epiPRACTM - FAQ

epiPRACTM has been designed with the Practitioner in mind. We know that managing your business as well as looking after your clients is not an easy task. This software solution has been developed because we needed an application that would manage our own Nutrition and Reiki practice. After careful consideration we found that we needed the flexibility and ease of use of an iPad to help us look after our clients.

We tried our best to make epiPRACTM as easy and intuitive to use as possible. Even so, there are probably some questions that need to be explained further. If you find that you still need help please get in touch and we'll try to help you. We'll endeavour to keep this page up to date with any questions and answers that come up from our user community.

Clients

How do I add new Clients?

Tap the Client icon. It will take you to the Details view. Tap on 'Add New' and enter a new first and last name then enter the rest of the details. All of the data is saved automatically after you finish typing each field.

Are my Client's details safe and secure?

Your Client's name is the only detail not encrypted. All other information is encrypted using an industry standard encryption algorithm before being stored on the database. That means if someone gets a copy of your database, they won't be able to look at your client's details. And if you lose your iPad they can't see any of the information as long as you use a password to unlock your iPad.

Can I import Clients?

Tap the Client icon. It will take you to the Details view. Tap on 'Import'. You will see a list of all your current Contacts. Select one of them. All of the relevant information is now imported to epiPRAC. You can make changes as you see fit. This will have no effect on your Contacts until you Export the client back to the Contacts app.

What about Medications?

Tap the Client icon. It will take you to the Details view. Tap on 'Background'. You will see three text fields labelled 'Allergies', 'Medications' "Medical background'. Tap any one of them and enter all relevant information about your client. All the infomration will be saved automatically. Swipe or tap the arrow on the bottom right. There are now three more text fields for you to use as you see fit. The labels can be changed to suit your practice (via the Admin Configure view).

What's History?

This is where you can cycle through all of your client's history. Each appointment and the related clinical notes for that appointment are presented on a single view. If the notes in each field are more than a dozen lines, you can scroll each field up or down to see more. If you want to change any of the information tap on the 'Edit Clinical Notes' button and you will be taken to the normal Clinical Notes view.

What's Links?

This is one of the latest features that we've implemented. You can link PDF documents such as X-Rays and other medical reports to each client. They must be stored in the /medical/ subdirectory in your Dropbox folder. You can also link any notes or invoices that you have created for your client.

How do I delete a Client?

Tap the delete button. If this is a new Client without appointments or invoices they will be deleted immediately. But consider this before you do; If the Client has past or future appointments or invoices all that information will also be deleted. So we haven't made it that easy. You will be asked to confirm your actions. If you say Yes, then epiPRAC will ignore your instructions and 'Archive' them instead. If you are really determined to get rid of them you can do so via Admin - Manage Data (see below).

Clinical Notes

How do I organise my Clinical Notes?

Simple really. Every time you book an appointment epiPRAC creates a new set of Clinical Notes for that client. All you have to do is start typing.

Are my Clinical Notes safe and secure?

All Clinical Notes are secured, using an industry standard encryption algorithm, before they are stored on the database. That means if someone gets a copy of your database, they won't be able to read your notes.

How much information can I keep?

A lot. There are four text fields that can be filled with information. 'Asessment' view has two of the fields, 'Treatment' has the other two. Each of the fields has a label that you can change via the Admin Configure view to suit your needs.

What's Instructions?

There is a third view within Client Notes labelled 'Instructions'. For example; If you're a Dietician or Nutritionist you can create a menu for your client. If you're a Physiotherapist, Chiropractor or Osteopath, you can set up an excercise program. Tap on Print or Email to either print a copy and hand it to them before they leave, or email it to their email address.

What's Links?

This is one of the latest features that we've implemented. You can link PDF documents such as X-Rays and other medical reports to each client. They must be stored in the /medical/ subdirectory in your Dropbox folder. You can also link any notes or invoices that you have created for your client. It's the same information presented via the link option in the client menu.

What's Diagnostics?

This is a set of different diagnostic tools that you can use to determine your client's current state of health. You can evaluate and track headaches, neck and shoulder pain, upper and lower extremities and back pain to name a few. Each appointment will have its own set of figures so you can track their progress over time. All questionaires are derived from standard industry-wide documents.

What about previous visits?

Swipe left or swipe right on any one of the Clinical Views. epiPRAC will cycle through all the previous (or future) appointments. You can edit all Clinical Information as you require.

Calendar

How do I book an appointment?

If a calendar is on display, tap on the times listed on the left hand side. This includes the Main Menu and Session view. When you tap the time, epiPRAC will insert a new appointment and you will be taken to the 'Session' view. Tap in the Client field and enter part or all of your Client's First or Last name. If the name is unique epiPRAC wil select the right client and fill in all the remaining details. If the name is not unique you'll get a list to choose from. Change the duration to suit. Tap on Appointment Type and pick from the list.

Can I delete an appointment?

Yes. But think twice before you do. If it's a new appointment and you haven't entered any Clinical Notes, go ahead. If you have entered Clinical Notes (for that appointment) they will also be deleted.

How do I change days?

Tap or swipe. Tap the arrows in the different views to go back and forth. In the Day view, swipe left or right to move back or forward one day at a time. Tap on 'Today' to get back to today's calendar. Tap on one of the days displayed on the left to display that day. In the Week view same rules apply only this time a swipe works one week at a time. In the Month view a swipe is worth one month at a time. You can move back and forward one year at a time, if you tap the years displayed on the left hand side.

Billing

How do I bill a client?

Tap on the Billing button. If you have an active client their details will show up along with a list of all their invoices (paid and unpaid). If there is no active client tap on the client field and pick a client from the list. Tap on the product code for a list of codes relevant to your practice. Details get filled in as you go. Tap again to print the invoice or send it to your client via email.

What about payment?

Once you have selected an Invoice, tap on the Payment button. Enter the amount. If the full invoice amount is paid the invoice will change to "Invoice/Receipt". You can print this out or email it to your client's email address.

How many items fit on the invoice?

You can bill for up to ten separate items per invoice. They can be products or services. You can also change the date of supply for each item.

Can I delete an invoice?

Yes you can, tap on 'Delete'. You will be asked to confirm your decision. Before you delete an invoice bear in mind that if the invoice has already been paid, you will lose track of the receipt and the tax liability (if any).

Can I change an invoice?

Yes you can. An invoice is editable any time after it's created. You may want to consider any legal implications in your country/state/territory if you do change it.

Reporting

What repots can I get?

Navigate to the Reports view. Pick on of the five reports about your invoices, your receipts, your GST liability your inventory or your long standing clients.

How do I get a printed report?

After you have selected a report, tap on the 'Print' button. epiPRAC will attempt to connect to your wireless printer and will display a pop up menu with a list of printers to choose from. If you haven't got a wireless printer you can create a PDF instead and mail it to yourself. Then you can print the PDF from your PC/Laptop etc.

Can I get data into my spreadsheets?

Choose the '.CSV' option. This will create a comma delimited text file that will get uploaded to your Dropbox account. You can then open the file from Excel and use the information as you require.

Admin/Configuration/Help

How do I configure the app?

Tap the Admin button. epiPRAC will show you a menu with eight options, one of which (the most recently used) will be active. Tap on any one of the options and you will be presented with different fields that you can edit.

How do I change practice details?

Tap the Admin button. Now tap the 'practice' option at the bottom of the view. A new view will open with foure options, one of which (the most recently used) will be active. Tap on any one of the options and you will be presented with different fields that you can edit such as locations, service providers and health funds.

How do I Backup my data?

From the Admin view tap on 'Manage Data'. Pick 'Manage Dropbox' or 'Manage Local'. If you pick Dropbox and you haven't already linked an account you will be given the opportunity to do so. When you're in the Dropbox or Local view, tap 'Backup Database'.

How do I Restore my data?

From the Admin view tap on 'Manage Data'. Pick 'Manage Dropbox' or 'Manage Local'. Tap on 'Show Backups'. If you have backed up your data (Dropbox or Local) tap on one of the backups from the list. The name of the backup will be displayed in the 'Selected Backup' field. Tap on 'Restore From Backup' to swap the current database with the backed-up version.

Can I use iCloud?

This option is not currently active. We are planning to make iCloud available in an upcoming release. Stay tuned for more...

How do I Restore an Archived client?

From the Admin view tap on 'Manage Data'. Pick 'Manage Archived Clients' from the menu. If you had archived some clients they will be displayed in the new view. Tap on one of the clients on the list and their details will be displayed in the two fields below (Name/Address Details and Clinical Notes/Invoices Summary). If they are the right client tap 'Restore Client' and confirm your action.

How do I delete an Archived client?

From the Admin view tap on 'Manage Data'. Pick 'Manage Archived Clients' from the menu. If you had archived some clients they will be displayed in the new view. Tap on one of the clients on the list and their details will be displayed in the two fields below (Name/Address Details and Clinical Notes/Invoices Summary). If they are the right client tap 'Purge Client' and confirm your action.

How do I setup a Service or a Product?

From the Admin view tap on 'Services' or 'Products'. Tap on 'Add New' to create a new Product or Service in the respective view. Enter a Product or Service code. The code can be anything you want. If you are supplying products or services that can be claimed from a health fund it's advisable to use the appropriate industry standard code. With 'Products' there will be an extra field (Stock on Hand) to enter. Enter a description. Enter an amount (numbers and decimal points only). Enter a tax amount as a percentage (no percentage sign required).

How do I get more Help?

From the Admin view tap on 'Help'. Pick one of the eight options from the menu to see more help on any one topic. 'First Time help' is especialy useful as it will give you a series of steps when you first use epiPRAC.

Can I personalise eMail or SMS messages?

From the Admin view tap on 'eMail/SMS'. Select one of the four 'Setup' options. epiPRAC comes pre-loaded with a set of defaults. You can change the layout of each section, add more information or remove some of the information on display. There are also some special fields that appear between "<>" brackets. These will be replaced with detailed information when the email is ready to be sent. For example "Clinic" will be replaced with the name of your practice. "Date" will be replaced with the actual date of your client's appointment and so forth. If you choose to delete these fields than the information will not be included in the outgoing email. Once you change these fields they will remain changed until you change them again, or re-install epiPRAC. If you change your mind and you want the original defaults back, use the 'Reset' button.

How do I send a reminder?

There are a couple of ways; From the Admin view tap on 'eMail/SMS'. Select one of the four 'Send' options. Pick one of the clients from the list (they all have an email address or mobile number listed in their details). From a Clinical Notes or Session view, tap 'Send Reminder'. If their prefered method of contact was email you will be presented with an eMail pop up, otherwise you will see an SMS pop-up.

Can I send an SMS?

Yes, if you have configured your iPad to send messages via 'Messages' and your Client owns an iPhone and they have 'Messages' enabled. epiPRAC is using the Apple service for SMS not your ISP or mobile service provider.

How do I look at the Release Notes?

From the Admin view tap on 'Support'. Then tap on 'Release Notes'. Scroll up or down to see all the details.

How do I look at the Credits?

From the Admin view tap on 'Support'. Then tap on 'Credits'. Scroll up or down to see all the details.

How do I sing your praises?

We really like this option... From the Admin view tap on 'Support'. Then tap on 'Rate Us' or 'Recommend Us'. If you tap 'Rate Us' you'll be taken to the Apple Store where you can rate our application. The more stars the better! If you pick 'Recommend Us', you'll get a pop up view with some suggestions already filled in. All you have to do is add your friend's email address and tap 'Send'.

How do I contact Epidexia?

From the Admin view tap on 'Support'. Then tap on 'Contact Us'. You'll get a pre-filled email add some more detail and tap 'Send'. Alternatively you can contact us directly from the website (Support or Contact Us).

Home

What can I do on the home page?

We don't believe in back buttons so when in doubt tap the Home button and you'll go back to the home page. Here you can either tap one of the seven active buttons to change view to the relevant function or tap on the calendar to see the clinical notes from an existing appointment or tap on one of the listed times to add a new appointment for today. This is the quickest way to check your daily schedule at any time. If you are operating out of multiple locations and you have set them up in the admin view you can tap the location and choose a different location with its corresponding appointments.

Can I see the whole day?

That will depend on the interval you have picked. As delivered, epiPRAC defaults to 30 minutes between appointments so you can see a working day at a time. You can scroll up or down to see the rest of the day. Alternatively, you can change the defaults to 1 hour so you can see more of the day. This will also affect how you see the daily schedule in the Day and Week views in the Calendar.

Help

I don't know what to do.

Every view of epiPRAC has its own on-screen help. Tap the Help button (i) to see what you can do in any given view. Tap it again and it dissapears until the next time you need help. If that's not enough, check out 'Help' from the Admin View. If that's Help wasn't enough visit this website and read this FAQ.