Options for Repeats, Allergies, Histories and Problems Merge Fields

To set which fields are picked up for the merge fields for Repeats, Allergies, Histories and Problems:

  1. From the Vision 3 Front Screen, select Utilities - Word Processor .
  2. Select Options.
  3. The Merge Field - Options screen displays:

  4. These options set which fields are picked up for the merge fields for Repeats, Allergies, Histories and Problems, complete as required:
    • Use practice settings for this workstation - Tick to use practice settings.
    • Edit Workstation Settings – Tick and untick the criteria required for letters created on this workstation and then select Save.
    • EditPractice Settings - Tick and untick the criteria required for letters created across the practice and then select Save.
    • Load Defaults - To revert back to the original default settings.
    • Protect forms on creation - Tick to protect a document when creating a mail merge from Referral - Add. Protecting documents is a feature of Microsoft Word, see Microsoft Word on-screen help for further details.
      • You can tab around a protected form without disturbing the formatting. Protected forms are ideal for forms with tick boxes.
      • You may need to unprotect the form at the time of merging in order to enter free text into free text fields.

      Whether Protect forms on creation is ticked or not determines whether a merged document, when opening, is protected or not. Once the document is open, you can protect or unprotect the document using the Tools menu or the padlock icon.

      Everyone works differently when doing mail merge. If you have referral forms with both free text fields and tick boxes, one suggestion is to untick Protect forms on creation on each workstation, then restart Vision 3 for it to be effective. When you mail merge a referral letter, you complete first the unprotected free text fields. You then have two options:

      • Select Tools – Protect, or the padlock icon, select Protect Document and tab to the tick boxes, completing them as relevant and then save.
      • Leave the document unprotected, double click within a tick box that you want to tick. This displays the Check Box Form Field Options. Change the Default value to Checked and select OK. Repeat this for every tick box you want to tick and then save.
    • Clinical information - Tick the items to include them.
    • Repeat Masters - Lists the patient's repeat masters. If all ticked, then the Date of last issue made, drug name form and strength, coded and free text dosage, quantity prescribed, and the clinician are included.
    • Drug Allergy - Lists the patient's allergy records. If all ticked, then the date seen, Read term, drug code for allergy, the optional Read term for Reaction (if used) and the clinician are included.
    • Problems - Lists the patient's active problems with date of event, and Read description. If you want to omit the Currently Relevant problem which is picked up as an active problem, you would need to go into the patient's Problem list beforehand, right click on Currently Relevant and make it inactive.
    • Medical History - Lists the patient's Medical History. If all ticked, then the Date of event, Read description, clinician and free text are included. Tick or untick the boxes along the bottom of the screen for each priority in order to include or exclude it.
    Note - If you scan letters into Medical History rather than correspondence, and if you tick the Free text option, then all the text from scanned letters is included, word wrapped. To avoid this, either untick free text so no Comments/free text is included, or untick the priority which you have given scanned correspondence so these are excluded.
  5. Select Save.
Note – To print this topic select Print in the top right corner and follow the on-screen prompts.