Filling out the Client Record

Client Name

The Client ID is automatically assigned when a new Client is created.

• This can be edited for Clients with IDs in an incorrect or "old" format.
• The format of this ID can customised in System > Options > Client Details.
• IDs 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 and 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.

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.

Date of Birth

Select the Date of Birth of the client. 

Click in the field

OR

Click on the drop down and select a date to edit.

Gender

Select the Gender of the client.

There are now four gender options available that conform with Medicare requirements. The two additional options are:

• Indeterminate
• Unknown or inadequately described

Ethnicity

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

Marital Status

Select the Marital Status of the client.

Phone

Use the Arrow keys to scroll between phone, email, and address records. Click to end the Edit or to cancel.

1. Click on the + to add a new Phone Number.
2. Select the Phone Type.

This is particularly important if using SMS reminders. SMS messages 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.

3. Enter the Phone Number.
4. 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.
5. Click Save.

Email

1. Click on the Email tab to view the clients email addresses.
2. Click on the + to add a new Email Address.
3. Enter the Email Address.
4. Tick the Primary Email tick box if it is their main email contact. This address will then be used to when sending email reminders.
5. Click Save.

Address

1. Click on the Address tab to view the clients addresses.
2. Click on the + to add a new Address.
3. Select the Address Type.
• Enter Address Line 1 (Mandatory).
• Enter Address Line 2, if required.
• Enter Suburb/Postcode (Mandatory).
4. 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.
5. Click Save.

Client Photo

An image of the client can be saved here.

1. Click the Image button.
2. Select the Image Source.
3. Click OK.

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.

Inactive

A tickbox that can be used to indicate whether a client is no longer an active client. When an inactive client is displayed in the Find Client search it has a pink background.

Next of Kin

Enter Next of Kin details here.

Healthfund Details

Health Fund and 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.

See Set up a Client for Tyro HealthPoint.

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.

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.

Payment & Billing

Use the drop-down arrow to select the Client's preferred payment method.

This is used as the default payment method when an invoice and subsequent payment record is created.

Use the drop-down list to select the relevant Third Party Biller for the client.

If the Third party is not in the selection list, they need to be added into System > Data Maintenance > Third Party Billers.

Bill to field has been updated to include a Refresh button (as below) that will reload the list of Third Party Billers displayed if they are updated in Data Maintenance.

A clients Preferred Consultation Type can be selected so that when appointments are created this Consultation Type default in.

Reminders

Use these tick boxes to indicate whether a client would like a phone, email or SMS reminder.

Ticking these from within the client details mean that when an appointment is created the reminder option is automatically ticked and the appropriate icon is displayed in the Appointment Book.

The check boxes can be managed in bulk using the Client Bulk Edit function.

Privacy & Mailing Options

First tickbox can be used to indicate that a Privacy form has been signed by the client.

Second tickbox can be used to indicate that a client is on the Mailing List.

• This can be used in conjunction with the Full Client List report to export mailing list client details into Excel.
• Or, if using Mailchimp to send emails, the Mailing List flag is used to indicate Clients who wish to receive notifications.

These check boxes can be managed in bulk using the Client Bulk Edit function.

Referred by Client

If the Client has been referred by another Client, the referring Clients name can be entered into here.

This field may also be found in the Referral tab in some standard layouts.

Occupation Details

Select an Occupation from the drop-down.

Additional Occupations can be added to the list from System > Data Maintenance > Occupations.

Enter addition information into the Occupations Details.

First Appointment

When the Client had their appointment entered into Bp Allied, irrespective of practitioner.

Last Appointment

The most recent appointment created in Bp Allied.

Appointment Qty

The total number of appointments the Client has entered into Bp Allied.

Appointments Booked this Year

Shows total appointments for the current calendar year including cancelled.

Appointments Attended this Year

Shows total appointments attended for the current calendar year.

Cancelled Qty

The total number of cancelled appointments.

Client Creation Details

These fields display who initially created the Client and when, as well as when the latest update was and by whom, for auditing purposes. Additional auditing information can be found using the Audit Log.

Segments

This is planned to be a part of Broadcast SMS options.