Compliance - FOFA: Practice Service Package - Setting up Services: Service Delivered Text

Compliance - FOFA: Practice Service Package - Setting up Services: Service Delivered Text

Setting up Service Delivered Text Overview

If your Practice has selected services delivered text as the preferred method for reporting the services delivered on your clients’ FDSs, you will need to enter services delivered text for each service package.

If you require guidance for the wording to be used, in the XPLAN Hub go to FOFA > Your Practice’s service packages > Suggested service delivered descriptions.

 

Setting up Service Delivered Text

To set up the services delivered text for your Practice’s service packages:

  1. Go to XPLAN > User Functions > Administer Groups:

    Screen_Shot_2018-07-16_at_3.10.33_PM.png

  2. Select your Practice name from the search results (by clicking on the hyperlink):

    Screen_Shot_2018-07-16_at_3.10.38_PM.png

  3. From the Group Menu (on the left-hand side), select Service Package Delivery:

    Screen_Shot_2018-07-16_at_3.10.45_PM.png

  4. Click Edit (at the top right-hand corner of the screen).

  5. Tick the Free Text box to the right of Custom Service Descriptions:

    Screen_Shot_2018-07-16_at_3.10.55_PM.png

  6. If your Practice transitioned to XPLAN before November 2015, change the name of the service package in the Category 1 Name field to the name of your first Custom Category. For example, if the name of your first Custom Category is ‘Gold’, then enter ‘Gold’ in the Category 1 Name field.

  7. If your Practice transitioned to XPLAN after November 2015, the name for the service package in the Category 1 Name field can be changed or updated if required, however the new name will only be displayed in the Custom Service Descriptions screen only.

    • The name displayed for Category 1 will always be Service Package 1 in the Category dropdown list in your XPLAN CRM, regardless of the name entered in the Service Package Description screen:

      Screen_Shot_2018-07-16_at_3.11.01_PM.png

  8. In the Custom Service 1 text box, enter text to describe the services delivered to your clients on that service package.

    • If you are copying and pasting text from a Word document, it is highly recommended that you remove all formatting of the text prior to pasting it into XPLAN. Failure to remove the formatting may result in the text not displaying as required in the client’s FDS, Renewal Notice or OASA when merged (or generated).

      Refer to How do I remove formatting if copying text from a Word document? below for further information.

  9. Format your services delivered text in the text box as required, using XPLAN’s formatting tools (at the top of the text box). It is highly recommended your text is formatted as below to ensure it is displayed correctly in your clients’ merged FDSs:

    • Font type and size is Arial 11pt.

    • Font colour is black. The default (or automatic) colour applied to text in XPLAN is a dark grey, and consequently your text will be displayed in this colour in the merged FDSs if it is not changed to black.

      Screen_Shot_2018-07-16_at_3.13.27_PM.png

  10. Repeat Steps 6 to 9 for your remaining service packages.

  11. Click Save.

  12. Your Practice’s Custom Services Descriptions will be displayed. If changes are required, follow Steps 4 to 11 above.

    Screen_Shot_2018-07-16_at_3.13.34_PM.png

How do I remove formatting if copying text from a Word Document?

Option 1: Paste as plain text into the text box

After copying the text in your Word document, select the Paste as plain text option in XPLAN:

Screen_Shot_2018-07-16_at_3.42.58_PM.png
 

Option 2: Remove formatting of the text in the Word document

Remove all formatting of the text in your Word document using the Clear All Formatting tool:
  1. Select the text to be copied into XPLAN.
  2. Click on the Clear All Formatting icon located in the Font section of the Home tab in Word:

    Screen_Shot_2018-07-16_at_3.43.06_PM.png

  3. The text is now ready to be copied in Word and then pasted into the XPLAN text box.
 

Option 3: Use the Notepad application

Using the Notepad application will remove all text formatting:
  1. Select and copy the text in your Word document.
  2. Open the Notepad application and paste the text.
  3. Update the text in Notepad, as required (such as bullet points).
  4. Select and copy the text in Notepad and paste into the XPLAN text box.

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