Add a New Client

This article explains adding a new client and related Medicare, DVA and Patient Claim requirements.

Quick start guides:

When creating an appointment, use the New Client form to add a new client into your Bp Allied database.

Field	Description
First and Last Name	This is the only information required to be entered into this screen before you can click OK and create an appointment for the client.
Possible Matches	Once you begin typing a name into this form, you may be displayed a list of possible matches. Review this list to ensure you do not add the same client into the database twice. You can double click the client displayed in this Possible Matches area to go to their record and cancel entering a new client. Review our document on minimising Client duplication.
Birth Date, Gender, Marital Status, Ethnicity	These are the additional demographic fields that can be completed.
Address Fields	If an address is entered, the Suburb must be entered. The selection of a Suburb adds a Postcode onto the address. Additional addresses can be added in the Client Details.
Contact Details	Select the Phone Type and enter the phone number for the client. Only one phone number can be entered here. Additional numbers can be entered via the Client Details screen. A Mobile Number is required to be entered if SMS Reminder is selected. Enter an Email Address for the client. An Email Address is required to be entered if Email Reminder is selected. Additional email addresses can be added in the Client Details..
SMS, phone, and email reminders	Select any appointment reminders the client wishes to receive.
Practitioner	Select the Practitioner who will see the client. Multiple practitioners can be selected to access a client's record after the initial Client's information has been saved.
Referral	Add a Referral to the Clients details. This allows to add an additional referral using the most basic information. The referral may need to have additional information added to it via the Client Details at a later stage. The Referred by (Client) field has been removed from this section and can be added as a separate field via the Customise Layout option.
Billing	Preferred Payment type can be set so that when a payment is taken this option is automatically selected. Bill to sets the Third Party to be selected when Invoicing. Add DVA and Medicare information if required. If Medicare Online Claiming is to be used for either Medicare or DVA billing, these values will need to be verified within the Client Details form.
Customize Layout	The customisation of the Add a New Client is discussed specifically by following this link.

Name Requirements for Medicare, DVA and Patient Claims

Characters accepted are alpha-numeric characters, apostrophes, hyphens and spaces, however there can be NO spaces immediately before or after the apostrophes and hyphens.
The maximum field length is 40 characters. If the maximum field length is exceeded, the following type of warning will display.

The following characters can NOT be used when entering a First Name or Last Name fields.

! @ # $ % ^ & * ( ) , . ? / { } | + = : ; [ ] < > " ` ~

All practices who have Medicare Online Claiming enabled will automatically have these checked for when adding or editing a client and sending a claim.

An example of the warning that will display in the First name or Last name fields if they do not meet the validation criteria.

The name will need to be changed before it can be saved.

TIP Enter the Client's name as it appears on their Medicare card. Use the Preferred Name field for any names that the client prefers to be called, it will show up in brackets on the Appointment Book screen.

Examples

Apostrophes

O’Toole – Valid
O’ Toole – Invalid (one or more spaces after apostrophe)
‘Toole – Invalid (one or more spaces before apostrophe)

Hyphens

Anne-Marie – Valid
Anne -Marie – Invalid (one or more spaces before hyphen)
Anne- Marie – Invalid (one or more spaces after hyphen)

Preferred Names

Robert AKA Bob – Valid
Robert (Bob) – Invalid ’(’ and ‘)’ are not allowed characters.