Designing Letters and Envelopes

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ChartNet can be set up to print letters on letterhead, or actually create the letterhead by embedding logos in the forms.  It can also be set up to print the envelopes that go along with the letters.  This section  of the user guide describes the design of letter and envelope forms.

 

Creating a Letter Form

 

1.Create a new form with a code such as "LETTER".m

 

2.In the list of Data Entry fields, make sure the LETTERDATE field is included.

 

3.The last field in the list of Data Entry fields should be NAMEADDR.  Note- When typing a new report, the transcriptionist can use the Ctrl-P in the "Name and Address" field to insert the patient's address, or Ctrl-A to bring up the Address lookup to insert a physician address.

 

4.In the body of the form, use the following bracketed fields to format the top part of the letter.

 

               [u.letterdate:d2                        ]        <--- Prints the letter date (e.g. June 2, 2002)

               

               [x.nameaddr1:pc                      ]        <--- First line of the address

               [x.nameaddr2:pc                      ]        <--- Second line of the address

               [x.nameaddr3:pc                      ]        <--- Third line of the address

               [x.nameaddr4:pc                      ]        <--- Forth line of the address

 

5.If you need to include a logo, then insert the logo bitmap at the top of the body format.  (Since letterhead is normally used for the first page only, you do not want to insert the logo in the form's header.)

 

6.Set the default distribution to the batch device created above.

 

 

Create the Envelope Form

 

A separate form needs to be created that will describe the characteristics of the envelope and where to print the address.

 

Create a form with the following characteristics.  (Assumes a normal business sized envelope that already contains a pre-printed return address)

 

1.On the "Main" screen, use these values

 

               Form code:  Z-ENV

               Form description:  Envelopes

               Data entry fields:  PTNAME

 

2.On the "Formatting" screen, use these values

       

               If using the "Manual Feed" tray to feed the envelopes:

 

               Width=8.5

               Height=11.0

               Top margin=4.0

               Bottom margin=.5

               Left margin=5.5

               Right margin=.5

               Landscape=Checked

 

               If using an "Envelope Feeder" option (with #10 envelopes):

 

               Width=4.12

               Height=9.5

               Top margin=2.0

               Bottom margin=.5

               Left margin=3.5

               Right margin=.5

               Landscaped=checked

 

               If using an "Envelope Feeder" option (with #9 envelopes):

 

               Width=3.87

               Height=8.87

               Top margin=2.0

               Bottom margin=.5

               Left margin=3.5

               Right margin=.5

               Landscaped=checked

 

3.On the "Body" screen, in the upper left corner, add the following bracketed fields.

 

               [x.nameaddr1:pc                      ]

               [x.nameaddr2:pc                      ]

               [x.nameaddr3:pc                      ]

               [x.nameaddr4:pc                      ]