You can create a data file that contains patient information without merging that data with a document template. This allows you to create custom reports and letters. Only the patient records that match the criteria of all the filters are included in the data file.
You may want to create only a data file in the following situations:
To perform the merge later.
To review the matching records before performing the merge.
To view and sort the data in Microsoft Excel® or another spreadsheet program.
To merge labels or envelopes.
To create a data file
Access a letter category's patient report views (the name of the dialog box varies according to the category):
Birthday - The Birthday Letters dialog box appears. You can produce birthday letters for patients within a specified birth date range.
Do the following:
Click
the Birth Date Range search button
.
The Select Birthdate Range dialog box appears.
Do one of the following:
Enter the Beginning birth date (Month, Day, and/or Year) and/or the Ending birth date (Month, Day, and/or Year).
To clear all criteria from this filter, click Clear.
Click OK.
Continuing Care – The Continuing Care Letters dialog box appears. You can produce continuing care (recare) notices for patients within a specified date range.
Referral - The Referral Letters dialog box appears. You can produce letters for referrals within a specified last referral date range.
Do the following:
Click the Last
Referral Date Range search button .
The Select Last Referral Date Range dialog box appears.
Do one of the following:
Enter the Beginning Date (in a mm/dd/yy format) and/or the Ending Date (in a mm/dd/yy format).
To clear all criteria from this filter, click Clear.
Click OK.
Collection - The Collection letters dialog box appears. You can produce collection notices for patients within a specified last payment date range.
Do the following:
Click the Last
Payment Date Range search button .
The Select Last Payment Date Range dialog box appears.
Do one of the following:
Enter the Beginning Date (in a mm/dd/yy format) and/or the Ending Date (in a mm/dd/yy format).
To clear all criteria from this filter, click Clear.
Click OK.
Inactive Patient - The Inactive Letters dialog box appears. You can produce notices for patients within a specified last visit date range.
Do the following:
Click the Last
Visit Date Range search button .
The Select Last Visit Date Range dialog box appears.
Do one of the following:
Enter the Beginning Date (in a mm/dd/yy format) and/or the Ending Date (in a mm/dd/yy format).
To clear all criteria from this filter, click Clear.
Click OK.
Welcome - The Welcome Letters dialog box appears. You can produce welcome letters for patients within a specified first visit date range.
Do one of the following:
Click the First
Visit Date Range search button .
The Select First Visit Date Range dialog box appears.
Do one of the following:
Enter the Beginning Date (in a mm/dd/yy format) and/or the Ending Date (in a mm/dd/yy format).
To clear all criteria from this filter, click Clear.
Click OK.
Misc – The Misc. Letters dialog box appears. You can produce a custom letters.
In the Select Letter list, select a patient report view.
Click Create/Merge.
The Create/Merge Options dialog box appears.
Select the Create Data File ONLY option.
Click OK.
If a message appears, stating that creating a data file for a large number of patients may take a while, click Yes to continue.
The data file creation begins.
Note: During the creation of the data file, an Abort Query progress indicator appears with a count of the number of records read and selected. If you want to stop the creation of the data file, click Abort.