Auto File Numbers
Auto File Numbers are File Numbers that are set up specifically to suit the needs of the Practice. Having Auto File numbers allows the transition from paper files/previous software to GoodX to happen seamlessly and to make sure that the electronic file numbers correspond to the hardcopy files. Setting up Auto File Numbers enables for new file numbers to be assigned without duplicating previously used file numbers. Setting the Practice's file numbering system up to generate the file numbers automatically allows for consistency within the numbering process and minimises human error when allocating file numbers to new files.
To use Auto File Numbers they will need to be set up as specified by the Practices' request. For more information on how to set the file numbers, please refer to the user manual: Number Series.
File Numbers are generated when a new electronic file is created on the GoodX system. For more information on how to create a new Debtor/Patient File, please refer to the user manuals: Create New Normal Debtors and Add Dependants.
- The contents of this user manual will consist of the following information:
- Examples
- Off
- From Debtor Name
- From Debtor Name (1st 3 characters)
- Prefix+Sequential Number
- Service Centre Prefix+Number
Examples
There are a few options that are available for the Auto File Numbers, each one has their own benefits and the Practice will need to decide which one suits their Practice best.
- Start on the Number Series tab in System Options.
- For more information regarding how to access and navigate to the Number Series tab in System Options, please refer to the user manual: Number Series.
- Examples will be given of all the different options that can be used to set up Custom File Numbers:
Off
- When the Off option is selected a file number will not be automatically allocated to the File Number field of the new file that has been created, the File Number field will be an alphanumerical field that allows the user to add their own file number.
From Debtor Name
- When the From debtor name option is selected, a file number will automatically generate in the File Number field of the new file that has been created. The file number will be generated using the information from the Surname field.
- If the Surname of the Debtor/Patient has more than one word, the system will use the first letter of the first word and the first 2 letters of the second word. For example, Monroe Kennedy will generate as MKE.
- If the Debtor/Patients' Surname consists of 3 or more words, for example, van der Merwe the system will allocate the letters according to the first letter of each word, such as VDM.
Please Note: When a Debtor with the same Surname is added, the system will generate the next number in the series with the same prefix for the new Debtor.
From DEB Number
- When the From DEB number option is selected, a file number will automatically generate in the File Number field of the new file that has been created. The file number will be generated using the Debtor Number that is automatically generated. The File Number without and Debtor Number (without the prefix) will correspond to one another making the File Number the same as the Debtor Number (without the prefix). for example, if the Debtor Number is 81 the File Number will also be 81.
From Debtor Name (1st 3 characters)
- When the From Debtor name (1st 3 characters) option is selected, a file number will automatically generate in the File Number field of the new file that has been created. The File Number will be generated using the first 3 characters of the Surname field as a reference to create the File Number.
- If the Debtor/Patients' Surname only has 1 word the system will only look at the first 3 characters of the first word.
- If the Debtor/Patients' Surname consists of 2 or more words, for example, van der Merwe the system will allocate the letters according to the first letter of each word, such as VAN.
Prefix+Sequential Number
- When the Prefix+Sequential Number option is selected, a file number will automatically generate in the File Number field of the new file that has been created. The File Number will be generated using the predefined prefix and the next consecutive after the number that was set up to create the File Number.
- The File Number section will open when the Prefix+Sequential Number option is selected, allowing the user to add a desired shortcode, combination of letters, or abbreviation in front of the file number that will start on the number after the number that the user has chosen.
- Prefix: A shortcode, combination of letters, or abbreviation that comes before a word or number to create the File Number.
- Next Number: The number that will be used to start the number series from. The number will automatically generate starting with the next number, for example, if the Next number is 301 the following number that will be used is 302 and then 303 and so on.
Service Centre Prefix+Number
Please Note: Make sure that the service centre is set up correctly, in order to use the Service Centre Prefix+number option. For more information regarding how to set up service centres, please refer to the user manual: Create a Service Centre.
- When the Service Centre Prefix+number option is selected, a file number will automatically generate in the File Number field of the new file that has been created. The File Number will be generated using the predefined prefix of the service centre to which the Debtor/Patient is linked when the file is created.
Please Note: The File numbers that have been automatically generated can be edited. For more information on how to change Debtor/Patient information, please refer to the user manual: View or Update Debtor Information.