Letters/Custom Reports
 Print This Page - Return to Previous Page

To Add, Change, or Delete a Letter:

  1. When you select Patients, then Letters/Custom Reports an alphabetized list of the existing letters is displayed on the screen.

  2. Scroll up or down the list and single-click the desired letter.

  3. To select the letter, click Change/Select.

  4. To delete the letter, click Delete.

  5. To create a new letter, click Insert. Near the top of the new "Adding a Letters Record" window, type a name to represent the letter and press Tab.

  6. Make the desired changes (see below for more information on editing a letter).

  7. To save your changes, click Save in the lower, right-hand corner of the window.

Mail Merge

The system gives you the ability to create form letters. A form letter contains code words that are automatically replaced with the addressee's personal information when it is printed.

Simply create the letter as you want it to appear. When you get to a point where you want a personal piece of information to print, double-click the "merge code" on the right-hand side of the screen. The code will appear in your letter in [brackets].

See below for a list of merge code definitions.

Letter Format

Left & Right Margins

Due to the mail merge capability available with this word processor, you do not have the flexibility to change the left and right margin settings. These have been set for you at 1 inch.

Tab Stops

You can also set tab stops by clicking the ruler where you want to set them. To delete tab stops, drag them off the ruler.

Font Style & Size

To change a font type, style, or size, use the command buttons on the format bar. From the left, the buttons are: Font, Font size, Bold, Italic, Underline, and Font color.

Justifying Paragraphs

To change how paragraphs are laid out on a page, use the Align left, Center, and Align right command buttons on the format bar.

Bullets & Numbering

You can create a bulleted list by clicking where you want the list to start, then the Bullets button on the format bar. Choose Bullets to begin a bulleted list.

To Print a Letter

  1. Select a letter as if you are going to make changes (see above).

  2. When the letter is displayed on the screen, click Print.

  3. The system prompts for a range of patients. You may print the letter for a single patient or a range of patients in alphabetic order.

  4. The system then displays the Filter Criteria screen.

    The Filter Criteria screen lets you restrict the printing of letters to patients within the specified range that satisfy certain demographic characteristics. For example, you may restrict the letters to patients whose first visit was last week.

    If you do not have any filter characteristics, the letter will print for every patient within the range you specified.

  5. If Print Previews are set to Yes, the letters will be displayed on the screen. If Print Previews are set to No, the letters are sent directly to the printer. Note: Print Previews can be set in Settings, Report Settings.

Merge Code Definitions

Merge Code

Today
Full Name
First Name
Last Name
Address
City
Balance
Bdate
1st Phone
2nd Phone
SSN
Last Prophy
Last X-Ray
First Visit
Last Visit
Recall Date
Recall Time
Recall Length
Recall Span
Comment
Status
Account
Call Time
Stat Code
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Age
Appt Date
Appt Time
Appt Length
Appt Work
Stmt Date
Last Name - head
First Name - head
Full Name - head
Address - head
City - head
1st Phone - head
2nd Phone - head

 Information Printed

Current date
First & last name in all caps
First name
Last name
Street address
City state zip
Balance on account
Birthdate
1st phone #
2nd phone #
Social Security Number
Date of last prophy
Date of last full mouth x-ray
Date of first visit
Date of last visit
Next Prophy date
Next Prophy time
Length of next prophy appt
Ideal # of months b/w checkups
Comment/Alert
Status
Account number
Best time to call
Stat Code
Custom Field
Custom Field
Custom Field
Custom Field
Custom Field
Age
Appointment Date (NOT Next Prophy date)
Appointment Time (NOT Next Prophy time)
Length of next appointment
Procedures to be performed at appointment
Date last statement printed for family
Guarantor's last name
Guarantor's first name
Guarantor's first & last name in all caps
Guarantor's street address
Guarantor's city state zip
Guarantor's 1st phone #
Guarantor's 2nd phone #