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User's Guide

Presentation Manager EXACT v11.3 SP5


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Contents Contents ...................................................................................................................................................................................... 3

List of procedures ........................................................................................................................................................................ 3

Presentation Manager 5

Presentation Manager Overview ................................................................................................................................................. 6

Purpose of Presentation Manager ......................................................................................................................................... 6

Benefits of Presentation Manager ......................................................................................................................................... 6

Features of Presentation Manager ........................................................................................................................................ 6

Requirements for Presentation Manager .............................................................................................................................. 8

Using Presentation Manager ....................................................................................................................................................... 8

The Document Details screen ................................................................................................................................................ 8

Checking if you are editing a template or a patient document ........................................................................................... 12

Previewing and editing a template ...................................................................................................................................... 13

Printing and sending to EasyPost ......................................................................................................................................... 14

Emailing a Patient Document ............................................................................................................................................... 15

Re-opening a Patient Document .......................................................................................................................................... 16

Saving and re-opening a Patient Document for editing ....................................................................................................... 16

Accessing EXDOC-PRO, creating a template ........................................................................................................................ 17

The EXDOC-PRO screen ........................................................................................................................................................ 19

Merge Fields Tab ......................................................................................................................................................... 20

Using the Merge Fields Tab in EXDOC-PRO ......................................................................................................... 21

Charts Tab .................................................................................................................................................................... 22

Using the Charts Tab in EXDOC-PRO ................................................................................................................... 22

Images Tab ................................................................................................................................................................... 26

Using the Images Tab in EXDOC-PRO .................................................................................................................. 26

Sub Templates Tab ...................................................................................................................................................... 29

Using the Sub Templates Tab in EXDOC-PRO ...................................................................................................... 29

Using Pinned or Sliding Mode for the Options Panel .................................................................................................. 31

Enabling EasyPost support in Presentation Manager .................................................................................................. 31

Creating a Recall Letter in Presentation Manager v11 ........................................................................................................ 33

Configuring Presentation Manager ........................................................................................................................................... 37

Checking the registration of Presentation Manager ............................................................................................................ 37

Enabling Presentation Manager........................................................................................................................................... 37

Index .......................................................................................................................................................................................... 39

List of procedures To determine if you are editing a template or a patient document .................................................................................... 12


To Preview a Presentation Manager template .................................................................................................................... 13

To print a document from Presentation Manager ............................................................................................................... 14

To send a Presentation Manager template to EasyPost ...................................................................................................... 14

To Preview a Presentation Manager template .................................................................................................................... 14

To email a patient document ............................................................................................................................................... 15

To retrieve a previously printed or emailed Patient Document .......................................................................................... 16

To save a Patient Document for editing ............................................................................................................................... 16

To re-open a saved Patient Document for editing ............................................................................................................... 17

To access EXDOC-PRO to create a new template ................................................................................................................ 17

To use the EXDOC-PRO Options Panel for MS Word Print, Save and Settings ..................................................................... 19

To include EXACT data in the MS Word document template: ............................................................................................. 20

To add patient clinical content to a document template .................................................................................................... 25

To import practice photos (such as photos of staff members) into a document template ................................................. 26

To import education slides into a document template........................................................................................................ 27

To import Xray photos into a document template .............................................................................................................. 27

To import images from your computer into a document template .................................................................................... 28

To add a sub-template to a document template ................................................................................................................. 29

To create a new sub template ............................................................................................................................................. 30

To delete a Sub Template .................................................................................................................................................... 30

To set the Options Panel for Pinned or Sliding Mode .......................................................................................................... 31

To create a Recall Letter in Presentation Manager .............................................................................................................. 33

To check that you have Presentation Manager purchased and registered ......................................................................... 37

To enable Presentation Manager ......................................................................................................................................... 37


PRESENTATION MANAGER

Presentation Manager integrates Microsoft Word into EXACT, allowing dental practitioners to quickly create professional-looking documents.

Not only does this enable a standard corporate appearance and identity, but the practice can personalise documents with patient-specific imagery, and ultimately increase patient satisfaction and retention.

By setting up document templates with merge fields, practice personnel are able to email personalised documents with just a few clicks.

Overview Purpose (see "Purpose of Presentation Manager" on page 6)

Benefits (see "Benefits of Presentation Manager" on page 6)

Features (see "Features of Presentation Manager" on page 6)

Requirements (see "Requirements for Presentation Manager" on page 8)

Using

(strategy, screens and procedures)

Document Details screen (see "The Document Details screen" on page 8)

Template or Patient Document? (see "Checking if you are editing a template or a patient document" on page 12)

Previewing and editing a template (on page 13)

Emailing a Patient Document (on page 15)

Re-opening a Patient Document (on page 16)

Saving and re-opening a Patient Document for editing (on page 16)

Access EXDOC-PRO, create a template (see "Accessing EXDOC-PRO, creating a template" on page 17)

Creating a Recall Letter in Presentation Manager v11 (on page 33)

The EXDOC-PRO screen (on page 19)

Pinned or Sliding Mode (see "Using Pinned or Sliding Mode for the Options Panel" on page 31)

EasyPost support (see "Enabling EasyPost support in Presentation Manager" on page 31)

Configuring

(setting up and customising)

Checking the registration of Presentation Manager (on page 37)

Enabling Presentation Manager (on page 37)

Resources User Guide http://help.soeidental.com/11.3/PDFs/PresentationManager.pdf

Training Competencies Checklist http://help.soeidental.com/11.3/PDFs/PresentationManager-CompetenciesChecklist.pdf

Presentation Manager http://portal.softwareofexcellence.com/video/presentation-manager-video-1-2-exact-v11

Create a Recall Letter in Presentation Manager http://portal.softwareofexcellence.com/video/presentation-manager-video-2-2-create-recall-letter-exact-v11

http://help.soeidental.com/11.3/PDFs/PresentationManager.pdf

http://help.soeidental.com/11.3/PDFs/PresentationManager-CompetenciesChecklist.pdf

http://portal.softwareofexcellence.com/video/presentation-manager-video-1-2-exact-v11

http://portal.softwareofexcellence.com/video/presentation-manager-video-1-2-exact-v11

http://portal.softwareofexcellence.com/video/presentation-manager-video-2-2-create-recall-letter-exact-v11

http://portal.softwareofexcellence.com/video/presentation-manager-video-2-2-create-recall-letter-exact-v11


Presentation Manager Overview This section introduces Presentation Manager by describing its purpose, benefits, features and requirements.

Purpose of Presentation Manager

Presentation Manager integrates Microsoft Word documents into EXACT so that a dental practice can

Use familiar MSWord documentation, including templates with merge fields,

Customise their documentation and communications to establish a professional corporate identity,

Easily personalise patient documentation such as treatment plans,

Improve patient communications and retention by integrating documentation with other modules such as EasyPost.

Presentation Manager Users

Presentation Manager is suitable for practices of all sizes.

It is used primarily by practice personnel who create documents. For example, Clinicians who create treatment plans and Practice Managers or Administrators for creating recall and marketing documents.

Benefits of Presentation Manager

Benefits to a dental practice include:

Establishes and supports the professional corporate image of your practice.

Saves time by enabling the practice to use templates with merge fields.

Personalisation of patient emailed and printed documents (including use of real-life images) increases treatment plan acceptance by patients.

Increases patient flow when used with EasyPost for recalls.

Offers familiar editing tools in the form of Microsoft Word.

Presentation Manager leverages Microsoft Word's powerful feature set with EXACT's automation capabilities.

Because Presentation Manager "locks" emailed or printed patient documents as read-only PDF files, the dental practice can retrieve the exact, unaltered information that each patient historically receives. These documents are listed under each Patient File, under the Contacts tab.

Features of Presentation Manager

Features include:

Create and edit professional treatment plans and other documents.

Create personalised marketing material.

Produce educational patient information specific to your patients and your practice.

Combine with EasyPost to automate recalls and run targetted marketing campaigns.

Use templates and merge fields.

Patient Documents are stored and are retrievable


A Patient Document remains editable until it is emailed or printed, at which point it becomes a read-only PDF document. Whether editable or read-only, Patient Documents are listed in the Patient File under the Contacts tab. See also: Re-opening a Patient Document (on page 16) | Saving and re-opening a Patient Document for editing (on page 16)

Sub Templates:

Create Sub Templates (oft-used sections of content) that you can add to patient communications with a double-click.

Custom content for documents:

(Placeholder label indicates that it is a template)

Automatically generate custom photographic smile charts in patient communications, with treatment to be done marked on a representation of the upper and lower jaw:

Automatically generate printable documents and emails with the patient's treatment plan included:


Automatically include odontograms in patient communications (mapped representations of patient teeth):

Automatically include Xrays in patient communications:

Requirements for Presentation Manager

Requirements for Presentation Manager to function:

EXACT version 10 or above.

Presentation Manager module must be purchased and registered - see Checking the registration of Presentation Manager (on page 37)

Presentation Manager is enabled - see Enabling Presentation Manager (on page 37)

EXDOC-PRO module is installed and functional. This is required for listing patient documents on the Patient File Contacts tab.

Microsoft Word 2003 or later is installed on any computer that will use Presentation Manager (MS Word is required to create documents).

Adobe PDF Reader is installed on any computer from which users will view printed or emailed patient documents (once printed or emailed, the patient documents that you create are stored as read-only PDF files).

Recommended:

The EXDOCe module is highly recommended as a means of emailing documents.

EasyPost is highly recommended as an associated module for fast, effective, economical outbound print and post via a 3rd party vendor.

Important Notes:

IMPORTANT: When you enable Presentation Manager (see "Enabling Presentation Manager" on page 37) it replaces the previous document writer and overwrites all previous templates, so it is advisable to first record any template information that you wish to reproduce.

IMPORTANT: For confidentiality reasons, you can only send patient data to an email address that is stored in EXACT.

Using Presentation Manager This section considers user tasks relating to Presentation Manager.

The Document Details screen


Manage templates from the Document Details screen.

Complete the following fields (as appropriate) to create the document:

Provider: Click in the field and use the selectors to select a Provider under whose name the document will be written.

Note: If you are logged in as a Provider, your Provider Code will appear here by default, and if the patient has a Provider assigned, that Provider will display by default.

Specialist: Click in the field and use the selectors to select a Specialist under whose name the document

will be written.


Category: This defaults to Admin Document but you can select an alternative type from the list.

Click button to display the View Contact Categories window, where you can Add, Edit and Delete categories:

There is no limit to the number of Categories that you can create.

These Categories are significant in the Patient File Contacts tab (as indicated below), where contacts can be displayed/sorted by the Category. Note also how the template Description field is shown under the Description column:

Description: Type a description for the document content. This will be displayed in the list of contacts.

Document Templates pane:


Templates: These can be Standard (delivered with the software), created/customised and/or imported.

EasyPost templates display the EasyPost icon:

Arrange templates by dragging them into folders templates into folders. Hover your mouse cursor over a template to display an Edit and a Delete button. Use the +1 button at the bottom of the screen to add templates by means of the Create Template screen.

Edit button : This opens the RTF format document for editing using Microsoft Word (or the Presentation Manager window, if it is enabled). A Merge Fields selector overlays the document, enabling you to conveniently insert merge fields into the content. For details on editing, see Creating a New Template.

Categories: Use these as a means of rationally arranging templates (drag templates into folders).

Create any number of Categories.

Hover your mouse cursor over a category to display a Delete button.

Add categories from three locations in the Document Details screen - see , , .

You can also select and add Categories from the Create Template screen.

Preview of the selected template.

Add new category button:

+1 button opens the Create Template window. See Creating a New Template.

Print: Print the selected letter template for this patient.

EasyPost: Click to send the template to EasyPost (populated with the selected patient's details) for third party printing, addressing and posting (requires the EasyPost module and Presentation Manager).

Preview: Without Presentation Manager this will pop up the template document for viewing.

With Presentation Manager, this displays the document preview at right, with merge fields populated with sample patient details:

Cancel button: Cancel the document details and close the window.


Checking if you are editing a template or a patient document

Depending on how you work, you can be in either template-editing or patient document-editing mode. Template-editing is the means to creating a custom patient document.

To determine if you are editing a template or a patient document

There are multiple factors to check:

1. Look at the top left of the window.

If you see the Patient name, you are editing a patient document, not a template. For example:

If you do not see a patient name, you are editing a template. For example:

2. Look at the data on the page.

If you see merge fields such as <<patient.name>>, or placeholder graphics with the red "Placeholder" label, you are editing a template.

If you see a patient name and graphics without the red "Placeholder" label, you are editing a patient document.

3. Click the Options button at top left and see if there is an Email Document option button - if YES, you are in a patient document not a template:


Previewing and editing a template

The "Preview" function includes an editing capability.

To Preview a Presentation Manager template

1. Select a template in the Document Details screen.

2. Select Preview.

This causes EXDOC-PRO to open in Edit mode for a custom Patient document (with all merge fields populated with the current patient's information and the practice / provider information).

3. If the template contains any Recall merge fields, you will be prompted to select the recall types that you want

to appear in the document:

If you select both Dentist and Hygienist Recall Types, the wording in the document will refer to both.

4. Once the document displays you can use all of the tools that are available for editing templates (merge fields, charts, images, Xrays, etc.) This immediately drops in all of the correct patient data, which you can move or resize. You can also add additional text.


Printing and sending to EasyPost

To print a document from Presentation Manager

1. Select a template in the Document Details screen (see "The Document Details screen" on page 8).

2. Select Print.

3. Choose options from your regular Printer dialogue.

To send a Presentation Manager template to EasyPost


2. Select EasyPost.

To Preview a Presentation Manager template


2. Select Preview.

This causes EXDOC-PRO to open in Edit mode for a custom Patient document (with all merge fields populated with the current patient's information and the practice / provider information).

If the template contains any Recall merge fields, you will


Emailing a Patient Document

Once you email a Patient Document, it is saved as a PDF in the patient file.


To email a patient document

1. Open the Patient File on any tab (see Details tab example below).

2. Click the Create Patient Document button:

You will see the Document Details screen (see "The Document Details screen" on page 8), with any templates that you currently have displayed on the screen.

3. Double-click a template to load it in EXDOC-PRO.

4. Check that you are actually looking at a patient document and not a template (see "Checking if you are editing a template or a patient document" on page 12).

5. Edit the patient document as necessary, using any EXDOC-PRO functions (merge fields, charts, images, Xrays, etc).

6. Click the Options tab at top left of the screen, to slide out a panel with buttons.

7. Click the Email Document button.

You will see the Contact by Email window:

8. Follow the instructions. When you click OK, you will see a prompt. This is for clinical governance reasons,

because a PDF file will be created for emailing, and it will be stored on the Patient File:


9. Click Finished to display the Create Email window:

The To... field defaults to the patient email recorded in EXACT, if it exists (this can be deleted or changed).


Re-opening a Patient Document

A Patient Document remains editable until it is emailed or printed, at which point it becomes a read-only PDF document.

Patient Documents in either state are listed in the Patient File under the Contacts tab.

To retrieve a previously printed or emailed Patient Document

(This procedure requires a PDF Reader)

1. Locate the document under the Patient File Contacts tab.

2. Double-click to open it in your PDF Reader.

See also: Saving and re-opening a Patient Document for editing (on page 16)

Saving and re-opening a Patient Document for editing

If you are working on a patient document, you can save it prior to printing or emailing, and then retrieve it for further editing.

To save a Patient Document for editing

While working on a Patient Document (not a template), when you Save it, it becomes listed in that Patient File, under the Contacts Tab:


Under the Category column it is listed as Work in Progress.

NOTE: Once this document is printed or emailed, it is stored as a read-only (uneditable) PDF document.

To re-open a saved Patient Document for editing

Locate it in the Patient File under the Contacts tab (as shown in the image above), and double-click it to open in EXDOC-PRO.

Accessing EXDOC-PRO, creating a template

To access EXDOC-PRO to create a new template

1. Start from the Patient File (any patient, on any tab).



3. Select the +1 button at the bottom of the screen:

The Create Template screen displays, with default (locked) Standard Templates listed. You have to base any New template on a standard template, so it is essential to select a starting template.

IMPORTANT: For EasyPost you must select an EasyPost template as these have the address labels set up for EasyPost.

4. In the Create Template window:


TIP: Create an EasyPost folder for your EasyPost templates so that you can easily see which are available for EasyPost.

5. Click the Create Template button.

This launches EXDOC-PRO with the existing template opened in MS Word (if you started off a blank template the entire page will be blank).

You will also see the EXDOC-PRO icon in your taskbar:


See: The EXDOC-PRO screen (on page 19)

The EXDOC-PRO screen

Use available EXACT data from the left pane as you construct the template in the MS Word document in the right pane:

To use the EXDOC-PRO Options Panel for MS Word Print, Save and Settings

In EXDOC-PRO the MSWord print, save and settings are available on a separate Options panel.

1. Click the Options button at top left of the screen.

The Options panel displays:


2. You can either set this panel to Pinned Mode (where it stays in place until you close it), or you can set it to

Sliding Mode, where it slides into view when you mouseover the Options button. NOTE: Changing this setting will require a restart of EXDOC-PRO. SEE ALSO: Using Pinned or Sliding Mode for the Options Panel (on page 31)

3. Use the functions on this panel in the normal way for MS Word.

To include EXACT data in the MS Word document template:

The available EXACT data is arranged in tabs in the left pane for quick and easy inclusion in the MS Word document template.

Merge Fields Tab

In EXDOC-PRO a merge field is a set of codes that instructs Word to insert custom text into documents that are automatically generated through EXACT.

Also refer to MS Word Help for information on merge fields.

For example, when EXACT automatically generates an appointment reminder, it will customise the patient.firstname merge field per patient, so that the reminder to John Jones will state "Hi John" and the reminder to Reshma Naidoo will state "Hi Reshma".


When you create the template, either

- Drag the merge fields into the appropriate position in the document, or

- Position the cursor in the template and double-click the merge field, or

- Position the cursor in the template, click to select the merge field in the left pane, then click the Insert button

at bottom of the left pane.

Use the Filter at the bottom of the pane to quickly locate a specific merge field:

EasyPost users see also: Enabling EasyPost support in Presentation Manager (on page 31) for an explanation of the EasyPost Support button.

Using the Merge Fields Tab in EXDOC-PRO

Merge fields are the means to empower automated communications. Dental practices with personnel who can competently use merge fields in Microsoft Word can significantly reduce the time and cost of mass communications, and can also generate documents for individual patients with just a few clicks.

In EXDOC-PRO a merge field is a set of codes that instructs the software to insert custom text into documents during automated EXACT procedures.

For example, when EXACT automatically generates an appointment reminder, it will customise the patient.firstname merge field per patient, so that the automated appointment reminder letter to John Jones will start "Hi John" and the automated appointment reminder letter to Reshma Naidu will state "Hi Reshma".

Also refer to MS Word Help for information on merge fields.

When you create the document template, either

- Drag the merge fields into the appropriate position in the document, or

- Position the cursor in the template and double-click the merge field to load it at the cursor position, or

- Position the cursor in the template, click to select the merge field in

the left pane, then click the Insert button .

Use the Filter at the bottom of the pane to quickly locate a specific merge field:

EasyPost users only:

For an explanation of the EasyPost Support button, see Enabling EasyPost support in Presentation Manager (on page 31)


Charts Tab

Use this tab to insert patient clinical information at the current position in the template (each patient will see their own graphics in the resulting document output).

The dropdown menu offers further chart options. For example:

Depending which clinical content you select, you will have the option of either adding the content or of deferring it and adding a Place Holder for it:

The Add Recent option informs EXACT to populate the content with the most recently recorded content for the patient (for example the latest chart).

The Place Holder is simply a place that the clinician can later manually populate when dealing with a patient and looking at the patient's document.

To add content,

First position your cursor exactly where you want the graphic in the template.

Then select the chart option in the Charts pane and click the Insert button at the bottom of the tab. The graphic will display in the template.

Resize it as appropriate.

Using the Charts Tab in EXDOC-PRO

Use this tab to insert patient clinical information at the current position in the template (each patient will see their own graphics in the resulting document output).

Actual content or place holder content?

Depending which clinical content you select, you may have the option of either adding the content itself (default) or of adding a Place Holder for it:


The Add Recent Patient Information option informs EXACT to populate the template with the most recently recorded content for the patient , such as the patient's latest chart. For example:

The Placeholder is generic "dummy" content that the clinician can later manually swap out when dealing with a patient and looking at the patient's document. For example:

The Charts Tab

NOTE: Be aware that the printable page area occupied by Treatment varies considerably. It could for example fit on a page for one patient but run over a page for another patient, so the document may need to be reviewed before emailing and printing.

Odontogram:


The Odontogram is a representative map of the teeth. Once you add it at the cursor position, you can resize or move it as with any other image in MS Word.

Treatment Plan:

When you add Treatment you may see further options in a popup window (Basic Detail, Medium Detail and Advanced Detail)

NOTE: Be aware that the printable page area occupied by Treatment varies considerably. It could for example fit on a page for one patient but run over a page for another patient, so the document may need to be reviewed before emailing and printing.

Smile Chart:

The Smile Chart is a photo of the smile alongside a diagram of the upper and lower jaw, marked with the patient's treatment to be done.

3D Chart:

The dropdown menu offers a 3D chart option:


To add patient clinical content to a document template

1. Position your cursor exactly where you want the content located in the template (you can later move or resize it after insertion)

2. In the Charts pane select the appropriate content.

3. Specify whether the insertion will be patient recent information or a place holder for patient content.

4. Click the Insert button at the bottom of the tab.

5. The content will display in the template.

6. Move or resize it as appropriate.


Images Tab

Use this tab to insert images from your system into the current cursor position in the template (once selected,

click the Insert button )

Select the category of images from the dropdown menu:

Browse to find other images on your computer / network:

Using the Images Tab in EXDOC-PRO

Actual content or place holder content?

Depending which clinical content you select, you may have the option of either adding the content itself (default) or of adding a Place Holder for it:

The Add Image option is the actual image stored as such in the system.

The Place Holder is generic "dummy" content that the clinician can later manually swap out when dealing with a patient and looking at the patient's document.

To import practice photos (such as photos of staff members) into a document template

1. Position your cursor at the location where you want to insert an image in the document.

2. In the Images tab dropdown, select the Practice Image and Photos option:


3. Select the image and then select the Insert button >>.

4. Move or resize it as required.

To import education slides into a document template


2. In the Images tab dropdown, select the Education Slides option:



To import Xray photos into a document template


2. In the Images tab dropdown, select the Xrays option:

You'll notice that you can only add a Place Holder image.

3. Use the controls to locate images and display them:




To import images from your computer into a document template


2. In the Images tab, select the Search icon:

3. Browse for the image in the normal way:




Sub Templates Tab

Using the Sub Templates Tab in EXDOC-PRO

Purpose:

Regular use of the Sub Templates saves time.

They enable a practice to set up sections of text for frequent repetition in documents. For example,

Tooth brushing advice

Dental practice biography and introduction

Pre-operative instructions

To add a sub-template to a document template

1. Place the cursor in the document template where you want the sub template content to appear.

2. Double-click the appropriate sub template to add it to the document:


3. Edit / customise the content as necessary.

To create a new sub template

First create the required content in a normal template, and then open the Sub Templates Tab with the required content displayed in the MS Word document. Then do the following:

Highlight the content that you want to define as a Sub Template.

Click the +1 button at the bottom of the Sub Templates pane to open the Create Sub Template window.

Type a Sub Template Name.

In the Filter Sub Template by field, optionally select or create a category that applies to this sub template.

You can also use the Edit/create button to create a new category.

Click OK.

Check that the filter displays in this list.

To delete a Sub Template

1. Highlight it in the list

2. Select the Delete / Bin button.


3. Click Yes to confirm deletion.

Using Pinned or Sliding Mode for the Options Panel

The Options panel makes EXACT data and imagery available to the document template being created in MS Word.

The panel can be set for Pinned Mode (default) or Sliding Mode:

Pinned Mode, with horizontal tabs and pinned pane Sliding Mode, with vertical tabs and slide-out pane

To set the Options Panel for Pinned or Sliding Mode

1. Access EXDOC-PRO to create a document template (see "Accessing EXDOC-PRO, creating a template" on page 17).

2. Click the Options button to display the Options Panel.

3. Under Display Options, select between Pinned Mode or Sliding Mode:

4. If you have changed the selection, restart EXACT.

Enabling EasyPost support in Presentation Manager

NOTE: EasyPost functionality is only available to pratices that have purchased and set up the EasyPost module.

EasyPost enables a Practice to cost-effectively send physical mail in any quantity to patients via a print and post service, freeing the Practice from the need to purchase, print, address, fold, stamp and post letters.

EasyPost has an implication for Presentation Manager in the blue address block that is included in all EasyPost-directed templates.


For practices that have purchased EasyPost, the EasyPost support can be turned on or off by means of a button on the Merge Fields tab:

IMPORTANT: For templates with EasyPost enabled there is no need to add the Name and Address using regular merge fields because EXACT adds the blue address block to meet the requirements for the EasyPost service.


Creating a Recall Letter in Presentation Manager v11

(All Requirements for Presentation Manager (v11) (see "Requirements for Presentation Manager" on page 8) must be met)

To create a Recall Letter in Presentation Manager

1. Start from the Patient File (any patient, on any tab).



3. Select the +1 button at the bottom of the screen:

The Create Template screen displays, with default (locked) Standard Templates listed. You have to base any New template on a standard template, so it is essential to select a starting template.

IMPORTANT: For EasyPost you must select an EasyPost template as these have the address labels set up for EasyPost.

4. In the Create Template window:


TIP: Create an EasyPost folder for your EasyPost templates so that you can easily see which are available for EasyPost.

5. Click the Create Template button.

This launches EXDOC-PRO with the existing template opened in MS Word (if you started off a blank template the entire page will be blank).

You will also see the EXDOC-PRO icon in your taskbar:

6. In the EXDOC-PRO module, add a Practice image to the MS Word template document, and resize it /

reposition it on the page.

7. Add a text box to the template page in order to hold the Practice Name and details.


8. Open the Merge Fields tab, locate the Practice merge fields, and with your cursor in the text box on the MS

Word page, double-click the practice.name merge field to insert it into the text box.

(Use MS Word functions to resize the font and change its colour)

9. Follow a similar procedure to add the practice.address merge fields (multiple), and practice.phone to the text box, right-justify them and optionally change font.

10. Optionally remove the text box border and draw a line under the heading.

11. With your letterhead now established in this single template, it is advisable to save it as a sub template that

you can use "as is" in multiple other documents:

a. Highlight the letterhead on the MS Word page,

b. Open the Sub Templates tab in the left pane,

c. Select +1 to add a New sub template,

d. Type a Sub Template Name (in our example, Practice Letterhead),

e. Optionally assign/create a category for filtering (in our example, Practice Details),

f. Click OK.


(The Sub Template is then listed at left. Simply double-click to insert it at the cursor position in any document.)

12. Use a combination of typed text and merge fields to create the body of the letter and its salutation.

(Tip: save your salutation as a sub template)

13. Click the Options button at top left and Save and Close this template, and return to the Document Details

screen.

14. In the Document Details screen (see "The Document Details screen" on page 8), select the template name in

the list at left and then click the Preview button to preview the template.

The Patient Document (not the template!) now displays.

15. Check the patient name in the very top Window bar to confirm that it is a Patient Document.

16. Check the template. All merge fields should be populated.

17. You can now edit this document as required for this specific patient.

18. Optionally print or Email this Patient Document (see Emailing a Patient Document (on page 15)).

Once emailed or printed, the document becomes a read-only PDF file, listed in the Contacts tab of the Patient File (see Re-opening a Patient Document (on page 16)).


Configuring Presentation Manager This section covers procedures to configure Presentation Manager.

Checking the registration of Presentation Manager

To check that you have Presentation Manager purchased and registered

1. Select Configure > Practice Information.

2. Click the Register button:

3. In the Register window, check that the ExdocPro module has a registration key:

4. If there is no registration key, please contact the Support Desk to have it set up.

Enabling Presentation Manager

IMPORTANT: When you enable Presentation Manager it replaces the previous document writer and overwrites all previous templates, so it is advisable to first record any template information that you wish to reproduce.

To enable Presentation Manager

1. Select Configure > Practice Settings.

2. Check (tick) the Enable Presentation Manager checkbox (if this checkbox is not visible you may not have the module):


You will see a popup message about Microsoft Word.

3. Click OK to the message. You will then see a warning about overwriting existing templates:

4. Click Yes to continue. You will then see an Upgrade indicator:

5. When this completes, select OK to exit the Practice Settings window.


Index A

Accessing EXDOC-PRO, creating a template • 5, 17,

31

B

Benefits of Presentation Manager • 5, 6

C

Checking if you are editing a template or a patient

document • 5, 12, 15

Checking the registration of Presentation Manager • 5,

8, 37

Configuring Presentation Manager • 37

Creating a Recall Letter in Presentation Manager v11

• 5, 33

E

Emailing a Patient Document • 5, 15, 36

Enabling EasyPost support in Presentation Manager •

5, 21, 31

Enabling Presentation Manager • 5, 8, 37

F

Features of Presentation Manager • 5, 6

P

PRESENTATION MANAGER • 5

Presentation Manager Overview • 6

Previewing and editing a template • 5, 13

Printing and sending to EasyPost • 5, 14

Purpose of Presentation Manager • 5, 6

R

Re-opening a Patient Document • 5, 7, 16, 36

Requirements for Presentation Manager • 5, 8, 33

S

Saving and re-opening a Patient Document for editing

• 5, 7, 16

T

The Document Details screen • 5, 8, 14, 15, 17, 33, 36

The EXDOC-PRO screen • 5, 19

U

Using Pinned or Sliding Mode for the Options Panel •

5, 20, 31

Using Presentation Manager • 8

Using the Charts Tab in EXDOC-PRO • 22

Using the Images Tab in EXDOC-PRO • 26

Using the Merge Fields Tab in EXDOC-PRO • 21

Using the Sub Templates Tab in EXDOC-PRO • 29