Creating rollups is very similar to creating Form Letters in Fusion Enterprise. After your form is complete you will need to define a template file for Word. This template file tells Word the name of all the tags you have set in your form and allows you to create a rollup using them. Later you will add the form back into Fusion Enterprise along with your Rollup forms.
Creating a Definition File
To create the form definition file you will need to Preview the form. This is accomplished in the form designer by either pressing F2 or by selecting Form Preview from the View menu.
Once the form is in preview mode you may right-click and select Rollup | Define Template. The system will then prompt you for a file location where you want to save the field definition file. Once you have created the field definition file, it is time to launch Microsoft Word.
Using Microsoft Word
The following example is going to show you the basics of a Word mail merge document using Microsoft Word. If you have an older version of Word, these items may be slightly different.
NOTE: This is NOT a definitive guide on Microsoft Word. There are many better-written books on the subject of formatting and mail merge that can take you into MUCH greater detail.
Loading the Definition File
The first step in the process is loading the field definition file. Click on the Mailings tab in the Word Ribbon bar and then click on Select Recipients and select Use Existing List.
After you have selected your definition list you are ready to start making your Rollup Letter.
Writing the Letter
Clicking on Insert Merge Field in the ribbon bar will display a list of Merge Fields. The Merge Field list is the list of tags from your form.
Select one or more fields and click Insert, and those fields will be added to your rollup.
SI Fields (Standard/System Information)
If you are following along with your own form and rollup you are probably wondering where the merge fields that started with SI came from. SI stands for Standard/System Information.
When designing your form, you had the option of including a lot of different AutoFill information. Much of this information is very useful for a rollup letter but would completely clutter an evaluation form. When doing a rollup, all of the information is available as a mergefield. This makes it possible to put the referring doctor's name, address, office name, etc, onto a rollup letter but not have it displayed on an evaluation. This allows the form to be clearer and simpler for the user and allows you the flexibility of creating more elaborate rollups.
Testing Your Rollup via Form Designer
After you have placed a few fields and added some text, save your rollup file as a Word document. We strongly recommend saving the document as a Word (97 to 2003) Document (.doc) for testing. However, you will most likely want to switch it to Word Document (.docx) for loading into Fusion Enterprise (version 5+).
You can then go back into the form designer and enter the Form Preview mode. Once there, right-click the form and select Rollup | Select Template.
You will then be prompted to find the Word document. Select the document, and a merged Word document will display with your field values merged in.
NOTE: You must first close the form in Word before you can open and merge it. Microsoft Word is very protective of its' opened documents. You will get a nasty error message if you fail to do this.
TIP: For Full Rollups it is recommended to practically test your Rollups in Fusion Enterprise under a fake Patient to make sure everything works as expected before loading your custom form for use on real Patients.
Testing Rollups Practically (via Fusion Enterprise)
To test your Forms and Rollups in Fusion Enterprise, you will load them into the system and use them on a fake Patient to ensure functionality and formatting are correct and make notes of any change you want to make to either the Form or Rollup as needed. For instructions on how to load a single form and link rollups see: Forms: Add Single Form and Link Rollups
- On a Fake Patient in your system, add a visit to the Schedule and Checkin the patient.
- Go to the Charges & Documentation screen, and select the Patient on the left-hand side.
- In Attachments | right-click Add Form | New Form and select your newly loaded test form.
- Enter data for each field (exp. Enter "1" and tab and repeat), until every field has some data entered. (Remember, if a field is blank it won't roll up and we want to make sure that every field rolls up (or doesn't) as set by the form.)
- Right-click and Save the form (sign as well, if desired).
- Right-click Rollup | Select Rollup and choose the test rollup you attached to your test form.
- Ensure the rollup is formatted as expected and that all the data is showing as set on the form.
- If testing Flow Forward functionality, you will want to close the form and then select it and New Form | Flow Forward to Same and make sure everything is flowing as intended.
Make any notes on any corrections you need to make on your form or rollup.
- Repeat this process as needed.
Special Rollup Fields
Several of the elements are unique in the way they are tagged and presented in the rollup list.
Measurement and Measurement Block Fields
A measurement block contains a single tag for the entire element. When doing a rollup you will notice that there are several merge fields available.
Take this element as an example:
We have tagged this element as MyMB for simplicity. If you load this into a rollup letter you would find the following fields available:
These fields break out as follows:
Measurement Block Fields
_Caption: Refers to the column headings above the measurements.
_Comment: Refers to the comment block at the bottom of the element.
_Header: Refers to the title of the element.
_Summary: Contains the measurements themselves in a tab-delimited format.
The _Summary is a tab-delimited output of the measurements themselves. The measurement is divided into 5 columns as shown below:
Each column is spaced with a tab. If you set your tabs correctly and do some text formatting then the measurements, headers, captions, and comments could be displayed as follows in a rollup letter:
It is also possible to get to the specific values of a measurement block. In a measurement block, it is possible to access the individual measurement by clicking on the measurement in the block.
Here you can see the Flexion measurement is selected. If you look in the properties window you will see that you can set a RollupLevel for this individual element. If you set this then the following fields will be available in your merge field list:
These new fields correspond to the individual measurement element. V1 indicates that it is the first element in the list. Had we set RollupLevel on both of the elements then we would have seen both a V1 set and a V2 set.
Note that when you are using a bilateral measurement the field values will be the same. The bilateral measurements will show up in the ‘LEFT’ measurement fields.
Problem and Goals and Problem and Goal Block Fields
Problem and goal elements work in the same fashion as the Measurement elements; however, there is not a Summary for the Problem and Goal block. You MUST reference these as individual problem and goal elements and have each of the Problem and Goal elements inside the block set to Rollup.
The LineInput and TextInput element rollup with an additional field. For example, if you have a LineInput element tagged as MyLineInput you would end up with two different rollup fields. The first would be MyLineInput and the second would be MyLineInput_FlowForward.
When you do a Flow Forward on a Line Input, the value is copied across to the new LineInput. If the user changes this value you do not see the previous value. This previous value, however, is available for the rollup, and it is stored in the MyLineInput_FlowForward.