-down menu which form of correspondence will act as the default when creating a new patient profile. |
Show Active Complaints and Prescriptions |
Set this to 'Yes' to show active complaints and prescriptions at the top of the Patient Profile's general tab. This also requires that you enable the complaints module. |
Custom Fields Display |
Select if and where the Custom Fields tab will display within the Patient Profile. |
Custom Field Title |
Enter the Custom Fields tab name that will display within the Patient Profile. |
Charts

Learn more about the individual fields
Copy Last Chart |
Enable the option to copy details from the last chart made for a patient. |
Details Box Position |
Select where the Details area appears when completing or viewing charts. |
Edit Medical |
Select whether medical profiles are editable when completing charts. |
Initial Open Tab |
Select from the drop-down menu which tab is displayed by default when a chart is created. |
Resize Type |
Select whether the window that displays when creating a chart is matched to the chart template or if it opens in full-screen view. |
Lock Chart Reminder |
Enable this to provide a warning pop-up to remind practitioners to lock their charts once completed and saved. |
Treatment Plans (Ontario Only)

Learn more about the individual fields
Enabled |
This is enabled or disabled within the Modules tab |
OCF Links |
Enable OCF Links if submitting treatment plans to HCAI |
Prescriptions (Ontario Only)

These fields can be enabled or disabled and will determine if each Prescription Type is available when creating Prescriptions.
Insurance

Learn more about the individual fields
Name Patient Insurance Records |
This displays a 'Descriptor' field in a patient's insurance details. Descriptor Example: Sunlife Primary Insurance or GWL Secondary |
All Data Visible |
Select whether or not all sections of an insurance's details are visible by default. Otherwise, only the Policy Rules and Rules are visible, with the remaining sections closed and viewable when necessary. |
Default Coverage Percentage |
Enter a percentage (0-100) that will display by default when adding an insurance to a patient's profile. Percentages can be edited per insurance. |
Data Type Visibility |
The fields that appear below this heading are the insurance details' sections that can be enabled or disabled to be viewable by default. |
Search Columns

These fields can be enabled or disabled and will determine if each section is visible within the Patient Search tab.
Medical Profile

These fields can be enabled or disabled and will determine if each section is visible within the Patient Profile's Intake tab under Medical Health History.
Quick Patient Creation

Set these options to either display or hide the corresponding fields in the Quick Patient Creation form. Those labelled 'Required' will prevent a patient from being added without these fields filled.
The Quick Patient Creation form is located within the Appointment booking window.
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Note: Referral Fields are populated from Settings, Referral Types you have added in. If you have set this field to 'Mandatory' it also sets the Patient General Page Referral Field to Mandatory. |
Admin Actions

Learn more about the individual fields
Merge |
Enable this to allow the merging function of patient profiles. |
Clone |
Enable this to allow the cloning function of patient profiles. |
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