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Table of Contents
Table of Contents
Access Company Settings
Log in to PatientNow.
Click the gear icon in the top-right corner (You must have Administrator access to view and edit Company Settings).
Select Company Settings.
Your settings appear in a menu on the left side of the screen.
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Company Info
When Company Settings opens, you will land on the Company Info section.
At the top, you will see three tabs:
Company Information
Company Hours
Branding Options
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Company Information Tab
This section stores your main business details.
Review and confirm the following fields:
Company Name
Company ID
Address
City
State/Province
Postal Code
Email (required)
Purchasing Email
Phone
Fax
Website
Android App URL
iOS App URL
Time Zone
Date Format
Federal Tax ID
License Number
Important
Make sure your Email is correct. This is required.
Confirm your Time Zone is correct. This affects scheduling.
Your Address and Phone may appear on receipts and online booking.
Electronic Prescribing
If you use electronic prescribing, enter a fax number. This does not need to be a real fax line. You may use your main office number if needed.
Website
Your Website field is used in marketing emails.
Make sure it is accurate if you send campaigns.
Android / iOS App URL
Only enter these if you use a custom mobile app. Otherwise, leave them blank.
Date Format
Choose how dates appear in your system (example: 02/12/2026).
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Company Hours
Click the Company Hours tab at the top.
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This is where you set your business hours.
To set your hours:
Check the box for each day you are open.
Uncheck days you are closed.
Enter opening and closing times.
Note:
These are your main business hours.
Each provider can still have their own schedule.
Branding Options
Click the Branding Options tab.
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This section lets you change how your system looks.
Enable Theme and Logo
Check Enable Theme and Logo.
Change Highlight Color
Click the color dropdown.
Choose a color.
Click Save Settings.
Upload Company Logo
Click Choose File.
Select your logo image.
Click Upload Image.
Click Save Settings.
Your logo will appear in the top-left corner of the system.
Refresh your browser to see changes.
General Options
Select General Options > General from the left menu.
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Inventory Cost Method
Choose how product costs update when receiving inventory.
You have three options:
Purchases do not affect cost
New inventory does not change item cost.Average cost
The system calculates a new average cost.Last entered cost
The most recent purchase cost becomes the item cost.
Choose the option that matches how you manage inventory.
Company Goals
You can set:
Pre-book rate
Retail-to-service (RTS) goal
Sales goals
You can also enable automatic refresh for the walk-in queue.
Client Settings
Select General Options > Client from the left menu.
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Search Fields
Choose how staff search for clients.
Primary search field:
Full Name (default)
Patient ID
Secondary search field:
Mobile phone
Home phone
Email
Card ID
Default Loyalty Program
If you use memberships or loyalty programs, select one here to assign it automatically to all clients.
If not, leave it blank.
Client Record Options
You can choose to:
Show pop-up notes at booking, check-in, and checkout
Automatically generate Patient ID
Require email, phone number, or date of birth
Track lead source
Disable automatic address lookup
Auto-format phone numbers
User-Defined Fields
Enter labels to create custom client fields.
Leave blank if not needed.
Employee Settings
Select General Options > Employee from the left menu.
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You can:
Set a default Welcome Screen
Change the label from Employee to Student
Enable auto-rotation in walk-in queue
Ignore schedules for walk-in rotation
Allow shared employee email addresses
Shared email is helpful if multiple staff use one general email.
Treatment Settings
Select General Options > Treatment from the left menu.
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Rename Laser Treatments
Edit the text to change how laser treatments appear in the Treatment Record.
Example: Change “Smart Cool” to “IPL.”
Laser Option One and Laser Option Two
These control dropdowns inside the Treatment Record.
To add values:
Enter a label.
Click Add.
Enter the value.
Click Save.
Keep values consistent across locations for clean reporting.
Additional Treatment Controls
You can:
Set a Default Treatment Tab
Set Max Equipment
Hide unused treatment elements (Measurements, Weight, Laser, Labs, Charting, Simple SOAP)
Make Med Notes Global across locations
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Tax Setup
Select Tax Setup from the left menu.
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You can:
Mark tax as included in price
Remove tax line from receipts
Enable compound tax
To add tax rates:
Check the box next to the tax.
Enter a name.
Enter the rate as a whole number (example: 7.000 for 7%).
You can choose how tax appears on receipts:
Single combined line
Separate lines for each tax rate
Add additional tax types using the plus (+) button.
If you need more help with the setup for tax rates, check out this article
Sales Register Options
Select Sales Register Options from the left menu.
This section controls how checkout works in PatientNow Essentials.
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Sales Register Options - Quote Options
Sales Register Options - Review Options
Sales Register Options - Pole Options
Credit Card Integration
Select Credit Card Integration from the left menu.
This section controls how credit card payments work in PatientNow Essentials.
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Schedule Options
We recommend to check the follow options:
✔ Use qualified services when booking appointments under Booking Options
✔ Allow booking in shop closed / employee off times (if you wish to allow) under Booking Options.
✔ ️Available times are based on employee work schedule (if unchecked, everyone is available during business hours) under Display Options.
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✔ ️ Stretch columns to fit schedule under Display Options.
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Online Booking
Select Online Booking.
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Configure your online scheduling portal.
You can:
Turn online booking on or off
Choose which services appear online
Adjust booking rules
Set this up before sharing your booking link with clients.
Appointment Reminder
Select Appt Reminder.
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Here you control automatic reminders.
You can:
Enable email reminders
Enable SMS reminders
Choose how far in advance reminders send
Customize reminder messages
This helps reduce no-shows.
Memberships
Select Memberships.
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Set up membership programs such as:
Monthly memberships
Discount programs
VIP plans
If you do not use memberships, no changes are needed.
Security Options
Select Security Options.
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You can:
Require login after 20 minutes of inactivity
Restrict system access by IP address
To add your practice IP:
Log in from your office location.
Connect to office Wi-Fi.
Click Add Current IP.
This prevents login from outside your network.
Support
Select Support for help resources and contact information.
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Integrations
Select Integrations to manage connected third-party services such as:
Payment processors
Labs
Marketing tools
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Digital Form Options
Location: Company Settings → Integrations
This section controls how digital forms are automatically sent to clients.
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You will see the following options:
Digital Forms Notice Email
This is the email address that receives notifications about digital forms.
For example, if a client completes a form, this email may receive a notice.
Make sure this email is monitored by your team.
Use Auto-Send Pre-Service Form Pack on Appointment Booking
This option sends forms automatically when an appointment is booked.
How to Enable
Check the box.
Select a Default Pre-Service Appointment Form Pack from the dropdown.
Enter how many days before the appointment the forms should send.
Example
Form Pack: (RxForm) Botox
Days Before Appointment: 0
If set to 0 → Forms send immediately when the appointment is booked.
If set to 3 → Forms send three days before the appointment.
When to Use This
Most practices use this for:
Consent forms
Pre-care instructions
New patient paperwork
Important:
This setting applies to all appointments unless service-level automation overrides it.
Use Auto-Send Post Service Performed Form Pack
This option sends forms automatically after a service is completed.
How to Enable
Check the box.
Select the Default Post-Service Performed Form Pack.
Enter how many days after service it should send.
Example
Form Pack: (RxForm) Botox
Days After Service: 0
If set to 0 → Forms send the same day the service is marked complete.
If set to 1 → Forms send one day later.
When to Use This
Common uses:
Post-care instructions
Follow-up surveys
Aftercare reminders
Auto-Send New Client Form Pack
This sends forms automatically when a new client is added to PatientNow Essentials.
How to Enable
Check the box.
Select the New Client Form Pack
Forms will send immediately after the client record is created.
When to Use This
Common uses:
Intake paperwork
HIPAA forms
General consent forms
How These Options Work Together
You can enable:
Only one option
Any combination
All three
If a checkbox is not selected, that automation rule will not run.
Always click Save Settings in the top-right corner after making changes.
If you leave the page without saving, your changes will not apply.
Important Automation Notes
These are global rules and apply to all appointments and clients.
Service-level automation can add additional form packs.
If a form includes signature fields, the client must sign each time it is sent.
Forms containing clinical EMR fields (like Shots or SOAP) cannot be sent to clients.
Expected Outcome
Your system reflects your business information.
Scheduling and charting behave correctly.
Taxes are calculated properly.
Security settings protect your system.
Branding appears across the platform.
Troubleshooting
Issue
|
Likely Cause
|
Fix
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Changes not appearing
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Page not refreshed
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Refresh browser after saving
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Taxes not calculating correctly
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Incorrect rate format
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Enter rate as whole number (7.000)
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Staff cannot log in remotely
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IP restriction enabled
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Review allowed IP addresses
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Branding not visible
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Logo not saved
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Click Save Settings
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