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

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 Bp Allied 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 Bp Allied 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.
  • The Bodychart tab is only available in some modules and allows a body or foot image to be annoted
2

Client Name

2. 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 Bp Allied. 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.
3

Date of Birth

3. 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.
4

Gender

4. Gender
Select the Gender of the client.
 
There are now four gender options available that conform with Medicare requirements. The two additional options are:
  • 3 - Indeterminate
  • 9 - Unknown or inadequately described
5

Ethnicity

5. Ethnicity
Select the Ethnicity of the client.  This field will also show in Reports and can be edited under System > Data Maintenance > Ethnicity.
6

Marital Status

6. Marital Status
Select the Marital Status of the client.
7

Phone

7. 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
8

Email

8. 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
9

Address

9. 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
10

Client Photo

10. Client Photo
An image of the client can be saved here.
Click the Image button
Select the Image Source
Click OK
11

Practitioner

11. 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
12

Inactive

12. 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
13

Red Flag

13. 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.
14

Preferences & Statistics

14. Preferences & Statistics
The Preferences & Statistics Tab includes preferences that can be set for a Client. For example:
  • Reminders
  • Preferred billing and consultation information
  • Occupation
  • Referred by another client
  • Appointment Statistics
 
15

Next of Kin

15. Next of Kin
Enter Next of Kin details here
16

Healthfund Details

16. Healthfund Details
Health Fund and / or 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
 
Setting up a Client for Tyro HealthPoint Claiming
Each client having a claim processed on their behalf requires the following information:
  • Health Fund – select from the drop-down list. Determines which Health fund the claim is submitted to.
  • HF Family Number – manually enter in the two digit code. This is not transmitted when the magnetic strip of the HF card is swiped so must be manually sent with the claim.
 
The currently available field called Health Fund Number (V5), or HealthFund / DVA Number (V4) is not used in processing a HealthPoint Claim. The client MUST provide and swipe their Health Fund card to have a claim submitted via Tyro HealthPoint. The client’s HF Family Number can be saved.
 
Adding the HF Family Number field to the Client Record
The HealthFund (HF) Family Number can be added directly to the client by adding the HF Family Number field to the Client Record screen. To add the field:
 
In Clients > Contact Details
Click Customise
Search for HF
Click on the HF Family Number field and drag into place
Click X to close the Customise screen
The HF Family Number field will display on screen.
 
17

Medicare Details

17. Medicare Details
Enter in the 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 Verify Medicare Number to check that the number is valid. This is required if running Medicare Online Claiming from within Bp Allied
Bank A/c registered with Medicare is an informational only box to indicate that the Client has their details registered and therefore any rebates resulting from running Medicare Online Claiming on their behalf will be directly input into their bank account.
 

Claimants

Children and Minors who do not have their own Medicare card with the bank account registered against it MUST have the Claimant details filled in for the claim to be paid. The claimant must have their bank details registered with Medicare. See the Claimant section on when this is required.
 
Adding the Claimants button to the Client Record
Claimants can be added directly to the client by adding the Claimant button to the Client Record screen. To add the button:
 
In Clients > Contact Details
Click Customise
Search for Claimant
Click on the Claimants button and drag into place
Click X to close the Customise screen
The Claimants button will display on screen.
 
To add a Claimant
Click on Claimants button
Click Add
Enter in First Name, Family Name, Medicare Number, Medicare Reference No. and Date of Birth
Enter in Address only if the address is different to that registered with Medicare
Click Save
 
Additional Claimants can be added by clicking the Add button.
Claimants no longer required can be selected from the drop-down list and deleted by clicking the Delete button.
 
Bank Account details can be added directly to the Claims screen, however, these details are not saved. It is our recommendation that the Claimant register their bank account details with Medicare rather than rely on payment to the account specified via this method.
18

DVA Details

18. DVA Details
Enter DVA Number details here
Verify DVA number is used to validate the DVA number. This is used if DVA claims are processed via the Medicare Online Claiming option within Bp Allied.
 
DVA White Cards
Submission of claims for a DVA White card require the entry of the Veterans disability into the Claim form. There are prompts when submitting a claim asking for this information. This can be recorded and saved in the Client layout along with the card colour. The fields used are:
  • DVA Card Type – choose from White or Gold. These are the only card types relevant to Allied Health services.
  • DVA Disability – enter in the disability that is being claimed against.
 
Adding the DVA Card type and DVA Disability fields to the Client Record
The DVA card type, e.g. White or Gold and the relevant Disability can be added directly to the client by adding the fields to the Client Record screen. To add the fields:
 
In Clients > Contact Details
Click Customise
Search for DVA
Click on each field and drag into place
Click X to close the Customise screen
The new DVA fields will display on screen.
19

Benefit Type

19. 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
20

NDIS Number

20. 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.