Post your patient physical mail easier, quicker and more economically

EasyPost enables your dental practice to cost-effectively send physical mail and postcards in any quantity to patients via a print and post service.

This frees your practice from the need to purchase, print, address, fold, stamp and post letters.

EasyPost is suitable for dental practices of all sizes, and is simple to operate.

Open

Jobs Monitor

Purpose of the EasyPost Jobs Monitor

Track the status of manually-generated and automated EasyPost recall jobs.

To launch EasyPost Jobs Monitor

1. Launch the EasyPost Job Monitor from Administration > EasyPost Job Monitor

   Open

   

    

   or from the shortcut that you have created on your workspace bar:

See also: Viewing EasyPost Jobs Report

EasyPost Jobs Monitor screen

Filter options for the display

• All Errors (this is the default display, enabling users to quickly identify and deal with problem post)

• Completed

• Incomplete (these jobs need to be re-printed through EasyPost)

• Surcharge (these jobs incurred a surcharge because the Postal Service had to manually correct the address)

• No Credit (e.g. the practice has run out of EasyPost credit so these jobs coiuld not be processed)

• Invalid Address (these jobs may still be sent, but will probably incur a surcharge)

• Deleted

• Show All

Columns information

The jobs monitor displays a range of information for each job:

• Date sent

• Job name,

• Patient code (if for a single patient) - click the code to display the Patient File.

• Template used

• Job type (paper size, colour or greyscale, letter or postcard)

• Current status (transmission errors such as Internet connection loss, address errors, credit error, completed, pending, deleted)

• How many print sides used

• Whether a surcharge applied to the job

• Whether the job was for overseas

• How many times (if any) the job needed to be resent

Checking EasyPost Jobs

Check that the EasyPost job was successfully sent by

Viewing it in the Patient Contacts Tab:

or

Viewing it in the EasyPost Jobs:

(The above example assumes that the EasyPost Jobs icon has been added to the workspace bar for this user).

Sorting and Filtering EasyPost Jobs Monitor

To sort the display on the EasyPost Jobs Monitor screen

Click any column header to sort by that header.

To filter the display on the EasyPost Jobs Monitor screen

By default only the EasyPost errors will display. This is so that users can very quickly identify, investigate and deal with problem jobs.

However, you can filter the display on many parameters:

Displaying Further Information on an EasyPost Job

1. Filter the display and locate the appropriate job.

2. Click the job in either the Job Type column or Status column to display a pop-up:

    

3. If the job is for an individual patient, click the Code to display the Patient File.

    

Resending EasyPost Jobs that Failed

1. Filter the failed jobs by selecting the All Errors filter:

    

2. Take a look at the Status column to determine the Errors and deal with them (for example, add more credit to your EasyPost account).

3. Check (tick) all jobs that you wish to resend (you can select multiples):

    

4. Click the Resend button at bottom right of the screen

    

   You will see a status message "Sending..."

5. When the message disappears, check that the item has been removed from the Errors list.

6. Back in the display for Show All filter, you will notice that the Resend count for that item has incremented. For example:

    

   NOTE: Completed jobs cannot be resent as they have already been accepted, charged and processed for delivery.

Deleting EasyPost Jobs

1. Filter the failed jobs by selecting the All Errors filter:

    

2. Take a look at the Status column to determine the Errors and deal with them (for example, add more credit to your EasyPost account).

3. Check (tick) all jobs that you wish to delete (you can select multiples):

    

4. Click the Delete button at bottom right of the screen

    

5. The item will be removed from the Errors list.

6. In the display for the Deleted filter or the Show All filter, you will see the item listed as Deleted.

Jobs Report - viewing, printing, emailing

The EasyPost Jobs Report enables users to see their EasyPost activities for a specified period.

It can also be accessed from EXACT Reports.

It can be setup to run automatically by means of the EXACT Scheduler.

To view the EasyPost Jobs Report

1. Launch the EasyPost Job Monitor from Administration > EasyPost Job Monitor

    

2. From the EasyPost Job Monitor, click the Jobs Report button

    

   to display the Print EasyPost Jobs Report screen:

    

3. Specify parameters for the report Period.

4. If you are going to physically print, specify parameters for Number of Copies and Printer.

5. You have the option to Preview, Print or email the Report.

   Example of a Report Preview:

Statements and Invoices

Posting an Invoice through EasyPost

1. Select a patient in the Patients desktop and then select View Patient Transactions (or press CTRL-T on the keyboard).

    

2. Select the Invoice in the list of transactions.

3. Select the Print button to display the Print Invoice window.

4. Select the EasyPost button.

    

Posting a Patient Statement through EasyPost

1. Select a patient in the Patients desktop and then select View Patient Transactions (or press CTRL-T on the keyboard).

    

2. Select the Statement in the list of transactions.

3. Select the Statement button to display the Print Statement window.

4. Select appropriate print options in the print window and then select the EasyPost button.

    

5. See Monitoring EasyPost patient statement runs for details on how to check that the statement has been processed through EasyPost.

Posting Statement Runs through EasyPost

1. When running patient print statements, select the EasyPost button in the Print Statement Run screen:

    

   A Progress indicator displays progression of the print run:

    

   You may see a list of failures, in which case click Close:

    

   The EasyPost Statement Validation screen displays:

    

   The list depends on how how thoroughly you defined your patient exclusions for the statement run.

   Every checked box represents an EasyPost statement that will be sent.

2. Select the patients to whom you want to send statements by

   • Filtering by clicking column headers.

   • Optionally select all / select none by means of the global selection checkbox:
     
     

      

   • Un-checking patients for whom you do not want to post statements (for example, they may owe a negligible amount).

   When the list is correct, select the EasyPost button at bottom right to send selected statements via EasyPost.

3. Optionally monitor the status of the print run or of the statements for individuals (see Monitoring EasyPost patient statement runs)

Monitoring EasyPost Patient Statement Runs

Once the statements have been run, there are a number of ways to to monitor the statements.

Use any or all of these facilities to check on EasyPost patient statements:

• EasyPost Jobs monitor:

   

• An individual patient's Contact Tab:

   

  NOTE: double-click the EasyPost icon to display the statement that has been sent.

  All Statements are sent via the simplex method (single-sided), so the first page is the patient's address and the second page is the statement itself.

  You can edit the default coversheet from the document templates window, under the EasyPost Cover Sheets category:

   

• The statement production is recorded in the Transactions > List Items > List Statements area:

   

  ... where it is identifiable by the EasyPost icon:

   

• The Patients Transaction screen displays the EasyPost statement production (when the Non Account items checkbox is checked):

   

  Note that in this screen the Key that explains the transaction icons also includes the EasyPost Statement icon:

   

• The EasyPost Jobs Report includes a Statements column in which to record the total number of EasyPost Statements successfully sent:

   

   

Sending EasyPost Recalls Run

EXACT will use the specified EasyPost template for fully automated recalls (where you do nothing), and also when you manually run the recalls.

To setup EasyPost Recall Runs

See the Recall Manager information, with links to training videos

Launching Presentation Manager to Create Templates

EasyPost runs through the Presentation Manager interface.

To launch Presentation Manager in order to create templates

With Presentation Manager enabled, launch the Document Details window from any one of three points:

• Click the

  button in the Patients screen:

   

• Click the Create a Patient document button in the Patient File

• Click the Create a Specialist Document in the Specialist file.

The Document Details screen displays:

From here you can:

• Edit, Create and Delete templates.

• Create Categories for differentiating templates.

• Filter the list of templates to display only templates of a certain type.

• Preview a template with its merge fields populated.

• Print a template directly to a local printer.

• Send a template to EasyPost.

Document Details Window

Complete the following fields (as appropriate) to create the document:

Document Categories

Use Categories to classify documents that are scanned, imported or created in EXACT.

Categories can be viewed, edited, created and deleted from the Document Details window, where they display in alphabetical order.

Simply drag and drop documents to arrange them in Categories.

Documents that are not specifically categorised are listed under "No Category".

You can create an unlimited number of categories.

To add a new Category from the Document Details window

Either

Click the Category button

...to display the View Contact Categories window, where you can Add, Edit and Delete categories:

- or -

Add new category button from the bottom of the Document Details window:

To add a new Category from the Create Template window

Previewing a Template with Fields Populated

1. Select the template in the Document Details screen.

2. By default, the template displays at right, showing merge fields in their coded (unpopulated) format:

    

3. Click the Preview button:

    

4. The template now displays as it will print, with the merge fields populated with a sample of actual values.

Creating an EasyPost Postcard Template

What you'll need

• An image to use as the postcard background / logo / point of interest, saved to a known location.

• An EasyPost blank postcard-sized template such as A4 (comes with the v11.3 and later software):

• Presentation Manager

To create an EasyPost Postcard

1. Select any patient.

2. Click the Create a Patient Document button

    

    

3. Click the +1 button in the Document Details screen to display the Create Template window.

    

   The Create Template screen displays, with default (locked) Standard Templates listed. You have to base any New template on a standard template, so it is essential to select a starting template.

   IMPORTANT: For EasyPost you must select an EasyPost template as these have the address labels set up for EasyPost. All standard EasyPost templates are listed with the EasyPost icon and name prefix:

    

    

4. In the Create Template window:

    

5. In the EXDOC window, with the blank template displayed for editing,

   1. Click on the blank page at the point where you want to add the image.

   2. Select the Images tab in the left pane:

       

   3. Click the Binoculars button at bottom right of that tab:

       

   4. In the Open window, browse for and select the image to add it to the postcard.

   5. Click on the page where you want the client addresses to be located, then click the Add EasyPost Support button at the top of the Merge Fields tab in the left pane:

       

   You will be prompted to confirm that you have added all required images to the template:

    

6. Click Yes to open the Add EasyPost Support screen:

    

7. Select the appropriate parameters for the address, including whether it is a letter or postcard, Colour, Double-sided, placement of the address, which patient address to send to, and the size and typeface of the font.

8. Click OK and you will see the read-only blue address block appear on the page.

9. Add any further relevant text to the page and format it as you require:

    

10. Select Options in the top of the left pane and click the Save and Close button:

11. Back in the Document Details screen, click Preview to see how the template appears with actual patient data rather than merge field placeholders:

Creating a Letter Template

Open the Document Details screen.

1. Click the Add button:

    

   The Create Template screen displays, with default (locked) Standard Templates listed. You have to base any New template on a standard template, so it is essential to select a starting template.

   IMPORTANT: For EasyPost you must select an EasyPost template as these have the address labels set up for EasyPost.

    

2. In the Create Template window:

    

   TIPS:
   
   - To quickly locate a known template: Select any template then type the starting-letter of the known template to immediately jump to the next template starting with that letter. Keep typing to cycle through all templates starting with that letter.
   
   - Select the Import Templates button to browse for and then import saved templates.

3. Click the Create and Edit template button:

   This opens the standard means of creating / editing templates from an MSWord RTF document.

    

   To change this template to a Non-EasyPost template (and remove the non-editable blue address block)

   Simply click the Remove EasyPost Support button at top left in the Merge Fields tab:

   (You will only see this if you have your Presentation Manager in PINNED mode)

    

   (You can also opt to Add Easypost Support to a non-EasyPost template)

   To select a Merge Field:

4. Save and close this template when completed. NOTE: You may need to close and re-open the Document Details window to see a preview of the updated template.

5. At any time you can re-open it for editing by double-clicking the template in the Document Details screen list.

Merge Fields in EXACT

EXACT makes available a set of standard merge fields in a floating Letter Merge Fields window:

This window will remain open until you click the

button in the top right-hand corner, or right-click the window and select 'Close'.

You can 'park' the window in a place on the screen where it is not in the way of your work, and resize it by dragging any of the borders with the mouse cursor.

These merge fields are like reusable placeholders that you insert in your letter templates.

When you create a letter from a particular template, EXACT populates the letter's merge fields from its database. You do not need to manually find and enter each piece of information for each individual letter or email message.

For example, instead of typing "Mr Peter Jones", you could have these merge fields in the letter template:

[patient.title] [patient.firstname] [patient.lastname]

When you create the letter/s for printing or emailing, EXACT extracts these fields from its database and automatically populates the letter content. One of the letters may be to a Mr Peter Jones, but you may well have specified a range of a few hundred patients, and with just a few clicks generated a custom letter for each of them.

Merge fields document formatting

Treat the merge fields as you would any other text in the document, using normal punctuation and formatting.

For example, insert single spaces between each merge field: [patient.title] [patient.firstname] [patient.lastname]

Or if you want just the patient's last name to be bold: [patient.title] [patient.firstname] [patient.lastname].

Who can access the merge fields?

The list of fields available can be viewed by someone with appropriate security, such as the Practice Administrator.

Where are the merge fields accessible?

Configure Menu > Practice Settings, then click the View Merge Fields button.

The

button is also accessible:

• When an existing letter template is edited, or a new letter template is created

• When an email template is created or edited.

Using Merge Fields in EXACT

To select merge fields from the floating Merge Fields popup window

Use standard Windows selection controls:

• To select one merge field, simply click it.

• To select a block of merge fields, select the first field you require, press SHIFT then click the last field you require.

• To select several non-adjacent fields, hold down the CTRL key then click each field you require with the mouse.

When the Letter Merge Fields window is no longer required, click

to close it.

To copy selected merge fields from the floating popup window into the template document

Copy fields from the Letter Merge Fields popup window into Word using the clipboard.

To filter the list of merge fields by group

EXACT has a long list of merge fields. For ease of use you can filter this list according to subset (group) by mens of a button at the bottom of the Letter Merge Fields window:

For example, these are just appointment related merge fields:

Using Date Merge Fields in documents

To use Date Merge Fields in documents

There are many date merge fields in EXACT such the current date, patient next appointment date, patient dentist recall date, etc.

Each date field can have ‘options’ applied to it to give you the desired formatting in your letters or emails.

Below are the possible date options:

You can use more than one date option in your letter to give you the desired result as shown below:

[general.date:OPT=DAYONLY,FULL] [general.date:OPT=MONTHONLY,FULL] [general.date:OPT=YEARONLY,FULL]

Note that if you are using Presentation Manager, the options above are not valid. You will instead be given the choice of some standard date format options, which you can customise as required in Word.

This will display as (e.g.) 29th July 2012

Adding EasyPost Support to a Non-EasyPost Template

Standard EasyPost templates are identifiable by Name and by the non-editable address field in the template:

To add Easypost Support to a non-EasyPost template

1. With the template open in RTF form, click the Add EasyPost Support button at top left, in the Merge Fields tab:

    

   You will be prompted to confirm that you have added all required images to the template:

    

2. Click Yes to open the Add EasyPost Support screen:

    

3. Select the appropriate parameters for the address, including whether it is a letter or postcard, Colour, Double-sided, placement of the address, which patient address to send to, and the size and typeface of the font.

4. Click OK.

5. Remove any address merge fields that were already in the template.

6. Select Options and click the Save and Close button:

    

7. Back in the Document Details screen, click Preview to see how the template appears with actual patient data rather than merge field placeholders:

    

    

8. To print your document from EXDOC-Pro, simply select the EasyPost button on the Options menu:

    

9. (Optional) Check that the EasyPost job was successfully sent by

   Viewing it in the Patient Contacts Tab:

   and

   Viewing it in the EasyPost Jobs:

Testing the New Letter Template

To test a letter template

1. Using a test patient, click the Create a Patient Document button

    

2. When the Document Details screen displays,

   • Select the Provider who will send the letter.

   • Type a Description for the letter.

   • Click Preview and ensure that it has inserted the appropriate information and that it reads correctly. If any changes are required, make a note of them.

To test a letter template by means of Presentation Manager (EasyPost applies)

(Requires Presentation Manager. Presentation Manager is a prerequisite for EasyPost, so this applies if you have EasyPost)

1. Using a test patient, click the Create a Patient Document button

    

2. When the Document Details screen displays,

   • Select the Provider that the letter will be from.

   • Type a Description for the letter.

   • Click Preview to display a preview on the right of the screen with merge fields populated.

   • Ensure that the letter has inserted the appropriate information and that it reads correctly. If any changes are required, make a note of them.

To check the Test Template's results

If information is missing or incorrect, check the following:

• Did the patient file you used for testing contain the missing information?
  For example, a birth date was required in the letter; was one present in the patient file?

• If the test document contains a space where the merge field data should have appeared, this is usually an indication the data is missing from the record.
  However, if instead the text of the merge field itself appears in the document, this indicates the merge field is invalid or incorrect.

• Check all your square brackets are present [ ]

• Check for a missing full stop [patient.lastname] between terms in the field.

• Did you remember to format the letter (e.g. spaces, line returns, fonts etc)?

• Sometimes, a merge field will not work correctly if copied into the document using “cut and paste”.
  Try typing the merge field in manually then repeat the test.

• If you are unable to correct a problem, contact the Support Desk for assistance.

EasyPost Tasks in Presentation Manager

Adding EasyPost Support in Presentation Manager

To use existing templates with EasyPost, you first need to add EasyPost support, which enables the inclusion of the uneditable EasyPost section in a template.

NOTE: When you add the EasyPost element, it could shift your document template layout, so ensure that you add any required graphics to the document template before you Add EasyPost Support.

To add EasyPost support in Presentation Manager

1. Launch the Document Details window from any one of three points:

   • Click the Create a Patient document button in the Patients screen:
     
     

      

   • Click the Create a Patient document button in the Patient File

   • Click the Create a Specialist Document in the Specialist file.

   The Document Details screen displays.

2. In the Document Details screen, 1) Click to select the template, 2) Click the Edit button and 3) You will see the message Presentation Manager Loading...

3. When Presentation Manager loads, click the Add EasyPost Support button:

    

1. Click OK to immediately see the EasyPost section added to the template:

    

2. If necessary, tweak your template layout.

3. Save by means of Options > Save and Close:

Creating a New Template in Presentation Manager for EasyPost

This example is a postcard, comprising these steps:

1. Start a document template without EasyPost Support.

2. Add text and graphics.

3. Add EasyPost support.

4. Tweak the layout.

5. Save.

6. Check.

To create a New template in Presentation Manager for EasyPost (Postcard example)

1. Select a layout in Presentation Manager, without EasyPost Support.

    

2. Add text and graphics to the template, still without adding EasyPost Support:

    

3. Once the text and graphics are added, click the Add EasyPost Support button

    

   to display the Add EasyPost Support screen:

    

1. Click OK.

   The shaded blue section appears in the template.

2. If necessary, tweak your template layout.

3. Save by means of Options > Save and Close:

    

Editing a Template in Presentation Manager

1. Launch the Document Details window from any one of three points:

   • Click the ‘Create a Patient Document’ button in the Patients screen:
     
     

     Click the Create a Patient document button in the Patient File

   • Click the Create a Specialist Document in the Specialist file.

   The Document Details screen displays.

2. In the Document Details screen, 1) Click to select the template, 2) Hover your mouse cursor over the template to see the Edit button then click it and 3) You will see the message Presentation Manager Loading...

   Presentation Manager opens the template that you selected to edit:

    

   The blue-shaded EasyPost section is uneditable (you cannot change it or move it).

3. If you are going to make small changes to the template text only, simply edit the template and save.

4. If you are going to make big changes to the template that include graphics,

   • Click the button to Remove EasyPost Support. You will see the shaded blue section disappear.

   • Edit the template as required.

   • Click the button to Add EasyPost Support. You will see the blue shaded section added to the template.

   • If necessary, tweak your template layout.

   • Save by means of Options > Save and Close:

      

Configuring

Add the Easypost Icon to your Workspace Bar

Having the Jobs icon instantly available will help you to monitor the EasyPost jobs.

The icon must be added to the workspace bar per user.

To add the EasyPost Jobs icon to the workspace bar

Configure Easypost with Recall Automation

Automated recalls by means of EasyPost is one of the most powerful utilities available in the EXACT toolset. With this strategy you use EasyPost letters as the contact medium with patients.

NOTE: Practices without Recall Automation can still output Recall Letters/Postcards via EasyPost by simply clicking the EasyPost Button.

To set up EasyPost with Recall Automation

1. Select Administration > Manage Recalls.

2. Click the Configure Recalls button:

    

    

   The Recall Parameters Screen displays:

    

3. Click the Automation button and set up the automatic sending of recalls as described in Automating Recalls.

4. To utilise Recall Automation, the practice must have the Run Recalls Automatically checkbox checked / ticked.

    

   (If this checkbox is not checked, users need to manually click the Run Recalls button in the Manage Recalls screen)

    

5. With Run Recalls Automatically checked / ticked, you can setup contact methods for the various periods where Recalls are due. Contact methods can now be setup as SMS, Email and EasyPost.

6. To set contact methods for each recall period, simply click the Add Contact Methods hyperlink:

    

   You will be presented with the following screen, where you can choose the order of contact methods, and Edit the EasyPost selection to select the templates:

    

7. Once Recall Automation is enabled, and contact methods for the past/present and future are set, the EasyPost letters will be outputted automatically each day at a set time.

Configure Automated Appointment Reminders by EasyPost

(Requires functional EasyPost. Without EasyPost you will not see this screen.)

From release 11.3 SP6 template documents can be sent to patients via EasyPost as automated appointment reminders.
These include any forms that a patient is required to complete (such as Medical History), information on scheduled treatment procedures, special offers, or any other print material that the practice deems appropriate.

The reminder can be scheduled in weeks before the appointment, and select patients can optionally be targetted by means of query templates..

To configure automated EasyPost Appointment Reminders

(This is part of the Configuring Automatic Appointment Reminders Wizard)

Configure Automated Appointment Follow-ups by EasyPost

From version 11.3 SP6 EXACT can automatically follow-up patient appointments with SMS messages and request patient keyword responses. This is typically used in surveys of patient appointments (see Automatic Appointment Follow-ups).

To create automated first follow-ups to a patient appointment

1. Access the configuration wizard from Configure > Automatic Appointment Follow-ups.

    

   The Automatic Appointment Follow-ups Wizard displays:

    

2. Select Next> to display the next wizard page:

    

   In this screen you can create up to three follow-ups, which can flexibly vary according to Type, sending interval after the appointment, the template that EXACT will send, and the target patients (whom you can specify by Query Template, according to parameters such as type of treatment or payor).

   EXACT will only send one follow-up message per day, even if three are configured. This caters to a situation where the patient has both a Dentist and Hygienist appointment but receives a single follow-up rather than duplicate follow-ups.

   Note that when you 1) create an SMS follow-up and 2) assign an appropriate template, the Keyword settings button is activated, and you can opt to select this in order to Configure EXACT's second follow-up.

   Example:

   • One hour after after patients have had a tooth extracted, EXACT can initiate an EasyPost after care brochure on tooth extraction, to reach them within an estimated 2 - 3 days, and

   • Two days after patients have had a tooth extracted, EXACT can send them a courtesy SMS with brief instructions for care, and

   • Three days after patients have had a tooth extracted, and once they have likely received the courtesy SMS and the After Care EasyPost brochure, EXACT can send them an SMS survey requesting keyword-feedback on the quality of their appointment.

   Sample courtesy SMS:

   Sample survey SMS: