A template saves you a lot of time and effort.
A template is a file that serves as a starting point for a new document. When you open a template, it is pre-formatted in some way.
If you find yourself creating similar documents over and over again, use a template so that you won't have to format your documents each time you want to make a new one. Simply select the template and start from there.
Use a correspondence template to:
- ensure that all written communication with patients is consistent,
- add your branding and contact details,
- ensure that all patients receive the correct information for them.
To add or edit Templates, you need to have level 4 permissions.
To locate your Templates go to Settings > Templates.
Correspondence Templates available
You already have some templates in your template list. Edit these to add in the required text, or use them to copy the layout and format for new Templates.
To view a Template click on the Preview button. We recommend you preview a template before you send it to ensure you are happy with the result.
The template will open in a new tab. Close the tab when you have finished viewing it.
The Site details, such as address and phone number, are exactly what you have entered in Settings > Sites > Options > Name & Address. If they are not correct on your templates, you need to edit them here.
Add your Logo
If you want your logo on the top of letters, you need to add your logo in Settings > Sites> Options > Logo tab. Drag and drop your logo files or upload them from the upload button on the right hand side.
Note: the Dentally logo will NOT appear on your site. This is to show you what yours will look like with a logo.
In Dentally the details (name, address, logo) which you have entered in Site Settings will appear on the top of any templates you create.
If you have your own headed paper, use the "no header" templates.
You will probably need to change the top and bottom page margins to accommodate your headed paper.
Editing a Template
To edit an existing template select the template from the template list. This is a list of letters but it works the same for all template lists.
Click the Edit button beside any template and edit it as required.
If you wish to change the template name, you do so here. Please note changing the name overwrites the existing name.
Data tags help you extract information from Dentally such as patient name, or appointment time, automatically. They have a format of a square bracket [ followed by the data tag name and end with another ] square bracket.
To see all the data tags available, click on show/hide available data tags. You will see a list of the tags, followed by an explanation.
Insert the correct data tag into your correspondence using copy and paste.
Click on the copy icon - to the left of the tag - and then paste it into your text. When you create the letter using the template, the correct data is pulled in from Dentally.
You will see the data tag in the Preview, but in the correspondence you will see the correct information.
To edit the greeting, or salutation, edit the data tags.
These data tags will result in "Dear Mr Anon Other," If this is not what you want, simply delete the relevant tag or tags.
This is where you add the body of your correspondence. It will be a mixture of text and data tags. You can format the content using Bold, Italics, lists, headings etc.
There is no limit to how much editing you can do here. You can write long or short messages. Remember that this template will help you save time to all the patients you send it to.
Here is an example of a Failed To Attend letter with the data tags [patient_last_fta_appointment] and [practice_phone].
Here is an example of a SMS reminder template with the data tags [patient_title], [patient_last_name], [appointment_time] and [appointment_practitioner_name].
How the template is displayed is all to do with the Template Styles. Where some of this is complicated, some is easy to follow.
PLEASE NOTE: TAKE CARE WHEN EDITING TEMPLATE STYLES. IF IN DOUBT, CONTACT THE DENTALLY SUPPORT TEAM.
To see more about the Template Style click on Edit template style.
The first box you will see is filled with text which is called CSS and is the magic which powers the rest of the template.
EDIT THIS WITH CARE and ONLY if you understand CSS. Otherwise, please ask the Dentally Support Team for help.
You may notice that we have set up the page size to A4. If you use different size paper (Folio for example) change this page height and width to change to your paper size. We have an A5 template so if you cannot find this on your template list, ask the Support Team.
You can also change the page margins here. They are set to a standard size but you can alter them here. REMEMBER they are in mm not cm.
List in Recall Report
This is a simple yes/no question. Do you want the template to be available from the Recalls Report? Generally the answer is YES if the content concerns Recalls, and NO if it does not.
To learn more about recalls, go to our Recalls web pages.
The template needs to be Active to show in the correspondence list. If a Template is set to NO, staff with Level 4 permissions can see it in the Template list but it does not display in the drop down list for use in correspondence. Use NO to make your template inactive while you are working on it and building it.
Templates cannot be deleted. To stop using a template, set its Active status to NO.
Use the Preview button to see how the changes you've made look
REMEMBER to save your changes frequently.
Create a New Template
To create a new Template, go to the relevant tab (Letter, SMS email, etc) and click on New Template.
NOTE: YOU CANNOT CREATE NEW INVOICE TEMPLATES. If you need a new invoice template, contact the Dentally Support Team.
The easiest and best way to create a new Template is to copy an existing one and change the relevant text.
To do this, select Copy existing template and select the template from the drop down list.
Give your new template a name and work down the fields as above.
Once again, please DO NOT edit the Template Style unless you are confident in the use of CSS. If in doubt, contact the Dentally Support Team.
Using a Correspondence Template
Once you've created the template we have a webpage to help you with composing new patient correspondence. Click on the relevant link to go to our help pages.