Print or Export Batch Recall Letters

Help Guide for NextGen® Enterprise PM 8

Recall window settings

Button Description Clear Select to clear the Search Criteria entered. Find Select to display a listing of patient recall plans matching the Search Criteria entered that have qualified for a recall letter. Update Dates Select after printing or exporting recall letters to update each patient's recall plan with a 1st Mailing Date, 2nd Mailing Date, or 3rd Mailing Date. Mailing Labels Select to print a Label Template for recall letters listed with a green checkmark indicator in the Labels column. Preview Select to preview the selected recall letters on the screen prior to printing/exporting them. Print Select to print the selected recall letters to paper. Export Select to export the selected recall letters to an ASCII formatted file that will be sent to a third-party vendor for processing (printing and mailing). Reset Select to reset the print date so a batch of recall letters from a specific date can be reprinted. Close Select to close the Recall Letters window. Parent topic: Print or Exp

Help Guide for NextGen® Enterprise PM 8

Exporting Letters

You can export letters to create ASCII files that are sent to a third-party vendor for processing (printing and mailing). Both individual demand letters and batch letters can be exported. You must work closely with your letter processing vendor to ensure that you create export files in NextGen® Enterprise PM are format using the appropriate data Delimiter and Text Qualifier required by the vendor. These fields must be defined in Practice Preferences > Forms > Export Options. Note: If you are using NextGen® EDI letter services, the following Export Options settings are required in Practice Preferences > Forms: Delimiter = <comma> and Text Qualifier = “. Export Letters to an ASCII File You can export letters to create ASCII files that are sent to a third-party vendor for processing. Parent topic: Recall Letters Parent topic: Generating Collection Letters

Help Guide for NextGen® Enterprise PM 8

Print or Export Batch Recall Letters

Patients with recalls qualify for letters based on their expected Return Date and the Send 1st/2nd/3rd Letter n Days Prior setting for their Recall Plan in File Maintenance. For example, if a patient’s expected return date is 06/01/2016 and the recall plan is set up to generate the first letter 45 day prior, the patient qualifies and is added to a letter queue on 04/17/2016. Other patients may qualify and be added to the letter queue on a daily basis. Because of this, recall letters should be monitored and printed/exported regularly. The number of recall letters in the queue can be monitored from the Letters section on the Advisor window in NextGen® Enterprise PM. From the File menu, select Print Forms, then Letters, and then Recall Letters. The Recall Letters window opens. In the Recall Plan field, select the recall plans for which letters are to be printed/exported. Or leave blank to include all recall plans. In the Location field, select the locations for which letters are to be pri

Help Guide for NextGen® Enterprise PM 8

Reset Print Dates for Batch Recall Letters

When a batch of recall letters is printed or exported and the Update Dates button is selected, each patient’s recall plan is updated with a 1st Mailing Date, 2nd Mailing Date or 3rd Mailing Date. At that point, all recall plans in the batch no longer qualify for a letter. There may be situations where a batch of recall letters needs to be reprinted. For example, a batch was printed in error, there was a printer or paper problem, or there was an issue with the export file. If it is necessary to reprint a batch of letters, the print date must be reset, or cleared, so the recall plans in the original batch will again qualify for a letter. From the File menu, select Print Forms, then Letters, and then Recall Letters. The Recall Letters window opens. Select the Reset button. Note: The user must have access rights to Reset Print Dates in System Administrator. Otherwise the Reset button is grayed out and unavailable. The Reset Print Dates window opens. Select the Date the recall letters were

Help Guide for NextGen® Enterprise PM 8

Recall Letters

Recall letters are the mechanism used in NextGen® Enterprise PM to remind patients with an active recall plan that they are due to return to the practice for a particular type of appointment. The frequency of letters is determined by the setup in File Maintenance. Letters are created in the Letters master file for each practice. The letters are then linked to specific recalls in the Recall Plans master file. You can print a single recall letter for an individual patient on demand, or you can print multiple letters in a batch for all patients that qualify for a letter. Note: Recall letters can be created in File Maintenance in multiple languages and then printed in NextGen® Enterprise PM based on the Correspondence Language selected in the patient's demographics. For more information, refer to the Letters in Languages Other than English section in the Practice Workflow User Guide for NextGen® Enterprise PM . Print an Individual Recall Letter Print or Export Batch Recall Letters Exportin

Help Guide for NextGen® Enterprise PM 8

Print or Export Batch Appointment Reminder Letters

Patients with appointments qualify for letters based on the Days in advance of scheduled date to print reminders setting in Practice Preferences > Appt Scheduling. For example, if a patient's appointment is scheduled for 06/01/2016 and Practice Preferences is set to 10 days, the patient qualifies and is added to a letter queue on 05/22/2016. Other patients may qualify and be added to the letter queue on a daily basis. Because of this, appointment reminder letters should be monitored and printed/exported regularly. The number of appointment reminder letters in the queue can be monitored from the Letters section on the Advisor window in NextGen® Enterprise PM. From the File menu, select Print Forms, then Letters, and then Appt Reminders. The Appointment Reminders window opens. Enter Search Criteria as follows: Include appointments n days from today: The end of the date range to be printed equals (Today's Date + "Include" days). For example, if today is the 3rd, and this option is set to

Print or Export Batch Recall Letters

Example

Recommendations

Recall window settings

Exporting Letters

Print or Export Batch Recall Letters

Reset Print Dates for Batch Recall Letters

Recall Letters

Print or Export Batch Appointment Reminder Letters

Print or Export Batch Recall Letters

Example

Recall window settings

Exporting Letters

Print or Export Batch Recall Letters

Reset Print Dates for Batch Recall Letters

Recall Letters

Print or Export Batch Appointment Reminder Letters