When a NEW Client replies to an Appointment Reminder text (the Client's phone number does not match any Client Record currently in the system), Inbox will create a Client Record to place a "hold" on the appointment to provide a Client for the appointment to be "attached" to. (This is a temporary feature until ALL CoolFocus customers are converted to Inbox; then, no more temporary client records will be necessary). This new, temporary Client Record includes only the First Name, Last Name, DOB, and phone number that is used in the Appointment, but does NOT include a Case or Visit.
If Mobile Forms or Documents were NOT sent to the New Client from the Appointment in Scheduler, then do the following when the client comes in for her appointment:
Search for her name, ph# or DOB in the Client List and open the Client record that was created when she replied to her appointment reminder text.
Click ADD Case then Save. This will add an Intake Form to the NOT SUBMITTED tab of Intake Forms.
Open her Intake Form and click Send Forms and Documents (green button on the right side), OR click the Open Mobile Intake blue button for her to complete her information. (She can also scan the QR code with her mobile device.)
If your organization DID send Mobile Intake Forms or Documents from the New Client Appointment in Scheduler, then a SAVED (Not Submitted) Intake Form was created. Do the following when the client comes in for her appointment:
Go to the Not Submitted Intake Forms to view her Intake Form.
If the Forms/Documents Box on the right side panel displays with gray bubbles, the Client has not yet completed them. You can click the Open Mobile Intake button (or scan the QR code with the Client’s mobile device or with an ipad) for the Client to complete the Forms/Documents.
If the Forms/Documents Box on the right side panel displays with green bubbles and a checkmark, then the Client HAS completed the Forms/Documents. You can then complete the Intake Form during her appointment and Submit for Processing when you are ready.
In Summary:
A SAVED (Not Submitted) Intake Form is created when Mobile Intake Forms and Documents are sent from an Appointment in Scheduler.
A NEW Client record is created (without a Case or Visit) when a NEW Client replies to an Appointment Reminder.
If BOTH of these events occurred:
EDIT the Saved/Not Submitted Intake Form that was created when the Mobile Forms/Documents were sent
Click the Existing Client button to select the New Client record that was created when the Client replied to the Appointment Reminders.
Then click the Submit for Processing button. You will now have only one Client record for this Client (no Merge required). There are plans for CoolFocus to auto-merge these client records once the new client is submitted, but not until the new updated CoolFocus 5 is released.