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There is no automatic process in Access Anaesthetics which will print reminders at a set period. The problem with such a system is that you may send reminders to people you did not intend to send them to. For example, you may know that a particular patient is having financial difficulties, or has telephoned recently about the account, and you would prefer not to send a reminder to these people. Consequently, we have set up a system which allows you to easily print groups of reminder notices when you want to, and which allow you to control exactly which reminders to send.
As with receipts and copies of accounts, Reminders are identical to original accounts except that they may contain additional messages (+/- details of payments) . See the section on Printing Accounts Again for full description of the relevant issues.
| 1. | Go to the List of Accounts and select Overdue from the Select menu. |
| 2. | Click in the Weeks column, then click the Z-A button on the toolbar to sort the list from most to least overdue. |
| 3. | Visually scan the list and tick the Tag checkbox for accounts you wish to send a reminder to. |
| 4. | Click the Print Accounts - Tagged button. If you like, review the messages to be added to the account, then press the Continue button to complete the printing process. |
The following notes may assist to develop a strategy which works best for you:
| • | For a quick result, select the Overdue accounts and print reminders for all. The overdue period (time after sending the account before it is deemed overdue) can be set up on the Automatic functions page of the Options form. |
| • | Try filtering the list by using the Select > Advanced option, then insert a value into the Accounts still unpaid after x weeks field. Entering a value of 4 would be equivalent to obtaining a list of accounts which were still unpaid after 30 days. |
| • | Try ordering the list by the payment status column to make it easier to determine which accounts should be sent reminders. |
| • | Scroll to the right in the list to review the # Rem column which shows how many reminders have already been sent. |
| • | Scroll to the right and review the columns labelled LastContactDate and LastContactType. These will show how long it has been since the last reminder or other contact. Order the list by the LastContactDate column to more easily review the status. |
Whenever an account is printed which is deemed a reminder, the Num reminders field on the Status page is increased by 1. This is the field which is used to determine which level of reminder message should be attached to the account.
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