Using Form Letter Variables

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 Patient’s sex
p.age Patient’s age
p.flags Patient’s flags
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 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 F6Help 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:

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.
  • Last modified: August 13, 2020