Creating Word Processing Documents (DVMAX v7.0.12-v8.7.3)

Applies to: DVMAX v7.0.12 - v8.7.3

Purpose: This document will give step-by-step instructions on how to create a new Word Processing template document within DVMAX. When configured, the templates (called Protected Documents in DVMAX) will pull in client and patient specific information. Word processing documents can be printed, emailed, or faxed. *Faxing is an additional service which must be purchased through your DVMAX Account Manager.

*Tip - review the following document (Sending Targeted Marketing Letters or Reminder Cards) to use DVMAX Word Processing documents to help with the marketing needs of your practice!

Creating a New Patient Document

1. Search for a patient (Creation of word processing documents can be done from any patient record)
2. Click on the Patient Word Processing
3. Click New
4. Click on the Show Palette button at the bottom of the document. As you are creating the document, a patient specific reference can be inserted into the body of the document by double-clicking an item from the palette. When the reference is inserted, the current patient information will be displayed. When the document is saved, a reference to that data field is saved, rather than the current patient information. 
5. When the document is complete, click Save. An alert will open asking if you want to save this newly created WP document to the Patients file. Click Yes.
6. Enter a Name for the document in the Save As field
7. Change the document class to Protected *This is the step that saves the document as a template and allows the document to be available in all patient records
8. Click Save

Inserting Current Date and Time

• From the Insert pull-down, choose Date and Time
• Choose the format preference
• Check Automatic Update (This ensures the current date and/or time will be inserted each time the document opens)

Inserting Clinic Logo

• Attach the logo in System Constants 
  • From the Section menu, choose System Constants
  • Click on User Settings
  • Locate the WP History Delimiters section and click Load WP Logo
• Add a reference in the word processing document
  • In the word processing document, click Show Palette
  • Scroll to the Patient Referral #1 Fields
  • Click on the arrow to expand the list of options
  • Choose WP Header Logo

Formatting a Word Processing Document

There are word processing toolbars, similar to those in Microsoft Word, available. If they are not displayed, from the view pull-down, choose Toolbars, and then pick which toolbars you'd like displayed. 

Other Options for Inserting Patient Information

Inserting Specific Patient History Entries into a Document

There may be instances when a user will want to insert additional patient history entries into a specific word processing document. (These steps are not for inserting references into a Protected Document. These steps are for inserting patient history into an existing document to print or save as a case document).

• Open the protected word processing document
• Place the cursor in the location where you would like to place the entry
• Leave the patient word processing window open and click on the History tab for the patient
• Click on the double arrows next to the entry you would like to insert
• Choose Add to WP Document
  
  

Inserting Specific Finding Items into a Protected Document

While there is already a reference to insert history entries onto a Word Processing document, there are occasions where one may want to insert their findings into different sections of a document instead of all together. The document, How to insert specific finding item values into a Word Processing document, covers how to spread the finding items of a specific MRE into several locations of a Word Processing document.

Saving as a Case Document 

When a protected document has been opened for a patient, specific information is pulled into the document based on the references created. Often times, the history entry references include a date range that only pulls in information for a specific period of time. For this reason, the document should be saved as a case document in case a copy ever needs to be retrieved. 

• After printing, click Save
• Click Yes to confirm that you want to Save a copy of the WP document to the Patient file
• When the Save dialog opens, click Save as Case Document
• This will save a copy of the document with the same name as the protected document, and the date the document was saved

In most instances, you do not want to edit a case document, and then save as a Protected document. There are no references saved in a case document. When you save a case document as a protected document, the information saved will be the same information there in all patient records.

Additional Resources:

DVMAX User Manual - Word Processing Section