Bookem uses variables to automate and personalise tasks, reducing manual data entry across documents, messages, and records.
In Bookem, a variable is an element is used to auto-populate documents, invoices, and messages with important information. Variables contain information that can change when the source input changes. This saves time and ensures consistent accuracy by automating repetitive details and reducing manual re-entry.
You can identify variables in Bookem with the '#' symbol when writing notes or messages.
Variables are used in many different parts of Bookem, but it's important to note that not all variables can be used everywhere.
Here are some examples of how variables are applied in different features:
Notes in Documents: To maintain precise client records with important client information.
Variables that can be used: Any client profile field (eg. a client's first name, last name ID and gender), location details, team member details and data lists like ICD-10 codes can be utilised when creating templates.
Document templates: Create customised documents by pre-populating document templates with variables.
Variables that can be used: Any client profile field (eg. a client's first name, last name ID and gender), location details, team member details and data lists like ICD-10 codes can be utilised when creating templates.
Automated messages: Insert specific details to send out personalised and relevant communications with automated messages.
Variables that can be used: Appointment details, client details, location information, business info, video call links and form links.
Invoices: Include details to ensure accurate, customised and detailed invoicing.
Variables that can be used: Client personal details (eg. date of birth and ID number), client medical aid details, team member details, data lists like ICD-10 codes; treatment codes and NAPPI codes, business info, and location details.
Invoice messages: Automated invoice messages should include important booking, client and payment information. Client-specific payment links are used for automatic reconciliation of payments.
Variables that can be used: Payment links, business details, invoice number, invoice amount due, client details and location details.
The information for variables comes from various sources within Bookem. Here’s a breakdown:
Team member profiles: Data is entered by team members when setting up their profiles. Bookem users can also set up custom fields to make these profiles more comprehensive.
Client profile fields: These can be linked to form fields. Bookem users must set up client fields. When a client fills in a form, the data is pulled into their profile fields. Client profile fields can also be filled in manually by a team member.
Business information: This is set up by Bookem users under the Business profile section.
Location information: This includes the name, address, and number, and is set up under the Locations section.
Data lists: Business templates have data lists like treatment codes and ICD10 code list added already, but you can create and add your own data lists too.
Payment and invoice Information: This is set up under Settings > Payments & Invoicing by the Bookem user.
By understanding and effectively utilising variables, you can streamline your workflows and enhance the customisation capabilities within Bookem.
To use variables in Bookem, you simply need to type the '#' symbol followed by the variable you want to insert. For example, typing '#First name and #Last name" ' in a document template will automatically pull the client's first and last names from their profile into the document.
Using variables in a document template:
You can do the same in automated messages:
You can also use it while making notes in Documents:
To ensure variables show up and pull client and team member data into documents and document templates, you need to ensure that the variables are set up in the appropriate places.
For example, if you want a client's ID number to show up in a document, using a document template, you need to make sure of the following:
The client's ID number is filled into a form field via a sendable form like a patient particulars form.
There is a client profile field that matches the form field
Your form fields and profile fields are linked.
The correct #variable is inserted into the document template to pull in the correct client data
When you want a team members practice number to show up in a document, using a document template, you need to make sure this is also set up.