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This guide provides an overview on how to set up your word document temp= late for the Medical-Objects Word Plug-in. For more advanced templates= or design assistance, please contact Medical-Objects for support on (07) 5= 456 6000.
When creating your templates in Medical-Objects Word Plug-in, there are = a few guidelines to follow in order to make sure the letter is able to be r= ecognised by the receiving practice management software (PMS). The receivin= g practice management software will often only import free text format succ= essfully, therefore we have provided a guide to help with the design of you= r templates.
When you have finished designing y= our template and saved it, fill out the template for a test patient and sav= e a separate copy as .rtf format if this is available to you. Open the docu= ment with WordPad which comes by default with Microsoft Windows. If parts of your message h= ave gone missing when you open them in WordPad then it's likely the recipie= nt of your message will have the same problems and you need to rework your = template. Features such as drop downs in Microsoft Word will not display in= basic viewers that most receiving systems use.
Do not use Headers and Footers or floating text boxes.
Do not use images, business logos or icons in your letter.
Keep any tables simple. Do not place tables within tables as this will lik=
ely have an adverse effect
Do not use watermarks as they will cause issues sending, and display incor=
rectly inside practice software.
There is a high chance that these objects will not be recognised by the re=
ceiving Practice Management System (PMS).
The following template shows the various techniques used to display your= letters. Each technique used in the following screen shots will be numbere= d from 1 to 6.
This will be shown in Template design in Microsoft =
Word.
Note:
The providers name and number must be displ= ayed in order for the Word Plug-in to detect it. If there is more than one = provider, Word Plug-in will use the first number detected that is stored in= the routing for the practice; therefore if your practice has more than one= provider you may need to select the correct doctor from the drop down box = in the Report Details screen or list a single provider in the template lett= er head.
Warning:
If 6 underscores in a row are detected, the= n the content above this is considered a letter head and not included in th= e the HL7 that is generated from the RTF.
The template must contain Re:[Patient Name] and
Warning!
The words 'Patient details' (case insensitive) tell the program where to= start looking for the keywords Re: (Or the other keywords below). If you h= ave 'Patient details' in the body of the report after the Re: (Or the other= keywords below) then the patient details will most likely operate incorrec= tly.
The following case sensitive words or parts of words will also trigger t= he import of patient details:
Name
REPORT
Patient
MEDICAL ASSESSMENT
If these values are found in the document before the RE: then the patient =
detail import will most likely operate incorrectly.
Note:
If you use tabs, tab stops should be used; the standard tab method will = not hold formatting after the transmission into the receiving PMS.
Tab Stops can be set on the Microsoft Word ruler.
Once you have selected Send in Word Plug-in the Report Details screen wi= ll be displayed.
This section will now explain how the layout of your template can reduce t=
he time required to send letters.
Patient Details: You will notice the patient details ha= ve been inserted into the report details screen automatically.
If the Patient name follows the identifier RE: the repo=
rt details screen will automatically insert the details in to the report fo=
r you.
If the Patient date of birth follows the DOB: the report =
details screen this will also will automatically insert the details in to t=
he report for you.
The address details will also be added to the report if they are placed in=
the next text line following RE: and DOB:
Addressing Details: The provider you are sending to wil= l be displayed in the A=CC=B2ddressed To box, if you place= their details correctly with provider number as shown in the design stage = of the template. If any other providers listed after the initial receiving = provider they will be added in the Co=CC=B2pies To box.
F=CC=B2rom: The report details screen has automatic=
ally selected the sending provider that was displayed in the template desig=
n section. If there is more than one provider at the practice this may not =
display correctly so you can use the drop down box to display the correct s=
ending doctor. You can also set a default provider for this field. See
Template Result displayed in Medical Director 3.7
The letter template that we previously created holds its formatting. The t=
able is also visible in this software.