Generating and Printing Letters

Inserting Variables into Your Mail Merge Documents

When creating and editing your mail merge documents, variables should be placed wherever specific data is to be merged.

Example:Example:

To insert variables into your mail merge documents:

1. With the mail merge document on the screen, position the cursor at the point you want to insert the variable.

2. Make sure that you type any required spaces or punctuation before or after a variable or between two variables.

2. If using QuickEdit, click Insert Variable. If using Microsoft Word, click Insert Merge Field.

3. Select the variable and click Insert. The variable name is displayed at the insertion point.

The following patient variables can be used for mail merge documents:

• TODAYSDATETODAYSDATECurrent date

• PATIENTIDPATIENTIDPatient ID number

• PREFIXPREFIXTitle

• FIRSTNAMEFIRSTNAMEFirst name

• MIDDLEINTMIDDLEINTMiddle initial

• LASTNAMELASTNAMELast name

• SUFFIXSUFFIXSuffix

• NICKNAMENICKNAMENickname

• SALUTATIONSALUTATIONSalutation/nickname

• ADDRESS1ADDRESS1Address line 1

• ADDRESS2ADDRESS2Address line 2

• CITYCITYCity, state, zip code

• PROVINCEPROVINCEProvince

• HOMETELHOMETELHome telephone number

• WORKTELWORKTELWork telephone number

• WORKEXTWORKEXTWork telephone extension

• OTHTEL1OTHTEL1Other telephone number

• EMAILEMAILEmail address

• PROVIDERPROVIDERProvider on record

• BIRTHDAYBIRTHDAYDate of birth

• AGEAGEAge

• SEXSEXSex

• SOCIALSECSOCIALSECSocial Security number

• DIAGNOSISDIAGNOSISDiagnosis

• TOTALFEETOTALFEETotal fee (sum of procedure fees)

• PATDUEFEEPATDUEFEEPatient due fee

• INSDUEFEEINSDUEFEEInsurance due fee

• ACCTBALACCTBALAccount balance

• ACCTPATDUEACCTPATDUETotal patient due

• ACCTINSDUEACCTINSDUEAccount insurance due

• LASTPAYDTLASTPAYDTDate of last payment

• LASTPAYAMTLASTPAYAMTAmount of last payment

• GUARPREFIXGUARPREFIXGuarantor title

• GUARFIRSTGUARFIRSTGuarantor first name

• GUARLASTGUARLASTGuarantor last name

• GUARADD1GUARADD1Guarantor address line 1

• GUARADD2GUARADD2Guarantor address line 2

• GUARCITYGUARCITYGuarantor city, state, zip code

• GUARHTELGUARHTELGuarantor home telephone number

• GUARWTELGUARWTELGuarantor work telephone number

• OFFICEOFFICEOffice location on chart

• OFFICEADD1OFFICEADD1Office location address line 1

• OFFICEADD2OFFICEADD2Office location address line 2

• OFFICECITYOFFICECITYOffice location city, state, zip code

• OFFICETELOFFICETELOffice location telephone number

• REFNAMEREFNAMEPrimary referral name

• REFSALREFSALPrimary referral salutation

• REFPREFIXREFPREFIXPrimary referral title

• REFFIRSTREFFIRSTPrimary referral first name

• REFMIDDLEREFMIDDLEPrimary referral middle initial

• REFLASTREFLASTPrimary referral last name

• REFSUFFIXREFSUFFIXPrimary referral suffix

• REFADD1REFADD1Primary referral address line 1

• REFADD2REFADD2Primary referral address line 2

• REFCITYREFCITYPrimary referral city, state, zip code

• REFPRACREFPRACReferring practice name

• REFTELREFTELReferring practice telephone number

• REFEMAILREFEMAILReferral email address

• REF2NAMEREF2NAMESecondary referral name

• REF2SALREF2SALSecondary referral salutation

• REF2PREFIXREF2PREFIXSecondary referral title

• REF2FIRSTREF2FIRSTSecondary referral first name

• REF2MIDDLEREF2MIDDLESecondary referral middle initial

• REF2LASTREF2LASTSecondary referral last name

• REF2SUFFIXREF2SUFFIXSecondary referral suffix

• REF2ADD1REF2ADD1Secondary referral address line 1

• REF2ADD2REF2ADD2Secondary referral address line 2

• REF2CITYREF2CITYSecondary referral city, state, zip code

• REF2PRACREF2PRACSecondary referral practice name

• REF2TELREF2TELSecondary referral telephone number

• REF2EMAILREF2EMAILSecondary referral email

• PRICARENAMPRICARENAMGeneral dentist name

• PRICAREPREPRICAREPREGeneral dentist title

• PRICAREFIRPRICAREFIRGeneral dentist first name

• PRICARELASPRICARELASGeneral dentist last name

• PRICARESUFPRICARESUFGeneral dentist suffix

• PRICAREAD1PRICAREAD1General dentist address line 1

• PRICAREAD2PRICAREAD2General dentist address line 2

• PRICARECITPRICARECITGeneral dentist city, state, zip code

• PRICAREOMPRICAREOMGeneral dentist office manager

• PRICAREOMSPRICAREOMSGeneral dentist office manager salutation

• SECCARENAMSECCARENAMPrimary care physician name

• SECCAREPRESECCAREPREPrimary care physician title

• SECCAREFIRSECCAREFIRPrimary care physician first name

• SECCARELASSECCARELASPrimary care physician last name

• SECCARESUFSECCARESUFPrimary care physician suffix

• SECCAREAD1SECCAREAD1Primary care physician address line 1

• SECCAREAD2SECCAREAD2Primary care physician address line 2

• SECCARECITSECCARECITPrimary care physician city, state, zip code

• SECCAREOMSECCAREOMPrimary care physician office manager

• SECCAREOMSSECCAREOMSPrimary care physician office manager salutation

• EMPLOYEREMPLOYEREmployer

• UC_HE_SHEUC_HE_SHEUppercase he or she

• LC_HE_SHELC_HE_SHELowercase he or she

• UC_HIS_HERUC_HIS_HERUppercase his or her

• LC_HIS_HERLC_HIS_HERLowercase his or her

• HIM_HERHIM_HERHim or her

• LASTTREDTLASTTREDTLast treatment date

• NEXTAPPTNEXTAPPTNext appointment date

• APPTTIMEAPPTTIMENext appointment time

• LASTAPPTLASTAPPTLast appointment date

• INSNAMEINSNAMEInsurance company name

• INSADD1INSADD1Insurance company address line 1

• INSADD2INSADD2Insurance company address line 2

• INSCITYINSCITYInsurance company city, state, zip code

• INSTELINSTELInsurance company telephone number

• INSUREDINSUREDInsured party name

• INSUREDIDINSUREDIDInsured party ID number

• GROUPNAMEGROUPNAMEGroup name

• GROUPNOGROUPNOGroup number

• INS2NAMEINS2NAMESecond insurance company name

• INS2ADDR1INS2ADDR1Secondary insurance address line 1

• INS2ADDR2INS2ADDR2Secondary insurance address line 2

• INS2CITYINS2CITYSecondary insurance company city, state, zip code

• INSURED2INSURED2Second insured party name

• INSURED2IDINSURED2IDSecond insured party ID number

• GROUPNAME2GROUPNAME2Second group name

• GROUPNO2GROUPNO2Second group number

• PROCODESPROCODESProcedure codes

• PROCDESCSPROCDESCSProcedure descriptions

• PROCFEESPROCFEESProcedure fees

• REFPROCDSCREFPROCDSCProcedure descriptions flagged to be included on referral letters

• IMAGE1IMAGE1Image from Image Category 1

• IMAGE2IMAGE2Image from Image Category 2

• IMAGE3IMAGE3Image from Image Category 3

• IMAGE4IMAGE4Image from Image Category 4

• IMAGE5IMAGE5Image from Image Category 5

The following referral variables can be used for mail merge documents:

• TODAYSDATETODAYSDATECurrent date

• REFNAMEREFNAMEReferral name

• REFSALREFSALSalutation/Nickname

• REFPREFIXREFPREFIXTitle

• REFFIRSTREFFIRSTFirst name

• REFLASTREFLASTLast name

• REFSUFFIXREFSUFFIXSuffix

• REFADD1REFADD1Address line 1

• REFADD2REFADD2Address line 2

• REFCITYREFCITYCity, state, zip code

• REFUPINREFUPINUPIN number

• REFTAXIDREFTAXIDTax ID number

• REFWTELREFWTELWork telephone number

• REFHTELREFHTELHome telephone number

• OMTITLEOMTITLEOffice manager title

• OMFIRSTOMFIRSTOffice manager first name

• OMLASTOMLASTOffice manager last name

• OMSALOMSALOffice manager salutation