Diary Administration to Communication (Web App)

The Notebook serves as an internal tool for recording account-related data, communication, and crucial details within a Debtor's electronic file. It also captures records of SMS and email communications with Debtors. This function is exclusively for staff members within the Practice and should not be used for clinical notes or other personal information.

• The contents of this user manual will consist of the following information:
• How to access the Notebook from the Diary screen
• How to access the Notebook from the Debtor screen

• This user manual will start on the Diary screen.

How to access the Notebook from the Diary screen

• Click on the Notebook button on the booking of the Patient for which you would like to access the Notebook for.

• The Notebook screen will open. 

Please Note: The Notebook screen that opens, will be the Notebook screen of the desired Debtor/Patient that the user has chosen.

How to access the Notebook from the Debtor screen

Allows the user to access the Patient Notebook for Debtors/Patients who does not necessarily have a booking on the Diary.

• Click on the Navigation Wheel on the Navigation Bar.
  

• The Navigation Wheel will open.
  

• Click on the Debtors segment.

• The Debtors screen will open.

• For an extensive explanation of the Debtors screen, please refer to the user manual: Debtor List.

• Click on the Search for a Debtor field to enter the name of the desired Debtor that the user would like to access the Notebook of.

• For more information on how the Debtor Search works, please refer to the user manual: Debtor Search.

• Select the desired Debtor from the Debtor List.

• Click on the Notebook button in the Actions column to access the Notebook of the desired Debtor.

• The Notebook screen will open.

• An explanation will be given for each field and option available on the Notebook screen.

• Notes can be filtered by using the From: and To: fields.
• The Refresh button is used to refresh the list and remove all filters.
• The Select all button is used to select all the filters as indicated by blue ticks. 
• The De-select all button is used to de-select all the filters if all has been ticked. Therefore, the Notebook screen will appear empty.
• The Tick boxes can also be individually ticked an unticked in order to select and de-select only the columns you wish to see.

Please Note: The ticked box which can be selected indicates which columns can be seen, and for every tick box that has been ticked, the column will appear visible.

• A new Admin Event can be created from the Create New Admin Event ... drop-down menu, directly from the Notebook screen.
• Print: Allows the user to print a hard copy of the Notebook.
• Download: Allows the user to download the notes and to save a copy of the notes that can be accessed at a future date.
• Email: Allows the user to send the notes electronically via email to the Patient and other recipients.
  
  
• The information on the Notebook screen will be divided into columns:
  

• Reference Number: A system-generated number to reference the entry on the Notebook.
• Type: The Event Type of the communication that was sent.
• Message: The contents of the message that has been sent.
• Status: An indication if the message was sent, scheduled to be sent or waiting to be sent. 
• Debtor Number: The account number of the person responsible for the payment of the account to whom the communication was sent.
• Debtor: The name and surname of the person who is responsible for the payment of the account.
• Patient: The name and surname of the Patient to who the message has been sent.
• Created Timestamp: The date that the communication was created to be sent. The timestamp will consist of a date YYYY-MM-DD (year-month-day) and time HH:MM (hour:minute).
• User: The system user who actioned the communication that was sent.
• Task: When a task was created for a specific event, the details thereof will display here.
• Reply: If the recipient replied to the SMS or E-mail that was sent to the Practice by the recipient, the information thereof will display here.
• Recipient: The contact number or email address to where the communication has been sent. 
• Actions: Allows you to perform different actions available.
• Click on the View button to view the note made on the Notebook.

• Click on the Resend button in order to resend. 

• Click on the Close button to exit the page, and return to the Debtor screen.