✅ Highlights

• ✉️ Correspondence Bundles for recipient-specific letters (patient, GP, referrer, etc.) without repetitive work

• ⏱️ FlowTrack for real-time patient journey visibility and smoother clinic operations

• 📣 Upgrades across Marketing (Campaigns, Target Lists, Leads, conversion tracking)

• 💷 Improvements to Billing, including appointment reservations for online payments and payment tracking widgets

• 📝 Enhanced Forms, including PDF upload with placeholders and options to link forms to new patients only

🧾 Executive Summary

• ✉️ Correspondence Bundles make it easy to create recipient-specific letters without repeating the same work.

• ⏱️ FlowTrack provides real-time visibility of the patient journey, helping teams spot delays and improve flow.

• 📣 Marketing upgrades include improved Campaigns, enhanced Target Lists, better Leads management, and conversion tracking.

• 💷 Billing improvements support appointment reservations for online payments, with clearer tracking via new widgets.

• 📝 Forms enhancements include PDF upload with field mapping and placeholders, plus options to link forms to new patients only.

• 🧭 A range of usability refinements improve speed, clarity, and everyday navigation across key screens.

✉️ Correspondence Bundles (Single Letter vs Letter Bundle)

What’s New
You can now create correspondence as a Single Letter or a Letter Bundle. A Letter Bundle automatically creates a separate section per recipient (e.g., patient, GP, referrer), and each section is managed independently — so you can keep content, attachments, and CCs accurate for each recipient.

How to Use It

• Go to Correspondence and create a new correspondence item/event.

• Choose Single Letter or Letter Bundle.

• If you choose Letter Bundle:

  • Review the automatically created section for each recipient.

  • Attach documents (or link relevant records) to the correct recipient section.

  • Add CC recipients per section if needed.

  • Select a template and complete each letter section as required.

• Send as normal.

Notes / Behaviour (optional)

• You can simplify a bundle by removing recipients.

• After sending, letters are stored as individual letters (one per recipient).

• A new user setting is available: User Profile → Correspondence Type, allowing you to:

  • Always be asked (Single Letter vs Letter Bundle each time), or

  • Default to Single Letter / default to Letter Bundle.

🧾 Correspondence Source Selection (e.g., record source for letter content)

What’s New
Correspondence creation now includes a clearer Source selection, helping you choose the right record type to base your letter on. This makes letter creation faster and reduces rework, especially when teams build letters from existing entries.

How to Use It

• Create a new correspondence item/event.

• Use the Source dropdown to select the relevant record type.

• Choose your template and proceed as normal.

Notes / Behaviour (optional)

• Available source options depend on your clinic’s configuration and permissions.

⏱️ FlowTrack – Patient journey tracking and real-time reporting

What’s New
FlowTrack introduces a structured way to track the patient journey in real time and identify bottlenecks. FlowTrack uses an icon on each appointment to show the current stage, keeping the calendar clear while still giving teams immediate visibility.

How to Use It

• Open the Worklist and use the FlowTrack controls to update journey status.

• Update stages as the patient progresses:

  • Arrive

  • Technician/Nurse (optional step)

  • Clinician

  • End

  • Completed

• Go to Analytics to view FlowTrack statistics in real time.

Notes / Behaviour (optional)

• Set KPIs via Admin → Site Settings:

  • Patient Waiting Time SLA

  • Patient Total Visit SLA

• If your workflow does not include a technician/nurse step, you can skip that stage.

📋 Worklist improvements (cleaner workflow + quick document attach)

What’s New
The Worklist has been improved to reduce clutter and keep teams focused. Completed appointments are removed from the main view (with an option to show them), and a new paperclip action makes it faster to attach documents to the patient record.

How to Use It

• Use Show completed (top of the Worklist) when required.

• Click the paperclip icon to attach documents:

  • Drag and drop files, or

  • Click to upload.

🗓️ Appointment notes visible in the calendar

What’s New
Appointment-specific notes are now visible within the calendar, improving visibility and team communication at a glance.

How to Use It

• Add appointment notes as normal.

• View notes directly from the calendar while reviewing the schedule.

📣 Campaign Module improvements (configuration, delivery control, tracking)

What’s New
Campaigns have been upgraded to provide better control and clearer engagement tracking. You can configure manual or scheduled campaigns, optionally auto-start, control sending rate (throttling), set templates and reply-to, and track opens/clicks with per-recipient outcomes.

How to Use It

• Go to Marketing → Campaigns.

• Create or edit a campaign, then configure:

  • Manual vs Scheduled

  • Optional Auto-start

  • Sending rate (throttling)

  • Email template and Reply-to

• Monitor results including:

  • Sent, failed, opened, clicked, unsubscribed (per recipient)

  • Campaign-level open and click activity

Notes / Behaviour (optional)

• Campaigns respect marketing opt-outs and handle invalid emails.

• Heavy lists remain responsive through performance-friendly loading.

🎯 Target Lists – Leads support, multi-filters, automated lists, new UI

What’s New
Target Lists now support Leads, helping you build audiences for outreach and campaigns. You can also create Automated Target Lists that stay up to date — the system regularly checks for new records matching your criteria.

How to Use It

• Go to Marketing → Target Lists.

• Create a list and choose your criteria/filters.

• Select Manual or Automated.

• Confirm included audiences (patients and/or leads).

🧷 Leads improvements (DOB, multi-notes, list visibility, sorting/filters)

What’s New
Leads now support Date of Birth, multiple notes per lead, improved note visibility on the overview list, and enhanced sorting and filtering. Updates can appear in real time, reducing the need to refresh.

How to Use It

• Open a lead and add DOB where needed.

• Add one or more Notes to keep team communication clear.

• Use list filters and sorting to prioritise leads.

📈 Marketing conversion tracking (Lead → Consultation → Treatment/Operation)

What’s New
You can now track conversion stages:

• Lead → Consultation

• Consultation → Treatment/Operation
  New dynamic widgets help monitor conversions at a glance.

How to Use It

• Go to Admin → Site Settings → FlowTrack Marketing and enable conversion tracking.

• Go to Admin → Services, open each relevant service, and classify it for reporting (e.g., Consultation vs Treatment/Operation).

• Go to Marketing overview and review:

  • Lead Consultation Conversion

  • Consultation Treatment Conversion

Notes / Behaviour (optional)

• Conversion reporting depends on correct service classification.

💷 Service pricing – default price + optional price per clinician

What’s New
Services can now have a default price, with an optional price per clinician where required — supporting clinics where pricing varies while keeping a simple default for most services.

How to Use It

• Go to Admin → Services and open the service.

• Set the default price.

• Scroll to clinician/user assignment and enter clinician-specific pricing where needed.

• Save.

💳 Appointment reservations (online payments)

What’s New
For clinics taking online payments, appointments can be reserved and confirmed automatically only when payment is completed. New billing widgets help track online payment status, and payment reminders can be configured.

How to Use It

• Go to Admin → Appointment and configure Appointment Reservations.

• In Billing, monitor:

  • Online pending payments

  • Online completed payments

• Set payment reminders via Admin → Communication.

📝 Link forms to new patients only

What’s New
When linking forms to services (consent, clinical, marketing), you can now choose to link forms to new patients only, helping avoid unnecessary repeat requests.

How to Use It

• Go to Admin → Services and open the service.

• In the forms section, enable New patients only (where available).

• Save.

📄 PDF Upload Forms (Consent, Clinical & Marketing)

What’s New
You can now upload an existing PDF (e.g., insurer/clinic-required format), mark the fields that must be completed, and use placeholders to pre-fill information automatically — while keeping the original PDF layout.

How to Use It

• Go to Admin → Forms (Consent / Clinical / Marketing).

• Choose Create New → Upload PDF.

• Upload the PDF (drag-and-drop or browse).

• In the PDF editor:

  • Mark/place fields that must be completed.

  • Assign placeholders for auto pre-fill (patient/appointment/organisation, etc.).

  • Mark fields as required where appropriate.

• Preview, save, and link the form to services/workflows as needed.

Notes / Behaviour (optional)

• Ideal for templates that must remain unchanged (e.g., insurer formats).

• Pre-fill depends on selected placeholders and available data.

🧾 Patient registration improvements (lead match warning)

What’s New
During patient registration, the system can now check whether details match an existing lead and warn staff — helping reduce duplicates and improving continuity from marketing to care.

How to Use It

• Register a patient as normal.

• If a potential match is detected, review the warning and proceed accordingly.

🆔 Patient ID renamed to Medical Record Number (MRN)

What’s New
“ID” has been renamed to Medical Record Number (MRN) for clearer communication and consistency across the system.

How to Use It

• No action required — MRN appears automatically across relevant screens.

🏠 Patient address improvements (additional address line)

What’s New
An additional address line has been introduced to support more address formats (including Ireland).

How to Use It

• Open the patient address section and complete the additional line if needed.

🧩 Smart List – custom options, updated filters, compact UI

What’s New
Smart List now supports clinic-defined dropdown options, new filters, and a more compact UI. Fail-safe entries are pinned to the top so they don’t go unnoticed.

How to Use It

• Go to Admin → Smart List to create or manage custom options.

• Use filters during daily work.

• Review pinned fail-safe entries at the top.

🧱 Opportunities improvements (responsive Kanban + custom boards)

What’s New
The Opportunities Kanban board is now responsive and supports adding/removing custom boards to match your workflow.

How to Use It

• Open Opportunities.

• Add/remove boards and tailor them to your pipeline process.

🧩 Signature Touch (branded patient-facing email templates)

What’s New
Signature Touch allows clinics to create fully branded email templates for patient communications, including a custom banner and a custom message section.

How to Use It

• Available on request — contact us to enable and configure it for your clinic.

🛠️ Improvements & Fixes

• Improved responsiveness and usability across high-activity areas (larger lists/tables).

• Real-time updates in selected areas reduce the need to refresh to see changes.

• Workflow refinements across Worklist, Correspondence, Marketing and Billing to reduce clicks and improve clarity.