fmClinic Guide

What is fmClinic?

fmClinic is a modular clinic management software that provides a suite of functionalities that makes it easy to manage a clinic. It is used to manage patient records, appointments, clinician schedules e.t.c. fmClinic accumulates and integrates data from different clinic departments and automates the clinic’s daily processes. fmClinic aims at facilitating the work of clinic staff and improving clinic operations.

Where can fmClinic be used?

fmClinic is used in Dental and Orthodontic Practices. The system can serve multiple clinics in different locations.

Which Platform is fmClinic available on?

  fmClinic is used on Windows, Mac, and iPad.

1. Click on FileMaker Pro icon.
2. Click on fmClinic app Icon.
3. Enter Account Name and Password then click on the Sign In button

If either Account Name or Password is incorrect, you get the error message “The provided account name and password cannot be used to access this file”.

1. Select your Account name from the Account Name field.
2. Click on Forgot my password.
3. Click the Send button to continue.

An SMS should be sent to the number connected to the user with the password that has been forgotten.

When you are at the home screen in fmClinic

1. Click on File->Account->Change Log In or you can use the shortcut Ctrl+Alt+L

This module deals with all patient data in a digital and organized manner. 

1. Click on the Patients button on the Home Page or Press Ctrl + Alt + P.
2. Then on the Search Patients window click on the New button.
3. Click the Create button on the dialog prompt to continue.
4. Fill in the required details on the patient details Panel: Title, First Name, Middle Name, Last Name & Gender.
5. Enter the patient’s Date of Birth either by typing in the date using dd/mm/yyyy or by using the calendar icon.
6. Select the patient’s Nationality and Language by clicking on the respective fields.
7. To Select the patient’s Primary Care Clinician (PCC); Click on the P.C.C. field. Select the patient’s P.C.C. from the drop-down list.
8. If the patient is an adult, enter their Phone number and Email address. To add the patient’s Phone Number, click on Add Phone number icon. To add the Patient’s Email Address, click on Add email address icon.
9. If the patient is a minor, Select the contact details for the Parents or Guardians by clicking on the finder icon located on the Parents/Guardian Names Panel.
10. A minor patient can also select the patient’s school by clicking on the Finder icon next to the School option.
11. You can also add if the patient is a referral patient by clicking Yes or No as well as adding the referral doctor by clicking on the finder icon and choosing the doctor from the Doctor window.
12. A Medical Alert can be added if the patient identifies any alerts, such as allergies.
13. Click the Save button when you are finished to save the new patient.

1. To search for a patient’s name;
   Click on the search bar and enter the patient’s name.
2. To search for a patient using their date of birth;
   Click on the search bar and enter the patient’s date of birth.
3. To search for a patient using their treatment status;
   Click on the search bar and enter the treatment status.

A patient card is an interactable window that holds all relevant information on a patient.

 

You should be on a patient’s Patient card.

1. Click on the Open SMS Messages icon.
2. Click on the Message text box and type your message.
3. Click the Send button to send the text message.

1. First, you need to be on the patient card.
2. Click the View Patient Letters and Documents icon on the patient card.
3. You can select which document or letter you want to view by clicking on the left-hand panel where all the options are displayed.
4. To select between Letters or Documents click on the respective tab on the top left-hand side.

1. First, you need to be on the patient card.
2. Click the View Patient Letters and Documents icon on the patient card.
3. Click on the New Letter button.
4. Click on the Select a template button.

• Select the letter template from the letter template list.
• Once you have identified the Letter Template you want to use, click on the Select button.

Click the Close button on the Patient’s Letters Window to close it.

1. You need to be on the patient card.
2. Click the View Patient Letters and Documents icon on the patient card.
3. Click on the New Letter button on the Patient Letters Panel.
4. Click on the Subject box and type the letter subject.
5. Click on the Letter body and type the letter contents.
6. Insert a field tag from the Insert Fields Panel on the right by clicking on the Add icon alongside a field tag.
7. If you chose to Save the letter as a Template; Click on Save as template button.
8. If you want to Preview the letter, click on Preview.
9. Click the Close button on the Patient’s Letters Window to close it.

1. Drag and drop a document onto the Document placeholder in the Documents Tab.

You should be on the Letters and Documents window layout.

Click on the Drop Down on the Attachments box.

Click on the System document(s) you want to add to the letter.

You should be on the Letters and Documents window layout.

1. Click on the finder icon next to the Signature field.
2. Select a signature from the list of signatures.
3. Alternatively, search for a signature using the list search function.
4. Once you have identified the Signature you want to use, click on the Select button.

You should be on a patient’s patient card.

1. Click on the View Appointment History icon.

If the patient lacks an appointment record, a dialog box opens with the message:
“This Patient does not have an Appointment history”.

Click the Close button on the Appointment Search Results window layout to close it.

You should be on a patient’s patient card.

1. Click on the View patients notes icon on the patient card.
2. Click the Close button on the Patient’s Notes Window to close it.

You should be on a patient’s patient card.

1. Click on the View patients notes icon on the patient card.
2. Click on the New button.
3. Click on Create button on the dialog box.
4. Type the new note in the General Note text area.
5. Click the Close button on the Edit note layout to save the note.
6. Click the Close button on the Patient’s Notes Window to close it.

You should be on a patient’s patient card.

1. Click on the View patients notes icon on the patient card.
2. Click on No filter.
3. To only view the account’s notes, click the Accounts button.
4. To only view the general notes, click the General button.
5. To only view appointment notes, Click the Appointments button.
6. To only view Customer Service notes, Click the Customer Service button.
7. Click the Close button on the Patient’s Notes Window to close it.

You should be on a patient’s patient card.

1. Click on the View patients notes icon on the patient card.
2. Identify the note you want to flag from the Patient’s Notes Layout. Once you’ve identified the note, click on the note.
3. Click on the Flag icon. The Flag icon changes color to orange signifying that the note has been flagged.
4. Click the Close button on the Edit note layout to save the changes.

You should be on a patient’s patient card.

1. Click on the View patients notes icon on the patient card.
2. Identify the note you want to edit from the Patient’s Notes table. Once you’ve identified the note, click on the note.
3. Edit the note.
4. Once done editing the note, click the Close button on the Edit note layout to save the changes.
5. Click the Close button on the Patient’s Notes Window to close it.

1. First, you need to be on the patient card.
2. Click the Manage Photos icon on the patient card.
3. The patient’s Photos window opens.

You should be on a patient’s patient card.

1. Click on the Manage photos icon on the patient card.
2. Click on the Add photo icon.
3. Drag and drop a patient’s photo onto the Image placeholder provided on the right-hand side panel.
4. Click on the Photo type field to select the Photo-Type. Select the Photo type from the drop-down list.
5. Click on RX Position Field to select the photo’s RX Position. Select the RX Position from the drop-down list.
6. Click on the Technician field to select the employee who took the photo. Select the Technician from the employee drop-down list.
7. Click on the Calendar Icon next to the Date Taken field and select a date from the calendar. Alternatively, enter a date into the Date Taken field
8. Click the Close button on the Patient’s Photos Window to close it.

You should be on a patient’s patient card.

1. Click on the Manage photos icon on the patient card.
2. To Select a Photo to view, click the Photo record from the Photo List Portal on the left-hand panel.
3. To rotate a photo by 180°, click on Rotate 180° degrees icon.
4. To rotate a photo by 90°, click on Rotate 90° degrees clockwise icon.
5. To flip a photo from left to right, click on the Flip left to the right icon.
6. Click the Close button on the Patient’s Photos Window to close it.

 

You should be on a patient’s patient card.

1. Click on the Manage photos icon on the patient card.
2. Identify the photo you want to set as the patient’s thumbnail photo from the photo list portal on the left.
3. Click on the Use this photo for the patient’s photo icon.
4. Click the Close button on the Patient’s Photos Window to close it.

You should be on a patient’s patient card.

1. Click on the Manage X-rays icon on the patient card.
2. The patient’s X-Rays window opens.

You should be on a patient’s patient card.

1. Click on the Manage X-rays icon on the patient card.
2. Click on the Add X-Ray icon. Drag and drop a patient’s X-Ray onto the X-Ray Container provided on the right-hand side panel.
3. Click on the X-Ray type field to select the X-Ray-Type. Select the X-Ray type from the drop-down list.
4. Click on the Technician field to select the employee who took the X-Ray. Select the Technician from the employee drop-down list.
5. Click on the Calendar Icon next to the Date Taken field and select a date from the calendar. Alternatively, enter a date into the Date Taken field.
6. Click the Close button on the Patient’s X-Rays Window to close it.

 

You should be on a patient’s patient card.

1. Click on the Manage X-rays icon on the patient card.
2. To select an X-Ray to view, click the X-Ray record from the X-Ray List Portal on the left-hand side.
3. To rotate an X-Ray by 180°, click on Rotate 180° degrees icon.
4. To rotate an X-Ray by 90°, click on Rotate 90° degrees clockwise icon.
5. To flip an X-Ray from left to right, click on the Flip left to the right icon.
6. Click the Close button on the Patient’s X-Rays Window to close it.

You should be on a patient’s patient card.

1. Click on the Manage X-rays icon on the patient card.
2. Click on the Export button.
3. Select/Choose a folder from the Select Folder Window Dialog .
4. Once you’ve identified the folder in which you want to export the X-Rays, click the OK button.
5. Click the Close button on the Patient’s X-Rays Window to close it.

You should be on a patient’s patient card.

Click on the Show medical history icon.

• If the patient has no previous medical history , A dialog box opens with the message; “Are you sure you want to create a new medical history for this patient?”.
  Click:-

1. Yes button to create a new medical history for the patient.
2. Cancel button to abort creation of new medical history.

• If the patient has a medical history, the medical history is displayed on the Medical History window.

Click on the Close button to close the window.

You should be on a patient’s patient card.

Click on the Show medical history icon.

If the patient had a medical history, click on New button, then click Yes button on the subsequent dialog box to confirm You want to create a new medical history for the patient.

Fill in the Questionnaire by clicking on the checkbox alongside the question.

If a question requires further details, Medication notes or General Medical notes Text-boxes should appear.

• Enter the details in the respective fields to provide additional information.

If the patient identifies any Medical alerts such as Allergies, Click on Medical Alerts Text box and enter the medical alert.

If the patient identifies any Concerns such as my teeth look bad, Click on Concerns text box and enter the Patient’s Concerns.

Click the Close button on the Patient Medical History window to close it.

You should be on a patient’s patient card.

Click on the Show medical history icon.

Identify a medical history from the History Portal on the left-hand side.
Note that A medical history is named according to the date it was created.

Once you’ve identified the medical history, click on it.

Click the Close button on the Patient Medical History window to close it.

You should be on a patient’s patient card.

Click on the View the Patient’s Status History icon.

• Patient status History Window opens.
• If the patient doesn’t have a treatment status history, a dialog box pops up stating that the patient has no status history.

Click on the Close button to close the window.

Lists are available on fmClinic as pre-sets that allow for easier documentation.

 

1. You can access the Clinic’s list layout through the menu bar.
2. Click on Go-To → Lists → Clinics.
3. Click on New button. Click Create button on the dialog box.
4. Enter the Clinic’s Name onto the Name field.
5. Select ClinicType from the list options on the ClinicType field.
6. Click on Can Make Appointments checkbox.
7. Enter the number of clinic chairs onto the How Many Chairs box(numerical value).
8. To add the clinic’s address, click on the Add address icon.
9. Fill in details such as Address type, P.O. Box, Postal code, Address 1 and/or 2, City, Country and Map pin.
10. Click on Add Phone number icon to add the clinic’s phone-number(s).
11. Click on Add email address icon to add the clinic’s email address.
12. Click on the Save button or the Close button if the Save button is not visible.

1. You can access the Doctors list layout through the menu bar.
2. Click on Go-To → Lists → Doctors.
3. Click on New button. Click OK button on the dialog box.
4. Click on the Title field and select the doctor’s Title from the list options.
5. Enter the dentist’s First Name and Last Name fields.
6. Click on the Type box and select the type of Doctor from the list options.
7. Click on the finder icon of Clinic field to select the Clinic that the doctor belongs to.
8. Select a clinic from the clinic list.
   Alternatively, Search for a clinic using the list search function.
9. Click on Add Phone number icon to add the doctor’s phone-number(s).
10. Click on Add email address icon to add the doctor’s email address.
11. Click on Add address icon to add a doctor’s address.
12. Fill in details such as Address type, P.O. Box, Postal code, Address 1 and/or 2, City and Country.
13. Click on the Save button or the Close button if the Save button is not visible.

1. You can access the Guardians list layout through the menu bar.
2. Click on Go-To → Lists → Guardians.
3. Click on New button. Click Create button on the dialog box.
4. Click on Relationship field and Select the guardians Relationship from the list options.
5. Enter the guardian’s Full Name field.
6. Click on Add Phone number icon to add the guardian’s phone-number(s).
7. Click on Add email address icon to add the guardian’s email address.
8. Click on the Save button or the Close button if the Save button is not visible.

1. You can access the Schools list layout through the menu bar.
2. Click on Go-To → Lists → Schools.
3. Click on New button. Click OK button on the dialog box.
4. Enter the school’s name onto the Name field.
5. Click on System field. Select the school’s system from the drop-down list.
6. Click on Contact field and enter the School’s contact.
7. Click on Add Phone number icon to add the school’s phone-number(s).
8. Click on Add email address icon to add the school’s email address.
9. Click on Add address icon to add a school’s address.
10. Fill in details such as Address type, P.O. Box, Postal code, Address 1 and/or 2, City and Country.
11. Click on the Save button or the Close button if the Save button is not visible.

1. You can access the Letter Templates list layout through the menu bar.
2. Click on Go-To → Lists → Letter Templates.
3. Click on New button. Click Create button on the dialog box.
4. Enter the Template Name onto the Template Name field.
5. Enter the letter’s Description and Subject onto the respective fields.
6. Select either Default to Printer or Email radio-box.
7. Enter the Letter Message into the Letter Message Field.
8. To add a field tag, click on the Add icon alongside a field tag.
9. To add a system document, click on the Drop Down on the Attachments Panel.
10. Click on the Save button to save the letter template.

1. You can access the Signatures list layout through the menu bar.
2. Click on Go-To → Lists → Signatures.
3. Click on New button. Click on Create button of the dialog box.
4. Enter the Signature Name onto the Name Field.
5. Enter the Signature onto the Signature field.
6. Click on the Save button or the Close button if the Save button is not visible.

1. On the Home Page click on Scheduler.
2. On the scheduler window click New Appointment button.
3. From the Patients window, search for the patient using the list search bar.
4. Once you’ve identified the patient, click on the patient’s record and then click on the Select button.
5. Click on the Calendar icon located on the Date and Time Section to find a suitable date and time slot for the appointment.
6. Click on the Add icon located on the Services Section to select the service(s) required for the appointment.
7. To add an appointment note, click on Add icon on the Appointment Notes Section.
8. To add a charge to an appointment, Click on Add icon located on the Charges Section.
9. To add a letter and attachment to an appointment, Click on the Add icon located on the Letters and Attachments Section.
10. If all information is in order click on the Save and Close button.

1. You have to be on the Home Page.
2. Click Go To then Settings button.
3. On the General Tab click on the Scheduler button.
4. Click on Calendars button in the List Management panel.
5. Click on the New button.
6. Click Create button on the dialog box.
7. Enter the Calendar name onto the Calendar name box.
8. Click on the Color box to select the calendar’s color.
9. Select a color from the drop-down list.
10. If your preferred color is not available, Click on Other option.
11. If Other option is selected, RGB Field becomes visible.
12. (An RGB is an option that creates different colors using the three main colors e.g. Red, Green, Blue to add more options manually)
13. Enter the RGB color code e.g #FFC0CB for color pink.
14. Select either Human, Physical or Virtual tick-box to assign a resource to a calendar.
15. Click on Close button to close the Calendar List Layout.

 

1. You have to already be creating an appointment on the Appointment window. 
2. Click on the Put this appointment on the short-list checkbox on the Short list section of the Appointment window.
3. Enter the time onto Amount of Time box. Time entered should be numeric.
4. Click the OK button on the dialog box once your done.
5. Confirm all information with the patient and once done click on the Save and Close button.

Short lists can only be used when cancelling an appointment. Once an appointment has been cancelled, a short list patient can be booked for the vacant slot.

1. You should be on the Scheduler window.
2. Click on an appointment that is already on the Scheduler.
3. Click on the Status drop down box and select Cancelled.
4. Click Change to confirm cancellation.
5. Enter a reason for cancellation and/or press Close.
6. Click on Yes on the dialogue box window.
7. Identify the patient appointment record on the short list that you want use.
8. Once you’ve identified the patient, click on the Patient record.
9. Click on Use button.
10. Click on the Calendar icon next to the Appointment Date box to select the new appointment date and time.
11. Click on the Put this appointment on the Shortlist checkbox to remove the patient from the short-list.
12. Confirm the Date & Time, Services and Charges (if there are any).
13. Once they are all in order click on the Save and Close button.

 

1. You should be on the Scheduler window.
2. Click on Show Short List button on the left panel of Scheduler.
3. Identify the patient appointment record on the short list that you want to send an SMS to.
4. Once you’ve identified the patient, click on the Patient record.
5. Click on the SMS icon.
6. Click on the message text area and type a message ( to inform the patient, the availability of an appointment slot )
7. Click the send button to send the SMS once you are done.
8. Click OK on the dialogue box.

Watch the video at the bottom of this page to see the symbols in the dental chart.

1. You should be on a patient’s patient card.
2. Click on the patient’s “ortho records” icon.
3. Click “Assessment” to open the dental chart.
   • The patient’s dental chart can only be created on the date of Assessment.
4. To select a tooth on the Dental Chart, click on the tooth. Click on the tooth again to select a different option or to deselect the tooth.
   • If you select the tooth and the color turns to black, this symbolizes that the tooth is present.
   • If you select a tooth and the color turns to pink, this symbolizes that the tooth is not erupted.
   • If you select a tooth and the color change is grey with an M, this symbolizes that the tooth is missing.
   • If you select a tooth and the color change is red with an X, this symbolizes that the tooth has been extracted.
   • If you select a tooth and the color change is blue with a c, this symbolizes that the tooth is deciduous.
5. To select teeth with Limited Prognosis click on the dash above the tooth, the dash should change color to red.
6. To select a tooth with Dental Caries click on the dash below the tooth, the dash should change color to yellow.

 

1. You should be on a patient’s patient card.
2. Click on the patient’s “Ortho Records” icon.
3. Then click on the “New Note” button.
4. Add the Date and Assistant in the “Details” box.
5. Type your note in the “Note” box.
   • Or you can use a Pre-defined note by clicking on the add icon in the “Pre-defined Notes” box.
6. Add a Fixture Chart or Dental Chart by clicking the add icon in the top right.
7. Click “Close” to save when you are done.

1. You should be on a patient’s patient card.
2. Click on the Patient’s Account Icon.
3. Click on the New Sale button on the patient’s Accounts window.
4. Click on the add icon to add a transaction item to the Sales Receipt.
5. To edit the Items description, click on the Description box and edit it.
6. To edit the item’s Quantity, click on the Quantity box and edit it.
7. To edit the item’s Unit Price, click on the Unit Price box and edit it.
8. To add a memo to the transaction receipt, click on the Memo box and enter a memo.
9. To chose a payment method, click on the method box, and select a payment method.
10. Click on the Pay Button.
11. Click on Pay button on the dialog box.
12. You will be asked if you would like to send an email receipt. Click Send button to send the receipt via email.

1. You should be on a patient’s patient card.
2. Click on the Patient’s Account Icon.
3. Click on New button, in the box labeled “Patient Notes“.
4. A dialogue box should open, click “Create” to continue.
5. Click on the “Accounts Note” box and type your note.
6. Click the Close button when you are done.

1. You should be on a patient’s patient card.
2. Click on the Patient’s Account Icon.
3. Click on New button, in the box labeled “Patient Notes“.
4. A dialogue box should open, click “Create” to continue.
5. Click on the Set Stop Flag button to set a stop flag.
6. You can now turn it off by clicking on the Remove Stop Flag button.
7. Click the Close button when you are done.