Use the Email mail merge action to send merge documents via email, as well as recording them in the appropriate correspondence histories. The text of the merge document will be used as the body of the email message, and optionally included as an attachment in .PDF format. If the merge document includes any patient images, those images will not appear in the body of the email message, but will be included in the resulting .PDF, and can optionally be included as individual email attachments.
Get Started
Set Up Document Email Type - Use the Email Type column of your Mail Merge Documents editor to define which email address to use when merging this document to send via email. If this column is blank, you cannot email this document via mail merge. See "Set Up Mail Merge Documents" for details.
Obtain Email Addresses Enter email addresses for your patients, responsible parties, dentists, referrers, and professionals.
Responsible Parties - Enter responsible party email addresses in the Contact field of the Responsible Party page of the patient folder.
Professionals - Enter dentist, referrer, and other professional email addresses in the Contact field of their respective Editors or pages.
Use This Feature
Initiate Mail MergeHome ribbon bar > Reporting section > Mail Merge. (You might also be able to open this feature from the Quick Access toolbar at the top of your Edge window.)
Choose Document to Merge Select a document name from your Favorites or Documents list, at the left of the Mail Merge window. (You can also search for the document you want to work with.)
Choose Recipient(s) Choose whether to merge the document for all records, a subgroup of records, or a single record. The choices you have for selecting recipients depend on the "selection type" of the document you chose to merge. (See "Set Up Mail Merge Documents" for details about assigning document properties.)
Single record Select this option to generate the document for an individual record. If a patient folder is open when you initiate mail merge, that patient is the default, and the Mail Merge window tab displays that patient's name for your reference.
You can use the Search field to look for a different patient, if needed. The document's "selection type" property determines whether you will search for a patient, responsible party, or other party, and whether additional information, such as the patient's scheduled appointments, is included in the search.
In addition, if you selected a document with the "selection type" property of Professional, Responsible Party, Patient Professional, or Patient Responsible Party, the list of records associated with the active patient appears for you to choose from.
In this example, the default patient is automatically selected. You can click the Search icon to look for a different patient.
This example shows the active patient's professional records, for merging a Professional type letter. The active patient's name remains on the Mail Merge tab for your reference.
Note the difference between 1) a Professional or Responsible Party type letter and 2) a Patient Professional or Patient Responsible Party letter type: When you merge a document for the first letter type, the document will merge for each patient who is associated with the selected professional or responsible party. However, when you merge a document for the second letter type, the document will merge only for the active patient, addressing the professional or responsible party you selected.See "Set Up Mail Merge Documents" for details.
Include / Omit Image Attachments Enable the Attach Images option to include any merged patient images as individual attachments to email messages. While images are not included in the body of the email message, they are always embedded in the .PDF file attachment. (If the document does not use any patient images, this option is ignored during the merge.) Note that whether or not patient images are included in a merge document, you can manually attach images or other files to a merged email message when you process the message from your Queue (rather than merging it immediately).
Finish Click Merge to process the email message immediately, or click Queue to add the document to your mail merge queue for future processing. (Using the Queue allows you to manually attach additional files to the email message before sending it.)
Merge now - Click Merge to send the email message immediately. The text of the merge document will be used as the body of the email message, and optionally included as an attachment in .PDF format. If the merge document includes any patient images, those images will not appear in the body of the email message, but will be included in the resulting .PDF, and can optionally be included as individual email attachments.
Merge later - Click Queue to add the document to your mail merge queue for future processing. At that time, you can attach additional files to the message before processing and sending the email message. The text of the merge document will be used as the body of the email message, and optionally included as an attachment in .PDF format. If the merge document includes any patient images, those images will not appear in the body of the email message, but will be included in the resulting .PDF, and can optionally be included as individual email attachments.See "Use Mail Merge Queue" for details.
More Information
Correspondence History Records - Once processed, your mail merge documents are automatically added to the appropriate correspondence history, in .PDF format. Depending on the document selection type, it may be recorded in multiple correspondence histories, such as both the dentist and patient histories. (See "Set Up Mail Merge Documents" for details.) In addition, when you view an expanded patient correspondence history, emailed mail merge documents are preceded by an email icon to indicate that the document was sent electronically. You can hover over the icon to see a tooltip identifying the email address that was used. (See "Correspondence History" for details.)
View & Edit,Then Email Option - You can also first view and edit a merged document, then send it to your mail merge queue flagged for Email output. This feature is especially useful if you need to make changes to the final output before permanently adding it to the patient's record. See "View Mail Merge Documents" for details.
Email Patient Images - You can also email patient images and image montages directly from the patient folder Imaging page. See "E-Mail Images" for details.
Send Quick Email Message - You can click an email address nearly anywhere in Edge to send a quick message to that party. Those messages are also recorded in the appropriate correspondence history. See "Send Quick Message Email" for details.
Enter email addresses for your patients, responsible parties, dentists, referrers, and professionals.
Attach Images option to include any merged patient images as individual attachments to email messages. While images are not included in the body of the email message, they are always embedded in the .PDF file attachment. (If the document does not use any patient images, this option is ignored during the merge.) Note that whether or not patient images are included in a merge document, you can manually attach images or other files to a merged email message when you process the message from your Queue (rather than merging it immediately).
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