The Correspondence History (called the Document Archive in your HR Manager) keeps a record of mail merge documents, email messages, and other correspondence you send to your patients, responsible parties, office contacts, professionals, and employees. Documents and forms, including payment receipts and insurance forms, that you generate from ViewPoint are added to the appropriate correspondence history automatically. In addition, you can capture and scan additional items into correspondence histories as needed.
Patient Correspondence History The patient correspondence history includes all mail merge documents and ViewPoint forms (such as payment receipts) you have generated for the patient and any associated responsible parties, as well as additional documents you have captured or scanned directly into the history. Certain mail merge documents generated for dentists and other professionals associated with the patient may be included as well. (See "Letter Library" for details.)
Open Patient Correspondence History You can open the patient correspondence history from either the ViewPoint toolbar or the ViewPoint shortcut menu. If a patient record is already active, that patient's information will be loaded automatically. Otherwise, you use Fast Find (either typing information or swiping a registered reward card) to search for the patient to work with.
ViewPoint Toolbar - Click the Correspondence History icon.
ViewPoint Shortcut Menu - View > Correspondence History. (Or, press Alt+V on your keyboard to open the View menu options.)
Use Patient Correspondence History You can open and view correspondence history items, scan and capture new items into the history, and inactivate items that you no longer need to see regularly.
Show All / Show Active - Enable the Show All option at the bottom of the window to include items that have been flagged Inactive in the correspondence history. If the Show All option is disabled, only active items will appear in the list.
Inactive / Active - Click the Inactive column at the far right side of the frame to toggle the active / inactive status of that item.
Sort Data - Click a column heading to sort the data by that column. Click the same column heading to reverse the sort order.
Adjust Columns You can adjust both the width and location of the columns in the window. All columns return to the defaults when you exit and re-enter.
Adjust Column Width - Click the bar between two columns to reallocate the column space. Be aware that it is possible to adjust a column to be so narrow that you no longer see it.
Change Column Order - Click a column heading and drag it to a new location within the window. Other columns adjust accordingly.
View a Document - Click View to open the document for viewing and printing. You must have an appropriate viewing / editing tool, such as Adobe Acrobat, installed to be able to open files. In addition, document restrictions, described below, may prevent you from opening certain documents.
Document Restrictions Document restrictions control who can open an item in the correspondence history.
View Restricted Document - If
the Restricted column, at the far right edge of the window, is flagged as Yes,
only users assigned to a security
group
with Full Access
to the Miscellaneous> Restricted
Correspondence rights can view the document. If the Restricted column is No, anyone can view the document. (See "Set Up Security Access" for details.)
Add / Remove Restriction - To change the restriction status of a document, right-click the document and select the Restriction option. You can change document restriction status only if your security group allows Full Access to the Miscellaneous >
Manage Restricted Correspondence rights. (See "Set Up Security Access" for details.)
Capture Documents - As you print a non-merge document, report, or other printable item, you can use the Capture tool to save a copy of that document in the correspondence history. See "Capture Documents" for details.
Print Correspondence History List - Click Print at the bottom of the window to generate a list of all the items in the correspondence history.
View Correspondence From Treatment ChartClick the
icon on the Treatment Chart toolbar to include / exclude correspondence history items within your list of treatment chart records. The items are displayed chronologically, and appear in italics with a gray background to make them easier to distinguish from treatment chart records. You can right-click a document name and select the Display option to open that document.See "View Treatment Chart" for details.
Exit - Click Close at the bottom of the window, or click the X at the upper-right corner, to exit the correspondence history.
Dentist / Professional / Insurance Company / Office Contacts Correspondence HistoryThe dentist, professional, insurance company, and office contacts correspondence histories all include the documents you have captured or scanned directly into the history, as well as mail merge documents you have generated for this party with a document type property that matches the dentist / professional / insurance type (mail merge documents are not applicable to office contacts). In addition, mail merge letters with both the document type of patient, and an email to property that matches the dentist / professional type will be included in both the patient's and dentist's / professional's correspondence history. (See "Letter Library" for details.)
Use Correspondence History You can open and view correspondence history items, scan and capture new items into the history, and inactivate items that you no longer need to see regularly.
Show All / Show Active - Enable the Show All option at the bottom of the window to include items that have been flagged Inactive in the correspondence history. If the Show All option is disabled, only active items will appear in the list.
Inactive / Active - Click the Inactive column at the far right side of the frame to toggle the active / inactive status of that item.
Sort Data - Click a column heading to sort the data by that column. Click the same column heading to reverse the sort order.
Adjust Columns You can adjust both the width and location of the columns in the window. All columns return to the defaults when you exit and re-enter.
Adjust Column Width - Click the bar between two columns to reallocate the column space. Be aware that it is possible to adjust a column to be so narrow that you no longer see it.
Change Column Order - Click a column heading and drag it to a new location within the window. Other columns adjust accordingly.
View a Document - Click View to open the document for viewing and printing. You must have an appropriate viewing / editing tool, such as Adobe Acrobat, installed to be able to open files. In addition, document restrictions, described below, may prevent you from opening certain documents.
Document Restrictions Document restrictions control who can open an item in the correspondence history.
View Restricted Document - If
the Restricted column, at the far right edge of the window, is flagged as Yes,
only users assigned to a security
group
with Full Access
to the Miscellaneous> Restricted
Correspondence rights can view the document. If the Restricted column is No, anyone can view the document. (See "Set Up Security Access" for details.)
Add / Remove Restriction - To change the restriction status of a document, right-click the document and select the Restriction option. You can change document restriction status only if your security group allows Full Access to the Miscellaneous >
Manage Restricted Correspondence rights. (See "Set Up Security Access" for details.)
Capture Documents - As you print a non-merge document, report, or other printable item, you can use the Capture tool to save a copy of that document in the correspondence history. See "Capture Documents" for details.
Exit - Click Close at the bottom of the window, or click the X at the upper-right corner, to exit the correspondence history.
VP Document You can use VP Document to keep track of documents, images, and other files that relate to your entire practice, such as office newsletters and facility policies. You can captured and scan files directly into this history.
Open VP Document You can open VP Document from the ViewPoint main menu, the ViewPoint toolbar, the ViewPoint shortcut menu, or the HR Manager ribbon bar.
ViewPoint Main Menu - Daily Activities > VP Document.
ViewPoint Toolbar - Click the VP Document icon.
ViewPoint Shortcut Menu - Add-In > VP Document. (Or, press Alt+D on your keyboard to open the Add-In menu options.)
HR Manager Ribbon Bar - Add In section > VP Document.
Use VP Document You can open and view correspondence history items, scan and capture new items into the history, and inactivate items that you no longer need to see regularly.
Show All / Show Active - Enable the Show All option at the bottom of the window to include items that have been flagged Inactive in the correspondence history. If the Show All option is disabled, only active items will appear in the list.
Inactive / Active - Click the Inactive column at the far right side of the frame to toggle the active / inactive status of that item.
Sort Data - Click a column heading to sort the data by that column. Click the same column heading to reverse the sort order.
Adjust Columns You can adjust both the width and location of the columns in the window. All columns return to the defaults when you exit and re-enter.
Adjust Column Width - Click the bar between two columns to reallocate the column space. Be aware that it is possible to adjust a column to be so narrow that you no longer see it.
Change Column Order - Click a column heading and drag it to a new location within the window. Other columns adjust accordingly.
View a Document - Click View to open the document for viewing and printing. You must have an appropriate viewing / editing tool, such as Adobe Acrobat, installed to be able to open files. In addition, document restrictions, described below, may prevent you from opening certain documents.
Document Restrictions Document restrictions control who can open an item in the correspondence history.
View Restricted Document - If
the Restricted column, at the far right edge of the window, is flagged as Yes,
only users assigned to a security
group
with Full Access
to the Miscellaneous> Restricted
Correspondence rights can view the document. If the Restricted column is No, anyone can view the document. (See "Set Up Security Access" for details.)
Add / Remove Restriction - To change the restriction status of a document, right-click the document and select the Restriction option. You can change document restriction status only if your security group allows Full Access to the Miscellaneous >
Manage Restricted Correspondence rights. (See "Set Up Security Access" for details.)
Capture Documents - As you print a non-merge document, report, or other printable item, you can use the Capture tool to save a copy of that document in the correspondence history. See "Capture Documents" for details.
Exit - Click Close at the bottom of the window, or click the X at the upper-right corner, to exit the correspondence history.
Employee Document Archive (Requires the HR Manager module.) The employee correspondence history, located in the HR Manager module, includes all mail merge documents you have generated for the employee, as well as additional documents you have captured or scanned directly into the record.
Use Document Archive You can open and view correspondence history items, scan and capture new items into the history, and inactivate items that you no longer need to see regularly.
Show All / Show Active - Enable the Show All option at the bottom of the window to include items that have been flagged Inactive in the correspondence history. If the Show All option is disabled, only active items will appear in the list.
Inactive / Active - Click the Inactive column at the far right side of the frame to toggle the active / inactive status of that item.
Sort Data - Click a column heading to sort the data by that column. Click the same column heading to reverse the sort order.
Adjust Columns You can adjust both the width and location of the columns in the window. All columns return to the defaults when you exit and re-enter.
Adjust Column Width - Click the bar between two columns to reallocate the column space. Be aware that it is possible to adjust a column to be so narrow that you no longer see it.
Change Column Order - Click a column heading and drag it to a new location within the window. Other columns adjust accordingly.
View a Document - Click View to open the document for viewing and printing. You must have an appropriate viewing / editing tool, such as Adobe Acrobat, installed to be able to open files. In addition, document restrictions, described below, may prevent you from opening certain documents.
More Information
Mail Merge Documents - Processed mail merge documents are automatically added to the appropriate correspondence history, in .PDF format, as they are completed. Depending on the document's type and email to properties, it may be recorded in multiple correspondence histories, such as both the dentist and patient histories. (See "Letter Library" for details.)
The patient correspondence history includes all mail merge documents and 
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Correspondence History icon.
icon on the Treatment Chart toolbar to include / exclude correspondence history items within your list of treatment chart records. The items are displayed chronologically, and appear in italics with a gray background to make them easier to distinguish from treatment chart records. You can right-click a document name and select the Display option to open that document.
VP Document icon.
