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Address Maintenance

Last modified 08:03, 24 Apr 2017

 

The creation and maintenance of addresses is carried out in the Address Maintenance window, which is accessed by clicking the Search button on the Detail tab of the Contact or Client page. This is where new addresses can be entered and linked to one or more contacts or clients. You can also amend the details of an existing address or delete one that is no longer required. When you click the Search button the Address Maintenance page will open displaying any addresses currently linked to the selected client.

You can search for an address by selecting an item in this Find a list to search on, for example ‘Town’ or ‘Post Code’, then entering a value for that item and clicking the Search Now button. You will use the toolbar on the window to add, delete and edit addresses. This window can also be used to view which contacts or clients are linked to existing addresses. A tick in the left hand column of an address line means that the address is linked to a contact or client, and the number next to the tick tells the how many links there are from that address. For example, this icon File:dirname/pm/Address+Maintenance/Linked_address_field.gif tells you the address has been linked three times.

Addresses are edited directly in this window by selecting the address line and typing in the fields. New addresses are added by typing them into the blank data entry line at the top of the page. You can choose whether to create a link to the selected contact at the same time or whether to save the address in the database and link it at another time or to a contact other than the one currently selected.

NOTE

You can add and edit addresses in the Address Maintenance window regardless of whose Contact or Client page you access the window from. However, if you want to create a link from an address to a contact, you will need to open the Contact or Client page for that contact to create it.

The Address Maintenance window has the following buttons:

  • Show – click to display a list of the contacts or clients that are linked to the currently selected address

  • Link – click to create a link between the highlighted address and the currently selected contact or client

  • Delete – click to delete the highlighted address. If you delete an address you will lose the address from the database as well as removing any links from the address to any contacts or client.

Primary and Non-Primary Addresses

Addresses are stored in a central area. When a new contact or client is created, their address is then either selected from the central list of addresses in the Address Maintenance page, or you can add the new address into the database, then link it back to the new contact or client. Adding addresses through a central area in this way means that it is easy for addresses to be shared throughout the database and you do not have repeat entries for related contacts. Also, when an address is changed it is updated for all linked contacts in one go.

Addresses are divided into two types:

  • Primary

  • Non Primary.

By default, the primary address is the one that is most commonly used by your practice for the contact's mailing purposes. The system administrator can add new address types and nominate which of these are to be considered the primary details. The primary details flow through to the Main tab for a contact or client. Examples of address types your practice may use are:

  • Home

  • Billing

  • Business

  • Registered.

Only one occurrence of each address type can be attached to a client or contact. Where more than one type of address is required (for example, two home addresses), two separate address types must be created within CCH Practice Management. In this situation there may be a ‘HOME1’ and ‘HOME2’ address type.

When generating a bill for the client you can choose an alternate billing address to include on the invoice by selecting the required address from the A/Type list box on the Bill Address window (or in the Stage Four window if using the Billing Wizard). This list box will contain all the address types that have been defined for the selected client.

NOTE

New address types and Other Details types must be created by the system administrator using the following menu path: Maintenance>System>Address/Phone>Address Type...and Phone/Email Types... before they can be accessed from within the Detail tab. An address type can only be used once per client.

Related Topics

How to edit contact or client details (address and numbers)


© Wolters Kluwer (UK) Limited (trading as CCH Software). All rights reserved.

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