Finding Client Records

Finding Client Records

Estimated reading time: 5 min

Most activities in RxWorks begin with finding the right client & patient records. There are four fast and accurate methods used to locate a client record.

Follow the links from the descriptions below to find out more about each search method.

Simple Records Search

The “simple search method” is the default method of finding a record in RxWorks. A simple search uses basic client information such as name, phone number, and ID number.

Using A Query Search

A “query search” expands the search criteria to include extra client information such as addresses & categories. Use a query search if a client name is not known, or you wish to search for information that matches other criteria.

Search Using A List

A “list search” is displays a list of client names, addresses & contact numbers. The list adjusts as you type to show close matches to your search entry.

Find Recently Viewed Records

A history of “recently viewed records” helps you return to a client that you were working with earlier. Use a flag indicator to mark records of importance so you find them easily at any time.

Simple Record Search

The simple search method is the default method of finding a record in RxWorks. A simple search uses basic client information such as name, phone number, and ID number.

  • Searches using the Client Name are assisted by ‘Smart Fill’. This lists the names matching the initiated search as you type.
  • The first 3-4 letters of a last name are usually all that is needed to find the right record.
  • Where a number of clients with the same surname appear, use the first name or address to differentiate between them.
  • Find Using A Last Name

    1. Click the FIND button from the ribbon bar or use the keyboard shortcut ‘CTRL+F’.
    2. The FIND dialogue window opens ready to begin the search. Start typing in the client name field.
    3. The first few letters of the last name are usually all that is needed.

    4. Use the keyboard DOWN-ARROW to select a client from the list, then click OK (ENTER).
    Searching the ‘Client Name’ field searches simultaneously for ‘Company Name’ entries on client records. The search will prioritize client last names. For example, if a client last name is Smith and their company name is Smith Company, the search will return results based on the last name and not the company name.

    Search Multiple Criteria

    Make use of more than one search window field to narrow down the results list if the correct record is not easily identified. The TAB key moves the cursor between fields such as an initial, phone number, or patient name. The most common search combination uses both the Client and Patient name when finding a record.

    1. Click the FIND button from the ribbon bar (CTRL+F).
    2. Enter the first few letters of the last name e.g. T A I.
    3. Use the TAB key to move the cursor to the next field you want to use in the search e.g. patient name.
    4. Enter a few letters of the patient name, then click OK (ENTER).

    You will be taken directly to the record if a match is found.

    Similar Records

    If multiple clients match your search criteria, a list showing the matching records will be displayed.

    Use the additional information shown to help select the correct record.

    Useful Search Tips

  • A search using the phone number can be useful if a client is not sure what name their pet’s records may be under.
  • Most phone numbers are unique only in the last few digits. Try using just the last four digits of a phone number when searching.
  • Client number searches are useful when payments arrive by mail. The client number is printed at the bottom of invoices and account statement remittance slips.
  • The default search field may be changed to suit user preference. The search field settings are user specific and can be found in Options & Setup > I. User > Default Search Fields for Client and Patient.
  • Extended Query Search

    A query search expands the search criteria to include extra client information. This feature allows for searching any client field, including custom fields, categories and other specialised fields on the client or patient screens.

    Using A Query Search

    1. Click the FIND button from the ribbon bar or use the keyboard shortcut ‘CTRL+F’.
    2. From the FIND dialogue, click the QUERY button.
    3. An empty client work area shows the search fields available. Enter the search criteria to use.
    4. The search example shows that we are looking for any client with ‘Introduction’ set to ‘Advertisement’.

    5. Press enter to begin the query on the database for records matching the search criteria.

    – The client record will open if a match is found.
    – Multiple matches will show the search results in a list. Select a result from the list to navigate to the client record.

    Search Using a List

    The list populates the 20 most recently accessed records by default. However, a user can initiate a search or opt to ‘Show All Clients’ or ‘Flag’ a highlighted record for quick reference later.

    List Features

    Advanced Search Filter

    The advanced search filter can locate a client name, patient name, or street address from one search box. Begin filtering the list by typing the criteria in the search box.

    Show All Clients

    Click the ‘Show All Clients’ button to list all clients in your database. This function is NOT RECOMMENDED for multi-branch practices due to the large number of client records that the function lists.

    Users may notice a significant decrease in system performance if the ‘Show All Clients’ feature is overused.
    Flag a Client

    You can select a record to return to later by applying a ‘Flag’ marker. Select a client from the list and click the FLAG CLIENT button.

    The client record will be added to the flagged list & will remain flagged until the flag marker is removed. To remove the flag, select the record from the flagged list and click the UNFLAG CLIENT button.

    The flag list is also available from the ribbon bar flag icon. Flagged client records are shown in both locations.

    Find Recently Viewed Records

    Finding a client record that you were working with previously is quick and easy. Read on to find out more about each of the functions you can use for easy record recall.

    Recently Viewed Records (History)

    A record of the 20 most recently viewed client records is stored for each RxWorks user. Clicking the Clock icon from the ribbon bar will open the list window. Use the radio button to filter the display to show client records only.

    Flag A Record For Later Recall

    You can select a record to return to later by applying a ‘Flag’ marker. Click the small arrow next to the FLAG icon & select ‘Flag This’.

    Clicking the Flag icon from the ribbon bar will open the flagged records window. Records that have been flagged for future reference are listed. You can remove the flag marker by placing the mouse pointer over the entry & select ‘UNFLAG’.

    Other Navigation Tools

    Arrow Icons

    You can move between records in your database by using the LEFT & RIGHT ARROW icons from the navigation section of the ribbon bar. The toggle functions in order from left to right are: FIRST record, PREVIOUS record, NEXT record, and LAST record in the database.

    Open a New Record

    Work with more than one client record at a time by clicking the NEW RECORD icon (Yellow Folder) from the Navigation section of the ribbon bar.

    A duplicate of the current record opens, ready to begin searching for a different client or open a different patient for the same client.

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