@kevin
which document management system do you use?
I’ve done this as well for some clients’ more complex and lengthy Health Spending Account claims. Very effective. Not sure I’d bother for Meds as most (fortunately for me!) aren’t that long, even though I have some quite elderly clients.
(Works really well on bank account dumps though!! 
)
Medical… I rarely type details in.. summarize per family member
For large potential audit medical claims, I return all medical in an envelope to client and advise if a review.. bring me back this envelope.
If it is only Summary from Pharmacy and Nursing Home ( I will take the time to scan the couple of pages).
Depending on client, some I surcharge ahead for the impending review, others I charge when i submit the review.
One person office.. more time working = no sleep
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@rachelavryl
I am looking for a client portal/ client document management system.
Which version or versions of ClientTrack do you use and why?
ClientTrack Portal only?
ClientTrack task, time, and billing?
ClientTrack Workflow?
I have used CT for about 4 years now and it is ok. The software functionality hasn’t been updated in years and is a bit archaic in appearance and work-flow and flexibility of function. It functions like something from Windows 98 ear. I have shared this feedback with their development team. They keep saying they are working on a newer product, but nothing has come out. I am exploring other options out there.
I use two portions of their product:
Once they introduced Client Track portal.. I jumped on board.. very very happy with the simplicity and cost
It is to send secure documents and obtain secure signatures with digital date/time stamp
Clients can send me documents securely,
Client track has a link you can put in your signature line.
The client clicks link, enters their email address and they can drag/drop or attach files.
I get a notification that email address.. uploaded these specific files.. by file name.
Clients love it and there is no learning curve to teach a client How to use the system
Client Track Task & time billing
It keeps track of info on each Personal Client info . u can link relations.. as in MIL is XXX.
You can set workflow the way you like.
I check off each step as it happens and can very very quickly see where I am.
Separate reports for Files Missing info, completed, to come in, are waiting to be worked on, WIP
Love the check off section as I can see who was contacted but didn’t pick up. Or was going to Etransfer when they got home and forgot.
Below is snapshot of my checkoff when File is Completed… You can fully customize this and all check off lists.
Then for Biz clients.. you can easily keep track of BN, Worksafe #, Software Version #, deadlines to complete..
Can setup workflow for payroll, HST, Reviews, T1 or T2 completion of the Biz… and track… etc
Easily customize the reports to provide you with info you are looking for.
You can search every field, and it is quite fast.
Again… very simple… they helped in the transition to bring my data from Taxcycle to get me started.
Their support is fabulous.
I try to track my time.. but you know it is a loosing battle.. not the fault of the software.
Works for my one-person practice..
FYI.. 400 tax returns to April 30… about another 50-75 to come in
over 25 monthly or quarterly business clients, File 20-25 T2s annually.
I also housecleaned a couple years ago and decided life was too short to deal with some clients.
End June(when school out)thru mid October=== work less than parttime… my choice
// Exception is the July31 deadline for HST
Hope this helps,
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That’s impressive for a one person office! Thanks for sharing.
We often run tapes of medical expenses and enter the total on the form. I don’t think it necessary to have all the details on the medical form. But, that is after sifting through and organizing all their papers.
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One thing I found that really helps, I have my clients request annual account statements from their regular health service providers. Most pharmacies, therapists etc are very accommodating on this request, especially if there are ongoing treatments. I have found this helps my clients as they get a summarized list of their treatments, prescriptions etc and it really helps me by reducing work on my end. No more need for spreadsheets.
Just my $0.02 
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if can add, would love the ability to include other fields in the file name when printing such as CurrentClient.ExpressNOA[0].Identification.DateIssued.
When printing a clients NoA to Taxfolder or generating a PDF we can include the date at end but can only automatically have it use the current date versus date issued from the field.
Example: 2024 NoA - First Name Last Name (YYYY.MM.DD).pdf
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The T7DR payment voucher is very handy, especially some senior clients don’t use online banking, they like it when they can take it to the bank and pay. This year though, there were few that I did, the T7DR amount is different from CRA assessment, but they are all within $2, so no further tax payment required, but clients called when they received the NOA and noted the differences. I checked and seems to be the rounding, I always enter the full amount with decimals, and let the program adjust it for rounding. Maybe I should do the rounding first in the future to avoid that problem?