Practice Assistant is a collection of powerful tools for managing your practice
in an ever changing business and compliance environment. It includes client management
system, multi-user appointment diary, document management system, timesheets and
billing, job flow alerts and other tools.
Client management system
- Shared database with client information in a single location.
- Common user interface with quick access to each module.
- Stand alone or networked configuration with true data sharing capability.
- Fast data access and quick report generation.
- Unlimited number of clients (all types).
Diary and tasks
- Familiar Microsoft Outlook style.
- Ability to synchronise diary with Microsoft Outlook.
- Networking of appointments and tasks for shared access across your practice.
- Secure access to private event information.
- Appointments, events and tasks can be recorded as billable events in timesheets.
- Reminder alerts for individual appointments and tasks.
- Ability to create recurring or all day events and time blocks (lunch time or regular
meetings).
Document manager
- Files stored in client folders are kept at a central network location for easy retrieval
and use by all staff members (reports, Word, Excel, scanned images or other files).
- Subfolders can be created for storing documents by categories.
- Copy/paste, drag and drop, open with, and email functions.
- Easy import of external documents.
- Built-in document scanning feature (JPG or multi-paged PDF files).
Timesheets and billing
Timesheets and Billing is a complete billing system for your practice, with sophisticated
tools for accurately tracking and charging client activities and providing extensive
management reporting.
- Automatic time and cost recording (logs as you go).
- Integrated clock timer for timing duration of phone calls or other activities.
- Use of job codes with pre-defined charge rates, job description and invoice text.
- Flexible billing options: per time, per job or per table of fixed rates (fee is
calculated based on completed worksheets and schedules in the tax return).
- Disbursements can be recorded as GST inclusive or GST exclusive.
- Print invoices, receipts or statement slips.
- Print banking deposit slips.
- Batch printing of invoices and statements.
- Invoice, receipt and statement templates can be modified to suit your business.
- Group timesheet tracking for managers.
- Performance report displays the summary of staff performance during the given period.
- Extensive timesheet, client billing and debtors reporting.
Job flow alerts
One of the greatest challenges in a busy practice is maintaining visibility of everything
that's going on. The job flow is the tool to monitor your critical business activities.
It helps you to deal with bottlenecks before they become problems:
- Returns and forms due for lodgement in less than ‘x’ days
- Timesheet reminders.
- Overdue jobs outstanding for more than ‘x’ days and values more than $x,xxx.
- Missing timesheets (jobs with no associated timesheet record).
- Completed and not billed jobs.
- Debtors over ‘x’ days and debtors owing more than $x,xxx.
- New clients for the week, month and year.
- Monthly billing and payments.
- Companies with review date in ‘xx’ days.
- Companies required lodging company update form (Form 484).
- Allow the drill down to the details of the above indicators
SMS messaging system
- Instant or scheduled SMS messages from the Assistant program to single or multiple
recipients.
- Integrates to all Assistant's modules, i.e. no need to subscribe to an additional
module.
- Allows creating and re-using of SMS templates.
- Allows templates to be personalized for each recipient by using merge fields in
the SMS templates.
- Allows logging of sent SMS messages to clients' notes.
- Low cost SMS messages (10ct per SMS) with no credit expiry date
Other tools and features
- Data mining provides the ability to run queries on the database and generate user-defined
reports
- Contact manager maintains potential client details
- Letter editor and mail merge capabilities
- Exports to Excel, HTML, RTF or PDF for emailing
- Integration with Outlook emailing
- Built-in daily backup and easy restore
- Endless notes for each client
- Automatic software update
- Multi-level security setup