Skutch Electronics PARS User Manual v3.2X
ELECTRONICS, INC.
Voice (916) 786-6186 FAX (916) 783-1909
orders@skutchelectronics.com : www.skutchelectronics.com
Patient Appointment Reminder System
(Stand Alone Version)
Automatic Patient Appointment
Reminder System
Operation Manual
V3.20
209 Kenroy Lane #9
Roseville, California 95678
E-MAIL: WEB
Table Of Contents
HOW “NO SHOWS” AFFECT YOU: ...................................................................................................... 3
INTRODUCTION:....................................................................................................................................... 3
PARS B
PARS F
U
S
INSTALLATION: ........................................................................................................................................ 4
LOCATION: ................................................................................................................................................. 4
P
T
O
SETUP:.......................................................................................................................................................... 5
CF CARD INFORMATION: ...................................................................................................................... 5
MENU SCREEN........................................................................................................................................... 5
AUTO SLEEP MODE: ................................................................................................................................ 5
SETTING THE CLOCK: ............................................................................................................................ 6
ENEFITS
EATURES
SES
: .......................................................................................................................................................... 4
AVE YOUR PACKING FOAM PADS
OWER
: ....................................................................................................................................................... 4
ELEPHONE CONNECTION
RDERING A TELEPHONE JACK
:......................................................................................................................................... 3
:........................................................................................................................................ 3
! ............................................................................................................ 4
: .......................................................................................................................... 4
: .................................................................................................................. 5
WHEN TO MAKE YOUR REMINDER CALLS: .................................................................................... 6
THE TWO CALL MODES:........................................................................................................................ 6
GENERAL MODE:.................................................................................................................................... 6
PERSONALIZED MODE:......................................................................................................................... 7
D
ECIDING WHICH MODE TO USE
PREPARING FOR PERSONALIZED MODE: ....................................................................................... 7
TO R
ECORD THE
E
NTERING
I
NITIALIZING A DIAL SESSION
P
LAYING BACK RESPONSES FROM PATIENTS
PREPARING FOR GENERAL MODE:................................................................................................. 10
TO R
ECORD THE
E
NTERING
E
NTERING PHONE NUMBERS
I
NITIALIZING A DIAL SESSION
P
LAYING BACK RESPONSES FROM PATIENTS
SETTING DIALING TIMES.................................................................................................................... 12
CUSTOMER SUPPORT ........................................................................................................................... 12
W
ARRANTY REPAIR
NON-W
O
ARRANTY REPAIR
NE YEAR LIMITED WARRANTY
BASIC M
PERSONALIZED
GENERAL M
GENERAL
PHONE NUMBERS
.................................................................................................................................. 13
:................................................................................................................. 7
ESSAGES
:.................................................................................................................... 10
......................................................................................................................... 13
:.......................................................................................................... 8
INFORMATION
: .................................................................................................................... 9
ESSAGE
: .................................................................................................................. 11
............................................................................................................... 13
: ............................................................................................. 8
:............................................................................................... 9
:................................................................................................... 10
:.................................................................................................. 10
:............................................................................................. 11
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Stand Alone PARS
Patient Appointment Reminder System
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 than 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.
Introduction:
Thank you for purchasing the Skutch PARS system. PARS is an easy to use, low cost, single line,
automated telephone patient appointment reminder system. It can make up to 1000 patient calls every day
and can work unattended from 9a.m.un till 9p.m. 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 require a computer to operate. It's cost effective, simple,
and easy to use right out of the box!
PARS Benefits:
* Increases revenues by reducing patient "No Shows".
* Improves communications with your patients.
* More cost effective than postcards.
* Saves hundreds of hours of valuable staff time every month.
* Improves staff morale by eliminating redundant and time-consuming manual calls.
PARS Features:
* Makes up to 83 calls per hour.
* Phone numbers may be manually entered or downloaded from your database (comma delimited text file).
* User programmable Clock Controlled dialing, seven days a week, from 9a.m. to 9p.m.
* Programmable Redials from 0-98, or unlimited.
* Special 15 minute "BUSY" redial improves chances of patient contact.
* Detects Answering Devices. Will leave message after "Beep" or will recall at later time.
* Personal mode allows you to provide name, date, and time of each appointment.
* Optionally allows patients to leave message or to confirm the appointment.
* Can be used for multi-lingual applications.
* Power Fail friendly. Will continue dialing where it left off when power comes back on.
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Uses:
* Appointment Reminders
* Appointment Cancellations due to Office Closure, medical emergency, weather, etc..
* Flue shot, yearly check up reminders.
* Rescheduling of "NO SHOWS".
Save Your Packing Foam Pads!
Please save the two foam end pads that were shipped with your system. You will need these if you ever
have to ship the system back to us for repair. These pads provide maximum protection during shipping.
They were custom made specifically for your PARS system.
Installation:
The PARS comes with the following accessories:
1- Microphone
2- Power Supply
3- Telephone cord
4- Dialer System CF Card.
Location:
When selecting a location for the PARS dialer the following conditions MUST be avoided:
1- Temperatures above 95 degrees F.
2- Temperatures below 65 degrees F.
3- Carpeted areas that produce Static Electricity.
4- High Dust or smoky areas.
5- High humidity areas.
The PARS dialer should be located in a well ventilated area. Make sure that both a power outlet and a
telephone jack are within six feet of the installation site.
Power:
CAUTION: Do not connect or disconnect the POWER SUPPLY directly to/from the back of the PARS
DIALER while the POWER SUPPLY is connected to 115VAC power. You MUST remove the POWER
SUPPLY from 115VAC first! Failure to follow this warning could cause electrical damage to your PARS
system.
The PARS dialer must ONLY be used with the POWER SUPPLY that is supplied with the unit. The
POWER supply is designed to work on a 110-120VAC @ 50/60Hz power. Power circuits that are used for
heavy current equipment such as large freezers, blowers, heaters, copiers, or any electrical equipment that
uses large motors, should be avoided. Heavy current electrical equipment can cause power glitches over
the power line which could interfere with the operation of the system.
Telephone Connection:
PARS's telephone line requirements are the same as a standard single line telephone that you would use at
home, or the same as a fax machine. If the system is going to be dialing all day, we recommend that you
connect it to a non published telephone line that is dedicated for this specific application.
Note: The PARS dialer is not compatible with modular jacks used for multi-Line ELECTRONIC PHONE
SYSTEMS. If a standard single line home phone will not work in the jack, neither will the PARS dialer.
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