Create Your Account

Initial Setup Video

Create a Practitioner or Staff Account

To create your new PractitionerAssistant, or Staff OutSmart account, go to the OutSmart Registration Form and fill out your information.  (If you are a Patient, please read this article to learn how to setup your Patient Portal account.)

  1. Select I am a Practitioner at the top of the Registration Form, and then complete the rest of the information.  All fields are required.
    Note For Admin Accounts: When creating an Admin account, select I Am a Practitioner at the top of the Registration Form.  An Admin account is first created as a Practitioner account, and then converted into an Admin account upon successful invitation to a clinic.
  2. Click on the Submit button at the bottom.

This form is at the centre of the OutSmart Registration Form page.

Create an Office / Clinic

When you login to your OutSmart account for the first time, you will be asked to either create a new Office, or to approve an invitation to join an existing Office.

If your email address has not been invited to join an office, you can only create a new office.

If you are an Admin or Medical Assistant to a practitioner, then you should make sure that you are only approving an invitation to join an Office, rather than creating a new Office.

If you are a Practitioner, then you can either create a new Office, or join an existing one, depending on your situation.

If your email address was invited to join an office, you will be prompted to either approve the invitation, or to add a new office.

Note: If you are supposed to be joining a clinic, but do not see an invitation to join the clinic when you log in to your account, ask the practitioner who is supposed to invite you to their clinic to re-send the invitation.  Once they have done so, log back in to your account and you will see the Approve Invitation link.

Accepting An Invitation To Join An Office / Clinic

When you log into your account, if there is an active invitation that has been extended to you, you will see the option to Approve the invitation.  Click on Approve, and you will be instantly connected to that Office / Clinic.

Creating A New Office / Clinic

When you log into your account as a Practitioner, you have the option of creating a new Office.  Click on the Create New Office link to begin the process.

This will open up the New Office Creation Page.  Make sure to enter information in all the fields in order to activate the Create Office button.  If you do not enter all the required information, the Create Office button will not be activated.

Note: If you do not have a website for the clinic, simply enter “www” for the website name in order to continue.

Once you have entered all the required information, click on the Create Office button to create your new Office.

Once all required fields are completed, you can click Save Details and Create Office.

Editing an Office Profile

The office Profile is accessible from the Main Navigation Menu, by clicking on Office:

Select Office from the main navigation menu to access the office profile.

Once in the Office Profile page you can edit your office address, contact information, and office logo.  The office logo is used on almost all printouts like invoices, treatment plans, product and IV labels, etc.

Creating Additional Offices

In OutSmart, you can have as many offices as you want associated with your account.  There is no charge for additional offices.  Here are some instructions on how to add additional offices to your account.

  1. If you are logged in to your account, click on your initials at the top right of the screen.  This will open up the Account Menu.
  2. In the Account Menu, click on Change Office.  This will bring you to the Office Selection Page.

    Click on your initials to the right of the Search Bar to open the Account Menu.

  3. On the Office Selection Page, click on the ‘+’ icon at the top right of the office options.  This will take you to the New Office Details Page.

    Click the + button to create a new office.

  4. Enter all your office details, and make sure all required fields are filled out.  A required field is marked by a red “X” next to it.
  5. Click on Save Details and Create Office button when you are done.

That’s it!

Purchase Your Subscription

If you have decided to use the advanced features of OutSmart EMR, then you will need to purchase a Subscription.  Purchasing a Subscription requires you to have already setup an account and created an Office.  If you have not yet done so, please follow the steps in the account creation and office creation help files before continuing with the steps outlined in this article.  In addition, if you are planning on inviting other practitioners and staff to your office, you should do that first as well.

Now that you have created your account and setup your first Office, you can setup your OutSmart Subscription.

How OutSmart Subscriptions And Module Licenses Work

When you create an OutSmart Subscription, you can select the number and type of Module Licenses you require.  Module Licenses are not required for Admin or Assistant account types.  Module Licenses are also not required for Practitioners who only intend to use the free portions of OutSmart.  For those who require Module Licenses, here is how you set this up:

  1. Log in to your OutSmart Practitioner Account, and then select one of the Offices you have created to log into that Office.  Note: Admin accounts cannot create subscriptions, nor can Practitioners invited to an Office.
  2. In the Main Navigation Menu, select the Subscriptions option.

    Only the practitioner who created the office in OutSmart can purchase subscriptions.

  3. If you have received a Promo Code, enter it in the Promo Code field and click on Get Promotion to load up the licenses associated with that promo.
  4. You will see a list of Module License Packages that you can add to your subscription.  Select the number and type of License Packages you need by clicking on the + and – buttons next to the appropriate License Packages.  As your add License Packages, your Module Inventory will grow.  Add as many License Packages as you need to get the number of Module Licenses required for the practitioners in your office.  To see how many Module Licenses you have, look for the Module Inventory Box.
  5. [NOT applicable to maintenance license] Once you have added all the Module License Packages you require, you must now assign the Module Licenses to the various members of your clinic.  Drag and drop the various Module Licenses from the Module Inventory Box into the Practitioner Assigned Modules area for each practitioner.
  6. Once you are done assigning the licenses, click on the Purchase Subscription button at the bottom of the screen.  This will open up the Payment window, where you can view your Subscription totals and enter your billing information.

    Make sure you assign all applicable modules prior to purchase.

  7. Enter in your billing and credit card details, and purchase your subscription.

Complete your Office Profile and your Practitioner Profile

Completing your Office Profile and Practitioner Profile are important steps that must be completed regardless of whether you are using a free account or a paid subscription.  The information you enter in these profiles is used in various areas across OutSmart.

Completing Your Office Profile

To complete your Office Profile, select the Office option in the Main Navigation Menu.  This will take you to the Office Details Page.

Since most of your Office information was already entered when you initially created the office, the only part left is to upload your Office Logo.  The ideal image dimension will be in a 1:1 ratio, with the ideal size being 300 x 300 px.  The only accepted formats are JPG and PNG.

To upload your logo, click on the Upload Office Logo button in the Office Details Page, and select your logo from your file browser.

The tool to upload your office logo is to the left of the Location Information on the Office Details page.

You can learn more about editing your Office Profile here.

Completing Your Practitioner Profile

To complete your Practitioner Profile, click on the User Menu, identified by your initials, at the top right of the screen, and select the My Profile option in the menu.  This will take you to the Practitioner Profile Page.

On this page, there are a number of areas that must be updated:

  1. Upload a picture of yourself that will be used in areas like the Online Booking Page.  The ideal image dimension will be in a 1:1 ratio, with the ideal size being 300 x 300 px.  The only accepted formats are JPG and PNG.  Click on the Upload Profile Picture, and select the file from your file browser.
  2. Enter your Title in the title field. (for example, Dr.)
  3. Enter your Suffixes, which essentially are your credentials. (for example, MSc, ND, MD, etc).
  4. Enter your Professional License Number, if applicable.  This will be displayed on Invoices and Patient Treatment Plans.
  5. Enter your Professional Bio, which will be displayed on the Online Booking Page.

    The information you upload to the practitioner profile will appear in various places, such as your online book link and patient invoices.

You can learn more about your Practitioner Profile here.