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Great Way to Track Incoming Calls

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Amanda Petrik-Gardner

I've been doing this for a couple months and it has really helped me...

I created a fake client called "Incoming Calls" (you can call it whatever you like, maybe Potential Referrals).  Whenever I get a referral, I create a chart note with their information.  That way, if I have to leave a message and they call back, I still have all their information in one place as opposed to finding the piece of paper I scribbled information on from weeks ago.

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Comments

33 comments

Date Votes
  • Adelina Hills

    Great idea!

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  • Cheryl Hansen

    I like this.  Awesome idea!!

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  • Demetra Caston

    I really like that.  I am scrambling to find paper to write things down or when I am at my other job I am trying to be as discreet as possible.  I now have an Ipad and I love the idea of writing on it so this'll give me another reason to use it.

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  • Cathleen A. Rea

    Love it!

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  • Grant Leitheiser

    This is great! Thanks for sharing. Do you have a particular way that you track referral sources? 

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  • Ruby Booth

    Agreed! This is a good idea! Not sure that i"m organized enough to implement it, but maybe one day.

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  • Jennifer Wuest

    Fantastic idea!

     

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  • Cathleen A. Rea

    Started it, works great!

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  • Sharon E. Prager

    Thats awesome!! I will do the same thing- n thanks so much for the tip!!

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  • Cynthia Shelton

    Awesome idea for a problem we all experience. Love this idea.

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  • Jonathan Myron

    Great idea

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  • Chadd Herrmann

    Thanks for the creative solution.

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  • Linda E. Wolfe

    Thank you for the idea!

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  • Janie Rhone

    Love it!!    Thanks for thoughtfully sharing.

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  • Dmitri Dosamantes

    I'm going to do this for my "Wait list"

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  • Cathleen A. Rea

    Dmitri! Just starting anew and lusting after a “waitlist”! When I get there will do that for sure! Right now I have “incoming clients” for chart notes on all the phone call inquiries, so I don’t have a real paper trail. Love it!

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  • Beverly Swann

    Stellar idea! I just have to remember to use it now. Also created a Wait List client, since right now I'm writing it in my DayTimer and have to transfer it each week.

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  • Dawn K. Nelson

    I'm hoping that Simple Practice will create a tracking system for us by using the "Referred By" space we have on our Client Info page.

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  • Janie Rhone

    Excellent idea Dawn!  Probably would not take very much tweaking for that  space to be utilized in that manner.

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  • Judy Dodgen

    Perfect - I'm going to do this with my wait list :)

     

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  • Jamie Bachman

    Such a great idea, Amanda! Thank you for sharing!

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  • Laura E. Forsyth

    I really liked your idea, Amanda & put it into practice right away. Titled mine "@New Patient Queries" - the @ is to keep it at the top of my client list in SP. Created a set of prompts in the first note - when someone calls, I copy paste the template into the note, prompting me to record their info, including the all-important 'Outcome" and "Next Steps". 

    Name:

    Phone:

    Email:

    Referral Source:

    Seeking:

    Outcome of Call:

    Next Steps:

    Unfortunately, you have to be logged into the website to access the 'chart notes' function - the android app only creates notes for a scheduled appt. Wish there was a way to record new calls (and clinical info other than a schedule session) on the app!

     

     

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  • Rachel Distler

    Very helpful! thanks! 

    A more permanent tool in SP for this would also be very useful - it's also helpful to be able to track when I called them back and/or if they ever returned my call.

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  • Cathleen A. Rea

    Rachel, are you revisiting and editing the chart note to track the back and forth messages/contacts?  That’s what I do.  Then, if they become a “real patient”, I might cut and paste the initial info into a chart note to start my EHR.....

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  • Rachel Distler

    That is what I will do, and it's a fine workaround - it would just be better to have something that's a bit less of a hack for this purpose

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  • Amy Willcoxon

    I have thought about this, but how do you deal with new client inquiries that maybe don't call back, find another therapist, etc. Is there a system you are using to keep your track of who is next on the list without wading through all of the others?

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  • Cathleen A. Rea

    Because I cut and paste the note for a particular client as a chart note if they actually come in, that comes off the series in Incoming Clients....and I just let the rest sit for a period of time...I had one person resurface after an initial inquiry 6 months earlier!

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  • Mia Bush

    OMG this is amazing, I will be doing this!

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  • Tonya Jones

    When I create a chart note, I am unable to go back open and open it to read it or edit it.  I can only no read a chart note if I hit "print" and can read the note in the print preview section.  This needs to be fixed really quickly.  This is a new issues that has only been occurring over the past 2 weeks.  Prior to this no problem.  Please advise. 

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  • Ruth

    Hi Tonya - Try clicking on the two horizontal lines (Excerpt View) above the listed items in your client's Overview page. When in the List View (three horizontal lines), you can't click on the Chart Note to edit it directly, or click the Read More link that appears in the Excerpt View, pictured here:  

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