To help minimise the duplication of client details, users entering client information must be diligent about checking for an existing client record. The following process is suggested when adding a new client.
- Always search for the client before Creating a New Client.
- Always search for the client in the Select a Client drop-down when creating a New Appointment before Clicking New Client
- Ask if the client has been before. Remember that Clients can be made Inactive and be set up to not show in the Client Search. Also, check that the Client has not changed their name since they were here last, e.g. married or divorced.
- Double check the spelling of the clients name.
- In the New Client dialogue box next to where a client's name is entered there is another box called Possible Matches. It is triggered when the Client's Last Name is entered. Check that there is no one with similar spelling in this box.
- Have a standard way of entering names that are not typical, e.g. Joe Bloggs. Examples of these non-typical names might be:
- a surname with multiple parts e.g. van Beek or van der Putten
- more than one first name
- the family name maybe written or spoken before the given name.
OR
Use the Find Client Search.
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