USER DEFINED INDEX SORT KEY

It's the Obvious Choice!

week 44 ECLIPSE® v11

We all have a few folks we can't seem to find or identify by their last name or first for some not so obvious reasons. Take for example, hyphenated names, or maybe the client is a child with a different last name the father, or the legal insurance name is different than the pedestrian name, no matter the culture, the alias listing-whatever the case, you need another way to identify this person by a name other than given!

While the last name has ample room for a hyphenated name, you may opt to put just the las part of it in the "user-defined sort key field" as you are able to target patients by this filtered search in the rolodex, unlike some other fields. Now mind you, this field was really designed as a crossover reference for old account numbers (accepting both letters and numbers), but it certainly is a great work around. You should also note that this is for a limited number of characters, so it won't accommodate a note or explanation.

I have also used it for business names as a quick reference for company employees if and when sending a group of statements per company. You could do it by referral, but it may confuse the issue when generating and analyzing marketing reports. I have even seen some use code language in this field for research categories as it has no effect on bills or medical reports.

F.Y.I. you may need other work around –such as this. When you find yourself using a field that is designed for a specific purpose- make sure your use of that field does not have an effect on billing, reports or accounting.

goto: Patient Folder "user defined index sort key"

NOTES

5 Reasons Why You Should…

week 43 ECLIPSE® v11

1. Automatically Date and Record that you made a note.
   
2. Detail Financials made with your patient/Client.
   
3. Detail when changes have been made to information and updating a patient folders.
   
4. Log issues with claims processing and payment for the insurance or payer.
   
5. Detail miscellaneous events and actions for all staff follow-up.
   

   
   

You can't remember every detail for ever patient for every case. Plus you just can't be there all the time to make the entries. When it comes down to the collections process and processing of claims in a timely manner, there is nothing better than a log/diary of details to help you in resolving the who, what, where, when and how of the process or delay.

BONUS TIP: if you enter yourself in the system as a patient it's also a great place to have a written log for yourself. You and I both know that sticky notes and that scrap of paper always disappears when you need it.

The "Notes" tab can be stylized in the "font" attributes" to your liking or needs. It has all the basic features of simple word processing programs. I would recommend keeping the newest note at the top of the page, especially if you intend on a long history of logging details.

goto: Patient Folder in Rolodex> select the case> Notes TAB> click the "Date Stamp" button

MAILING LABEL

Label Printers and More!

week 42 ECLIPSE® v11

When clicking on the "Mailing Label Button" in the Personal Folder you are directed to the "clipboard" feature allowing you to integrate the use of a label printer. This is a very handy feature in creating file folder labels and the like. By selecting your criteria here, you can paste the data that exists in ECLIPSE to the software application of the label printer and viola, instant – accurate labels.

You can EXPORT your database in ASCII to do a mail merge with your label printer software if needed, but we actually recommend sending this file format to your printer to merge with your production mailing.

Complete the "Mailing Label Field" and you have the ability to format the appearance of the mailing label you want printed for this patient. You can use the filters search criteria to print your labels. To select formats for "bulk or marketing mailing labels". In other words sometimes you can be specific in a mailer to each and every patient such as sending birthday cards, or when sending a marketing piece to a household , the label scan be generated in the format of "The Smith Family", "The Jones Family", etc..

You can print a grouping of mailing labels from the Report menu. Labels are printed three across per line. If you have a laser printer, check Output to laser printer in the Options checkbox. The Use patient label status and Include patients labeled "Only if specific search" checkboxes should be marked if you want labels to print based on the mailing label status set in the patient's Personal folder. By default, the list includes all patients & is in alphabetical order. Use data filters to restrict the search and select sort criteria. In general, labels should be 3 across on 9 1/2" backing. Label size should be 2 1/2" x 15/16". For dot matrix printers, the Avery order# is 4144; for laser and other printers, the Avery order# is 5160. (Note test a blank page on current labels available from your office supply store- they are not all the same and margin differ greatly)

Choose "Only if filtered search" to suppress label printing when you print labels for ALL patients. This helps to avoid sending copies of a mailing to every member of a family. Labels will be printed as noted above if you choose "any search criteria. In other words, if you print mailing labels by provider, a label will print for the patient. Choose "DO NOT PRINT" to completely suppress label printing.

goto: Patient Folder> Personal Tab> Mailing Label Button (Brother QL570 image shown)

goto: Patient Folder> Personal Tab> Mailing Label (for individual set-up)
goto: Reports> Mailing Labels> Choose Filters (for everyone gets a label- example birthday cards)
goto: Reports> Mailing Labels> check-Use Patient Label Status> Choose Filters (for sending marketing one per household)