Client Screen – Client Custom Fields

Client Screen – Client Custom Fields

Estimated reading time: 6 min

Everything in the custom fields area is configured to suit your practice.
Ask your manager for details and protocols.

Client Screen – The Category Tab

You can have up to five extra categories on the client record and use them to collect marketing and demographic information.
By asking the client specific questions, you can gather information that can assist you to more effectively target sales to grow your business or simply use them as another means of recall.

You can add a new Category at Options and Setup > Client > Client Categories.

To Add A Client To A Category Or Edit An Existing Entry

  • Choose the category that you wish to change on the Client Category Tab at the lower right of the screen.
  • Click on the drop-down list.
  • Select the most appropriate option from the list.
  • Click the SAVE button on the Tool Bar or hit the F10 key on the keyboard to save the changes.
  • It is also possible to select (NONE) as an option if the category is not relevant to the client.
    In terms of usable demographic groups, ad-hoc entries are not always practical e.g. if you use the category ‘Preferred Doctor’ then this would be a finite list with no further entries ‘on-the-fly’.

    Setting up Your Categories

    Set up the categories that best suit your clinics needs through Task Panel > Options and Setup > Client > Client Categories.

    Client Screen – Text Tab

    Adding And Editing Details

    To add or edit any information in these text fields simply type in the information as required.

    Deleting Details

    To remove it simply backspace out the text as needed.

    Customising The Text Tab Fields

    Customize the text fields you see under this tab through Task Panel > Options and Setup > Client > Client Additional Details.

    There are no special functions associated with these text boxes.

    Client Screen – Numbers Tab

    There are three number fields on the client record for storing extra numerical data, although, in the example provided on this page, we have only activated one of these fields. One of these fields is reserved for a Travel or Mileage value, leaving two more fields for extra information.

    The Travel Or Mileage Rate

    The Travel or Mileage Rate has some extra functionality in that you can use it as a Travel multiple. For example, it can multiply your Mileage Rate by the value of the distance travelled to calculate the total mileage charge. The Travel Multiple can also be updated with the value of the distance travelled by charging a travel fee with the correct Update Fields assigned.

    Adding And Editing The Text Fields

  • To add or edit any values within these fields, simply type in the numeric value as required. To remove this information, simply backspace out any number is these fields.
  • Updating The Travel Multiple By Charging A Travel Fee

  • Select the correct Travel Fee when adding charges to a client invoice.
  • Specify the distance travelled by changing the value of the Quantity sold.
  • You will be prompted to update the Client Travel Multiple or simply bill the Mileage without Updating – If you do not wish to update the Travel Multiple (e.g. it is a shared mileage amount to a number of farms), then decline the update – otherwise accept the Update.
  • Adding The Travel Multiple Update Function To A Fee

  • Open the Travel Fee in Products & Services (F9)
  • Go to the Second Tab ‘Attachments’
  • In any Spare Update Field, Select ‘Travel Multiple’ from the drop-down list
  • Save the changes by clicking the SAVE button on the Tool Bar or by hitting the F10 Key on the Keyboard
  • Setting Up The Number Tab

    You can edit the fields in the Number Tab through Task Panel > Options & Setup > Client > Client Additional Details.

    Client Screen – Other Tab

    The Client Other Tab contains three fields for extra date entry.

    There are no special functions assigned to Date values, however, you could use them as part of a “Query Report” or “Excel Analysis” in the Reports System.

    Adding And Editing Data In The Fields

    To add or edit the Client Date Fields, simply type in the new information.

    Customising Your Fields Under The ‘Other Tab’

    Each field title can be customised to your requirements at Task Panel > Options &; Setup > Client > Client Additional Details.

    Allow Direct Marketing

    Get to the Allow Direct Marketing checkbox on the appropriate client page, by accessing the Other tab in the client custom fields section. In most cases, you can access the Other tab from behind the Client Categories tab.
    You must have the Allow Direct Marketing checkbox checked to use the Client Email Address for Direct Marketing purposes. It is likely that some clients may supply an e-mail Address for the purpose of receiving Reminder letters and other Patient Health communication, but do not wish to receive non-patient communication via e-mail.
    We have designed this check-box to help manage that preference and satisfy common data protection legislation requirements.
    If this checkbox is checked, you can send the client bulk e-mails with the “Query Reports” function in the Reports system.
    This checkbox also appears as part of the process of adding a client. In most cases, you should complete this checkbox in this process, as it lets you verify details in the client’s presence.

    To Enable direct marketing, simply check the box ‘Allow Direct Marketing’, or the ‘Agrees to receive Marketing Material’ checkbox when entering a new client. To disable the function, click on the box to remove the check.

    Some jurisdictions have strong laws related to direct marketing, in particular, large penalties can apply in some areas where you market directly without obtaining direct or even written permission from the client to do so. If you are unsure about your responsibilities it is a simple matter to contact your state provincial or national privacy authority where trained staff can let you know what you can and cannot do and what permissions you need.
    From RxWorks Version 3.8.1 onwards, an e-mail release form will print automatically when this box is checked. It is advisable that you check your local data protection legislation as to whether a signed email release is required in order to use e-mail addresses for direct marketing purposes.

    Scan Market Code – Marketing Schemes

    To make use of Marketing Schemes, you need to enable this function though Task Panel > Options & Setup > Client > Marketing Schemes.

    Click here to view more information on “Activating Marketing Schemes” in RxWorks.

    You can use this section to set up and track the response to various marketing programs you have set up. Newer developments in RxWorks Procedures and the RxWorks Performance Pack makes this section somewhat out of date, however, it is still useful as a simple solution to tracking the success or otherwise of your marketing material.
    You can track your marketing schemes with this tool by including a code (a written code or a bar code) on each piece of marketing material. Most users would create the marketing material with “Query Reports” When a client returns to the clinic with the letter – perhaps the letter would include a coupon for a reduced fee or special offer – your staff would record the code on their client record.
    The program keeps a record of the client name and number, the marketing codes and the response dates (when your staff scan or record the marketing code against a client record). Once you have data in the system, you can generate a report from any client page.

    Creating A Marketing Code

    You do not have to do anything to create a marketing code in RxWorks. The first time you add a code into a client record, the program will create a reference of the entry.
    The marketing code you use might be one you create yourself, or it may correspond to a manufacturer’s offer. If you create a code yourself, consider what information the code could contain. We suggest a short code that gives some sort of unique identifier, some sort of information about what you offer, and the date at which you made the offer. For example:
    You sent out an offer on August 8th for $10 off any neuter, your code might look like: AA0808NEU10OFF

    If you send out an offer, on the same day, for a “buy one get one free” deal on a product called “ABC Bridle,” your code might look like: AB0808ABRI241
    In each case, the first two letters allow you to differentiate between similar or the same offers (almost) over a long period of time; the next four digits give your staff a quick reference to make sure they do not honor offers that are well out of date; the next letters give staff and you an idea of what product or service was involved, to help either to provide the service or to review the campaign at a later date, and the last few letter and numbers show what the deal was.

    Entering The Code

    When a client attends your clinic with one of your marketing letters, flyers or coupons (and makes use of it), you can record this by going to their client record and entering the marketing code in the Scan Marketing Code dialog.

    Once you have entered the marketing code, click SAVE.
    You do not need to press the Export to Excel button unless you want to view the report.

    View The Marketing Schemes Report

    To view the Marketing Schemes Report, and see how well your marketing scheme has performed, click the EXPORT TO EXCEL button in the Scan Marketing Code dialog.
    There must be data entered for marketing schemes for the report to run.
    The report shows the client name and number, the marketing code and the date your staff scanned or entered the marketing code against that client record.

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