Funeral Home Software Instruction Manual

Transcription

1 Funeral Home Software Instruction Manual TELESCAN, LLC Introduction INTRODUCTION 1 INSTALLATION & SETUP 2 ACCESSING THE APPLICATION 3 CREATING FUNERAL HOME ACCOUNTS 3 CREATING USERS 4 ENTERING FUNERAL ARRANGEMENT DETAILS 5 EDITING FUNERAL ARRANGEMENT DETAILS 6 VIEWING THE DATA 7 INSTRUCTIONS FOR FUNERAL HOME USERS ACCESSING YOUR DATABASE 9 ENTERING FUNERAL ARRANGEMENT DETAILS 9 EDITING FUNERAL ARRANGEMENT DETAILS 10 INSTRUCTIONS FOR OPERATORS VIEWING THE DATA 12 Telescan s Funeral Home Software is a web-based application that allows your funeral home clients to create and maintain a database of information about their funeral arrangements. This information, being web -based, is accessible to your operators, thus allowing them to provide your callers with the latest details on the arrangements at all times. The information is displayed in a uniform format, making it easier for your operators to find the exact information requested. Your clients gain access to their database over the Internet using a private username and password that you provide. This allows funeral home personnel to enter their own data, thus relieving your staff from this responsibility. However, should your client prefer, one of your staff members can be designated as the administrator of their database. The software application is so easy to use that it requires only a few minutes of training. It s as easy as The Answering Service Administrator creates an account for each funeral home. Funeral Home Staff enter information about funeral arrangements into the database. The Answering Service Operators access and relay information about the funeral arrangements to callers.

2 Installation and Setup Telescan will install the Funeral Home software on one of your computers, and configure it as the host of the web application. Your router will need to be configured with port forwarding to the host computer. Using a web browser, you will access the web interface and login with the user name and password provided to you by Telescan. The software consists of 3 web interfaces. 1. The first is used by the TAS owner, or administrator, to login and create an account for each funeral home client. 2. The second interface is used by funeral home personnel to login and manage their database of funeral arrangements. The unique user ID and password will take them to their private database. 3. The third interface is a read-only web page. A hypertext command on the agent screen can open a browser to display the requested information for that funeral home account. Telescan will help you determine the web addresses needed to access each of these. We will use your IP address and port number in place of these examples: 1. The address for the first application will resemble this: 2. The address for the second, will resemble this: 3. The address for the 3rd will resemble this: (5202C192 is an example of a funeral home database ID number, which will be different for each account.) NOTE: The first time you access any of these web pages from any given computer, you may be required to install a Microsoft plug-in named Silverlight TAS Management Operators 2

3 Funeral Home Account Management ACCESSING THE APPLICATION Telescan will help you determine the URL for the Administration of your Funeral Home application, and provide you a login and password. Open a browser window and type the URL into the address bar. (Ex: Enter the Administrator Username and Password and click login. You will then be presented with a screen like the one below: From this screen you will create and maintain accounts for each of your Funeral Home clients. CREATING FUNERAL HOME ACCOUNTS Each account is associated with a specific Funeral Home. To begin creating an account click on the Add New button under the Funeral Home list box. Enter the name and phone number of a Funeral Home and click the Save button. Once saved, the account name will display in the Funeral Home list and a unique account number will display under the list. (see the picture on the next page) 3

4 CREATING USERS Each Funeral Home account will have users who enter and update information on the individual funeral arrangements for their clientele. There can be multiple users per account. To create a new user, click on the name of the Funeral Home to select it, and then click the Add new user button. Completion of all fields is required: First Name, Last Name, and a valid address (no capital letters allowed); then create a username and password. Usernames and Passwords must contain at least 5 characters. Each user must use a unique username and address. The show characters checkbox allows you to see what was entered into the password field. Upon clicking the save button, this person will show up in the User Accounts list as demonstrated in the screenshot below. There are two additional buttons under the User Accounts box: Edit User - Select the user and click this button to open the window to making any changes. If a user forgets their password, you can reset it for them here. In edit mode you will see an additional button for activating/deactivating the user. Delete User - Select the user to be deleted and click this button. When a funeral home is selected in the list, the User list on the right will display the administrators for that particular funeral home. Funeral Home ID ID: 5202C192 As mentioned on the previous page, each funeral home account will be given a unique ID which is displayed beneath the Funeral Home List when a particular account is selected. This ID will be used to create the web address used by operators to bring up the information for this account. 4

5 ENTERING FUNERAL ARRANGEMENT DETAILS Provide the login information to your contact at the funeral home and instruct the users to open a browser and enter the URL (ex: which will allow them access into their database on your host computer. This URL will be the same for every funeral home. Based on their unique logins, the appropriate database interface will be displayed. The users can begin entering information by clicking the Add New button. Name of the Funeral Home The list of the deceased will be displayed in the panel on the left of the screen. Click on Add New to begin data entry. Upon clicking the Add New button, the screen pictured below will appear. Fill in the information available on a particular funeral arrangement. Only the first and last name of the deceased are required to establish the file. Once saved, the name of the deceased will be displayed in the list on the left side of the main screen. It is immediately visible to operators on their web interface. At this point the file can be viewed, edited, archived or deleted. 5

6 EDITING FUNERAL ARRANGEMENT DETAILS Once the funeral file has been created, it can be viewed and edited by clicking on the name in the list. The file is broken down into segments, and each can be updated by clicking on the corresponding edit button on the right of the screen. A popup menu like the one above will open when you click on an Edit button. After the funeral is concluded, the file can be deleted or archived. Clicking on the Archive button will take the file off of the active list and keep it in the archives. The View Archived button allows you to toggle between the Active and Archived lists. NOTE: Files can remain on the Archived list indefinitely or they can be deleted, but they can not be restored to the active list. The search feature allows for filtering of the files by either the first or last name of the deceased. You can filter the list by as little as the first initial of either name. During a search, another button will become visible which allows you to clear the filter. NOTE: From this screen users can change their passwords by clicking Change Password in the upper right corner. 6

7 VIEWING THE DATA As soon as the information on a funeral arrangement has been saved, it can be viewed by an operator in a browser window. The view-only web page can be accessed by entering the unique web address into the browser s address bar. This URL consists of the funeral home software s folder location, followed by a query for the account by its unique identification code. The URL would look like this: (The query is question mark funeral home IDentification equals) While the operator can copy and paste the address into the browser, or it can be saved as a bookmark; it might be easier to place an individualized hypertext command in a screen on each account. The hypertext command for this example would be: {Funeral Home&& This command will open the browser to the web page for the database of account 5202C192. The operator s screen will look like the administrator s screen without the editing buttons. From this screen, the operator can inform callers of up-to-the-minute funeral details by clicking on the name of the deceased in the left panel. The details which have been entered for that person will display on the right. If the list of names exceeds the length of the panel, a scroll bar will appear. If the browser page is left open, the operator will need to retime to make sure she is viewing the latest updates. fresh the webpage each The Search Filter is also available on this screen 7

8 Instructions for the funeral home administrators The next few pages should be given to your funeral home clients. 8

9 Funeral Home Software Users Guide ACCESSING YOUR DATABASE Welcome to the Funeral Home Software developed by Telescan. Your contact at the telephone answering service will provide you with the web address of the login screen for your database on their system. Each person you designate as an administrator will be issued a username and password. Only users associated with your account will have access to this database. The login screen has a forgotten password feature that sends the password to the user s . Passwords can also be reset by your contact at the telephone answering service. Passwords are case sensitive, but user names are not. PLEASE NOTE: The first time you access any the website from any given computer, you may be required to install a Microsoft plug-in named Silverlight. ENTERING FUNERAL ARRANGEMENT DETAILS After entering your login information a screen like the one pictured here will appear. Begin by clicking the Add New button on the bottom left portion of the screen. Upon clicking the Add New button, the screen will change to the one pictured on the right. Fill in the information you have available. Only the first and last name of the deceased are required to establish the file. When you are finished, click on the Save button at the bottom of the screen. You will then be taken back to the previous (main) screen. The name will now be in the list on the left panel of the main screen. It is also visible to operators at this point. Once created, the file can be viewed, edited, archived or deleted. 9

10 EDITING FUNERAL ARRANGEMENT DETAILS Once the funeral file has been created, it can be viewed and edited by clicking on the name in the list. The file is broken down into segments, and each can be updated by clicking on the corresponding Edit button on the right of the screen. Users can Logout, & Change their Passwords Multiple users can work on your account at the same time. New information will be displayed for the operators as soon as it is saved. The search feature allows for filtering of the files by either the first or last name of the deceased. You can filter the list by as little as the first initial of either name. During a search, another button will become visible which allows you to clear the filter. The operator will see a similar screen, without the Edit, Change Password, and Logout buttons. After the funeral is concluded, the file can be deleted or archived. Clicking on the Archive button will take the file off of the active list and keep it in the archives. The View Archived button allows you to toggle between the Active and Archived lists. NOTE: Files can remain on the Archived list indefinitely or they can be deleted, but they can not be restored to the active list. 10

11 EDITING FUNERAL ARRANGEMENT DETAILS Once the funeral file has been created, it can be viewed and edited by clicking on the name in the list. The file is broken down into segments, and each can be updated by clicking on the corresponding Edit button on the right of the screen. Users can Logout, & Change their Passwords Multiple users can work on your account at the same time. New information will be displayed for the operators as soon as it is saved. The search feature allows for filtering of the files by either the first or last name of the deceased. You can filter the list by as little as the first initial of either name. During a search, another button will become visible which allows you to clear the filter. The operator will see a similar screen, without the Edit, Change Password, and Logout buttons. After the funeral is concluded, the file can be deleted or archived. Clicking on the Archive button will take the file off of the active list and keep it in the archives. The View Archived button allows you to toggle between the Active and Archived lists. NOTE: Files can remain on the Archived list indefinitely or they can be deleted, but they can not be restored to the active list. 11

12 Instructions for Operators 12

13 Funeral Home Software Users Guide VIEWING THE DATA Funeral Home staff members have entered details about funeral arrangements at their facilities into a database. You can access that database through a web browser. A hypertext command on an information screen in your Agent program will bring up a your browser window and display a list of funerals for that funeral home account. Each funeral home account will have an identical screen, which will make it easier to find the specific details requested by the caller. The list of names appears on the left of the screen. Choose a name from the list and the details will appear on the right side of the screen. If a field is blank, the information is not yet available or not applicable. The information can be updated at any time. To assure you are seeing the latest data, you can refresh the webpage. If the list of names exceeds the length of the panel, a scroll bar will appear. The search feature allows for filtering of the files by either the first or last name of the deceased. You can filter the list by as little as the first initial of either name. During a search, another button will become visible which allows you to clear the filter. Close the web browser when you are finished with the call so it will be refreshed the next time it opens. NOTE: The first time you access these web pages from any given computer, you may be required to install a Microsoft plug-in named Silverlight. 13