Create Letters with Word Document Templates

Practices can utilise the word document template feature in CareStack to quickly create forms and letters with auto-filled information.

Let's begin!

Topics Covered

• Create a Word Document
• Upload a Word Document
• View and Utilise Word Documents

Create a Word Document

Users can create a custom Word document template with the desired quick links. The custom document has to be uploaded in the Practice Wizard and then added to a patient's profile. Once the same has been downloaded from the patient's profile, all the relevant quick links will fetch the corresponding patient information, and the practice user can continue editing the Word template offline without having to enter all that data manually.

Here is a list of the available quick link types, along with their names and corresponding descriptions.

Quick Link Type	Quick Link Name	Quick Link Description
Account	@ACC_ADDRESS	Account Address
Account	@ACC_ADDRESSLINE	Account Address Line
Account	@ACC_CITY	Account City
Account	@ACC_EMAIL	Account Email
Account	@ACC_FAX	Account Fax
Account	@ACC_NAME	Account Name
Account	@ACC_NPI	Account NPI
Account	@ACC_PHONE1	Account Phone 1
Account	@ACC_PHONE2	Account Phone 2
Account	@ACC_STATE	Account State
Account	@ACC_TAXID	Account TAXID
Account	@ACC_WEBSITE	Account Website
Account	@ACC_ZIP	Account Zip
Patient	@PAT_ADDRESS	Patient Address
Patient	@PAT_ADDRESSLINE	Patient Addressline
Patient	@PAT_AGE	Patient Age
Patient	@PAT_CITY	Patient City
Patient	@PAT_DOB	Patient Date of Birth
Patient	@PAT_DRIVELIC_NO	Patient Driver License Number
Patient	@PAT_EMAIL	Patient Email
Patient	@PAT_TITLE	Patient Title (Prefix)
Patient	@PAT_FIRSTNAME	Patient First Name
Patient	@PAT_GENDER	Patient Gender
Patient	@PAT_ID	Patient ID
Patient	@PAT_LASTNAME	Patient Last Name
Patient	@PAT_MIDNAME	Patient Middle Name
Patient	@PAT_MOBILE	Patient Mobile Number
Patient	@PAT_PHONE	Patient Phone Number
Patient	@PAT_REL_TO_RESP	Patient Relation to Resp. Party
Patient	@PAT_SSN	Patient SSN
Patient	@PAT_STATE	Patient State
Patient	@PAT_WORKPHONE	Patient Work Phone Number
Patient	@PAT_ZIP	Patient ZIP
Patient	@PAT_TOTAL_BAL	Patient Total Balance
Patient	@PAT_CURR_BAL	Patient Current Balance
Patient	@PAT_INS_BAL	Patient Est. Insurance Balance
Patient	@PAT_PAT_BAL	Patient Est. Patient Balance
Patient	@PAT_PREFERREDNAME	Preferred Name of Patient
Clinician	@CLINICIAN	Clinician Name
Clinician	@CLINICIAN_FIRSTNAME	Clinician First Name
Clinician	@CLINICIAN_LASTNAME	Clinician Last Name
Referral Clinician	@REFPRDR_NAME	Name of Referral Clinician
Referral Clinician	@REFPRDR_FIRSTNAME	First Name of Referral Clinician
Referral Clinician	@REFPRDR_LASTNAME	Last Name of Referral Clinician
Referral Clinician	@REFPRDR_NICKNAME	Nickname of Referral Clinician
Referral Clinician	@REFPRDR_PHONE	Phone No. of Referral Clinician
Referral Clinician	@REFPRDR_MOBILE	Mobile No. of Referral Clinician
Referral Clinician	@REFPRDR_EMAIL	Email of Referral Clinician
Referral Clinician	@REFPRDR_ADDRESS	Address of Referral Clinician
Referral Clinician	@REFPRDR_ADDRESSLINE	Address Line of Referral Clinician
Referral Clinician	@REFPRDR_SPEC	Speciality of Referral Clinician
Referral Clinician	@REFPRDR_STATE	State of Referral Clinician
Referral Clinician	@REFPRDR_ZIP	Zip of Referral Clinician
Referral Clinician	@REFPRDR_CITY	City of Referral Clinician

• For example, the user can set up a form like the one below by adding Quick Link names to the right fields, using the list of quick links above.

Upload a Word Document

To upload the Word document to the system,

• Navigate to the System Menu > select Practice Settings > Practice Wizard.

• Click the Upload Word Document button.

On the Upload Word Document pop-up,

• Enter the desired Name of the document.
• Select the Location from the drop-down menu where the letter/form is to be tagged.
• Click Browse to upload the document.

• Once the document is uploaded, click Save.

You can Edit Settings, Delete and Download the uploaded document.

• Click on the three-dot menu.
• To edit the document, click Edit Settings.

On the Edit Settings pop-up modal that appears.

• Make the desired changes to the Name or Location.
• You can even upload another document by removing the existing one by clicking on the X button near the document name.
• Click Save.

To remove the document, click Delete.

• A Warning modal will appear.
• If you are sure, click Delete.

To download the document, click the download icon.

• The file is automatically downloaded to the system.

Users can filter and search through all uploaded Word documents using various available options.

• You can also search for the Forms or Letters by using the Search Bar.

• You can Sort By using the drop-down menu.
  • Choose Last Modified to display the most recently updated items first, or Title to sort the items in alphabetical order.

• You can sort using the Document Type drop-down menu.
  • Choose your desired option(s) and click Apply.

• You can sort using the Status drop-down menu.
  • You have options such as All, Draft and Published.

View and Utilise Word Documents

To view and utilise the uploaded document,

• On the Patient Overview, click + Form.

Or,

• On the Patient Overview, select Menu > click + Add Form or + Add Letter.

You will be able to view and select the desired Word Document that has been uploaded.

• Select the required Word Document.
• Click Download.

• The user will have to fill in the details as per the chosen Word Document.
• If any Clinician or Referral Clinician quick links are present in the document, the user will be prompted to fill in the respective details as shown below.
• Click Proceed.
  • A Word document will be downloaded with all the mentioned quick links filled.

Note: When the Word document is ready, browse for the file and upload it to Patient Docs.

Practices can utilise this in-depth guide to understand how to create and upload a Word document and view and utilise it in their practice.