Categories of Template
Mail Merge Templates are separated by category, there are both QOF Templates and Practice List templates. The Practice List templates can be attached to a specific Pathway which means there is one extra step to take when creating those templates. I will cover this later. However we will begin by setting up a standard template for QOF recalls.
Types of Template
The main types of template can be seen listed on the below screenshot. We have Docmail, Letter & SMS.
Creating a QOF Template
Ensure BlueBayCT is in Practice Mode by closing down any active patient medical records in your host clinical system.
- Right Click Bluebay Icon
- Click Practice Reports
3. Click Merge Templates
4. Click Letter
New Letter Template Appears – allows the user to select the fields they wish to use in their template.
The user can select which type of data they wish to be part of their letter template. Many of these fields will be familiar to administrative staff, the Clinical Data menu however contains something a little different.
Clinical Data is an extra feature which allows specific information from the patient medical record, to be merged into the template. An example may be the a specific read code and date.
In the above example specific data sets have been made available for Enhanced Services although this feature is dependent on how the pathway has been written. Not all pathways will have Clinical data available for merging.
Click OK which launches the Mail Merge Template
The template can now be changed and manipulated as per the users requirement.
The Merge fields (or Tags) can be recognised by the chevrons << >> which can be moved around like any normal text. The merge field will then materialise where the tag is.
The user can now Click OK to Save the Template
Attaching a Template to a User Defined Pathway
There is an extra step which I alluded to at the start of this article. The creation of the Merge Template is almost entirely the same. When inside Practice Reports, simply click Practice Lists on the left pane. (see below)
Now click the Merge Templates Icon above
Proceed to name and create a template in the standard way and once you complete your template you can save it.
Click OK to Save, the user will be returned to the Practice Reports Screen above.
- Click Attach Merge Template
2. Select a Pathway or Protocol to which you are attaching the Mail Merge Template and Click Attach
3. Click Letter (Or SMS if your template is for a text invites)
The template you have saved will now be listed within the window (See screenshot above).
4. Select your Template
(Note: In my example I selected the DMARD Template)
5. Click OK
This final step attaches the mail Merge Template to a specific Pathway/Protocol.
Should you have any follow up questions regarding the creation of templates, please contact us on the Service Desk.