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Merging Dentrix Enterprise letters

You can create letters by merging information in Dentrix Enterprise with Microsoft Word® documents.

To merge a Dentrix Enterprise letter

1.   Open Microsoft Word, and minimize the program so that is shows on the Windows taskbar.

2.   In the Office Manager, click Letters on the menu bar.

The Letters window appears.

3.   The letters are arranged in seven categories. Click the category button for the letter type you want to create, set up any options, and then merge the data into a letter.

·        Birthday - The Birthday Letters dialog box appears. You can produce birthday letter for patients with a birth date in a specified range. Click the Birth Date Range search button to open the Select Birthdate Range dialog box , type the Beginning and Ending Month and/or Day, and/or Year of birth dates you want to include, and then click OK.

·        Continuing Care - The Continuing Care Letters dialog box appears. You can produce continuing care (recall) notices to patients within a recall date range. Type the Beginning and Ending dates in the range. Any of the fields can be left blank to make the search less specific or to create an open-ended range.

·        Referral - The Referral Letters dialog box appears. You can produce a referral letter to send to anyone who has referred or to whom you are referring patients. Click the Last Referral Date Range search button to open the Select Last Referral Date dialog box, type the Beginning Date and Ending Date to include patients whose first visit dates fall within the specified date range, and then click OK.

·        Collection - The Collection letters dialog box appears. You can produce collection notices for patients within a last payment date range. Click the Last Payment Date Range search button to open the Select Last Referral Date dialog box, type the Beginning Date and Ending Date to include patients according to the last payment dates that fall within the specified date range, and then click OK.

·        Inactive Patient - The Inactive Letters dialog box appears. You can produce notices for patients within a last visit date range. Click the Last Visit Date Range search button to open the Select Last Referral Date dialog box, type the Beginning Date and Ending Date to include patients whose last visit dates fall within the specified date range, and then click OK.

·        Welcome - The Welcome Letters dialog box appears. You can produce "Welcome to the Practice" letters to patients within a first visit date range. Click the First Visit Date Range search button to open the Select Last Referral Date dialog box, type the Beginning Date and Ending Date to include patients whose first visit dates fall within the specified date range, and then click OK.

·        Misc - The Misc. Letters dialog box appears. You can produce a custom letter to send to specific patients in your database. Many of the custom letters you create will probably be put in this category.

4.   With a letter selected, click Create/Merge.

The Create/Merge Options dialog box appears.

5.   Click Create Data File and Merge Letters.

The Create Data File ONLY and Merge Letters using existing data file options are explained in detail in the Office Manager topic about the other create and merge options.

6.   If you want an entry to be added to each patient's Office Journal, indicating that a letter was sent to the patient, select Add to Journal. (This option is not available if Create Data File ONLY is selected.)

7.   Make sure you do not have any documents open in Microsoft Word before you start the merge, and then click OK to begin the merge.

Your computer will maximize Microsoft Word and merge the letter with the data you requested. If Microsoft Word is not displayed as a button on the Windows taskbar when the merge begins, Dentrix Enterprise will automatically open it.

Tip: If the word processing program does not open, but remains a flashing button on the Windows taskbar, there is an error condition in the merge data file and/or letter template. Double-click the flashing button to maximize/restore Word. Messages will appear, describing the problem. If the errors are too significant to remedy in the word processor, close the document, fix the problem, and restart the letter merge.

As a letter is merged, an Abort Query progress indicator is displayed with a count of the number of records read and selected. You can click Abort if you want to terminate the letter merge.

Although Dentrix Enterprise controls what information is passed to Microsoft Word, it no longer has control of the data file or letter template once the merge starts and opens Microsoft Word. Any problems that occur while in Microsoft Word must be corrected in Microsoft Word.

When the merge is finished, the newly merged document is displayed.

8.   In Microsoft Word, from the File menu, click Print.

The Print dialog box appears.

9.   Make any necessary changes to the print settings, and then click OK to send the letters to the selected printer.

10. Close Microsoft Word.

A message appears and asks if you want to save the changes.

11. Click No (if you click Yes, the patients' names will be permanently saved in the letter template, rendering the template unusable).

To save a permanent copy of a letter, click Cancel, from the File menu, click Save As, change the document name, and then click OK.

It is not necessary to save each letter you create.