Capable 21C supports an imaging system that allows scanned images, photos or other visual content to be attached to a patient/client file.   This article describes how to attach the images and/or files.

3 monthly printed schedules include the time of appointment inside the box for the day.  The vertical alignment of this time can be adjusted to get the best results on different printers.  This knowledgebase article explains how to adjust the vertical alignment of the time.

When an appointment is made, Capable 21C can automatically return the appointment book to today for further processing.   However, if Capable 21C returns to today, but not to the correct time, this article may be of use.

Under some circumstances, Capable 21C can alter the appearance of the appointment book so that all shifts are completely greyed out.  This can also result in existing appointments being pushed aside (to the right) making it appear as though they have disappeared.  This knowledgebase article discusses the causes for this problem, and how to fix it.

Capable 21C uses certain logic to determine what appointment type to automatically select on new appointments made during receipting.  Understanding this logic will help the office to configure Capable 21C to meet their needs more closely.

Capable 21C has the ability to print invoices and receipts from different printer trays depending on which practitioner rendered the services or products.  The article describes how to configure this feature.

Capable Software does not support any particular backup devices, media or tools.   However, it is highly recommended that each office instigate some form of regular (eg daily) backup regime to protect their data.   This article describes one possible way to automate a Capable 21C data backup using a memory stick.

If birthday lists appear to have no patients/clients on them, there are a number of possible causes.   Each of these are described in this article.

If Capable 21C prints two receipts instead of one occasionally, with the second receipt being mostly blank, this knowledgebase article may help.   Also, if Capable 21C previews receipts with information missing (such as payment information), this article may help.

Capable 21C tracks the figures for a shift independently of the figures produced for banking slips.  This can be convenient as takings are rarely banked after every shift.  However, it can raise some confusion situations if the banking needs to be prepared in the middle of a shift.  This article discusses how Capable 21C tracks shift figures and banking figures.

Capable 21C has the ability to display patient/client names in a number of different formats.  This knowledgebase article describes how to configure this feature.

Capable 21C supports the ability to make combination appointments (eg Massage Therapy for one provider and a Spinal Adjustment for another provider). It links these appointments together so that they can be moved as a group and invoiced as a group. This article describes how to setup and use combination appointments.

Capable 21C relies on the Microsoft Jet Database technology to store patient information.  This engine stores data in a single file, that can become fragmented under normal use of Capable 21C, and can become damaged in the event of an unexpected shutdown (or loss of connection in a network).  This article describes how to use Microsoft Office Access™ to compact and repair the database to reduce fragmentation and repair any potential data damage.

Capable 21C supports a security feature that allows different operators to have different levels of access to the Capable 21C functionality.  This knowledgebase article describes how to configure Capable 21C for maximum security.

Capable 21C supports a security feature that allows different operators to have different levels of access to the Capable 21C functionality.  Whilst this allows very high levels of security, some offices do not want to mandate that their staff should have to key passwords every time they want to make an appointment.  This article describes how to configure Capable 21C with tight security around high risk functions, but relaxed security around the day to day functions.

If patients have credits, they may or may not be included on statement runs.   Capable 21C is configurable to include or exclude these patients.   This article describes how to configure Capable 21C to suit the office’s requirements.

Capable 21C supports a powerful system for the recording and reproduction of clinical findings.   The system is based upon a series of numerically coded entries that a practitioner can select and quickly assemble into a complete report of findings.   This article describes how to customize those components to support any individual office’s requirements.

Customise Fee Types

Occasionally, Capable 21C will show too much credit on a patient/client file.   This may be due to untrusted data converted from another system, or because a payment was processed in error.   This article explains what procedure to follow to remove excess credit from a patient/client file.

Capable 21C does not currently support a direct interface for automatically e-mailing patients/clients as there are a large number of e-mail packages available, and it would need to support a wide variety of them.   However, it does provide the ability to record patient/client e-mail addresses, and it is relatively simple to extract the e-mail addresses so that an e-mail can be transmitted.   This article describes how to e-mail all patient/clients.

Capable 21C supports the ability to invoice families all together, and also to make appointments (from an invoice) all together, and also to move appointments for families all together. This article describes how to take advantage of this feature.

Capable 21C supports fingerprint recognition devices that are compliant with the Griaule interface. These devices can be used to simplify patient/client check-in, and can provide a friendly interface to the patient/client welcoming them to the office.

Many offices conduct insurance claims on behalf of their patients/clients.   Whilst this is a good service to offer to patients/clients, it also carries a substantive financial accounting overhead.   This article is intended to help offices that experience some challenges with insurers that pay less than the amount that the office would normally charge.

Offices typically need to purchase additional hardware when they migrate to a paperless environment.  As a minimum, it typically involves PCs in the treatment areas, where prior to going paperless, only one PC in the reception area is sufficient.  This knowledgebase article discusses some of the hardware considerations when taking an office paperless.

Capable 21C uses a complex algorithm to determine what fee to charge for any particular service or product.   This algorithm has changed over time.   This article explains how Capable 21C determines the default fee to display on an invoice/receipt.

KB-Improve performance for registering new patients

Capable 21C is designed to be operated either on a single PC or in a network environment. When operated in a network environment, the underlying data is stored on one PC, and the other PCs retrieve and update the information through the network. This knowledgebase article describes steps that can be taken to improve the performance and responsiveness of Capable 21C in a network environment.

Occasionally, due to a hardware failure, or equipment replacement, it may be necessary to migrate the Capable 21C installation to a new PC.   This article describes the procedure to complete this requirement.

This article explains how to install Capable 21C into a simple networked environment (eg several PCs in a single site with a network, but no server).   It refers to some concepts related to Windows XP networking, and a basic understanding of networking principles is assumed.

If Insurance Statements are printing incorrectly (too many visits appear on the statement, and there are payments on the file that should be covering them), refer to this article.

When Capable 21C prints a calendar (eg schedule of visits), it can print information about the office, including the office phone number.  Due to limitations in printers and printer drivers, at some sites the phone number of the office may be cut-off, not showing the last digit of the phone number on the printed calendar.  This article describes how to address this problem.

When a person is checked in, their file may be accessed by several operators, particularly in a network environment. There is some risk that one of those operators may attempt to alter the person’s case number whilst another operator is entering data for that person. If this was allowed to happen, some of the data would be linked to the wrong case number, and can result in cross-linked data between two patient/client files. This article describes the features within Capable 21C to prevent this kind of problem.

Capable 21C has the capacity to produce very specific lists of patients. This knowledgebase article discusses how to get a list of patients who have been invoiced for insurance services in a given period.

Some offices do not have (or do not wish to have) an internet connection.   This can make Live Updates for that site somewhat problematic.   This article describes a procedure that will allow an office to perform a Live Update at another location that does have an internet connection, and then copy the necessary files to update the site that does not have the internet connection.

Before Capable 21C attempts to perform a Live Update, it attempts to contact the Live Update server using the username and password provided by the user to ensure that they are correct.   If the system is unable to connect, it reports the error to the user.   This article helps to explain some other possible causes of the failure to connect.

Capable 21C uses a complex algorithm to update all computers in a networked environment.   This article describes that process.   Note that some of the terminology and explanations in this article are more advanced and require a basic understanding of files, file date stamps, copying files, file versions and the windows registry.

The underlying Capable 21C database is a Microsoft Access database, and as such is highly accessible for Mail Merges.   Custom mail merges can be generated by creating custom queries that select subsets of the entire patient/client database, however, Capable Software does not recommend the creation of custom queries in the Capable database file.   It is possible to create custom queries in a Ghost database (available from Capable Software for free), and then link mail merges to that Ghost database.   This article explains how to do this.

Capable 21C ships with a number of generic Microsoft Word ™ documents that can be used for Bring Ups, Recalls, Referees, Birthdays, etc.   A detailed Knowledgebase Article (Mail Merge) exists to help configure these Mail Merge documents.   This article explains how to modify Mail Merge letters so that the date of last appointment can be printed somewhere in the document.

If mail merge documents are not printing with Patient/Client data correctly inserted, or for general instructions on how to create new mail merge documents, refer to this article.

Whilst Capable 21C has the ability to store images and documents against patient files, those images and documents can be very large.  This results in rapid consumption of available storage capacity, and also results in poor performance from the image/document viewing functions within Capable 21C.  This article describes how to reduce the size of image files to improve performance.

Capable 21C uses a complex algorithm to determine what fees to automatically charge a patient/client for any service.   In most cases, it can determine the correct fee to use, but it also supports a feature to allow operators to manually override the fee and key their own amount.   This article describes how to enable this feature.

Medicare Australia now supports payments to chiropractors for X-rays under some circumstances.  Invoicing these X-rays can be problematic, as the patient/client will not be paying for them, and as other services rendered to the patient are not funded by Medicare, it would be problematic to treat each patient/client as an insurance patient/client purely for billing X-rays.  This knowledgebase article describes an alternate strategy for dealing with this challenge.

Some offices will have patients/clients who receive a mix of services; some of which are covered by insurance and others that are not.   This can present a challenge in the production of statements at the end of the month.   This article describes some strategies to deal with this challenge.

When a practitioner leaves the clinic, some offices will be loathe to remove the practitioner from the setup and configuration for fear that historical data for that practitioner may no longer be accessible.   Historical data may be obtained about practitioners that are no longer configured in the system.   This article describes how to obtain that information.

Capable 21C supports the ability to set up standard weekly shift times for each practitioner. These shift times display as white areas on the appointment book, whilst unavailable times display as grey. This knowledgebase article describes how to control and adjust the white and grey areas for office shifts that need to be closed or opened at different times to the normal shifts.

Capable 21C was designed as a patient/client centric application (rather than an invoice centric package).   This means that a large portion of its functionality is designed around the concept of managing the patient/client lifecycle rather than just the production of an invoice/receipt.   This article explains how Capable 21C’s Patient/Client Tracking features are designed to be configured and used.

When a patient/client is checked in, the Patients Checked In window will display the amount of time that the person has been waiting.  It is possible for this amount of time to be a negative number.  This knowledgebase article explains how this can happen, and how to fix it.

Offices with multiple practitioners (or fee earners) face a variety of challenges, not least of which to do with how the associate practitioners are to be paid.   Many offices elect to pay their associate practitioners based on the revenue that they collect as well as the number of services they render.   In this case, it is critical to the office that all payments are recorded against the correct practitioner.   This article describes how to exploit the features of Capable 21C to ensure that payments are recorded correctly.

Some offices offer their patients/clients periodic payment plans whereby they pay a defined amount each month or each year, and then do not pay for specific treatments.   Some offices also cap these plans so that their patients/clients cannot exceed a certain threshold for the services they receive.   This article describes how to configure Capable 21C to support this kind of business process.

Capable 21C is able to produce subsets of the total debtors list to facilitate group mailings.   The total debtors list may be broken up by insurer as well as by other filters.   This article explains how to filter statements by insurer.

Capable 21C has the ability to print a report of the hours for each staff member that has worked during the week.  This can be convenient for calculating wages.  The article describes how to configure this feature.

Capable 21C supports the ability to refund services rendered and products sold, and also supports the ability to write off bad debts that are considered unrecoverable.   It is important for operators to understand how these features were designed, and when to use them.   This article explains how they work, and when to use them.

Capable 21C has the ability to use two databases on the same computer.  This can be convenient if the office wishes to run a training copy as well as a production copy.  It can also be convenient for analyzing databases from two offices on a home PC.  This knowledgebase article explains how to configure a PC to operate this way.

Many offices have a satellite office that is open only one or two days a week. If the two offices are never open at the same time, Capable Software Pty Ltd allows a single license of Capable 21C to be shared between the two offices. If there is ever a time when both offices are open at the same time, a second license is required. This article describes how to setup PCs to optimize the use of Capable 21C when a satellite clinic is involved.

When a schedule is printed, Capable 21C automatically determines whether the print the schedule in 3 month format or 12 month format.  In the 12 month format, the boxes for each individual day are quite small and do not permit detailed information about the appointments to be displayed.  To offset this problem, Capable 21C prints a list of the appointments at the bottom of the schedule.  In some cases, not all appointments will be printed at the bottom of the schedule.  This article discusses this problem.

To protect the security settings for all offices, when new features are released by Capable Software, any new menu items are automatically secured to prevent any staff from accessing them. This can cause some confusion for operators who would normally have ‘Total Access’. This knowledgebase article explains how to access new features that are secured in this manner.

Capable 21C has the ability to transmit e-mails directly to patients/clients if the office has an internet connection and a POP3 e-mail account. This knowledgebase article describes how to configure Capable 21C to be able to use this feature.

Capable 21C supports sending SMS Messages.  To access this service, visit the Capable Software website, follow the links to the SMS Messaging feature, and to purchase a connection and initial credits.  Capable Software Pty Ltd will provide notification when the account has been setup.  Packages of SMS Messages can then be purchased directly from the Capable Software Pty Ltd website.  This article describes how to configure Capable 21C to use the SMS account that has been setup by Capable Software Pty Ltd.

Capable 21C can support different modes of operation to support offices that choose to operate PC’s in their treatment areas and/or waiting areas. These different modes are intended to allow the operator of each PC to readily access the functionality that they require without being encumbered by the functionality that they do not require. This knowledgebase article provides instructions, guidelines and suggestions on how best to implement these features.

Capable 21C displays a list of historical visits down the left hand side of the Visit Notes window.  These visits are numbered, with the intention of making it easier for a practitioner to determine where a patient/client is in their current program of care (or when they’re due for some kind of special visit).  There are some configurable settings that alter the way that Capable 21C counts these historical visits.  This article discusses these features and how to configure them.

By default, when Capable 21C opens the Visit Notes window, it displays the Vertebral tab.  There are a range of settings that can change this behaviour.  This article describes those settings, and how to change them.

As Capable 21C has the capacity to print two different kinds of statements, and these statements include significantly different information, it is possible to produce statements that do not appear to be consistent with the figures that Capable 21C produces on screen. Whilst the system has been deliberately designed this way, it is helpful for an operator to understand how and why this happens. This article explains these components.

Many offices use the To Do List to send messages between operators.   Whilst this feature can be useful, there are limitations to the amount of information that can be keyed into a To Do List item.   This article describes those limits.

There are several reasons why an SMS Message might not be delivered.  These include the mobile phone being turned off, or out of radio range.  There are also reasons that are related to the mobile phone carrier that the patient/client is using.  This article describes these reasons, and features within Capable 21C to track and manage undelivered SMS Messages.

At times, Capable 21C may be forced to close for a number of possible reasons.   This article describes how to diagnose the difference between these shutdowns, and what reasons each of them indicate.

Once an appointment has been flagged as missed, there is a simple procedure to reactivate the appointment if the patient arrives late.   This article explains the procedure.

In a paper based chiropractic clinic, the practitioner will have forms to record their SOAP notes. Typically these include Chief Complaint, Secondary Complaint (sometimes known as In-depth Health Questionnaire), Examination Summary, X-Ray Summary, Diagnosis and Prognosis Summaries, and a Recommended Care Schedule. To assist in moving patient files out of the filing cabinets and into the computer, Capable 21C has the ability to store these forms and the resultant data for each individual patient. This article explains where to find these forms and how to use them in day to day patient care.

When Capable 21C opens the Visit Notes window, it can display thumbnails for all images attached to a patient/client file.  As the original images could be particularly large files, Capable 21C has the ability to create and save small thumbnail images of each of the original images.  By using the thumbnails, the load-speed of the Visit Notes window is dramatically improved.  The thumbnails are automatically generated dynamically by Capable 21C, but it is also possible to use a feature that will re-create all thumbnails immediately.  This article describes how to use that feature.

Most insurance statements print using a specific layout and format.   In particular, they print all unpaid services and products irrespective of how old they are.   This is quite different to the Private Statement style which is much more like a Mastercard bill (eg opening date, closing date and transactions in between).   One particular insurer in WA requires a private style statement, but addressed to the insurer.   This article describes how to configure Capable 21C to support this kind of statement.

It is possible to operate Capable 21C via a Windows Terminal Services Server.  In this configuration, Capable 21C is only installed on a single server in the office, and access to it is obtained via a Microsoft ™ technology known as Windows Terminal Services.  The other workstation PCs do not need to be particularly powerful to do this – which can reduce the overall cost of implementation.  The article discusses the issues surrounding a Windows Terminal Services implementation.

Windows NT, 2000 and XP use a technology called XCACLs to manage security access to files in a network environment.  Under some circumstances, it is possible for these XCACLs to become damaged, and render the Capable 21C database inaccessible to network PCs even though the database file may be visible when browsed using a Windows Explorer, and may open normally on the main/server PC.  This knowledgebase article describes how to repair damaged XCACLs.

Capable 21C incorporates functionality that can allow PC’s to automatically instruct patients to move to the appropriate places in the office. These instructions can be provided both visually and via auditory senses. This article discusses the issues around configuring these features and how to set them up.