Knowledgebase

 
 

Version 7, 2019

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About the Client Record


This section covers in general the fields available for the capture of a clients demographic information. Not all of the fields will be available in all of the module layouts and their location may differ depending on the module installed.
 
The only fields that are required to be entered for a Client are First Name and Last Name. All other fields are optional. However, if an address is going to be entered for example then there are fields that are required to be entered to make that entry valid. These fields are denoted with an * e.g. Phone Type.
About the Client Record
 
1

Other Client Information tabs

  • The Referrals Tab displays information on a clients referrals.
  • The History tab includes details on the Clients history. The actual fields and information contained in this section will depend on the module of Bp Allied installed.
  • The Consultations tab includes details on a Clients individual appointments. The actual fields and information contained in this section will depend on the module of Bp Allied installed.
  • The Documents/Phone Calls tab accesses any documents or emails saved against the client record. It can also be used to record details of a phone conversation.
  • The Tasks shows the list of Client related tasks
  • The Charts tab is only available in some modules and is used to display numeric information collected on a Client, for example: Weight.
  • The Bodychart tab is only available in some modules and allows a body or foot image to be annoted
2

Client Name

2. Client Name
The Client ID is automatically assigned when a new Client is created.
  • This can also be edited for Clients with ID's in an incorrect or "old" format
  • The format of this ID can customised in System > Options > Client Details. .
  • ID's can be allocated if they are blank using the Allocate ID's option in System > Options > Client Details
A Client can be given a Title if required. The list of Titles available in the drop down list can be edited or added to via System > Data Maintenance > Titles
A Client's First Name amd Last Name are the only required client demographic details. Capture of all other details are dependent on individual business process.
A Preferred Name can also be added. This name could then be used in letters created from within Bp Allied. Note that if this is going to be used then it would need to be entered for all Clients so that the letters using the field will merge correctly for all clients.
Click in a field and type to edit.
3

Date of Birth

3. Date of Birth
Displays the Date of Birth of the client. 
Click in the field
OR
Click on the drop down and select a date to edit.
4

Gender

4. Gender
Select the Gender of the client.
 
There are now four gender options available that conform with Medicare requirements. The two additional options are:
  • 3 - Indeterminate
  • 9 - Unknown or inadequately described
5

Ethnicity

5. Ethnicity
Select the Ethnicity of the client.  This field will also show in Reports and can be edited under System > Data Maintenance > Ethnicity.
6

Marital Status

6. Marital Status
Select the Marital Status of the client.
7

Phone

7. Phone
 
Use the Arrow keys to scroll between phone records
 
Click on the + to add a new Phone Number
Select the Phone Type
  • This is particularily important if using SMS reminders. SMS's are only sent to Mobile Phone numbers. If there are two Mobile Numbers then the SMS is sent to the Primary Mobile phone number.
  • Fields with an * indicate mandatory fields when a phone number is entered
Enter the Phone Number
Tick the Primary Phone tick box if it is their main contact number. This number will then display in the Appointment book if the option is enabled in System > Options > Appointment Book
Click the tick to end the Edit (or to cancel)
Click Save
8

Email

8. Email
Click on the Email tab to view the clients email addresses
Use the Arrow keys to scroll between email records
 
Click on the + to add a new Email Address
Enter the Email Address
  • Tick the Primary Email tick box if it is their main email contact. This address will then be used to when sending email reminders and if using Mailchimp be the email address that is exported.
Click the tick to end the Edit (or to cancel)
Click Save
9

Address

9. Address
Click on the Address tab to view the clients addresses
Use the Arrow keys to scroll between address records
 
Click on the + to add a new Address
Select the Address Type
Enter Address Line 1 (Mandatory)
Enter Address Line 2, if required
Enter Suburb/Postcode (Mandatory)
Tick the Primary Phone tick box if it is their main contact number. This number will then display in the Appointment book if the option is enabled in System > Options > Appointment Book
Click the tick to end the Edit (or to cancel)
Click Save
10

Client Photo

10. Client Photo
An image of the client can be saved here.
Click the Image button
Select the Image Source
Click OK
11

Practitioner

11. Practitioner
  • Displays the Access that each User/Practitioner has for this Client.
 
For details on editing this please review the sections on Client Access Permissions and Manually editing permissions for a Client
12

Inactive

12. Inactive
A tickbox that can be used to indicate whether a client is no longer an active client
 
If this is ticked then the Client can not be added to an appointment. The screen will display with a red X and all fields except for Cancel will be disabled.
 
Tip: If this option is ticked and the Option "Include Inactive Clients in Client List" is unticked then Inactive clients do not appear in the client list or the Find Client search
To display Inactive clients tick this option in System > Options > Client Details
 
When an inactive client is displayed in the Find Client search it has a pink background.
13

Red Flag

 13. Red Flag 
A tickbox and text field that can be used indicate an issue or red flag related to a client
 
If ticked then the following things happen:
 
When creating an appointment for a Client with a Red Flag a red flag icon will display next to their name. Hovering over the flag will display the associated note.
 
If the setting Show Icons in Appointment Book option is turned on in Options > Appointment Book then the red flag icon will display in the appointment.
 

Showing the Red Flag note

If the setting Show Appointment Notes in Appointment Book option is turned on in Options > Appointment Book then the Red Flag note will display:
  •  in the appointment and
    when hovering over the appointment. In this case, the note is prefixed by ** (two asterisks).
 
If the Show Red Flag Notes popup is selected in User Administration > User Details, then the Red Flag notes will display as a pop-up when clicking OK on the Appointment.
 
Without this option, Reg Flag notes still display on hovering over an appointment (prefixed with **), and over the Red Flag icon on the Appointment.
 
14

Preferences & Statistics

14. Preferences & Statistics
The Preferences & Statistics Tab includes preferences that can be set for a Client. For example:
  • Reminders
  • Preferred billing and consultation information
  • Occupation
  • Referred by another client
  • Appointment Statistics
 
15

Next of Kin

15. Next of Kin
Enter Next of Kin details here
16

Healthfund Details

16. Healthfund Details
Health Fund and / or Health Fund Number can be used to store health Fund details for a client. See the details below for setting up a Client for HealthPoint Claiming.
  •      Additional Benefits or Funds can be added to the list from System > Data Maintenance > Health Fund
 
17

Medicare Details

17. Medicare Details
Enter in the Medicare No by clicking and entering into the field
Select the Medicare No suffix from the drop down
Enter in the Medicare Expiry Date as MM/YY e.g. 03/15
Enter in the M/C Details Last Verified date by using the drop down list or clicking into the field and typing in the date
 
Click Verify Medicare Number to check that the number is valid. This is required if running Medicare Online Claiming from within Bp Allied
Bank A/c registered with Medicare is an informational only box to indicate that the Client has their details registered and therefore any rebates resulting from running Medicare Online Claiming on their behalf will be directly input into their bank account.
 

Claimants

Children and Minors who do not have their own Medicare card with the bank account registered against it MUST have the Claimant details filled in for the claim to be paid.
 
See Manage Claims for Children (and Minors) for the following information:
  • Adding the Claimants button to the Client Record
  • Creating a Claimant in the Client Record
 
  • For information on adding a Claimant during the processing of a Claim
  • Details on warnings when processing a Child or Minors claim
18

DVA Details

18. DVA Details
Enter DVA Number details here
Verify DVA number is used to validate the DVA number. This is used if DVA claims are processed via the Medicare Online Claiming option within Bp Allied.
 
See Manage DVA White Card Claims for the following information:
  • Adding the Card Type and DVA Disability fields to the Client Record
  • Information on managing White Cards
 
  • Details on warnings when processing a DVA White Card Claim
19

Benefit Type

19. Benefit Type
Enter in Benefit Type by using the drop down lists
  • Additional Benefits or Funds can be added to the list from System > Data Maintenance > Benefit Type
20

NDIS Number

20. NDIS Number
Enter NDIS Number here. This is used in the NDIS report.
 
Click Save to save all the client details entered
The ATAPS layout will show some additional information including SLK, Generate SLK and the ATAPS Client checkbox.