Compliance - FOFA: Recording Services Delivered - Emails

Compliance - FOFA: Recording Services Delivered - Emails

Emails Overview

Emails can be used to track services delivered when saved as a Note. Emails can be sent to individual clients and in bulk for groups of clients.

For any service components that can be tracked using Notes created on sending emails, it is very important that you select the correct Note type and sub-type. If your Practice has selected service tracking as the preferred method for reporting the delivery of service components on your clients’ FDSs, this will ensure the service component is disclosed on the client’s FDS when it is merged (or generated) at the end of their service arrangement period. This is regardless of whether the email was sent to an individual client or in bulk to a group of clients.

The FDS-related Note types and sub-types are listed in the Service Package Offer matrix in the XPLAN Hub at FOFA > Recording services delivered.

For any activities that are not required to be to be tracked for FDS purposes, you should not use any of the FDS-related Note types and sub-types, as they may incorrectly trigger the disclosure of a service that hasn’t been delivered to the client during their service arrangement period. Instead, you should use an alternative Note type and sub-type.

 

How can I use Emails to record services delivered

There are two ways that you can send emails:

  • To an individual client via their Client Dashboard

  • To groups of clients using the Advanced search tool

 

How do I send an email to an individual client?

To send an email to an individual client:

  1. Search for and select the master client’s (or entity’s) record.
  2. In the Contact widget on the Client Dashboard, click on the required email address.

    If using a template:

  3. Select a Template from the dropdown list. This will populate the email fields and text box for you automatically.

  4. Modify the email details, as required.

    If not using a template:

  5. Enter an email Subject.

  6. Select/enter other email details, as required.

  7. Enter details about the email content into the text box. Simple formatting can be applied.

  8. To send a document file or other document with the email, click on the Attachments tab.

  9. To add to or edit the recipients/clients to be sent the email, click on the Recipients/Clients tab.

    • If another recipient is added as type CC/BCC then a copy of the email will be sent to this email address as well

  10. To save the email as a Note on sending:

    • Select the Miscellaneous tab.

    • Ensure Yes is selected to Add email to entity note.

    • Select a Note Type and Note Sub-type from the dropdown lists.

      If you are recording the delivery of a service component, select the correct FDS- related Note type and sub-type to ensure that service component will be automatically disclosed on the client’s FDS when it is merged (or generated) at the end of their service arrangement period. If the note does not relate to a service component to be reported on the client’s FDS, use an alternative type and sub-type.

  11. To review the email prior to sending it, click Preview. This will enable you to confirm that the email is in the correct format.

  12. Click Send.

How do I send an email to a group of clients in bulk?

To send an email to a group of clients in bulk:
  1. Click Advanced in the search area of the Title Bar (at the top right-hand corner of the screen):

    Screen_Shot_2018-07-09_at_3.22.22_PM.png

  2. Select the required Saved Search or create a new Advanced Search to generate the list of clients to be sent the email.

  3. In the column header row of the Search Result panel, click on the Email hyperlink and select Email All:

    Screen_Shot_2018-07-09_at_4.05.56_PM.png

    If using a template:

  4. Select a Template from the dropdown list. This will populate the email fields and text box for you automatically.

  5. If required, modify email details.

    If not using a template:

  6. Enter an email Subject.

  7. Select/enter other email details, as required.

  8. Enter details about the email content into the text box. Simple formatting can be applied.

  9. To send a document file or other document with the email, click on the Attachments tab.

  10. To add to or edit the recipients/clients to be sent the email, click on the Recipients/Clients tab.

    1. If another recipient is added as type CC/BCC then a copy of the email will be sent to this email address as well. This will send a copy of each email to the CC/BCC email recipients.

  11. To save the email as a Note on sending:

    1. Select the Miscellaneous tab.

    2. Ensure Yes is selected to Add email to entity note.

    3. Select a Note Type and Note Sub-type from the dropdown lists.

      If you are recording the delivery of a service component, select the correct FDS- related Note type and sub-type to ensure that service component will be automatically disclosed on the client’s FDS when it is merged (or generated) at the end of their service arrangement period. If the note does not relate to a service component to be reported on the client’s FDS, use an alternative type and sub-type.

  12. To review the email prior to sending it, click Preview. This will enable you to confirm that the email is in the correct format.

  13. Click Send.

  14. The email will be sent to each client in the Search Results list.

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