Using the Word Processing Module
You want to create a letter reminding patients that headgear must be worn regularly, and you need both a patient version and a responsible party version. How do you create a customized letter for your practice?
To add a letter called Wear Headgear:
Click the Word Processing button on the main menu. The Word Processing menu is displayed. Select Letter Setup. The Letter Setup window is displayed.
Click Add Letter. The Add Letter window is displayed.
In the Letter Description field, type Wear Headgear.
In the Addressee field, select Standard, which uses both patient and responsible party letters.
In the Salutation field, select Formal “Dear Mr./Ms. <<Last Name>>”.
In the Signature field, select Doctor.
In the Envelopes section, select None.
Click Add Responsible to add the text for the responsible party version of the letter. The Add New Letter window is displayed and defaults to the template for the type of letter you are adding.
Click OK. The Microsoft Word software opens, and the letter is displayed with the date, inside name, address, and salutation.
Replace the highlighted text with the text below, and use the Merge Field and Patient Gender buttons to insert merge fields.
At <<PatientNamePossessive>> last appointment, we added headgear to <<her>> appliance.
We have instructed <<PatientFirstName>> on wearing the headgear and have made it as comfortable as possible. It must be worn a minimum of 10-12 hours each day. Please give <<PatientFirstName>> the firm encouragement needed at home for the daily and consistent wear of this addition to the treatment.
If you have any questions concerning this phase of <<her>> treatment, feel free to call me.
Check your spelling and grammar using the Word spell-check program.
Click the Save and Close button to save your letter and exit Word. The software returns you to the Add Letter window.
Click Add Patient Letter to add the text for the patient version of the letter. The Add Letter message window is displayed, asking if you would like to copy the existing letter. Click Yes.
Using the steps listed above, edit the copied text so that it reads as follows:
At your last appointment, we added headgear to your appliance.
We have instructed you on wearing the headgear. It must be worn a minimum of 10-12 hours each day.
If you have any questions concerning this phase of your treatment, feel free to call us.
You want to send the headgear letter you created to a patient. How do you merge the patient information with the letter and print it?
To post and print a letter:
Open the chart for the patient to whom you want to send the letter.
Click the Word Processing button. The Word Processing menu is displayed. Select Post and Print Letters. The Post and Print Letters window is displayed
Select Wear Headgear from the list of available letters. Click Post Letter. The software updates the number in the Ready to Review column.
Click Print Letter. The Print Options window is displayed.
Select an option and click OK.