Quick Start Checklist

This checklist will guide you through the setup of iconpractice. If you’d like to go through it on a Zoom call we’d be happy to do so.  Otherwise:

1. On the Settings->System Configuration screen:
   • Adjust your practice name if need be, and set your default email
   • The other settings should be okay unless you specifically want to change them.
2. On the Settings->Practices screen:
   • Change the practice name if needed, and add the other details if you wish (like address etc).
3. On the Settings->Services screen:
   • Add your service types.
     • Tick the “New?” checkbox if it’s a new patient appointment type.
     • Adjust the “Order” numbers to adjust the order in which the services are shown within the system.
4. On the Settings->Stock screen:
   • Add any stock items you wish to sell.  If you have a lot you can send us the info at support@iconpractice.com in an Excel spreadsheet and we’ll import it via the database for you.
5. On the Settings->Users screen you can setup user accounts for your staff. Details are available here on the different options.
6. On the Settings->Diary Settings->Diary Admin screen:
   • Here you can change the various default colours, height of the diary slots, font size on the appointments, diary width, default view (set the diary width wider if using the week view), and start and end times. We’d recommend setting the start and end times about 30 mins either side of your opening hours to give space for easier or later bookings.
7. On the Settings->Diary Settings->Practitioner Hours screen:
   • Adjust your opening hours, lunch breaks, new patient slots and base times (if using).
8. On the Settings->Diary Settings->Online Booking screen:
   • Turn on online booking here and set whether you want to use the new patient block booking, and cluster booking (base times). Also set which services should be available online.
   • The online booking URL you need to give to your web designer is at the bottom of this page
9. On the Settings->Invoice image screen:
   • Upload your clinic logo here.  The image needs to be 300px square. We recommend using canva.com to create an image if you don't already have one.
10. On the Settings->Macros screen:
    • This is where you add your “macro” buttons that will show on the clinical records sections to allow you to quickly insert headings or other text in the fields on the clinical notes screens.
11. On the Settings->SMS/Email Messages screen:
    • This is where you can adjust the text of what is sent out with the reminder SMSs/emails. Bear in mind if it goes over 160 characters it uses 2 (or more for each 154 characters after that) SMS credits. If using the placeholder text the final length will depend on the inserted text (e.g. name length).
12. On the Settings->SMS Settings screen:
    • This is where you turn on and configure reminders.
      • Choose whether to send birthday SMS messages. These are sent at 10am each day.
      • Choose whether to send an email reminder message for appointments.
      • Choose whether to send SMS reminders. To turn on set "Send SMS Reminders?” to Yes.
      • Tick "Receive SMS replies in system:” to get the SMS’s in the system, otherwise set a mobile number for replies in the field. Lease blank if you don’t want people to be able to reply.
      • Lastly, add some SMS credit using a credit card.  Save the details for later if you wish.  You need an email address associated with your user to be able to save card details.