Using & Understanding the Contacts List

Brief Overview

The Contacts List forms a central address book for all Contacts and Companies that have been added to your Clinic to Cloud database. Contacts may be people such as referrers, assistants, WorkCover case managers, or any other people that your practice communicates with. Companies are generally laboratories, suppliers, insurers, medical practices, or other businesses that your practice communicates with. 

 

Short Version

  • Change the views in the Filters area to adjust the appearance and grouping of Contacts and Companies.
  • Searching allows you to find Contacts and Companies by name, specialty, or Provider Number.
  • Use filters to find Contacts or Companies of a certain type, or that contain particular information.
  • Utilise the Deactivation and Reactivation functionality to keep your Contacts List up to date, and hide inactive records.

Contents

 

Instructions

Changing the Contacts List view via Grouping

The Contacts List may be grouped by either Contacts or Companies. This affects how the records are displayed within the list, and how you can interact with those records. You can adjust which grouping you are viewing by changing the filter in the Contacts List

A) If the Contacts List has been grouped by Contacts, the Contact record will be displayed in the list, and when expanded will display any Companies the Contact has been linked to.

grouped_by_person.png

 

When the Contacts List is grouped by Contacts, you may select Update on the group level to change any of the linked Work Location or Personal Detail information.

Update_grouped_individual.png

 

B) If the Contacts List has been grouped by Company, the Company record will be displayed in the list, and when expanded will display any linked Contacts under that Company.

Grouped_by_company.png

 

When the Contacts List is grouped by Companies, you may select Updaton the Contact level to change any of the linked Company or Personal Detail information.

Update_grouped_company.png

 

To change the current grouping of the Contacts List, follow the instructions below:

1. Open the Contacts List by clicking the Contacts item on the sidebar. 

Contacts_sidebar.png

2. Click Filter My Results to open the filtering options.

Filter_my_results.png

 

3. Expand the Different Views section to reveal the Contact and Company view filters.

Expand_Different_View.png

 

4. Select either the Contact or Company filter to change how you would like the Contacts List to be grouped.

Companies_vs_person.png

 

5. Click Apply Filter.

Apply_Filter.png

 

 

Searching for a Contact or Company

If you would like to search your database for a Contact or Company, please follow the instructions below:

1. Open the Contacts List by clicking the Contacts item on the sidebar. 

Contacts_sidebar.png

 

2. There are several fields that you may search by in the Contacts List to find a record. If you are looking for an individual Contact, you may search by name, provider number, or specialty. If you are looking for a Company, you may search by name. Enter your search information into the search bar provided.

Searching.png

 

3. If a matching record has been found, it will be displayed in a drop-down menu. Select the appropriate record from the drop-down menu.

Searched_record.png

 

4. The contact will then be shown in Contacts List.

Successful_search.png

 

 

Filtering in the Contacts List

Several filters are available within the Contacts List to help you find Contacts and Companies of a particular type, or from a particular location and more. Use the instructions below to use filters in the Contacts List:

1. Open the Contacts List by clicking the Contacts item on the sidebar. 

Contacts_sidebar.png

 

2. Click Filter My Results to open the filtering options.

Filter_my_results.png

 

3. Select a filter to display results of a certain type:

  • Use the Different Views area to choose between displaying either Companies or Contacts.
  • Use the Last Updated filter to find contacts based on the date their record was last modified.
  • Use the Created filter to find Contacts that have been created in a certain date range. 
  • Use the Secure Messaging Provider filters to search for Contacts who have their preferred method of contact set to ArgusMedical Objects, or Healthlink
  • Use the StateSuburb, or Postcode filters to search for Contacts by their Work Location information.
  • Use the Assistants filter to find Contacts that have previously been added to invoices as an assistant.
  • Use the Referrers filter to find Contacts that have current active referrals attached to patient records in Clinic to Cloud

 

Adding a Contact or Company Record

You may add a Contact or Company record by clicking the Plus icon beside Contacts on the sidebar, or by clicking Create from within the Contacts List

Create_a_record.png

 

For more information on creating a Contact record, please view the relevant article below for your desired Contact type:

Adding a Company

Adding a Contact

 

Deactivating & Reactivating a Contact or Company

If a Company or Contact record is no longer required, you may choose to deactivate the record to prevent it from showing in searches and within the Active Contacts List

1. Hover over the record in the Contacts List, and select Deactivate from the Actions menu.

Deactivate_a_Company.png

2. The Contact will move into the Deactivated tab of the Contacts List.

Deactivated.png

If you would like to reactivate a Company or Contact, you can do so from the Deactivated tab.

1. Open the Deactivated tab within the Contacts List.

Deactivated.png

 

2. Hover over the Contact record, and select Activate from the Actions menu. 

Activate_button.png

 

3. The Contact will then be available in the Active tab, and able to found in searches throughout Clinic to Cloud.  

Active_section.png

 

 

Further Reading

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