Product Features

Data Transfer

Universal Office® allows the easy transfer of patient information from your existing systems such as PMP, InTouch, Rehab/Physio Plus, York Med, Copen, Clinic Master, Microsoft Excel Spreadsheets and Access Databases, etc.

HCAI Essentials 

  • Compliant with the HCAI system
  • Submit OCF-18, OCF-21B, OCF-21C, OCF-22, and OCF-23 electronically
  • Receive electronic Invoice and Plan delivery confirmation
  • Continue working without interruptions and complete plans and invoices even when the HCAI server is unavailable

Alerts & Reminders

Universal Office® features automated task alerts and reminders that ensure completion of regular tasks. Alerts & Reminders include:

  • Outstanding balances
  • Documents & Invoice submission
  • Patients to be Billed/Invoiced
  • Re-assessments Due Notifications
  • No Response Notifications
  • Patient Call-backs & Follow up
  • Patient Birthdays
  • Tasks to Complete

Correspondence Tools & Templates

Universal Office® features correspondence management and tracking for documents such as Standard MVA and WSIB forms, Letters to Adjusters, Legal Reps, Adjudicators, etc. The software allows users to quickly access the status of patient documentation at a glance. (eg. Sent, Approved, Denied, etc.)

Universal Office® features numerous preset templates for common correspondence such as: Fax Cover, Invoice messages, Professional letters to Legal Reps, Adjusters, Adjudicators, Family Physicians, and presets to standard OCF forms such as OCF-22.

Automated Data Backup

Universal Office® features automated backup scheduler that minimizes downtime by protecting valuable patient and business data.

Statistical & Financial Reports

Universal Office® features statistical and financial reporting functionality that allows users to quickly gather information and generate important statistical and financial analysis such as:

  • End-of-Day Calculations
  • Paid Treatment Plans Summary
  • New Patients List
  • New Patients by Referral
  • Revenue By Provider
  • Revenue By Referral
  • Revenue By Patient Case Type
  • Income Tax Preparation
  • A/R Aging Summary
  • Unpaid (Open) Invoices
  • … and much more

Appointment Book

Universal Office® features simplified patient intake and appointment management tools. The advanced Appointment Book features the following:

  • Appointment Status (Unconfirmed, Call Confirmed, Patient Check-In, Missed/No Show, and Cancelled)
  • Individual Notes for every appointment
  • Appointment Colour Codes
  • Automated Billing (apply charges to an appointment)
  • Find all scheduled appointments for any patient
  • Appointment Cards for Patients Printout
  • Daily Provider Schedule Printout
  • Entering and booking new patients “on-the-fly”
  • Schedule appointments for a day or for an entire week
  • Daily view of all Practitioners' schedules
  • Weekly view for individual Practitioner's schedule

Invoicing and & Billing

Universal Office® features sophisticated automated billing and invoicing capabilities. This feature allows users to quickly issue, store and trace the following invoice types:

  • Private
  • EHC
  • WSIB (Services, Equipment/Supplies)
  • MVA (Version A, Version B, Version C)
  • Slip & Fall

Standard Forms

Universal Office® issues, completes, and stores the following forms:

MVA Forms (includes the complete AB Package )

  • Accident Benefits Application Package (OCF-1)
  • Employer's Confirmation Form (OCF-2)
  • Disability Certificate (OCF-3)
  • Permission to Disclose Health Information (OCF-5)
  • Application for Expenses (OCF-6)
  • Treatment Plan (OCF-18)
  • Auto Insurance Standard Invoice (OCF-21)
  • Application for Approval of an Assessment or Examination (OCF-22)
  • Pre-approved Framework Treatment Confirmation Form (OCF-23)
  • Pre-approved Framework Discharge & Status Report (OCF-24)

WSIB Forms

  • Health Professional's Report (Form 8)
  • Health Professional's Progress Report (Form 26)
  • Chiropractor's Treatment Extension Request
  • Physiotherapist's Treatment Extension Request
  • Physiotherapy Assessment Report
  • Program of Care for Acute Low Back Injuries Initial Assessment Report
  • Program of Care for Acute Low Back Injuries Care and Outcomes Summary
  • Program of Care for Upper Extremity Injuries Initial Assessment Report
  • Program of Care for Upper Extremity Injuries Care and Outcomes Summary
  • Provider Payment Request
  • Provider Payment Request for Equipment/Supplies

Paperless Office (Soap/Clinical Notes)

With Universal Office®, practitioners can create Soap/Clinical Notes that can be easily stored and traced electronically. Users can access pre-created presets or copy notes from the previous days for faster documentation of subjective and objective findings.

Customization Tools

Universal Office® features powerful customization tools that enable flexible modifications of all aspects of the system components to fit the unique clinic processes. Customizations can be applied to the following components:

Business Hours, Appointment Time-Interval, Products and Services, Clinic Providers, Payment Methods, Taxes, Insurance Companies, Service Codes, Injury & Diagnostic Codes, Staff Types, Legal Representatives, and Referrals.

True Multi-user Environment

Universal Office® is a true multi-user application that enables user access from multiple workstations simultaneously. The application remains stable and retrieves information quickly regardless of the number of users. Task-based user-access improves overall productivity and information security.