 KimGray
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| Joined: 17 Mar 2014 |
| Total Posts: 3 |
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Appointment Reminder Calls
Posted: 17 Mar 2014 09:47 AM |
| Our center makes appointment reminder calls for the next day. How can we print a list of clients with their phone numbers? Currently we have to go through and write down all the phone numbers for each client every day. |
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Appointment Reminder Calls
Posted: 17 Mar 2014 09:51 AM |
Hi KimGray,
You have a couple of options, but the most efficient way I've seen centers do it is to record the phone number in the comment field on the appointment form when the appointment is being created. That way, reminder calls can be made by going through and clicking into the appointments and seeing the phone numbers right there, or you could run the Appointments by Staff/Volunteer Report to see upcoming appointments, including any Comments, which would include the phone number in this case. I hope this helps.
Regards,
Amy |
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KimGray
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| Joined: 17 Mar 2014 |
| Total Posts: 3 |
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Re: Appointment Reminder Calls
Posted: 17 Mar 2014 09:56 AM |
| So there is no way to run a report of appointments that includes the phone number field? Is there a way to request this feature? |
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Appointment Reminder Calls
Posted: 17 Mar 2014 09:59 AM |
Hi KimGray,
You can also use the Appointment Statistics to see which appointments are upcoming, but it will only display phone numbers for the appointments that are already tied to the client files. For those appointments that don't have a client file attached yet, the phone number would need to be recorded on the appointment form. We are planning to add a phone number field to the appointment form in a future update, so that will be coming to make things easier for you.
Thanks,
Amy |
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KimGray
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| Joined: 17 Mar 2014 |
| Total Posts: 3 |
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Re: Appointment Reminder Calls
Posted: 17 Mar 2014 10:06 AM |
| I have never used Statistics. In looking at it, I don't see a way to run a report by day. Can you explain to me how to do that? |
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Appointment Reminder Calls
Posted: 17 Mar 2014 10:13 AM |
Kim,
There isn't a way to run by day, but you could run by the month and put it in order by day. Here are the steps:
1. Login to CenterPiece
2. Click to Client Management, then Statistics
3. Click on Appointment Statistics
4. Select your date range. For example, you could use March-March 2014 to see just the appointments for this month
5. You could also use the first Demographic box and select "Status" to narrow the appointments in March down by those than are "Not Checked-in" yet, meaning they are still to come.
6. Click Run Report
7. You can click directly on the number for "Not Checked-in", click on the "Appointment Date" column header to sort by date, and select the check box at the very top of the report (right below the title "Appointment Statistics") that says "Show contact information". This will dispaly contact information for any appointment already tied to a file.
If you need further help or clarification, we would be glad to go over this on the phone with you. It might be easier that way, and we'd really like to help you get this information. You could call our main line (469) 293-3079 and dial to your account manager's extension or leave a message on the main line and an account manager will call back to assist you. Just let us know.
Thanks,
Amy |
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mkmatjeka
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| Joined: 04 Jun 2014 |
| Total Posts: 16 |
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Re: Appointment Reminder Calls
Posted: 15 Jul 2014 04:56 PM |
I too would like to be able to have a place for phone numbers in the scheduler view. Pulling up the information through scheduler is nice, but it is more detailed than needed.
It would work nice to have a spot to put the phone number in the scheduler and/or be able to print the notes when we print the schedule.
Thank you,
Michaela |
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Re: Appointment Reminder Calls
Posted: 15 Jul 2014 05:03 PM |
Hi mkmatjeka,
The best way to get phone numbers is to run the Appointments By Staff quick report. This report is located in the left margin under the Scheduler tab.
This report also prints the notes (comments) on each appointment.
Hope that helps! |
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mkmatjeka
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| Joined: 04 Jun 2014 |
| Total Posts: 16 |
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Re: Appointment Reminder Calls
Posted: 15 Jul 2014 05:18 PM |
That is almost perfect! All it needs is to be organized by date and time instead of staff/volunteer.
Thank you!
Michaela |
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Re: Appointment Reminder Calls
Posted: 15 Jul 2014 05:22 PM |
Hi Michaela,
I am glad this can help you! You are saying you would like the option to sort by Staff/Volunteer or by time of appointment, correct? How would this benefit you and your center?
Blessings,
Ashleigh |
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Re: Appointment Reminder Calls
Posted: 15 Jul 2014 05:26 PM |
yes, that makes sense, unfortunately the current report only groups by staff/volunteer. we'll have to add a new report / list view that allows sorting by date/time. thanks for your feedback. we'll add this to our feature list.
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