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Adding more Client Details

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.
 
Adding more Client Details
 
1

Contact Details

1. Contact Details
The Contact Details Tab usually includes two subsequent tabs - Contact Details and Other Details. The fields in these tabs collect primarily client demographic information. Most of the information collected in these tabs is the same for each module, it is primarily the layout that differs.
2

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 myPractice 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 myPractice 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.
3

Contact Details

3. Contact Details
The Contact details tab contains most of a Clients contact and demographic information.
4

Client Name

4. 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 myPractice. 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.
5

Date of Birth

5. 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.
6

Gender

6. Gender
Select the Gender of the client.
7

Ethnicity

7. Ethnicity
Select the Ethnicity of the client.  This field will also show in Reports and can be edited under System > Data Maintenance > Ethnicity.
8

Marital Status

8. Marital Status
Select the Marital Status of the client.
9

Phone

9. 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
10

Email

10. 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
11

Address

11. 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
12

Client Photo

12. Client Photo
An image of the client can be saved here.
Click the Image button
Select the Image Source
Click OK
13

Practitioner

13. Practitioner
Select the client's Practitioner from the drop down list
  • A client can only have one practitioner
  • The selection of this practitioner governs the access to the client's information if the option "All Practitioners can view/edit all client details" is not ticked. This option is enabled from within System > Option > Client Details.
14

Appointment Statistics

14. Appointment Statistics
These fields displays the appointment statistics for a client.
First Appointment - the first appointment the client has entered into myPractice as an appointment, irrespective of practitioner.
Last Appointment - the most recent appointment created in myPractice
Appointment Qty - the total number of appointments the client has entered into myPractice
Appointments This Year - show appointments for the current calendar year
Cancelled Qty - the total number of cancelled appointments
15

Privacy Form

15. Privacy Form
A tickbox that can be used to indicate that a Privacy form has been signed by the client
16

Inactive

16. 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.
 
If this is ticked and the Option "Include Inactive Clients in Client List" is unticked then Inactive clients do not appear in the client list
To display Inactive clients tick this option in System > Options > Client Details
17

Red Flag

17. Red Flag 
A tickbox and text field that can be used indicate an issue or red flag related to a client
If ticked, a red flag displays as icon on the client's appointment.
18

Mailing List

18. Mailing List
A tickbox that 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 notifcations.
19

Preferred Payment Type

19. Preferred Payment Type
Use the drop down arrow to slect the clients perferred payment method.
  • This is used as the default payment method when an invoice and subsequent payment record is created.
20

Bill to...Third Party Biller

20. Bill to...Third Party Biller
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 then they need to be added into System > Data Maintenance > Third Party Billers
21

Reminders

21. 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.
22

Preferred Consultation Type

22. Preferred Consultation Type
A clients Preferred Consultation Type can be selected so that when appointments are created this Consultation Type default in.
23

Occupation

23. Occupation
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
24

Other Details

24. Other Details
The Other Details Tab includes some additional Client information, primarily, Medicare or Health Fund details. Not all of the fields will be available in all of the module layouts and their location may differ depending on the module installed. Some of these fields are included in the Contact Details tab in some modules.
 
 
Enter in Benefit Type and Health Fund by using the drop down lists
  • Additional Benefits or Funds can be added to the list from System > Data Maintenance > Benefit Type or Health Fund
Enter in the Health Fund/DVA Number and 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 Save to save all the client details entered