The System Tables instruction includes how to Setup & Manage:

Payment Methods, Personal Titles, Ethnic groups, Patient Categories, Lab Stages, Alert Sounds, Expense Categories, Steri pack lists,  Security Common reason list, Discount categories, Cancellation reasons, SMS field lengths, Computer list, Time zones, notifications, Custom Patient fields, Public Holidays & Gender setup

Where to find System Tables

1. Click the navigation menu > Location Setup > System Tables page

System Table Groups

Create a New Method of Payment 

1. Click ADD and enter information in the new row
   
1. Method of Payment: Enter the name of the new payment method 
   
2. Notes: Enter a description of the new payment method
   
3. Group Type: Select the type of payment method this is
   
4. Type of Bank Slip: Select the type of bank slip the method will be associated with
   
5. Show in Report: Select if the payment method should show in reports
   
6. Show in Drop List: Select if the payment method should show in list when processing a payment
   
7. Sort Order: Select the order the payment method will appear in the drop list when processing a payment
   
8. Payee Type: Select if a Standard or Insurance payment
   
9. Can be replaced with another paym. method: Select Yes
   
10. Can replace another payment method: Select Yes
    
11. Allow Modify of Details in Receipts: Select Yes it isn't necessary
    
12. Description for Reporting: Enter the name of the payment method to appear on reports
    
13. Surcharge Item: Select the relevant item to charge a surcharge for this time
    
14. Surcharge %: Enter the surcharge percentage
    

Remove Payment Method from Payment Drop List

Add Personal Titles

1. Click ADD
   
1. Enter the title name
   
2. Select the Gender by Default (if new Genders are required, see the Personal Gender list below)
   
   

Add Ethnic Groups

Create a New Patient Category

1. Click ADD 
   
1. Category: Enter the name of the category
   
2. Code: Enter the code of the category
   
3. Description: Enter a description of the category
   
4. Edit Patient Details: Disallowed ticked locks the patients' file
   
5. Patient Status: Active ticked considers the patient active
   
6. Calculate Discounts in Commission: Used when calculating Provider commissions. If commissions are not used, select 100% of Discounts
   
7. Excluded From: Select the reports, queries and recalls to exclude the category from
   
   

Laboratories Stages

1. Click ADD
   
1. Enter the new stage name(s)
   
2. Place a tick in Active
   
2. Click DELETE to remove a stage (only possible if never used)
   
1. if the Stage has previously been used. Select and remove tick to make it inactive
   

Setup Discount Categories

1. Click ADD to add more categories
   
1. Name: Enter the name of discount
   
2. Active: Tick to enable others to use it
   
3. Default: Tick if this expense is the most commonly used
   
4. Show On Invoices: Tick if the discount is to be shown in Invoices
   
   

Links to: 

1. Processing discounts - For instructions see Managing Discounts in D4Web
   
2. Discount categories Report (coming soon)

Appointment Cancellation – common "Reason" list

1. Click ADD
   
2. Enter new reason
   
   
3. If a reason is no longer required and has never been used it can be deleted: Select reason row and click DELETE
   
4. If a reason is no longer required and has been used it can not be deleted: Select the row and remove tick from the Active tick box

Setup Expense Categories

1. From Laboratory Module: Only add details if using the Laboratory module 
   
2. Click ADD
   
1. Name: Enter the name of expense
   
2. GST: Enter the percentage of GST to be charged on this expense (if applicable)
   
3. Active: Tick to enable others to use it
   
4. Default: Tick if this expense is the most commonly used
   
5. Cost to Provider: Enter the percentage Providers must cover for this type of expense
   
6. Period: Create a new period Edit GST and/or Cost to Provider on Expense Categories
   

Edit GST and/or Cost to Provider on Expense Categories

1. Highlight the category. (e.g. Consumables)
   
2. Modify the GST % and cost to provider %
   
   
3. To make the changes for a specific period:
   
1. Click Edit 
   
2. Click Add New icon
   
3. Enter the date to start the new GST and/or Cost to Provider
   
4. Enter the new GST and/or Cost to Provider
   
5. Click OK
   
   
6. Click OK   
   

Sterilisation Pack Contents list

1. Click the navigation menu > Location Setup > System Tables page
2. System Table Group: Sterilisation Pack Contents list
1. Click ADD
2. Enter the content pack details
   
3. Tick Active box (remove tick when a pack becomes inactive)
   
   

Security - Common "Reasons" List

The Reason for Delete/Modify a Secure Record is an optional feature which adds an additional layer to Security, forcing the user to select why, with the ability to add notes which show on Audit Trails.

System tables group: Security – common ‘Reason’ list

1. Click ADD
   
2. Enter the Reason
   
3. To make a reason inactive, remove the tick from Active box
   
   

Time Zones

When running a Multiple location database where the locations are in different time zones to the server, it is advised to enable the Time Zone feature as by not doing so it can affect Automation and Scheduled Reports.

The Active time zones are found in System Tables Group : Time Zones

1. Tick Is Active to include the Time Zone in the drop list
   
   

Notifications

When a patient is marked as Arrived in the Appointment Book, an automated message - with sound - can be sent to the relevant Provider via eChat or When Automated batches are processed, an automated notification can be sent to the relevant Provider or Staff Member using either eChat or e-mail. 

Instruction for eChat, click here (link coming soon)

System Tables group: Notifications

To Activate Notification for Patient Arrived

1. Click the edit icon against Patient Arrived
   
   
2. Tick Activate Notification for Patient Arrived
   
3. Select who to send the notification to:
   
1. For Provider: will send to the Provider selected in the appointment (recommended)
   
2. Appointment Book in Providers: will send to the Provider linked to that appointment book
   
4. Send to Online users only: Tick to only send if the Provider is online
   
5. Excluded Providers: Click the edit icon to select who to never send these notifications to
   
6. Click OK
   

To Activate Notification for Automation Events

1. Click the edit icon against Automation Events
   
   
2. In the 'Settings for Automation Events' window:
   
1. Tick Activate Notification for Automation Events
   
2. Select All statuses to receive notifications for all batches, or Incomplete, Error or Warning statuses for incomplete batches only
   
3. Notifications can be sent via eChat and/or e-mail; select which by placing a tick against Use eChat and/or Use E-mail
   
4. For eChat:
   
1. Select the Users or Groups to send the notification too
   
2. Highlight recipient
   
3. Click Add icon
   
5. For Email:
   
1. Enter the e-mail(s) to receive the notification
   
3. Click OK
   
   

Custom Patient Fields

Custom Fields allows for additional fields to be added to the Patients page for manual entry, and if using eForms, the fields can be added to forms for patients to fill in and automatically update in their file. 

System Table group: Custom Patient Fields

1. Click ADD
   
1. Field Name: Enter the Field Name / Question
   
2. Field Type: Select the appropriate field type
   
3. Click OK
   
   

For instructions on Using Custom fields, click here

Set Public Holidays

The system knows when it is the Weekend, however as Public Holidays differ between States, Territories and Countries, it is up to the user to add relevant Public Holidays.

System Tables group: Public holidays

1. Click ADD
   
1. Holiday: Enter the holiday name or select an existing
   
2. Date: Enter the date of the holiday
   
3. States: Select the Location(s) this applies to, if applicable
   
4. Click OK
   
   
5. Click ADD again to continue adding more public holidays
   

Set Server Workdays (for use with Automation feature)

Automation sending rules (e.g. send in 5 workdays) are based around the occurrence of Public Holidays and Workdays

1. Click SET SERVER WORKDAYS 
   
1. Click the Tick box to select workdays
   
2. Click OK 
   
   

Personal Gender

Create your own Personal Gender options such as Non- Binary, Genderfluid, Transgender and Gender Queer, as well as generic options such as Other or Prefer Not to Disclose and link to the Personal titles in your system. 

Each Personal Title created in D4Web can now be linked to a Personal Gender you have setup in your system. 

System tables group: Personal Gender

1. Click ADD
   
1. Add an abbreviation (1 character)
   
2. Add a Gender name