Fritz: All Fritz/All Fritz.zip/All Fritz/FILES/BUSITION/DENTAS1.LZH/DENTL-A4.EXE/DENTIST.ACS/ACT1.DOC

Text File | 1992-03-24 | 9KB | 207 lines

                       Help Screen For Activities File

                                 Overview

The Activities file serves 3 purposes:

1⌐á A≤á yo⌡ contac⌠  Patient≤ ove≥ thσ phone¼á thσ screeε wil∞ identif∙á t∩  ì
yo⌡ detai∞  informatioε  oε tha⌠ Patien⌠ a≤ sooε a≤ yo⌡ inpu⌠ thσá  compan∙  ì
namσá int∩á thσ Activit∙ screen¼á o≥ thσ firs⌠ fe≈ letter≤ oµá thσá compan∙ ì
name«

2⌐  Iε you≥ absence¼ you≥ secretar∙ ma∙ bσ receivinτ inquirie≤ fo≥ you«  Iε ì
thosσá  case≤á wherσá thσá calle≥ alread∙ ha≤ ßá recorΣá entereΣá int∩á thσ  ì
Patien⌠á file¼á  you≥á  secretar∙ wil∞ seσ al∞ oµ thσá detai∞á  informatioε  ì
abou⌠  tha⌠ Patien⌠ iε ▓ seconds«á  If¼á oε thσ othe≥ hand¼ tha⌠ inquir∙ i≤ ì
froφ ß  Patien⌠ no⌠ knowε t∩ you¼ you≥ secretar∙ wil∞ theε bσ ablσ t∩ ente≥ ì
ß messagσ  plu≤ somσ morσ detai∞ information¼á sucΦ a≤ name¼á address¼á anΣ ì
zi≡ code«

Thi≤  achieve≤  tw∩ objectives║  a⌐  Yo⌡ o≥ you≥ secretar∙ caε  inpu⌠  datß ì
int∩á  thσá Activit∙ filσ oε an∙ Patient¼á regardles≤ oµ  whethe≥á o≥á  no⌠  ì
the∙á arσá alread∙ iε thσ Patien⌠ file«á b⌐ Message≤ takeε iε you≥á absencσ ì
int∩á  thσá 'NEWºá  categor∙á  wil∞  no⌠  bσá los⌠á bu⌠á wil∞á bσá  groupeΣ  ì
togethe≥  iε  thσ activit∙  reports¼ witΦ thei≥ comment≤ anΣ phonσ numbers« ì
Iε thi≤ way¼  yo⌡ caε follo≈ u≡ oε al∞ inquirie≤ madσ iε you≥ absence¼ eveε ì
iµ you≥ secretar∙ recordeΣ partia∞ messages.

3⌐áá   Al∞áá oµá thσá activities--botΦá incominτá inquirie≤á anΣáá outgoinτ  ì
Patientinτá calls--wil∞á  generatσ  reports¼á  sorteΣá  b∙á  name¼á  dates¼  ì
compan∙   name¼á comments¼á tha⌠ wil∞ hel≡ yo⌡ tracδ anΣ theε follo≈ u≡á oε ì
thosσ calls.


Observσá  tha⌠  iµ  thσ  Patien⌠ i≤ alread∙ iε thσ  Patien⌠  file¼á  ß  lo⌠  ì
oµá informatioε i≤ displayeΣ eithe≥ t∩ yo⌡ o≥ t∩ you≥á secretary¼á bu⌠á yo⌡  ì
inpu⌠á onl∙á  │á  ne≈á item≤á pe≥á activity║áá "COMMENTS"¼á "DAT┼á O╞á NEX╘  ì
APPOINTMEN╘á  O╥ COMMITMENT"¼á  anΣ   "HO╫  MUC╚  REVENUE/EXPENS┼  DI─  YO╒  ì
INCU╥  O╬   THI╙ ACTIVITY".

                      ================================
                      |           OPTION "C"          |
                      |    Creating a Callback list   |
                      =================================


This 'callback' option is a special case of the Add option on the  activity ì
menu  that  you just came from.  It takes all commitments  or  appointments ì
that you had made for today, and then scrolls through each record as though ì
you had entered them one at a time from the report: 'Today's Appointments'.

It  shows  you the comment from the activity record  where  you  originally ì
created  the  future commitment that resulted in today's  appointment.   It ì
then  creates  a new activity record for each of today's  appointments  and ì
waits for you to enter in any comment or future commitment.è


                       ================================
                      |           OPTION "A"          |
                      |     ADDING A NEW RECORD       |
                      =================================
                               (A to Add  data)

T∩ understanΣ ho≈ t∩ adΣ ß recorΣ int∩ thσ activit∙ file¼ g∩ t∩ tutoria∞  ▓ ì
iε  PROGRAM.DOC/PROGRAM.REF«

Iεá brief¼á  al∞ record≤ iε thσ activit∙  filσ  arσ relateΣ  t∩ record≤á iε ì
thσ Patien⌠ file«á  An∙ onσ recorΣ iε thσ Patien⌠  filσ caε  havσá multiplσ ì
record≤á iεá thσ activit∙ file«á   An∙ timσ yo⌡ attemp⌠  t∩ adΣ  ßá  recorΣ  ì
int∩ thi≤ file¼á thσ prograφ wil∞ firs⌠ seσ iµ  yo⌡  havσ  ß maste≥  recorΣ ì
fo≥ tha⌠ activit∙ iε thσ Patien⌠ file«á  Thσ prograφ ha≤á  one¼á exception¼ ì
though║á  iµá yo⌡á ente≥á aε activit∙ witΦ ß compan∙ namσá oµá  'NEW'¼á thσ  ì
prograφ allow≤ aε unlimiteΣ numbe≥ oµ 'unattachedº activitie≤  iε  thσ filσ ì
witΦ thi≤ name«


                      ================================
                      ⁿ           OPTIO╬ "Gó          |
                      | RETRIEVING AN EXISTING RECORD |
                      =================================
                             (G to GET/EDIT data)


Oncσ  yo⌡ understanΣ ho≈ t∩ retrievσ ß recorΣ usinτ thσ "Gó optioε  iε  thσ ì
Patien⌠á  file¼á  theε  yo⌡ caε d∩ thσ samσ iε abou⌠ an∙  othe≥á  par⌠á  oµ  ì
thσ program«

Observσ  tha⌠  wheε yo⌡ searcΦ fo≥ ß recorΣ iε thσ Activit∙ file¼  yo⌡  arσ ì
lookinτ  fo≥ ß compan∙ name¼ usinτ thσ  "Só optioε withiε thσ  "Gó  screen«  ì
Oncσ  yo⌡ finΣ thσ record¼ yo⌡ havσ actuall∙ locateΣ thσ firs⌠  recorΣ   oµ ì
al∞  oµ thσ Activit∙ record≤ unde≥ tha⌠ compan∙ name«  T∩ theε looδ a⌠  thσ ì
record≤  "behindó tha⌠ firs⌠ one¼ usσ thσ "Fó anΣ "Pó option≤ (ForwarΣ  anΣ ì
Prior⌐ t∩ fli≡ bacδ anΣ fortΦ t∩ seσ eacΦ record«  Al∞ activit∙ record≤ fo≥ ì
an∙ onσ Patien⌠ arσ groupeΣ togethe≥ b∙ date¼ theε timσ oµ message.


                               ==============
                               |  OPTION S: |
                               ==============

Daily  Snapshot  of Appointments.   This gives you a quick listing of  your ì
appointments  for  any one day.    If you had entered a time  for  any  one ì
appointment, then that appears also.




                               ==============
                               |  OPTION 1: |è                               ==============


Calendar«   Thi≤ wil∞ sho≈ yo⌡ thσ day≤ oµ thσ weeδ fo≥ an∙ ┤  weeδ  perioΣ ì
tha⌠ yo⌡ selec⌠ fo≥ thσ nex⌠ 2,00░ years«  UseΣ fo≥ clarifyinτ day≤ oµ  thσ ì
weeδ anΣ numeriπ day≤ oµ thσ montΦ wheε establishinτ appointments.




                               ==============
                               |  OPTION O: |
                               ==============


                     O  for Open or Pending Activities


Thi≤  optioε give≤ yo⌡ thσ abilit∙ t∩ se⌠ asidσ activitie≤ int∩ ß  'bucketº ì
tha⌠ yo⌡ designatσ a≤ stil∞ opeε o≥ pending«  Somσ activitie≤ ma∙ no⌠  havσ ì
ß  futurσ commitmen⌠ datσ bu⌠ arσ unresolveΣ pendinτ somσ othe≥ follo≈  up«  ì
Yo⌡  caε  thinδ  oµ thesσ 'Openº activitie≤ a≤ existinτ iε  aε   'Openº  o≥ ì
'Pendingº folder.

B∙  default¼ al∞ activit∙ record≤ arσ 'Closed'«  Yo⌡ caε elec⌠ t∩ makσ  an∙ ì
singlσ  activit∙  recorΣ  'Openº b∙ enterinτ thσ 'F10º ke∙  oε  eithe≥  thσ ì
Activit∙ AdΣ o≥ Activit∙ Ge⌠ screen«





                         Treatment of FAX numbers:

This program will carry over your FAX number into each activity record as a ì
visual convenience for you if you observe these steps:

1)  Enter a 'FAX=' code into the comment line of the patient file.
2)  At the end of the FAX number, place a '/'.


EacΦ patient recorΣ ha≤ tw∩ line≤ fo≥ comments«  Notσ tha⌠ yo⌡ caε placσ thσ ì
'FAX=º  codσ  int∩ eithe≥ line¼ iε an∙ placσ iε tha⌠  commen⌠  line«   Als∩ ì
observσ tha⌠ casσ conventioε i≤ irrelevant«  'FAX=º i≤ tha⌠ samσ a≤ 'fax='.

Let'≤ say¼ fo≥ example¼ tha⌠ you≥ patient ha≤ ß FA╪ numbe≥ oµ [phone]«  ì
Yo⌡áá  woulΣáá theεá ente≥á thi≤á codσá int∩á thσá commen⌠á linσáá oµáá thσ  ì
Patient/patient record:

                            FAX=[phone]/


The  program will interpret the '/' as the end of your FAX number and  will ì
then move over this phrase to the beginning of each new activity record:
è                            FAX=[phone]


                   Treatment of duplicate Company Names:

An option exists within the program to accommodate duplicate Company Names.

Remember that when you enter an individual name without a Company Name, the ì
program  will  create a Company Name consisting of 'first plus last'  name.  ì
Later,  when you print labels,  the label generator will look to see if the ì
Company  Name is the same as 'first plus last' name and will then skip  the ì
Company  Name in the label,  thereby freeing up one line of the  five  line ì
label.

To  insert any company name of your choosing in this skipped line,  observe ì
the following logic:

1)  Enter a 'DUPL=' code into the comment line of the patient file.
2)  At the end of the duplicate name, place a '/'.


Each Patient record has two lines for comments.  Note that you can place the ì
'DUPL='  code  into either line, in any place in that comment  line.   Also ì
observe  that  case  convention is irrelevant.  'DUPL='  is  that  same  as ì
'dupl='.

Once the program senses that you have entered a 'DUPL=' code,  that  entire ì
name will be placed into the label in the line where the company name would ì
have gone before.

Observe  that this duplicate company name logic will also work when you are ì
outputting data.  Recalling the Main Program Menu, option B:

                        "B)  Import or Output data"


Once you select 'B' on the Main Program Menu, you will then see the 'Import ì
or  Output  Data  Menu.'  If you select options 2, 3, 4,  or  5,  then  the ì
duplicate company name logic will work with these selections as well.

            "2)  Output records to Wordstar/Mailmerge[TM]"
            "3)  Output records to WordPerfect[TM] 4.2 or 5.0"
            "4)  Output records to dBASE III [Reg. TM]"
            "5)  Output records to Microsoft [Reg. TM] Word 4.0"