If you include variables in the body of a form letter, they will be replaced with actual data from a patient or account when you generate the letter. As you create your form letter, you can choose from over hundreds of fields of information in the various PCC databases. The available fields include names, insurance company information, aged balances, status flags, practice information, and even patient vitals and other information from the patient’s chart.
Variables work in both plain text and PDF form letters. You can create plain text form letters yourself in the
waffle program in Practice Management. PCC Support can also help you turn PDFs into form letters.
Include Variables on Form Letters
Plain Text Form Letters
To use any field’s variable, place it in your form letter between a greater-than (<) and less-than (>) symbol:
Your child, <patname2>, is overdue for an MMR shot!
When printed, the above text will include the patient’s full name.
Your child, John T. Canning, is overdue for an MMR shot!
PDF Form Letters
When creating a PDF template for a form letter, leave blank spaces wherever you want PCC Support to place variables.
Examples of Variables
Each of the variables have a unique name which indicates the information that it will bring to your letter. Here are some examples of variables:
|patname||Patient’s full name – lastname first|
|patname2||Patient’s full name – first name first|
|p.first||Patient’s first name|
|p.last||Patient’s last name|
|p.lastphy||Patient’s last physical|
|p.reln||Patient’s relation to billpayer|
|p.flag||Patient’s highest priority flag|
|aname||Guarantor Account’s full name|
|aladdr1||Guarantor Account’s first address line|
|a.totbal||Guarantor Account’s total balance|
|a.pendbal||Guarantor Account’s pending balance|
|a.balins||Guarantor Account’s YTD insurance payments|
|a.budgamt||Guarantor Account’s budget amount|
|c.notes1||Custodial Account’s notes, line 1|
|c.bnotes1||Custodial Account’s bill notes, line 1|
|c.copaynotes||Custodial Account’s copay notes|
|i1.name||Insco 1’s name|
|i1.cert||Insco 1’s cert num|
|i1.start||Insco 1’s start date|
For a complete list of available variables, press F6 – Help in
waffle and then press Page Down until you reach the Variables section. You can also view the list online: Form Letter Variables List.
Sample Form Letter with Variables
Below is a sample HIB immunization letter that was written using
waffle. Notice how variables are used in both the header and the text of the letter:
———————————————————- <prac.name> <prac.addr1> <prac.addr2> <prac.city> <prac.state> <prac.zip> <prac.phone> ———————————————————- <today> Dear <aname>, In checking our records, we have discovered that <patname> has not received any HIB immunizations and is therefore at risk. Please call (802) 123-4567 between 9AM and 5PM for an appointment to have your child immunized. Thank You.