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Create Letters with Word Document Templates

Faris Peerukannu Mohamed Kasim
  • Updated
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Practices can utilise the word document template feature in CareStack to quickly create forms and letters with auto-filled information. 

Watch this video for a step-by-step explanation.

Let's see how!

Topics Covered

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 Office 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 those 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
Provider @PROVIDER Provider Name
Provider @PROVIDER_FIRSTNAME Provider First Name
Provider @PROVIDER_LASTNAME Provider Last Name
Referral Provider @REFPRDR_NAME Name of Referral Provider
Referral Provider @REFPRDR_FIRSTNAME First Name of Referral Provider
Referral Provider @REFPRDR_LASTNAME Last Name of Referral Provider
Referral Provider @REFPRDR_NICKNAME Nickname of Referral Provider
Referral Provider @REFPRDR_PHONE Phone No. of Referral Provider
Referral Provider @REFPRDR_MOBILE Mobile No. of Referral Provider
Referral Provider @REFPRDR_EMAIL Email of Referral Provider
Referral Provider @REFPRDR_ADDRESS Address of Referral Provider
Referral Provider @REFPRDR_ADDRESSLINE Address Line of Referral Provider
Referral Provider @REFPRDR_SPEC Specialty of Referral Provider
Referral Provider @REFPRDR_STATE State of Referral Provider
Referral Provider @REFPRDR_ZIP Zip of Referral Provider
Referral Provider @REFPRDR_CITY City of Referral Provider

  • 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 > Office 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 Provider or Referral Provider 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.

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

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