We’re back with a new update. We’re introducing new features, improving existing ones, and we’ve also done a lot of behind-the-scenes work to keep Clinicminds running smoothly and prepare for future updates.

Let’s walk through the list of updates. For more information, we advise using our knowledge base.

Calendar

NEW: Waiting list

The calendar now contains a waiting list to track patients who would like to get an appointment. Using notes, you can register details like the type of appointment or when the patient is available. Whenever times open up in your calendar, you can quickly check the waiting list to find patients who could take the slot.

Double appointment check

The system will now send an email notification when a double appointment is booked (unless you book a double appointment on purpose from the calendar). Double bookings can happen when two users plan an appointment at the exact same time or because of delays with online prepayments.

Double-check future appointments

When booking an appointment or approving an online booking, you will see a warning when a patient already has other future bookings. This warning helps to prevent accidentally booking a double appointment for the same patient.

Notes with no-show registration

You can now write a note when registering a no-show if you want to add any details about the situation.

Extra Message button

We added a ‘message’ button in the appointment screen, so you can quickly contact a patient by e-mail or SMS directly from the calendar.

Improved flow calendar

We linked together some screens in the calendar making sure you return to the screen you were before, making it easier to continue your work.


Patients

NEW: Non-binary sex field

We added a non-binary “other” option to the patient ‘sex’ field, in addition to the existing “male” and “female” options.

Flexible salutation in templates

You can now use a full name salutation (like “Dear John Doe”) in templates of e-mails and letters to patients. Previously we offered first name (“Dear John”) and last name (“Dear Mr. Doe”) options. This new option is a valuable alternative to the last name option for non-binary patients, as not all languages have an appropriate honorific (like “Mr” and “Ms”).

Adjustable patient name format

You can now choose the format of the patient name that is used in Clinicminds (internally). We changed the default format to display the first name before the last name in a recent update. If you prefer it the other way around, showing the last name at the beginning, you can now set that up in your account settings.

Improved workflow patient overview window

We made the back button from the patient screen more clever. Now, when you’re selecting a patient from a finance screen, the calendar, or some other window, the back button will bring you back to the place you started instead of the dashboard.

NEW: Log of opening patient files

We added a view/edit log of patients. This new screen shows all the moments a patient file was viewed or edited by someone in your clinic. You can access the log from the bottom of the ‘edit patient’ screen.

Improved permission ID check

You now need specific permission to delete identifications. In the past, any user that could add an ID check could also delete them. From now, you can only delete identifications if you have permission to delete patients.

Practitioner name in patient history

Are you also a fan of the patient history pop-up? Well, the patient history screen now shows the practitioner's name for appointments and treatments. This addition makes it easy to see who performed past treatments of a patient.


Finance

Reducing online payments fees

We are happy to announce that the integration of our online payment feature with Stripe has been welcomed with great enthusiasm by many clinics.

We are reducing the fees for online payments using Stripe.

Previously, there was a 1% fee for all charges. The 1% fee now only applies for the first €800, so you will never pay more than €8 per payment. (For other currencies, there is a limit similar to €800, based on recent exchange rates.)

Deposits are now (pre)payments

We renamed “deposits” to “(pre)payments” in our online payments feature, as we got feedback that some clinics wanted to accept other payment types than “deposits”. To patients, we only show the word “payment” for complete flexibility. In Clinicminds (internally), we show “prepayment” to clarify that it’s about payments happening before an appointment/treatment.

Receipt for wallet deposits

You can now send an email confirmation after adding money to a patient’s wallet. This email receipt provides patients with evidence that their money was received and added to their wallet. There’s a separate email template available with adjustable texts.

Revert wallet deposits

Oops... made a mistake? Need to revert a deposit? Well, it’s possible to revert ‘add to wallet’ transactions in patients’ wallets. If you made a mistake when adding money, that can now easily be undone. There’s a separate permission for this feature, which you can grant to the applicable user roles in your clinic.

New cash register filters

You can now filter on payment methods in the cash register. When using this feature, you will only see invoices and payments with that specific payment method. These filters can be helpful if you have many payments during the day and need to check them in detail.

Shortcuts from the cash register

We added a button to the invoice payment screen in the cash register and product sales. This way, you can easily view and edit the payments of an invoice from those screens.


Dashboard

Notes in a popup

The notes now open in a popup instead of a whole separate screen. This makes it easier to quickly check or edit a note while keeping the context of your dashboard behind the popup.

Reducing number of visible incomplete records

You will now always see ten incomplete records/appointments on the dashboard (if there are so many). Previously, you could see fewer results if you used the ‘mine’ filter.


Records

Resending information gets easier

We reduced the permissions for resending data from a record. Now you don’t need to be a practitioner anymore to resend a document to your patient — your support staff can do it as well.

NEW: Custom questionnaires during an inspection

You can configure custom questions for treatment inspections (check-ups). If there are specific things that you want to have checked during a review, or if you want to register things consistently, that’s now possible. And since you can export these data too, this also allows you to perform analysis on inspections and treatment outcomes.

Bye-bye post-treatment, welcome Aftercare

We renamed “Post-treatment information” to “Aftercare instructions”, as we believe this is clearer to our users and your patients.

Permission to delete notes

With specific permissions, you can now delete notes from records. This works for the timestamped notes that can be added below each record tab. While deleting a note, the system logs the deletion time in the record.


Photos

NEW: Do you like your Iphone's camera?

You can now capture photos into records using the Clinicminds iPhone app. This allows you to use your iPhone's portability and excellent camera quality, without manual steps to get the photos into your Clinicminds record. You can access open records from the dashboard or recent records from the client page on your iPhone and then start shooting photos in one click!

More... more photos

We increased the photo limit in records, so you can now upload more photos in each record.


Online scheduler

NEW: No surprises, no random practitioner

There’s a new setting to make selecting a practitioner required during the online booking process. This setting can be helpful if you want to ensure that patients choose a practitioner and won’t be surprised when they don’t specify a preference and get assigned a random practitioner.

Flexible online booking notifications

You can now choose if you want to get email notifications for new bookings, reschedulings, and cancellations separately. In addition to the clinic/location, these notifications can now also be sent to the appointment’s practitioner.

Back to all services

We added an option to allow patients to see all services when using a booking URL for a specific service. This is useful if you use booking URLs/buttons for particular services, but you still want to allow patients to see your other services in the scheduler.


Integration

No show trigger

There’s a new “No-Show Registered” trigger in Zapier. This trigger fires whenever you register a no-show for an appointment in Clinicminds, allowing you to take some action.

Improved invoice created trigger

The “Invoice Created” trigger now includes additional fields for ‘due date’, ‘treatment date’, and ‘credited invoice number’. These are useful if you want to process your Clinicminds invoices in some other system through Zapier.

Service field with appointment triggers

We added the ‘service’ field in the appointment triggers “Appointment Scheduled” and “Appointment Cancelled” in Zapier. This field allows you to see which service was selected for online bookings that were (re)scheduled or canceled.

Referral label with 'create patient' action

You can now set a ‘referral’ with our “Create Patient” action in Zapier. This is useful if you register patients in Clinicminds based on events in external systems, and you want to keep track of where these patients originated from.


And some more to mention...

New language support, more countries

Our app is available in Hungarian language! We now support seven languages for clinics in 15 countries throughout the world.

Practitioner label in the user list

Sounds simple right.... but we understood the frustration. We now display a ‘practitioner’ label in the list of users in your app settings, making it easier to see which users are considered a practitioner and count towards your subscription limit.

Emergency payment options

It’s now possible to manually pay Clinicminds invoices if your default payment method fails. You will always receive an email message with a button to make a manual payment using a payment method of your choice (like a credit card, iDEAL, Bancontact, or other local methods).

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