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Form Letters

Liz K
  • Updated

The Form Letters feature allows you to create a mail merge document in Microsoft Word and load data into it from Fusion Enterprise. The end result may produce a single letter or many letters each, customized to their recipient. Fusion Enterprise then remembers what letter has been sent to whom.


Currently, Form Letters are accessible via the Reports and Case modules. To send form letters, two things must happen:

  1. The form letter merge document must be created.
  2. This document must be loaded into Fusion Enterprise and defined as a form letter.

 

To Create a New Form Letter:

  1. Navigate to a patient's Case.
  2. Right-click Form Letter | Define.
  3. Right-click on the Available Fields and select Save as Text.
  4. Name this text document and Save it on your desktop (this will be your source file).
  5. Open a new Word document.
  6. Click on Mailings | Select Recipients | Use an Existing List.
  7. Navigate to your saved text document.
    You can now build your Form Letter.
  8. Select Insert Merge Field and choose what you want to pull in from the drop-down list of available fields (i.e. Case, PatientName, Insurance, etc).
  9. Save the document on your machine with a Name that makes sense to you.

To Edit an Existing Form Letter:

  1. Navigate to a patient's Case.
  2. Right-click Form Letter | Define.
  3. Select the Currently Available tab.
  4. Select the desired form letter so that it is highlighted in blue.
  5. Right-click Retrieve to File.
  6. Save this form on your desktop.
  7. Open the Form Letter in Word.
  8. Add, Delete, or Edit your document or whole Mergefields as you like.
  9. Save the document on your machine with a Name that makes sense to you.

 

Add a Form Letter into a Case: 

  1. Navigate to a patient's Case | right-click Form Letter | Define
  2. Type in a Description (name of the document)
  3. Click on the ... (3 dots) by Template and select the new Form Letter you just saved.
  4. Click Add.
  5. Now it will show under Currently Available.

 

To Test a Form Letter:

  1. Navigate to a patient's Case | right-click Form Letter | Define.
  2. Click on the Currently Available tab.
  3. Select the Form Letter you want to test.
  4. Click Test (for a preview of how the letter will look).

 

To Send a Form Letter:

  1. You can go into any Case and right-click Form Letter | Send.
  2. Select the Form Letter you want.
  3. Click Print.
    Or select MS Word to open in Word.

Note: Printing will keep a copy of this Form Letter in the patient's file. This can be viewed by going to Case | right-click Form Letter | History... You can select the letter and right-click Display Letter to view it. 

 

Form Letters and Reports:

Form Letters are also able to be added to and sent from some Reports. This allows you to generate letters for multiple recipients at once. You can also use this feature to create mailing labels. The instructions above are the same for reports. The only difference is that you can select multiple patients (Front Office: Base Patient List), carriers (Front Office: List: Carrier), or doctors (Front Office: List: Doctor). 

Form Letters that are generated and output are recorded and can be viewed in the Front Office reports: 

Form Letters: Carriers

Form Letters: Doctors

Form Letters: Patients

 

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