ClinicSoft user guide

1. Install the software

1. Sign in to your ClinicSoft client area and open “Download”.
2. Pick the specialty and the setup (single computer, practice server or linked workstation), then download the installer.
3. Run ClinicSoft_Setup.exe: choose the language and the country (Belgium, France or international). The country sets how reimbursements are calculated.
4. Enter the activation code from your client area. Without Internet, an offline activation key can be generated in the client area.

2. First start

1. Enter the practice name and address: they appear on fee notes.
2. Create the global (administrator) account with a personal password.
3. Choose the main specialty: the procedure catalogue and favourite INAMI codes are prepared for you.

3. Clinics, dentists and access

1. “Accounts & clinics” menu: add a clinic, then its dentists and front desk.
2. For each dentist, choose a username and code, or let the software suggest one.
3. Dentists choose their specialty at first sign-in and only see their own patients. The clinic account sees the clinic, the global account sees everything.
4. Forgotten password? “New temporary password” on the account's page.

▶ Try it in the demo

4. Patients

1. “+ New patient” or “🪪 eID card”: with the ID card in the reader, identity, national number, address and photo are filled automatically.
2. Add the health fund, BIM status, third-party payment and supplementary insurance: they drive the reimbursement calculation.
3. The medical questionnaire (allergies, anticoagulants, diabetes…) shows as a red alert on the record.
4. Instant search by name, file number, phone or national number.

▶ Try it in the demo

5. Care and dental chart

1. “Care & dental chart” tab › “Add care”: click the tooth or teeth, search the procedure by keyword or INAMI code.
2. The software calculates the health-fund share, the co-payment, any supplement and the supplementary insurance share.
3. Status “Planned” for a treatment plan or quote, “Completed” once the care is done.
4. “Recalculate” updates all care if the patient's health fund or status changes.

▶ Try it in the demo

6. Payments and fee notes

1. “Payments” tab: take Bancontact, cash, bank transfer or Payconiq. The balance updates instantly.
2. “Payment QR” shows a SEPA QR: the patient scans it with their banking app and the transfer is pre-filled.
3. “Fee note” prints the patient document with the reimbursement details.
4. With third-party payment, the health-fund share is tracked under “Payments” until it is received.

▶ Try it in the demo

7. Photos and X-rays

1. “Photos & X-rays” tab: “Scan” uses the practice scanner, “Camera” the intra-oral camera or webcam.
2. “Scanner folder” imports images saved by the X-ray device; “Import” accepts JPEG, PNG, TIFF, PDF and DICOM.
3. Click an image for the viewer: zoom, brightness, contrast, negative, download, profile photo.

▶ Try it in the demo

8. Calendar

1. “Calendar” menu: week by week, one click on “+” to create an appointment.
2. Search the patient (or read their eID card), choose the time, duration and reason.
3. Click an appointment to edit it, mark it as attended or open the record.

▶ Try it in the demo

9. Payments overview and exports

1. “Payments” menu: totals per period and per payment method.
2. Third-party payment: expected and received amounts per health fund, with care details.
3. “Export (CSV)” for your accountant or spreadsheet.

▶ Try it in the demo

10. Several computers

1. First install the “practice server” on the computer that keeps the data.
2. On the other computers, choose “linked workstation” and enter the server address shown in Settings.
3. An eID reader plugged into a linked workstation works automatically on that workstation.

11. Backups, updates and languages

1. Settings › “Download a backup”: one complete file (patients, care, images). Keep a copy outside the practice.
2. Updates are offered inside the software; your data is kept.
3. Each user picks their language: French, English, Dutch, Italian, Spanish, Turkish or Arabic.