Letter Template

Setup>>Others>>Letter Template

How to Open Letter Template screen

Go to Setup >> Others >> Letter Template

Letter Template Screen

You can select the module for which you want to create the letter template. (Schedule,
Visit Note, Billing, and Reminder)
You can also select the existing letter template from the Select drop down list and edit the same.
Various Pre-defined columns (Column List- F5 key) are displayed on the right side of the
Letter Template screen. By selecting which you can place different columns on the letter.
You can remove the columns from the list if there are no values by checking the check box “
Remove Line if no data found”.
You can create Special Columns (F6 Key)
You can also create List Columns whenever you want to fetch multiple values by selecting F7
Key.

Letter Template Screen (Contd.)

Spell Check option is provided to facilitate the spell checking functionality.
You can also insert Patient’s Picture in Letter Template.
You can set the Margin for the Letter Template.
You can save the existing Letter Template by another name by selecting Save As option.
You can Delete an existing Letter Template by selecting the Delete option.
You can also use the various Formatting functionalities provided at the top of the Letter
Template screen.

You can use various Right Click Options for the formatting purpose.

How to Create New Letter Template?

Go to Setup >> Others >> Letter Template
Letter Template screen opens.
Select the Module for which you want to create the Letter Template. (Schedule, Visit Note, Billing, or
Reminder)
Click on New button

Letter Editing
A Windows based Editor is provided to Edit the letters and documents for Letter Template
options.
The Editor provides different Editing features for Fonts selection, Change Font Size, Text
Alignment, Text Effects (like Bold, Italic, Underline and Strikeout), Paragraph Alignment,
Bullets and Numbering etc. You can edit any letter in this editor
You can select the Font and Font size from the drop down lists provided on the Top - Left
corner of the Text Editing Toolbar.
You can select the required Text Effects (like Bold, Italic, Underline and Strikeout) and
Paragraph Alignment from the Text Editing Toolbar.
You can increase or decrease font size by selecting size form Drop down list.
You can also give Bullets and Numbering to text.
You can also set Page Alignment in inches (as shown below).

Predefined Columns - F5
Predefined Columns fetch the values from the database. Here in Letter Template you can select
the column from the list. While creating the Patient Letter, respective patient’s values are
retrieved into these columns.
You can add predefined columns which contains some common information (Patient’s name,
Gender, Doctor’s name, Date etc)

How to Add Predefined Columns?

Or you can select Press F5 to open Column List screen from the Letter Template column(s) from
Drop Down list.
Select Column from the list and double click to add those columns to the Letter Template

User Columns
Values entered for the scheduled columns from Setup >> Schedule >> Procedure >> Schedule
Columns, while scheduling the appointment can be fetched and printed in the Patient Letter by
adding to the Letter Template.

How to Add User Columns?

Select the User Columns1, 2,3 or 4 from the Column List.

Special Columns - F6
Special Columns are user-defined macros.
For Example,
Some part of the text that needs to be printed again and again can be stored in special columns
(as macros). Whenever this text needs to be printed you can just call the macro or special
column(s).

How to Add Special Columns?

Write text value and select the value and press F6
Enter Description for Special Column screen opens.
Enter the description for the special column.
Special Columns are displayed in Maroon in Column List Screen.

List Columns - F7
To fetch the multiple values into the Letter Template you can create List Columns.

How to Add List Columns (F7)?

Press F7, to add column item, which has multiple values (For Example: Week Days having
multiple values like Mon, Tue, Wed, Thu, Fri, Sat, Sun).
List Columns screen opens.
Click on Add button to add new list columns.
Enter Description.
 Specify whether you want to fetch multiple values from this list column or not by checking the
check box.
Specify Conjunction (and, or)
Press F11 key to add a new row in the list.
Press F12 Key to delete a row from the list.

List Columns - F7 (Contd.)

Double Click List Column item from Column List screen (e.g. Week Days (List Column)

How to add List columns to letter Template?

It adds List Column on the Letter (e.g. /*WeekDays*/)
Double Click on column (e.g. /*WeekDays*/) to Select
Value from the list.
Select Value screen opens.
Select value(s) from list.

Save New Letter Template

Save New letter Template by clicking Save button
Specify Category of the Template (Medical Certificate, Note, Order, Progress Note, Referral,
Rest Home, Visit Note etc.).
Enter Description for the Template. The Description is used as the Template Name. Enter any
Note (remark) for this Template.
If you want all the Users (Employees) of the system to access this Template, then Check the
Check box "All". If this Check box is Un checked, then no other User can access your Template.

Letter Template Other options includes

Spell Check
You can check spellings using Spell Check option which displays all incorrect
Spellings in selected patient letter, displays what should be the correct spelling from
Dictionary and allows you to correct it.
Insert Picture
You can insert picture on Letter Template (For Example Patient’s photo, Hospital logo
Etc.).
Set Margins
For selected patient letter you can set properties like margins and page
Setup.

Letter Template Other Options - Spell Check

You can check spellings using Spell Check option, which displays all incorrect spellings in
selected patient letter, displays what should be the correct spelling from dictionary and allows
you to correct it.

How to do Spell Check?

Open Patient Letter screen and select spelling check button
Those words that are not found in the system’s dictionary are available here. Click on Suggest
button to display correct spelling else ignore it.

Letter Template Other Options - Insert Picture

You can insert picture on Letter Template (For Example Patient’s photo, Hospital logo etc.)

How to Insert Picture on Letter Template?

Open Patient Letter screen and select insert picture button.
Select File screen opens.
Select image, which you want to display on letter template and Click open button
Selected image will be inserted on Letter Template

Letter Template Other Options - Set Margins

For selected patient letter you can set properties like margins and page setup.

How to set Margins?

Open Patient Letter screen and select margin button.
Select Page Type (A4, A5, B5, Legal, Letter)
Set Width, Height of the page.
Set Top, Bottom, Left, and Right margins for the page.

Patient Letter
By using the Letter Templates you can Create Patient Letters. You can print the letter specific to
the module using specific Letter Templates.
You can also Edit the existing Letter Templates from the Patient Letter screen.
Or you can create the Patient Letter by selecting the Blank option.
(Pre-defined Columns, List Columns, Special Columns and User Columns are also available
here).
You can Print / Fax / Email the Patient Letter
Letters created using the Blank option can be viewed /selected from all modules.

How to open Patient Letter screen

You can create letters for any selected patient from Patient Options available in different
modules like Scheduler, Check In/Out, Visit Note, Prescription, Charge Posting, Claim, and
Receipt etc by selecting Letter & Certi. Option.

How to open Patient Letter screen?

Select Patient in any module and select Patient options.
Select Letter & Certi.
If you have selected Letter & Certi option from Check In/Out (Middle panel of Check In/Out
screen) or from Visit Note activity, then the Letter Templates created for the Visit Note are
displayed.

If you have selected the Letter & Certi option from Scheduler or from Appointments in Check
In/Out (Left panel of Check In/Out screen), then the templates created for the Schedule are
displayed.
How to Create New Patient Letter from the existing Letter Template
Select Patient in any module and select Patient options. And select Letter & Certi.
Patient Letter screen opens displaying the existing Letter Templates for the selected module.

How to Create New Patient Letter from the existing Letter Template (Contd.)
The Letter Templates created for different Categories (Medical Certificate, Note, Progress Note,
Order, Referral, Superbill, Visit Note etc.) are displayed in Select Letter Template screen.
System displays existing Letter Template for the selected module.
Select a Template from the list (Click on the Template name in the list) and click on
button.

How to Create New Patient Letter from the existing Letter Template (Contd.)
Content of the selected Template is displayed in the edit area of the Patient Letter screen for the
selected Patient.
Edit the existing Letter content and save the Letter.
Patient Letter screen allows you to insert Pre-defined Columns (F5), Special Columns (F6), List
Columns (F7), and User Columns.
Refer to Slides “Predefined Columns - F5”, “User Columns”, “Special Columns - F6”, and “List
Columns - F7” for inserting various columns on Patient Letter.

How to Create Patient Letter by Blank option

You can create Patient Letters using Blank Option. Click on blank button.
Edit area is cleared for editing a new Letter in the Patient Letter Screen.
Enter columns from Predefined Column (F5), Special Columns (F6), List Columns (F7), and
User Columns.
You can Save, Set Margin for Patient Letter.
Click on more to set View Layouts, Insert Table on Letter.

How to Add Signature?

You can displays doctor’s signature on Patient Letter.

How to add Doctor’s Signature?

Open Patient Letter screen and select SIGN button.
Select the Doctor's name (employee's name) from the list. Enter the Password given in the
Setup>Others>Signature.
If correct password is entered, then the Signature is displayed / printed with the letter.
Selected doctor’s sign appears on the patient’s letter

How to Spell Check

You can check spellings using Spell Check option, which displays all incorrect spellings in
selected patient letter, displays what should be the correct spelling from dictionary and allows
you to correct it.
How to Spell Check?
Open Patient Letter screen and select Spell Check button
Those words, which are not found in the system’s dictionary, are available here. Click on
Suggest button to display correct spelling else ignore it.

Save Patient Letter

Click on save button to save New Patient Letter. Patient Letter save screen opens to enter the
description for the Letter.
Specify Category of the Template (Medical Certificate, Note, Order, Progress Note, Referral,
Rest Home, Visit Note etc.).
Select Date from calendar to specify date for which you want to save patient letter.
Enter Description for the Template. The Description is used as the Letter Name. Enter specific
Note for Patient Letter.
Along with the patient, the Doctor can send letters to other entities like Hospital, Lab, and Care
Home etc. To send the same letter to other entities, select those entities from Send To Drop
Down List.
Patient can be informed if the Letter is sent to other entities like lab, Pharmacy, Insurance,
Hospital etc., by checking the check box “Notify Patient”.
Patient can access this Letter on Patient Web Portal by checking the check box “Show on Web”.

Patient Letter - More Options

System provides View, Format and Table options to modify patient letter and apply different
layouts

How to select More Options?

In Patient Letter screen click on More button
System displays View, Format and Table options to modify and apply layouts to patient letter.

Patient Letter-More Options

View Options:
Provides options to insert header, footer or Grid, view print layout before printing letter.
Normal mode
Print layout mode
Header
Footer
Grid

Format Options:
You can format font, paragraph, and apply Bullets and numbers facility to letter.
Font
Paragraph
Bullet and Numbers
Table Option:
You can insert table in letter by specifying number of rows and columns.

How to Add/Edit Letter Template from Patient Letter

How to Add Letter Template from Patient Letter?
Click on New button to create new Letter Template for Patient Letter.
Letter Template (New) Screen opens.
You can create Letter Template according to your requirement.

How to Edit Letter Template from Patient Letter?

Select any existing Letter Template.
Click on Edit button to edit selected Letter Template.
You can Create New Letter Template and Edit an existing Letter Template but You cannot delete
a Letter Template from Patient Letter.

How to Set Printer for Template

How to Set Printer for Templates?
Click on Printer button to Set printer for Template.
Set Printer for Template screen opens
Select the Template from the list. Click on. Printer Setup screen opens to select printer for
Template.
When you select a particular printer from the list, it asks whether you want to set this printer for
all Templates
Click on yes button if you want to set the selected printer for all templates.
Click on “X” to deselect printer for template

How to Set Margin?

For selected patient letter you can set properties like margins and page setup.

How to set Margins?

Open Patient Letter screen and select Margin button.
Select Page Type (A4, A5, B5, Legal, Letter)
Set Width, Height of the page.
Set Top, Bottom, Left, and Right margins for the page.

How to Print Patient Letters?

To print selected patient’s letter after setting margin and page setup properties.
How to Print Patient Letters?
Open Patient Letter screen and select Print button.
Standard Print dialog box opens to specify print options and properties.
Specify Print Range, No. Of Copies and Select the Printer before printing the letter.
Fax Patient Letter
You can fax patient’s letter to other doctor, lab, care home, hospital or any other entities by
specifying fax number.
How to Fax patient’s Letter?
Open Patient Letter screen and select Fax button.
Specify the entity from the drop down list and select entity’s name.
Specify Fax No.
You can set cover page to be printed while sending fax from drop down list.
By default that cover page you have set in Setup>Other>Fax Cover Page will be displayed.
Check Cover page check box to select cover page from available list.
Click on icon to view cover page image.
To send fax to all entities click on Select All button.
Click on Fax button to send the Fax to the selected entity.

Email Patient Letter

You can email patient’s letter to other doctor, lab, care home, hospital or other entities by
specifying email address.
How to Email patient’s Letter?
Open Patient Letter screen and select Email button.
Specify type entity from drop down list and also select appropriate entity name.
Enter Email address.
To send email to all entities click on Select All button.
While you send an email, you can select the Body text from Body Text drop down list if you
have created it from Setup >> Others >> Email body text.