Mail Mgt Manual - Clintel Systems
Contents
1. PROVIDERS CONTACTS MAIL RECIPIENTS APPOINTMENTS WAIT LIST REPORTS ADMINISTRATION ft Mail Recipients Advanced Search New Mail Recipient Import Mail Recipients Pracuce ruie EX Tags Christmas Newsletter x Tag D Must have at least one of the specified tags option Must have all of the specified tags Must not have any of the specified tags Reference Search Simple Search Clear Search E Applying Tags to search chris Selected tags Christmas Newsletter Add Tags Remove Tags Search results Export Showing 2 of 2 Title First Name Middle Name Last Name Mail Recipient Type Mr Mike John Hall Client Edit Tags Mr mike john hall Client Edit Tags 2 Click the Add Tags button This will apply to tag to all the people in the results list below ft Mail Recipients Advanced Search New Mail Recipient Import Mail Recipients Priavluce vic Tags Tag Reference EJ Christmas Newsletter x O Must have at least one of the specified tags Must have all of the specified tags Must not have any of the specified tags Search Simple Search Clear Search Applying Tags to search result Selected tags Christmas Newsletter Add Tags Remove Tags Search results Export Showing 2 of 2 First Name Mr Mike Mr mike Middle Name Last Name Mail Recipient Type John Hall Client Edit Tags john hall Client Edit Tags 3 You will see a message asking you to confi2. Clintel CareRight Mail Management Manual Gen 4 Copyright Clintel 2013 clintel intelligent solutions for health Mail Management 2013 Contents What is IV IN CUMING sass cet cc tence ra actcadewSeescoxaaatasscatenstecsassantecdeesecsaaseatecetseoeeraassanads 3 Getting to Mal Managementin aa aaa ea aaa 3 The Mail Management Home Page ssnnnnnnensssseseennssssssssserresssssssserrrsssssssseeeresssssseeeeees 4 SMO IE Scarch FO STIUS SOCCI esinsin eea Eeen REEE 4 NAGS EE E E E E E E 5 E T E a E E E E A E A A N eceseeeene 5 ANO A eo E E E E E E E E E 3 ae TNS name oratii cessera A a a 6 PSF a e E E TEE A E T 7 Perine ar AG Tir 1S WL WS ca staan cena co A E E E 7 WS ieee at Nec jen teascaetc cat rstaseastat tc tectusa assent acateueascas iat tctantoeatasnatt cece ancadean es 8 MSU PY ACCC 5S AN IOs pctog sna E EA 8 Ie We FASS TOMA giesscastantetetiesassectaneacocteesncavtaesacetteeantastane E 9 Exporting a Histol Mal Recipients os cisasecocsn atneioestyons condeasesoncununcondearerorsyansdeadiasearicveartescts 12 Exporting using the Simple Search results cccccccssseseeeeceeecceeeeeeeeeceeeeeeaaeeeeees 12 Exporting using the Advanced Search results 2 0 0 0 cccccccecsseccccececeeeeeeeeeeeeeeeeaaeeeeees 13 Creanne a TN AN IR CC OIC IVE eeror eron E ETE NTE TENTE 15 Edinin a Maik IC CID IC INN ssrds E dd osetieuciqnialboamavenenss 16 PVE rei a Ml Recipe M seneese nna Oe iE aS e Re neri 17 Adding and removing tags fro
3. CareRight CEN ED 222002220 DASHBOARD ff Mail Recipients Editing Mail Recipient CLIENTS Title Mr E LOCATIONS First name Andrew MIMS DRUGS Middle name Arnold PROVIDERS CONTACTS Last name Anderson MAIL RECIPIENTS DOB 01 11 1980 APPOINTMENTS Gender Male WAIT LIST C Health Care Professsional e Postal Address Address1 46 hindmarsh street ADMINISTRATION X Address2 Suburb adelaide Post code 5000 State South Australia Country Australia Phone 08 8225 2254 Fax Mobile 0452 336544 Email C Email consent C Postal consent Reference 123456 All content Copyright Clintel Systems Pty Ltd 2005 2013 All rights reserved x Find brito Net Previous Highlight all Match case 4 When you have finished click Save Deleting a Mail Recipient 1 Search for the recipient 2 Click delete Mail Recipients Simple Search New Mail Recipient Import Mail Recipients Find Mail Recipients by name 3 or more characters Search Advanced Search Search results Export Showing 1 of 4 Title First Name Middle Name Last Name Mail Recipient Type Tags Mrs Andrew Arnold Anderson Mail Recipient Christmas Newsletter Edit Delete Ec 17 Page Mail Management 2013 3 Click OK Are you sure This will permanently remove the Mail Recipient Adding and removing tags from an individual record 1 To add or remove a tag search for the person and click Edit Tags
4. Gender can t be blank Gender can t be blank Gender cant be blank the wrong length should be 4 characters Gender can t be blank Tag list unkown tag new tag Title cant be blank Last name can t be blank First name can t be blank Gender can t be blank Invalid dob 21 forthwith drive Invalid 10 08 8225 2254 Addresses post code is not a number Address wrong length should be 4 characters Gender can t be blank Title cant be blank Lastname can t be blank Firstname cant be blank Gender can t be blank Please note that rows without errors will be imported successfully so you will need to fix these up and re import the rows that were erroneous 211Page
5. RP PrP PR O 0O N OU notes N O healthcare_professional N y practice _name N N role N W email_consent N D postal_consent 14 Page Mail Management 2013 Creating a Mail Recipient If after searching for the Mail Recipient you don t see the person you are looking for you can create a new entry To do this 1 Click the Mail Recipients tab 2 Click the New Mail Recipients button CareRight Q Search lati Loaaed in as admin DASHBOARD ft Mail Recipients New Mail Recipient Import Mail Recipients EMPLOYEES Find Mail Recipients by name 3 or more characters Search Advanced Search EMPLOYERS PROVIDERS P a A Title First Name Middle Name Last Name CONTACTS MAIL RECIPIENTS APPOINTMENTS WATT LIST REPORTS ADMINISTRATION v 2 Fill in the demographic fields first areRight DASHBOARD f Mail Recipients New Mail Recipient EMPLOYEES cas z EMPLOYERS First name Thomas PROVIDERS CONTACTS Midin namo MAIL RECIPIENTS Last name Hall APPOINTMENTS Date of Birth 01 01 1974 WAIT LIST Gender Male x REPORTS Postal Address Address1 14 metcalf ave ADMINISTRATION v PE Suburb modbury heights Post code 5092 State South Australia 7 Country Australia x Phone 0882503255 Fax 0882022545 Mobile 0425226545 Email info mail com Then fill in the following fields a Reference This is a reference that you can assign to a Mail Recipient which is searchable You can leave
6. Search Advanced Search LOCATIONS MIMS DRUGS Title First Name Middle Name Last Name PROVIDERS CONTACTS MAIL RECIPIENTS 8 Page Mail Management 2013 3 You can now search using the different fields fi Mail Recipients Advanced Search New Mail Recipient Search Options Name Gender x Type z Healthcare professional Practice role Tags Tag Must have at least one of the specified tags option P Must have all of the specified tags Must not have any of the specified tags Reference Search Simple Search Clear Search Field Name Include people with a particular first or Mike Hall last name Gender Include people of a particular gender Male Female Type Include only Mail Recipients Contacts Mail Recipient Contact or or Clients in the search results Client Healthcare Include Healthcare Professionals in the Tick include professional in the search results Unticked don t include Practice role Include people with a specific practice Doctor Practice Manager role Tags List any tags here then use Tag option tags in the Tags field reference number matching this value Multiple Tag Assignment When you have performed an advanced search you can apply or remove tags to multiple people 1 Type the tag name into the Selected tags box and click to select the tag You can add more than one tag 9 Page Mail Management 2013 DASHBOARD CLIENTS LOCATIONS MIMS DRUGS
7. this blank 15 Page Mail Management 2013 b Tag List Add tags that describe the groups that the Mail Recipient is a member of c Note Any notes that are relevant for this Mail Recipient Reference Tag list Note Save Cancel All content Copyright Clintel Pty Ltd 2005 2013 All rights reserved 4 Click save Editing a Mail Recipient You can only edit Mail Recipients Contacts and Clients need to be editting in their respective areas of Careright 1 To Edit a Mail Recipient simply click the edit link on the right of the Recipient name ce co oo sa Mail Recipients Simple Search New Mail Recipient Import Mail Recipients Find Mail Recipients by name 3 or more characters Search Advanced Search Search results Export Showing 1 of 1 Title First Name Middle Name Last Name Mail Recipient Type Tags Mr Andrew Arnold Anderson Mail Recipient Christmas Newsletter slete Edit Tags 3 This will open up the Edit window 16 Page Mail Management 2013 E P ea acter File Edit View History Bookmarks Tools Help 2 Brito Health Centre TS Clintel Syst dh helpdesk by client Public 08 H CareRight Platinum x gen4 spp config clintel com au recipients 9 edit S g Google P E A gs datasheets Helpdesks A H _ Helpdesks I Z _ Implementations Private HDs _ Helpdesk Reports _ Key Priorities KB Wiki _ Pathology Radiology
8. Change the name of a tag To change the name of a tag 1 Click the Adminsitration tab PA Click tags 3 Find the tag you wish to edit and click the edit link Administration Tags Add Tags Tag was successfully created female Edit Delete male Edit Delete Medicare Online Edit Delete platinum di Delete This is a new tag that am creating on the fly Edit Delete this isn t real Edit Delete 4 Type the new name for the tag into the name field Administration Tags Edit Tags Name Save Cancel 5 Click Save 6 Page Mail Management 2013 Deleting a tag If you add a tag in error you can delete it as long as it has not been used To delete a tag 1 Click the Adminsitration tab 2 Click tags 3 Find the tag you wish to delete and click the delete link Administration Tags Add Tags Tag was successfully created female Edit Delete male Edit Delete Medicare Online Edit Delete platinum Edit Delete test Edit This is a new tag that am creating on the fly Edit Delete this isn t real Edit Delete 4 To confirm deletion click OK to the confirmation message Are you sure Deleting a tag that is in use You cannot delete a tag that is in use If you try you ll get the following error message Add Tags Unable to delete tag tag is in use Christmas Newsletter Edit Delete Connections Newsletter Edit Delete 71 Page Mail Management 2013 Using the Sim
9. Mail Recipients Simple Search New Mail Recipient Import Mail Recipients Find Mail Recipients by name 3 or more characters Search Advanced Search Search results Export Showing 1 of 4 Mail Recipient Type Tags 2 Type the name of the tag and select it from the drop down Or use the orange cross to remove any tags already applied Andrew Arnold Anderson Tags x Tags Christmas Newsletter news Christmas Newsletter Connections Newsletter Pacific Views Newsletter Cancel Point Break Newsletter ae 3 When you are finished click Apply Tags 18 Page Mail Management 2013 Importing Mail Recipients The system allows you to import a list of mail recipients These will be stored as Mail recipients in CareRight CSV File Format You should upload a CSV file that contains the 19 columns shown below It should contain a header row i e row 2 should be the first Mail Recipient Column Order Title 4 lastName YYYY MM DD format or Excel Australian date format 5 DOB DD MM YYYY p68 Gender J O 7 Postal Address fo 8 Postal Address2 9 PostalSuburb ff 10 Postal Post Code 4 Postalstate o 12 Postal Country fo p43 Mobile o 14 Email o 15 Phone s O e 18 Reference J S O pg Notes o yO A few basic rules are e The header names in the CSV must match exactly the header names above e You cannot list new tags in the CSV Tags field these will cause
10. Report Daily xlsx J SkyDrive Ba HCP ICD version number png This file can t be my Google Drive Ma calc png previewed Ba NewLineOfCode png 1 ea Libraries Ba wollongong png 1 Documents Ma Ivsa png a Music 4 TSMain_1307A Ibs zip 68 6 Pictures L wollongong phone call txt E a E Videos TIS m m mail recipients file csv Date modified 29 08 2013 1 52 PM y Microsoft Office Excel Comma Separated Val Size 1 26 KB File name 4 Next click the Import button 20 1Page Mail Management ru 19 imported PRTG SPP CareRight DASHBOARD CLIENTS LOCATIONS MIMS DRUGS PROVIDERS CONTACTS RAAN DoMocare mail recipients fle csv Mail Recipients Recipients successfully imported Import Find Mail Recipients by name 3 or more characters Title First Name 2013 5 If the headers were in the correct order and no errors then the records will be 6 If there were any errors the details will be displayed and you will need to fix these up and re import the rows that were erroneous See below for an example Select csv file No file selected The supplied Mail Recipients file could not be fully processed Row 22 11 6 23 Errors Import Title cant be blank Last name can t be blank First name can t be blank Gender can t be blank Title cant be blank Title cant be blank Title can t be blank Title can t be blank Title can
11. act as groups and help categorise your Mail Recipients For example if your marketing strategy differed for men and women you may have two tags e Female e Male All your female Mail Recipients would have the Female tag assigned to them All your male Mail Recipients would have the Male tag assigned to them You could then use this tag as a search criteria and export a list of men and women separately A Mail Recipients can have multiple tags assigned to them Please note Admin rights are needed to add edit delete a tag Add a tag To add a tag 1 Click the Adminsitration tab L Click tags _ WATT LIST Promotions Edit Delete ADMINISTRATION Generic Codes Appointment Types Appointment Status Calendar Sessions Calendar Session Types 7 Holidays Calendar Options 3 If the tag you wish to add is not in the list click the Add Tags button Add Tags DASHBOARD Administration Tags CLIENTS LOCATIONS Connections Newsletter Edit Delete MIMS DRUGS Doctor Edit Delete PROVIDERS l siias External supplier Edit Delete CONTACTS Pacific Views Newsletter Edit Delete MAIL RECIPIENTS Point Break Newsletter Edit Delete APPOINTMENTS Promotions Edit Delete 5 Page Mail Management 2013 4 Type the Name of the new tag 5 Click Save DASHBOARD Administration Tags New Tags CLIENTS a Name Christmas Newsletter LOCATIONS Save Cancel MMS DRUGS PROVIDERS
12. an error Importing the CSV file 1 Click the Import Mail Recipients button 19 Page Mail Management 2013 co a Import Mail Recipients DASHBOARD ft Mail Recipients New Mail Recipient CLIENTS Find Mail Recipients by name 3 or more characters Search Advanced Search LOCATIONS SS Title First Name Middle Name Last Name PROVIDERS CONTACTS MAIL RECIPIENTS 2 Scroll down the page and click Browse to select the CSV file you wish to import CareRight DASHBOARD ff Mail Recipients Import Mail Recipients CLIENTS You should upload a CSV file that contains the 19 columns shown below It should contain a header row i e row 2 should be the first Mail LOCATIONS Recipient E Order Field Format MIMS DRUGS 1 Title PROVIDERS 2 First Name CONTACTS 3 Middle Name MAIL RECIPIENTS 4 eee APPOINTMENTS 5 DOB YYYY MM DD format or Excel Australian date format DD MM YYYY WAIT LIST 6 Gender REPORTS 7 Postal Address1 ADMINISTRATION 8 Postal Address2 9 Postal Suburb 10 Postal Post Code 11 Postal State 12 Postal Country 13 Mobile 14 Email 15 Phone 16 Fax 17 Tags A list of tags to apply separated by semicolons 18 Reference 19 Notes Import File Upload Organize v New folder r O T Favorites Name Size E Desktop Gl mail recipients file csv ie Downloads D Argus_ _Secure_Email_Sending pdf i E Recent Places 7 20130828175519936 pdf LY Infrastructure_At Gi Helpdesk
13. en you click the Mail Recipients tab you will be taken to the Mail Management home page fi Mail Recipients New Mail Recipient Import Mail Recipients Find Mail Recipients by name 3 or more characters Search Advanced Search Title First Name Middle Name Last Name A description of what each of these buttons links does it below Button link New Mail Recipient Add a new Mail Recipient Import Mail Recipients Import a list of mail recipients into the system Advanced Search Perform an advanced search Simple Search results screen If you perform a simple search that produces results you will see the following page Mail Recipients Simple Search New Mail Recipient Find Mail Recipients by name 3 or more characters cuth Search Advanced Search Search results Export Title First Name Middle Name Last Name Mail Recipient Type Tags Mr Thomas Peter Cuthbertson Mail Recipient this isn t real Medicare Online Edit Delete Edit Tags A description of what each of these buttons links does it below Button link search results Export Export Search results to CSV file op Edit the Mail Recipient This option is only available Edit for Mail Recipients not Contacts or Clients Delete the Mail Recipient permanently This option is Delete only available for Mail Recipients not Contacts or Clients Edit Tags Edit the tags associated with the person 4 Page Mail Management 2013 Tags What are Tags Tags
14. letter Edit APPOINTMENTS Tags WAIT LIST Ms Clintel Test2 Client Doctor Edit 1 REPORTS Tags Mr Andy Junior Warhol Client Edit ADMINISTRATION v Tags Ms Karen Anne Hodder Client Doctor Edit Tags Miss Jane Smith Client Doctor Edit Tags Master dumpty humpty Client Edit Tags Master Joseph Roland Maurovic Client Edit Tags Ms Pauline Smith Client Doctor Edit All content Copyright Clintel Systems Pty Ltd 2005 2013 All rights reserved 4 ii x Find work Next Previous Highlight all Match case 4 Depending on your browser settings you can either download or open the csv export You can then use this file for a mail merge or upload it to a third party mail out website such as Constant Contact or Mail chimp Opening recipient csv You have chosen to open EN recipient csv which is Microsoft Office Excel Comma Separated Values File 642 m from http gen4 spp config clintel com au What should Firefox do with this file Microsoft Office Excel default E Do this automatically for files like this from now on 13 Page Mail Management 2013 Which fields are exported The following fields are exported title first_name middle name last_name postal_address1 postal_address2 postal_suburb postal_post_code postal_state postal_ country postal_ phone postal fax on a a ee a e he here WN eO postal_ mobile y fay postal_email dob gender tags reference PRP
15. m an individual record ccccccsseeeseeceeeceeeeeeesseeeeees 18 Importing Mail Recipients ssssccerccccciwccssrstersainahetenpaeseinnsneseecsstedetatiuehetcnenuseisiaseseeassbatetos 19 CSV PIG Foma esene E EE E E E EE E E E 19 Mapori UNS CSV Messes E S 19 2 Page Mail Management 2013 What is Mail Management The Mail Management system e Allows you to maintain a list of people e Provides a way of categorising a person using one or more tags There are three types of people in the mail management system 1 Mail recipients these appear only in the Mail Management system and no where else in CareRight These peoples records are kept up to date in the mail management system 2 Contacts the Mail Management system gives you access to anyone that is in your Contacts module These are potential clients that have not been converted into clients 3 Clients you also have access to all clients in CareRight Getting to Mail Management From CareRight click the Mail Recipients tab CareRight a DASHBOARD f Mail Recipients New Mail Recipient Import Mail Recipients EMPLOYEES ee Find Mail Recipients by name 3 or more characters Search Advanced Search PROVIDERS Title First Name Middle Name Last Name MAIL RECIPIENTS WAIT LIST REPORTS ADMINISTRATION All content Copyright Clintel Pty Ltd 2005 2013 All rights reserved 3 Page Mail Management 2013 The Mail Management Home Page Wh
16. ple Search 1 Click the Mail Recipients link 2 Type at least 3 characters of the first name surname or reference of the person you wish to find CareRight DASHBOARD Mail Recipients EMPLOYEES Find Mail Recipients by name 3 or more characters Mike Advanced Search EMPLOYERS dibnhaeratala Title First Name Middle Name CONTACTS MAIL RECIPIENTS APPOINTMENTS WAIT LIST REPORTS ADMINISTRATION 3 Results are displayed below CareRight TCE DASHBOARD Mail Recipients Simple Search New Mail Recipient CLIENTS Find Mail Recipients by name 3 or more characters Search Advanced Search EMPLOYERS PROVIDERS Search results Export CONTACTS Title First Name Middle Name Last Name Mail Recipient Type Tags MAIL RECIPIENTS Mrs Hayley Hall Client platinum Edit Tags POINTS Mr John Lewis Hall Mail Recipient This is a new tag that am creating on the fly Edit Delete Edit Tags WAIT LIST Mr Mike Hall Contact Edit Tags REPORTS ADMINISTRATION 4 Actions available will be dependent on the Mail Recipient Type a Mail recipients you can edit the Mail Recipient s record delete them edit tags b Contacts you can edit tags for this Contact c Clients you can edit tags for this Client Using Advanced Search 1 Click the Mail Recipients link 2 Click Advanced Search CareRight ere DASHBOARD ff Mail Recipients New Mail Recipient CLIENTS Find Mail Recipients by name 3 or more characters
17. rm the action click OK 10 Page Mail Management 2013 You are about to add the tags Christmas Newsletter to 2 records Are you sure To remove tags from a person s record follow the process above and use the Remove Tags button 11 Page Mail Management 2013 Exporting a list of Mail Recipients You can export a list of selected Mail recipients in CSV format There are two ways to do this Exporting using the Simple Search results Use this method if you want to export a list of people based on name or reference 1 Perform a simple search click Mail Recipients gt Enter a name or reference into the search box gt click search 2 Click the Export link CareRight eres DASHBOARD Mail Recipients Simple Search New Mail Recipient Import Mail Recipients CLIENTS ees Find Mail Recipients by name 3 or more characters hall Search Advanced Search OCATIONS PROVIDERS First Name Middle Name Last Name Mail Recipient Type Tags aie Mrs Mike John Hall Client Christmas Newsletter Edit Tags MAIL RECIPIENTS Mr mike john hall Client Christmas Newsletter Edit Tags APPOINTMENTS Ms mike dave hall Mail Recipient Edit Delete Edit Tags WAIT LIST REPORTS ADMINISTRATION 3 Depending on your browser settings you can either download or open the csv export You can then use this file for a mail merge or upload it to a third party mail out website such as Constant Contact or Mail chimp Opening reciprent c
18. sy You have chosen to open EN recipient csw which ts Microsoft Office Excel Comma Separated Values File 642 b from http gend spp config clintel com au What should Firefox do with this file Microsoft Office Excel default Do this automatically for files like this from now on 12 Page Mail Management 2013 Exporting using the Advanced Search results Use this method if you want to export a list of people based on tag or more advanced criteria 1 Perform an Advanced Search 2 Click the Export link in the results section CareRight Platinum Mozilla Firefox 3S e File Edit View History Bookmarks Tools Help CareRight Platinum x M Appointment Mr Mike John Hall w Clintel HealthSolve Calendar 3 DEFECT general 41568 FW Remin gen4 spp config clintel com au search_recipients utf8 v amp search_recipient name amp search_recipient gendei C B imvs software P E f 4 datasheets Helpdesks A H Helpdesks I Z Implementations Private HDs Helpdesk Reports _ Key Priorities KB Wiki _ Pathology Radiology gt CareRight id re DASHBOARD ft Mail Recipients Advanced Search New Mail Recipient Import Mail Recipients CLIENTS 3 LOCATIONS Search results Export Showing 30 of 30 MIMS DRUGS Middle Mail Recipient PROVIDERS Last Name p Name Type CONTACTS F l Mr Clintel Test Client Edit MAIL RECIPIENTS Tags Mr Mike John Hall Client Christmas News
19. t be blank Title can t be blank Title can t be blank Title can t be blank Title can t be blank Title cant be blank Title can t be blank Title can t be blank Title can t be blank Title can t be blank Invalid dob 46 hindmarsh street Invalid 10 08 8225 2254 Addresses post code is not a number Addn Last name can t be blank Last name can t be blank Last name can t be blank Last name can t be blank Lastname can t be blank Last name can t be blank Last name can t be blank Last name can t be blank Last name can t be blank Lastname can t be blank Last name can t be blank Lastname can t be blank Last name can t be blank Lastname can t be blank Firstname can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank First name can t be blank Title cant be blank Last name can t be blank First name can t be blank Gender can t be blank Gender can t be blank Gender can t be blank Gender can t be blank Gender can t be blank Gender can t be blank Gender can t be blank Gender can t be blank Gender can t be blank Gender can t be blank Gender can t be blank Gender can t be blank
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