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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 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.
The following items can be added to the communications tab:
AutoMail Letter - the user can add a letter against the client, on the mail merge a template can be selected and the client field will be pre-populated if accessing the communications tab on an individual client.
External Document - this option allows an external document to be linked against a client. This could be for example, an Excel document.
The document to be linked can be selected by clicking on the magnifying glass next to Select and selecting the document within Windows Explorer.
Multiple External Documents - this option allows multiple external documents to be linked against a client. These could be for example, two or three Word documents.
The document to be linked can be selected by selecting the documents within Windows Explorer that comes up, and then clicking Open.
Further documents can be selected by clicking on either the Selected from a folder or All from a folder options.
Selected from a folder allows a few files from one folder being selected. When then clicking select document, it will bring up windows explorer window where the appropriate files can be selected.
All from a folder option will select all the files from a particular selected folder.
With this option it is also possible to include all sub-folders. When then clicking select document, it will bring up a folder view window where the appropriate folder can be selected.
Phone Call - this allows the user to log a new call against a client. It is also possible to log whom the call was with. There are four options for this, either the Client, a Bank, Companies house or the Inland Revenue.
The date and time of the start of the call can also be logged as well as the date and time of the end of the call.
The description of the call can be added in the description box and in the text box below that details of the call can be added.
Action: Print - if the item has not been completed then this button allows the user to action a letter that has been requested before.
Action: E-mail: - this will allow the item to be e-mailed to the client it relates to.
Delete - this option allows you to delete the communication items. If it is an external document, then it will give you the option of either permanently deleting the file, moving the file to the recycle bin or just deleting the link.
Mark as Completed - this marks the selected communication item as being complete and actioned.
Mark as not complete - this marks the selected communication as not complete, if it is presently completed.
Change Physical - this allows you to change the physical path, where the file is saved.
Re-Print - this option reprints the letter. It will give the option to either re-print the letter immediately or to add a new link so it can be printed later.
Re-produce - this option will re-produce the AutoMail letter. This will not log a new link.