| Reminder Request Output Options Screen |
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Purpose |
The Reminder Request Process Summary & Reminder Request Output Options screen is used to see the step by step details of the reminder request, such as how many clients exist in the organization and how many will be included in the report. This screen is also for selecting the final format of the report to be printed resulting from the submission of a report query from the Request Reminder screen.
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Functionality |
Generating Reports
To produce a 'Mailing Label' or 'Client Query Listing' report, simply click on the report name hyperlink and the Mailing Request Status screen will be displayed so that you can view the status of your report.
If producing a 'Reminder Letter' or 'Reminder Card' report, there is an option to include a free text note and/or a phone number on each of the cards or letters produced as described below.
In 'Free Text' listbox corresponding to the desired report to be produced, type in any further information you wish to include in the clients' reminders.
For example: "Our next Hep B clinic will be held at St. Mary's church, 1520 Main Street, between the hours of 2:00 and 6:00. If you have any further questions or concerns, please feel free to contact us at the number below."
The free text included in a 'Reminder Letter' can be a maximum of 400 characters, and the free text included in a 'Reminder Card' can be a maximum of 275 characters.
Click on the desired report name hyperlink and the Mailing Request Status screen will be displayed so that you can view the status of your report.
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Report Descriptions |
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Report Output |
Description |
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Reminder Letter |
This report output produces a standard form letter with sufficient room at the top of each page for your provider organization's letterhead. The body of the letter includes the clients immunization history, recommended immunizations and due dates, and can also include the free text and/or phone number. |
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Reminder Card |
This report output produces a standard (4x5 inch) mailing card, printed one card per page. The body of this card includes only the clients recommended immunizations and due dates, and can also include the free text and/or phone number. |
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Mailing Labels |
This report produces mailing labels and will print in the same order as either of the above two reports. The report has been formatted to print on Avery Mailing Labels #5160, which contain 30 labels per page.
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Client Query Listing |
This report is produced for the administrator's records. This report will list every client that was returned in the report query process. Along with each client, the report will also list the phone number and full address of every responsible person associated with each client. Any incomplete or blank lines found in this report represent insufficient or missing phone numbers and/or address information for a responsible person. |
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Important Notes |
Reminder Letters and Cards
Vaccines Recommended by Selected Tracking Schedule include those that are Complete, Completed Early, Contraindicated, Max Age Exceeded and Max Dose Exceeded. In the recommended vaccines grid, immunizations due in the future are in the same grid but at the bottom with light gray shading; dates are sorted earliest date first.
When generating the 'Reminder Letter', 'Reminder Card', or 'Mailing Labels' keep in mind that a letter, card, or mailing label is not produced for the clients returned in the report query process. But rather a letter, card, or mailing label is produced for every responsible person associated with each client, given that the following three conditions are met:
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1.) |
The clients 'Contact Allowed' indicator on the Client Information Tab is checked. |
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2.) |
The responsible person's 'Notices?' indicator on the Responsible Person(s) Tab is checked. |
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3.) |
The responsible person has sufficient address information. |
Booster, Not Valid and Partial Doses displayed on Reminder Reports
On the Reminder Letter a column has been added on the "Series," which indicates what number in a series the immunization follows or if the dose given is a Booster, Not Valid or a Partial Dose.
On the Client Query List the registry displays (NV) next to the immunization dates for those that are Not Valid and (PD) for those that were Partial Doses.
Mailing Labels:
The following instructions only pertain to organizations who have had problems printing labels. While this particular walkthough is for version 4.0 and 5.0 it is strongly recommended that you have version 5.0 of Adobe Acrobat Reader. This is the version that all of the reports are formatted for, and we cannot guarantee that older versions will print correctly.
Follow these steps to correct mailing label printing issues:
In Adobe 4.0
1. Run a Reminder Request from the registry as you normally would.
2. Once the report is finished, select the Mailing Labels as your Output Option. Wait for this to complete.
3. Open the Mailing Labels once the process is complete, Adobe should open and display the labels just like usual.
4. Click on the printer icon that is on the Adobe toolbar, and the print window within Adobe should open. Do not click on the print button in Internet Explorer, which is next to the Back, Forward, Home, and Refresh buttons.
5. In the print window, on the right hand side uncheck "Fit to Page".
6. Click Ok to print.
Note: Once the boxes are un-checked they should remain un-checked so do not worry about checking them every time.
In Adobe 5.0+
1. Run a Reminder Request from the registry as you normally would.
2. Once the report is finished, select the Mailing Labels as your Output Option. Wait for this to complete.
3. Open the Mailing Labels once the process is complete, Adobe should open and display the labels just like usual.
4. Click on the printer icon that is on the Adobe toolbar, and the print window within Adobe should open. Do not click on the print button in Internet Explorer, which is next to the Back, Forward, Home, and Refresh buttons.
5. In the print window look for the "Copies and Adjustments" section in the middle right of the window. In this section there are three check boxes that need to be un-checked... If any of these boxes are checked, click on the checkmark beside them to deselect the box.
· "Shrink oversized pages to paper size"
· "Expand small pages to paper size"
· "Auto-rotate and center pages"
6. Click OK to print the document.
Note: Once the boxes are un-checked they should remain un-checked so do not worry about checking them every time.