We send terminations letters to clients who have terminated services or have not been in for a session for quite some time. We typically make these clients inactive. We need to be able to export their names and mailing addresses to be able to do a mail merge and mail them a termination letter. We also need the ability to place a code into their account that shows that we have sent them a termination letter and we need to make a note of the date the letter was sent. We typically do this in 'batches' so we need the ability to export the account information in a batch and we need the ability to update the accounts easily (meaning not just one at time). For example we have just had to send a large batch (almost 200) termination letters and the time it took to generate the name and address file was quite time consuming as we had to export all clients names and addresses (because there is no way to just export the inactive clients) and we then had to remove the active clients from the file, and of course we had to double check that work to be sure we only had the inactive clients left in our export file. Now we have sent the letters but the question now arises... how do we know that we have sent the letters to the clients as there is no place to place a code and date in the accounts, AND when we need to send the next batch of termination letters how do we know who has become inactive since the last batch of letters was created.
I would like any input you might have regarding how you handle termination letters and keep track of that information in Simple Practice.
I look forward to hearing from the community.