Edit Form Letters
- Follow the procedure below to create a new form letter from scratch.
- What if you want to make a lot of changes to an existing letter and still keep the original as a back-up?
- When a form letter becomes obsolete, you may wish to remove it. The Delete option on the Advanced Commands screen will mark the selected letter for deletion.
- Partner can generate form letters, drawing information from a patient or account record. Partner includes a series of "fill in the blank" letters, and when you generate a letter, Partner automatically enters the correct information.
- The screen above shows a typical list of patient form letters in
waffle. For each letter,
waffledisplays two important pieces of information:
- Follow the procedure below to start waffle and make a basic change to an existing form letter. Then read the sections below to learn about all of
waffle's advanced features.
- When someone shares a form letter with you, it will arrive as an attachment to an e-mail message. You will be able to read the e-mail message the sender used and see the form letter attachment. You can preview the form letter and then add it your own set of
- After putting a lot of thought, time, and effort into designing a particular form letter, you may wish to share your form letter with other Partner users around the country. You could print a sample letter and fax it to your friend, but then they would have to retype the letter in
waffleon their system, and any special questions or other associated files would not be transferred.
- Waffle Advanced Editing
- You can use the content of Partner's databases inside your form letters. To learn how, read Using Form Letter Variables. This document is a list of all the possible variables you may use.
- Creating a basic Partner form letter is easy. Form letters consist mostly of plain text, just like this paragraph. But form letters may also contain variables that are automatically replaced with text, printer control codes that change the style or size of your font, questions that are answered when the form is actually generated, and
loglettercommands that will record information in an account's history.
- Partner has some of the same font and formatting capabilities as a word processor. Just as you can add Partner variables to your form letters that will change into account or patient information, you can add printer control codes that will change into an instruction for the printer to change font size or switch to bold or italic type-setting. You can use these codes to turn a boring form letter or crowded encounter form into a clean, readable, and professional looking document.
- Partner can keep track of which form letters were printed for a family. If you are negotiating with a family that does not pay their bills, it may be useful to know when they were sent a "90 Day Overdue" letter. The
loglettertool makes form letter tracking automatic.
- If Partner's 250+ variables do not give you everything you need for your form letter, you can set up special questions that the user will answer when they generate the form letter. For example, here are some special items you might like to include that have no Partner field:
- Whenever you make a change to a form letter, you should test it in
notjane. Below are a few errors you might encounter, a possible reason for each problem, and some possible solutions:
- If you include variables in the text of a form letter, they will be replaced with actual data from a patient or account when you generate the letter. As you write your form letter, you can choose from hundreds of variables from various PCC databases. The available fields include names, insurance company information, aged balances, status flags, and more.
- Unless otherwise specified, Partner will fill in 15 spaces for each variable in a letter. This default space works fine for items in a list, but may look strange if you use variables in the middle of a sentence.