Selecting Specific GP's for Mail Merge

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Is there a way to send a mail merge letter to only certain referrers?
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Mark Heard

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Posted 3 years ago

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Timothy, Business Care Manager

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Hi Mark. There are several ways you can filter your list of GPs/referrers in Front Desk to complete a mail merge. 

Option 1: Using the Patient Referrals Report to Complete a Mail Merge

If you are using the Patient Referrals report, you can use the available filters to narrow down the list of referrers you need to contact and then select the Mail Merge option.

  • The filters in RED refer to information stored on the Notes tab of the patient file
  • The filter in BLUE refers to information stored in the Billing Details tab of the patient file
  • The filter in GREEN refers to information stored on the Additional tab of the patient file

Option 2: Exporting Referrers to Excel to Edit and Complete Mail Merge

Alternatively, if the filters above are not suitable or if you are using the GP/Medical Referrers List, you can use the Export button to export the list from Front Desk to Excel to narrow down your selection. 

When you have finished editing the list in Excel you will need to save the file to a directory.

You can then complete the Mail Merge in the Front Desk Word Processor or in Microsoft Word as below:

If using the Front Desk Word Processor:

From the System menu, select Front Desk Word Processor.

Select View > Mail Merge Toolbar:

Below the text formatting tools, you will now see a grid icon as below. Use this icon to browse for the edited list of referrers that you saved earlier.

This will load the list of referrers and the available letter tags into Front Desk. The letter tags available can be viewed on the right-hand side of the screen:

Double-clicking on these tags will add them to your letter template and will appear in your letter as below:

At this point you can compose the complete your letter, adding the letter tags where appropriate. 

When you have finished composing your letter, you can choose to Merge to New Document to save the completed merge for editing later, or select Merge to Printer to print the letters. 

If using Microsoft Word:

Create a new document in Word and on the Mailings tab select Start Mail Merge > Step-by-Step Mail Merge Wizard...

We will then start walking through the wizard that appears on the right-hand side of the screen. 

On Step 1 select Letters:

On Step 2, you can choose to proceed using the current blank document or you can choose to use an existing Word template/document:

On Step 3, select Use an existing list and then Browse for the list you edited and saved earlier:

On Step 4 you can start composing your Letter. You can also use the Insert Merge Field menu at the top of Word to insert your desired letter tags:

When you have finished composing your letter you can move to Step 5 to preview the merge.

On Step 6, you can decide to Print the letters or Edit individual letters to save the completed merge as a new document for editing at a later time.

We hope this helps!
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Simone Tenae Thomas

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Do these merge tags work in emails or SMS'?