myPractice has been rebranded Bp Allied, a product of Best Practice Software.
Support is available Monday to Friday, 9am to 5pm AEST Version 4.18 Published 5 December 2019
Email: alliedsupport@bpsoftware.net Click RemoteSupport from within myPractice for assistance Phone: 1300 40 1111 (in Australia) or 0800 40 1111 (in New Zealand)
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.
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.
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 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.
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 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 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
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.
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
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 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