Using Word Documents

Using Word Documents

Estimated reading time: 5 min

Overview

Good client communication is a solid foundation of repeat business and care compliance. Aside from the treatment you provide, educating your clients on their patients’ care is the most important service you can give.

RxWorks integrates with Microsoft Word to give you greater control over client communications. You can combine database information with customised text to create standardised and professional documents every time. Create a set of documents, letters, forms, handouts, certificates, and report cards that are a consistent representation of your standards of care.
Use our merge fields to incorporate personal information such as client names, patient names, and so on.

Types of Documents in RxWorks

RxWorks provides many standard documents for client communication. Below is a sample of what you will find.

Example Client Documents

  • Client Letters
  • Client Forms
  • Client Labels

Example Patient Documents

  • Patient Letters
  • Patient Forms
  • Patient Labels
  • Patient Certificates
  • Patient Reminders
  • Patient Record Cards
  • Hand Outs

Example Report Documents

  • Account Statements.
  • Transaction Summaries.
  • Patient Located Reports.
  • Client Sales Analyses.
  • Products & Services Sales Analyses.
  • Patient Referrals.
  • Patient History Reports.
  • Weight History Reports.
  • Temperature History Reports.
  • Patient Syndicate Members Lists.
  • Patient Drug Classification Reports.
  • Interim Invoices.
  • Invoices.

Standard Word Documents Vs the Forms, Certificates and Letters (FCL) Module

Standard Documents

The base version of RxWorks (PIMS) provides you with many starter documents in which you can edit, copy and tailor to your practice needs. You may consider allocating one staff member towards maintaining this documentation to keep it uniform (and protected from unwanted changes).
The remainder of this article and its article indexes will provide you with further information on how to edit these word documents.

The Forms, Certificates And Letters Module

Creating a library of documents takes many weeks of work for the average practice. Because of this, practices do not get the benefits that come from effective communication with their clients.
The FCL Module provides a library of pre-formatted documents maintained by RxWorks. They cover the majority of a practice’s needs, including Welcome Letters, Consent Forms, Vaccination Certificates, and much more.
See our online manual article on the “Forms, Certificates and Letters Module” for more information.

Generating Your RxWorks Documents

You can generate a document to print, preview, email or fax from several RxWorks Work Areas. The type of document you are able to access depends on the Work Area you are currently viewing. For example, the Client Work Area will give you options related to client documents only, and the Financial Work Area will give you options specific to financial detail.

From The RxWorks Toolbar

Depending on the Work Area you are currently viewing, select ‘FORMS’, ‘LETTERS’, ‘CERTS’ or ‘STATEMENTS’ from the “toolbar” in the ‘Report’ section. A new window will appear listing all available documents.
Each document type is separated into tabs. You can work between these tabs by selecting them with your mouse.

Client Work Area Tabs

Patient Work Area Tabs

For more detailed information on using this method, please refer to our online manual articles –

  • “Client Documents”
  • “Patient Documents”
  • “Visit Screen – Documents”
  • “Financials – Overview”
  • From The Print Button

    Click ‘PRINT’ from the RxWorks Toolbar.

    Depending on the Work Area you are currently viewing, the options available will be listed in a drop-down menu.

    From The Reports Work Area

    Generally, the ‘H Setup & Document Editing’ reserved for the setup and creation of your documents.
    However, you can also generate documents for “Reminders” and “Queries, Mail Merges and Listings”.

    Page Styles and Your Documents

    A Page Style is a set of characteristics applied to individual documents. Alternately, you can assign multiple documents to use the same Page Style. Every document generated by RxWorks must comply with the overriding instruction from its page style.
    Letters, handouts, cage cards, reports and even drug labels all use these instructions to control their print behaviour.

    See our online manual article on “Page Styles” for further information, including how to set up a page style and apply it to a document.

    Styles Templates in Microsoft Word Documents

    Microsoft Word allows you to create styles for blocks of text. These can be applied to aspects such as Headings, Paragraphs, bullet points, and tables. RxWorks embraced this feature and developed a feature of our own to allow your styles to be applied to your RxWorks documents. This is done by using Style Templates. Each word document has a style template applied to it, so if there are several word documents attached to the one style template, they all look consistently formatted. If you update the style template, the changes will be applied to all documents attached to it.
    This way, font, colour, size, and so on, will be consistent across your practice documents.

    For further information please see the online manual “Style Templates” article.

    Adding & Copying Documents

    There are two ways to add new client communication documents into RxWorks. Firstly, you can copy an existing document (this is the RxWorks preferred method). Secondly, you can import a folder of documents using the RxWorks Tools and Utilities.

    Method One – Copying An Existing Document

    From the RxWorks Task Panel:

    1. Click on ‘Reports’ in the Toolbar.
    2. Select ‘H: Setup and Document Editing.’
    3. Select the document you wish to copy.
    4. Click on COPY to the right of that document.
      • When you click COPY, the Save Word Document dialog will appear.

    5. Enter a name for the new document and click OK.

    The copied document will appear in the same list as the original in alphabetical order. You can now edit the new document.

    For further information on document setup and editing, please see our online manual article on “H: Setup & Document Editing”.

    Method Two – Importing Documents

    RxWorks also allows users to import word documents into the program.
    For further information on importing Microsoft Word documents, please see our online manual article “Import Documents”.

    Editing Microsoft Word Documents

    You can edit any of the content in any Word Document. Please note that any changes made to documents provided by the “Forms, Certificates and Letters Module” will deactivate automatic updates from RxWorks for that document. Additional help will require a consulting service with the RxWorks Support Team.

    Accessing A Document To Edit

    From the RxWorks Task Panel:

    1. Click on ‘Reports’ from the “toolbar”.
    2. Select ‘H: Setup and Document Editing.’
    3. Select the type of document you wish to edit by using the radio buttons for each category.
    4. Select the document you wish to edit.
    5. Click on ‘Edit’ to the right of that document.
    6. Click YES to the warning that appears outlining the repercussions of editing an RxWorks template.

  • The document will open in Microsoft Word ready for you to edit.
  • Using RxWorks Merge Fields In Documents

    Pre-defined RxWorks merge fields allow you to merge data from your database into your documents. Both when previewing and when generating documents for clients.
    Customise documents by inserting information for the Client or Patient. There are many different ways to use merge fields, such as using client details, current dates, reminder dates, vaccination history and so on.

    Download our Merge Field List

    Download a list of the “Merge Fields” RxWorks uses, and see where they link in your database.

    Accessing Merge Fields

    In Microsoft Word 2007

    From the Microsoft Word Toolbar:

  • Click the ‘Mailings’ Tab.
  • Select ‘Insert Merge Field’ from under ‘Write & Insert Fields.’
  • In Microsoft Word 2003

    From the Microsoft Word Toolbar:

  • Click on ‘Insert Merge Field’ from the ‘Mail Merge’ Tab.
  • A dialog box will appear with the available merge fields.
  • Inserting A Merge Field

    Once you have selected the document you wish to edit:

  • Position the mouse cursor in the place you wish to enter the merge field into the document.
  • Click on ‘Insert Merge Field.’
  • Select the merge field you wish to enter from the Insert Merge Field Window.
  • Click ‘Insert.’
  • Printing with Clipboards

    Assign one or more documents to print when a Clipboard Entry/Appointment is transferred to a different Clipboard.
    See our online manual article “Clipboards – Printing” for further information on how to set this up.

    Printing when Finalising Visits

    Documents can be automatically printed upon completion of a visit, depending on which procedures and fees have been charged.
    With Performance Pack, you can have several documents attached to a procedure. These will normally support your practice’s Standards of Care.
    For further information on printing documents when finalising a visit, please see our online manual article “Finishing Visits”.

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