Getting Data From Your Practice Management System

Transcription

1 Step 1: Initial Setup - 3 Month Report This one-time-only setup helps ensure that the PhoneTree software has all the information needed to incorporate data from your appointment schedules into automated messages. Because not every appointment type or provider might be represented on your daily appointment report (for example, a certain provider may be on vacation at the time of report creation, therefore showing no appointments), you will initially set up PhoneTree to read from an appointment report showing three months of appointment information. This guide will show you how to create this report. Step 2: Daily Operation - Daily Report Once your PhoneTree system has seen all possible providers, appointment types, and other information for three months out, then you re ready to create your daily report, from which PhoneTree will make calls on a daily basis. This will be almost exactly like creating a threemonth report, except that it will show appointments only for the upcoming day. It is from this report that PhoneTree will create messages each day. After your PhoneTree has been configured with a 3-month report, you will be able to import a daily report with the instructions provided here. Page 1

2 Nextech: Appointments - 3 Month Report In order for your PhoneTree system to be custom-configured, it is necessary that you use your practice management system to save or export your daily appointment report. Place this file in a location where you will be able to browse to it from the PhoneTree computer. Your PCS support representative will configure PhoneTree to read from this file. This one-time step is required for correct configuration. Here s how to do this using the Nextech system: Note: Before you can create the 3 Month or Daily Report for PhoneTree in Nextech, you must contact Nextech to create a filter for pulling appointment data. Once the filter has been created, you may proceed with the instructions below. Click the Write Letter icon. While under Appointment Based Messaging, click New, then Create New using Appointment selector. 1. Open Nextech to the main screen. From the top toolbar, choose the Write Letter icon (third from the left). 2. Click on the Appointment Based Merging tab. Now click the New button (above the left column) and then choose Create New using Appointment selector. 3. In the Filter Name field, enter PhoneTree Appointments. Below and to the right, check the box Appointments In Date Range and then enter a 3 month appointment date range in the From and To fields. For instance, if today was 12/10/07, enter 12/10/07 in the From box and 3/10/08 in the To box. 4. Next, in each category, select which items you want to call for. To do this, highlight an item in the Unselected column and click the > to move it to the Selected column. To move all items for a category, click the >> button. When finished, click OK. Page 2

3 , continued Click >> button to move all patients......then check the Export CSV Now you will return back to the Appointments Based Merging tab. Click the >> button between the two columns to move all of the patients to the Merge to Group column. Then, check the Export CSV text listing file instead of creating Word documents 6. The Select a merge template window opens. Choose the template (filter) that Nextech created for your practice and click Open (name may vary). 7. Next, a window will appear with the file information you have requested. At the top of the window, click File > Save As. The Save As window will appear. Choose a destination to save the file (i.e. C:/PhoneTreeDataFile) in the Save in drop-down box, then in the File Name field, enter ptappts and click Save. This step creates the file and you will now be able to locate it where you chose to save it. Congratulations you re done! Page 3 support@phonetree.com FAX

4 Nextech: Appointments - Daily Report In order for your PhoneTree system to be custom-configured, it is necessary that you use your practice management system to save or export your daily appointment report. Place this file in a location where you will be able to browse to it from the PhoneTree computer. Your PCS support representative will configure PhoneTree to read from this file. Once configured, each day PhoneTree will read this file and use it to make calls. Here s how to do this using the Nextech system: Click the Write Letter icon. While under Appointment Based Messaging, click New, then Create New using Appointment selector. 1. Open Nextech to the main screen. From the top toolbar, choose the Write Letter icon (third from the left). 2. Click on the Appointment Based Merging tab. Next click the New button (above the left column) and then choose Create New using Appointment selector. 3. In the Filter Name field, enter the name PhoneTree Appointments. Below and to the right, check the box Appointments In Date Range and then enter an appointment date range that reflects the date you wish to confirm appointments for in the From and To fields. For instance, if you want to confirm tomorrow s appointments, then enter tomorrow s date in both the From and To boxes. 4. Next, in each category, select which items you want to call for. To do this, highlight an item in the Unselected column and click the > to move it to the Selected column. To move all items for a category, click the >> button. When finished, click OK. Page 4

5 , continued Click >> button to move all patients......then check the Export CSV Now you will return back to the Appointments Based Merging tab. Click the >> between the two columns to move all of the patients to the Merge to Group column. Next, check the Export CSV text listing file instead of creating Word documents box and then click the Other button. 6. The Select a merge template window opens. Choose the template that Nextech created for your practice and click Open (name may vary). 7. Next, a window will appear with the file information you have requested. At the top of the window, click File > Save As. The Save As window will appear. Choose a destination to save the file (i.e. C:/PhoneTreeDataFile) in the Save in drop-down box, then in the File Name field, enter ptappts and click Save. This step creates the file and you will now be able to locate it where you chose to save it. Congratulations you re done! Page 5 support@phonetree.com FAX