Birthday Lists do not include all patients

Abstract

If birthday lists appear to have no patients/clients on them, there are a number of possible causes. Each of these are described in this article.

Underlying challenge

Generally, birthday lists are actioned by clicking on a ‘Birthdays’ item on the To Do List. Capable will automatically create this To Do List item if a periodic task has been established. In the default distribution of Capable 21C, this periodic task already exists, but it may have been deleted or altered after installation.

When Capable 21C creates the To Do List item, it checks each file to determine if it should be added to the list. If the files have not been created or entered correctly, they will not appear on the Birthday List. If the previous To Do List item for birthdays has not been completed, Capable 21C will not create a new To Do List item, and will not search for new birthdays. /p>

Capable 21C should also be configured to search for birthdays in the correct range of dates. For example, if birthdays are processed weekly, Capable 21C should search for birthdays in the coming week. If they are done monthly, Capable 21C will need to be reconfigured to search for an entire month of birthdays.

Resolution

To address this problem, the following items should be checked:

  • Ensure that the periodic task for birthdays is configured correctly.
  • Ensure that Capable 21C automatically establishes new files so that they appear on birthday lists.
  • Ensure that the To Do List item for birthdays is completed before the next time it is due to appear.
  • Ensure that Capable 21C is configured to search for the correct range of birth dates.

    • Detailed Information

    To ensure that the periodic task is configured correctly, follow these steps:

  • Go to Setup|Setup Periodic Tasks
  • Locate the periodic task for Birthdays. Double click on it to open the properties window. /li>
  • Ensure that the task type is set to Birthdays.
  • Check the frequency and next activation date.

    • To ensure that Capable 21C automatically establishes new files correctly:

  • Go to Setup|Settings
  • Go to the Client/Patient Tracking tab. /li>
  • Ensure that the check box for ‘Birthday Cards for every new client/patient’ is ticked.
  • Close the Settings window.

    • To ensure that the To Do List item for birthdays is completed before the next time it is due to appear:

  • Discuss this issue with your staff and ensure that they are aware that this To Do List item must be completed prior to a particular day or date each week/month.
  • To Complete the To Do List Item, right click on it, and select ‘Complete this item’ from the fly out menu.

    • To ensure that Capable 21C is configured to search for the correct range of birth dates:

  • Go to Setup|Settings
  • Go to the Client/Patient Tracking tab. /li>
  • Examine the number of days defined as ‘Birthdays cards raised XX days before the birthday’.
  • This number should be approximately the same number of days that were defined for the frequency of activation of the periodic task. For example, if the periodic task was defined to be weekly, the number of days should be between 7 and 14. Some offices elect to use more than 7 days to ensure that birthday cards for the 8th and subsequent days can be actioned a week ahead of time (rather than the day immediately preceding the birthday).

    		• This knowledge resource is designed for use on a Windows (tm) XP system operating at a screen resolution of 1024x768 or better. Windows Media Player must be installed for this training resource to operate correctly.

    Copyright 2008 Capable Software Pty Ltd

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