Gpm Training - with Invu

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Practice management training

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Gpm Training - with Invu

  1. 1. PRACTICE MANAGEMENT AND AN INTRODUCTION TO AUTOMAIL<br />
  2. 2. PM – What is it?<br />Practice management (or GPM) is the glue that sticks the whole of Iris together. (Was originally called Global Practice Management – hence GPM)<br />It was originally developed as a tool to track work flow, but is now much more.<br />The first release was an actual copy of a spreadsheet that I had devised and I have been involved closely ever since, so apologies if I get a little over enthusiastic about it.<br />Automail links seamlessly with GPM to provide a time saving and powerful way of working.<br />
  3. 3. PM – What is it?<br />
  4. 4. The staff control panel<br />This is the screen that opens when you open Practice Management<br />Don’t worry if you cannot see in detail the screen shots in the next few slides as these are just as a guide for when you go and look at them yourselves afterwards<br />
  5. 5. Tasks<br />A “To do List” in effect<br />Tasks can be sent yourself as well as other people.<br />Tasks can be sent in such a way that when they are marked as completed, a job stage will also be completed – saving time going into the client job etc.<br />
  6. 6. Jobs<br />These are the jobs that have been allocated to you. <br />These are the whole job, such as accounts for 2007, as opposed to the individual stages therein, as we will look at next.<br />
  7. 7. Job stages<br />These are the individual stages that have been assigned to you<br />The assignments are set at the job level. This screen shows the outstanding ones that have been allocated to you.<br />Can be grouped by any heading<br />
  8. 8. Job stages<br />Jobs are assigned at the point they are created/given to a member of staff<br />The easiest way is to access the job planning section, select the relevant year and access the job from there.<br />Can also be done from within the client by selecting the job tab and viewing it<br />
  9. 9. Job stages<br />With the relevant job highlighted select the job button<br /><ul><li>Insert the person to whom the job has been assigned and save, then press Assignments</li></li></ul><li>Job stages<br />The screen opposite will appear<br /><ul><li>Press the Allocate button and the system, based on the profile set up, will allocate each stage to a either the manager, partner or job assignee</li></li></ul><li>An example of a job stage profile<br />The assignee and dates come from the settings that have been allocated at practice level<br />A typical set up is as opposite<br />
  10. 10. Notes<br />Bearing in mind that this is in your own staff control panel not quite sure what you may use this for.<br />Perhaps to jot down how to do certain tasks etc as a reminder<br />
  11. 11. Communications<br />The most important of the 5 tabs<br />Shows all of the letters etc logged as being assigned to you<br />Using the buttons at the bottom is an easy way of creating letters, file notes etc.<br />This is where automail comes in<br />
  12. 12. Other items - Data mining<br />Allows more detailed access to the information contained within Iris<br />It can also be useful when making block changes, e.g. moving clients from one manager to another<br />
  13. 13. Data mining searches<br />There are several standard searches set up by Iris. <br />These can be run by going to data mining, then file and open searches<br />Select the search and then Iris will populate the screen with matching records<br />This can then be printed, exported or used to make amendments<br />You can add your own searches at any time<br />
  14. 14. Now it’s your turn!<br />Documents that we are going to create<br />Creating a telephone call note<br />Writing a fax<br />Preparing a detailed file note<br />Attaching a document to a client<br />
  15. 15. Telephone call note<br />Select “Add Call”<br />
  16. 16. Telephone call note<br />Select client and who the call was with<br />Enter a subject and then details<br />
  17. 17. Telephone call note<br />Make sure that the “Permanent” is ticked<br />If you want someone to action this press “Post task” before saving<br />
  18. 18. Telephone call note<br />Change the “Assigned to” box to show who you want to send this to<br />Put instructions here and then press OK<br />
  19. 19. Telephone call note<br />When your finished print and select the option to pdf to your “Y” drive then press save call<br />
  20. 20. Telephone call note<br />The screen will then clear ready to record another call<br />
  21. 21. Generating a document<br />The following will show you how to generate a fax, but the principles are the same for all automail documents<br />
  22. 22. Generating a document<br />Press the add letter button<br />
  23. 23. Generating a document<br />This will bring up the “Generate Letters” screen.<br /> From this screen you specify what template you will use where to save it and what the link in Iris will be<br />
  24. 24. Generating a document<br />Press “Select Template” to pick the template that you want to use<br /> Highlight the relevant template and either double click it or press “Select”<br />
  25. 25. Generating a document<br />Next we need to select the client – place the dot against single client<br /> Either type in the client id or use the lookup button to select it<br />
  26. 26. Generating a document<br />Next item that needs to be completed is the link description<br /> This is what will appear in Iris and so needs to be an accurate description of what the document is<br />
  27. 27. Generating a document<br />The last thing to do is to tell automail where it is to be saved<br /> Place a tick in the “Enable custom file naming” box and using the lookup button choose the location and filename<br />
  28. 28. Generating a document<br />On pressing “Save” the file name is entered here<br /> Make sure that there is a tick in the permanent box and then press OK<br />
  29. 29. Generating a document<br />If a “Missing Tag” box pops up, you need to:<br /> make a note of what is missing and<br /> type in the missing field<br /> update Iris for missing information<br />
  30. 30. Generating a document<br />As your database is incomplete you may have a lot of these pop up. To save time you can place a tick in the “Use empty for everything else” box. <br /> This will stop automail asking for missing info<br />
  31. 31. Generating a document<br />Word will then open and will be filled in with any information that can be obtained from Iris<br /> You can now type anything as with normal word documents<br />
  32. 32. Generating a document<br />When you have finished typing press the save button or use “control - s”<br /> NOTE – do not print from here. Press the staff control on the bottom tool bar <br />
  33. 33. Generating a document<br /> This will bring up the automail print options.<br /> Select “Print Now” to print the document, specify copies etc.<br /> Use “Print Later to log the document for later printing<br />
  34. 34. Generating a document<br />If you select “Print Now” the normal print screen that appears in word<br /> Select the appropriate copies etc as required<br />
  35. 35. Generating a document<br />If you choose “Print later” it will log the document onto your communications tab on your staff control panel<br /> The message opposite will appear<br />
  36. 36. Generating a document<br />The document will appear as opposite<br /> This is merely a link to the item saved on the server and so it does not matter if someone else edits the document, the link will still take you to the revised letter<br />This is where tasking links in<br />
  37. 37. Client lookup <br />Five points regarding client lookup<br />Access via left click on Pm or launch on staff control panel<br />Search using surname<br />Use of tick boxes<br />More criteria button <br />Use a the office post code <br />NI No - try NH 79 15 64 B<br />Print quick client list<br />
  38. 38. Accessing all information from clients communications tab<br />To save time all information can be accessed via the communications tab, not via word/excel or looking in the client folders<br />Using the client folder button also assists with speed of access to old data. <br />
  39. 39. Other useful features –A/P figures<br />What this does is take the figures from the clients accounts and presents them as a summary<br />This can be used to quickly produce graphs etc.<br />Accounts must be finalised for this to work<br />
  40. 40. Other useful features – Tax summary<br />This button works the same as the A/P button does on businesses but brings in the information from personal tax<br />Client accounts must be kept up to date for this to work properly<br />Must have run a final tax comp to be correct<br />
  41. 41. Other useful features – Memorised reports<br />Allows you to run reports without having to set up criteria each time<br />Useful for month ends etc.<br />To do this all that you need to do is set up the report once, ensure that you are happy with the output, then press memorise.<br />You will be asked for a name for the report and whether it is a public, private or shared report.<br />
  42. 42. Other useful features – Memorised reports<br />To run a memorised report either right click on the Pm icon and select memorised reports, or from the staff control panel select Reports, then memorised reports<br />A list of all memorised reports that you have access to is displayed.<br />Select the report and run it. You will be given the option to change the criteria set up, but will already have the default set up.<br />This is where the tracking reports are produced, should you wish to view reports yourself<br />
  43. 43. Other useful features – Related tab<br />A very under utilised feature<br />Allows you to jump from one client id to another very quickly<br />Almost unlimited “jumps”, but does get confusing after you open several<br />
  44. 44. Other useful features – Contacts<br />Storing of contact details on Iris will make contacting them so much easier<br />It is also available to the whole office, avoiding the problem of info not available when staff away<br />Setting up the main contact then filters through to letters on automail<br />
  45. 45. Other useful features – Notes<br />Use the notes tab to record information such as sage login details and passwords, location of archive files, other relevant info.<br />Avoids potential embarrassing situations when we have to ring the client and ask for the password, after already telling them that we have started the job<br />
  46. 46. When do we start?<br />The simple answer is now!<br />Automail templates have been loaded onto your system<br />The person in charge of template maintenance is Rachel Khan (for the next few weeks).<br />
  47. 47. THE END<br />

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