Overview
PIMSY includes a Waiting List feature for prospective clients who have not yet been scheduled for an appointment. This tool allows you to capture and manage important preliminary information. Several fields can be completed, including general details, demographics, and insurance information. Additionally, there is a section for uploading documents such as a signed Privacy Notice, insurance cards, or other required forms, helping ensure necessary paperwork is in place before the client's first visit.
Required Permissions and Prerequisites
- This article is in reference to our Desktop application
- Please assign the Create, Modify, View, and Delete permissions for the following rule(s):
- Client Waiting List
- Client Waiting List View Only Assigned
Step-by-Step Instructions
Step 1: Navigating to the Client Waiting List
From the top navigation menu, go to:
Clients > Client Waiting List
Set up similarly to Client Management, the Client Waiting List screen displays a list of waitlisted clients in the left-side panel, while the right-side panel shows detailed client information. This includes basic details, administrative information, demographics, and insurance. Additional tabs include Contacts, Documents, Clinical Tools, and Client Forms.
Step 2: Creating a New Client
To add a new client to the waitlist, click the New button. Enter the required fields, such as First Name, Last Name, and Date of Birth, along with any other relevant information.
Once all available fields have been completed, click Save.
The new client will then appear in the list on the left side of the screen, ready for further updates or eventual conversion into an active client chart.
Step 3: Converting to a Client
When you’re ready to schedule the client for an appointment, click the Convert to Client button located on the far right side of the right-hand panel. A confirmation popup will appear asking if you’re sure you want to convert this individual to a client. Click Yes to proceed.
A second message will then ask if you’d like to close the form and view the client chart. Click Yes if you wish to navigate directly to their chart.
At this point, the client will be removed from the Waiting List and will now appear in the Client Management list as an active client.
Additional Information
Entering as much information as possible during the waitlist phase will help save time later when the client is scheduled for an appointment.
By completing details such as demographics, insurance, and administrative information upfront, the transition to an active client chart becomes quicker and more efficient.
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