Archiving old files but keeping referrers

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  • Updated 4 years ago
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We need to archive our patient cards that have not been acted on for 2 years on a regular basis and have called Smartsoft to do this for us a while ago.  As FrontDesk also stores referrer information in these cards, our old referrers also got deleted along with them.

It would be great if we could do a regular run ourselves but somehow maintain the referrer cards in the process.  They can be unarchived but when therapists are entering details on the run they tend to forget to show archived referrers and instead add them again which throws out our statistics.
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Hand Works

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Posted 4 years ago

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Josie Tropeano, Product Manager

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Your old referrers would not have been deleted, they have simply been made inactive and can be retrieved by making the file active again.

Though we have clients that routinely like making patients files inactive, there is generally no need to do so. It gives you no advantage that I am aware of. In the days of paper ledger cards and patient files there was an occasion cleanup of old files to save space and to simplify the searching and pulling out of these files. These advantages do not apply on computer based PMS systems and it is in fact probably better to have all files available at all times. The only time we suggest that you archive patients is when someone passes away or asks you not to contact them in the future.

You can manually un-archive the files required or you can open a support case to have one of our programmers create an update script that will un-archive all patients that are also referrers, for a small fee. https://www.smartsoft.com.au/support/
(Edited)
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Hand Works

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Thanks Josie. Sorry I did mean archived, not deleted. But the issue with referrers being archived as well is that therapists kept forgetting to check for that and therefore added the referrer again which threw out our stats. We need to keep all referrers current even when an archive is done.

Yes the aim is to simplify searching as when we type in eg. John Smith and there are a few over the years, we need to keep the list current to John Smith's we have seen recently.  Otherwise there is a lot of confusion and errors in billing the wrong card file.  Also we accrue a lot of patients who have made a new appointment so their details have been entered, but then they decide not to attend.  So we have a file with a name but nothing else. 

It is a difficult and lengthy process to manually find and archive each of these individually so it would be good if the program had the function to do a cull based on a transaction range, rather than have to pay each time.  Just a suggestion.

(Edited)
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Josie Tropeano, Product Manager

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<<John Smith and there are a few over the years, we need to keep the list current to John Smith's we have seen recently. >>

I don't believe this is what happens at other practices. Generally, all John Smith's would be available who would be identified by other additional factors such as DOB and address.  Further, this stops other problems such as staff incorrectly re-adding patients (multiple times) that are actually in the system but archived.

The problem you are having could be stopped or reduced by users taking more care in selecting the correct John Smith (patient).  To assist with this, opening the patient file from the appointment book ensures that you are dealing with the same patient with the appointment.

If it is important for you to archive clients based on your particular criteria, please open a support case https://www.smartsoft.com.au/support/ and we can go through the cost of creating a custom program to do this for you.