Patient Lead Information |
  
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The PATIENT LEAD INFORMATION screen allows users to enter and maintain patient leads. Leads are considered to not be potential patients. They therefore do not have access to all the same functions that Patient files do. When a Lead becomes a Patient, a Lead can be converted to a patient file.
If you are in Australia, click Patient Lead Information Australia.
If you are in any other country, see below.
To find an existing lead record, type the first few letters of the leads last name and press Enter. Alternatively, type the last name, first name (with the comma in between) or use the search icon using specific search filters.
ADD new leads by clicking ADD first. The system will automatically assign the next patient lead number.
To VIEW or CHANGE an existing lead, click CHANGE. Click 
to search for an existing lead. The SEARCH FOR PATIENT LEAD screen will display, allowing the user to search via various search criteria. By default, the search will only apply to active leads, unless the flag for active only leads is removed.
Enter the search criteria and press SEARCH for a list of results from which the lead can be selected.
In KEYWORD SEARCH field, click on the
button to search by various key words and other search options.
Enter the search criteria and press SEARCH to see a list of results from which the lead can be selected.
If you try to view a lead file that is currently open elsewhere, the system will warn you that the lead's file is in use, and will allow a "DISPLAY ONLY" version of the lead record that cannot be edited.
Note: Your software may or may not have ALL the following fields, based on your country of operation. Also based on your individual Company preferences, you may have some of the below fields flagged as mandatory. Fields flagged as mandatory will not allow a user to continue to the next field until a value has been selected or entered.
The screen prompts are:
PATIENT LEAD NUMBER - When searching for an existing lead file, enter the specific patient lead number directly in this field or click the button to search for a lead file. Alternatively, you can also type the first part of the lead's last name. If adding a new lead, the PATIENT LEAD NUMBER will auto populate based on the next available Patient Lead Information unique number available. When searching for a lead or when adding a new lead, once the number field is populated, press ENTER to see/access the rest of the PATIENT LEAD INFORMATION screen.
TITLE - Enter the lead's title (IE: MR/MRS/MS/MISS.)
FIRST NAME - Enter the lead's full first name.
LAST NAME - Enter the lead's full last name.
SHORT NAME - Enter any applicable short names for the lead such as “Bill” or “Bob”.
ADDRESS - Enter the lead's full address. Use line 1 first, then lines 2 and 3 if required.
CITY - Enter the lead's city.
PROV/STATE - Enter the lead's province or state.
POSTAL/ZIP - Enter the lead's postal or zip code.
If you edit a lead's address, you will be prompted to archive the old address information.
DATE OF BIRTH - Enter the lead's complete date of birth. Type the date of birth numerically or use the calendar icon to select the birth date.
AGE - This field will calculate and display the age of the lead's. If a child's age is under 5 years, it will display the year and the months. The current date is used to calculate the child's age. For example, if the child turns 1 year old in the current month (in a few days from the current date), the age calculation will read 11 months until the actual birth day.)
HEALTH CARD NUMBER/ SOCIAL SECURITY NUMBER - Depending on your country, you may have an opportunity to enter a Health Card or Social Security Number. A search tool is available for lead files that use the Health Card Number.
PRIMARY FUNDING NUMBER - Enter the lead's primary third party funding number. Click the button to enter an expiry date for this primary funding number. If the words PRIMARY FUNDING NUMBER are red, then the current funding plan expiry date has passed.
PRIMARY FUNDING SOURCE - From the drop-down list, select this lead's primary funding source.
SECONDARY FUNDING NUMBER - Enter the lead's secondary third party funding number. If the words SECONDARY FUNDING NUMBER are red, then the current funding plan expiry date has passed.
SECONDARY FUNDING SOURCE - Enter the lead's secondary funding source from the drop-down list.
SPECIALIST NAME - You can specify this lead's specialist from the drop-down list.
SPECIALIST PHONE - If a telephone number has been entered for the selected Specialist in SPECIALISTS, then that number will show here.
PHYSICIAN NUMBER - You can indicate who the lead's referring physician was from the drop-down list, or by adding the physician into your database in Physicians and then selecting that Doctor here. If searching for a physician, you can search by first, last or full name or by practice name if applicable.
PHYSICIAN PHONE - The previously selected physician will show the phone number here.
CAMPAIGN - Select a Campaign if applicable from the drop-down list.
NOTES - This is a free form field and is used for comments about the lead. The comments entered on in this note are displayed at the bottom of the screen on the appointment screen.
LOCATION - You can assign a location or branch to this lead. From the drop-down list, select the location being assigned to the lead. If your user ID has not been set up for multi-location, this field will be disabled and you will only be able to assign this lead to your own location.
HEARING LOSS - Select the lead's degree of hearing loss from the drop-down list for both LEFT and RIGHT.
FITTING TYPE - Select the lead's fitting type from the drop-down list.
BATTERY SIZE LEFT - Select the lead's left battery size from the drop-down list.
BATTERY SIZE RIGHT - Select the lead's right battery size from the drop-down list.
HOME NUMBER - Enter the lead's home telephone number. If this is the primary contact number, click the button.
WORK NUMBER - Enter the lead's work telephone number. If this is the primary contact number, click the button.
MOBILE NUMBER - Enter the lead's work extension. If this is the primary contact number, click the button.
EMAIL ADDRESS - Enter the lead's email address. When the 'no email' option is chosen, the email field will be populated with the text "(No Email Provided)" to indicate this.
FAX NUMBER - Enter the lead's area code and fax number.
MARKETING METHOD - Indicate which of the following marketing methods below apply to how this patient wishes to be marketed to. Users can indicate more then one marketing method. Note, if left blank the "UNKNOWN" option will be assumed upon saving. If defaults are enabled when creating a new patient or patient lead, then when the user creates a new patient/lead, the marketing method values will be automatically set to the default values.
NO MARKING = patient is not to receive marketing material.
UNKNOWN = patient has not indicated how they wish to receive marketing material.
SMS = Patient is to receive marketing material via SMS (Text)
EMAIL = Patient is to receive marketing material via EMAIL.
MAIL = Patient is to receive marketing material via MAIL.
PHONE = Patient is to receive marketing material via PHONE.
NOTIFICATIONS - Lead Notifications can be configured in CONFIGURE SYSTEM SETTINGS > PATIENT > PATIENT NOTIFICATIONS and are meant to automatically notify a lead of details prior to an appointment or after an appointment via SMS (text message), EMAIL or IVR (Interactive Voice Recordings.) If PATIENT NOTIFICATIONS are set up and this lead is to receive Patient Notifications (either SMS, EMAIL or IVR messages) then the appropriate check box needs to be checked. When adding a new lead, this flag will be checked and the notification method set to SYSTEM DEFAULT. Click the COG symbol to indicate if this lead's to receive Patient Notifications via the clinic system default, Email, SMS, IVR or all. If no method of notification is selected for a lead, the lead will not receive any automatic notifications, which is essentially how to have a lead completely OPT OUT of notifications. Pending and Sent notifications can be viewed by clicking on APPOINTMENT HISTORY, drilling down to the APPOINTMENT DETAILS and clicking on the NOTIFICATIONS icon. The APPOINTMENT DETAILS screen has this same NOTIFICATION icon when launched within the APPOINTMENT SCHEDULER as well.
NEXT APPOINTMENT - The next scheduled appointment date and time will appear for information purposes only. Click the button to view the lead's entire appointment history. The view of this presentation screen defaults to the latest appointments or most recent appointment at the top of the list. The button will display the APPOINTMENT DETAILS as they appeared on the original appointment.
LEAD TYPE - From the drop-down menu, select a Lead Type if applicable. (Lead Types are managed within Lead Types.
RECALLS - Click the 
button to book a recall note for the lead. This will put this lead on recall inquiry. To add a recall, click ADD. Recalls added to this window will appear on the RECALL INQUIRY, not on the actual Appointment Scheduler. The RECALL INQUIRY is designed to be a "To Do List" of sorts that reminds users to recall leads at specific dates or selected reasons. Select the date of the recall. The "Time" refers to the option of calling them at a specific time of day, not the time of the appointment. Select the recall reason from the drop-down list.
Once the RECALL INQUIRY has been run and booking the recall has been completed, check the COMPLETED box to remove this task from the RECALL INQUIRY. Recalls can be edited as needed using CHANGE or deleted using DELETE.
INSURANCE INFORMATION - Click the button to enter private insurance information for the patient.
FUNDING SOURCE - Select the funding source (insurance company) associated to patient.
POLICY HOLDER NAME - Enter the policy holder's name.
POLICY HOLDER DOB - Enter the policy holder's date of birth.
GROUP/POLICY NUMBER - Enter the group or policy number.
CERTIFICATE/ ID NUMBER - Enter the certificate or id number.
SUB/DIV - Enter the sub department or division.
MAXIMUM - Enter the maximum coverage allowed here.
FREQUENCY - Enter the frequency of coverage regarding the maximum coverage allowed.
EMPLOYERS NAME - Enter the employer's name.
INSURANCE CONTACT - Enter the contact at the insurance company.
INSURANCE PHONE - Enter the phone number for the insurance company.
PATIENT LEAD ACCESS LOG - If the parameter is turned on within CONFIGURE SYSTEM SETTINGS > SYSTEM > COMPANY PARAMETERS to log patient lead access, then system will automatically log when patient lead information has been accessed or viewed (regardless of whether or not it was edited.) Patient Lead Access Log's can be reviewed within a date range and exported to Excel if required.
CONTACT INFORMATION - Click the button to enter alternate contact information for the lead. (This field can be used to indicate a guardian for a child or elderly lead). When you have indicated that a lead has a "PREFERRED CONTACT" the additional contact details will appear on appointments.
ADDITIONAL INFORMATION - Click the button to enter additional information for the lead.
To edit the available user defined fields which may need to be tracked, go to CLINIC INFORMATION > CLINIC PARAMETERS > CODE DESCRIPTIONS. Then go to PATIENT > PATIENT SETUP > MAINTAIN USER DEFINED CODES to enter which choices will be available in each drop-down list for each User Defined Code description.
STATUS - will auto populate to ACTIVE and can be edited here to any status. New patients added are automatically assumed as "ACTIVE". Users can change the patient status as required to "DECEASED", "INACTIVE" or "TRANSFERRED". By changing the status to something other than "ACTIVE", the patient will not show in patient search results unless the user specifically indicates to include ALL status.
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Status Audit View - Click the
button to see an audit log of changes to the patient status.
ALTERNATE CLIENT NUMBER - If a patient file was originally imported from another software program, the patient's previous patient number in that other software will appear here.
REFERRAL SOURCE - is either non-medical (e.g., a friend, family member, website) or medical (e.g., a physician). A relevant referral source can be selected from a predefined list on the REFERRAL SOURCE dialog that is accessed by clicking the button in the corresponding field on the ADDITIONAL INFORMATION screen. To add or edit REFERRAL SOURCES, click Referral Sources.
USER DEFINED CODE 1- 6 - Within Company Parameters, clinics can edit these 6 code descriptions as needed. Then within User Defined Codes, clinics can further indicate what is available in each codes drop-down list for users to select within a patient file.
CALL STATUS - is used for call tracking. Select OPEN if the lead needs to be contacted again or the desired call outcome has not been reached. Otherwise, opt for CLOSED.
CALLBACK DATE - choose the date for the next callback.
USE PATIENT TAXES - check this field to indicate that any of the previously configured taxes that this clinic collects is except for this patient.
VAT NUMBER (only shows if a clinic is in Italy) - This field can be used to enter a customer's VAT number that will be printed on all sales documents.
ANONYMIZE - If your clinic has been configured to use the anonymize patient lead feature then this option will show. Users can select YES to anonymize a patient lead immediately or REQUESTED to indicate the patient has requested anonymizing of their information in the clinic database. Clicking NO will undo either of these previously selected options. It is important to note that once a patient has been anonimized, it cannot be undone. Patient leads who have the status for Anonymize as "Requested" will no long show up as an ACTIVE patient lead status when searching or running reports. (* Note that permissions for a user to be allowed to anonymize a patient lead record is assigned within CONFIGURE SYSTEM SETTINGS > SYSTEM > SECURITY ROLES > PERMISSIONS.)
Click SAVE to store your changes to this lead record so far.
Once a lead record has been saved, the icons at the top will be accessible and allow more specific information entry.
The icons are:
Exit - Click this icon to exit/close this window.
Save and Exit - Click this icon to save the record and to exit/close this window.
Save - Click this icon to save your record.
Cancel - Click this icon to abort any changes to the record and return to the primary record selection field.
Add - Add a new record.
Change - Change an existing record.
Delete - Allows this lead record to be deleted entirely. For a user to have access to this function, they must have deleting privileges assigned to in their user set up. Deletion of a lead file is only allowable when there are no appointments or recalls associated to the lead file.
ATTACHMENTS
Attachments can now be saved and linked to a patient's file. To set up this feature, the user must specify within the SYSTEM menu (under CLINIC INFORMATION) where to save the attachments.
If the icon appears with a little star on the icon, it means that an attachment has been stored on this patient record.
From the list of available attachments, an attachment can be deleted by highlighting it and clicking DELETE button .
New attachments can be added to this patient file by clicking ADD.
A BROWSE window will open prompting the user to search for and open the file they wish to attach. Once the file is selected, the screen prompts are:
FILE NAME - This will populate the stored name of the selected file to be attached.
DESCRIPTION - Users have the opportunity to assign a description to the file. (The original file name will default.)
CATEGORY - If your clinic has set up ATTACHMENT CATEGORIES within Patient Attachment Categories then you can select to which attachment category this attachment belongs. If no attachment category is selected, the default of "UNASSIGNED" will apply.
SENSITIVE DATA - If this attachment contains "sensitive information" and you have set up users within Security Roles to have permission to "ACCESS SENSITIVE DATA" then checking this field will only allow those users with permissions to access sensitive data the ability to view or edit this attachment.
Press CONTINUE to save the attachment to the patient file.
To search for any existing attachments saved to a patient file, click SEARCH. Search by the description or the file type within a date range.
To open an existing attachment, highlight the attachment and click SELECT.
To exit this screen, click EXIT.
VISIT NOTES
Within the Visit Notes menu, users can add new visit notes and review or print existing ones. Editing a previously created visit note is determined within Security Settings with a company wide parameter. It indicates how many days after a visit note is created that edits can be made. Also, at the Application Users level, a user can be given permission to any visit note, regardless of the date it was created.
A list of existing notes will appear in the NOTES window. The visit notes present the newest on top.
To PRINT multiple notes within a date range, click the printer icon in the top left icon bar and select a date range within which you wish to print the notes. The VIEW ALL tab allows a view of all notes in one search-able window for users who wish to view all notes for this patient.
When ADD is clicked, a MAINTAIN NOTE window appears.
The screen prompts are:
DATE - The date will auto populate based on the system date and can be edited.
DESCRIPTION - Enter a description as it will appear in the NOTE selection list.
CREATED BY - This field will auto populate, based on the User id that logged in.
CATEGORY - If your clinic has set up NOTE CATEGORIES within Patient Note Categories then you can select from the drop down list, which note category this note belongs to. If no note category is selected, the default of "UNASSIGNED" will apply.
SENSITIVE DATA - If this note contains "sensitive information" and you have set up users within Security Roles to have permission to "ACCESS SENSITIVE DATA" then checking this field will only allow those users with permissions to access sensitive data the ability to view or edit this note.
The text area is completely free-form.
Press CONTINUE to save the note to the patient file.
When you click TEMPLATE, a list of templates will appear. To add new templates, go to the PATIENT SETUP OPTIONS menu and MAINTAIN VISIT NOTE TEMPLATES.
To select a TEMPLATE, highlight the template and press SELECT.
When the TEMPLATE has been selected, the template notes will appear and can be edited or adjusted as needed. A printer icon is located in the upper left of the window and can be pressed to print the note.
Enter your note as needed. The DELETE and CANCEL buttons will allow you to exit without saving any changes. When finished, press CONTINUE to save and exit.
***REMEMBER TO PRESS CONTINUE ON YOUR PATIENT RECORD TO SAVE THE CHANGES MADE TO THE NOTES. PRESSING CONTINUE ON THE NOTE WILL NOT AUTOMATICALLY SAVE CHANGES TO THE PATIENT RECORD. YOU MUST ALSO SAVE THE PATIENT FILE TO STORE THE CHANGES. ANY TIME A NOTE OR A TEMPLATE IS DELETED, IT IS RECORDED IN THE DELETE LOG WITHIN THE UTILITIES MENU. ***
CALL LOG
The CALL LOG is designed for clinics to track calls on a patient file. Most often this CALL LOG feature is used to track marketing calls to customers.
To use the CALL LOG feature, first Call Actions and Call Sources must first be configured within CONFIGURE SYSTEM SETTINGS > PATIENT > CALL ACTIONS and CALL SOURCES. Once the call configuration options have been set up, tracking call logs on a patient file can be completed here.
To log a call, click the LOG CALL icon. Next you are presented with the PATIENT CALL LOG screen. The gray fields populate based on the PATIENT INFORMATION screen, and the white fields are available to record information/data within.
The DATE and TIME will populate, however these fields can be edited.
Select the call SOURCE from the drop down list.
Select the call ACTION from the drop down list.
Select the call source OUTCOME from the drop down list.
Select the Campaign associated with the call. The 
icon allows users to see the details about the campaign.
The NOTE field is free form and able to record any notes necessary regarding this call.
Press CONTINUE to save your CALL LOG and return to the previous screen. Press CANCEL to cancel your changes and return to the previous screen.
Convert - Click this button to convert this Lead into a Patient. The next available patient number will be auto assigned and the details from the lead will now be available on the patient file. Note that if your clinic has the Noah Integration configured, once a PATIENT LEAD is converted to PATIENT, the newly created PATIENT details will be passed into Noah.