Welcome to the IINSIGHT 6.3.5 version, this document describes the upgrades for “Appointment Features Enhancements” in the case management system as well as other amazing enhancements. We are introducing a whole new range of functionality to allow users to work in a quicker and easier way. Get a detailed description about these new improvements below.

In short, this new release brings you the following new features:

Emailing documentation enhancements

Many Appointments and SMS Enhancements

Please enjoy reading these release notes.

When you are sending an email from within the Case List > Documentation tab, only “Active” contacts are now displayed for the “To” and “CC” fields:

The restriction to have at least 1 document selected before being able to send emails has been removed on the Documentation > Email Doc window and now users are able to send emails without selecting any documents

Previously, Mac users using Outlook for Mac had to perform an additional step for sending documents by pressing “Forward”. This step has been removed as we now integrate iinsight directly with the logged in user email account via IMAP protocol.

For this functionality to work, you need to select the required setting in the Options/Documents tab and “Enable” the “Add to the Draft folder using IMAP protocol” checkbox.

After setting up the above, you then need to check if the IMAP setting is enabled correctly for each Mac user via Admin/Users/User integrations tab. When sending an email, an “iinsight Draft” folder will be created based on the user email address in the IMAP settings area as below:

Then if you go to the Case List > Documentation tab and then click on the “Email Doc” button, the below image will appear, please select all the required fields:

On the previous image after clicking on the “Send Email” button the below popup window will appear, after you close the popup window and go to your email application you can find the “iinsight Draft” folder:

On your own email application, an “IINSIGHT Draft” folder should appear. Please click on this folder and select the email/s which are saved on the iinsight folder, open and review the email/s before sending.

Are you facing a problem of forgetting the scheduled appointments? Well not anymore. IINSIGHT 6.3.5 appointment feature enhancements are initiating a favourable functionality for sending e-mail reminders and confirmation messages to client’s registered mobile numbers.

Click on “System Reminders/ KPI” and select the “Appointment Reminders” button to select the two checkboxes to enable the email “Reminder” and “Confirmation” feature in your account. This characteristic will allow a user/employee to send an email reminder and SMS confirmation message for the particular case:

Then click on the “Case list/Client” tab to allow receiving SMS notifications and receiving email notifications to activate the following two services for a case contact.

If you are facing trouble in editing/ deleting your scheduled list of recurring appointments? Your worries are over, we are launching an enhanced feature for rearranging the appointments that can change or add therapist and location. You can simply click on “recurrent appointment” to find the popup below and then click on “delete”.

After selecting the delete button shown in the previous image, the following window with 3 checkboxes will appear to confirm the request, where you can delete the appointments according to the requirement until the next availability.

If you intend to delete your current scheduled event, you can click on “This event” checkbox and then select “ok” button to delete a particular appointment in line.

If you intend to delete a current and the consecutive scheduled events, you can click on “This and the following events” checkbox and then select “ok” to complete the request:

Lastly, if you intend to delete all the appointments in the entire series, then click on the “All events in the entire series” checkbox and then select “ok” to complete the process.

You can now add a new appointment entry with more convenience instead of using the “New Appointment” button. Create a new appointment just by double clicking over the date/time field according to the preferred “time zone”. Then select custom “date” and “time” from the dropdown menu shown in the image below and save the added case instantly.

A user is now able to customise their engagement time from a particular day to the entire week. Click on “User Details”, Scroll down a little and a section for “work time” will appear, where a user can change their starting and finishing working hours. Instead of the maximum visibility from 12:00 AM- 11:59 PM, the calendar will expand or compress the user’s working time according to the company’s work time by default.

A user can see the following merge of the updated time in the iinsight calendar as shown in the image below.

Get a real-time system reminder along with the AM/PM variable next to the time of client appointment. Select “System Reminders/KPI” then the “Appointment Reminders” button to add the AM/PM feature to the appointed time in your SMS alerts as shown in the picture below.

After adding the AM/PM format in the SMS reminder, you can see it appearing in the sent SMS section to the client along with the attached message on your portal.

Also, for better understanding the format of the date changes from “02/June” to “2 June” that looks more appealing and user-friendly as shown in the received message to the client below.

For confidentiality/privacy reasons, you may need to disclose only the practioner’s last name. To solve this requirement, we added a new variable (Practitioner’s last name) just next to the “practitioner’s first name” in the SMS as well as E-mail alerts. You can add these variables from the mentioned options i.e., system reminders/KPI> appointment reminders> SMS/ E-mail reminder message.

Improved SMS/E-mail reminders to the client, added below is the image of how the added variable will appear in NOK (Next of Kin) details for better clarification of the provider’s name in the message.

We added a refresh button on the top of the appointment screen. The “Refresh” button displays the new enhancements for creating, editing, or deleting any appointment by the user on the appointment window

This feature has enhancements to change your appointments view. As shown in the images below, now you can see a horizontal view by selecting months and weeks in the iinsight calendar as well as a vertical view for days. Click on the “Appointments” tab > View button and select the preferrable column of month/week/ day from the given dropdown to have a new view for the appointment section of the iinsight calendar.

Save a custom calendar view (similar as in the case list view) for each user. Now a user has the ability to create a calendar view of their own and be able to edit/delete it. Click on “All Appointments” scroll down to “My views” from the dropdown menu, then select your view type and save the calendar view from the “Save view” button. Please don’t reset the criteria of the filters, when you get back to the home page to keep the view the same.

We added an improvement for the SMS Logs/User Interface into this release. Now the user can see the “Confirmed/Not- Confirmed/Cancelled” appointments with the symbol status shown in the image below. It’s simple, no more confusion to identify if the SMS has been sent/received/replied by the client successfully.

There is an improved view to see just the appointments assigned to “You”. My Appointment view is more efficient and convenient for the user and allows to operate in-hand appointments with more ease. Select “My Appointments” from the top-left dropdown on the appointment home screen. Afterwards, the screen will only display the appointments which are assigned to the logged in user.

Make the title field a drop down field from Options/Common Lists called “Appointment Titles”. Click on “Options” > “Appointment Titles” and select the 3 checkboxes labelled “Accept values that are not in the list”, “Add new values to the list” and “Warn before adding new values” from the list type to add an appointment with a dropdown feature.

As we have Rich-Text in Google, to facilitate the provision of adding rich text in the appointment description that will be displayed in the popup sent to the client. You can open the “Appointment” tab select “Edit Appointment Entry/New appointment Entry” and there a user can add an appointment description that needs to be sent to the client in the form of rich-text.

A user has the ability to choose a category to send a reminder by Email/SMS. Go to the “Options” >” Common Lists” >“Appointment Categories/+New or Edit section” drop down menu to display the options shown in the image below. Select the required category of “Send Appointment Reminder by SMS” and “Send Appointment Reminder by email” accordingly. After getting these checkboxes enabled, the reminder will be sent according to the selected categories.

You can now send SMS notifications by adding the client name into the message. Go to the “Admin menu > Case Logs (->SMS Tab)” and add a client name to the appointment SMS.

The client can now reply to the SMS/EMAIL with entering “1 to Confirm” and “0 to Cancel” the appointment.

Moreover, a user can check this from the “Admin Tab> Case Logs > SMS tab / Appointment Email section”. Select the appointment with the sent message and you can see the reply with the date/time in the respective columns.

Also, it will be displayed in the description box given below.

There is added new functionality that will enable the “Task Title/ Appointment Title” field to have a drop down or Free Text feature. Please go to “Options > Common Lists> Task Title/Appointment Title” and select the required checkboxes:

As shown in the below image:

Clients now have the ability to also change which status can move a task from the "Tasks/Appointments" tab to the ""Completed Tasks/Appointments" tab. They are able to delete or edit the current "Completed Status" and have the ability to flag which status will make this move between tabs.

There is an Enhancement for the Description Field in a Task which is now exportable to Excel.