Diary Administration to Communication (Web App)

Why Use This Function:

Debtor & Patient Documents are securely stored in the respective Debtor or Patient file and play a crucial role in maintaining accurate and comprehensive records for the Practice. These documents ensure compliance with legal and administrative requirements while facilitating efficient Patient management. Examples of such documents include a valid Medical Aid card for verification of benefits, an Identification Document to confirm the Patient’s identity, signed Terms and Conditions outlining the agreement between the Practice and the Patient and/or Debtor, and Consent forms required for medical procedures or data sharing and any other relevant documentation that you require.

💡Please Note: You are able to set up which documents are required for each Debtor/Patient. This ensures consistency and helps guide uploaders on which documents they need to upload. For more information, please refer to the user manual: Document Settings.

The Contents of This User Manual:

• Saved Documents
• Upload Documents 
• Add New

• This user manual will start on the Diary screen.

• Click on the Booking for the desired Patient.

• The Diary sidebar will open.

• Click on the Add Documents button when scrolling down on the Diary sidebar.

• The Uploaded Documents screen will open.

Saved Documents

Documents that have been saved and uploaded to the Debtor File.

• Click on the Document Class drop-down menu to select according to which class the Saved Documents will filter.
  

• All: All the documents that have been uploaded to the Debtor/Patient file.
• Case: Documents related to a specific Clinical case.
• Debtor: Documents that have been linked to the Debtor.
• Patient: Documents that have been linked to the Patient.
• Printouts: Estimates that have been created at the Practice are classified as Printouts. You can also use the Printouts class to re-upload signed documents that have been printed for the Patient.

💡Please Note: In order for Estimates to be automatically uploaded as Printouts, they will first need to be downloaded. For more information, please refer to the user manual: Account Details: Navigating the Estimate Invoices Tab.

• Click on the Document Type drop-down menu to select according to which Document Type the Saved Documents will filter.

💡Please Note: The Document Types that are displayed here are dependent on the set-up that was done. For more information regarding the setup, please refer to the user manual: Document Settings.

• Tick the Show Deleted Files checkbox to display all documents that were previously deleted.

💡Please Note: If any files were deleted previously, their entries will appear under the Saved Documents section. Deleted Files can be restored if the need arises.

Columns

• File: The name of the File that was uploaded.
• Description: Any additional information regarding the file.
• Type: The kind of document that was uploaded.
• Size: How big the file is.
• Upload Date: The Date that the specific file was Uploaded.
• View: Allows you to open the file, to View it.
  
  
• Click on the View button.

• The Viewing screen will open, where you are able to view the uploaded document.

• Click on the Ok button to close the screen.

• Click on the Upload button to update the specific document with a new version.

• The Document Upload screen will open.

• For more information regarding how to Upload a new document, please refer to the user manual: How to Add/Upload Debtor Documents.
  
  

• Click on the Download button to start downloading the document.

• Click on the Delete button to remove the document from the list of Saved Documents.

• The Delete button will change to a Restore button, allowing the document to be retrieved and made visible under the Saved Documents section.

Documents Outstanding 

These are the Outstanding Documents that the Practice requires for all Debtors/Patients, which still need to be uploaded to their files.

Columns

• File: Indicates that the File has a status of Not yet Uploaded.
• Description: Will display N/A as there is no File uploaded as yet.
• Class: Specifies who the documents need to be uploaded for.
• Type: The document required to be uploaded.
• Size: Will display N/A as there is no File uploaded as yet.
• Upload Date: Will display N/A as there is no File uploaded as yet.
• Update: Allows you to Upload the required document. 
  
  
• Click on the Upload button.

• The Document Upload screen will open.

• For more information regarding how to Upload a new document, please refer to the user manual: How to Add/Upload Debtor Documents.

Add New

• Click on the Add New button.

• The Document Upload screen will open.

• For more information regarding how to Upload a new document, please refer to the user manual: How to Add/Upload Debtor Documents.