Insurance Posting Gets an Upgrade

Do you find that at the end of the day your Day Sheet is off a few dollars? Does it get tedious to try and find that error?

Sometimes, the problem is hidden in those larger insurance payments because they have multiple patients within that single payment.

Previous versions of KIP helped you track this but you had to enter the check number and then print a report to view the total of payments.

Now, KIP helps to proof payment posting in real time.

First, you enter the total amount of the insurance check. This can be done on-the-fly while entering a payment simply by clicking the plus (+) sign at the bottom of the list.

Note that only Medicare payments are showing up on the Electronic Deposits list.
The list automatically selects the right type of insurance for each patient.

Select your check (or electronic deposit) in the list, and enter the payment as usual.

As you enter each payment, the amount remaining to post automatically decreases. When you get to the last item to post, the paid amount should match exactly the amount remaining to post. If, when you get to the last payment, the paid amount does not equal the amount remaining to post, you know you had an error on the current check you are posting.

And, at the end of the day, if your Day Sheet doesn't match your deposits, you'll know your insurance payments are correct.

Your Receivables - Color Coded for Speed

Imagine being able to look at a list of your open invoices and know instantly which ones need immediate attention.

The new Tickler File does just that - using color coding.

The New Color Coded Tickler File
(click to enlarge)

Here is an image showing a list of open invoices using the Tickler File.

It's color coded to show you which claims to work on first.

• White claims are more recent. 
• Yellow - more urgent. 
• Red - Very Urgent. 
• Purple - Extremely urgent.

Claims to insurance carriers that have not been submitted are marked in purple.

This way, you can see just how you (or your staff) are doing - at a glance.

Your Tickler File should have very little purple and red, maybe some yellow, and mostly white.

• The more red there is, the more behind you are in your receivables.
• The more white there is, the more current all your receivables are.

And the shorter your Tickler File is, the better you are doing - all the way around.


Finding Claims Never Submitted?

Ever go through your receivables only to find an invoice that was never submitted? If the submission deadline has passed, you might just have to write it off.

Not any more. Scroll through your Tickler File. If there are no purple lines, all claims have been submitted.


Keep Tabs on Your Billing

Not sure how your billing department is doing? Just open the Tickler File.

If you see a lot of red, tell the staff, "Let's work on all these red claims this week. I want to look at this Tickler File again on Friday and see the red claims completely gone."


Using the Tickler File is Easy

Make sure you are using the Tickler File to manage your receivables. And now, with color coding, it's easier than ever.

Follow Claim Progress with the Action Log

Do you know where your time goes - or how your employees are spending their time?

Are you asking yourself asking questions like:

What was my staff doing yesterday?

How many bills were sent out this month?
Did my staff make any calls to follow up on claims submitted?

This is where the new Action Log Report comes in (KIP Deluxe version 12.5).

This report shows the Date and Time for all:

• claims sent by paper
• claims sent electronically
• bills mailed to patients
• telephone calls logged to insurance companies
• telephone calls logged to patients
• Tickler File (Open Invoice) actions
• claims marked as Uncollectable
• emailed appointment reminders
• emailed Eyeglass reminders (optometry users)
• notes entered for any reason at all

Since both the Date and Time are entered, you can now see exactly when these tasks are being carried out.

This allows you to review:

• what time of the day patient bills were printed
• when the electronic claims were processed
• when and how many calls were made to insurance carriers
• if email appointment reminders are being sent out

By reviewing this information, you can determine:

• if claims are being generated when you prefer them to be generated
• if bills are being sent out early or late in the day
• if calls to insurance carriers are being made promptly
• if data is being entered accurately

When you are trying to run an efficient office, you need to know what is being done and when. The Action Log Report is a great tool to help you manage your office efficiently.

Searching Within the Patient Ledger

Your long time patients can have a ledger that is literally years long.

You have to scroll through the Patient Ledger just to see what is most recent.

Here are a few tips that will help make that ledger more manageable.


#1 Sort the Ledger

The column headers of the ledger are all sortable.

Click on the header once and the ledger is sorted lower to higher. Click again, and the ledger is sorted in reverse order.

Every column of the Patient Ledger is sortable.


#2 Use the Finance tab to view Open Invoices only

Click the TRACE OPEN button when the Finance tab is selected.

This opens an interactive window called the Ledger Register, where open invoices and their associated payments, and adjustments are all grouped together so you can see which credits were applied to which invoices.

Click here for a little refresher on how to navigate the Finance screen.


#3 Use the Ledger's new Find commands (KIP version 12.3)

Whether you are using the Patient Ledger or the Ledger Register (see above), you can search the description field using the hidden FIND command (option-command-F).

When you hit the keys option-command-F while viewing the Patient Ledger or the Ledger Register, you can search for information on the description field of the ledger.

Hit the hidden FIND AGAIN command (option-command-G) to search further down in the Ledger.

Both of these commands work on the Patient Ledger and Ledger Register (opened when clicking the TRACE OPEN or TRACE ALL buttons when the Finance tab is selected).

This command works well when you are trying to find out how long ago a patient was billed a certain code.


A real life example:

Let's say a patient's insurance company only allows you to bill the code 93922 every 6 months. You need to find out the last time you billed 93922 for this patient.

First, click the Date column header twice so that the ledger is sorted in reverse date order. We do this because the Ledger is always searched from top to bottom, so if we sort the ledger in reverse date order, the first thing we find will be the most recent.

Then, hit the keys option-command-F.

Enter 93922 and then click the OK button.

Instantly, you will see the last time this code was billed.

This should be a real time saver and will end slowly hunting through the ledger to find a code.

Here's a Print Fax Cover Sheet Shortcut

Find yourself sending faxes to referring doctors often?

Here's a shortcut that will make that task easier for our Mac users.

Beginning in KIP Version 12.3, holding the OPTION key while clicking on the Ref. Doctor field on the Patient Information screen brings us the Print Fax Cover window already filled out the the Referring Doctor information.

This shortcut saves time searching for the doctor information and typing it into the fax cover form.

Sending HTML Emails using KIP and Microsoft Word

KIP Version 12.1 has the ability to send HTML formatted emails. HTML allows you to make very stylized emails, however, there are some considerations.

• The person to whom you are sending the email may have HTML turned off in their email client.
• The HTML may display differently than you intended.

This tutorial explains how to send an HTML email using Microsoft Word for Mac 2011. If you are familiar with other software, you may use that instead.

1. Open Microsoft Word and choose New Blank Document from the File menu.
2. From the File menu again, choose Save as Web Page and give your document a name.
3. Now, enter and format the document text in any way you prefer.
4. Choose Save from the File menu periodically and when finished.

Adding Images to your Email

You may add linked images to your document provided that these images are hosted on the web. You can set up a free account with DropBox, post your images there, and then use those images in your email.

Information on setting up your images in DropBox can be found here: https://www.dropbox.com/help/18

Once you have your images online, enter them in your email in the following manner:

1. Place your cursor in the document where you want the image to display.
2. From the Insert menu, choose Field…
3. The dialog box below will appear (see Figure 1):
4. In the Categories area choose Links and References, and in the Field names area choose IncludePicture.
5. Enter the URL of the image in quotes in the text area to the right of words IncludePicture.
6. After your URL (that you put in quotes), type \d (backslash d – not in quotes). This is important, since it is the command that tells the HTML to use a picture on the web.
7. Click the OK button.

Figure 1.

Using the HTML formatted email in KIP

Once you have finished creating your email, we need the HTML to paste into KIP.

1. Choose HTML Source from the View menu.
2. Choose Select All from the Edit menu.
3. Choose Copy from the Edit menu.

Now, simply paste this information into your KIP email and click the Send button.

If you need to make changes to the document, choose Exit HTML Source from the View menu. Edit your document as needed, then view the HTML source and copy and paste this into your KIP email.

Your email should display exactly how you formatted it in Microsoft Word. 

Who Are My High-End Patients?

You may need to market to your top patients. You could be bringing in a line of expensive eyewear, or have a new cosmetic procedure, that may only apply to patients in a certain price bracket.

So, how do you find these patients to market to them?

You use the Custom Patient Search.

Below, I will describe how to find the patients seen in the last four years who have had a invoice which totalled over $1500.

This is how to get your top patients:

1) Make sure you are logged in as Practice Owner.

2) Choose CUSTOM PATIENT SEARCH from the Patients menu.

3) Click the SEARCH BY ALL OTHER PATIENT CRITERIA button.

4) Select ALL TABLES from the pop-up menu beneath where it says: AVAILABLE FIELDS.

5) Scroll down in the available fields until you see [Transactions] and click the arrow next to it to expand it.

6) Scroll down further now to find DateOfService and click on it.

7) In the COMPARISONS side, click on IS GREATER THAN

8) In the VALUE area at the bottom of the screen, enter 01/01/2008

9) Click the ADD LINE button (just above the QUERY button)

10) Go back to the available fields list and select Total.

11) In the COMPARISONS area select IS GREATER THAN.

12) In the VALUE area enter 1500.

Your window should look like the enclosed screenshot below.

If so, click the QUERY button.

This will give you a list of all the patients who have had an invoice after 01/01/2008 over $1500.

From here, you can generate custom letters, mailing labels, and/or marketing reports to effectively market your new product or service.

Entering Drug Pricing Information into KIP

If you bill J Codes with injections, you will need to enter the Drug Pricing information including the NDC Code into KIP.

Drug Pricing information is entered along with the CPT Code information.


First, open the CPT Code for each J Code associated with the drug you administer.

In this example, let's use J3301 - Kenalog 10 mg/ml.

Click on the image to enlarge

Enter the Drug Pricing information in the lower left hand corner of the window.


1. Enter the NDC Code without the dashes.

The NDC Code is on the actual bottle of medication you administer. NDC Codes should be 11 digits. If the drug you are using has a 10-digit NDC Code, you must convert this code to an 11-digit code.

All NDC Codes must be in the 5-4-2 format. If your NDC Code is in a different format, add a zero in the appropriate place according to the chart below to convert the code to a 5-4-2 format.

2. Enter the Unit Type.


Most medications are pre-mixed and so the Unit Type should be ML - milliters.  If you must reconstitute your own medication, use GM - grams.


3. Enter the Unit Count.


In this example, we are using Kenalog 40 mg/ml. however the only J code that exists is for Kenalog 10 mg/ml. You must therefore enter the Unit Count as 0.25 because one unit of J3301 is actually 0.25 ml of the medication we are administering.

Please note: If you administer 1.0 ml of Kenalog 40 mg/ml to the patient, you are administering four units of J3301. This means you should be billing J3301 times four on your claim form.



4. Enter the Unit Price.

You must check on your invoice for price of the vial of Kenalog 40 mg/ml and calculate what 0.25 ml of the medication costs you.

A 5 ml bottle of Kenalog 40 mg/ml has twenty 10 mg units. If you paid $41.00 for the 5 ml vial, you should enter $2.05 for the unit cost ($41.00 divided by 20).

Once you enter the Drug Pricing information, click the SAVE button.


You will need to enter the Drug Pricing information for all medications for which you submit a J Code for reimbursement.

Installing RxWizard™ on the Mac

The RxWIZARD™ application from Digital Vision, Inc. has been ported over to the Mac for the sole purpose of interfacing with KIP Deluxe™. For RxWIZARD™ to run on the Mac, you will need Mac OS 10.5 or newer and KIP Deluxe™ Version 12 or newer.

You will be given a link to download the RxWIZARD™ application. Install RxWIZARD™ by placing the program file into your Applications folder on your Macintosh.

Before you can use RxWIZARD™, you need to open it and set some settings. Make sure you do the following in the exact order below:

1. Open the RxWIZARD™ application from inside the Applications folder. 
2. The program will open the DVI REMOTE ENTRY OPTIONS window. Check the checkbox labeled USE CURL FOR INTERNET TRANSFERS and click the OK button to save this option. You will get an error message JOB INSERTION FAILED. LAB DATA NOT FOUND. Click the OK button to close this alert. 
3. The DIGITAL VISION RXWIZARD window will be open. Choose ACCOUNTS from the SETUP menu. 
4. Click the ADD button and enter the account information given to you by your DVI compatible laboratory. Click the OK button to save your account information. 
5. In the accounts window, click the OK button again to close the accounts window. 
6. You will now see an alert which states IN ORDER TO USE NEW ACCOUNTS, LAB MEMBERSHIP INFORMATION IS REQUIRED. DOWNLOAD THIS INFORMATION NOW? Click the YES button. The lab information will be automatically downloaded. 

You may now close the RxWIZARD™ program.

Now, whenever you see an RxWIZARD™ button in KIP, the RxWIZARD™ application will be opened automatically with the patient data displayed. You may then modify this information and transmit the order to the lab.

Please note that RxWIZARD™ can only receive information from KIP, and cannot send information to KIP.

For information on the RxWIZARD™ application, please contact Digital Vision, Inc.

Online Optical Ordering and Rx Tracking

RxWIZARD™ allows Eye Care Professionals to send orders via the WEB from your office to the lab.

Now, the information you enter in KIP can be fed right into RxWIZARD™ with a single click.

KIP will send the patient information, prescription information, and certain ordering information directly to RxWIZARD™ which then opens in a new window. Then, simply complete your order using RxWIZARD™ and send the order.

Later, you can come back to RxWIZARD™ and track the status of your order.

Although RxWIZARD™ is strictly a PC program, we have modified this program to run on a Mac, too.

RxWIZARD™ runs great on the Mac. Once installed, RxWIZARD™ acts just like it was a Mac program.

Or, you can install Parallels on your Mac (along with Windows) and have a virtual PC running KIP and RxWIZARD™ together.

Of course, PC users need just install RxWIZARD™ and you are ready to go.

Either way, you get the convenience of online ordering and the ease of use of KIP.

For more information on Digital Vision, Inc.'s RxWIZARD™ visit http://www.dvirx.com/.

Hiding Other Insurance for Electronic Claims Submission

Sometimes electronic claims do not process properly if there is a secondary insurance submitted on the claim.

This does not happen with all clearinghouses and all claims, but if you find you an instance where you want to simply submit the selected insurance as the only carrier on the claim, check the HIDE OTHERS box on the invoice.

Checking this box submits the selected insurance carrier only, and hides all other insurance from the electronic claim.

In the example above, you want to send a claim to the secondary insurance carrier, Travelers, and not show the primary carrier, Medicare, anywhere on the claim. Select Travelers as the Bill To insurance, and check the HIDE OTHERS box next to the insurance carriers list on the invoice.

The claim will be submitted as if Travelers was the only insurance carrier.

Marketing Using Email with KIP

It is well known that marketing within your own patient database is effective.

Just look at Kohl's. They know that sending their credit card holders a flyer pays off, and if they include a coupon (especially a 30% off coupon), chances are their customers will be taking advantage of it.

Sending email is a free and easy way for you to do the same type of marketing, and takes only a few minutes.

You can use email to:

- send out a patient newsletter

- alert patients of a change in office hours

- notify patients of a sale or promotion

- notify patients of a drug recall alert

The possibilities are limitless.

To send an email, create a list of patients using the CUSTOM PATIENT SEARCH in the Patients menu. Then click the OUTPUT button and then SEND EMAIL.

You can use a pre-made template or type the email freehand and click SEND EMAIL.

Your email will now go to all patients with an email address. You do not need to eliminate patients who haven't had an email entered. KIP sorts them out for you.

Make sure you start requesting your patient's email addresses - and then use them. Your patients will appreciate it, and so will you.

For more information on formatting emails, go to Emails and Text Messages Made Easy.

Billing Provider and Treatment Location Preferences

KIP makes sure your correct billing provider and treatment location are on each claim.

Depending on the your office preferences, you may prefer the invoice billing provider and treatment provider to be associated with the patient or with the type of invoice you are entering.

Some practices might require the use of two billing providers for two different practice locations, while other practices may need two billing providers for different types of claims.

Each patient is automatically assigned a billing provider and treatment location based on the first invoice entered for the patient. This information is stored in the BILLING tab of the slide out window of the Personal Information screen. You can easily change these if necessary.

When you use Auto-Entry Invoices, if you would like to use the billing provider assigned to the patient on each invoice, select "Patient" in the Invoice Preferences where it says "Auto Invoice uses Billing Provider & Location from:"

If you want to always use the Billing Provider and Treatment Location used on the Auto Invoice, select "Auto Invoice."

This way, KIP helps to make sure the correct billing information is on each claim - and saves you steps in the process.

Attach a Photo to your Patient Record

To attach a photo to a patient record, simply drag a photo file to the patient photo area in the Alerts window to the right of the Personal Information screen.

Drag a Photo into the area in the Alerts window.
A Photo can be a JPG, TIFF, or PDF file.

You can take patient photos using Photo Booth on the Mac, and drag the images directly to the KIP patient window.

Photo Booth in Mac OS 10.6.8 (and newer) is able to select which camera you use to take photos, and it is also more stable in dragging directly from Photo Booth into KIP.

If you have difficulties dragging photos directly from Photo Booth into KIP, try dragging the photo to your desktop and then from the desktop into KIP.

After dragging the photo into the patient window, you may delete the photo file on your computer, if desired. The photo is stored within the KIP data file.

If you are using Photo Booth and find you cannot drag the photo into the patient record, chances are, you took two photos within the same 60 seconds. Photo Booth names the second file with a #2 at the end.

In this case, the name of the second photo is not compatible with dragging the photo into KIP. If you rename the second photo and remove the # sign from the name, the photo will be able to be dragged into the patient record.

Managing Patient Scans, Photos, and Files

You can have many types of files on your computer that are related to a specific patient. File types can be varied and can include:

- a scan of a driver's license, insurance card, or EOB
- an image of a patient's x-ray
- a scan of an exam form, letter, or lab results
- a photo of a wound
- a pre-operative photo or a photo of a post-operative result
- a video of a patient encounter
- an audio file of a patient conversation

A file can literally be anything that can exist on your computer.

Now, you have the ability to have KIP store these files and retrieve them as needed, anywhere - whether you are using the computer from within your local network, or remotely from a second office or from home.

The process is quite simple.

Open the Patient Information screen, and choose SAVE FILE TO THIS PATIENT from the More menu.

A dialog box will open for you to choose the desired file. Select the file you wish to relate to this patient and click the OPEN button.

You will now be shown an area to describe the file. You may write anything you wish here (For example: insurance card).

Click OK and you are done. The file will be copied to the server computer and stored for later retrieval.

To view files for a patient, choose the FILES tab in the Patient Information screen.

Double-click on a line to open it.
Double-click on a blank line to save a new file to this patient.

Double-click on the file you wish to open. The file will be moved to your local computer and opened with the default application set for that type of file.

If you need to change the name of the file in the list, Command-click on the line.

Files open in the default program installed on your computer associated with that kind of file - so, if you have scanned an insurance card as a JPG file, it will likely open with Preview on your Mac computer.

You can save any type of file. Large files can take time to be copied to the server. Please take that into account when you are associating files to a patient, especially when using KIP from a remote location.

It is important to note that if you are accessing patient information from a remote location, patient confidentiality should be a concern.

You should set up a VPN (virtual private network) connection between the server and the remote location to ensure data security. Although it is not difficult to set up a VPN connection, you may want to seek assistance from a local computer technician if you are not familiar with this technology.

Use KIP to Store Patient Files, Documents and Photos

Patient information can come in many forms. They can be images, text documents, or even movies.

KIP allows you to store these files and associate them with a patient.

For example, you scan the patient's driver's license and save it as an image file. Now, you can store this image in KIP and have it accessible anywhere on the network. The network can even be a remote site if you have remote access set up.

You can associate any type of file with a patient. If the file can be on your computer, you can associate that file with a specific patient. When you choose to view the file, the file opens using the program associated with that file.

So, for the example above, when you want to view the patient's driver's license, it will open in the program used on that computer to view image files (most likely Preview on a Mac).

There is no limit to the number of files you can associate with a patient.

When you associate a file with a patient, that file gets copied to the server computer and it becomes available to any other user anywhere on the network. On a single user version of KIP, the file gets copied to a special local folder.

If the original file is then deleted, the copy made by KIP stays safe. Once the file becomes associated with a patient, it becomes stored on the server, so even if you delete the original file, the copied files remain.

Most files are small - JPG, PDF, TXT - and are moved to the server in an instant. If you associate a large file with a patient, it can longer to be copied. A typical high resolution photo (800K) should take less than a second to be copied on a local network, where a small movie file (500MB) may take several minutes.

KIP allows you to name these files so you can easily recognize them.

So, for every form in your office (patient information forms, exam forms, faxes received, EOBs), you can scan the form, and associate the image file with that patient. You can then shred the original form. The stored file can be opened or printed when needed.

It now becomes even more important to do daily, weekly, and off-site backups. Don't let this lax. Backing up your data is more important than ever.

Can I Upgrade to Mac OS X Lion?

Computers used in business are definitely different from computers used at home.

Business computers can't be down - not even for a second.

If your office computers stop, business stops - so upgrading to Mac OS X Lion has to be well thought out.

Here are some important things to know about Mac OS X Lion:

1. Rosetta is gone.

Rosetta allows your Mac to run older software, so software that runs fine on Snow Leopard may not run at all on Lion.

You may be running older versions of Quickbooks, Microsoft Word, or some other important program that you need every single day which might completely stop working with Lion.

KIP version 11 is a Mac OS X native application, so it should run without difficulty on Lion.

KIP version 10 will not run on Lion.

Before you upgrade to Lion, make sure all your software runs native in OS X.

2. Not all Macs work with Lion.

You’ll need a Mac with an Intel Core 2 Duo, Core i3, Core i5, Core i7, or Xeon processor to run Mac OS X Lion.

Macs made prior to 2006 do not have the right hardware to run Lion.

For example, if you are using a Mac with an Intel Core Duo processor, you won't be able to run Lion.

3. Installation of Lion is not guaranteed to be trouble-free.

Although we expect upgrading to Mac OS X Lion to proceed smoothly, sometimes it just doesn't and you may even have to wipe your entire hard drive to do the installation.

This means you'd better be prepared for things to go wrong, just in case.

And make sure you have a good back-up of everything, too.

Hey, you never know.

The Patient Ledger ... Supercharged!

(KIP Deluxe Version 11.5.1)

Trying to look at the Patient Ledger and have it make sense can be daunting. Matching up payments and adjustments to invoices can be confusing. That's because the Patient Ledger is simply a transaction log showing invoices, payments, and adjustments in the order they are entered.

That's where you want to click on the Finance tab, so you can see a more common sense approach to these payments.

Click the TRACE OPEN button and it all starts to make perfect sense.

This opens an interactive window called the Ledger Register, where open invoices and their associated payments, and adjustments are all grouped together so you can see which credits were applied to which invoices. You also have a running Patient Balance, Insurance Balance, and Total Balance, so you can easily see the effect of each transaction on each invoice.

Ledger Register Screen

As you can see in this example above, an invoice was entered on July 23. From this screen, you can see that when the invoice was entered, the entire invoice was to be billed to insurance.

(Please note that when an amount is $0.00, it is blank).

Then, on July 24, an adjustment was entered, and the Patient Balance now became $27.53 and the Insurance Balance became $182.53.

Then, on July 24, another adjustment was entered bringing leaving the Patient Balance alone, and reducing the Insurance Balance to $127.47.

Then, finally, on July 24, a patient payment was entered, leaving only the insurance balance remaining for $127.47.

Since the Patient Balance, Insurance Balance, and Total Balance are running totals, the final line amounts reflect the current state of the invoice. 

In this example, by looking at just the last line, we see the Patient Balance for this particular invoice is blank ($0.00), the Insurance Balance is $127.47, and the Total Balance is $127.47.

Notice how convenient it is to have the invoice and the related credits all grouped together, and to be able to see the effect of each payment and adjustment on the invoice balance.

As you have more invoices entered, it becomes even more helpful.

How is the Ledger Register Interactive?

Simply double-click on a line in the Ledger Register, and that transaction appears in a new window, showing exactly how the item looked when it was entered.

If you are signed in as Practice Owner, you can modify or delete the payment right from there, then watch the effect on the Ledger Register once you save your changes.

And a Shortcut Makes It Even Better

Click anywhere on the Balance area on the bottom of the Personal Information Screen or the Ledger Screen and the Ledger Register opens automatically.

Click anywhere here to open the Ledger Register

What if I want to see the ALL invoices and not just the open invoices?

You have the option to see every invoice or only the invoices with a balance. The shortcut method shows only the open invoices.

To see every invoice, click the Finance tab and then click the TRACE ALL button.

Emails and Text Messages Made Easy

Our most recent version of KIP Deluxe 11.5 includes more ways to use email.

Now you can save templates of emails and send them to patients with a click.

You can use email to:

• remind patients of upcoming appointments
• tell patients their orthotics or eyeglasses are in
• you can even send birthday wishes using email

You are limited only by your imagination.

To set up email in KIP, you will need to go to Preferences, then Electronic Claims and Email Preferences.

Enter your Email Return Address such as me@aol.com  (This is the return address that will appear on your email.)

Once you have entered your Email Return Address, you are ready to go.

To send an email, use the email icon:

Email Icon on Patient Information Screen

When you click on the email icon, and the email window will appear.

Click on an email template in the Templates list to use a pre-formatted email, or just write an email and save it as a template for future use.

Use <First_Name> and <Last_Name> to automatically enter the patient's first and last names.

Then click the SEND EMAIL button, and away it goes.

Many practices are now requiring their patient's email address to allow for more efficient communication with their patients.

Sending Text Messages with KIP

You can also use this email functionality to send text messages to your patients. 

For example, if your patient's cell phone is on the Verizon network, use their phone number in the following format (entering the cell phone number instead of the xxxxxxxxxx):

xxxxxxxxxx@vtext.com

and the message will be received as a text message instead of an email.

Below, find text message formats for other cell phone providers.

3 River Wireless	xxxxxxxxx@sms.3rivers.net
Advantage Communications	xxxxxxxxx@advantagepaging.com
AirVoice	xxxxxxxxx@mmode.com
Airtouch Pagers	xxxxxxxxx@airtouch.net
Airtouch Pagers	xxxxxxxxx@airtouchpaging.com
Airtouch Pagers	xxxxxxxxx@alphapage.airtouch.com
Airtouch Pagers	xxxxxxxxx@myairmail.com
AllTel	xxxxxxxxx@message.alltel.com
Alltel PCS	xxxxxxxxx@message.alltel.com
Alltel	xxxxxxxxx@alltelmessage.com
Ameritech Paging	xxxxxxxxx@pageapi.com
Arch Pagers (PageNet)	xxxxxxxxx@archwireless.net
Arch Pagers (PageNet)	xxxxxxxxx@epage.arch.com
AT&T	xxxxxxxxx@txt.att.net
Bell South (Blackberry)	xxxxxxxxx@bellsouthtips.com
Bell South Mobility	xxxxxxxxx@blsdcs.net
Bell South	xxxxxxxxx@blsdcs.net
Bell South	xxxxxxxxx@sms.bellsouth.com
Bell South	xxxxxxxxx@wireless.bellsouth.com
Bluegrass Cellular	xxxxxxxxx@sms.bluecell.com
Boost Mobile	xxxxxxxxx@myboostmobile.com
Boost	xxxxxxxxx@myboostmobile.com
CallPlus	xxxxxxxxx@mmode.com
Carolina Mobile Communications	xxxxxxxxx@cmcpaging.com
Cellular One East Coast	xxxxxxxxx@phone.cellone.net
Cellular One PCS	xxxxxxxxx@paging.cellone-sf.com
Cellular One South West	xxxxxxxxx@swmsg.com
Cellular One West	xxxxxxxxx@mycellone.com
Cellular One	xxxxxxxxx@message.cellone-sf.com
Cellular One	xxxxxxxxx@mobile.celloneusa.com
Cellular One	xxxxxxxxx@sbcemail.com
Cellular South	xxxxxxxxx@csouth1.com
Central Vermont Communications	xxxxxxxxx@cvcpaging.com
CenturyTel	xxxxxxxxx@messaging.centurytel.net
Cingular (GSM)	xxxxxxxxx@cingularme.com
Cingular (TDMA)	xxxxxxxxx@mmode.com
Cingular Wireless	xxxxxxxxx@mobile.mycingular.net
Cingular	xxxxxxxxx@cingularme.com
Communication Specialists	xxxxxxx@pageme.comspeco.net
Cook Paging	xxxxxxxxx@cookmail.com
Corr Wireless Communications	xxxxxxxxx@corrwireless.net
Dobson Communications Corporation	xxxxxxxxx@mobile.dobson.net
Dobson-Alex Wireless / Dobson-Cellular One	xxxxxxxxx@mobile.cellularone.com
Edge Wireless	xxxxxxxxx@sms.edgewireless.com
GCS Paging	xxxxxxxxx@webpager.us
GTE	xxxxxxxxx@gte.pagegate.net
GTE	xxxxxxxxx@messagealert.com
Galaxy Corporation	xxxxxxxxx@sendabeep.net
GrayLink / Porta-Phone	xxxxxxxxx@epage.porta-phone.com
Houston Cellular	xxxxxxxxx@text.houstoncellular.net
Inland Cellular Telephone	xxxxxxxxx@inlandlink.com
JSM Tele-Page	xxxxxxxxx@jsmtel.com
Lauttamus Communication	xxxxxxxxx@e-page.net
MCI Phone	xxxxxxxxx@mci.com
MCI	xxxxxxxxx@pagemci.com
Metro PCS	xxxxxxxxx@metropcs.sms.us
Metro PCS	xxxxxxxxx@mymetropcs.com
MetroPCS	xxxxxxxxx@mymetropcs.com
Metrocall 2-way	xxxxxxxxx@my2way.com
Metrocall	xxxxxxxxx@page.metrocall.com
Midwest Wireless	xxxxxxxxx@clearlydigital.com
Mobilecom PA	xxxxxxxxx@page.mobilcom.net
Mobilfone	xxxxxxxxx@page.mobilfone.com
Morris Wireless	xxxxxxxxx@beepone.net
NPI Wireless	xxxxxxxxx@npiwireless.com
Nextel	xxxxxxxxx@messaging.nextel.com
Nextel	xxxxxxxxx@page.nextel.com
Ntelos	xxxxxxxxx@pcs.ntelos.com
Omnipoint	xxxxxxxxx@omnipoint.com
Omnipoint	xxxxxxxxx@omnipointpcs.com
OnlineBeep	xxxxxxxxx@onlinebeep.net
PCS One	xxxxxxxxx@pcsone.net
Pacific Bell	xxxxxxxxx@pacbellpcs.net
PageMart	xxxxxxxxx@pagemart.net
PageOne NorthWest	xxxxxxxxx@page1nw.com
Pioneer / Enid Cellular	xxxxxxxxx@msg.pioneerenidcellular.com
Price Communications	xxxxxxxxx@mobilecell1se.com
ProPage	xxxxxxxxx@page.propage.net
Public Service Cellular	xxxxxxxxx@sms.pscel.com
Qualcomm	name@pager.qualcomm.com
Qwest	xxxxxxxxx@qwestmp.com
RAM Page	xxxxxxxxx@ram-page.com
ST Paging	pin@page.stpaging.com
Safaricom	xxxxxxxxx@safaricomsms.com
Satelindo GSM	xxxxxxxxx@satelindogsm.com
Satellink	xxxxxxxxx.pageme@satellink.net
Simple Freedom	xxxxxxxxx@text.simplefreedom.net
Skytel Pagers	xxxxxxxxx@email.skytel.com
Skytel Pagers	xxxxxxxxx@skytel.com
Smart Telecom	xxxxxxxxx@mysmart.mymobile.ph
Southern LINC	xxxxxxxxx@page.southernlinc.com
Southwestern Bell	xxxxxxxxx@email.swbw.com
Sprint PCS	xxxxxxxxx@messaging.sprintpcs.com
Sprint	xxxxxxxxx@sprintpaging.com
SunCom	xxxxxxxxx@tms.suncom.com
Surewest Communications	xxxxxxxxx@mobile.surewest.com
T-Mobile	xxxxxxxxx@tmomail.net
TIM	xxxxxxxxx@timnet.com
TSR Wireless	xxxxxxxxx@alphame.com
TSR Wireless	xxxxxxxxx@beep.com
Teletouch	xxxxxxxxx@pageme.teletouch.com
Telus	xxxxxxxxx@msg.telus.com
The Indiana Paging Co	xxxx@pager.tdspager.com
Triton	xxxxxxxxx@tms.suncom.com
US Cellular	xxxxxxxxx@email.uscc.net
USA Mobility	xxxxxxxxx@mobilecomm.net
Unicel	xxxxxxxxx@utext.com
Verizon PCS	xxxxxxxxx@myvzw.com
Verizon Pagers	xxxxxxxxx@myairmail.com
Verizon	xxxxxxxxx@vtext.com
Virgin Mobile	xxxxxxxxx@vmobl.com
Virgin Mobile	xxxxxxxxx@vxtras.com
WebLink Wireless	xxxxxxxxx@pagemart.net
West Central Wireless	xxxxxxxxx@sms.wcc.net
Western Wireless	xxxxxxxxx@cellularonewest.com
Wyndtell	xxxxxxxxx@wyndtell.com