Appointment Book
- Thread starter ahuvas
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DCrake
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Simple Software Solutions
Hi
Try this linkhttp://www.dbi-tech.com/product_page_Studio_Controls.asp
I have been using these controls for about 2 yrs now and theyare great. Only problem the product is $600+ and is licensed by pc for development
Cod Master:
http://www.icraftlimited.co.uk
Hi
Try this linkhttp://www.dbi-tech.com/product_page_Studio_Controls.asp
I have been using these controls for about 2 yrs now and theyare great. Only problem the product is $600+ and is licensed by pc for development
Cod Master:
http://www.icraftlimited.co.uk
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- Today, 08:20
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- Jan 23, 2006
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- 15,576
Thise controls look interesting but I cant afford 600 dollars I just need something simple. I actually have an example but I dont know how to fit in into my plans
Basically we have a set up where people contact us for a study. We log each call including name, phone number of the person and the outcome of the call. (did they do telephone screening, if yes, did they pass, if they did but did not pass, why not. We also have a form for the telephone screening itself, as well as another "booklet" where we record apppointments where they come in to meet with us.
SO basically there is up to three pieces of paper to fill out for each call.
Telephone Log Form
Name
Phone Number
Did they do telephone screening: Yes/No
If they didnt pass the screening, why not? Was not interested/Could not be contacted/was inelligible
Comments: Where we write what date they have an appointment etc..
Telephone Screening Form
Name
Phone No.
Best time to contact them?
Where did they hear about the study from?
Q1-->Q12 screening questions
Did they pass: Yes/No
If yes, date booked in to meet with us:
Comments
Screening Meetings Diary
This is broken down by day, each day is a small table with a series of two slots per time period.
Each "table" has a space for the participant name, phone number, and check box to see if they recieved a reminder call, as well as space for any comments.
Basically I have a type of diary database, but I basically want to create a form that includes all the telepohone log information, and then have a button on that to open the diary, which would then feed any details about meeting booking back to the telephone screening form.
I would also like a way to see which calls have telephone screenings done and which do not as not all people who call will agree to do it.
Lastly I envison having the fields of the telephone log form and a space for comments, which you could enter info and click on a button which would enter information into a sub form which would be in datasheet view. This was you could see progression of info as well as track any changes. This could be be picked up as a weekly report.
I.e. Person 1
Phone: 212 920 5632
Telephone Screening? Yes
Comments (in sub form)
12/1/08 Booked Appointment for 21/1/2008
15/1/08 Cancelled appontment changed mind.
and so on..
Anyone have any ideas about how to structure this?
Basically we have a set up where people contact us for a study. We log each call including name, phone number of the person and the outcome of the call. (did they do telephone screening, if yes, did they pass, if they did but did not pass, why not. We also have a form for the telephone screening itself, as well as another "booklet" where we record apppointments where they come in to meet with us.
SO basically there is up to three pieces of paper to fill out for each call.
Telephone Log Form
Name
Phone Number
Did they do telephone screening: Yes/No
If they didnt pass the screening, why not? Was not interested/Could not be contacted/was inelligible
Comments: Where we write what date they have an appointment etc..
Telephone Screening Form
Name
Phone No.
Best time to contact them?
Where did they hear about the study from?
Q1-->Q12 screening questions
Did they pass: Yes/No
If yes, date booked in to meet with us:
Comments
Screening Meetings Diary
This is broken down by day, each day is a small table with a series of two slots per time period.
Each "table" has a space for the participant name, phone number, and check box to see if they recieved a reminder call, as well as space for any comments.
Basically I have a type of diary database, but I basically want to create a form that includes all the telepohone log information, and then have a button on that to open the diary, which would then feed any details about meeting booking back to the telephone screening form.
I would also like a way to see which calls have telephone screenings done and which do not as not all people who call will agree to do it.
Lastly I envison having the fields of the telephone log form and a space for comments, which you could enter info and click on a button which would enter information into a sub form which would be in datasheet view. This was you could see progression of info as well as track any changes. This could be be picked up as a weekly report.
I.e. Person 1
Phone: 212 920 5632
Telephone Screening? Yes
Comments (in sub form)
12/1/08 Booked Appointment for 21/1/2008
15/1/08 Cancelled appontment changed mind.
and so on..
Anyone have any ideas about how to structure this?
Last edited:
For Mike:
Half-way in between - it will be a mix of new and existing "patients" or partiicipants in our case but it will not be as fast moving as a doctors surgery. Some times we have 60 incoming calls in a week, others we are lucky if we get 10.
Are the people with who appts will be made already in the data base. For example with telemarketing the prosect details will already be in the data base. For a medical specialist there would be a mixture of existing patients and new patients.
So to speak. We need to report to our funding body how many people we are screening and what the outcome of those screening calls are. It is also a way for us to keep track what is going on as well have two people doing screening calls a day 5 days a week.
Right now only one person is doing telephone screening a time.
I would probably have to say yes/no. It is not holding confidential info that needs to be kept for long periods of the time. Any telephone screening forms filled out can be printed as a report straight away - it is simply to easy all the doubling up of data entry so to speak using paper forms. However we really need to keep the info about the participants from the days they call us until either the day we interview them in person or they "screen out" for some reason.
Half-way in between - it will be a mix of new and existing "patients" or partiicipants in our case but it will not be as fast moving as a doctors surgery. Some times we have 60 incoming calls in a week, others we are lucky if we get 10.
Are the people with who appts will be made already in the data base. For example with telemarketing the prosect details will already be in the data base. For a medical specialist there would be a mixture of existing patients and new patients.
So to speak. We need to report to our funding body how many people we are screening and what the outcome of those screening calls are. It is also a way for us to keep track what is going on as well have two people doing screening calls a day 5 days a week.
Right now only one person is doing telephone screening a time.
I would probably have to say yes/no. It is not holding confidential info that needs to be kept for long periods of the time. Any telephone screening forms filled out can be printed as a report straight away - it is simply to easy all the doubling up of data entry so to speak using paper forms. However we really need to keep the info about the participants from the days they call us until either the day we interview them in person or they "screen out" for some reason.
M
Mike375
Guest
ahuvas
Are the Q1-->Q12 screening questions typed out answers or set answers.
I think I have an idea of what you want and I think a modified telemarketing one would be close. Basically, one that handles telemarketing and tracks insurance sales related to the appts made from the telemarketing will handle anything but of course it can be overkill in terms of making it.
The one you showed me on the PM suffers from the common downfall that it does not let you look at several days appts at the same time.
You mentioned that some of the people are "first time callers" and others are not. Those who phone in more than once, would a separate record be kept for that call or would the data in the original record be changed. Would have a situation where the "caller" becomes a record and the results of the call become a Many record in another table?
I could pull a couple of the forms from my data base and post them. However, they would not work as there are too many macros and other forms hanging off them as the diary system is integral to this data base.
If I get a bit better idea of what you want then I could alter the forms so they would be more relevant.
Mike
Are the Q1-->Q12 screening questions typed out answers or set answers.
I think I have an idea of what you want and I think a modified telemarketing one would be close. Basically, one that handles telemarketing and tracks insurance sales related to the appts made from the telemarketing will handle anything but of course it can be overkill in terms of making it.
The one you showed me on the PM suffers from the common downfall that it does not let you look at several days appts at the same time.
You mentioned that some of the people are "first time callers" and others are not. Those who phone in more than once, would a separate record be kept for that call or would the data in the original record be changed. Would have a situation where the "caller" becomes a record and the results of the call become a Many record in another table?
I could pull a couple of the forms from my data base and post them. However, they would not work as there are too many macros and other forms hanging off them as the diary system is integral to this data base.
If I get a bit better idea of what you want then I could alter the forms so they would be more relevant.
Mike
A combination of both. I have attached a document that is basically the questionnaire itself for you to look at.
[quote/
The one you showed me on the PM suffers from the common downfall that it does not let you look at several days appts at the same time. [/quote]
I dont think this is the end of the world but it would be useful to have. In my particular study we have it organized so that we see participants in groups of two, three days a week, three session each day = 18 people/week.
The repeat callers are people who are calling to cancel, change or somehow modify their existing details so the second option would be better. Right now what happens is that when the screener takes the call, they fill out the log, filling out the screening form and then the diary (if an appointment is booked). THe screening form gets put into a folder under different sections depending on the outcome i.e. they passed and we are just waiting for them to come in, they failed because they were ineligibile, or they passed but decided by the end of the call to participate in the study etc....
A RA has the job of then filing these forms in a filing cabinet and noting from each form in an excel spreadsheet where the person heard about the study and what the outcome was in a sort of 2X2 table where the columns representing outcome and rows the advertising type. THis allows us to pinpoint how many calls we get from a particular advertising type and of those calls how many turn into actual appointments.
SHe will then file them in a filing cabinet, either by date for people who are waiting for appointments or in another draw for those who were inelligible etc.
If changes are made in between the time they booked and want to come in, a person will take it out of the filing cabinet and then place it back in the folder again. This RA will see that the change has been made and can note down how many people were are losing during the waiting period etc before she refiles it back in the filing cabinet.
It seems a little complicated but with so many part time RA"s its hard to keep track of the numbers that are flowing through etc.
I think we could computerize most of this process essentially. WHen the person created the database that I sent you he never talked to me about what we really needed. A woman who coordinated the project that I am working on (a friend of his) was the one he dealt with. THe only problem is that she really didnt have a concept of how we worked (despite being the project coordinator) plus she quit without warning a couple of weeks ago (not too sad) leaving us with this database that isnt really anymore useful to us that our paper and pen diary.
M
Mike375
Guest
I think you forgot the attachment
M
Mike375
Guest
ahuvas
I have been a bit tied up.
In general I would have the details from the Word.doc as a record and then a diary/time setter work off that.
With the Word.doc information I would be inlined to make that as a single record in Access, that is, one table.
For the questions relating to alcohol and caffeine I would have a little form open with multiple records of unbound text boxes and the person on the phone could enter the various type of drinks. Have a built in calculator to gives the result in another set of textboxes and those results be summed. When the form is closed the Sum value is inserted to the field in the main record.
I don't know the situation but it might be worth having the break up of drinks as a seperate One to Many table so as you have the statisics in the future. Maybe someone will be interested in knowing the breakup of drinks that match different levels of alcohol intake for the week.
For such things (you may already be doing it) as BMI I would have the built in calculator.
On the last page of questions where you basically have a Yes means go to nest question and a No is abort, then I would have the fields locked for each subsequent question but they would unlock when the previous quesion is answered. You could achieve similar by using Visible and Invisible but I think it is easier for the person on the phone if they can see the questions.
I think you posted earlier that about half the incoming calls were repeat calls and to change answers. I would be inclined to create a second record. That is easy to do. A parameter Append query based on the ID number of the record in question. I think the Command button might also have something built in. If you did this then you would have a "marker or tag" field to note the current record, which of course for a repeat caller would be the 2nd or perhaps even the 3rd record. You could base your form on a query and so it only shows the latest record. You might have a 1 in the tag field for current an 0 for non current or previous. When the second or subsequent record is created the 1 is change to a 0 in the original record.
There may be some statistical value in having the additional records. Perhaps people getting involved become motivated to give up smoking or whatever etc.
Of course you will need either multi forms or a tab setup.
I would have an index across the top of A B C through to Z and on a tablular form and a FindRecord for "A*" or "B*" etc. It might be preferable to do it with a filter/open form because that way if the person is not a call back then it will open on a black record. I like the tabular index form to show several details such as phone etc.
With the tabular index form you have the FinRecord or Open Form run when the lastname is clicked.
With telemarketing we use the tabular index form for more than a FindRecord. It displays a couple of fields which are important. On the header there are labels to click on that filter the display. In other words you use the tabular form as a method of viewing but one click on lastname and you go to the persons full record.
I have been a bit tied up.
In general I would have the details from the Word.doc as a record and then a diary/time setter work off that.
With the Word.doc information I would be inlined to make that as a single record in Access, that is, one table.
For the questions relating to alcohol and caffeine I would have a little form open with multiple records of unbound text boxes and the person on the phone could enter the various type of drinks. Have a built in calculator to gives the result in another set of textboxes and those results be summed. When the form is closed the Sum value is inserted to the field in the main record.
I don't know the situation but it might be worth having the break up of drinks as a seperate One to Many table so as you have the statisics in the future. Maybe someone will be interested in knowing the breakup of drinks that match different levels of alcohol intake for the week.
For such things (you may already be doing it) as BMI I would have the built in calculator.
On the last page of questions where you basically have a Yes means go to nest question and a No is abort, then I would have the fields locked for each subsequent question but they would unlock when the previous quesion is answered. You could achieve similar by using Visible and Invisible but I think it is easier for the person on the phone if they can see the questions.
I think you posted earlier that about half the incoming calls were repeat calls and to change answers. I would be inclined to create a second record. That is easy to do. A parameter Append query based on the ID number of the record in question. I think the Command button might also have something built in. If you did this then you would have a "marker or tag" field to note the current record, which of course for a repeat caller would be the 2nd or perhaps even the 3rd record. You could base your form on a query and so it only shows the latest record. You might have a 1 in the tag field for current an 0 for non current or previous. When the second or subsequent record is created the 1 is change to a 0 in the original record.
There may be some statistical value in having the additional records. Perhaps people getting involved become motivated to give up smoking or whatever etc.
Of course you will need either multi forms or a tab setup.
I would have an index across the top of A B C through to Z and on a tablular form and a FindRecord for "A*" or "B*" etc. It might be preferable to do it with a filter/open form because that way if the person is not a call back then it will open on a black record. I like the tabular index form to show several details such as phone etc.
With the tabular index form you have the FinRecord or Open Form run when the lastname is clicked.
With telemarketing we use the tabular index form for more than a FindRecord. It displays a couple of fields which are important. On the header there are labels to click on that filter the display. In other words you use the tabular form as a method of viewing but one click on lastname and you go to the persons full record.
Do yuo think I could build this around the existing diary database that I sent you?
Since we are doing telephone screening and not everyone gets to the point where we ask them those questions but we do records all incoming calls where possible (i.e. we have their first name and cell phone number) then I would likely do a search by phone number not name since their first name is not "unique". Could their phone number be their primary key?
Since we are doing telephone screening and not everyone gets to the point where we ask them those questions but we do records all incoming calls where possible (i.e. we have their first name and cell phone number) then I would likely do a search by phone number not name since their first name is not "unique". Could their phone number be their primary key?
M
Mike375
Guest
I forget what was in that dbase. I don't think I could get to much of it.
But what you have would not be a big deal to make and one reason is you basically have the fields (in the sense that you know what they need to be) and "how it will work" from using the Word.doc. Very often it can take much longer to change a DB than start from scratch.
Even if you search on lastname with open form you might get a record but the person has not called but the person doing the survey will soon identify. You could also in your query have a calculated field to join firstname and lastname as a single word, perhaps backwards eg. AndrewsJohn and that would search/find record on "A*" etc. A bug with using phone is if they use or give a different number or their ph number has changed.
As far as an ID field goes I was use the Access autonumber field. You will only really need that for joing tables and/or opening related forms etc
With the people that only get part way through the suvey, I would keep those records. You only need a tag field when an entry is automatically made when the person doing the survey gets to the stage that it is regarded as being complete. Perhaps you would have two entries in the field. One for when the person themselves decides not to complete the survey and the other when they fail the survey. It is just so easy for a query to deselect those records.
If you don't like the idea of having records in the main table for partly compelted surveys or for more record than one, the a simple combination of an Append/Delete query will shift then to another table. Just make a copy of the table but with no records and append to that table. Also, just as easy to make another set of Append/Delete and shift them back to the other table.
To have a diary system that is worthwhile you need to have this part made first. Having a diary as a stand alone and the persons survey details in Word will not be real satisfactory.
But what you have would not be a big deal to make and one reason is you basically have the fields (in the sense that you know what they need to be) and "how it will work" from using the Word.doc. Very often it can take much longer to change a DB than start from scratch.
Even if you search on lastname with open form you might get a record but the person has not called but the person doing the survey will soon identify. You could also in your query have a calculated field to join firstname and lastname as a single word, perhaps backwards eg. AndrewsJohn and that would search/find record on "A*" etc. A bug with using phone is if they use or give a different number or their ph number has changed.
As far as an ID field goes I was use the Access autonumber field. You will only really need that for joing tables and/or opening related forms etc
With the people that only get part way through the suvey, I would keep those records. You only need a tag field when an entry is automatically made when the person doing the survey gets to the stage that it is regarded as being complete. Perhaps you would have two entries in the field. One for when the person themselves decides not to complete the survey and the other when they fail the survey. It is just so easy for a query to deselect those records.
If you don't like the idea of having records in the main table for partly compelted surveys or for more record than one, the a simple combination of an Append/Delete query will shift then to another table. Just make a copy of the table but with no records and append to that table. Also, just as easy to make another set of Append/Delete and shift them back to the other table.
To have a diary system that is worthwhile you need to have this part made first. Having a diary as a stand alone and the persons survey details in Word will not be real satisfactory.
