Part 3 of System Setup will walk you through Juvonno's Accounting, Reminder, and Integration settings and how to customize them according to your clinic's preferences and workflows.
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Note: Many of your settings have been set to recommended defaults to simplify and optimize your system's configuration. Therefore, it is recommended you do not change settings not covered in parts 1, 2, or in this article to prevent sub-optimal functionality. |
Table of Contents
- General System Settings Location
- Accounting Tab
- Emails & Reminders Tab
- Integrated Apps Tab
- Modules Tab
1. General System Settings Location
This area within Juvonno will be where you set all your system's defaults. You will learn more about the sections within this menu throughout this article.
Inside Settings under System Companies & Settings, select General
2. Accounting Tab
General
Learn more about the individual fields
| Currency |
Enter the currency for your location. |
| Fiscal Year End |
Select the month end from the drop-down field in which you end your clinic(s) fiscal year-end. |
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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 |
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Hide $0.00 Receivable Invoices/Claims |
The toggle setting will hide or display invoices with a total of $0.00 from the Invoice Search and Receivables results when the status is set to Receivable. |
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One Subscription Promotion per Patient |
Patients can only have one subscription promotion assigned, regardless of promotion type (Promo code vs Subscription) |
Billing
Learn more about the individual fields
| Edit Direct Billed Invoices |
Allows you to edit invoices that have not been paid |
| Clinic Pricing |
Allows you to select specific prices based on the Clinic when you have more than 1 location |
| Patient Group Pricing |
Activates patient group's specific rates for select products and services. |
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Allow Product Price Changes When Billing |
Allows you to edit a product or service cost when booking appointments |
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Allow On-the-Fly Discounts when Billing |
During the checkout process add a discount to show on the invoice. |
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Book New Appointment Option When Billing |
Activates the option to book another appointment during checkout |
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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) |
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Allow Billing Open or Arrived Appointments |
Ability to bill patients flagged as Open or Arrived. |
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Appointment Checkout |
* Must remain as 'Yes' in order for the booking process to work |
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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. |
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Quick Invoice |
Activates the 'Quick Invoice' option found on the schedule's Billing tab |
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Edit Radiology Facility |
Allows for the radiology facility to be edited during a claim |
Invoice Template
You can customize your invoice by selecting fields that be hidden or showing.
Default Invoice Template
| Show Practitioners Name | The practitioner name will appear on the invoice |
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Show Practitioner's Credentials |
Show the practitioner credentials on invoices. |
| Show Practitioner's GST # | Shows the practitioner GST number on the invoice. |
| Show practitioner's Digital Signature | Shows the practitioners signature on the invoice. |
| Show Patient Credit Balance on invoices | If the patient has a credit it will appear on the invoice. |
| Show Product/Service Description on Invoices | Shows the description of the Product & Service item on the invoice. |
| Secondary Practitioner on Invoices | If you have a secondary practitioner in a treatment and you want their name on the invoice this setting will show the secondary practitioner. |
| Show Upcoming Appointments on Invoices | Shows patients upcoming appointments at the bottom of the invoice. |
| Show Clinic/Company Details | Shows the Clinic "company" details. |
| Show Clinic Fax Number | Shows the Fax number. |
| Enable French Invoices | Will print the invoice in french. |
| Default Summary Invoice Template | This is the standard invoice template that allows you to use these options to customize your invoice. |
| Show Practitioner's Details | Shows practitioner's information on the invoice. |
| Show Clinic Details on Header | Shows the clinic information in the header of the invoice. |
5. Payment Gateways
There are 3 integrated payment gateways you can set up to store patient credit card information and receive online payments through Juvonno:
Follow the steps below if you are using the Patient Portal and one of Juvonno's integrated payment gateways. If you wish to store patient credit card information in Juvonno, the information will be encrypted and stored in the Patient Profile Accounting tab.
| Note | Payment Gateway setup is located under Settings>System and Company Settings>Modules>Integrations>Payment Gateways and set it to enabled then Save. |
Then navigate to Settings>Accounting Section>Payment Gateways. Select New Payment Gateway.
Enter the details for the gateway you are integrating with Stripe, Moneris or TD Bamboro and Save.
Patient Portal Payments
To enable patients to make payments online via the Patient Portal, navigate to Settings>System & Company Settings>General>Accounting. Scroll down the page to Payment Gateways.
Next to Accept Payments in Portal, select Yes.
Learn more about the individual fields
| Accept Payments in Portal |
Allow for payments to be made using the patient portal. |
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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. |
Payments
Payment settings can be adjusted under Settings>System & Company Settings >Accounting under Payments.
Learn more about the individual fields
| Chart # on Payment Screen |
Display the patient's Chart # when billing an appointment |
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Default |
Select from the drop-down menu which payment type should be selected by default when paying an invoice |
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Payment Screen Patient Selector |
In clinics that have a lot of accounts receivable, it is recommended to use the Type-Ahead Patient Select option. |
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Record Credit Card Numbers |
At the time of payment, enable the visibility of the credit card number/expiry date fields. If enabled, the dates are encrypted using one of the highest encryption standards available today (AES). |
Commissions
Commissions settings can be adjusted under Settings>System & Company>General>Modules>General >Commissions
| Enabled |
Set to Yes if you will use the Practitioner Commissions Module to track and manage Practitioner sales commissions. This enables the Commissions tab to display in the Practitioner Profile and allows you to set up the commissions per Practitioner. |
Clinic's Health Care Numbers for Provincial Billing
Your Clinic's Health Care Numbers settings can be adjusted under Settings>System & Company Settings>Accounting>Clinic's Health Care Numbers
Clinic Health Care Numbers settings relate to Provincial Billing in Manitoba and British Columbia. If applicable, this will be discussed during a dedicated training session.
| 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. |
3. Emails & Reminders
Emails and Reminders settings can be adjusted by navigating to Settings>System & Company Settings>General>Reminders & Notifications
Appointment Email Reminders
Select which fields you would like to appear on the patient's appointment email reminders then Save.
Appointment Email Reminders Time Sent
Emails reminders will not be sent before this time of day
Appointment Text Reminders and Phone Reminders
In this section, you'll be able to edit the settings, text, and script of your appointment text and phone reminders.
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. |
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Text Message Confirmation |
Select this if you want patients to be able to confirm their appointment from their text reminder. |
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Reminder Text Message |
Enter the custom text you want the patient to receive. Keep it as short as possible as you can only have a total of 160 characters including spaces and the number of characters inserted for the tags you enter. |
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Automated Phone Reminder Script |
If you are sending automated robocalls this is the script that will be read on the call. |
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Content Tags |
These dynamic tags act as 'shortcuts' to specified clinic, patient or appointment data. Entering these tags exactly as displayed in the Reminder Text Message field will replace them with their corresponding information when received by the patient. |
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Automated Phone Reminder Time |
This is the time the Phone Reminder will be sent. |
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Automated Phone Voice Gender |
Select male or female. |
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Automated Phone Cancellation |
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Content Tags |
These are the tags you can use for the script to automatically input into the call. |
3. Appointment Email Content
In this section, you'll be able to edit the text and appearance of any appointment email.
Learn more about the individual fields
| Patient Booking Notification & Reminder Header Message |
Note: This content is also added to an 'Accepted Appointment Request'. |
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Patient Booking Notification & Reminder Footer Message |
This content will appear at the bottom of the message. |
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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. |
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Declined Appointment Request |
This message will be sent to the patient when you decline their appointment request through the Portal. When declining the appointment request you are still able to add customized comments specific to the request. |
Invoicing Email Content
In this section, you'll be able to edit the text and appearance of invoice-related emails.
Learn more about the individual fields
| Patient Unpaid Invoice Email | When you email an unpaid invoice to a patient this message will be sent along with details about the invoice as well as a copy of the invoice pdf attached. |
| Patient Paid Invoice Email |
This email message will accompany a copy of the patient's invoice PDF when using the Email Invoice function during appointment checkout. |
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Pay Online Request |
This will be your email message when requesting a patient complete their payment online using the Patient Portal. |
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Voided Invoice |
This message will be emailed to the patient if their invoice is voided. |
Portal Signup Emails
In this section, you'll be able to edit the text and appearance of your clinic's Patient Portal signup emails.
Learn more about the individual fields
| Patient Portal Confirmation |
This message will be sent to a patient along with a link to activate their Patient Portal account. |
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Patient Portal Invitation |
This message will be sent as an invitation to the patient with a link directly to the Patient Portal to set up their login. |
4. Integrated Apps Tab
To enable and manage your integrated apps, navigate to Settings>System & Company Settings>Integrated Apps.
This tab may look different depending on the third-party applications that will be used by the clinic. Doxy is the example below.
Learn more about the individual fields
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Doxy Enabled |
Allows you to integrate this platform for virtual appointments. |
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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. |
Telus Health eClaims
To enable the Telus billing integration, navigate to Settings>System & Company Settings>General>Modules>Advanced Section>Telus Health E-Claims and set to Enabled.
Then press Save.
Next, navigate to Settings>System & Company Settings>General>Integrated Apps>Telus Health eClaims. Adjust your settings according to your preferences and workflows and press Save.
5. Modules Tab
To enable or disable specific feature modules such as Charts, Commissions, the Patient Portal, etc. navigate to Settings>System & Company Settings section>General>Modules
Modules are turned on by default based on the features 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. They are as follows:
Learn more about the dedicated fields
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Chiropractor Billing |
This field will enable a link on the appointment block for Manitoba Health Chiropractors to use the Chiro Billing Module. |
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Clinic's Health Care Numbers |
This enables the Health Care Number field in the patient profile. |
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Google Calendar |
Enables the google Calendar field in the Practitioner/Doctor field. |
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Treatment Plans |
Enable if your clinic will be creating treatment plans and communicating with HCAI. |
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HCAI Integration |
Enable if your clinic will be creating treatment plans and communicating with HCAI. |
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HLink Integration |
Enable if your clinic will be utilizing the Alberta Health Care Insurance Plan (AHCIP) and submitting claims through HLink. |
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Payment Gateways |
Enable if you have purchased (or will be purchasing) either Stripe or Moneris and will be integrating with Juvonno. |
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Telus Health Eclaims |
This enables Telus Health billing. |
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SR Fax |
Enables this feature to fax Patient Profile Documents, Charts, Prescriptions and Letters. |
3. Insurance
The Insurance record for a patient is located in the Patient Profile, Insurance tab. Select which fields you would like visible or hidden.
Learn more about the dedicated fields
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Custom Insurance Label |
This displays a 'Descriptor' field in a patient's insurance details. Descriptor Example: Sunlife Primary Insurance or GWL Secondary |
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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. |
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Default Coverage Percentage |
Enter a percentage (0-100) that will display by default when adding insurance to a patient's profile. Percentages can be edited per insurance. |
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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. |
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- Adjusters |
You can select to show or hide this field in the insurance record |
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- Claim Information |
You can select to show or hide this field in the insurance record. |
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- Rules |
You can select to show or hide this field in the insurance record. |
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- Other Information |
You can select to show or hide this field in the insurance record. |