Diary Administration to Communication (Web App)

Why Use This Function:

Using the Contact Points screen provides a structured way to manage every contact method linked to a Debtor or related person. Accurate contact details are essential for communication, billing, follow-ups, and resolving account matters efficiently. By viewing, filtering, and editing Contact Points in one central area, you ensure that each Debtor has up-to-date and reliable information assigned to the correct person. This improves workflow accuracy, supports proper recordkeeping, and allows users to quickly identify, update, and maintain the contact details needed for smooth account and communication processes.

The Contents of This User Manual:

• Filters
• Screen Columns Action Buttons 
• Columns
• Page Options

• This user manual will start on the Debtor Details screen.

• For more information on how to navigate to the Debtor Details screen, please refer to the user manual: View or Update Debtor and Patient Information.

• Click on the Contact Point List button.

• The Contact Points screen will open.

Filters

Filters are tools or functionalities that allow you to narrow down or refine the results displayed on the Contact Point screen.

• Click on the Default Filter drop-down menu to select the filter that will be used.

• Click on the Person field to search for the related person you wish to add to your selected Debtor.

• Click on the System field to select the method used for contact from the drop-down menu that becomes available.

• Click on the Use field to select where the contact information is used from the drop-down menu that becomes available.

• Click on the Value field to search for the exact contact information, like cell phone number or email.

• Click on the Update Results button to refresh the Contact Points List after the filters have been selected.

• Click on the Reset Filters button to clear the filters that have been set.

Screen Columns Action Buttons 

Several additional Options are available for the Columns. These additional Options are to help you adjust the Contact Points, refine the Search and give more specific results.

• Click on the Open Row button.

💡Please Note: If you have not selected a Contact Point, the Open Row button will not be available.

• The Add/Edit Contact Points screen will open.

• For more information on the Add/Edit Contact Point screen, please refer to the user manual: Add/Edit Contact Points Screen.

• Click on the Select All Results button to select all the results currently displayed on the list.

• Click on the Expand Widths button to auto-fit the Column Width to the information within all columns.

• Click on the Reset Widths button to restore the original Widths after any modifications were made.

• Click on the Sort Columns button to sort the Columns in the order that you desire.

• For more information regarding how the Sort Columns feature works, please refer to the user manual: How to Sort Columns on Reports and List Screens.

• Click on the Choose Columns button to select the columns that will be displayed on the List.

• For more information regarding how the Choose Columns feature works, please refer to the user manual: How to Choose Columns on Reports and List Screens.

• Click on the Default Layout drop-down menu to select the type of layout that will be used for the screen.

💡Please Note: You are able to create and save personalised layouts by using the Save Layout feature. For more information on how to create your own customised layouts, please refer to the user manual: How to Save Column Layouts on List Screens.

Columns 

All the information on the Add Contact Point screen is divided into Columns to logically group related information together.

• Person Type: Indicates the category of the person linked to the Contact Point, such as Debtor, Dependant, or Next of Kin.
• Person Name: The full name of the person associated with the Contact Point.
• System: Shows whether the Contact Point was created by the user or automatically generated by the system.
• Use: Describes the purpose of the Contact Point, such as Home, Work, Billing, or Emergency.
• Rank: Indicates the priority level of the Contact Point when multiple contact methods exist for the same person.
• Start Date: The date when the Contact Point became active.
• End Date: The date the Contact Point was deactivated or replaced, if applicable.
• Value: The actual contact detail linked to the person, such as a phone number, email address, or physical address.
• Note: Additional comments or important information related to the specific Contact Point.

Page Options

All the additional options that are available for the page.

• Click on the Previous button to navigate to the previous page.

• Click on the Page Number button to navigate to the desired page.

• Click on the Next button to navigate to the next page.

• Click on the Items drop-down menu to select the number of items that will be displayed on the screen.

• Click on the Export to PDF button to save a PDF file of all the data as a comprehensive report.

• Click on the Export to PDF drop-up menu to access the Export Consolidated PDF option that allows you to generate a single document that combines all the data from multiple sources to provide an overview. 

• Click on the Export to CSV button to save the Report in a CSV format.