Client record

The record keeps each client's details. You open it from the client list, or from an appointment with View record.

The client's details

The details are organized in tabs:

• Personal details: the ID document (Type and ID number), First name, Last name, Gender and Date of birth. The ID document, first name, last name and gender are required. Their Tags and their Access also go here.
• Coverage Medical: their Coverage and their Member number. See coverages.
• Contact information: Email, Landline, Mobile and Address. The notices and reminders for their appointments are sent to the Email.
• Notes: anything you want to remember about that client. When a client has notes, the tab is marked so you don't miss them.

If your client requests an appointment online with contact details different from the ones in their record, the record doesn't change on its own: they receive an email to confirm the change. See notices and reminders.

Block online booking

In Access you choose Enabled or Blocked. A Blocked client can't request appointments online from your microsite, but you can still give them appointments from the schedule. See online booking.

Extended record: visits, files and follow-ups

If your plan includes the extended record, the record gets three more tabs so you can keep everything about that client in one place: Visits, Files and Follow-ups. A new client doesn't have them: they appear once the record is saved.

Only Professional can open these tabs. If you are Administrator and you also see clients, add the Professional role to yourself to see them. See add your team.

Visits

Each entry in Visits is a visit: the service you provided, the Reason the client came for and any Remarks you want to write down. The list shows the entries from newest to oldest, with the date and the professional who added each one.

All professionals see a client's entries, but only the person who added an entry can change it.

Files

In Files you keep a client's files: test results, images, scanned documents. You can upload several at once and choose the service they belong to.

Before uploading them, you accept the terms shown on screen: you must be authorized to share those files and you are responsible for what you upload, you can't upload illegal content or other people's data without their consent, and files that don't comply may be deleted.

With Restrictions you decide who else sees a file:

• With no restriction, all professionals see it.
• Creator only: only you see it.
• Users of the same service: only the professionals who provide that same service in any of their schedules see it.

Administrator with the Professional role sees the files of any service, but doesn't see the ones another professional set to Creator only either.

Only the person who uploaded a file can change it.

Follow-ups

In Follow-ups you note each matter you follow with a client over time, each with its Details and its Status: Active, Suspended or Finished. This way you see at a glance which ones are still open.

On the printed sheet

If your plan also includes documents, when you use Print in the client list you can add visits to the sheet with their personal details by checking Include visits. On the left you choose which ones, and you can filter them by professional and by service.