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OrthoTrac: Configuring Email Add-in for Patient Tracking

OrthoTrac: Configuring Email Add-in for Patient Tracking


Setting up Orthotrac to track emails sent in patient tracking.


Install the Outlook Tracking add-in from the appropriate folder.

NOTE:  64-bit versions of Outlook are NOT SUPPORTED.  Outlook must be 32-bit or the add-in will not work.  Additionally, Microsoft Office 365 is not supported, only Outlook 2003, 2007, 2010 and 2013. 

On any workstation that sends the emails browse to U:\OMS-SPEC\Outlook Tracking Add-in\   and run the Setup.exe in the folder for the appropriate version of Outlook.  Once it has been setup use the Send to Pt. Tracking option to save the email to Patient Tracking.  For more information on sending an email see the below section Sending an Email.

NOTE:  Emails sent from CS Orthodontic Imaging DO NOT save to Patient Tracking.  The Outlook add-in option is NOT available and cannot be made available if the user sends the email directly from CSOI menus.  Only emails generated from an OrthoTrac function can be saved to Patient Tracking.

Installing the Add-In
1.   Click Start, Run on the workstation to be configured.
2.   Browse to the folder U:\OMS-Spec\Outlook Tracking Add-in\
3.   Double-click the folder for the version of Outlook that is being used (2003 / 2007, or 2010.  For Outlook 2013, use the 2010 folder).
4.   If the Outlook version is 2003 or 2007, first double-click the "pre-install fix.reg"  file to merge this information into the registry.  If the Outlook version is 2010, skip to the next step.
5.   Double-click the Setup.exe  file.
6.   Click Install when the OrthoTrac Patient Tracking Add-In Setup window is displayed.

7.  Click Next when the OrthoTrac Patient Tracking Add-In Setup Wizard window is displayed.

8.   When the Select Installation Folder is displayed, select the "Everyone" radio button and then click Next.

9.   Click Next in the Confirm Installation window.

10.   Click Close when the Installation Complete window is displayed.
11.   Open a patient's chart to the Patient Tracking window.
12.   Click the Options button (version 12:  Display Options)
13.   Put a check in Scanned Documents.
14.   Click OK.

15.   Click the Save Changes link.

Sending an Email
1.  From the patient's information screen, click on the link to their email address.  This will also work from the responsible party information screen or even a doctor's information screen.
2.  Compose the email.
3.  Click Add-Ins.
NOTE:  If the Add-Ins tab is missing, you are using Outlook 2010, and it shows "Safe Mode"  on the title bar at the top, please see the following website.  The problem is caused by an issue with a Microsoft Windows update that was rolled out in early December 2015.
4.  Click Send to Pt. Tracking.
5.  Click Send to send the email.

Once the email is sent, a new entry will be created in Patient Tracking showing the sent email.

[[Article ID: 16675C84]]


Is this the same for OT cloud???   Because Outlook is housed on OT cloud, not our local CPU...

Good day Dr. Palaganas (drdougortho‌),

No, for Cloud clients Support must install the patient tracking add-in, which is generally done at the time when Outlook Cloud is set up on your workstations.  I don't recall ever having received a request from your practice to have Outlook Cloud setup, so I did some digging in your call history and found out that it was originally set up by your trainers back in 2014 when your practice originally went live on Cloud.  At the time the training department may not have been aware that they needed to install the add-in separately, since Cloud was new to them back then. In any case, I have installed it now on your application server and it will be active going forward.


Phil Carter / Orthotrac Escalation

I have 2 separate accounts for orthotrac cloud... which did you install it on?  and can you please do the same on both??  Thanks

Good day Dr. Palaganas (drdougortho‌),

The Palaganas practice and the Great Neck Orthodontics practice share the same application server.  The add-in is now active for all users on that server.


Phil Carter / Orthotrac Escalation

So you're saying when we email through orthotrac with outlook... tracking will show that email or record of the email?  I'm still not seeing that anywhere...

So i just got this message when opening OT cloud tonight: "Outlook expereinced a serious problem with the orthotrac patient tracking add-in 2.0 add in.  If you have seen this message multiple times, you should disable this add-in and check to see if an update is available .  Do you wish to disable this add in?  

Can you look into this as you were the one who set this up for me and i don't believe its working properly yet?  Thanks

Good day Dr. Palaganas (drdougortho‌),

Sorry about the delay in response on this; I've been out of the office for the past several days.

Emails created manually, that is, from outside of Orthotrac will only appear in patient tracking if you select the Add-Ins tab from the email and then select "Send to Patient Tracking".  You will be prompted to choose the patient for whom the email should be sent to tracking.

Letters sent by email will automatically appear in patient tracking without any user intervention needed.

Emails created by clicking the patient's email address in their Orthotrac chart will automatically prompt for you to choose the patient  (clicking the Add-Ins tab and "Send to Patient Tracking" is not necessary).

Please note that sent emails and letters will only display in Pat Tracking if you have "Scanned Documents" enabled in patient tracking display options.  Open any patient's tracking screen, click Display Options and place a checkmark in the "Scanned Documents" box.

I have retested this option for both your Palaganas and Great Neck datasets, sending emails from outside Orthotrac, from within Orthotrac, and sending letters by email.  The process is working properly for both. Please see the patient tracking screen of test patient Jane Doe in both the Palaganas and Great Neck datasets for confirmation.   If you are having trouble with this process, please contact Support via phone or email at  with details of what user ID is being used on the problem PC and which dataset is being used, so we can better assist you.


Phil Carter / Orthotrac Escalation 

Good day Dr. Palaganas (drdougortho‌),

We have not seen this error message previously.  I have tested multiple times today using the test accounts for both your datasets and did not see this error at any point.  If you see the message again, please contact Support directly by phone or email at  with the following information:

1.  Which Cloud user ID is experiencing the problem

2.  Which dataset you are accessing

3.  The steps to reproduce the issue

and we will be glad to look into the issue further. 


Phil Carter / Orthotrac Escalation

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Last update:
‎04-14-2016 03:30 PM
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