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The Communication Tracking facility automatically stores all the key documents generated from IRIS against the right client. Examples of files it can store are: reports produced from within the IRIS practice modules, Microsoft Word files, PDF files, scanned documents, emails and telephone calls.
This means you do not need to hunt through files and email trails when the client calls.
There are two different communications screens within IRIS; the Staff Control Panel (SCP) communications screen and the Client Communications screen. Both are very similar, although they do have some subtle differences.
To access this screen, go to:
IRIS Practice Management | Staff Control Panel | Communications tab
By default, this screen shows the documents, for ALL clients, which have been added into communications and have not been actioned (actioned means that the document has been printed or emailed to the client).
Documents which have not been
actioned are assigned to a particular staff member and the screen will
show the documents which are assigned to the user ID you have logged in
as.
To access the Client Communications screen, go to:
IRIS Practice Management | Staff Control Panel | Launch | Client Lookup, select a client, select the Communications tab
By default, this screen shows
all documents for the selected client added in the last year. It is possible
to show documents added over a year ago by changing the date range at
the top of the screen.
Most of the options within the SCP and the Client communications screens are the same. Below is a list of most of the options, with a brief explanation of what they do:
Find - allows searching for particular communication items, may it be an AutoMail letter or a phone call.
Refresh - updates the screen if any changes have been made.
Configure - provides the ability to configure the columns that are displayed on the screen.
Print List - prints the list as displayed on the screen.
Export List - allows you to export the list of communication items to a CSV file.
Link - displays details of the link to the selected communication item. This contains details, such as: who added the document, and when it was printed/actioned.
Item Details - displays details of the selected communication item. For example, this might show that the same document is linked to more than one client.
Ext Search - if you have an external document management system linked to communications, such as IRIS OpenDocs, this button will search for all documents, for the selected client, which are stored in IRIS OpenDocs.
Action- displays a number of options related to that communication item. Right clicking on a particular communication item also gives you the Action options, which will allow you to:
Action:Print – will print the item if it has not already been actioned.
Action:Email – will allow you to email the document to the client as an attachment.
Re-Print – re-prints the document and adds a new communication item which is linked to the existing document.
Re-Generate – reproduces the item so it can be printed. It does not log a new link.
Post Task – creates a new task with the communication item as an attachment to the task. This is useful if the document requires follow up actions and you would like a reminder.
Mark as Completed – will mark the item as actioned.
Mark as Not Complete – will mark currently completed item as not being complete.
Delete – this option allows you to delete the communication item. If it is an external document, then it will give you the option to: permanently delete the file, move the file to the recycle bin or just delete the communication link.
Add Item
Allows you to add a new communication item, which may be: an AutoMail letter, an external document or a telephone call. (The SCP communications screen shows these as separate buttons)
It is also possible to add new items by dragging and dropping an external document into the communications window.
Client Folder
Client communications screen only - allows you to specify a client folder for the client. Most practices have a filing structure setup on their network with a separate folder for each client, which is used to store all external documents for the client. Linking the client folder to communications makes it quicker to add external documents.
It is necessary to link the client folder to confidential clients in order to automatically store documents produced from within the IRIS modules.