PrePatient User Guide

Transcription

1 "We create exceptional business solutions for cash-pay healthcare professionals that enable them to realize their full potential." PrePatient User Guide Version 1.0 8/17/2012 1

2 Table of Contents Introduction... 2 Logging In... 3 Overview... 4 Setting Filters... 5 Fields... 6 Adding a New PrePatient... 7 Mass Importer... 8 Composing an Message Templates Post a History Message Creating a Message Signature Overview - Request CSV Edit PrePatient Information Analytics Follow-up Tasks Adding a New Task Whiteboard Account Settings Users... 21, 22 User Settings User Settings Sharing your Calendar PrePatient Notes Introduction One of the most important aspects of any business is the method by which it tracks and acquires new business. To assist your practice with that process, Einstein has developed PrePatient. Our PrePatient software helps you manage how your team converts leads, schedules consultations and books cases. Helpful Links - Click on the link below for that action. When you see the PDF security warning, click Allow. PrePatient Login Get Started! Extranet Login Einstein Information Center and App Launcher Send an to the Einstein Help Desk 2

3 Logging In To log in to your PrePatient account, go to and enter your address and password. If you have forgotten your password or have not received one, click the Forgot your password? link to the right of the Login button. Then enter your address and click the Send Password button. You will receive an with a link to choose a new password. 3

4 Overview The Overview tab shows all information about the potential patient both that which was provided via the contact form and entered manually by the patient. Default data fields include: id, name, date of contact, status, source, procedure, when they want the procedure, incoming, outgoing, history notes, and last communicated. You can scroll through the pages, set the number of leads per page and search all leads. Below are additional tasks you can perform on the Overview tab. Compose an to the lead by clicking on the Name (see p.9) Access field options by clicking on Account Settings in the upper right Filter the leads by clicking on the Change Filters link above your leads total (see p.5) Add a lead by clicking on the Add New PrePatient link above the Search box(see p.7) Edit a PrePatient s details by clicking the Edit link under the seven digit ID number.(see p.14) Export to an Excel document by clicking the Request CSV link (see p.8) 4

5 Overview Setting Filters Filter out which leads you do not want to see by un-checking them and click clicking the Filter button. You can also filter leads by date received. 5

6 Fields The Fields tab allows you to add or edit data fields. Keep in mind that adding a data field in PrePatient will not add it to your website s contact form. Please contact Einstein s Client Services if you wish to make any change to your website s contact form. Caution! Changing the field name may break the connection between PrePatient and your website s contact form. 6

7 Adding a New PrePatient To manually add a new PrePatient complete the appropriate data fields and click the Save button. You will then be directed to either the Compose Message screen to send an to the lead or the Post a History Note page in PrePatient that only you will see. You can also import more than one lead at a time by clicking the Mass Importer link in the upper right corner of the page. 7

8 Mass Importer Step 1: Upload CSV file Converting from Microsoft Excel to CSV For Windows Users: Open file and Save As 'CSV Comma Delimited'. For Mac Users: Open file and Save As 'Windows Comma Separated'. CSV File Notes Make sure field delimiter is a comma (,). Make sure text delimiter is double quotes ("). Remove any unnecessary headers or content. Just leave the main header and rows of leads. Upload Error Help Check if file extension is '.csv' (e.g. 'leads_for_upload.csv'). 8

9 Composing an To send an to the lead, enter the subject and then compose your . From this screen you can also Edit Details for the PrePatient, Manage Templates, Manage Signatures, add attachments, Post History Message, Add a New Task (see p11) and view the communication log. Once you have completed composing your , click the Send button. 9

10 Message Templates Message Templates provide an easy way to quickly answer common questions. To create a Message Template, click Account Settings in the Overview tab and then click the Message Templates tab. From this screen you can choose a preferred message template, change the order, and edit and delete templates. 10

11 Post a History Message History Messages are notes that only PrePatient users can see. It is a good idea to provide as much detail as possible about the potential patient. To post a History Message into the Communication Log, click on the PrePatient Name and then click the Post History Message link to switch to the Post History Note mode. 11

12 Creating a Message Signature To create a Message Signature, click on User Settings at the top right of the Overview tab and then click Message Signatures. Title your signature, add contact information, and click the Create button. This signature will automatically appear at the bottom of all your messages. 12

13 Overview - Request CSV To download an Excel document of your leads first click Request CSV. Then wait for the notification that your document is ready. A new link will appear once the document is available. The new link will look like the example in the above image labeled Step 2. Download CSV (Requested on ). Once complete, click the Download CSV link, click the OK button when prompted, and download or view the Excel file. If the file you receive is not dated today, please contact the Einstein Help Desk to request it be updated. 13

14 Edit PrePatient Information To edit the PrePatient information for any lead, click on the edit link near the Name of the lead. Update the information and click the Save Details button. 14

15 Analytics The Analytics screen shows PrePatient data over the last two weeks. For example, the graph above shows healthy improvement in how quickly the practice is responding to inquiries. 15

16 Follow-Up The Follow-up tab shows how many PrePatients are in the various stages of response at a glance. To see the PrePatients in the Third Follow-up, for example click the Third Follow-up link. You can also add a new report based on filtering criteria of your choosing. To add a new report, click the Add New Report link, set criteria and click the Create button. 16

17 Tasks Tasks are s that can be prepared ahead of time and sent out on a selected future date and time. By default, only tasks assigned to the user that is logged in are shown. To display all tasks, click the Change Filters link and select All from the Assigned drop down menu. To mark a task as complete, put a check mark in the Completed box. Clicking the PrePatient name will bring you to the Compose Message screen. You can edit the Task by clicking on the edit link to the right of the Due date. You can share your tasks by clicking on the ICAL button on the upper right side of this page and putting a check mark in the Share My Tasks box. 17

18 Adding a New Task To create a New Task, click on any PrePatient name and then click Add new task on the right side of the page. Next complete the appropriate fields and click Create. Once you click the Create button you will be taken to the Compose Message screen to prepare the . 18

19 Whiteboard The Whiteboard is for note taking. We have supplied you with a good question base to discuss with your staff: we suggest they be asked to answer these questions when introduced to PrePatient as well as on a quarterly basis to track their development. To edit the Whiteboard, click the Edit Whiteboard link. We suggest copying the questions and pasting them below each time they are to be answered to show history. 19

20 Account Settings In Account Settings you can change the display name, correct your time zone, choose goal statuses, and also choose and organize the data fields displayed on the Overview tab. To remove a date field, remove the check mark from the corresponding box. To change the order of display fields, click the field and drag it to the desired position. Once you have completed your changes, click the Save button located at the top and bottom of the page. The Sources tab is for internal use only. 20

21 Users The Users tab lists the users who have access to PrePatient and is only accessible by users that have admin rights. Here you can add, edit, and delete users. You can also manage signatures by clicking on the signatures link. To choose which sources a user is notified of, click the edit link. 21

22 Edit User In the Edit User screen you can change the user s Name, , and Password, as well as determine if they are Task Assignable or Account Admins. This screen also allows you to choose and edit Source Notifications. Common sources to receive notifications are your website and DocShop. Users that are Account Admin have access to the Users tab. 22

23 User Settings On the User Settings screen you can edit your name, , and password. If you don't want to change your password leave those fields blank and your password will remain the same. 23

24 User Settings Sharing your Calendar Also available on the User Settings screen is the ability to share your calendar with anyone on a variety of calendar applications. To share your calendar, copy the link provided and add it to your favorite calendar application. Make sure your favorite calendar application accepts the icalendar format. For Mac users using ical, go to 'Calendar' then click on 'Subscribe' and paste the link. You can manually refresh the calendar or set an auto-refresh rate. For Google Calendar users, click on 'Add' at the bottom section of 'Other Calendars'. Choose 'Add by URL' from the choices then paste the link. Please note however that Google Calendar doesn't have an option to manually refresh the calendar and updates can take a while before it gets reflected. Note: Only account admins can change sharing for 'All Tasks' calendar. Caution! Please be careful with whom you share your calendar links. 24

25 PrePatient Notes 25