Revision as of 09:11, 9 July 2024

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Organisation Details

This page allows you to upload a system logo as well as enter the address of your organisation. This address will be used as the default header on Letters. The email address will also be the default email address.

Org/Person Record Rules

The Org/Person Record Rules section gives control of how records (Details screens) behave on your system.

Record a Contact for a New Org/Person

Check for duplicates when creating Organisations and People

Setting this to "yes" will mean that whenever a user creates a new organisation/person on the system, a check for possible duplicates will be carried out. If there are any possible duplicates, the user will be shown a popup box with these organisations/people shown, and will be given the opportunity to work with them instead of creating a new record. (example shown)

Show Orgs/People ID after the name (on search pages)

When set to yes, this will display the record ID number on search results pages.

Use Orgs/People ID as the "account code"

Setting this to "yes" will carry someone's unique system ID number into their Accounts Code field on the "Client Details" screen, in order to create invoices for them from the Accounts Module. You may be given accounts codes by your funders, or you may already have them created - but if not, using the system IDs to do so is a neat solution.

If using this option, it will not simply go through the system and fill all boxes in - you will need to go to each record and manually re-save it (using a "Save Details" button or the equivalent). This will create the accounts code.

Prefix for Account Code

This relates to the above option. If "Use People/Organisation ID as Account Code" is set to "Yes", this prefix will be added to the automatically created accounts codes.

Require main disability for people with disabilities

This relates to the Disabilities for... section where you can enter details of multiple disabilities. If this option is set to "Yes", the user will need to choose one of the selected disabilities as the Main Disability. If set to "No", the user will still be able to select more than one disability, but will not be forced to designate one as the Main Disability for that person.

Limit GPs and surgeries by district

If set to "Yes", this will mean that once a District is set on the Client Details screen, the only GP Surgeries and GPs available to be selected on the "Personal Details" tab for that client will be those GPs and Surgeries also located in that District.

This is good if your organisation covers a large, densely populated area with a lot of Surgeries, in which case the selection list would become long if not limited by District. On the other hand, it will make it more difficult to record the fact that a client might attend a Surgery or see a GP who is outside their District of residence.

What to display in History section

• Referrals
• Emails

If you have enabled emails, this feature allows you to see sent emails on the history page, along with ordinary contacts.

In the History section, show Referrals where the org/person is a:

• Receiver of the service
• Referrer
• Additional organisation or person type

This is a useful feature which displays associated referrals on the history page of both records. For example, if you are assigning referrals using the Additional Org Person function, if you click on the history page of the assigned person/organisation, you will see all the referrals they are associated with. The same would go for referrers so you would be able to click on to a Referrer and then see all the referrals they have been associated with.

Maximum number of Orgs/People results before search is shown

This setting governs how long a list can be before the user is prompted to run a search. For example, if this number is set to "5", and you only have four clients on your system, when a user clicks the "Clients" link, they will simply see a list of those four clients. However, if you have six clients or more on your system, when a user clicks the "Clients" menu item they will be shown a search form instead, prompting them to run a search for the client.

Although the screen is big enough for lists to become fairly long, it's often a good idea to keep this number low. The sooner users are prompted to search the existing data, the better - this decreases the chance of any Organisations/People being duplicated on the system. Indeed, you may choose to set this number to zero from the start of your use of the system, meaning that users will always be given a search box rather than seeing a list.

Remember criteria from previous Orgs/People search

This option specifies if the search criteria boxes remember the details last used for a search (applies to all users). We strongly advise this feature is set to No.

Allow users to create Private Notes

This option allows the use of private notes in organisation/person records. Individual users will also need to have the option for "Allowed to Create Private Notes?" set to "Yes" in their general user details in order to create and view notes.

Allow creation of users who can only see their own clients

Record a Contact / New Referrals Rules

Miscellaneous Rules

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