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How to Enter a New Lead or Inquiry

This guide walks you through adding a new inquiry or lead. By following these steps, you’ll efficiently manage inquiries and streamline your admissions process.

Search for an Existing Inquiry

Before adding a new inquiry, you should first check if an inquiry already exists for the potential client. Here’s how to do it:

  1. Use the Search Bar:
    • Go to the top search bar on your Lightning Step dashboard.
    • You can search by the client’s first name, last name, date of birth, or telephone number.
    • If you wish to search by date of birth, click the calendar icon next to the search bar to shift the search criteria.
  2. Review the Results:
    • The search results will show three sections: Existing Clients, Inquiries, and Callers.
    • If the potential client is listed under Inquiries, click on their name to view their profile.
    • If no results appear, you are ready to add a new inquiry.

 

Adding an Initial Contact

In the event that no existing inquiry is located, it is essential to follow these steps to accurately enter a new inquiry:

Navigating to Admissions:

Access the Admissions section and select the option labeled "Add Initial Contact."

Caller Information:

Commence by documenting the details of the caller, who is the individual making the inquiry on behalf of the potential client.

This individual may be the client themselves or a family member, such as a parent or spouse. It is important to record the caller’s first name, last name, and their relationship to the potential client (e.g., father, spouse).

Note:

  • If the caller is the potential client, their details are automatically captured.
  • If the caller is someone else, you'll have the option to add referral sources.

Enter Potential Client Information

Next, you’ll fill out details for the potential client:

  1. Required Information:
    • The required fields for the potential client are:
      • First Name
      • Last Name
      • Date of Birth: 
      • Birth Gender

       

  2. Additional Information:
    • If you have time, you can add more details, but this is optional. You can always return to this profile to update additional information later.

Address Duplicate Entry Alerts

Once you’ve entered the required information, Lightning Step may flag potential duplicate entries. Here’s what to do:

  1. Review Possible Duplicates:

    • If Lightning Step flags a potential duplicate (e.g., similar names), review the flagged records to ensure there are no matches.
    • If none of the duplicates match the client, proceed by clicking Allow Save.

Select a Funding Source

Before saving the inquiry, Lightning Step will prompt you to select a funding source.

  1. Choose the Correct Funding Source:
    • Options include Insurance, Private Pay, or Scholarship.
    • If you choose insurance, you’ll need to enter the payer’s information.
    • Once done, click Save to complete the process.

Finalizing the Inquiry Profile

Once saved, the inquiry profile for the potential client is created. From here, you can:

  • Add financial information
  • Update demographics
  • Enter details like referral source, pre-admission screenings, medications, and more.

Make sure all the required fields are accurate. You can always revisit the profile to update or add more information as needed.

What’s Next?

Keep an eye out for more tutorials on managing leads, scheduling assessments, and optimizing your admissions pipeline.