WebWord™ for Word 2003 User ManualThere are three general steps to using WebWord™ for your letter editor.

Creating the WebWord© document Uploading the document to the server Using the WebWord© document from within the Medkinetics Electronic Provider Record™

Application

Creating the document template

Setting up the Medkinetics WebWord Template

In order for the WebWord™ template to work properly, you must install the Medkinetics WebWord Template.dot template on each computer where WebWord letters will be used. Placement of the template file in the proper location is a one-time set up.

The “Medkinetics WebWord Template.dot”, customized for WebWord™, needs to be stored in the location where other Word© document templates are stored. (For example, on a Microsoft Windows XP computer, with Microsoft Office 2003, the templates are stored in “c:\documents and settings\user account\Application Data\Microsoft\Templates” (where “user account” is the user profile of the person who is logged in to the computer.) This is the location where the “Medkinetics WebWord Template.dot” must be stored. Each person who creates or merges WebWord letters must install this template on his/her computer.

Inserting the Merge Fields

Medkinetics’ WebWord™ works by using merge fields as “place holders” for the appropriate data to be placed into the document. The “Medkinetics WebWord Merge Fields List.txt” (provided by Medkinetics) lists available merge fields. There are several ways to insert the fields. Currently, the supported method is to manually add the merge fields to the document. This can be accomplished by: copying each merge field one at a time from the merge field library text document and using the Word menus to insert the merge field.

Medkinetics’ WebWord™ works by using merge fields as “place holders” for the appropriate data to be placed into the document. The “WebWord Merge Field List.txt” (provided by Medkinetics) lists available merge fields.

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There are several ways to insert the fields. Currently, the supported method is to manually add the merge fields to the document. This can be accomplished by: copying each merge field one at a time from the merge field list text document and using the Word menus to insert the merge field. Use the file Medkinetics WebWord Merge Fields List (displayed above) to copy the necessary fields.

1. Highlight the field you need in the Merge Field List and press Ctrl C on the keyboard to copy the field.

2. Click in the area of your Word Document where you want the merge field inserted.

3. From the Word tool bar select the Insert.

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4. Select Field from the drop-down menu. The field window displays.

5. From the Field names: field select MergeField.

6. Under Field Properties click in the box below Field name: and Ctrl V on the keyboard to paste the field.

7. SHORTCUT: The keyboard shortcut sequence to arrive at this dialog box is Alt + I, F, MM

The shortcut performs navigation to Insert, Field, 2nd “M” field type (merge field).

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8. Select the OK button to close the window and insert the merge field. The merge field will display in the document as shown below.

NOTE: A shortcut to inserting the field codes is to manually put in one code as the above screen shots and description details, and then copy and paste the same merge field code throughout the document. Then copy the appropriate field code for the particular spot in the document, and right-click on the pasted field code and choose Edit Field from the context menu. Then paste, or type, the correct merge field name in the Field Dialog Box.

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Configuring Documents for Data Iteration Types

There are two ways to set the merge fields that will result in different data population results. The example in Figure 5 above shows how to set the field code for a single iteration of data by naming the merge fields with the “prefix.fieldname”. But if you want to display ALL data of a certain type, such as all the DEA certificates for a provider, edit the field names (Right click> Edit Field), removing the prefix and the dot. Next, highlight the section that needs to repeat or “loop” and go to Insert > Bookmark. Name the bookmark with the bracketed name on your merge field list (e.g., For DEA certificates to be looped, you must put them in a bookmark named “DEARow” as detailed in the merge field library document by “[DEARow]”.) Click Add to create the bookmark.

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Saving the Letter Template

When all desired merge fields have been placed in the document, save the document to a known location on your hard drive.

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Uploading the document template to server

To use the document template with Medkinetics’ Electronic Provider Record™ follow these steps. It is very important that any time you are working with WebWord™ letters and the Medkinetics application that Word is closed on your computer.

1. Log into the Medkinetics Electronic Provider Record™ application.

2. Select Forms and Letters from the Mgmt Reports drop-down menu.

3. Select Manage WebWord Letters from the second drop-down.

NOTE: The first time you navigate to the WebWord™ maintenance area, you will be prompted to install the ActiveX control that controls the server file synchronization scripting.

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4. Once this is installed the Manage Form Letter Templates window displays. The Current Templates Loaded will display at the top. These are the WebWord™ letters currently loaded in the system. The area to upload new templates is at the bottom.

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5. Select the Browse button to upload a new template. The Choose file window will display.

6. Browse for the file that you have created (with the merge codes) on your local hard drive in the template box. Click on the file and select the Open button.

7. Specify a “friendly name.” This friendly name is what is displayed throughout the application.

8. Choose a topic for the template. The topics relate to the areas in the Verification module of Medkinetics Electronic Provider Record™, along with a new function in the credentialing system (described in a later section). (see List below)

General, Boards, Licenses, Hospital, Payors, Medical School, Internship, Residency, Fellowship, Professional School, Work History, DEA, CDS, Practice, References, Insurance, Post-Secondary Education, Professional Orgs, Staff

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9. Select the Submit button at the bottom of the page.

10. The letter is now displayed in the alphabetical list.

11. Continue the process for all your letters.

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Using document templates from within the Electronic Provider Record™ ApplicationThe areas within the Electronic Provider Record™ from which the WebWord™ documents can be generated are:

Management Reports Verification Credentialing

Management ReportsThe WebWord™ maintenance area in Management Reports provides a simple interface to create any type of document output. Multiple doctors batched together for selected providers or documents for single providers.

Creating a simple document for Hospitals, we can see how the printing of letters occurrs in Manage Reports.

1. Select Forms and Letters from the Mgmt Reports drop-down menu.

2. Select WebWord™ Letters from the second drop-down letter.

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3. The Merge Form Letter page will display. The top section is used for filtering. To test our letters go to the bottom of the page (Steps 1-3)

4. Select a letter at step #1. For our example we will select Administrative Referenc es. Notice that the date the letter was uploaded is listed at the end of the letter name. This way you can select the most recently uploaded letter.

5. If you want to save a copy to the providers record select Yes in step #2. The default is No.

6. Select the provider(s) in the Move-a-matic from the source to the target in step #3.

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7. Select the Finish button.

8. For certain items, such as references, you are presented with a choice as to which to include in the document. For this example there is only one. Click on the check box to select it and select the Next button.

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9. The Form Letter Print Queue will display. Select the Refresh to view current print job button.

10. Select the Print button to open the letter in Word. A file download window will pop-up asking you if you want to Open or Save the letter.

11. Use the Save button to save the generated letter to your local computer. For our example we are going to open it by selecting the Open button.

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12. Any additional formatting, type changes, etc… can be made to this letter. When you are complete you can save it and/or print it. Close the document when you are finished by selecting the Office Button and selecting Close from the drop-down menu.

Making changes to a letter

If changes need to be made to a letter template that has been uploaded, navigate to the Mgmt Reports > Forms and Letters > Manage Webword Letters area. Delete the current letter by selecting the Red X in the delete column to the right of the letter. Then repeat the steps to upload the letter with the changes.

It is always possible to make changes to merged WebWord letters right before printing, but there are times when the changes need to be saved in the official document for future use. It is possible to make changes and save the changes to the server when the letter is attached to a specific provider record by synchronizing the document to the server copy.

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1. From Mgmt Reports > Forms and Letters > Webword Letters in Step 2, click Yes to copy to providers record and enter a friendly name.

2. After the letters have merged, navigate to Credentialing > Attachments > Documents. Find the appropriate Word Attachment list and open the letter using the document name link.

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3. Make changes to the letter as needed and Close the document (do not Save As). A prompt will appear which says, “Synchronize this document with the server copy?” Click Yes to save.

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4. The next prompt says, “File successfully saved on the server.” Click OK. Changes can be viewed by clicking the document name link.

5. The same “sync with server” prompt allows letter changes to be saved from the document name links in the Verification Log. Both individual form letter tasks and letters created with Batch Print Form Letters, can be edited and saved in this same manner.

The “sync with server” feature is not available for batches of letters viewed from the WebWord Print Queue, nor from the General or Specific Attachment area of the Verification Log.

Verification

In a verification task for a provider, in the hospitals section, you will choose a WebWord™ task type to perform.

1. Open the Verification Log

2. Select the check box to the left of the provider to open the verification tasks for the provider. For our example we have scrolled down to the hospital section.

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3. Select the appropriate hospital to open the task area. Select the Add Task button.

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4. The Verification Modules window displays.

5. Select Form Letter Verification from the drop-down menu.

6. Enter in a Verification Description and days to followup. Select the Add button. The Form Letter List for hospitals will display.

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7. Select the radio button to the left of the appropriate letter. The letter will generate and the Form Letter Print Queue will display.

8. Select the Refresh to view current print job button to view the current print job in the queue.

9. Select the Print button to open the generated letter in Word.

10. The letter can be edited, printed and saved using the Word functions.

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Credentialing

In the credentialing area, we have access to the document library in another way. For example, navigate to the Credentialing tab and choose a provider.

1. After choosing the provider, navigate to the hospital affiliations list.

2. At the top right is a row of icons. Select the WebWord™ Icon.

3. Click the icon to open a list of documents tagged with the Hospital topic. You can create documents singly or in batches for the selected provider.

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More than one document can be selected and there is an option to save the documents to the provider’s record as an attachment. When the Generate Document(s) button is clicked, the system will integrate the data into the document, and present it in Word. Select the appropriate letter by checking the box to the left. If you are going to attach the letter to the provider record, check the Save As An Attachment box and give it a friendly name. If you are not going to attach it, you can leave this area blank.

4. Select the Generate Document(s) button. The current print job will display.

5. Select the Print button. The File Download window will pop-up.

11. Select the Open button. The document will open in Word. The letter can be edited if necessary, just before printing.

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When the user is viewing a document that has been saved as an attachment on the server, changes may be made to the merged letter and saved on the server. When a WebWord™ attachment is closed, the user will be prompted to synchronize with the server copy. Clicking yes will saves the changes made to the server, and another prompt appears confirming that the file has been saved.

Prompt to synchronize file Prompt that the file synchronization is complete

The synchronize with server function is available only when opening WebWord letters that have been attached to a provider. These documents may be opened in Credentialing > Attachments by clicking on the Document Name Link. In the verification log, individual task letters can also be edited and saved on the server.

Batches of letters do not have sync with server capabilities. The WebWord batch methodology does not have the capability to identify individual attachments within the batch. Batches generated in two places – the WebWord Print Queue and in Credentialing Attachments by checking checkboxes next to each letter in the batch.

User Requirements for WebWord™ Macro security should be set at medium Popup blockers should be turned off, or trained to allow Medkinetics sites.

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