Page 115 - Client Coordinator

Printing Wellness letters through AVImark AS A BATCH:
a. In AVImark go to Work With
b. Click Information search
c. Click Client Coordinator
d. Double click Wellness Letter
e. Search Criteria will come up
f. Client Codes, does not contain “i”.
g. Patient Codes, does not contain “d,i,h,m”
h. Change dates “And Patient Reminder Due” is between: double click the first date and change it to 77
days prior to today’s date. Then go to the next date range and set it for 70 days prior to today’s date.
Enter the dates without slashes or dashes: April 17, 2015 = 041715
i. And Patient Reminder codes does not equal: This the section we use to exclude codes that we don’t
want letters sent out for. If you need to add to this section please do so following the pattern already in
place: a comma between codes without a space.
j. Click save. This will exit out of the area you are working with. AVImark does not know why it does this.
Follow the steps to get to that point again.Click Search to generate a list. Make sure the list is correct.
The list should be printed. Go to print, make sure the correct printer is chosen and click print. Return to
AVImark and review each client file. Verify through each client file that the Wellness letter should be
sent. Paying attention to the following:

i. Declined services at their last visit
ii. Obvious cases that should not receive a letter.
iii. Heartworm preventatives should not receive a letter.
iv. For those clients receiving a wellness letter, document that the letter is sent at this time.

k. Return to the “work with section” , follow b – e.
l. For clients that are not to get a letter go to Client does not equal. Add the client account number (s) of
those who are not to get a Wellness letter. Enter the codes with a comma between account numbers
without spaces, i.e. 2001,5016.
m. Search again and check the list to make sure the people you wanted off the list, are off of the list.
n. You are now ready to print the Wellness letter.
o. Click Printer
p. Choose your printer, and make sure your letter head is loaded correctly.
q. Click Merge Document
r. Click One Per Client
s. Print

To print the labels:
t. Click Print
u. Click Mailing labels
v. Choose the correct labels
w. Make sure the labels are loaded into the printer correctly and choose the correctly printer.
x. Click PRINT
y. Affix the proper label to the envelope, prepare the letter for mailing.
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