The 'Client Details' screen allows the user in the first instance to create a new record, delete and existing record, search for an existing client. Once a client is selected, details can be printed off, medical history can be accessed quickly and finally updates and changes can be saved or reverted back. Each client is assigned a 5 digit number which can be defined within the PPS options menu.
There are optional fields to use for the client registered dates, references (REF), standard practitioner and status (for reporting purposes - Active, Inactive, Archived and Deceased). Optionally, if the PPS system uses locations, then a default location can be assigned to each client within PPS.
Client Name and Address
The client name, sex, DOB, address, phone number and e-mail fields are available to enter, or update from this screen. The address is divided into 3 initial address lines followed by Town, County Postcode and Country. The PPS user does not have to enter all (or any) of these address lines if they do not wish to. The Town, County, Postcode and Country entries are kept separate to the rest of the address to enable the user to search on these entries and use them as report breakdown options if required.
Tip: When entering a new client address, you can enter the post code into the first line of the address – this will search on your current client database for similar postcodes and populate as much of the address for you as possible (this feature applies to UK postcodes only). This search is only carried out on your existing client records and not on a national postcode database – so the more clients you have entered, the better the return of address details.Inserting Client Images
Clicking on the blank area that says 'Click to Select Picture' which will open a windows search box - simply find and select the image and this will assign the picture to the client screen.
Prime Contact Details
You can select alternative prime contact details for a client if required. This includes either using a selected “salutation” for the client (this is how you address the client in a letter: Dear Mr Jones, or Dear Tom) or selecting an alternative address to send letters and invoices to. This can be useful when dealing with clients that are minors (or elderly/infirm), and you write to their parent/guardian/carer. When you click on the “other” prime contact option on the main client details screen, then an alternative address screen is displayed to allow you to enter the correct name/address for correspondence.
There are several “Status” settings you can select for each client. These can be selected from the Main Client Details screen – near the top of the screen. The status settings are: Active, Inactive, Deceased, and Archive. You can use these status settings as part of the criteria selection for your reports, for example to include “Active” clients only. In addition, when preparing mail-merges (mail shots) to clients, you can select to exclude clients marked as deceased from the list of clients to send a letter/e-mail to.
Tip: Clients marked as Deceased also appear in a lighter shade on the client search screen when listing the client records that match your search.
The Client “Profile” details is a section on the Main Client Details screen which includes the client’s source of introduction, occupation, and a further variety of entries that you can customise to your own requirements. To set up the remaining client profile fields select from the PPS Menu: Tools – Options. Then select the “Custom Client Fields” tab. The Profile information can be most useful for reporting purposes, as any of the profile entries are available for use as Breakdown or Criteria options on your reports. You can select (per client) to include any of the profile entries in the Client Log summary display. You can also specify whilst setting up the Custom Client Fields (Tools > Options > General System Options) which entries are “ticked” by default when adding a new client record.
You can associate a variety of third-party contacts with each client. These contacts are stored in a separate list and are grouped into contact types such as Doctors, Insurance Companies, etc. The purpose of associating third-party contacts is that they can be used to send letters/e-mails to on behalf of the client, and also used for billing purposes. If you are sending a letter, the letter can include name/address merge fields for a third party contact type such as Doctors name/address. This means that when you send the letter, the doctor associated with the selected client will be the recipient of the letter. If the client does not have a doctor associated with them, then you can select one as you are sending the letter, and select to “always associate this doctor with this client” for future letters, etc.
Each client can have an unlimited number of different types of third party contacts associated with them. When using a Third-Party contact for billing purposes, the third-party is selected at the point of creating the “Charge” record.
The Main Client Details screen includes a “Notes” section at the bottom of the screen (you may need to scroll down the screen to see this, or click on the Notes tab at the top of the screen to shortcut down to the bottom of the screen). These are general notes that can be used for any purpose.
'Default Notes Entry' will appear on the clients details screen and clients log. 'Critical Information' will make a pop up box appear with the details written, whenever the client is selected for any reason in the future. 'Accounts Note' will create a note that appears on accounts type screens only for that client. The general notes section is for general use. Ticking the box entitled 'Notes' will cause this to appear on the client log also.
Preferences - Contacting Clients
The settings here decide how your clients are contacted for anything from an automatic booking confirmation via email to a mail shot via SMS text. Ticking the boxes enable that client to receive information from you in the relevant way. Ticking exclude from mail shots will disable the bottom row selection.
The settings here can also be 'Locked' so that if you decide to auto update all of the clients on the system with a new set of contact methods, this particular client is not updated. Mass updating can be done via the options menu.
The default appointment type can be selected so that the next time a client books in an appointment, the system will automatically select this appointment type.
Waiting Room Preferences
If your practice runs with a Jayex Display board, you can assign in the options here whether to display an alternative name on the board, and any extra notes alongside the client's name. Configuring the Jayex board is done via the PPS options menu.
Printing the Client Details Page
You can print a single page record of your client details. This includes all the details that you have entered on the main client details screen, plus includes entries you have made to the medical history screen. This print can be used to periodically give to the client whilst they are waiting for their appointment in order for them to confirm or change their details on your records. To print client details, use the Main Client Details screen, select the required client and use the Print Button on the Toolbar. You can then Preview, Print or Export the details to a file such as Excel.