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OutSmart Guide

System Updates

The most recent updates to OutSmart, newest first. We keep this page to the last few releases. Older entries roll off as new ones are added.

June 7, 2026

OutSmart’s first AI tools are here, Lab AI and Patient Correspondence, now available to every practice with more on the way.

Lab AI: Turn a Lab Report Into Chart Measurements

Lab AI reads a lab report for you so you don’t have to transcribe each result by hand. Attach the lab document to the chart’s Measurements section, click Import From Lab Results, and Lab AI pulls the results into a table you review and import.

  • Reads PDFs and scans. Lab AI extracts the test name, value, unit, reference range, and any high or low flags from PDF, JPG, PNG, and TIFF lab reports, including multi-page documents.
  • Matches tests to your chart. Lab AI lines up each result with your measurement list and pre-fills the mapping when the names match. When a report uses different wording, you pick the right measurement once.
  • One-click import. Review the extracted rows, fix any mapping, and import the ones you want straight into the chart, dated and marked Measured By: Lab. You confirm every row, so nothing files itself.
  • Optional clinical interpretation. Ask for a short plain-language summary of the results (the overall picture, abnormal findings, things to consider, and possible follow-up). It’s there when you want it.
  • Learns your corrections. Map a report’s wording once, say “Fasting Blood Sugar” to Glucose, and the next report with that wording maps on its own.

Patient Correspondence: AI Letters for More Than Referrals

The referral letter writer is now the Patient Correspondence tool. Pick the kind of letter you need and the AI drafts it for you from the patient’s chart.

  • Four letter types. Patient Referral, Patient Update, Patient Consultation, and Clinical Care Request. Choose a type and the heading, recipient label, and wording follow your choice.
  • Start from the patient workspace. The button now reads Create Patient Correspondence.
  • Write it yourself or let AI help. The Generate with AI section can be turned off if you’d rather write the letter by hand. Your choice is remembered.
  • Color-coded drafts. The Draft Correspondence list tags each draft by type so you can tell them apart at a glance.

AI Credits

The AI tools run on AI Credits. Each AI action uses one credit, and every account gets some free credits to start. For ongoing use, add an AI plan or buy a top-up from the Subscription tab. The new AI Plans tab explains how each plan works.

Find Availability: Find Open Times Further Ahead

Find Availability now returns open times for date ranges that start further into the future. Pick a From and Until range several months out and it searches that window directly, showing the open slots inside it.

June 2, 2026

Smart Forms 2.0: Soft Launch Now Available to Everyone

Smart Forms 2.0, our redesigned intake-form builder, is now switched on for every practice. Your existing forms are untouched. Smart Forms (1.0) stays exactly where it is.

  • Find it under the Smart Forms menu, now a dropdown with SmartForms 1.0 and SmartForms 2.0, and send a form to a patient right from the patient workspace.
  • A cleaner customizable form builder allowing you to build whatever form you want.
  • No login or access code needed. Patients click the link in their email and the form opens straight away. No patient portal account, no access code to type in, no extra step between the email and the form.
  • Smarter deadlines. A form you send gives the patient 60 days to open it, and once they open it they get 90 days to finish.
  • Patients can give themselves more time. An “I need more time” link on the form lets a patient extend their own deadline once.
  • Staff can extend a deadline too. A new clock button on the Forms list and the patient’s Smart Forms tab pushes a form’s deadline out (or re-opens an expired one), keeping any answers already saved.
  • Clearer status labels on the Forms list: In progress, Pending, Expired, and Submitted.
  • Better emails. Form emails lead with the appointment as the real deadline and include the form’s name in the subject line, so multiple forms don’t bundle into one email thread.

Ask OutSmart: Your In-App Help Assistant

A new help assistant, Ask OutSmart, is now available to everyone, at the bottom center of every page. Ask a question in plain language and get an answer drawn from the OutSmart guide.

  • Answers link to the full guide articles so you can read more with one click.
  • It’s still learning (you’ll see an In Training label). It improves continually, and we are continually adding to it.
  • Help icons and “Learn more” links throughout OutSmart now open Ask OutSmart with the right question already filled in, or take you straight to the matching guide article.
  • The Support option in your account menu now opens Ask OutSmart.
  • Request help when you’re stuck. From Ask OutSmart you can send our team a help request and mark how urgent it is. You’ll get a confirmation, and time-sensitive requests reach the on-call team right away.

Online Booking: Make It Yours

Your new online booking page picked up several customization options.

  • Choose your wording. Show client, guest, or another term instead of patient across your booking page.
  • Pick an accent font for your page’s headings, or turn the styling off.
  • Custom “no times available” message. Set your own wording per appointment type for when a service has no open slots.
  • Tidier layout. Long office addresses now wrap neatly on desktop, plus a fresh default page image.
  • Old links keep working. The optional redirect from old /online-booking/… links now sends patients to your branded booking page in more situations (including practitioners who changed or never set a booking handle). Still off until you turn it on.

Calendar: Peek at Stacked Appointments

When several appointments overlap on the calendar:

  • Hover to peek. Hover over a stacked appointment to see a quick summary card (patient, date/time, type, practitioner, and status) without opening it.
  • Choose how overlaps are drawn. For Week and Day views, show overlapping appointments Stacked (cascading) or Side by Side. Set this in your calendar preferences.
  • The stacked-appointment picker now shows only the appointments you can actually see on the calendar.

May 26, 2026

Fax: Branded Cover Letters & Enhanced History

The fax module received a significant expansion across the send-fax panel and the fax history page, making it easier to see what you sent, attach it to a patient, retrieve a copy, and put your own clinic’s branding on every outbound fax.

  • Branded cover page on outbound faxes. Outgoing faxes carry a clinic-branded cover page (clinic logo, office info, Date / To / Organization / Fax No. / From / Subject, plus your cover-letter body) instead of a generic one. Prescription faxes get an opt-in cover-page checkbox in the send panel (off by default, since prescriptions already carry the clinic header).
  • Cover-letter preview. A Preview button on the send-fax panel shows the cover page exactly as the recipient will get it, before you click Send.
  • Patient picker on the send-fax panel. Pre-fills from the selected document’s patient or the prescription’s patient, so the sent fax is attached to the right patient record.
  • Cover letter visible in fax history. Every row shows the subject and a preview of the cover letter, with a View full cover letter link that opens the full From / To / Subject / body and the date the fax was sent.
  • View Sent Fax. A button on every history row retrieves a PDF copy of the sent fax, saves it to the patient’s documents, and applies a new Sent Fax label so you can find it later.
  • Fax history search and date filters. A compact filter bar (search, From / To date pickers, and Clear) plus a Load more button so long fax histories are fully reachable.

Dispensary: New Preferences Page & Pay Online Button Control

Dispensary owners (and admin staff with dispensary access) have a new Preferences menu item under the dispensary settings dropdown. The first preference: whether patient invoice emails include a Pay Online button by default.

  • Default off or default on, your choice. Set the dispensary-wide default once on the Preferences page. (OutSmart Pay is required for this.)
  • Per-send override on the Send Invoice panel. When an invoice has a balance owing, two checkboxes appear: Include Pay Online button in this email and Save this choice as my dispensary default.
  • Confirmation before sending. The confirmation screen tells you whether the patient will see the Pay Online button before you click Send.

For clinics and practitioners moving to the new online booking experience, your old /online-booking/… links can now redirect automatically to your new booking page. Old links in patient bookmarks, marketing material, and Google Business listings simply send patients to your new page.

  • Office-wide switch. On the office detail page’s Preferences tab, a Redirect Legacy Online Booking Links option. When on, both your office’s old links and any practitioner-specific old links under your office redirect to your new booking page.
  • Practitioner-level switch. On the practitioner profile’s Preferences tab, the same option lets a single practitioner redirect their own old links even if their clinic hasn’t moved over yet.
  • Off by default. No change to anyone’s links until you turn it on.

Waitlist in Online Booking V2

Waitlisting can now be turned on for your new online booking page. When enabled, patients who can’t find a suitable appointment time are offered a link to join a waitlist, specify their preferences and availability, and add themselves to your dashboard Waitlist card.

  • Turn it on from the Settings menu at the top left of your online booking page while in editing mode. Remember to add the Waitlist card to your dashboard so you can see patients who join.

May 20, 2026

Waitlist: Major Update

The Waitlist dashboard card received a significant expansion, making it easier to track waiting patients and act on their appointment history without leaving the card.

  • Last & next visit summary on every patient card. Each patient’s most recent and soonest upcoming appointment (date, type, practitioner) at a glance.
  • Appointment Summary. Click any visit to open a panel with date/time, type, practitioner, and notes; change appointment status inline, or jump straight to that day on the calendar.
  • Appointment History. A richer view showing who booked and last modified each appointment.
  • Cancel and Cancel and Notify Patient actions for upcoming appointments, right from the waitlist.
  • Multi-practitioner entries. Attach one or more practitioners to a waitlist entry, and availability is searched across all of them.
  • Find Availability improvements. Multi-practitioner search and a true date-range filter that narrows the matched slots.

Label System Overhaul

Labels are now a single, unified system with full management available inline from every label picker: in notes, charts, the patient workspace, reports, and documents.

  • Per-user default upload labels. A gear button in the Documents toolbar lets each user choose which labels are automatically applied to documents they upload. You’re no longer stuck with Unread and Upload.
  • Full custom label management. Create, rename, re-colour, and delete labels inline from any label picker. A deleted label can be restored, and removing a label never strips it from documents or notes that already use it.
  • Label creation for every office. Admins can create office-wide labels and practitioners their own personal labels.

Express Checkout: Checkout Alerts

The Daily Express Checkout card has a per-user Checkout Alerts preference (the gear icon at the top right of the card). Choose the note labels you care about, and any patient with a matching note in their workspace shows a count badge and an Alerts panel directly in the checkout list, so important notes aren’t missed at checkout.

Dispensary Product List

  • Usage columns. Optional 3-month, 6-month, and 12-month columns showing net item movement (sold minus refunded) so you can gauge how a product is moving without leaving the product list. Turn them on via the gear button at the top right of the item list.
  • Filter persistence & filter tags. Your search, category, manufacturer, status, and sort settings stick when you edit a product and return. Removable filter tags next to the Product List title let you clear individual filters with one click.

Patient Appointment Report

On the admin version of the Patient Appointment Report, selecting a practitioner in the Practitioner Involved dropdown now includes that practitioner’s personal event types in the Appointment Name list alongside the office event types, so admins can report on practitioner-specific event types.

Columbia Suicide Severity Rating Scale (C-SSRS)

  • Added a Print This Section Only button so a practitioner can print just this section, with the standard chart header and signature/date footer, without printing the rest of the chart.

May 4, 2026

Waitlist System: Now Available

A full-featured tool for tracking patients who are waiting for an appointment and matching them quickly when openings appear.

  • Dashboard card with sort-by-bookability, pagination, and Active / Aging / Expired tabs so the most actionable entries appear first.
  • Filter panel with multi-select appointment-type filtering, practitioner filtering, and secure search across the whole office.
  • Add / Edit panel with a full-office patient lookup.
  • Multiple notify methods (email, SMS, phone) per entry, with patient contact info shown right on the card.
  • One-click Notify that sends an email and/or SMS, with a fully audited activity log.
  • Book directly from the waitlist via Book or Book + Send Confirmation, with no need to jump to the calendar.

Find Availability: Smart Slot Finder

Accessible from the calendar toolbar. Pick a date range, appointment type, and practitioner, and it returns a clean days-by-times table of the next 20+ open slots. Selecting a slot navigates the calendar to that date and pre-fills the event creation panel with the proper appointment type and duration, ready to confirm. It also bridges with the waitlist, so if you can’t find a slot for a patient you can add them to the waitlist in the same step.

Online Booking V2

Online Booking V2 received significant stability work and is available for everyone to use. It does not replace the current online booking system, so you can build your new booking page at your own pace and launch when you’re ready.

MFA & Security

Improved Remember for 30 days to cover multiple accounts on the same device, so you’re prompted for your MFA code less often.

Google Calendar Integration

Google Calendar integration has been restored. Link your Google calendar with your OutSmart calendar from your account profile page, under the Remote Connections tab.

Reporting: Prescription Report

A new Prescription Report lets you run reports on your prescriptions and product recommendations.