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Entering Referrals

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 #

(Display 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

Use this field to enter 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

Use this field to enter the middle name of the client making the referral request, or use standard lookup (Ctrl+L) to retrieve an existing client.

Last

Use this field to enter 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

Use this field to enter the company name of the client making the referral request.

Address

Use this field to enter the street address of the client making the referral request.

City

Use this field to enter the city of the client making the referral request

St/Prov

Use this field to enter the state or providence of the client making the referral request.

zip

Use this field to enter the Zip code of the client making the referral request.

Phone

Use this field to enter the telephone number of the client making the referral request.

Fax

Use this field to enter the fax number of the client making the referral request.

E-mail

Use this field to enter the e-mail address of the client making the referral request.

Note

Use this field to enter any information related to the referral transaction.

Optional Fields

Use this field to enter 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

Used to open 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:

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.

In This Section

To enter a referral

See Also

Referral Management

Overview

Finding Referral Records

Viewing Provider Information

Modifying Referral Records

Processing Referral Orders


ASI logo 10.6 Production Release. Updated 2/24/2006 11:09:56 AM
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