Print Mail Merge Documents

Use the Print mail merge action to send merge documents to a printer, as well as the appropriate correspondence histories. You may choose to generate an envelope along with the document to facilitate mailing.

Electronic Signatures - Documents that need to be signed with an e-Pad device must use the View mail merge action, not the Print action. Once the document is signed, you can print it from the View mode. See "View Mail Merge Documents" for details.

Use This Feature

Initiate Mail Merge - You can open this feature in multiple ways: Use the method that's most convenient for you.

ViewPoint Main Menu - Daily Activities > Print Letters.

ViewPoint toolbar - Letter.

ViewPoint shortcut menu - Forms > Letter. (Or, press Alt+O on your keyboard to open the Forms options.)

Choose Document to Merge - Select the document to merge, then click Merge at the bottom of the window, or double-click the document name. You can merge any document that is preceded by a green or yellow icon. (Documents preceded by other colors are not ready to merge. See "Letter Library" for details.) You can use the scroll bar to view additional letters in your list, or simply begin typing the document name.
Choose Recipient(s) - Choose whether to merge the document for all records, a subgroup of records, or a single record. The choices you have for selecting recipients depend on the "type" of document you chose to merge. (See "Letter Library" for details about assigning the document "type".)

All - Select this option to generate one copy of the document for each record in your database, according to the type of document selected. For example, if you selected to merge a Patient document, All will merge a copy of the document for each patient. Or, if you select a Responsible Party or Contract document, the document will be merged for each responsible party record or contract, which means patients with multiple responsible parties or contracts will receive multiple documents. Similarly, if you select a Dentist, Referrer, or Insurance document, the document will be merged for each corresponding active record in your database.

Subgroup - Select this option, then choose the subgroup to send the document to. (See "Create & Manage Subgroups" for details about selecting a subgroup.)

Single record - (Not available for Dentist, Referrer or Insurance document types.) Select this option to generate the document for an individual. 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.. The document "type" determines whether you will be searching for a patient, responsible party, or other party

In addition, if the patient folder was open to a specific responsible party or contract page, and you merge a document with the Responsible Party or Contract document type property, the active party will be the default.

Choose Merge Action - Choose the Print merge action.
Include / Omit Letters & Envelopes - Enable the Letters option to print the body of the document; enable the Envelopes option to print the corresponding envelope (if available). Note that you can choose to print only the letter, only the envelope, or both as needed. However, each portion that you select will be sent to the same printer. (See "Mail Merge Envelopes" for details.)
Choose Printer - You can print your merged document to any printer available to your workstation. You may optionally enable the Save as Default Printer option to set this printer as the default for this document.
Finish - Click Ok to complete the merge immediately. The document(s) will be sent to the printer that you have selected, and permanently added to the appropriate correspondence history.

More Information

Correspondence History Records - Once processed, your mail merge documents are automatically added to the appropriate correspondence history, in .PDF format. Depending on the document selection type, it may be recorded in multiple correspondence histories, such as both the dentist and patient histories.(See "Letter Library" for details.)

View Then Print Option - You can also print a merged document after first Viewing it. See "View Mail Merge Documents" for details. However, the document will not be saved in the appropriate correspondence history unless you first Capture it from the viewing window, then print it.