Home Forums Discussions Problems Download demographics for mailing

Hi,

I use the client server version 6.3.3 and am not on the hosted cloud version.

In the past, Our office has put 1 year recall patients on Sunday appointment slots (since we are not open Sunday). Lately they have been behind in calling the Sunday slots. I would like to just mail the patients a reminder card in the future. Is there any way to download patient demographics as one large excel file so that we can print out mailing labels from excel from a certain day? I can not seem to find that function.

Also, has anyone used Updox's reminder call system through amazing charts? I would like to use that for a 1 week reminder call for upcoming appointments (not recall appoitnments) but am unsure how accurate or good it is.

Thanks.

If you log into AC, Log into the Admin section, then go into the Import/Export section, there is a place to export Patient Demographics. This may be slightly different menu path in 6.3.3. It has been a while.

Another approach is to query the database directly and return a report of the date last seen for each patient, which you can then sort. Because we have access to the database, I typically choose the most direct path to a result.

Let me know if you still need some help getting what you need.

Yes the export demographics page allows you to export the entire demographics of every patient in teh whole practice onto an excel sheet. However, it does not allow you to pick demographics or addresses from one day... This is every frustrating. I remember that there was a label maker program to download patient names to make a label but it did not print out addresses.

I don't remember if the 6.3.3 version of the reporting tool accesses the schedule. Have you tried to craft a custom report?

If you want me to remote in later this weekend and query the database for you, let me know.

I am guessing that the reporting tool is the one that states "Reports?" next to "Messages" It does query the schedule but you can not pick a particular date. You can only pick 1 year since last visit, x days since last visit, etc.... It prints out all patients.

Is there a way to make a program that will download patients from a certain date (Sunday) for their addresses? You can print a front sheet that has the list of patients but you can not print all the street addresses from a certain date or emails of all patients from a certain date.

Thanks.

Hi Vman,

Looking at your scenario, I think this is the best thing I can come up with for a report. It is using the "Schedule" category and the "weeks till next visit" field. With this in mind, you can run a report of all patients who have an appointment equal to one week. If you run the report on Sunday, you should get all your patients for the following Sunday. The downside is the report would have to be run on a Sunday. You would also have to query the address information for that to export as well, but that is easy. I took a screen shot of what my report looks like:



Once you add all the criteria in the image above (the blanks for the value are intentional), you should be able to get the report you want. Once the report runs, you can export to excel and use Excel's mail merge function to print labels. Make sure after you design the report to click the "Save query as" option so you can easily bring up the report again.

I'd be happy to help you with this, or have a product support person contact you to walk through this as well. If you want to message me offline, my email address is mdabeck@amazingcharts.com. I will be back in the office on Tuesday this week.

I hope this helps.

Hi vman,


I am trying to help, so please don't take this the wrong way, but you say you are frustrated yet you are asking a lot. I believe there is a way to get the proper information into Excel, but I don't think you can take a random Excel sheet and pick out that type of data. Excel is fairly powerful for what it does, but when you ask about another program, one that comes to mind would be Access. Access is a relational database capable of pulling data from one table and relating it to another. In fact, up to around v3 or v4, AC used Access as its main database.

Could another program do this. Absolutely. In fact, my developer could design such a program but the there would not be enough demand for it to use it.

I have a couple of questions. What facilitated the need for a change. It sounds like it was working before, save for your staff getting behind on reminder calls. I am very good to my staff, but this problem would be solved with one statement. "The reminder calls to the Sunday appointments are not getting done. What is the issue. Fix it."

It sounds as if you are trying to do a lot of work when the answer is right there.

It would seem as easy as making an appointment for six months from now, and entering that name in Outlook so that the Wednesday before it pops up. You already have the demographics and name and you have template reminder cards or letters. You print the name and address from the Excel database. If you wished you could print the label right then, and have it put in an expandable file for each Sunday, then cross check it when the Outlook reminder pops up to insure it is correct.

I am not sure what program you are referring to, but Amazing Labels can print to addresses. Formatting could be better.

Keep in mind that everything which prints from that program prints using the DYMO print driver. If you create the .CSV file you can import into an address book in DYMO and label it AC. By mapping the fields, you will now have all 2,000 patients or so in the address book. You can search by first name, last name, address, etc. You can easily scroll down through the list and tick the check box next to the address you wish to print. When done, click print and all of your labels are printed. If you really wanted to be fancy, you could make a stamp from DYMO, although it's a little pricier than the Anytime stamp.

Hi Bert and Mark,
Thanks for replying. Amazing Labels can do it and print out addresses individually but the version of amazing labels currently does not recognize the old SQL database in amazing charts v6.3.3. The last time we used amazing labels was about a year ago. I can not put a newer version of amazing charts on my server because it runs SBS 2011. It is not compatible. If one of you guys have the older version of amazing labels 8.0.0.2 I can use that and would really appreciate it. Bert and Mark, I've sent you my email privately. The issue is that it is easier to mail things out (and faster) than to have staff call patients for their one year reminder. We got behind because we were shortstaffed. Preferentially, I would like to mail out a reminder and then have staff members follow-up 1 week later with a call.

Short of that, I would not mind paying your developer to create a program that would mine the dates (like Sunday) and print out addresses or phone numbers or emails on that particular date onto excel... if you have his/her contact information, I would like to speak to him/her and inquire about the cost.

Mark, your idea is novel, I will see if I can change my date on my local client computer and trick the reporting program to spit out any sunday that I want one week later but if you guys have the older version of amazing labels that would be even easier... Thanks!

Thank you.