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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.

September 8, 2026

You can now build a Smart Form without typing it out: upload a PDF of a form you already have, describe the form you want and let AI draft it, or convert one of your SmartForms V1 forms. You can also hand a patient a tablet in the clinic to fill in a form or check their own contact details, and there is a new OutSmart Pay report that shows exactly which patient payments made up each deposit in your bank account.

Three New Ways To Build A Smart Form

Create New on the Smart Forms page now asks how you want to start. Alongside building from scratch, you can:

  • Upload a PDF. OutSmart reads a form you already have as a PDF and builds a SmartForms V2 version of it, with the questions and answer choices in place.
  • Describe what you need. Write a few sentences about the form you want, choose how thorough it should be, and AI drafts it for you.
  • Convert a SmartForms V1 form. Bring an existing V1 form across so it works the way V2 forms do. Your original V1 form is untouched.

Building from a PDF or with AI takes a few minutes and runs in the background, so you can carry on working while it does. A row in your Smart Forms list shows the progress, and the form appears when it is ready.

In each case what you get is a draft to review, not a finished form. Check the question types, the answer choices, and which questions you want to make required before you send it to anyone.

Building from a PDF and building with AI are available on OutSmart Basic and OutSmart PRO. Building from scratch and converting a V1 form are available on every subscription.

Fill In A Form On A Clinic Tablet

You can now hand a patient a tablet to fill in a Smart Form while they are with you, instead of emailing it.

In the Send panel, turn on Fill in the clinic on a tablet, scan the QR code that appears, and pass the tablet over. No email is sent and the patient does not need an email address on file, which is what makes this work for a walk-in.

  • You can also hand over a form they already started. If you emailed a form, or one went out when they booked, and they never finished it, they can pick it up on a tablet from wherever they stopped. This works even if the form has expired, because the appointment was the real deadline and they are here now.
  • You can now read a form the patient never submitted. If someone answered most of a long form and then stopped, you can open it and see what they filled in, rather than seeing nothing at all.

More about filling a form in the clinic.

Patients Can Check Their Own Contact Details

Client Update hands the patient a tablet to check and correct their own demographic details, and saves what they enter straight to their record.

Open the patient’s workspace, click More Actions, then Client Update. A QR code appears. Scan it with a clinic tablet, choose whether to show the details you already hold or start from blank, and hand the device over. The patient checks their details, confirms them, and gives the tablet back.

More about Client Update.

OutSmart Pay Money Flow Report

A new financial report that answers two questions the existing OutSmart Pay report cannot: what was in this deposit, and whose payment was this.

A deposit arrives in your bank as a single amount. This report breaks it into the individual patient payments that made it up, each one showing the patient, the invoice, the practitioner, and how the payment was taken. It also shows money you have taken that has not been paid out yet, and lists chargebacks separately from refunds.

  • Two ways to read it. Set your dates to mean deposit dates when you are reconciling against a bank statement, or payment dates when you are tracing where one payment went.
  • Reconciliation check. If the payments inside a deposit do not add up to the deposit amount, the report flags it.
  • Export to CSV for your bookkeeper.

Run it from Reports, choose Financial, your dispensary, then OutSmart Pay Money Flow. Available to the dispensary owner and to users with full financial report access. More about the report.

Text On A Form That Is Not A Question

The form editor has a new Text block in the toolbox, for instructions, a heading between sections, or a note explaining why you are asking something.

Patients read it and there is nothing to answer, so it never shows up in their submission. Previously the only way to put instructions on a form was to use a question nobody was meant to answer, which then appeared as an empty row in every submission.

Preview A Form You Cannot Edit

An eye icon now appears on forms you cannot edit, which means forms that have been locked by being sent to a patient, and forms a colleague has shared with you. It opens the form exactly as a patient sees it, read-only, so you can check what is on a form without being able to change it.

PharmaNet Identifiers On Prescriptions

Practitioners prescribing in British Columbia can now enter their PharmaNet Practitioner ID and reference code on their profile, on the General tab under the license number. When filled in, they print under your name on the prescription sheet, which is what the pharmacy needs to enter the prescription.

Both fields are optional. If you leave them empty, your prescription sheets print exactly as they always have.

September 2, 2026

You can now attach SmartForms V2 to an event type so that they send automatically to patients booking that event. You can also send a booking link to patients on the waitlist, or create a new booking link from the calendar, to let a patient book an appointment at a pre-selected date and time, even if that time is outside of your regular hours. We’ve also updated the patient sign-in process and corrected an issue with the forgot password service.

Booking Invitations

A booking invitation is a link you send to one patient for one specific appointment time. The patient clicks the link, sees the appointment details already filled in on your booking page, and confirms it themselves. You do not have to book it for them, and they do not have to phone you.

You can send an invitation two ways:

  • From the waitlist card. Open a patient’s entry, click one of their available times, and choose Send Booking Link.
  • From the calendar. Start creating an event, choose the patient and the event type, then click More. You will see options to send or copy a booking link.

Once you have chosen the time, a panel opens where you set up the message:

  • Choose how to send it. By email, by text message, or by copying the link and sending it yourself. You can edit the email subject and message, and save your wording so it is there next time. The text message wording is set by us, and you can see exactly what it says before you send it.
  • Set a deadline if you want one. 24 hours, 48 hours, 72 hours, one week, or no deadline. If the appointment time arrives before your deadline does, the offer ends then.
  • Check the contact details. The panel shows the email address and phone number the message will go to, and you can correct them there.

Two things are worth knowing before you send your first one:

  • The time is not reserved. Sending an invitation does not hold the appointment. Anyone can still book that time, including patients using your online booking page. If that happens, the invitation link stops working and shows the patient a page explaining the time is no longer available.
  • You can offer times your booking page would not. An invitation can be for a time outside your posted hours, or sooner than your usual minimum notice. It will never double-book you. If anything already occupies that time, you cannot send the invitation.

To see what you have sent, use the new Invited tab on the waitlist card, or add the new Booking Invitations card to your dashboard. Both show whether each invitation is still waiting for a reply, has been booked, was cancelled by you, or expired. You can resend an invitation, copy its link again, or cancel it.

Full instructions for sending a booking link.

The general Email and SMS messages on the waitlist card work exactly as before. Use those when you want the patient to contact you so that you can offer them a few possible times and let them tell you which one works for them.

SmartForms V2 Sent Automatically When a Patient Books

You can now attach SmartForms V2 forms to an event type. Every patient who books that event gets those forms automatically, in their booking confirmation email. You set this up once per event type and then you do not have to think about it again.

To set it up: open the Event Manager from the calendar, edit an event type, and scroll to the Booking Confirmation section. On the Include SmartForms row, set the switch to SmartForms V2 and choose the forms you want. Save.

What happens after that:

  • Forms go out when a patient books online, in the confirmation email.
  • Forms also go out when you book the patient yourself, as long as you click Save & Send rather than Save. This works in the new calendar, the older calendar, and the waitlist card.
  • The patient does not need an account. They click a button in the email and the form opens in their browser. No portal login, no password, no access code. See what your patient sees.
  • They get one email, with a button for each form. If three forms are attached, that is one email with three buttons, not three separate emails.
  • The forms go out for every practitioner who uses that event. One person sets up the event type and it works for the whole team. The patient sees the practitioner they are actually booked with, and that practitioner can read the answers.
  • A patient is not sent the same form twice. If they already have a copy they have not finished, they keep it, along with anything they have already typed into it.

An event type can send SmartForms or SmartForms V2, but not both in order to avoid confusion for your client. The switch on the Include SmartForms row of the Event Type Editor (in the Calendar Event Manager) is where you choose.

Full instructions for attaching forms to an event type.

Appointment Reminders Include A Reminder For Unfinished SmartForm V2 Forms

If a patient has not finished their intake forms, their appointment reminder email now lists the forms they still need to complete, with a button for each one. It is a second chance for the patient who meant to fill them in and forgot.

This happens for any event type that has SmartForms V2 attached and reminders set up. More detail.

Admin Staff Can Share a Chart for a Practitioner

Admin staff now have a Share button on the Charts tab of the patient workspace, for charts written by a practitioner in their office. This means an admin handling a records request can share the chart themselves instead of waiting for the practitioner to do it.

  • Admins can share the chart three ways: this one chart, all of this patient’s charts, or all of that practitioner’s charts in this office. Sharing every chart a practitioner has ever written, across all offices, is still something only the practitioner can do.
  • Admins can also remove sharing they are able to create, so a share sent in error can be undone.

How chart sharing works.

Patient Sign-In and Password Reset

  • We corrected an issue with the forgot password link sent from the new online booking page. Patients now receive a working link that opens on your booking page.

The Charts Tab Opens Faster

The Charts tab in the patient workspace now opens faster for patients with a long chart history, particularly patients with a lot of co-signed charts. The master chart list and the dashboard treatment plans card are faster too. Nothing about the charts themselves has changed: signed charts still show who signed them, and printing is the same.

Form Emails

  • Your copy of a booking confirmation now lists the form names, so you can see what the patient was sent.
  • Patients get a direct link to their forms in the confirmation email.
  • Form emails are more likely to reach the inbox. They now meet the checks mail providers use when deciding whether an email is genuine.

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

SmartForms V2: Soft Launch Now Available to Everyone

SmartForms V2, 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.