Vision 3

Word Processor User Guide

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Table of Editions and Contents Date

Version

Contents

Output

04/10/13

001

Updated merge fields to match Vision, added new Merge list images.

pdf

10/10/13

002

Updated copyright details, footers. Reformatted the index.

pdf

Contents WORD PROCESSOR

1

What's New DLM 450 (03.10.13) DLM 380 (03.10.11) DLM 290 (15.09.11)

1 1 1 1

Template Letters Set Up in Word Processor Set Up Template Letters in Word or Vision Editor

2 2

Example of Setting Up a Template

5

Merge Fields Practice Patient Recall Referral

9 9 10 12 14

Options for Repeats, Allergies, Histories and Problems Merge Fields

16

Conversion of Template Letters after Vision 3 Install HighEdit/Vision Editor Templates A Letter Template in Vision Editor What Happens to Existing Letters in HighEdit Format Converting HighEdit Templates Modifying an Existing Vision Editor Template Creating a new Vision Editor Template

18 18 18 18 18 19 19

Word Templates – if experiencing problems

20

Archiving of Clinical Correspondence Running the utility

21 21

Index

23

Vision 3 – Word Processor - 10/10/2013

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Word Processor

What's New DLM 450 (03.10.13) Within Vision+, the new QOF management and practice protocol tool introduced in DLM 450, you can also create letter templates for recalls and mail merges. These templates cannot be set up in the Word Processing module here and must be done from the Practice Reports module (in the Reporting menu of the Vision front screen).

DLM 380 (03.10.11) New Mail Merge Fields – Practice Fax number merge field and the following patient clinical merge fields are now available when creating a letter template: PATIENT_Mobile_No, PATIENT_NHS_Number_No_Spaces, PATIENT_LMP, PATIENT_EDD, PATIENT_Pregnant, PATIENT_Total_Cholesterol, PATIENT_HDL, PATIENT_LDL, PATIENT_Triglycerides, PATIENT_Height, PATIENT_Weight, PATIENT_BMI, PATIENT_BP, PATIENT_Smoking, PATIENT_Alcohol.

DLM 290 (15.09.11) You are now able to add UBRN (unique booking number for Choose and Book referrals) to a referral letter template in Utilities – Word Processor - see Merge Fields (page 9).

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Template Letters Set Up in Word Processor Templates or mail merge for letters in Word can be set up from the Vision Word Processor module. First select whether Word or Vision Editor is the default word processor (see Set Up Template Letters in Word or Vision Editor (page 2)). Next create the template letter, for example, for recalls or referrals. In Consultation Manager, you can attach an individual referral or recall letter to a patient record. When you merge a template letter with a group of patients in Patient Groups, you have the opportunity to view and edit the letter just before the letters are printed, when you can amend text or add and remove merge fields.

Set Up Template Letters in Word or Vision Editor 1. To select the type of word processor, select Options - Setup - Word Processor, select Vision Editor or Microsoft Word 6.0 (or above), then click OK. This can also be setup in Management Tools - Control Panel (see Control Panel help for further details).

Word Processor Setup

2. Select Utilities - Word Processor from the Vision front screen; or from the Modules menu (Alt-M, W). This displays the Select Template Type screen. This reminds you that if your practice has workstations running different versions of Word, we recommend that all templates are created in the earlier version, eg, if you have both Word 6 and Word 97, templates should be set up in Word 6. 2

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3. The Options button lets you select the fields to be merged if you choose merge fields for Repeats, Allergies, Medical History and Problems (see Options for Repeats, Allergies, Histories and Problems Merge Fields (page 16)). For instance, you can include or exclude records with certain priority numbers.

4. Select the template type from Practice, Patient, Recall and Referral, and click on OK. For example, if you want to set up a smear recall letter, click on Recall. The choice determines which merge fields are available for inclusion in the letter. Once you have chosen, say, Referral, you cannot then include Recall merge fields. To start another letter, save and close the first, and re-enter selecting the required template type. Practice - for a template including only practice name and address Merge Fields (page 9) for the letter heading (and no patient, referral or recall merge fields). Patient - for a template including practice and patient merge fields, but no referral or recall merge fields. Recall - for a template including practice, patient, and recall merge fields of Recall Date, Recall Reason and Recall Clinician. Referral - for a template including practice, patient and referral merge fields including the hospital department and consultant, Read term, date and so on. 5. Click on Create Template. 6. A document is opened. In Word this is called Document1 until you save it with a different filename. In Vision Editor, it is called VizDoc1 until saved. Click on File, Save As, or

.

Type in a filename and extension. Word documents have an extension of .doc, for example, smear1.doc for smear recalls. Vision Editor templates should have an extension of .txw. Select a directory. The convention is to save all template letters in p:\vision\data\wordproc\template. Click on OK. Remember to save the template at intervals while you are creating it, and especially when you have finished before exiting. Vision 3 – Word Processor

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Some hints: Merge Fields (page 9) from the patient's record in Vision can be placed within

the letter using the Insert Merge Field button (see below for more help with this). You need to have View - Toolbars - Mail Merge selected in the Word document for this icon to appear. Fonts are varied using Format – Fonts in Word, or Format – Character in Vision Editor. Positioning of lines can be varied. For instance, if you want to place lines such as the practice address on the right, highlight and select Format – Paragraph – Alignment – Right, or click on . For central alignment, click on

. To align to the left, click on

.

Remember to place a single space between merge fields, such as Patient Surname (space) Forename If you want to set up another template for either recalls or referrals, but with different wording: select the relevant template as in step 2 above, and at the blank new document screen, open the original template (eg, File- Open – referral doc/txw), block highlight the top section of the existing template with the practice heading, system date, patient's merge fields, the salutation (Dear...), and do Control-C to copy it to Windows clipboard. Using Windows, switch back to your new document and press Control-V to paste this in. You can then go on and type in the text of the letter. Save as you go!

7. Click on Insert Merge Field or

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.

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Example of Setting Up a Template The practice name and address: If you are using headed notepaper, you will not want to include this step. If not: Select the PRACTICE_Name. You can centre it if you like – with the cursor on that line, either

or Format – Paragraph – Alignment – Centre.

Press Enter for a new line to enter the practice address. To align it to the right margin, either click on

or Format – Paragraph – Alignment – Right.

Click on Insert Merge Field and select either PRACTICE_BlockAddress (which selects all practice address lines, including the postcode), or select the lines individually: the Practice House, press the space bar, click on Insert Merge Field, and select the Practice Road. Press Enter. Continue entering the practice address and phone numbers. Then press Enter a few times. These fields are all picked up from Control Panel - File Maintenance - Practice Details. The date of the letter: Insert Merge Field – SYSTEM_Date. This will insert under the address on the right. Press Enter two or three times. If you are typing a recall letter, the patient's name and address is next. If a referral letter, then the hospital (including consultant and department) is next. The patient's name and address: Click on the left justify button name and address.

before you enter the patients' merge fields for

Click on Insert Merge Field. Select PATIENT_Title, press the space bar. Click on Insert Merge Field. Select PATIENT_Forename1, press the space bar. Click on Insert Merge Field. Select PATIENT_Surname. Press Enter for a new line. In turn, click on Insert Merge Field and enter the patient's address in merge fields. Do not forget a postcode line. The Salutation: Press Enter to clear a couple of lines, then type the word Dear. Click on Insert Merge Field. Select in turn the patient title, space, patient surname. Press Enter two or three times.

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The text of your letter: Now type the text of your letter. You can include any merge fields that are available. For recall letters, you can use merge fields for fields from Recall-Add: the recall date, recall reason (the Read term entered in Recall-Add), recall clinician, recall GP's GMP code. An example of the order is: ******************************************************** (on right margin) PRACTICE_Name (on right margin) PRACTICE_BlockAddress (use the block address merge field for all address details, or add individual address merge fields eg PRACTICE_Road etc). (on

right margin) PRACTICE_Main_Comm_No

(on right margin) SYSTEM_Date Patient's Name (use a combination of patient merge fields, eg PATIENT_Title, PATIENT_Surname) PATIENT_Block Address Dear PATIENT_Title and PATIENT_Surname [The text of the recall letter] eg We see from our records it is time to invite you to attend for a RECALL_Reason on RECALL_Date by RECALL_Clinician. Could you kindly telephone the surgery to arrange a convenient appointment. Yours sincerely RECALL_Clinician ********************************************************** For referral letters, there is a much larger range of fields picked up from the Referral-Add screen: referral event date, referral clinician, referral Read term, consultant (and consultant title, forename, surname), department, provider (hospital), provider address, referral action date, referral urgency, organisation code, the patient's hospital number (which relates to the organisation code selected), NHS specialty, referring GP's GMP code. ********************************************************* (on right margin) PRACTICE_Name (on right margin) PRACTICE_BlockAddress (use the block address merge field for all address details, or add individual address merge fields eg PRACTICE_Road etc). (on right margin) PRACTICE_Main_Comm_No (on right margin) SYSTEM_Date

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Consultant (use REFERRAL_Consultant or add a combination of referral consultant merge fields eg REFERRAL_Consultant_Title, REFERRAL_Consultant_surname). REFERRAL_Department REFERRAL_Provider (Organisation eg Hospital) REFERRAL_BlockAddress (use the block address merge field for all address details, or add individual address merge fields eg REFERRAL_Road etc). Dear REFERRAL_Consultant_Title and REFERRAL_Consultant_ Surname Re: Patient's details (use as many as possible of the patient merge fields, blocked together) [The text of referral letter] eg Thank you for seeing this patient who has been complaining of and came to see me about this on . This referral is . On the following page I have listed the patient's history and therapy. Yours sincerely REFERRAL_Clinician REFERRAL_Referring_GP:_GMP_code (page break) Patient's History: REPEATS DRUG_ALLERGY MEDICAL_HISTORY PROBLEMS CURRENT_CONSULTATION ********************************************************** Both recall and referral templates also allow merge fields to include the patient's clinical data: Repeat therapy, medical history, allergies and problems. These fields can be selective and are determined in Options for Repeats, Allergies, Histories and Problems Merge Fields (page 16). End the letter with Yours sincerely, press Enter a few times then Insert Merge Fields – REFERRAL_Clinician or RECALL_Clinician. On Referral letters you could on the next line put the GP's GMP code (REFERRAL_Referring_GP:_GMP_code). If you are including the patient's history, you may prefer to put this after the Yours Sincerely, on the next page. Do Control-Enter to start a new page then Insert Merge Field – REPEATS, Insert Merge Field – MEDICAL_HISTORY and so on. Save - Click on Save and in the p:\vision\data\wordproc\template directory, save Word templates with an extension of .doc, or Vision Editor templates with an extension of .txw. Close the document with File – Close then File - Exit. You may see a message which says: (Filename) is a mail merge main document that is attached to a data Vision 3 – Word Processor

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source WORDEDIT.TXT that has not been saved. Do you want to save WORDEDIT.TXT? Yes / No. Answer Yes to this. You should now have the Vision Front menu on screen.

8

Word Processor

Merge Fields Practice If you choose Practice after accessing Word Processor, the merge fields listed below are available: SYSTEM_Date (will insert today's date when you create the mailmerged letter) PRACTICE_Name PRACTICE_House PRACTICE_Road PRACTICE_Locality PRACTICE_Town PRACTICE_County PRACTICE_Postcode PRACTICE_BlockAddress - Incorporates all the lines of the practice address: House name, Number and Road, Locality, Town, County, Postcode PRACTICE_Main_Comm_No (the practice's main phone number under Main Address in Practice Details - File Maintenance - Control Panel). PRACTICE_Fax_No

Practice Merge Fields

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Patient If you choose Patient after accessing Word Processor, the merge fields listed below are available, as well as those listed in Practice (page 9) above: PATIENT_Title (eg Mr, Mrs, Ms) PATIENT_Forename1 PATIENT_Forename2 (if entered in Registration) PATIENT_Surname PATIENT_Sex PATIENT_Date_of_Birth PATIENT_Current_NHS_Number (the patient's current NHS number) PATIENT_New_Format_NHS_Number (the new format NHS number; often the same as the Current NHS number)) PATIENT_Old_Format_NHS_Number (if entered on Registration) PATIENT_CHI_Number PATIENT_Registered_GP (the GP with which the patient is registered) PATIENT_Reg_GP_GMP_Code (the registered GP's GMP code, ie G + PPA code + final digit) PATIENT_Reg_GP_PPA_Code (six digit prescribing number) PATIENT_Usual_GP (the GP that the patient usually sees, may differ from registered GP; must be entered in Usual GP in Registration) PATIENT_Additional_ID (allocated to patients during data conversion to Vision or practice defined) PATIENT_Previous_Surname (if entered in Registration) PATIENT_NHS_Number_No_Spaces (the patient's NHS number without spaces) PATIENT_Age PATIENT_House PATIENT_Road PATIENT_Locality PATIENT_Town PATIENT_County PATIENT_Postcode PATIENT_BlockAddress - This incorporates all the lines of the practice address: House name, Number and Road, Locality, Town, County, Postcode PATIENT_Main_Comm_No (the phone number at the patient's main address, recorded with the type of contact - Telephone home) PATIENT_Alt_Comm_No (the patients work number, recorded with the type of contact - Telephone - business. NOTE - This must be added to the contacts for patient, on the Address tab in Registration.) PATIENT_Mobile_No PATIENT_Height - This merge field inserts the last height record PATIENT_Weight - This merge field inserts the last weight record. PATIENT_BMI - This merge field inserts the last BMI calculation - BMI Read codes are not included. PATIENT_BP - This merge field address the last blood pressure record into your template letter. 10

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PATIENT_Smoking - Use the merge field to insert the last smoking status record into the template letter. PATIENT_Alcohol - Use the merge field to insert the last alcohol record into the template letter. PATIENT_LMP -. The LMP must be entered into the LMP SDA for this to populate. PATIENT_EDD - The EDD must be entered in the EDD SDA for this to populate. PATIENT_Pregnant - This inserts a Y (Yes) when a Maternity Plan is added using the Maternity SDA. PATIENT_Total_Cholesterol - The last total cholesterol record is added from the Cholesterol SDA PATIENT_HDL - The last HDL record is added. PATIENT_LDL - The last LDL is added. PATIENT_Triglycerides - The last Triglyceride result is added.

Patient Merge Fields Vision 3 – Word Processor

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Recall If you choose Recall after accessing Word Processor, the merge fields listed below are available, as well as those listed in Practice (page 9) and Patient (page 9) above. Note that Repeats, Drug Allergy, Medical History and Problems are available as merge fields only if selected in Options for Repeats, Allergies, Histories and Problems merge fields (page 16): RECALL_Date RECALL_Reason (the Read description entered on the Recall-Add screen) RECALL_Clinician (the GP creating the recall) RECALL_Recalling_GP_GMP_Code (the GMP code (8 characters: G + PPA code + final digit) of the GP making the recall) RECALL_Reg_GP_GMP_Code (The GMP code of the registered GP with whom the recall patient is registered) REPEATS (the patient's repeat masters) DRUG_ALLERGY (the patient's drug allergies MEDICAL_HISTORY (the patient's medical history by priorities set up in Options for Repeats, Allergies, Histories and Problems merge fields (page 16): PROBLEMS (the patient's active problems) CURRENT_CONSULTATION (data in the current open consultation)

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Recall Merge Fields

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Referral If you choose Referral after accessing Word Processor, the merge fields listed below are available, as well as those listed in Practice (page 9) and Patient (page 9) above. Note that Repeats, Drug Allergy, Medical History and Problems are available as merge fields only if selected in Options for Repeats, Allergies, Histories and Problems merge fields (page 16): REFERRAL_Event_Date (the date on Referral Add) REFERRAL_Clinician (the GP making the referral) REFERRAL_Read_Term (the Read description on Referral Add) REFERRAL_Consultant (the consultation at the hospital or provider to which the referral is made) REFERRAL_Consultant_title REFERRAL_Consultant_forename REFERRAL_Consultant_surname REFERRAL_Department (the department at the provider, if entered in Organisations, File Maintenance) REFERRAL_Provider (the hospital or provider to which the referral is made) REFERRAL_House REFERRAL_Road REFERRAL_Locality REFERRAL_Town REFERRAL_County REFERRAL_Postcode REFERRAL_BlockAddress (the house, road, locality, town, county and postcode of the provider) REFERRAL_Action_Date (by default, this is 21 days from the event date on Referral Add) REFERRAL_Urgency (if selected on Referral Add) REFERRAL_Organisation_code (if entered in Organisations in File Maintenance in Control Panel) REFERRAL_Hospital_number (the patient's hospital number, entered in Registration - Identifiers) REFERRAL_NHS_speciality REFERRAL_Referring_GP_GMP_code (the GMP code (G + PPA code + final digit) of the referring GP) REFERRAL_Referring_GP_PPA_code (the PPA code of the referring GP) REFERRAL_Reg_GP_GMP_code (the GMP code of the patient's registered GP) REFERRAL_UBRN (the unique booking number used by Choose and Book referrals) REPEATS (the patient's repeat masters) DRUG_ALLERGY (the patient's drug allergies) MEDICAL_HISTORY (the patient's medical histories; the priorities displayed are selected globally in Options for Repeats, Allergies, Histories and Problems Merge Fields(page 16)) PROBLEMS (any active problems) CURRENT_CONSULTATION (data in the current open consultation for the patient) 14

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Referral Merge Fields

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Options for Repeats, Allergies, Histories and Problems Merge Fields When you go into Utilities - Word Processor from the Vision front screen, you will see an Options button on the front screen. These options determine which fields are picked up for the merge fields for Repeats, Allergies, Histories and Problems. Edit Workstation Settings – select this to set the options for this workstation, make your amendments then click on Save. Use practice settings for this workstation - select this to use the general practice settings. To edit these, click on Edit Practice Settings, then after amendment, click on Save. Load Defaults reverts back to the original default settings. Protect forms on creation - You have the option to decide whether to "protect" a document when creating a mailmerge from Referral Add in Consultation Manager. Protecting documents is a feature of Microsoft Word (see the Microsoft Word on-

screen help) and is governed by the "padlock" icon on the toolbar Tools - Protect/Unprotect.

or

If it is a protected form, you can tab around the form without disturbing the formatting. Protected forms are best used for forms with tick boxes. You may need to unprotect the form at the time of merging in order to type free text into free text fields. Whether Protect forms on creation is ticked or unticked determines whether the merged document, when opening, is protected or unprotected respectively. Once the document is open, you can protect or unprotect the document using the Tools menu or the padlock icon. Everyone works differently when doing mailmerge. If you have referral forms with both free text fields and tick boxes, one suggestion is to untick Protect forms on creation – NB you have to do this on each workstation - then restart Vision for it to be effective. When you mailmerge a referral letter, you complete first the unprotected free text fields. You then have two options: Either go to Tools – Protect, or the padlock icon, select Protect Document and tab to the tick boxes, completing them as relevant. Then Save and exit. Or leaving the document unprotected, double click within a tick box that you want to tick. This displays the Check Box Form Field Options. Change the Default value to Checked and click OK. That tick box will now be ticked. Repeat this for every tick box where you want to make an entry. Then Save and exit. Clinical information - Check the items in order to select them. Repeat Masters– The merge field lists the patient's repeat masters. If all checked, then included are the Date of last issue made, drug name form and strength, coded and free text dosage, quantity prescribed, and the clinician. Drug Allergy – The merge field lists the patient's allergy records. If all checked, then included are the date seen, Read term (eg H/O Drug Allergy), 16

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drug code for allergy, the optional Read term for Reaction (if used) and the clinician. Problems – The merge field lists the patient's active problems with date of event, and Read description. NB – If you want to omit the Currently Relevant problem which is picked up as an active problem, you would need to go into the patient's Problem list beforehand, right click on Currently Relevant and make it inactive. Medical History – The merge field lists the patient's Medical History. If all checked, then included are the Date of event, Read description, clinician and free text. Check or uncheck the boxes along the bottom of the screen for each priority in order to include or exclude it. Priorities 0 –9 can be selected. Note – If you scan letters into Medical History rather than correspondence, and if you have the Free text ticked as an option, then all the text from scanned letters will be included, word wrapped. To avoid this, there are two remedies: either untick free text so no Comments/free text is included; or untick the priority which you have given scanned correspondence so these are excluded (the Training Dept usually recommend Priority 7 for scanned letters).

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Conversion of Template Letters after Vision 3 Install High Edit template letters for referrals and recalls need to be actively converted to Vision Editor by you. Word templates should work automatically in Vision 3 without conversion, but you may experience some problems.

HighEdit/Vision Editor Templates You can choose Vision Editor as an alternative to Word for word processing letter templates, such as referrals and recalls, from the Vision front menu, Options – Setup- Word Processor. Vision Editor replaced HighEdit. Note you can also use the new Staff Maintenance Utility in File Maintenance to change the Word Processor options by workstation.

A Letter Template in Vision Editor Vision Editor has replaced HighEdit as an alternative Word Processor for Word. You can view existing letters as before, but you actively have to convert HighEdit templates to Vision Editor format and re-insert the merge fields.

What Happens to Existing Letters in HighEdit Format When you view an existing HighEdit letter, the system actually converts it to an .rtf format for Vision Editor though you will not be aware of this process. Hopefully no formatting detail will be lost in this conversion. The original HighEdit letter is left on the system and not changed except that it is renamed with the extension .HED, and the new .rtf file takes the original name, eg [name].CLI.

Converting HighEdit Templates Existing templates in HighEdit need to be converted to Vision Editor format.

1. Select Utilities - Word Processor screen.

from the Vision front

2. Select a template (eg, recall, referral) and click OK. 3. Select File – Load HiEdit Template. 4. Select HIEdit template for conversion. The type of template chosen should be of the same type as the template specified in the Vision Word Processor (eg recall or referral template) since merge fields are only available for the 18

Word Processor

particular type selected. Note that the template type is specified in the Vision Editor banner. 5. The HiEdit template is converted to Vision editor format. The original HIEdit file is left on the system unchanged and the new file takes the same name as the original except that its extension is changed to .TXW. You will no longer use files with extension .rec, .ref, .pra etc as before. 6. The converted template does not contain any merge field data. You have to add these. What happens is that the HiEdit merge fields are merely replaced with text, which obviously has to be deleted when adding the Vision Editor merge fields.

Modifying an Existing Vision Editor Template If you have converted a HighEdit template to Vision Editor, you will only be able to use the template as it is. There is no means of adding extra merge marks to this converted template. What you have to do create a new Vision Editor template from Modules – Word Processor, open up the existing template within Word, copy (Control-C) the text, switch to your "new" document and paste (Control-V) the text in. You will then able to add new merge fields to this letter.

Creating a new Vision Editor Template See Set Up Template Letters in Word or Vision Editor(page 2).

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Word Templates – if experiencing problems Templates created in Microsoft Word in version Vision 2.2 or earlier should work automatically in Vision 3. If you see error messages such as "Unable to open mail merge file" or "You have selected the incorrect template for the Letter type", then in this case you will need to fix the Word template manually. 1. Open the template and check that all fields are in the correct case. If any are not, then delete them and reinsert them. For example, a normal field would look like: If however, you have set some fields with the All Caps attribute, the merge field might appear as: which would produce the Unable to open mail merge file message. 2. Also check that the font and spacing etc is correct. Word has a tendency to change these. 3. If still experiencing problems, then copy and paste the contents of the template into a new template document and save the new document as the original. The text drivers installed by a default installation of Office and Word tend to write a lot of extra unnecessary information to the templates. This stores hardcoded filepaths to the template and can cause conflicting problems when opening the template. You also need to check the file path for the autorecovery of files. In the Word template document, open Tools – Options. Select File Locations. The Autorecover Files should NOT be set to vision\data\wordproc\clincorr. This is because, if there are multiple users, it will try to create multiple autorecovery files with the same name in the same place. It should not be an issue for the Document filepath as you want to be able to save the .cli files here. Both these filepaths should be set to the PC's local drive (eg, C:\TEMP) in Word. If any templates have been opened while these filepaths have been set to the clincorr directory, then the text drivers installed with Word will hard code these into the template and it will make no different what the filepaths are set to in Word. If this is the case, then the template will have to be copied (Control-C) and pasted (Control-V) into a new file to clear the items written by the text drivers.

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Archiving of Clinical Correspondence A new utility allows archiving of the clinical correspondence files. Currently some practices (particularly Win 95) are accumulating thousands of files in one directory, and is increasing the time it takes to edit or view existing letters in Consultation Manager. Whether you use this utility or not depends on the number of letters in the P:\wordproc\clincorr directory. A new directory is created below the \clincorr directory and old documents moved into this, thus speeding up access. The archive directory is based on the first three characters of the filename, which in turn is based on the patient ID. This means there could be a maximum of 1024 patient correspondence files per directory. So when you go to view an existing letter, the current \clincorr is searched first, and if not found, then automatically the appropriate directory is searched without your having to choose. This utility splits the files over several folders and can be run as little or as often as you like. Initially it will take a long time to run on most sites because there may be thousands of letters that need to be moved. You may need to run it for short periods over several days or even weeks. After that it will be up to your practice, depending on how many letters you store. The more often it is run, then the less time it will take to run. As an initial suggestion, it should be run every one or two months but if you find it takes too long, then you are advised to run it more frequently. Note - that correspondence created after the archive is run is still stored in P:\wordproc\clincorr (i.e. rather than in the 001, 002, 003 (etc) directories created by the archive), which is why running the utility regularly is a good idea.

Running the utility Before the utility is run, make sure all other users are logged out of Vision, and stay out while the archive is running. Double click on ClinArc.exe which is in the Vision program directory (usually O:\PROGRAM). Running the utility starts the archiving of files from \clincorr to archive directories. The only option is to alter the length of time the archive is run – this is set to an hour by default. Click OK to start the archive process, during which a progress bar and Cancel button are displayed. The letters are searched in reverse date order.

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Clinical Letters Archive Utility

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S

Index

Set Up Template Letters in Word or Vision Editor • 2, 19

A

T

A Letter Template in Vision Editor • 18 Archiving of Clinical Correspondence • 21

Template Letters Set Up in Word Processor • 2

C Conversion of Template Letters after Vision 3 Install • 18 Converting HighEdit Templates • 18 Copyright Notice • 2 Creating a new Vision Editor Template • 19

W What Happens to Existing Letters in HighEdit Format • 18 What's New • 1 Word Processor • 1 Word Templates – if experiencing problems • 20

D DLM 290 (15.09.11) • 1 DLM 380 (03.10.11) • 1

E Example of Setting Up a Template • 5

H HighEdit/Vision Editor Templates • 18

M Merge Fields • 1, 3, 4, 9 Modifying an Existing Vision Editor Template • 19

O Options for Repeats, Allergies, Histories and Problems Merge Fields • 3, 7, 12, 14, 16

P Patient • 10 Practice • 9, 10, 12, 14

R Recall • 12 Referral • 14

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