If you want to contact a large number of patients at once you will first need to create a contact list or you may just need to select a previously created contact list.
Once you have the list you have 4 options for contacting your patients:
SMS
Letter
Phone
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Contacting by LetterCreate from multiple locations Patient letters can be created from multiple locations such as the patient file, recalls or contact lists by clicking on the Create a Patient document button wherever it is visible. Patient Contacts tab lists letters If EXDOC is installed these letter contacts are automatically stored on the patient’s Contacts tab and can be viewed and/or edited by double-clicking on the required letter. NOTE: Without EXDOC the letter symbol will indicate the creation of a letter, but the actual letter itself will need to be either saved manually on one of the practice's computers or printed in duplicate and the copy held on file. Letter templates Letter Templates are used when writing letters. These templates contain the standard layout and wording common to all letters of the same purpose, and merge fields that are automatically resolved with actual data when the letter is processed. For example, all referral letters will contain merge fields for basic information about the patient such as name and date of birth, and may begin with a first sentence of ‘Thank you for seeing…’ See also: Portal blog and video: Creating letter templates To contact by Letter
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How to send emails to a list of patients:
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Printing Labels for Multiple Patients
Printing labels for contactsContact lists can be created and viewed from multiple areas of EXACT, such as:
To print letter labels for multiple contacts
This window will allow you to print labels based on a date using the Contacted by letter on option. The date field will be defaulted to today’s date. Once you have selected your list of patients and clicked OK, the Label Details window will launch, allowing you to complete the label printing process for the selected patients. The OK button on the Label Details window will instead read Print if multiple labels are selected Label Details WindowThe Label Details window displays in the process of Printing labels for contacts. If your practice label templates are already set up,
If your practice Label Templates are not already set up: You will need to first Import Label Templates or Create Label Templates, as described below. To import Label Templates (requires Presentation Manager / EXDOC-PRO)
To create Label Templates (requires Presentation Manager / EXDOC-PRO)
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Contact Multiple Patients WindowThis window displays when you select to contact multiple patients or print multiple labels for a recall list or contact list. The same window is used for letters, labels, emails, and SMS messages, with slight changes to the prompts and options. Default appearance: Sample completed for a Letter contact: This window example enables a practitioner to choose certain criteria to create a sub-list of patients to whom to send letters. The options are controlled by checkboxes and any combination of these checkboxes can be selected to create the required list of patients. Uncheck all options to simply use the entire recall list and not limit the range in any way.
If your selection criteria produce no patients as a result, a warning of “There are no patients that match the selected criteria” will display. Select OK. You will then be presented with the Document Details window, if you are creating letters / emails / SMS messages, or the Label Details window for mailing labels. NOTES: Printing a long list of letters may take a long time, and once it has commenced the process cannot be stopped. Rather than print all letters at once, break them into batches using the "From Patient" and "To Patient" fields. For example, select patients from A-F, then G-M, N-R, and S-Z. |
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