We are currently updating the OP Help Center content for the release of OP 14.19 or "OP 19". OP 19 is a member of the certified OP 14 family of products (official version is 14.19.1), which you may see in your software (such as in Help > About) and in the Help Center tabs labeled 14.19. You may also notice that the version number in content and videos may not match the version of your software, and some procedural content may not match the workflow in your software. We appreciate your patience and understanding as we make these enhancements.

System Preferences

Version 14.19

About System Preferences

Path: Admin tab > Global Preferences button

The System Preferences window contains tabs where preferences can be made for all users on the network.

For a detailed list of user-preference codes and definitions, click here.

Basic tab

This Basic tab contains print options, place of service defaults, master clock syncing, scanning pages, and resetting page limits. You can customize the preferences as follows:

  • Default Print Option: Select either Preview -- to Screen First or Print -- Direct to Printer.
  • Default Place of Service Code: Select a POS code by selecting a code from the dropdown list.  Place of Service codes can be added or edited in the Place of Service Code table.
  • Bubble Help:  Select the Show Bubble Help checkbox to have bubble help displayed.
  • Master Clock: Use the Master Clock feature to synchronize the time displayed on all workstations in your network. Type in the name of any workstation, then press the Sync button. For example, if you enter "Desk 1," the time on all workstations will be synchronized to the time displayed at the Desk 1 machine. The synchronized time applies to the time stamp on all records in Office Practicum, as well as the Audit Trail and Action Audit Trail log entries. It is recommended that you synchronize your network time with your server as part of the setup process.
  • Scanning page limits per database record: The Scanning Page Limits per Database Record box allows users to select their scanned page(s) preference limit for Monochrome, Grayscale, and Color.  CAUTION: Allowing a higher number of pages to be saved per database record will slow system performance.
  • Reset page limits to the recommended default values: The Default button resets the recommended Office Practicum scanned page limit settings.

Colors & Font tab

The Colors & Font tab contains the following settings: 

  • Insurance Balance Color Highlighting
    • Select the insurance balance amount to trigger highlighting by clicking on the up/down arrows to the right of the number field.
    • To select the color of the insurance highlighting, click on the Color button below the number field. A pop-up window will appear displaying color swatches. Click on the color you want, then click OK.
    • To customize a color, click on the basic color, then click the Define Custom Colors button. The window will expand to show a color spectrum. Move the cursor until the desired color is reached, then click the Add to Custom Colors button. The color will appear in the Custom Colors section to the left. Click on the customized color, then click the OK button to select.
  • Patient Balance Color Highlighting
    • Select the patient balance amount to trigger highlighting by clicking the up/down arrows to the right of this field.
    • To select the color of the patient balance highlighting, and/or customize a color, follow the steps above, under Insurance Balance Color Highlighting.
  • Days Since Last Visit Highlighting
    • Select the number of days since the last patient visit to trigger highlighting by clicking on the up/down arrows to the right of the number field.
    • To select the color of the last patient visit highlighting, and/or customize a color, follow the steps above, under Insurance Balance Color.
  • Alternating Grid Lines
    • To select the color of grid line highlighting, between line items on a screen, such as the Claims+AR window.

  • Font for Diagnostic Test results: The Font for Diagnostic Test Results dropdown allows a user to select a different font for displaying diagnostic test results for patients.

Schedule tab

  • Elements to include in appointment text: Users may choose how they wish their appointment text to be displayed on the calendar.  Either choose Patient's last name and first name only, or include the elements from the patient register, Date of Birth and Home Phone Number.
  • Allow use of time stamp on scheduled appointments: This option will put a time stamp on scheduled appointments.
  • Do not use multiple calendars (tabs) on [F7 Schedule] form: If a practice as a whole wishes to not use the multiple tabs on the calendar schedule, check this box.
  • Organize "Appointment Type" drop down by department: If the office would like to show the appointment types by listed department,select this checkbox for Office Practicum to order the appointment types in the dropdown when making appointments.
  • Automatically reset visit stage when encounter notes are opened: If this checkbox is selected, the schedule will reset visit stage when encounter notes are opened.
  • Automatically set visit stage to "Waiting Room" on new appointments starting within this many minutes of the current time (0=disable auto-check-in) system defaults to 0.
  • Set the interval (in seconds) for new events (e.g. refresh the schedule tracking screen). Note: Shorter intervals may result in decreased overall system performance. Suggested interval preference is 5-20.

Special Features tab

  • Medical tab
    • Default growth chart for new patients: This will default to WHO/CDC.
    • Default method used for measuring temperature (Less than 6 Months of Age): Set the default that is used 90% of the time by clinical staff for patients under six months of age. Selections include Tym, Skin, Oral, Axil, TA, and Rect.
    • Default method used for measuring temperature (Older than 6 Months of Age): Set the default that is used 90% of the time by clinical staff for patients older than six months of age. Selections include Tym, Skin, Oral, Axil, TA, and Rect.
    • Disable the Problem List and Allergy pop reminder on Chart: If the practice does not wish to have the reminders for the Problem List and Allergies click the checkbox.
    • Suppress asking about passing DX from encounter not to diagnostic test order: Select the checkbox to remove the pop up that prompts to  include the encounter DX code on the the diagnostic test order requisition.
    • Compile encounter note orders by encounter date, not attachment state: Select the checkbox to include orders on notes by date on the encounter.
    • Highlight required 'Meaningful Use' data entry fields: If the practice is not attesting for MU, you may click the checkbox to turn this function off for highlighting the fields.
    • Default to OP 14 family history style for new patients: This option should always be checked in the System Preferences. 
    • Require response to referral prior to CDA reconciliation: This option should always be checked in System Preferences.
    • Allow user to create more than one unfinalized encounter per day: Select this checkbox if the practice needs to allow for multiple encounters to be charted for a particular patient on the same day.
  • Prescribe tab
    • Allow non-prescribers to write proxy prescriptions: Select the checkbox to relax constraints on who can write prescriptions.
    • Allow users to make formulary checking optional when writing prescriptions: Select this checkbox if allowing users to turn off the formulary checking when prescribing.
    • Revalidate ERX supervisor on a daily basis: Select this checkbox if a supervising provider must be set each day for a prescribing provider.
    • E-prescribing interaction checking: Preferences are set as a default. Users may choose to add Allow user override for Med/Allergy.
    • Prescription Diagnosis Required: None, EPCS, All

Note: Practices requiring a diagnosis to be included on electronic prescriptions must select either EPCS or All. OP 14 defaults to None, which means that a diagnosis is not required in order to send a prescription but if one is included the diagnosis will be sent to the pharmacy.

Clinic Info. tab

  • Electronic Billing Transmission (print image only): Select the checkbox for physicians who are registered under multiple corporate names.  This will allow individual MD billing.  Electronic claims clearing houses require special batch billing for each corporation.
  • Default Date Settings: Set the number of days a referral is flagged as due. The number of days set in this field determines the flag date when a referral requisition is created in OP.

Billing (Administration Tab)

  • Immunization administration - automatic coding rule: You can set the default administration rule for all Insurance Payers. As a reminder, you can update each individual Insurance Payer if that payers requires a different coding rule to be applied to claims. Your options for this administration rule are:
    • 90460/1, Pairwise antigens: Each vaccine billed will have its own set of administration codes, 90460 and 90461 (when applicable), as appropriate per the number of antigens in said vaccine.
    • 90460/1, Total antigens: 90460 and 90461 (when applicable) will each appear once on the claim with the total number of units as appropriate for the total of the vaccines on the claim. 
    • 90460/1, Pairwise doses: Each vaccine billed will have its own set of administration codes, 90460 and 90461 (when applicable), as appropriate per the doses in said vaccine.
    • 90460/1, Total Doses: 90460 and 90461 (when applicable) will each appear once on the claim with the total number of units as appropriate for the total of the vaccines on the claim.
    • 9047x, Force non-counseled: The non-counseled immunization administration codes will be applied.
    • None (withhold): Immunization administration codes will not be added to claims with vaccines.
  • Auto-populate service location when POS = 11: This automatically populates Box 32 of the CMS-1500 form with the practice location information.
  • Auto-populate PCP as referring providerThis automatically populates Box 17 and 17a with the PCP's information.
  • Show provider Taxonomy Code on CMS 1500 print image: If this box IS checked, then the Taxonomy number will print on box 31 of the HCFA. If this box IS NOT checked, then the Taxonomy number will NOT print on box 31 of the HCFA.
  • Process patient credits by provider, rather than across the practice: This will allocate credits by provider rather than across all practice charges.  
  • Auto-posting mode: By default, Charges only will be selected. The practice administrator may change this if applicable.
    • Disabled: Auto-Post will not be an available option. 
    • Charges Only: Only charges will be posted upon using Auto-Post.
    • Charges + calc patient responsibility: Charges will be posted and the patient responsibility amount will populate in the Patient Responsibility field of the claim.
    • Charges + apply payments: Charges will be posted. Also, credits will be applied to Patient Responsibility in the Payments window.
    • Charges + calc copay only: Charges will be posted. Also, the copay amount will populate in the Patient Responsibility field of the claim.
    • Charges + apply copay only: Charges will be posted. Also, credits will be applied to copay amounts in the Payments window.
  • Auto-assign supervising provider: By default, Never (choose manually every time) will be selected. The practice administrator may change this to one of the following options (if applicable):
    • Daily reset: then same for rest of day
    • Most recent prior claim from any day 
  • Payment auto-approval rules: Determines how Adjudications are handled after they are processed into the OP software. Review setup and make any necessary changes when and if they are applicable.
    • Auto-correct patient responsibility on policy: When checked, the Patient Responsibility in the insurance record will be updated to reflect the claim adjudications.
    • Complete match, all amounts agree and balance: When checked, all Adjudications with a Match status will be checked as approved.
    • Discard Previously paid and duplicates: When checked, previously paid and duplicate Adjudication lines will be marked with the Discard status and checked as approved.
    • Credit back to patient up to amount: When checked, Adjudication lines that result in a patient credit up to the determined amount will be checked as approved.
    • Balance due from patient up to amount: When checked, Adjudication lines with a patient responsibility up to the determined amount will be checked as approved.
    • Writeoff patient balance up to amount: When checked, Adjudication lines with a patient responsibility for copay, coinsurance, and deductible up to the determined amount will be written off and checked as approved.
    • Min balance for immediate statement: When checked, Adjudications with a patient responsibility up to the determined amount will create a statement in the Statement Queue.

Billing (Statements Tab)

  • Patient aging reference date: This dictates how patient balances will be aged.
  • Dunning Messages: These may be added to apply an appropriate note to each aged patient statement.
  • Number of guarantor's last name groups: This dictates how many statement groups will be created.
    • If two, three, or four are selected, then you may decide how you would like the alphabet split.

Maintenance tab

The Maintenance tab displays the current OP version and lists the various maintenance procedures that can be performed.

  • Clear Instant Messages for users who do not have a message but the button is red.
  • Fix appointments that have invalid start or end time.
  • Recalculate Insurance and copay balances on a patient’s register record.
  • Correct returned check transactions so that they print on statements.
  • Rebuild tables that cause error messages that describe a corrupt file.
  • Messages: Correct the occurrence of messages that have not been delivered to a staff member.
  • Register: Correct instances where the contact person chosen to receive billing statements was not properly saved in the register table.
  • Diag Test Results: Unlink all diagnostic test result images that are linked to multiple patients.
  • Display the session status.

Security tab

Under this tab, you can activate optional Strong Password Validation settings, which creates a more secure environment for the creation and usage of user passwords.

Other features found on the Security tab are as follows:

  • Auto Logout: Select the Do Not Allow Simultaneous login on Multiple Workstations checkbox to prohibit the same user from being logged into Office Practicum on two machines at the same time. Per the instructions, each workstation must be identified by the program in order for Auto Logout to work. To add/edit workstations, go to Utilities > System Admin > Workgroup Administration. On the top portion of the window, you will see a list of all computer names available on your network (even if some are no longer used).  You can view the log one of two ways.
    • First, by a specific computer, just highlight the computer name on the top portion of the screen.  On the lower half, under the tab labeled "Security History for Above Workstation," you will see a list of all the users who logged in and out of that machine with the date and time.
    • Second, history for all machines, simply click on the tab labeled "Security History for All Workstations" on the bottom half of the Workgroup Administration window.  This will show you the OP designation (computer name), user, log in and out times (with date).  Scroll down and expand the screen to see old dates.
  • Timed Logout - Set the number of minutes of inactivity after which all windows are closed and Office Practicum automatically logs out the user. The number will automatically be set to 20 minutes. After 15 minutes, if an Encounter or Well Exam window is open and in a state of insert or edit, then it will be auto-saved. 
Note:  If there is no activity in Office Practicum for 3 hours, all open forms are closed and Office Practicum is shut down. Other than the Encounter and Well exam window, Office Practicum cannot auto-save data in other windows when this auto-shut down process is triggered.
Version 14.10

About System Preferences

Path: Utilities Menu > System Admin > System Preferences (Keyboard Shortcut keys: [Alt][U][A][P])

The System Preferences window contains tabs where preferences can be made for all users on the network.

For a detailed list of user-preference codes and definitions, click here.

Basic tab

This Basic tab contains print options, place of service defaults, master clock syncing, scanning pages, and resetting page limits. You can customize the preferences as follows:

  • Default Print Option: Select either Preview -- to Screen First or Print -- Direct to Printer.
  • Default Place of Service Code: Select a POS code by selecting a code from the dropdown list.  Place of Service codes can be added or edited in the Place of Service Code table.
  • Bubble Help:  Select the Show Bubble Help checkbox to have bubble help displayed.
  • Master Clock: Use the Master Clock feature to synchronize the time displayed on all workstations in your network. Type in the name of any workstation, then press the Sync button. For example, if you enter "Desk 1," the time on all workstations will be synchronized to the time displayed at the Desk 1 machine. The synchronized time applies to the time stamp on all records in Office Practicum, as well as the Audit Trail and Action Audit Trail log entries. It is recommended that you synchronize your network time with your server as part of the setup process.
  • Scanning page limits per database record: The Scanning Page Limits per Database Record box allows users to select their scanned page(s) preference limit for Monochrome, Grayscale, and Color.  CAUTION: Allowing a higher number of pages to be saved per database record will slow system performance.
  • Reset page limits to the recommended default values: The Default button resets the recommended Office Practicum scanned page limit settings.

Colors & Font tab

The Colors & Font tab contains the following settings: 

  • Insurance Balance Color Highlighting
    • Select the insurance balance amount to trigger highlighting by clicking on the up/down arrows to the right of the number field.
    • To select the color of the insurance highlighting, click on the Color button below the number field. A pop-up window will appear displaying color swatches. Click on the color you want, then click OK.
    • To customize a color, click on the basic color, then click the Define Custom Colors button. The window will expand to show a color spectrum. Move the cursor until the desired color is reached, then click the Add to Custom Colors button. The color will appear in the Custom Colors section to the left. Click on the customized color, then click the OK button to select.
  • Patient Balance Color Highlighting
    • Select the patient balance amount to trigger highlighting by clicking the up/down arrows to the right of this field.
    • To select the color of the patient balance highlighting, and/or customize a color, follow the steps above, under Insurance Balance Color Highlighting.
  • Days Since Last Visit Highlighting
    • Select the number of days since the last patient visit to trigger highlighting by clicking on the up/down arrows to the right of the number field.
    • To select the color of the last patient visit highlighting, and/or customize a color, follow the steps above, under Insurance Balance Color.
  • Alternating Grid Lines
    • To select the color of grid line highlighting, between line items on a screen, such as the Claims+AR window.

  • Font for Diagnostic Test results: The Font for Diagnostic Test Results dropdown allows a user to select a different font for displaying diagnostic test results for patients.

Schedule tab

  • Elements to include in appointment text: Users may choose how they wish their appointment text to be displayed on the calendar.  Either choose Patient's last name and first name only, or include the elements from the patient register, Date of Birth and Home Phone Number.
  • Allow use of time stamp on scheduled appointments: This option will put a time stamp on scheduled appointments.
  • Do not use multiple calendars (tabs) on [F7 Schedule] form: If a practice as a whole wishes to not use the multiple tabs on the calendar schedule, check this box.
  • Organize "Appointment Type" drop down by department: If the office would like to show the appointment types by listed department,select this checkbox for Office Practicum to order the appointment types in the dropdown when making appointments.
  • Automatically reset visit stage when encounter notes are opened: If this checkbox is selected, the schedule will reset visit stage when encounter notes are opened.
  • Automatically set visit stage to "Waiting Room" on new appointments starting within this many minutes of the current time (0=disable auto-check-in) system defaults to 0.
  • Set the interval (in seconds) for new events (e.g. refresh the schedule tracking screen). Note: Shorter intervals may result in decreased overall system performance. Suggested interval preference is 5-20.

Special Features tab

  • Medical tab
    • Default growth chart for new patients: This will default to WHO/CDC.
    • Default method used for measuring temperature (Less than 6 Months of Age): Set the default that is used 90% of the time by clinical staff for patients under six months of age. Selections include Tym, Skin, Oral, Axil, TA, and Rect.
    • Default method used for measuring temperature (Older than 6 Months of Age): Set the default that is used 90% of the time by clinical staff for patients older than six months of age. Selections include Tym, Skin, Oral, Axil, TA, and Rect.
    • Disable the Problem List and Allergy pop reminder on Chart: If the practice does not wish to have the reminders for the Problem List and Allergies click the checkbox.
    • Suppress asking about passing DX from encounter not to diagnostic test order: Select the checkbox to remove the pop up that prompts to  include the encounter DX code on the the diagnostic test order requisition.
    • Compile encounter note orders by encounter date, not attachment state: Select the checkbox to include orders on notes by date on the encounter.
    • Highlight required 'Meaningful Use' data entry fields: If the practice is not attesting for MU, you may click the checkbox to turn this function off for highlighting the fields.
    • Default to OP 14 family history style for new patients: This option should always be checked in the System Preferences. 
    • Require response to referral prior to CDA reconciliation: This option should always be checked in System Preferences.
    • Allow user to create more than one unfinalized encounter per day: Select this checkbox if the practice needs to allow for multiple encounters to be charted for a particular patient on the same day.
  • Prescribe tab
    • Allow non-prescribers to write proxy prescriptions: Select the checkbox to relax constraints on who can write prescriptions.
    • Allow users to make formulary checking optional when writing prescriptions: Select this checkbox if allowing users to turn off the formulary checking when prescribing.
    • Revalidate ERX supervisor on a daily basis: Select this checkbox if a supervising provider must be set each day for a prescribing provider.
    • E-prescribing interaction checking: Preferences are set as a default. Users may choose to add Allow user override for Med/Allergy.
    • Prescription Diagnosis Required: None, EPCS, All

Note: Practices requiring a diagnosis to be included on electronic prescriptions must select either EPCS or All. OP 14 defaults to None, which means that a diagnosis is not required in order to send a prescription but if one is included the diagnosis will be sent to the pharmacy.

Clinic Info. tab

  • Electronic Billing Transmission (print image only): Select the checkbox for physicians who are registered under multiple corporate names.  This will allow individual MD billing.  Electronic claims clearing houses require special batch billing for each corporation.
  • Default Date Settings: Set the number of days a referral is flagged as due. The number of days set in this field determines the flag date when a referral requisition is created in OP.

Billing (Administration Tab)

  • Immunization administration - automatic coding rule: You can set the default administration rule for all Insurance Payers. As a reminder, you can update each individual Insurance Payer if that payers requires a different coding rule to be applied to claims. Your options for this administration rule are:
    • 90460/1, Pairwise antigens: Each vaccine billed will have its own set of administration codes, 90460 and 90461 (when applicable), as appropriate per the number of antigens in said vaccine.
    • 90460/1, Total antigens: 90460 and 90461 (when applicable) will each appear once on the claim with the total number of units as appropriate for the total of the vaccines on the claim. 
    • 90460/1, Pairwise doses: Each vaccine billed will have its own set of administration codes, 90460 and 90461 (when applicable), as appropriate per the doses in said vaccine.
    • 90460/1, Total Doses: 90460 and 90461 (when applicable) will each appear once on the claim with the total number of units as appropriate for the total of the vaccines on the claim.
    • 9047x, Force non-counseled: The non-counseled immunization administration codes will be applied.
    • None (withhold): Immunization administration codes will not be added to claims with vaccines.
  • Auto-populate service location when POS = 11: This automatically populates Box 32 of the CMS-1500 form with the practice location information.
  • Auto-populate PCP as referring providerThis automatically populates Box 17 and 17a with the PCP's information.
  • Show provider Taxonomy Code on CMS 1500 print image: If this box IS checked, then the Taxonomy number will print on box 31 of the HCFA. If this box IS NOT checked, then the Taxonomy number will NOT print on box 31 of the HCFA.
  • Process patient credits by provider, rather than across the practice: This will allocate credits by provider rather than across all practice charges.  
  • Auto-posting mode: By default, Charges only will be selected. The practice administrator may change this if applicable.
    • Disabled: Auto-Post will not be an available option. 
    • Charges Only: Only charges will be posted upon using Auto-Post.
    • Charges + calc patient responsibility: Charges will be posted and the patient responsibility amount will populate in the Patient Responsibility field of the claim.
    • Charges + apply payments: Charges will be posted. Also, credits will be applied to Patient Responsibility in the Payments window.
    • Charges + calc copay only: Charges will be posted. Also, the copay amount will populate in the Patient Responsibility field of the claim.
    • Charges + apply copay only: Charges will be posted. Also, credits will be applied to copay amounts in the Payments window.
  • Auto-assign supervising provider: By default, Never (choose manually every time) will be selected. The practice administrator may change this to one of the following options (if applicable):
    • Daily reset: then same for rest of day
    • Most recent prior claim from any day 
  • Payment auto-approval rules: Determines how Adjudications are handled after they are processed into the OP software. Review setup and make any necessary changes when and if they are applicable.
    • Auto-correct patient responsibility on policy: When checked, the Patient Responsibility in the insurance record will be updated to reflect the claim adjudications.
    • Complete match, all amounts agree and balance: When checked, all Adjudications with a Match status will be checked as approved.
    • Discard Previously paid and duplicates: When checked, previously paid and duplicate Adjudication lines will be marked with the Discard status and checked as approved.
    • Credit back to patient up to amount: When checked, Adjudication lines that result in a patient credit up to the determined amount will be checked as approved.
    • Balance due from patient up to amount: When checked, Adjudication lines with a patient responsibility up to the determined amount will be checked as approved.
    • Writeoff patient balance up to amount: When checked, Adjudication lines with a patient responsibility for copay, coinsurance, and deductible up to the determined amount will be written off and checked as approved.
    • Min balance for immediate statement: When checked, Adjudications with a patient responsibility up to the determined amount will create a statement in the Statement Queue.

Billing (Statements Tab)

  • Patient aging reference date: This dictates how patient balances will be aged.
  • Dunning Messages: These may be added to apply an appropriate note to each aged patient statement.
  • Number of guarantor's last name groups: This dictates how many statement groups will be created.
    • If two, three, or four are selected, then you may decide how you would like the alphabet split.

Maintenance tab

The Maintenance tab displays the current OP version and lists the various maintenance procedures that can be performed.

  • Clear Instant Messages for users who do not have a message but the button is red.
  • Fix appointments that have invalid start or end time.
  • Recalculate Insurance and copay balances on a patient’s register record.
  • Correct returned check transactions so that they print on statements.
  • Rebuild tables that cause error messages that describe a corrupt file.
  • Messages: Correct the occurrence of messages that have not been delivered to a staff member.
  • Register: Correct instances where the contact person chosen to receive billing statements was not properly saved in the register table.
  • Diag Test Results: Unlink all diagnostic test result images that are linked to multiple patients.
  • Display the session status.

Security tab

Under this tab, you can activate optional Strong Password Validation settings, which creates a more secure environment for the creation and usage of user passwords.

Other features found on the Security tab are as follows:

  • Auto Logout: Select the Do Not Allow Simultaneous login on Multiple Workstations checkbox to prohibit the same user from being logged into Office Practicum on two machines at the same time. Per the instructions, each workstation must be identified by the program in order for Auto Logout to work. To add/edit workstations, go to Utilities > System Admin > Workgroup Administration. On the top portion of the window, you will see a list of all computer names available on your network (even if some are no longer used).  You can view the log one of two ways.
    • First, by a specific computer, just highlight the computer name on the top portion of the screen.  On the lower half, under the tab labeled "Security History for Above Workstation," you will see a list of all the users who logged in and out of that machine with the date and time.
    • Second, history for all machines, simply click on the tab labeled "Security History for All Workstations" on the bottom half of the Workgroup Administration window.  This will show you the OP designation (computer name), user, log in and out times (with date).  Scroll down and expand the screen to see old dates.
  • Timed Logout - Set the number of minutes of inactivity after which all windows are closed and Office Practicum automatically logs out the user. The number will automatically be set to 20 minutes. After 15 minutes, if an Encounter or Well Exam window is open and in a state of insert or edit, then it will be auto-saved. 
Note:  If there is no activity in Office Practicum for 3 hours, all open forms are closed and Office Practicum is shut down. Other than the Encounter and Well exam window, Office Practicum cannot auto-save data in other windows when this auto-shut down process is triggered.
Version 14.8

About System Preferences

Path: Utilities Menu > System Admin > System Preferences (Keyboard Shortcut keys: [Alt][U][A][P])

The System Preferences window contains tabs where preferences can be made for all users on the network.

For a detailed list of user-preference codes and definitions, click here.

Basic tab

This Basic tab contains print options, place of service defaults, master clock syncing, scanning pages, and resetting page limits. You can customize the preferences as follows:

  • Default Print Option: Select either Preview -- to Screen First or Print -- Direct to Printer.
  • Default Place of Service Code: Select a POS code by selecting a code from the dropdown list.  Place of Service codes can be added or edited in the Place of Service Code table.
  • Bubble Help:  Select the Show Bubble Help checkbox to have bubble help displayed.
  • Master Clock: Use the Master Clock feature to synchronize the time displayed on all workstations in your network. Type in the name of any workstation, then press the Sync button. For example, if you enter "Desk 1," the time on all workstations will be synchronized to the time displayed at the Desk 1 machine. The synchronized time applies to the time stamp on all records in Office Practicum, as well as the Audit Trail and Action Audit Trail log entries. It is recommended that you synchronize your network time with your server as part of the setup process.
  • Scanning page limits per database record: The Scanning Page Limits per Database Record box allows users to select their scanned page(s) preference limit for Monochrome, Grayscale, and Color.  CAUTION: Allowing a higher number of pages to be saved per database record will slow system performance.
  • Reset page limits to the recommended default values: The Default button resets the recommended Office Practicum scanned page limit settings.

Colors & Font tab

The Colors & Font tab contains the following settings: 

  • Insurance Balance Color Highlighting
    • Select the insurance balance amount to trigger highlighting by clicking on the up/down arrows to the right of the number field.
    • To select the color of the insurance highlighting, click on the Color button below the number field. A pop-up window will appear displaying color swatches. Click on the color you want, then click OK.
    • To customize a color, click on the basic color, then click the Define Custom Colors button. The window will expand to show a color spectrum. Move the cursor until the desired color is reached, then click the Add to Custom Colors button. The color will appear in the Custom Colors section to the left. Click on the customized color, then click the OK button to select.
  • Patient Balance Color Highlighting
    • Select the patient balance amount to trigger highlighting by clicking the up/down arrows to the right of this field.
    • To select the color of the patient balance highlighting, and/or customize a color, follow the steps above, under Insurance Balance Color Highlighting.
  • Days Since Last Visit Highlighting
    • Select the number of days since the last patient visit to trigger highlighting by clicking on the up/down arrows to the right of the number field.
    • To select the color of the last patient visit highlighting, and/or customize a color, follow the steps above, under Insurance Balance Color.
  • Alternating Grid Lines
    • To select the color of grid line highlighting, between line items on a screen, such as the Claims+AR window.

  • Font for Diagnostic Test results: The Font for Diagnostic Test Results dropdown allows a user to select a different font for displaying diagnostic test results for patients.

Schedule tab

  • Elements to include in appointment text: Users may choose how they wish their appointment text to be displayed on the calendar.  Either choose Patient's last name and first name only, or include the elements from the patient register, Date of Birth and Home Phone Number.
  • Allow use of time stamp on scheduled appointments: This option will put a time stamp on scheduled appointments.
  • Do not use multiple calendars (tabs) on [F7 Schedule] form: If a practice as a whole wishes to not use the multiple tabs on the calendar schedule, check this box.
  • Organize "Appointment Type" drop down by department: If the office would like to show the appointment types by listed department,select this checkbox for Office Practicum to order the appointment types in the dropdown when making appointments.
  • Automatically reset visit stage when encounter notes are opened: If this checkbox is selected, the schedule will reset visit stage when encounter notes are opened.
  • Automatically set visit stage to "Waiting Room" on new appointments starting within this many minutes of the current time (0=disable auto-check-in) system defaults to 0.
  • Set the interval (in seconds) for new events (e.g. refresh the schedule tracking screen). Note: Shorter intervals may result in decreased overall system performance. Suggested interval preference is 5-20.

Special Features tab

  • Medical tab
    • Default growth chart for new patients: This will default to WHO/CDC.
    • Default method used for measuring temperature (Less than 6 Months of Age): Set the default that is used 90% of the time by clinical staff for patients under six months of age. Selections include Tym, Skin, Oral, Axil, TA, and Rect.
    • Default method used for measuring temperature (Older than 6 Months of Age): Set the default that is used 90% of the time by clinical staff for patients older than six months of age. Selections include Tym, Skin, Oral, Axil, TA, and Rect.
    • Disable the Problem List and Allergy pop reminder on Chart: If the practice does not wish to have the reminders for the Problem List and Allergies click the checkbox.
    • Suppress asking about passing DX from encounter not to diagnostic test order: Select the checkbox to remove the pop up that prompts to  include the encounter DX code on the the diagnostic test order requisition.
    • Compile encounter note orders by encounter date, not attachment state: Select the checkbox to include orders on notes by date on the encounter.
    • Highlight required 'Meaningful Use' data entry fields: If the practice is not attesting for MU, you may click the checkbox to turn this function off for highlighting the fields.
    • Default to OP 14 family history style for new patients: This option should always be checked in the System Preferences. 
    • Require response to referral prior to CDA reconciliation: This option should always be checked in System Preferences.
    • Allow user to create more than one unfinalized encounter per day: Select this checkbox if the practice needs to allow for multiple encounters to be charted for a particular patient on the same day.
  • Prescribe tab
    • Allow non-prescribers to write proxy prescriptions: Select the checkbox to relax constraints on who can write prescriptions.
    • Allow users to make formulary checking optional when writing prescriptions: Select this checkbox if allowing users to turn off the formulary checking when prescribing.
    • Revalidate ERX supervisor on a daily basis: Select this checkbox if a supervising provider must be set each day for a prescribing provider.
    • E-prescribing interaction checking: Preferences are set as a default. Users may choose to add Allow user override for Med/Allergy.
    • Prescription Diagnosis Required: None, EPCS, All

Note: Practices requiring a diagnosis to be included on electronic prescriptions must select either EPCS or All. OP 14 defaults to None, which means that a diagnosis is not required in order to send a prescription but if one is included the diagnosis will be sent to the pharmacy.

Clinic Info. tab

Electronic Billing Transmission (print image only): Select the checkbox for physicians who are registered under multiple corporate names.  This will allow individual MD billing.  Electronic claims clearing houses require special batch billing for each corporation.

Billing (Administration Tab)

  • Immunization administration - automatic coding rule: You can set the default administration rule for all Insurance Payers. As a reminder, you can update each individual Insurance Payer if that payers requires a different coding rule to be applied to claims. Your options for this administration rule are:
    • 90460/1, Pairwise antigens: Each vaccine billed will have its own set of administration codes, 90460 and 90461 (when applicable), as appropriate per the number of antigens in said vaccine.
    • 90460/1, Total antigens: 90460 and 90461 (when applicable) will each appear once on the claim with the total number of units as appropriate for the total of the vaccines on the claim. 
    • 90460/1, Pairwise doses: Each vaccine billed will have its own set of administration codes, 90460 and 90461 (when applicable), as appropriate per the doses in said vaccine.
    • 90460/1, Total Doses: 90460 and 90461 (when applicable) will each appear once on the claim with the total number of units as appropriate for the total of the vaccines on the claim.
    • 9047x, Force non-counseled: The non-counseled immunization administration codes will be applied.
    • None (withhold): Immunization administration codes will not be added to claims with vaccines.
  • Auto-populate service location when POS = 11: This automatically populates Box 32 of the CMS-1500 form with the practice location information.
  • Auto-populate PCP as referring providerThis automatically populates Box 17 and 17a with the PCP's. information.
  • Show provider Taxonomy Code on CMS 1500 print image: If this box IS checked, then the Taxonomy number will print on box 31 of the HCFA. If this box IS NOT checked, then the Taxonomy number will NOT print on box 31 of the HCFA.
  • Process patient credits by provider, rather than across the practice: This will allocate credits by provider rather than across all practice charges.  
  • Auto-posting mode: By default Charges only will be selected. The practice administrator may change this if applicable. 
  • Auto-assign supervising provider: By default Never (choose manually every time) will be selected. The practice administrator may change this if applicable. 
  • Payment auto-approval rules: Review setup and make any necessary changes when and if they are applicable.

Billing (Statements Tab)

  • Patient aging reference date: This dictates how patient balances will be aged.
  • Dunning Messages: These may be added to apply an appropriate note to each aged patient statement.
  • Number of guarantor's last name groups: This dictates how many statement groups will be created.
    • If two, three, or four are selected, then you may decide how you would like the alphabet split.

Maintenance tab

The Maintenance tab displays the current OP version and lists the various maintenance procedures that can be performed.

  • Clear Instant Messages for users who do not have a message but the button is red.
  • Fix appointments that have invalid start or end time.
  • Recalculate Insurance and copay balances on a patient’s register record.
  • Correct returned check transactions so that they print on statements.
  • Rebuild tables that cause error messages that describe a corrupt file.
  • Messages: Correct the occurrence of messages that have not been delivered to a staff member.
  • Register: Correct instances where the contact person chosen to receive billing statements was not properly saved in the register table.
  • Diag Test Results: Unlink all diagnostic test result images that are linked to multiple patients.
  • Display the session status.

Security tab

Under this tab, you can activate optional Strong Password Validation settings, which creates a more secure environment for the creation and usage of user passwords.

Other features found on the Security tab are as follows:

  • Auto Logout: Select the Do Not Allow Simultaneous login on Multiple Workstations checkbox to prohibit the same user from being logged into Office Practicum on two machines at the same time. Per the instructions, each workstation must be identified by the program in order for Auto Logout to work. To add/edit workstations, go to Utilities > System Admin > Workgroup Administration. On the top portion of the window, you will see a list of all computer names available on your network (even if some are no longer used).  You can view the log one of two ways.
    • First, by a specific computer, just highlight the computer name on the top portion of the screen.  On the lower half, under the tab labeled "Security History for Above Workstation," you will see a list of all the users who logged in and out of that machine with the date and time.
    • Second, history for all machines, simply click on the tab labeled "Security History for All Workstations" on the bottom half of the Workgroup Administration window.  This will show you the OP designation (computer name), user, log in and out times (with date).  Scroll down and expand the screen to see old dates.
  • Timed Logout - Set the number of minutes of inactivity after which all windows are closed and Office Practicum automatically logs out the user. The number will automatically be set to 20 minutes. After 15 minutes, if an Encounter or Well Exam window is open and in a state of insert or edit, then it will be auto-saved. 

Note:  If there is no activity in Office Practicum for 3 hours, all open forms are closed and Office Practicum is shut down. Other than the Encounter and Well exam window, Office Practicum cannot auto-save data in other windows when this auto-shut down process is triggered.