Volume. Revolutionary. Online. Cool. Letters&Recall

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1 Volume Revolutionary. Online. Cool. Letters&Recall

2 H E A L T H I N N O V A T I O N T E C H O N O L O G I E S, I N C EyeCodeRight v4.0 Tutorial EyeCodeRight 2717 Emerson Ave South Minneapolis, MN

3 Table of Contents CREATE A LIST... 3 PATIENT RECALL LIST...3 ENCOUNTER LIST...4 LAST ENCOUNTER LIST...6 APPOINTMENT LIST...7 EXPORT A LIST... 9 MAIL MERGE TO A WORD DOCUMENT...11 LABELS...11 LETTERS - USE AN EXISTING LETTER...19 LETTERS CREATE A LETTER...26 INDEX... 38

4 Section This section will cover the use and functionality of the Letters and Recall Module, including mail merge into a Word document using data exported from EyeCodeRight NOTE The Letters & Recall Module is found under More in the list of Modules located at the top of your screen 2

5 Create a List Patient Recall List NOTE A Patient Recall List will create a list of patients based on entries made to the Patient Module/Recall Component Step 1 Open the Letters & Recall Module Step 2 Click Patient Recall Step 2 Step 3 Select the appropriate Appointment Type from the drop down menu This list will include all encounter template choices available for your practice. If you do not want a specific encounter template specified select Any. Step 4 Set the appropriate Date Range Use the first calendar button to set the from date Use the second calendar button to set the to date If you do not specify a date range, a list of all patient recall will be created 3

6 Step 5 Select the appropriate Location from the drop down menu Step 6 Click Search Step 6 Steps 3, 4 & 5 Encounter List NOTE An Encounter List will create a list of patients based on a specific type of encounter that appears in the patient s Exam History/Encounter History list. Step 1 Open the Letters & Recall Module Step 2 Click Encounter 4

7 Step 2 Step 3 Select the appropriate Appointment Type from the drop down menu This list will include all encounter template choices available for your practice. If you do not want a specific encounter template specified select Any. Step 4 Set the appropriate Date Range Use the first calendar button to set the from date Use the second calendar button to set the to date If you do not specify a date range, a list of all patient recall will be created Step 5 Select the appropriate Location from the drop down menu Step 6 Click Search 5

8 Step 6 Steps 3, 4 & 5 Last Encounter List NOTE A Last Encounter list will create a list of patients based on their most recent encounter. Step 1 Open the Letters & Recall Module Step 2 Click Last Encounter Step 2 6

9 Step 3 Select the appropriate Appointment Type from the drop down menu This list will include all encounter template choices available for your practice. If you do not want a specific encounter template specified select Any. Step 4 Set the appropriate Date Range Use the first calendar button to set the from date Use the second calendar button to set the to date If you do not specify a date range, a list of all patient recall will be created Step 5 Select the appropriate Location from the drop down menu Step 6 Click Search Step 6 Steps 3, 4 & 5 Appointment List NOTE An Appointment List will create a list of patients based on any active appointment already schedule for those patients. Step 1 Open the Letters & Recall Module 7

10 Step 2 Click Appointment Step 2 Step 3 Select the appropriate Appointment Type from the drop down menu This list will include all encounter template choices available for your practice. If you do not want a specific encounter template specified select Any. Step 4 Set the appropriate Date Range Use the first calendar button to set the from date Use the second calendar button to set the to date If you do not specify a date range, a list of all patient recall will be created Step 5 Set the appropriate Created On date range This will allow you to search for appointments based on the date the appointment was created. This selection is generally used for creating a list of pre-appoints Use the first calendar button to set the from date Use the second calendar button to set the to date 8

11 Step 6 Select the appropriate Location from the drop down menu Step 7 Click Search Step 7 Steps 3, 4, 5 & 6 Export a List Step 1 Create the appropriate list Step 2 Click Export Step 2 9

12 Step 3 Click Save Step 3 Step 4 Name the file Step 5 Select the appropriate folder destination for the file Step 6 Click Save Step 5 Step 4 Step 6 To view the Excel file created by the export click Open To continue without viewing click Close 10

13 Mail Merge to a Word Document Labels Step 1 Open Word Step 2 Go under Tools, select Letters and Mailings/Mail Merge Step 3 Select Labels Step 4 Click Next: Starting Document 11

14 Step 3 Step 4 Step 5 Select Change Document Layout Step 6 Click Label Options Step 5 Step 6 Step 7 Select the appropriate label options Step 8 Click OK 12

15 Step 7 Step 8 Step 9 Click Next: Select Recipients Step 9 Step 10 Select Use an Existing List Step 11 Click Browse 13

16 Step 10 Step 11 Step 12 Select the folder containing the EyeCodeRight exported files Step 13 Select the appropriate file Step 14 Click Open Step 12 Step 13 Step 14 Step 15 Select Windows (Default) Step 16 Click OK 14

17 Step 15 Step 16 Step 17 Remove the checkmark from any patient that should not be part of the list Step 18 Click OK Step 17 Step 18 Step 19 Click Next: Arrange your labels 15

18 Step 19 Step 20 Click Address block... Step 20 Step 21 Choose your settings Step 22 Click OK 16

19 Step 22 Step 23 Click Update all labels Step 23 Step 24 Click Next: Preview your labels 17

20 Step 24 Step 25 Click Next: Complete the merge Step 25 Step 26 Click Print 18

21 Step 26 Letters - Use an Existing Letter Step 1 Open a Word document Step 2 Go under Tools Step 3 Select Letters and Mailings/Mail Merge Step 4 Select Letters Step 5 Click Next: Starting Document 19

22 Step 4 Step 5 Step 6 Select Start from Existing Document Step 7 Click (More files...) Step 8 Click Open Step 6 Step 7 Step 8 20

23 Step 9 Select the appropriate letter template from your files Step 10 Click Open Step 9 Step 10 Step 11 Click Next: Select Recipients Step 11 Step 12 Select Use an Existing List Step 13 Click Browse 21

24 Step 12 Step 13 Step 14 Select the folder containing the EyeCodeRight exported files Step 15 Select the appropriate file Step 16 Click Open Step 15 Step 14 Step 16 Step 17 Select Windows (Default) Step 18 Click OK 22

25 Step 17 Step 18 Step 19 Remove the checkmark from all patients that should not receive the letter Step 20 Click OK Step 19 Step 20 Step 21 Click Next: Write your letter 23

26 Step 21 Step 22 Edit the letter template with your office information Step 23 Click Next: Preview your letters Step 23 24

27 Step 24 Use the arrows to the right and left of Recipient to scroll through the letter for review Step 25 Click Next: Complete Merge Step 24 Step 25 Step 26 Click Print Step 26 25

28 Letters Create a Letter Step 1 Open a Word document Step 2 Go under Tools Step 3 Select Letters and Mailings/Mail Merge Step 4 Select Letters Step 5 Click Next: Starting Document Step 4 Step 5 26

29 Step 6 Select Use the current document Step 7 Click Next: Select Recipients Step 6 Step 7 Step 8 Select Use an existing list Step 9 Click Browse Step 8 Step 9 Step 10 Select the folder containing the EyeCodeRight exported files Step 11 Select the appropriate file 27

30 Step 12 Click Open Step 10 Step 11 Step 12 Step 13 Select Windows (Default) Step 14 Click OK Step 13 Step 14 Step 15 Remove the checkmark from all patients that should not receive the letter Step 16 Click OK 28

31 Step 15 Step 16 Step 17 Click Next: Write your letter Step 17 To mail merge patient addresses into your letters continue to Step 18 To mail merge greeting lines into your letters skip to Step 20 To mail merge the dates into your letters skip to Step 26 To mail merge the encounter types into your letters skip to Step 31 29

32 To write your letter skip to Step 35 Step 18 Place the cursor in the document where you would like the patient name and address to appear for each letter Step 19 Click Address Block Step 18 Step 19 Step 20 Select the appropriate address elements Step 21 Click OK Step 21 30

33 To mail merge greeting lines into your letters continue to Step 22 To mail merge the dates into your letters skip to Step 26 To mail merge the encounter types into your letters skip to Step 31 To write your letter skip to Step 35 Step 22 Place the cursor in the document where you would like the patient name and address to appear for each letter Step 23 Click Greeting Line Step 22 Step 23 Step 24 Select the appropriate Greeting Line elements Step 25 Click OK 31

34 Step 25 To mail merge the dates into your letters continue to Step 26 To mail merge the encounter types into your letters skip to Step 31 To write your letter skip to Step 35 Step 26 Place the cursor in the document where you would like the date to appear for each letter Step 27 Click More Items... The date will correspond to the type of list you created. If your list was created using patient recall, then the date will match the patient s recall date. If your list was created using encounter or last encounter, then the date will match the date of the encounter. If you list was created using appointment, then the date will match the appointment date. 32

35 Step 27 Step 26 Step 28 Click Date Step 29 Click Insert Step 28 Step 29 Step 30 Click Close 33

36 Step 30 To mail merge the encounter types into your letters continue to Step 31 To write your letter skip to Step 35 Step 31 Place the cursor in the document where you would like the encounter type to appear for each letter Step 3 Click More Items... The encounter type will match the reason for recall, the appointment type, or the encounter type depending on the type of list that was created Step 32 Step 31 Step 33 Click Reason Step 34 Click Insert 34

37 Step 33 Step 34 Step 35 Type the body of your letter Step 36 Click Next: Preview your letters 35

38 Step 35 Step 36 Step 37 Use the arrows to the right and left of Recipient to scroll through the letters for review Step 38 Click Next: Complete Merge Step 37 Step 38 Step 39 Click Print 36

39 Step 39 37

40 Section Index C Create a List Appointment List... 7 Encounter List... 4 Last Encounter List... 6 Patient Recall List... 3 E Export a List...9 M Mail Merge to a Word Document...11 Labels...11 Letters Create a Letter...26 Letters Use an Existing Letter

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