This is the third in a series of updates and tips exclusively for the Collect! User Community. In this issue, you’ll hear about new software developments, partner news and tips to help you optimize YOUR use of Collect!
You may be interested in…
Collect! Technical support located in Europe
Do you know that in addition to our North American and Australian support desks, a senior consultant based in Norway provides full global support for your Collect! software. Per Vinding is available to take your calls during the hours that the North American and Australasian teams are having a well-deserved rest. This option affords full work day coverage for all of Europe and Africa and early morning coverage for the east coast of the Americas. Call 1-800-661-6722 and select 2 to reach Member Services.
Best Practices for Setting up Clients with a Gross Statement Billing Type
When you set up a new client, accurately describing the commission structure allows Collect! to calculate commissions for you. In Collect! Go to BROWSE/CLIENTS/NEW for a new client screen. After entering the client information on the main client screen click ADVANCED in the lower right corner of the screen to come to the client settings screen. Here you can make selections that reflect your commission arrangement with your client.
Here is the best practice for setting up a Gross Statement Billing Type. The most common omission is not to tick ‘Bill client for negative to us’.
- Select the ‘Billing Period’ using the pick list
- Tick ‘Remit gross funds with invoice’
- Tick ‘Bill client for negative to us’
- In the chart enter your commission rates
- Link the commission rate to Principal, Interest, Fees etc.
- Click OK to save
We are working on…
HIPAA Compliance
The Health Insurance Portability and Accountability Act (HIPAA) has set a new standard for protecting patient data and establishes physical, network and process security measures for not only covered entities such as hospitals and clinics who provide treatment, but also their business associates. Since we work with you on managing your data, our compliance with HIPAA adds additional security to any of our users working in the health care field. Look for a HIPAA compliant badge on our website in the near future.
If you are unsure about how HIPAA applies to you, you can kick-start your research by checking out these informative websites:
OnLine Tech at http://www.onlinetech.com/resources/references/what-is-hipaa-compliance
Check out their Live Chat and free White Paper on HIPAA compliance
HIPAA One at http://www.hipaaone.com
Check out the information they provide on how HIPAA affects different classes of businesses that come in contact with health data
Collect! User Tip…
Access Your Data Remotely with Web Host
If you have a cloud-based version of Collect! you already know how convenient it is to be able to access and make changes to your data from anywhere. But do you know that you can do this with a premise-based version of Collect! as well by using the Web Host Module?
If your system is premise-based the Web Host Module allows you and your operators remote access to your software from anywhere in the world with internet access using a web browser. This allows you to have your staff work off-site and to stay in touch when traveling.
You control all access rights through the creation of user IDs and passwords. For example, you can give yourself complete access but limit your operators’ access to only their accounts. Changes made remotely are recorded in your Collect! database. The look of your Web Host can be customized with your logo, colors and other branding elements.
Let Your Clients Access Their Accounts with the Client Access Module
You can give your clients access to their account information in real-time from their office, home computer or mobile device by installing the Client Access Module. The Client Access Module is a Web Host extension which enables unlimited user sign-ons for your clients accessing their accounts over the internet using a web browser. With this module client users are not counted as active users within the system and do not count as extra seats, thereby adding no cost beyond that of the module. Your clients can view their information, add payments, add new accounts and print reports. Client changes to their account data is instantly transferred to your master database, saving you time and allowing complete accountability for your business.
As with the Web Host Module, you control all access rights through the creation of user Ids and passwords. The look of the Client Access Module can also be customized with your branding elements.
Member Center Tip…
Make most efficient use of Member Services by opening a service ticket yourself…
Imagine this scenario: you need help with your use of Collect! so you place a phone call to Member Services. A technician answers and you start a conversation about the issue. Usually you need to provide additional information or a screen shot to begin the diagnosis. During or after the call, the technician will open a ticket and then often send you an email for more information and to provide a place to place images and documents.
You can speed up this process by going in to the Member Center and opening a ticket directly:
Tips for effective tickets use:
- In the first pop-up box under Department select
- ‘Support’ if it is an application question
- ‘Custom Services’ for customization or modules
- Write an accurate subject line including the tool and the issue (for example: all data not being imported)
- Attach any relevant documents
- Add the version you are using
- Compose a thorough description of the issue
- Add screen shots along with the text
- Indicate priority, realizing that a system down is critical, but wanting a new letter is not
- Send
In this way when your ticket is reviewed it can go directly to the most suitable technician who then has enough information that your staff and ours can resolve the issue in the least amount of time.
Partner News…
How do you deal with long city names?…
When your staff encounters long city names like San Juan Capistrano or Truth or Consequence, would you like some consistent form of abbreviation? If so, contact Patti Drinville at the PLD Group, one of our letter service partners, and she will send you as many lists of US Mail approved city abbreviations as you request. You can reach Patti at patti@thepldgroup.com
Something Else to Think About…
Why Pay for Training Sessions?
Would you let someone without a driver’s license drive your car? Would you get into an airplane with an untrained pilot? Do you ask your neighbor to cut your hair? Can someone call themselves an electrician because they feel they are competent to rewire your house? In all these instances we realize that training is required to build skill and insist that practitioners have completed the required training.
The same applies to complicated software such as Collect!. An operator can become a comfortable user but may not really understand what they can do with the system and will not be able to modify or use the higher level functions without some instruction.
Customizability is a double edged sword: on the one hand Collect! has the functionality of much pricier systems with the added bonus that you can modify and build reports, create import maps, rename your fields and much more; on the other hand, incorrect modifications or improper syntax cause problems that are often very hard to diagnose.
In summary, Collect! was built to be highly customizable and all users customize to some degree. There is no way to build a high degree of customizability into the software without the potential for error. With this in mind, Comtech built in, and strongly recommends, several ways that users protect their systems as standard practices:
- All changes are initially made on the demo version of Collect! The results are then tested and verified for accuracy prior to implementation on the ‘live’ version;
- Users make use of the Help Documents and the many resources available in the Member Center;
- Users arrange training on the use of Collect! IT staffing changes should trigger a review of your training requirements since often essential knowledge is lost;
- Users engage technically competent people to learn and manage the software and train their operators; and
- Users often decide that having our technicians complete more complex customizations is the best use of resources, and prefer to put their and their staff’s time into building their business rather than learning how to build import maps or create reports.
Though the responsibility of deciding how you will use the software is yours, we recommend that you employ all of the best practices listed above. In particular, we recommend that you take advantage of the training option.
