Our Patient Management Program (PMP) is a practice enhancement software for chiropractors and offers a range of features to help manage patient information, including patient visits, submissions, and reconciliations, reporting, letter writing.

It also offers the following:

  • Helps you easily maintain your patient schedules and book appointments
  • Provides variable time intervals and vertical and horizontal booking
  • Patient billing and account management
  • Enables you to modify and add multiple practitioners
  • The capability to view your appointment schedule on your smartphone and web browser
  • Technical support provided by staff with chiropractic office experience
  • Interfaces with OCA Aspire’s cloud-based electronic health record

What’s included with PMP?

  • Additional service of full conversion of existing patient demographics from previous software
  • Unlimited support
  • All program updates
  • Regular webinars and newsletters

Licensing Fees

Ontario
In Ontario, PMP is available to our OCA members only. To find out more about joining the OCA, email oca@chiropractic.on.ca.
  • The annual license fee is $411.06 (plus HST) for each chiropractor.
  • $244.80 (plus HST) for each non-DC in the same clinic.
  • Licenses expire on October 31 each year.
  • Each individual clinic location has a maximum license fee cap of $1,880.00 (plus HST).

Ontario PMP Order Form – Add Practitioner to Existing PMP

Manitoba
The Manitoba Chiropractic Association (MCA) has a contractual relationship with us for the development and licensing of PMP in its province. The MCA manages license fees and provincial programming for this software.
  • The annual license fee is $250.00 (plus HST) for each chiropractor.
  • Licenses expire on October 31 each year.
Manitoba Provincial Billing in PMP
This webinar was designed for Manitoba PMP users who are looking for a greater understanding of the processes involved in billing and reconciling Manitoba Health, MPI and WCB.

National (excludes Ontario & Manitoba)
All Chiropractors must be members of their provincial chiropractic association.
  • The annual license fee is $437.50 (plus HST) for each chiropractor.
  • $125.00 (plus HST) for each non-DC in the same clinic.
  • Licenses expire on October 31 each year.
  • Each individual clinic location has a maximum license fee cap of $1,875.00 (plus HST).

Online Forms

Use the order forms and brochures below to order PMP or to add, delete or extract a practitioner from your existing PMP.

For help or more information

If you’re an OCA member, please login to the OCA Member Self-Serve portal to access our support services and receive help in a timely manner.
If you’re a non-member and have questions about PMP, please email us at oca@chiropractic.on.ca.

PMP Support

This feature enables you to remotely access your PMP schedule. This feature will be introduced in phases. At this point you can view the next two weeks of your appointment scheduler in your web browser or on your smartphone, view the appointment specifics, and send an email to booked patients.

Setup mobilePMP

This feature should be setup and used by the treating practitioner ONLY. Safeguarding patient privacy and security must be considered when viewing patient information online.

There are three required steps for the setup:

  1. Register for mobilePMP
  2. Create your username and password.
  3. Turn on ePMP (if applicable), the program that uploads your data.

Click Manage mobilePMP

Read the Terms of Use. By clicking ACCEPT you signify your acceptance of the terms.

Once you select ACCEPT you will be offered the Register for mobilePMP tab which requires your email address. This is used by the support team for mobilePMP communication only. Type your email address and click Register! Your request is sent to mobilePMP and your registration is now ‘pending’.

You will receive an email confirming your registration once you have been registered.

1. Register for mobilePMP

  • Go to the Setup menu, Doctor Defaults. Pick yourself from the list of practitioners and select Edit this Doctors Defaults. Select the mobilePMP tab on the left.
  • Read the screen.
  • Click Manage mobilePMP.
  • Read the Terms of Use. By clicking ACCEPT you signify your acceptance of the terms.
  • Once you select ACCEPT you will be offered the Register for mobilePMP tab which requires your email address. This is used by the support team for mobilePMP communication only. Type your email address and click Register! Your request is sent to mobilePMP and your registration is now ‘pending’.
  • You will receive an email confirming your registration once you have been registered.

2. Create your Username & Password

  • Your next step is to setup a username and password. Return to the Setup menu, Doctor Defaults. Pick yourself from the list of practitioners and select Edit this Doctors Defaults. Select the mobilePMP tab on the left. You will now be positioned on the username and password tab. Type in the required fields. Usernames and passwords are NOT case sensitive. Passwords must include a combination of letters and numbers.
  • Click Set Username and Password.

3. Turn On ePMP

  • If you are utilizing PMPs email features you have already completed this step. Your computer must be configured start the email / mobilePMP module named ePMP. This is a one-time setup procedure.
  • Go to the Setup menu, Computer Defaults. In the bottom left checkmark This machine only, sends emails and/or mobilePMP, then click Accept.
  • Networked offices: Do this procedure on one computer only.
  • On the Are you sure screen click Yes. Read the PMP Message screen and click OK.
  • If you receive a User Account Control (UAC) screen remove the checkmark from Protect my computer and data from unauthorized program activity. Click OK.
  • A black screen will appear then the ePMP Server screen will appear briefly – be patient, it will minimize itself. Click OK on the Startemailserver screen.
  • ePMP will now run minimized in your system tray and upload your schedule every 15 minutes.

Accessing & Viewing mobilePMP

  • mobilePMP can be accessed from any device with an internet connections and browser. On your device access your browser and type www.mobilePMP.com or www.mobilePMP.ca into the address bar.
  • You will be presented with a Login screen. Type in your private information and click Login.
  • Your schedule will now be visible.
  • Use your pinch/zoom features on your mobile device to enlarge or shrink the screen.

Keep in mind:

  • Due to security Guidelines mobilePMP will become inaccessible after 5 minutes of inactivity and you will be prompted to login again
  • You can access the next two weeks of your schedule only
  • mobilePMP will display 15 minute intervals only. Practitioners utilizing 5, 10 or 20 minute intervals will have appointments appear in the closest, earlier timeslot in the 15 minute increment.

  • PMP offers functionality for emailing patient communication. These email options include:
  • Appointment Reminders. This increases patient communication by sending reminders to patients informing them of upcoming appointments with practitioners in your This function can be used for single or multiple dates and by single practitioner or the whole clinic
  • Appointment Calendar and These options are available while booking appointments using F2 ‐

Add an Appt or from the Patient Information Appointments tab

  • Statements. Statements can be emailed to patients while posting activity, from the Patient Information Account Activity tab and as a group using the Patient Query
  • Merge Letters. This feature allows you to create letters for groups of patients that personalize specific fields and choose the patients that receive the letters by specific criteria using the Patient query.

Setup

Prior to using email features there is some preliminary setup required. You must turn on your ePMP program and configure your outgoing email account that details which address emails will be sent from. You must also edit the existing templates or create new templates of your own that will populate the body of the emails.

Your computer must be configured start the email sending module named ePMP. This is a one‐time setup procedure.

  • Go to the Setup menu, Computer Defaults. In the bottom left checkmark This machine only, sends emails, then click Accept.
  • Networked offices: Do this procedure on one computer only.
  • On the Are you sure screen click Yes. Read the PMP Message screen and click OK.
  • Turn On ePMP
  • If you receive a User Account Control (UAC) screen remove the checkmark from Protect my computer and data from unauthorized program activity. Click Ok.
  • A black screen will appear then the PMP eMail Server screen will appear briefly ‐ be patient, it will minimize itself.
  • Click OK on the Startemailserver screen.
  • ePMP will now run minimized in your system tray and send emails.

Setup Outgoing Email Account

  • Go to the Utilities menu, Email. Select Email Accounts Management. You can set up multiple accounts for sending emails.
  • Click Add to create a new email address or Edit to change existing information.
  • A yellow hint box has been added that assists you in completing this screen. Click the box to close the hint. Complete the required fields.
  • Click Save Changes, and OK.
  • Once you have completed the Outgoing Email Setup screen click Send Test Email followed by Test. Read the Test Result. Hopefully your email was successful. If your test was not successful use the error list below for troubleshooting.

Test Email Errors

Below is a list of error messages that may be received if your Outgoing Email Setup is incorrect when you use the Send Test Email button:

  • Socket error #11001 Host not found – this is incorrect information in the SMTP Check the chart above or contact your ISP/email provider
  • Socket error # 10060 Connection timed out – incorrect information in the Port Check the chart above or contact your ISP/email provider
  • Access denied – Username or Password Check your typing and/or details. Contact your ISP/email provider
  • Arithmetic exception or From Address not verified – some ISP/email providers will not allow a different Reply to Address than the User Correct the reply address to be the same as the user name.

Setup Default Email Templates

Emails sent to patients require text in the body of the email. Templates have been included that you can customize for your office or you can create your own. You can edit them during the sending process or in advance.

To create / edit templates in advance go to the File menu, Wordprocessor. Select File, Open. Double click a template. Email templates names begin with em_.

Default templates have been included to offer a starting point so you can create emails that are appropriate for your office. Edit the body of each email template so the information represents your clinic.

  1. To add Merge fields go to the Merge menu and select Initialize for Patient Merge. You will now see a merge box in the upper right (1). This is where you select additional merge

Be cautious and don’t overdo it. If you select merge fields that are not populated in a patient’s file the field will be blank in the email.

  1. Merge fields appear with red brackets, e. <<FIRST>>.
  2. Don’t forget to change the office / doctor
  3. Click File, Save.

You can make a template for each practitioner with different information. When you select that practitioner for emails the template will be the default selection ‐ we call this ‘sticky’.

  1. Remember when saving new templates that email templates names must begin with em_.

Note: Merge fields must be enabled (step 1) for templates to email. An error listing “file not a merge file” will result from templates without merge fields enabled.

What is CASL?

Canada’s Anti‐Spam Legislation (CASL) is intended to protect Canadians from spam, malware, phishing, spyware and other electronic threats. This legislation received royal assent on December 15, 2010 and came into force on July 1, 2014.

CASL applies to the following types of actions:

  • The sending of commercial electronic messages,
  • The creation and use of lists of electronic addresses,
  • Installation of computer programs or software, and
  • Alteration of transmission data (e.g. a link in an email which appears to send you to one website but which actually redirects you to another website).

The CASL Glossary defines a CEM, in part, as “any electronic message that encourages participation in a commercial activity, regardless of whether there is an expectation of profit”.

Full details can be found on the OCA website at https://chiropractic.on.ca/canada‐s‐anti‐spam‐ legislation‐casl.

What does this mean for PMP users?

It means that you need to consider the types of electronic messages that you are sending to your patients. Business communication is okay. Commercial communication is not. Consent is implied for business communication, but it is not always implied for commercial communication.

You can send items that are attached to patient appointments such as:

  • email reminders
  • emailed statements
  • appointment list and calendars Without express consent you cannot send:
  • birthday messages
  • newsletters
  • bulletins
  • advertising

In order to implement CASL it is helpful to know that our patients fall into one of three categories:

1. Implied Consent

The legislation defines that you have an existing business relationship with your patients. Implied consent does expire. It is generally valid for two years as long as it is not withdrawn before the expiration of the two‐year period (i.e. as long as the person to whom the message is sent does not notify the sender that they do not consent to receiving such messages).

Please see the OCA’s website for more information on implied consent: https://chiropractic.on.ca/canada‐s‐anti‐spam‐legislation‐casl#implied.

2. Express Consent

You have express consent if a recipient has actively and specifically given you consent to send commercial electronic messages (CEMs) to a specific electronic address. Unlike implied consent, express consent does not expire. It is only withdrawn if the recipient unsubscribes/notifies you that the consent is withdrawn. Please refer to the next section “Obtaining Express Consent” for details about requirements for express consent to be valid.

3. Opt Out (Unsubscribed)

Patients that have expressed a desire for no CEM type communication outside of appointment information.

How can offices track express consent, implied consent, and opt out in PMP?

PMP offers a few different options that can assist with determining your patient’s CASL category:

  • Flags – create flags to specify types of consent and use Set Patient Values to add the flags to groups of patients
  • Do Not Contact – use this only for appointment information

Using these options you can track and send correct communication to your patients.

Setting up the Consent Flags

  • First we need to create flags for consent. Go to the Setup menu, Flags.
  • Create flags for OPT OUT, Implied Consent, and
  • Express Consent. Click Accept.

Assign the Implied Consent Flag to Applicable Patients

  • Go to the Patient menu, Set Patient Value Using Query. On the Flags tab select Add the Selected Flags and select the Implied Consent flag that you created.
  • Click Select Patients.
  • Click Fill the List using Patient Query. In the Patient Query check mark Last Visit Date >= and change the date to July 1st, 2012. Click Accept.
  • The patients in the list on the right meet the selected criteria. All of these patients will receive the Implied Consent flag because they have attended your office in the last two years.

Obtaining Express Consent

Express consent must be separately sought. This means that it cannot be bundled together with other terms and conditions; it must be asked for separately. Updating your patient intake forms to include an express consent option is the easiest way to collect this information for new patients.

The OCA recommends that PMP users seek express consent from all current and new patients. Starting on July 1, 2014, a request for express consent is considered to be a CEM and therefore must also comply with the requirements set out in CASL.

Consider asking current patients to update their information (i.e. offer or withdraw consent) at their next appointment.

When seeking express consent, you must clearly and simply identify:

  • The specific purpose(s) for which the consent is being sought,
  • A statement that the person whose consent is being sought can withdraw their consent at any time
  • The name of the person(s) or organization(s) seeking consent,
  • If the person or organization seeking consent carries on business under a different name, the name by which the person seeking consent carries on business,
  • If the consent is being sought on behalf of another person, the name of the person on whose behalf the consent is being sought, and (where applicable) the name by which such person carries on business,
  • If the consent is being sought on behalf of another person, a statement indicating which person is seeking consent and which person on whose behalf consent is sought, and
  • Contact information (or a link to a website containing this information) of the person seeking consent (or, if different, the person on whose behalf consent is sought) which includes:
    • A valid mailing address where you can be contacted, and
    • A telephone number (providing access to an agent or a voice messaging system) and/or email address and/or web address of the person seeking

Once you have received express consent from a new or existing patient go into Patient Information, Contact. Click into the Flags field and select Express Consent.

Using Do Not Contact

The Contact tab in Patient information offers a Do NOT Contact check box. This box was added to offer the option of patient’s receiving/not receiving email remainders, phone calls, etc.

We recommend that you check mark this box ONLY when your patients do not want you call/email them regarding appointment information. Do not use this box for consent.

Sending Business Related Email

Business related email such as reminders, statements, and appointment calendars will not need to be filtered for consent. When sending these items as a group, make sure that your Do NOT Contact patients have been removed from the group.

  • In Email Reminders select it under Selection Filters on the
  • In Email by Patient merge select Do not Contact is NOT checkmarked.

Sending Commercial Electronic Messages

If you are sending email communication that is not related to patient appointments follow the procedure noted above and check mark Flag and select Implied Consent. Checkmark “Do not Contact is NOT checkmarked”.

Patients who receive this email communication will have implied consent because they have visited your office in the last two years and they have not expressly informed you to not contact them.

PMP version 9000 will give you an option to choose patients with implied OR express consent flags allowing you to select both groups of patients at the same time.

Offer an Unsubscribe Mechanism

All CEMs must include an unsubscribe mechanism allowing the recipient to provide notice that they no longer wish to receive CEMs. The unsubscribe mechanism can include an option for the patient to REPLY with the word “UNSUBSCRIBE” in the subject line.
Unsubscribe mechanisms must be “readily performed.” It should be simple, quick, free and easy for the recipient to unsubscribe. Once a recipient has exercised their right to unsubscribe, you must ensure that effect has been given to the recipient’s indication that they no longer wish to receive CEMs within 10 business days.
Once you have received an unsubscribe notification go into Patient Information, Contact for that patient and update the information accordingly.

  • Click into the Flags field. Remove the checkmark from Implied Consent and add a checkmark for OPT OUT.