Scheduled Appointments Letters Create Workfile

Use the Scheduled Appointment Letters Create Workfile routine to generate a workfile of patient accounts that have a scheduled appointment and who should receive a letter or postcard reminding them of their scheduled appointment.

Note:  The Scheduled Appointments Letters Print routine requires a letter form that is created in the Letter Writer routine.  As an alternative you can use the Batch Appointment Forms Enhanced routine to produce the scheduled appointment letters.  The Batch Appointment Forms Enhanced routine produces an XML data stream that is merged with a Microsoft Word document, an Excel document or an Instar PDF.

Directions:

To see directions for...

• Opening the Scheduled Appointment Letters Create Workfile Routine, click More.

   

  1.  Click Reports from the Menu Bar.

  2.  Click Patient Letters.

  3.  Click Scheduled Appointments.

  4.  Click Create Workfile.

   

  Scheduled Appointments Letters Create Workfile Window Example:

  

   

• Choosing the Selections at the Prompt Window, click More.

   

  Scheduled Appointments Letters Create Workfile Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Letter #	To specify the scheduled appointment letter to print, enter the Letter Writer letter number. (3.0 numeric)
  Print These Letters Now	To build the scheduled appointments workfile and print the letters now, click to select the box. To only build the scheduled appointments workfile and omit printing the letters now, de-select the box. Note:  If this option is selected, as soon as the workfile is built the Batch Letter Writer routine will automatically open so that you can print the letters.
  Providers	Enter the Provider Codes for the scheduled appointments. (up to 4 characters) Tips: To send letters for a specific provider, simply enter the provider code. To enter a group of providers, enter the first provider code, followed by a comma (,) and the next provider code.  Continue in this fashion until the list of provider codes is complete. You can not enter a range of providers at this prompt.
  Locations	Enter the Location Codes for the scheduled appointments. (up to 2 characters) Tips: To send letters to patients seen at a specific location, simply enter the location code. To enter a group of locations, enter the first location code, followed by a comma (,) and the next location code.  Continue in this fashion until the list of location codes is complete. You can not enter a range of locations at this prompt.
  Appt Types	To specify the Appointment Types to print the letters for, enter the Appointment Types IDs. (up to 6 characters) Tips: To enter an individual appointment type, simply enter their appointment type ID and press [TAB]. To enter a group of locations, enter the first appointment type ID, followed by a comma (,) and the next appointment type ID.  Continue in this fashion until the list of appointment type IDs is complete. You can not enter a range of appointment types at this prompt.
  Appointment Date Range
  From	To limit the patient accounts to a range of appointment dates, enter the beginning date. (mmddccyy, slashes and century optional) Tip:  To include all appointment dates, please leave blank.
  Through	To limit the patient accounts to a range of appointment dates, enter the ending appointment date. (mmddccyy, slashes and century optional) Tip:  To include all appointment dates, please leave blank.
  Date Scheduled Range
  From	To limit patient accounts to a range of dates that appointments were entered into scheduling, enter the beginning date. (mmddccyy, slashes and century optional) Tip:  To include all appointment dates, please leave blank.
  Through	To limit the patient accounts to a range of dates that appointments were entered into scheduling, enter the ending appointment date. (mmddccyy, slashes and century optional) Tip:  To include all appointment dates, please leave blank.
  Time Range
  From	To limit the scheduled appointments to a range of times, enter the beginning time. (hh:mm) Tip:  To include all appointment times, please leave blank.
  Through	To limit the scheduled appointments to range of times, enter the ending time. (hh:mm) Tip:  To include all appointment times, please leave blank.
  	To run the routine and generate the report, click Proceed or press [ENTER]. Keyboard shortcut:  [ALT + p] Note:  If Print Letters Now prompt was selected, the Batch Letter Writer routine opens for you to enter the selections.
  	To escape from the routine: Click Cancel. Keyboard shortcut:  [ALT + c] Or, click Close .