Skutch Electronics PARS User Manual v1.03
ELECTRONICS, INC.
Voice (916) 786-6186 FAX (916) 783-1909
orders@skutchelectronics.com : www.skutchelectronics.com
Patient Appointment Reminder System
(Computerized Version)
Patient Appointment
Reminder System
Operation Manual
V1.03
209 Kenroy Lane #9
Roseville, California 95678
E-MAIL: WEB
Table Of Contents
INSTALLATION .................................................................................................................................................................................. 3
C
ALL US, WE WILL WALK YOU THROUGH THE INSTALLATION
C
OMPUTER REQUIREMENTS
S
OFTWARE INSTALLATION
PARS INTRODUCTION...................................................................................................................................................................... 3
H
OW “NO SHOWS” AFFECT YOU
PARS B
ENEFITS
PARS U
H
OW
PARS
R
EQUIRED FIELDS
W
HEN TO MAKE YOUR REMINDER CALLS
C
OMPUTER CF CARD READER
PARS SOFTWARE INITIALIZATION ............................................................................................................................................. 6
ZIP D
RIVE LOCATION
A
UTO DELETE PATIENT RESPONSES
U
SE PATIENT'S FIRST NAME ONLY
U
SE DOCTOR'S NAME
U
SE LOCATION NAME
O
THER LOCAL AREA CODES
L
OCAL PREFIXES
D
IAL
‘1’
D
IAL LOC AREA CODE ON LOCAL CALLS
T
EXT" FILE TO IMPORT
R
EQUIRED FIELDS
F
IELD DESIGNATION
ST
1
RECORD DISABLE
V
OICE PROMPTS USED
V
OICE FILE ADJUSTMENTS
A
DDED (MS
S
UBTRACTED (MS
COMPUTER INITIALIZATION........................................................................................................................................................ 8
CF C
ARD READER
D
ISABLING SYSTEM SOUNDS
R
UNNING OTHER SOFTWARE
S
PEAKER VOLUME ADJUSTMENT
M
ICROPHONE FOR RECORDING
PARS SOFTWARE OPERATION...................................................................................................................................................... 9
OUTGOING MESSAGE ...................................................................................................................................................................... 9
M
ESSAGE SCRIPT
R
ECORDING YOUR MESSAGE
SAVE ............................................................................................................................................................................................... 10
T
ESTING YOUR MESSAGE
VOICE FILE MAINTENANCE ........................................................................................................................................................ 11
RESULTS............................................................................................................................................................................................. 11
P
LAYBACK
V
OLUME ADJUSTMENT
IMPORT SCHEDULE TO ZIP.......................................................................................................................................................... 11
T
OTAL RECORDS
T
RANSFERABLE RECORDS
D
EFECTIVE RECORDS
D
ATA ERRORS
R
ECORDINGS NEEDED
R
ECORDING THE NEEDED VOICE FILES
T
RANSFER TO
T
EST LAST MESSAGE
STEP BY STEP TRANSFER INSTRUCTIONS .............................................................................................................................. 12
TECHNICAL SUPPORT ................................................................................................................................................................... 13
: ................................................................................................................................................................................ 4
SES
:........................................................................................................................................................................................ 4
WORKS
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ON LOCAL CALLS
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ZIP ............................................................................................................................................................................. 12
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2
Computerized PARS
Patient Appointment Reminder System
Installation
Call us, we will walk you through the installation!
The easiest way to get started is to call us and let us talk you through the installation of the PARS system.
Support is available Monday through Friday, from 7:30a.m. until 4:30p.m., Pacific Time. Our number is
(916) 786-6186.
Computer Requirements
1- Must be an IBM PC running Windows 98, ME, XP, or 2000
2- Must have 64 MegaBytes of Memory.
3- Must have a multi-media sound card and speakers.
4- Must have either a CF Card Reader. An external CF Card Reader can be easily added via USB
connection.
Software Installation
1- Insert the supplied PARS CD into your computer's CD drive. If the installation program does not
automatically start, then follow steps 2 - 4.
2- Select [START] on the TASK BAR
3- Select [RUN], then select [Browse] , and select the CD drive.
4- Highlight "Setup.exe" then select [OPEN], then [OK].
PARS Introduction
How “No Shows” affect you:
The goal of any practice is to be financially successful. To accomplish this task your practitioners must
see as many patients as possible. When patients fail to show up for a scheduled appointment, the ability to
practice medicine and generate revenue for the practice can be severely limited. The success of any practice
depends on its ability to minimize "No Shows" and ensure that patients are accessible to the doctor when he
or she is available.
Double and triple booking helps to keep a steady flow of patients, but it is not the best solution. Multiple
bookings can often cause more problems then it solves.
The following four-step method can be used to successfully reduce your “No Shows” rate:
1- Have technicians and check-out personnel remind patients of the importance of keeping their next
appointment.
2- Create and use an appointment letter. Give a copy of the letter to existing patients as they make future
appointments and, when possible, mail the letter to new patients well in advance of their appointments.
3- Institute a telephone confirmation system that makes contact with patients two days before their
appointment.
4- Develop a telephone confirmation script that reminds patients of the importance of keeping
appointments.
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3
The PARS system is an easy to use, low cost, single line, automated telephone patient appointment
reminder system. It can make up to 1000 patients calls every day and can work unattended from 9am till
9pm seven days a week. PARS will provide you with the resources that you need to effectively
communicate with your patients in regards to their scheduling needs. Best of all, it is a standalone unit
which does not have to be physically connected to your computer to operate. It's cost effective, simple, and
easy to use.
PARS Benefits:
* Increases revenues by reducing patient "No Shows".
* Improves communications with your patients.
* More cost effective then postcards.
* Saves hundreds of hours of valuable staff time every month.
* Improves staff morale by eliminating redundant and time-consuming manual calls.
PARS Uses:
* Appointment Reminders
* Appointment Cancellations due to Office Closure, medical emergency, weather, or etc.
* Flue shot, yearly check up reminders.
* Rescheduling of "NO SHOWS".
How PARS works
The PARS software package works in conjunction with the PARS telecommunication dialer, to provide a
powerful, effective, low cost automated patient appointment reminder system. The PARS software imports
data that has been exported from your scheduling program, and automatically generates most of the voice
prompts needed. The CF Card from the PARS dialer, is inserted into your computer’s CF Card Reader, and
the PARS software transfers your patient’s phone numbers and automated voice prompts directly to the CF
Card. When completed, you simply remove the CF Card and insert it back into the PARS dialer, and the
dialer automatically starts dialing. It’s that easy!
You will be required to make, a one time only, voice recording of: 1) Each patient’s name, 2) Each
Doctor’s Name, 3) Each Facility Location. These recordings will be stored in an internal library on your
computer for future reference. The Doctor and Facility prompts are optional and are only used if you select
them. You can either make all of your prompt recordings up front, or you can make them as needed. PARS
will notify you when it needs new voice recordings.
PARS requires a standard COMMA DELIMITED, TEXT FILE to be exported from your scheduling
software for operation. Each RECORD in the file must contain the following fields:
Required Fields
1- Patient’s First Name
2- Patient’s Last Name
3- Patient’s Phone Number
4- Appointment Date
5- Appointment Time
6- Doctor’s Name (Optional)
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