- Click on the Search Icon
- Type in “Letter Templates” in the search bar
- Select “Letter Templates (Administration)” from the search results.
- This will bring up the Letter Templates list page. Find the Letter Template you want to edit and click the link in the Template ID or Template Name column.
- This brings you to the Letter Template Detail screen. Update your letter template as needed. You can use the following tags for populating pertinent information dynamically.
- Client Information – Will pull data from the Client Information screen for the client you’re creating the letter for.
- If the client has more than one address, {{ClientAddress}} will pull the Mailing address first (if available), Home address next, and Billing address third.
- {{ClientPreferredName}} will pull from the Aliases tab in Client Information for the alias that’s marked as “Preferred Name”.
- Appointment Information – Will pull data from the next service appointment the client has.
- Type: Will pull the procedure code name. NOTE: this is not the display name, but rather than actual procedure code that’s in the Billing Manual
- Duration: Will pull the data from the Total Duration field
- With: Will pull the data from the Clinician field
- Mode of Delivery: Will pull the data from the Mode of Delivery field
- Client Information – Will pull data from the Client Information screen for the client you’re creating the letter for.
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- Selected Program Information – Will pull data from the Program Details screen, based on the program that’s associated with this letter (what’s selected from the CDAG dropdown by the user when creating the letter)
- County Information – Will pull data from the County Information screen
- Current User – Will pull data from the Staff Details screen for the user who is creating the letter.
- Current User: Will pull the username that’s used to log into SmartCare
- Current User Signature: Will pull the signature that’s used when signing documents
| Client Information | Insert Statement | Format |
|---|---|---|
| Client Information Last Name | Insert Statement {{ClientLastName}} | Format Last |
| Client Information First Name | Insert Statement {{ClientFirstName}} | Format First |
| Client Information First/Last Name | Insert Statement {{ClientName}} | Format First Last |
| Client Information Preferred Name | Insert Statement {{ClientPreferredName}} | Format First Last |
| Client Information Client ID | Insert Statement {{ClientID}} | Format Number |
| Client Information Prefix | Insert Statement {{ClientPrefix}} | Format Text |
| Client Information Date of Birth | Insert Statement {{ClientDOB}} | Format m/d/yy |
| Client Information Client Address | Insert Statement {{ClientAddress}} | Format 000 Street City, CA 00000 |
| Appointment Information | Insert Statement | Format |
|---|---|---|
| Appointment Information Type | Insert Statement {{TypeOfAppnt}} | Format Text |
| Appointment Information Duration | Insert Statement {{AppntDuration}} | Format Integer |
| Appointment Information Day and Date | Insert Statement {{AppntDayAndDate}} | Format Friday, mm/dd/yyyy |
| Appointment Information Time | Insert Statement {{AppntTime}} | Format 8:00AM |
| Appointment Information With | Insert Statement {{AppntWith}} | Format First Last |
| Appointment Information Mode of Delivery | Insert Statement {{ModeofDelivery}} | Format Text |
| County Information | Insert Statement | Format |
|---|---|---|
| County Information County Code | Insert Statement {{CountyCode}} | Format Integer |
| County Information County Name | Insert Statement {{County}} | Format Text |
| County Information Behavioral Health Department Name | Insert Statement {{CountyBHDeptName}} | Format Text |
| County Information Hours of Operation | Insert Statement {{CountyHours}} | Format Text |
| County Information County Address | Insert Statement {{CountyAddress}} | Format Text |
| County Information County City | Insert Statement {{CountyCity}} | Format Text |
| County Information County Zip | Insert Statement {{CountyZip}} | Format 55555 |
| County Information Main Phone Number | Insert Statement {{CountyPhoneNumber}} | Format 555-555-5555 |
| County Information TTY Phone Number | Insert Statement {{CountyTTYPhoneNumber}} | Format 555-555-5555 |
| County Information Accessibility Phone Number | Insert Statement {{CountyAccessPhoneNumber}} | Format 555-555-5555 |
| County Information Member Services 24/7 Phone Number | Insert Statement {{CountyMemberServicesPhoneNumber}} | Format 555-555-5555 |
| County Information Crisis Line Name | Insert Statement {{CrisisLineName}} | Format Text |
| County Information Crisis Line Phone | Insert Statement {{CrisisLineNumber}} | Format 555-555-5555 |
| Current User | Insert Statement | Format |
|---|---|---|
| Current User Current User | Insert Statement {{CurrentUser}} | Format Text |
| Current User Current Date | Insert Statement {{CurrentDate}} | Format Mmm dd, yyyy |
| Current User Current Date & Time | Insert Statement {{CurrentDateTime}} | Format Mmm d yyyy h:mmAM/PM |
| Current User Current User Signature | Insert Statement {{CurrentUserSignature}} | Format Text |
Use the “County Generic Letter” to see an example of the formatting. This letter template is maintained by CalMHSA and is a demonstration of all the different insert statements.
To create a County Generic Letter, have a client open. Use the Search icon to find the screen “County Generic Letter”. If needed, click New. This will show you want the end user will see when creating a letter with these insert statements. Signing the test letter will show you what these insert statements will look like in PDF format.
- Once you’ve finished writing the letter, click Save and close.
