Entering a referral involves entering the referral client’s information, and selecting a provider. Use the Manage referrals window to enter referrals.
Manage referrals window
From Referrals, select Manage referrals
Referral #
(read only) Displays the referral number. When you enter a new referral, this field is blank until you click Save. After you click Save, iMIS automatically generates a sequential number for the referral.
You can search for referrals by entering the Referral # in the Ref ID on the Find Referrals window.
First
Specifies the first name of the client requesting the referral, or use standard lookup (Ctrl+L) to retrieve an existing client.
Note: When you search for clients, you are not able to lookup individuals in the Name table, only Ref_Client. You will need to manually enter existing customers as clients.
Note: If you enter information for an existing client you will create a duplicate record.
Note: If you do not enter a name for the client, iMIS prompts you to confirm you entered the referral correctly.
M
Specifies the middle name of the client making the referral request, or use standard lookup (Ctrl+L) to retrieve an existing client.
Last
Specifies the last name of the client making the referral request, or use standard lookup (Ctrl+L) to retrieve an existing client.
Note: If you do not enter a Last name for the client, iMIS prompts you verify that you want to create a transaction without the Last name.
Company
Specifies the company name of the client making the referral request.
Address
Specifies the street address of the client making the referral request.
City
Specifies the city of the client making the referral request
St/Prov
Specifies the state or providence of the client making the referral request.
zip
Specifies the Zip code of the client making the referral request.
Phone
Specifies the telephone number of the client making the referral request.
Fax
Specifies the fax number of the client making the referral request.
Specifies the e-mail address of the client making the referral request.
Note
Specifies any information related to the referral transaction.
Optional Fields
Specifies the codes for the client’s responses, such as the source of the marketing program or contact type that generated their order. Standard lookup (Ctrl+L) is available.
Note: These optional fields are validated from the lookup tables you create on the Set up general lookup/validation window (from Customers, select Set up tables > General lookup/validation) and referenced on the Referrals Set up module window. Do not to enter data into the Expansion field for these validation tables.
Zip/Area
Optional search field. If you enable the Use Zip Areas option on the Set up module window, iMIS autofills this field with the client’s zip code to restrict search to local providers. You can override the code or enter a 3-digit zip such as “787,” which locates 78727, 78759, and 78702. You can also enter any zip code areas you defined in the REFERRAL_AREA table.
Note: At any time, you can override or clear the default value.
User-Defined Search Fields (Up to 5)
According to the Optional Search Fields you specify on the Set up module window, labeled text boxes display for the entry of match/search values to find candidates that meet the specified criteria. Depending upon the nature of the search field, it may be appropriate to enter multiple search values, separated by commas. For example, a client looking for a CPA may specify a company/individual with expertise in both individual tax preparation and personal financial planning. In this case, it would find records with both areas indicated.
Provider List
A scrolling list of providers. The providers that display in the list depend on your search criteria.
As you choose referrals from the candidates listed, double-click on the lines in the scrolling list to mark them. When you double-click, an indicator (>) marks the line (left of the ID). This marking works as a toggle: double-click an unmarked line to mark it for referral; double-click a marked line to unmark (deselect) it.
Typically, you will mark the first three candidates in the returned list for a referral. However, you control which lines are marked, so you can select any number of records from any location in the list.
Search button
Used to search for providers according to your criteria.
Detail button
Opens the Provider Detail window where you can view details about a provider including contact information, overall status, and current referral status.
Is a Referral
Select this option to indicate that you are making a referral. The referral count for the selected provider will automatically be decreased, but any orders or invoices must be manually adjusted.
If you select a provider and do not select the Is a Referral option, iMIS displays a message informing you that to count your selection as a true referral, you must select the Is Referral option. If you do not select the option, iMIS saves the record as a non-referral.
Note: Whether or not you select Is A Referral will determine whether or not the referral count of the provider is affected.
No Show
Select this option to indicate that a client did not show up as scheduled. iMIS automatically does the following when you mark a referral as a no show:
■ Decreases the provider’s count
■ Sets the LAST_REFERRED date in the Ref_Provider table to the date of the last referral if that date is earlier than the creation date of the referral at hand. If the date of the last referral is later than the referral at hand, it remains the LAST_REFERRED date.
In either case, the referral record is maintained in the Referrals table. No shows are labeled as such in relevant reports such as the Daily Summary of Referrals.
Ready to Invoice
Select this option to indicate that reference fees can be processed for the specified referral.
Ref Fee
When you set up a sales product for referrals, you can specify default fee amounts. These values display in this field. You can override this value as long as the referral has not been invoiced.
To enter a referral
1. From Referrals, select Manage referrals.
2. Click New.
3. Enter the client’s full name, or if the client is already in the database, press Ctrl+L in one of the name fields to open the Find Referrals window, and find the client.
4. Enter the address, phone, and fax information (if not already populated by a Find).
5. Enter a Note if desired.
6. Enter information into the custom additional fields as needed. Use lookup (press Ctrl+L) in the fields for a list of available selections. If you do not alter the fields, they will simply populate with the default value you specified on the Set up module window.
7. If the Use Zip Areas option is enabled on the Set up module window, when you enter a value in the Zip field and press Tab, the City, St/Prov, and County fields are automatically populated with the appropriate value. Make changes to these values, if necessary.
8. Enter information in the other custom search fields where needed.
9. Click Search.
10. A list of providers displays in the lower half of the Manage referrals window. Select providers from this list as desired by double-clicking on them; an indicator (>) displays to the left of the provider record. To deselect providers, just double-click on them again to remove the indicator.
If the list of providers is not satisfactory, narrow or broaden your search to receive the desired list. You are able to search as many times as you want before clicking Save.
11. (optional) Mark the referral as Ready to Invoice or Is A Referral. Depending on your organization, you may want to perform this step later.
12. Click Save to enter the transaction and have the system update the providers’ referral records with the most recent referral date and time. The transaction data will be used when you generate letters to clients and providers, and it will be retained for your detail and summary reports.
Note: If any of the providers you select do not meet the requirements of a provider (according to set up options), a message displays and iMIS will not allow you to select the provider.