View Mail Merge Documents

Use the View mail merge action to see a mail merge document on your screen, where you can review and edit it before you print it, email it, or capture it to the correspondence history. In addition, you must use the View merge action to electronically sign documents with your e-Pad device.

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 - Select the View merge action.
Envelope Option - If the selected document has a corresponding envelope, and you enable the Envelope option, the merge will generate the envelope as a separate page at the beginning of your document. (See "Mail Merge Envelopes" for details.)
Printer Selection - You may ignore the printer selection at this time. If you choose to print the merged document from the Viewing window, you will choose the printer to use from within your word processor.
Initiate Merge Process - Click Ok to initiate the merge process and open the output in your word processor where you can view and edit it. If you have merged multiple documents, each will appear in a separate word processing window.
View & Work with Merged Output - With the merged document on your screen, you can edit the text, print the document, capture the output to the appropriate correspondence history, send it via email, or send it to the print later queue.

Edit Text - You can review and edit the text as needed. Any changes you make are specific to this merged output, and will not affect the original document template.

Electronic Signature - While viewing a mail merge document that has an e-Pad signature field, open the Add-Ins menu, if available, and click Sign. Or double-click the signature field itself. Then use your e-Pad device to sign the letter.See "Mail Merge Tool: Electronic Signature" for details about setting up the signature code.

Print - Press Ctrl+P on your keyboard (or use your word processing toolbar) to print the document, including any editing changes you have made, and permanently add it to the appropriate correspondence history. If your merge generated multiple documents, you will need to print each separately. (See "Print Mail Merge Documents" for details about printing merge documents without first viewing them.)

Email - Open the Add-Ins menu, if available, and click Email Document. Then type a subject for the message and click Ok to continue. The document, including any editing changes you have made, is sent to the appropriate recipient and permanently added to the appropriate correspondence history (See "Email Merge Letters" for details about setting up your system for emailing merge documents.)

Capture to Correspondence History - Open the Add-Ins menu, if available, and click Capture Document to add the document, including any editing changes you have made, to the appropriate correspondence history. (If you do not need to view and edit the document first, you can capture documents from your mail merge queue. See "Print Later Queue" for details.)

Send to Print Later Queue - Open the Add-Ins menu, if available, and click Send to PLQ to add the document, including any editing changes you have made, to the Print Later Queue. (See "Print Later Queue" for details.)
Exit & Save - Click the X in the upper right corner of the document to exit your word processor. If you made changes to the merged output, you have the opportunity to save the document as you exit. If you have not made any changes, you will need to use the Word save feature to save a copy of the merged document. Be sure you use an original document name, and remember where it is located. Note that saving the document in this manner does not add it to any correspondence histories.