Summary
The Document Editor includes numerous Merge Fields to ensure that necessary patient or practice information can be integrated into your document effectively. This article will provide an overview of each merge field header and present the corresponding menu for each, as well as offer suggestions for how to use each. When the Merge Fields tab is selected from the menu bar, the headers for the merge fields will be displayed. Each header contains a menu related to the name of the header.
You can use the Merge Fields to create a comprehensive letter, that when merged for your patients, will pull in relevant information from their chart, appointments, treatment, or even questionnaires that they have filled out.
Opening the Document Editor
To access the Document Editor, click on the Home option in the main Cloud 9 menu bar and then select Document Editor. A blank document will open. If you wish to edit an existing document, please click the Open folder icon and select the desired letter from the displayed list.
Merge Fields
From the Document Editor, click on the Merge Fields tab.
The subsequent menu will be displayed upon selecting the Merge Fields tab. If your screen resolution is smaller some menu tabs may be displayed under a sub-menu represented by three vertical dots on the upper right of the screen, shown here:
The Merge Field menus are as follows:
- Appointment
- Dentist
- Financial Insurance
- Financial Responsible
- General
- Patient
- Prescription
- Recall
- Recipient
- Referral
- Treatment
- Treatment Plan
Appointment
The Appointment menu will pull in any information you choose linked to the appointment itself, such as date, time, the location of the appointment, etc. You can look at the last appointment a patient had or the next appointment they have on the schedule.
Dentist
The Dentist menu presents all available Merge Fields related to the patient's dentist, which is located under the Referrals/Professionals tab of Edit Patient. You can merge the dentist's information by selecting from various options, including Dentist First Name, Last Name, Dentist Full Name, or Dentist Formal Name, among other available dentist merge fields.
Financial Insurance
The Financial Insurance menu includes Merge Fields such as Financial Insurance Account Balance, Financial Insurance Contract Balance, Financial Insurance Policy Number, and additional relevant information.
Financial Responsible
The Financial Responsible menu presents the Financial Responsible Account Balance, the Financial Responsible Discount Type, and the aging status of the account, including categories for amounts overdue by over 30 days, over 60 days, and over 90 days, along with additional options.
General
The General menu contains submenus for different categories of Merge Fields.
The Basic submenu offers options for Today's Date, Today's Date in words, and the Signature option for insertion into a document.
Basic
The Images submenu offers options for Images, Image Date, Image Series, Image ToothChart Extractions, Image ToothChart Elastics. Image Letter Header, Image Letter Footer.
Images
The Portal submenu offers options for Patient Portal User Name, Patient Portal Password, Patient Portal URL.
Portal
The Practice submenu offers Merge Fields for options for Practice Name, Practice Address, Practice City, State and Zip, Practice Phone Number, Practice License Number, Practice Tax ID, and Practice FAX Number.
Practice
The Questions submenu provides Merge Fields for Questionnaire Questions. Questionnaires are created in Edit, Setup, Questionnaires.
Questions
Questionnaire Questions
Select the Questionnaire using the drop down arrow (a list of all your Questionnaires will be displayed). Then select the Question, finally select the Text Style; Default, Lay-Person for patients/responsible party or Technical for doctors. The selections will be merged into the document as shown in the snapshot below the Insert Questionnaire Merge Field image.
Below is an example document in Document Editor displaying the Questionnaire Merge Fields.
Below is the example letter with the Questionnaire answers merged.
Patient
The Patient menu presents Merge Fields including but not limited to; Patient First Name, Patient Last Name, Patient Full Name, Patient Age, Patient Birthday, Patient Address, Patient Cleaning Date, Patient Gender and additional Patient Merge Fields.
Prescription
The Prescription menu provides the necessary Merge Fields for prescriptions, including the Prescription Date, Drug Name, Prescription Refills, and other relevant Merge Fields. Access to Prescription in a patient's account must be enabled in setup by a Cloud 9 technician and the user must have permissions in their employee setup.
Recall
The Recall menu provides the Merge Fields, Recall Date, Recall Provider, Recall Appointment Type, Recall Type and Recall Comment.
The information for the Recall Merge Fields can be entered on the patient Tracking tab.
Recipient
The Recipient menu contains the Merge Fields for the Recipient of an email, printed letter or text. The Merge Fields Recipient Cell, Recipient Street Address, Recipient City State Zip, Recipient Name, and additional Recipient Merge Fields.
Referral
The Referral menu contains the Merge Fields for the people/professional who referred the patient to your office. Merge Fields include Referral First Name, Referral Full Name, Referral Formal Name, Referral Street Address, Referral City, State, Zip and additional Merge Field options. The Referrals are added in the Referrals/Professionals tab.
Treatment
The Treatment menu contains Merge Fields regarding treatment and fees such as Treatment Fee, Treatment Discount, Extraction Text for the extraction system your office uses, Universal, Palmer or FDI World Dental also includes Evaluation and Elastics.
Treatment Plan
The Treatment Plan menu includes the following options: Merge Fields for the Treatment Plan Name, Treatment Plan Treatments, Treatment Plan Completed Treatment Table, and additional Merge Fields.
This document provides examples of different Merge Fields, Recipient Full Name, Recipient Street Address, Recipient City, State, Zip, Patient Full Name, Patient First Name and Patient Last Appointment Date. Our findings and treatment display the Questionnaire Merge Fields for Lay-Person.
This document provides examples of different Merge Fields. Upon merging the document, the selected Merge Fields will display their corresponding entries.
This is an example of the Merge Fields for the Dentist, Dentis Formal Name, Dentist Street Address, Dentist City, State, Zip, Patient Full Name, Patient First Name, Patient Last Appointment Date, along with the Merge Fields for the Questionnaire for Technical answers.
Upon merging the document, the selected Merge Fields will display their corresponding entries.
NOTE:
To insert a Merge Field into the document, position the cursor at the desired location, then locate the Merge Field and select it. The Merge Field will be inserted at the cursor's position. Once you have finished editing, please be sure to click 'Save.'
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.