This document is meant to assist you in extracting patient data from the
RPMS system. Please keep in mind that any data that is extracted is
subject to the Privacy Act laws and must remain protected.

This report contains patient demographic data for Medicare recipients.
Even though the extracted data is pulled from the Patient files, the
menu for the Patient General Retrieval report is found in the PCC.

**Extracting from RPMS**

The user will need to access the PGEN menu. This menu is usually located
in the PCC Reports Management Reports menu.

When you choose the PGEN option, an introduction of the option will
display. Type in 'P' to search all patient records and press the Return
key.

PCC PATIENT GENERAL RETRIEVAL

This report will list or count patients based on selection criteria

entered by the user. You will be asked, in three separate steps, to
identify

your selection criteria, what you wish displayed for each patient, and
the

sorting order for your list. You may save the logic used to produce the
report

for future use. If you design a report that is 80 characters or less in
width,

it can be displayed on your screen or printed. If your report is 81-132

characters wide, it must be printed - and only on a printer capable of

producing 132 character lines. You may limit the patients in your report
to

pre-established Search Templates you have created in QMan, Case
Management, or

other RPMS tools. If your template was created in Case Management or in
QMan,

using Patients as the Search Subject, this is a Search Template of
Patients.

Select one of the following:

S Search Template of Patients

P Search All Patients

Q QMAN Search

R CMS Register of Patients

Select Patient List from: P Search All Patients

The report first asks the user to enter the selection criteria.
Selecting your values allows you to tell RPMS what type of data you are
looking info. In this case, we are going to request patient data for all
living patients that hold active charts. These patients will have both
Medicare and Medicaid that are active when the report is being run.

The system displays the list of sort criteria. The highlighted fields
are the values that we will be choosing for this report. If you wish to
include other criteria on the report, you can indicate it here. Keep in
mind that any other search criteria you choose may greatly affect the
data that generates. For example, selecting the County of Residence
field (20) in addition to the highlighted fields, will require entry of
a county code. If Roosevelt county in New Mexico is entered, then the
report may generate with only active patients residing in Roosevelt
County.

**Choosing Your Selection Criteria**

The PGEN selection screen displays the following. Use the following to
select sort criteria:

GENERAL RETRIEVAL Oct 07, 2005 10:05:11 Page: 1 of 2

PATIENT Selection Menu

Patients can be selected based upon any of the following items. Select

as many as you wish, in any order or combination. An (\*) asterisk
indicates

items already selected. To bypass screens and select all patients hit Q.

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

1\) Name/Chart #/SSN 20) County of Residence 39) Date EDC Determined

2\) Sex 21) Eligibility Status 40) Contraception Method

3\) Date of Birth 22) Beneficiary Class 41) EDC Determination

4\) Birth Month 23) Cause of Death 42) Last Menstrual Period

5\) Birth Weight **[24) Medicare]{.mark}** 43) Service Unit of PT

6\) Race 25) Medicare Part B 44) Prob List Dx (ANY)

7\) Age 26) Medicaid 45) Prob List Dx (ACTIVE)

8\) Age in Months 27) Private Insurance 46) Prob List Dx (INACTIVE

9\) Veteran Status Y/N 28) Any Third Party Coverag47) Hx of Surgery

10\) Date of Death 29) Medicaid Plan Name 48) Most Recent TOBACCO HF

11\) Date Patient Establishe30) Pvt Ins Plan Name 49) Most Recent TB
STATUS

12\) Mlg Address-State 31) Priv Ins Verified 50) Most Recent ALCOHOL HF

13\) Mlg Address-Zip 32) HRN Record Status 51) Most Recent STAGED DM

14\) Employer of Patient 33) HRN Disposition **[52) Exclude Inactive
Pts]{.mark}**

15\) Total Household Income **[34) Patient\'s Last Visit]{.mark}** 53)
Inactive Patients

**[16) Living Pts]{.mark}** 35) Desig Prim Care Prov 54) Indian Blood
Quantum

17\) Chart Facility 36) User Updating PCP 55) Reason WH Prov Updated

18\) Community 37) Date PCP Updated 56) Immun Case Manager

19\) Tribe 38) EDC

\-\-\-\-\-\-\-\-\--Enter ?? for more
actions\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

S Select Item(s) + Next Screen Q Quit Item Selection

R Remove Item(s) - Previous Screen E Exit Report

Select Action: S// S Select Item(s)

Which patient item(s): (1-56):

1.  Choose '52' to exclude any inactive patients from the report. The
    system will show you the selection you made. Press the Return key to
    proceed to the next prompt.

Which patient item(s): (1-56): 52

53\) Exclude Inactive Pts Selection.

PATIENT Selection Criteria:

Exclude Inactive Pts: Inactive Patients Excluded

Hit return to continue\...:

2.  Choose '16' to include living patient's on the report. The system
    will show you the selection you made. Press the Return key to
    proceed to the next prompt.

Which patient item(s): (1-56): 16

16\) Living Pts Selection.

PATIENT Selection Criteria:

Living Pts: Living Patients Only

Exclude Inactive Pts: Inactive Patients Excluded

Hit return to continue\...:

3.  Choose '24' to include patients that have open Medicare eligibility
    on the report and press the Return key. Further information is
    required. Type '1' to select patients that are Medicare eligible.
    The system will display the selection made. Press the Return key to
    proceed to the next prompt.

Which patient item(s): (1-56): 24

24\) Medicare Selection.

Select one of the following:

1 Medicare

0 NO Medicare

Should patient have: 1// 1 Medicare

PATIENT Selection Criteria:

Medicare: MEDICARE ELIGIBLE

Living Pts: Living Patients Only

Exclude Inactive Pts: Inactive Patients Excluded

4.  **Optional for dual eligible.** Choose '26' to include patients that
    have open Medicaid eligibility. Further information is required to
    proceed. Type '1' to select patient's with Medicaid. The system will
    display the selection made. Press the Return key to proceed to the
    selection menu.

Which patient item(s): (1-56): 26

26\) Medicaid Selection.

Select one of the following:

1 Medicaid

0 NO Medicaid

Should patient have: 1// 1 Medicaid

PATIENT Selection Criteria:

Medicare: MEDICARE ELIGIBLE

Medicaid: MEDICAID ELIGIBLE

Living Pts: Living Patients Only

Exclude Inactive Pts: Inactive Patients Excluded

Hit return to continue\...:

5.  **Optional.** Choose '34' to indicate a range of dates the patient
    was last seen. This helps to screen out patient's that have not been
    seen at your facility in a number of months or years. Type in the
    begin date and the end date to indicate the service dates to
    include. Press the Return key to proceed.

Which patient item(s): (1-56): 34

34\) Patient\'s Last Visit Selection.

Enter beginning Patient\'s Last Visit for Search: T-36M (NOV 12, 2002)

Enter ending Patient\'s Last Visit for Search: (11/12/2002 -
12/31/2699): NOV 12

, 2002// T (OCT 27, 200

After you are done choosing your criteria, type in 'Q' to quit and press
the Return key.

+\-\-\-\-\-\-\-\--Enter ?? for more
actions\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

S Select Item(s) + Next Screen Q Quit Item Selection

R Remove Item(s) - Previous Screen E Exit Report

Select Action: S// Q Quit Item Selection

The system will now ask you how you want to report to be generated,
choose 'L' for a delimited file. This file can be imported into the
Excel spreadsheet you will be using later on. Follow the prompts to
proceed to the next screen:

Select one of the following:

T Total Count Only

S Sub-counts and Total Count

C Cohort/Template Save

D Detailed Patient Listing

L Delimited Output File for use in Excel

Choose Type of Report: D// L Delimited Output File for use in Excel

You have selected to create a delimited output file, you will be

asked to select the print items, the sort item and then to name the

output file.

Do you wish to continue? Y// YES

The system will display the listing of print criteria. The highlighted
files here are values that we will be choosing to see on the report.
Again, if you wish to select additional criteria for printing, you may
do so here.

Choose your print selection criteria:

GENERAL RETRIEVAL Oct 07, 2005 10:11:52 Page: 1 of 2

PRINT ITEM SELECTION MENU

The following data items can be printed. Choose the items in the order
you

want them to appear on the printout. Keep in mind that you have an 80

column screen available, or a printer with either 80 or 132 column
width.

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

1\) Patient Name 26) State of Birth 51) HRN Record Status

**[2) First, Last Name]{.mark}** 27) Employer of Patient 52) HRN
Disposition

**[3) Chart \#]{.mark}** 28) Office Phone 53) Patient\'s Last Visit

4\) Terminal Digit \# 29) ADD\'L REG INFORMATION 54) Desig Prim Care
Prov

5\) SSN 30) Total Household Income 55) User Updating PCP

6\) Sex 31) Mother\'s Maiden Name 56) Date PCP Updated

**[7) Date of Birth]{.mark}** 32) Next of Kin 57) EDC

8\) Birth Month 33) Community 58) Date EDC Determined

9\) Birth Weight 34) Tribe 59) Contraception Method

10\) Race 35) County of Residence 60) EDC Determination

11\) Age 36) Eligibility Status 61) Last Menstrual Period

12\) Age in Months 37) Beneficiary Class 62) Health Status Items

13\) Father\'s Name 38) Cause of Death 63) Service Unit of PT

14\) Mother\'s Name 39) Medicare 64) Prob List Dx (ANY)

15\) Veteran Status Y/N 40) MEDICARE Y/N 65) Prob List Dx (ACTIVE)

16\) Date of Death 41) Medicare Part B 66) Prob List Dx (INACTIVE

17\) Date Patient Establishe42) Medicaid 67) Hx of Surgery

**[18) Mlg Address-Street]{.mark}** 43) MEDICAID Y/N 68) Most Recent
TOBACCO HF

**[19) Mlg Address-City]{.mark}** 44) Private Insurance 69) Most Recent
TB STATUS

20\) Mlg Address-State 45) PRIVATE INSURANCE Y/N 70) Most Recent ALCOHOL
HF

**[21) Mlg Address-State Abbrv]{.mark}**46) Third Party Eligibility71)
Most Recent STAGED DM

**[22) Mlg Address-Zip]{.mark}** 47) Medicaid Plan Name 72) Indian Blood
Quantum

23\) Mlg Address-Complete 48) Pvt Ins Plan Name 73) Reason WH Prov
Updated

24\) City of Birth 49) Priv Ins Verified 74) Immun Case Manager

25\) Home Phone 50) Pvt Ins Plan Type

\-\-\-\-\-\-\-\-\--Enter ?? for more
actions\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

S Select Item(s) + Next Screen Q Quit Item Selection

R Remove Item(s) - Previous Screen E Exit Report

Select Action: S//

1.  Type in 'S' to Select Item and choose '2' to print the first and
    last name of the registered patient. Press the Return key to proceed
    to the next prompt.

Which patient item(s): (1-74): 2

Hit return to continue\...:

2.  Type in 'S' to Select Item and choose '3' to print the patient's
    health record number. Press the Return key to proceed to the next
    prompt.

Which patient item(s): (1-74): 3

Hit return to continue\...:

3.  Type in 'S' to Select Item and choose '7' to print the patient's
    date of birth on the report. Press the Return key to proceed to the
    next prompt.

Which patient item(s): (1-74): 7

Hit return to continue\...:

4.  Type in 'S' to Select Item and choose '18' to print the patient's
    street mailing address on the report. Press the Return key to
    proceed to the next prompt.

Which patient item(s): (1-74): 18

Hit return to continue\...:

5.  Type in 'S' to Select Item and choose '19' to print the patient's
    city for their mailing address on the report. Press the Return key
    to proceed to the next prompt.

Which patient item(s): (1-74): 19

Hit return to continue\...:

6.  Type in 'S' to Select Item and choose '21' to print the patient's
    state abbreviation for their mailing address on the report. Press
    the Return key to proceed to the next prompt.

Which patient item(s): (1-74): 21

Hit return to continue\...:

7.  Type in 'S' to Select Item and choose '22' to print the patient's
    zip code for their mailing address. Press the Return key to proceed
    to the next prompt.

Which patient item(s): (1-74): 22

Hit return to continue\...:

Once you are done choosing your print criteria, type in 'Q' to quit and
press the Return key.

+\-\-\-\-\-\-\-\--Enter ?? for more
actions\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

S Select Item(s) + Next Screen Q Quit Item Selection

R Remove Item(s) - Previous Screen E Exit Report

Select Action: S// Q Quit Item Selection

The system will now display the Sort Item criteria. I usually use the
sort order of patient name (#1) to list the patient name alphabetically.
But, if there is other sorting you wish to do, you may choose at this
time. If the sort criterion has not been defined (typing in 'Q' to
quit), the data will be sorted alphabetically.

For this report, select Patient's Last Visit Date (#40) and press the
Return key.

GENERAL RETRIEVAL Oct 07, 2005 10:28:32 Page: 1 of 2

SORT ITEM SELECTION MENU

The patients displayed can be SORTED by ONLY ONE of the following items.

If you don\'t select a sort item, the report will be sorted by patient
name.

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

1\) Patient Name 20) Mlg Address-Zip 39) HRN Disposition

2\) First, Last Name 21) Employer of Patient [40) Patient\'s Last
Visit]{.mark}

3\) Chart \# 22) Total Household Income 41) Desig Prim Care Prov

4\) Terminal Digit \# 23) Community 42) User Updating PCP

5\) Sex 24) Tribe 43) Date PCP Updated

6\) Date of Birth 25) County of Residence 44) EDC

7\) Birth Month 26) Eligibility Status 45) Date EDC Determined

8\) Birth Weight 27) Beneficiary Class 46) Contraception Method

9\) Race 28) Cause of Death 47) EDC Determination

10\) Age 29) MEDICARE Y/N 48) Last Menstrual Period

11\) Age in Months 30) Medicare Part B 49) Service Unit of PT

12\) Father\'s Name 31) MEDICAID Y/N 50) Most Recent TOBACCO HF

13\) Mother\'s Name 32) PRIVATE INSURANCE Y/N 51) Most Recent TB STATUS

14\) Veteran Status Y/N 33) Any Third Party Coverag52) Most Recent
ALCOHOL HF

15\) Date of Death 34) Third Party Eligibility53) Most Recent STAGED DM

16\) Date Patient Establishe35) Medicaid Plan Name 54) Indian Blood
Quantum

17\) Mlg Address-Street 36) Pvt Ins Plan Name 55) Reason WH Prov Updated

18\) Mlg Address-State 37) Pvt Ins Plan Type 56) Immun Case Manager

19\) Mlg Address-State Abbrv38) HRN Record Status

\-\-\-\-\-\-\-\-\--Enter ?? for more
actions\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

S Select Item(s) + Next Screen Q Quit Item Selection

R Remove Item(s) - Previous Screen E Exit Report

Select Action: S//

Sort Patients by which of the above: (1-56): 40

Upon pressing the Return key, a notification displays how the file will
be created and where it will be generated it (host file).

You have selected to create a \'\^\' delimited output file. You can have
this

output file created as a text file in the pub directory,

OR you can have the delimited output display on your screen so that

you can do a file capture. Keep in mind that if you choose to

do a screen capture you CANNOT Queue your report to run in the
background!!

A prompt will display indicating the output type for your data file. You
must choose 'F' for File and press the Return key. This option creates a
host file that you will have to access from your RPMS directory (just
like retrieving your electronic claim batches for electronic billing).
You must know the name of the directory you will be using. If you don't
know it, please contact your Site Manager for further assistance.

You must next enter a filename for your data file. Enter a filename that
you can easily recognize. Try to end the file with the suffix of '.txt'.
Press the Return key to proceed.

Select one of the following:

S SCREEN - delimited output will display on screen for capture

F FILE - delimited output will be written to a file in pub

Select output type: S// FILE - delimited output will be written to a
file in pub

Enter a filename for the delimited output (no more than 40 characters)

Filename: MEDICARERPT.txt

When the report is finished your delimited output will be found in the

C:\\RPMS\\ directory. The filename will be MEDICARERPT.txt.txt

You may be prompted to enter a filename for the report. Type in 'N' for
no and press the Return key.

Would you like a custom title for this report? N// n NO

The system will display the report criteria that you selected. The
device prompt will show up. Press the Return key to bypass this prompt.
It is ok to leave the device as HOME

REPORT SUMMARY

PATIENT Selection Criteria:

Medicare: MEDICARE ELIGIBLE

Medicaid: MEDICAID ELIGIBLE

Living Pts: Living Patients Only

Exclude Inactive Pts: Inactive Patients Excluded

REPORT/OUTPUT Type:

PRINT Items Selected:

First, Last Name - column width

Chart \# - column width

Date of Birth - column width

Mlg Address-Street - column width

Mlg Address-City - column width

Mlg Address-State Abbrv - column width

Mlg Address-Zip - column width

Total Report width (including column margins - 2 spaces): 14

SORTING Item:

Patients will be sorted by: Patient\'s Last Visit

DEVICE: HOME// Right Margin: 80//

At this time, it will take the report some time to run. You will be
notified when the report is complete when you see the Total Patients
field populated with a value.

PCC MANAGEMENT REPORTS PATIENT COUNT

SUMMARY PAGE

REPORT REQUESTED BY: LUJAN,ADRIAN M

PATIENT Selection Criteria

Medicare: MEDICARE ELIGIBLE

Medicaid: MEDICAID ELIGIBLE

Living Pts: Living Patients Only

Exclude Inactive Pts: Inactive Patients Excluded

REPORT/OUTPUT TYPE

PLEASE NOTE: The first column of the delimited output will always

be the patient internal entry number which uniquely

identifies the patient. If this is a VISIT general

retrieval the second column will always be the visit

internal entry number which uniquely identifies the visit.

A File of records called MEDICARERPT.txt will be created.

Delimited output file will contain:

First, Last Name

Press enter to continue\....:

Chart \#

Date of Birth

Mlg Address-Street

Mlg Address-City

Mlg Address-State Abbrv

Mlg Address-Zip

Patients will be SORTED by: Patient\'s Last Visit

Total Patients: 101

Once the report has generated, look for it on the host file. It will
need to be transferred to your desktop.

**Viewing the Document**

Now you are ready to view the data that was pulled from RPMS. To do
this, you need to use Microsoft Excel. It's important to view the data
to see if there may be possible duplicates, missing address information,
etc. You also have to ensure that the header labels exist for the data
in the columns. Any changes or corrections made need to be saved, prior
to merging the document.

Once the document has been transferred, open a copy of the document by
using Microsoft Excel. Use the following to open the document.

1.  Click on the word 'Data' in the toolbar. A drop-down menu will
    appear. Click on 'Import External Data.' A new menu will drop down.
    Click on 'Import Data'.

![](media/image1.png){width="6.367361111111111in"
height="4.7756944444444445in"}

2.  A window will appear and you will need to choose a file. Look for
    the RPMS file that you imported to your computer and double-click on
    the document.

3.  The Text Import Wizard will appear. Select 'Delimited' if not
    already selected. Click on the NEXT button.

![](media/image2.png){width="6.197222222222222in"
height="4.647916666666666in"}![](media/image2.png){width="6.197222222222222in"
height="4.647916666666666in"}

4.  Step 2 of 3 will display on top of the dialogue box. The box
    displays the default data on how the file will be delimited.

5.  ![](media/image3.png){width="3.265972222222222in"
    height="2.3118055555555554in"}Make the following corrections to this
    box.

    a.  Click on 'Other'. This will highlight the white-filled box on
        the right. Type in Shift + \^ to enter the carat symbol (\^).
        This will separate the data in the appropriate column.

    b.  The 'Tab' option should be selected. Click on the check mark
        next to 'Tab' to remove it as a selection criteria.

    c.  Click on Next to proceed to the next box.

6.  Step 3 of 3 will appear and will highlight the first column of data.
    No further set up is needed to click on 'Finish'.

![](media/image4.png){width="3.4590277777777776in"
height="3.0458333333333334in"}

7.  You will now see the Excel spreadsheet with the 'Export Data' box on
    top. This prompts you to indicate where you want your data to begin.
    Normally, you can choose which column or row you want your data to
    appear. In this case, it may be better to accept the default and
    click 'Ok'. Notice that the 'A1' cell is highlighted? The data will
    begin at that cell. Once you have clicked ok, the data will
    populate.

The data populates onto the Excel sheet almost instantaneously. The
excel file is ready to review. Your file may look similar to the one
listed below:

![](media/image5.png){width="6.495833333333334in"
height="4.871527777777778in"}

Corrections must be made for the following:

1.  Delete any blank lines. In the above example, line number 9 will
    need to be deleted.

2.  Ensure you data is populated. For example, line 21 printed with no
    street, city, state or Zip code. You may have to either research to
    find this data or delete the line.

3.  Ensure there are no duplicates. Notice how line 18 and line 22
    appear to be duplicates? The duplicate entry will need to be deleted
    from the spreadsheet.

4.  Column Headers. If you wish, you may edit the column header to a
    short description. One example for this is column E. You may wish to
    change this to 'ADDRESS' rather than 'MAILING ADDRESS-STREET'. This
    is not required but makes the spreadsheet look nicer.

Remember, once you make your changes, make sure you save your document.
You are now ready to merge the file to the letter.

**Merging it All Together**

For this last step, we will be using the Mail Merge functions. This is a
powerful option that will save time in manually typing up data needed to
populate certain fields in a document.

You may have a document available to use to merge. If so, then use that
document and check to see that the fields are matching correctly. This
will be demonstrated shortly.

I will only show how to add a merged field to a document, how to merge
and how to print the merged document. You may use this as a guide to
incorporate your Medicare data onto your letters.

**Adding a Merged Field**

Adding a merged field is easy. You can add a merged field anywhere on
the document. Word treats the merged field just like any other word.
Follow the steps to add a merged field:

1.  Open the document using Microsoft Word.

2.  Ensure the Mail Merge toolbar is open. To open it up, right-click
    your mouse on any of the menu tools. This will display your toolbar
    selection utility.

![](media/image6.png){width="6.495833333333334in"
height="3.3513888888888888in"}

> Click on the 'Mail Merge' option. This will create a new toolbar on
> the top of the screen. The toolbar will look like the following.
> Notice the buttons are all grey. Once the document has been merged
> with a data source, the buttons will be accessible.

![](media/image7.png){width="6.623611111111111in"
height="0.23958333333333334in"}

3.  Click on the 'Open Data Source' button
    (![](media/image7.png){width="0.25555555555555554in"
    height="0.23958333333333334in"}). This button is located on the Mail
    Merge toolbar and is second from the left.

4.  A dialogue box will open. Look for your RPMS Medicare Excel
    spreadsheet. Double click on the Excel document.

5.  A new dialogue box will open. This box allows you to select the
    worksheet you will be using to incorporate into the merged document.
    The box shown displays four sheets to
    ![](media/image8.png){width="3.1465277777777776in"
    height="1.4680555555555554in"}choose from. In this case, you may
    choose to select either 'Sheet1\$' or 'Sheet1\$YOURDOCUMENT'. I
    usually pick the first sheet which contains the patient data. You
    may select either.

> Regardless, once you select the worksheet, click on 'Ok.

6.  Word will pause for a moment while it integrates the data file and
    the template. Soon you will notice that the Mail Merge tool bar
    "lights up" and more icons have become available.

> ![](media/image9.png){width="6.004861111111111in"
> height="0.22361111111111112in"}

7.  To place a Merge field on the document, place your curser on the
    section of the document you want the merged field to display.
    Remember, this Merge field acts just like a word in the document and
    may be moved or deleted. Click the Insert Merge Fields icon to open
    the header list (![](media/image9.png){width="0.27708333333333335in"
    height="0.22361111111111112in"}).

> ![](media/image10.png){width="1.7798611111111111in"
> height="2.3118055555555554in"}

8.  A table of Merge fields will display. Notice that the fields in the
    table are the same fields in the header on the Excel spreadsheet?

> Select fields from the list and place them in the document by clicking
> on the 'Insert' button. You have the option to add any of the listed
> fields to the document as many times as you wish.

9.  Upon choosing the field to insert, the Word document will show the
    Merge field. You will be able to identify this field as there will
    be double-sided chevron symbols around the Merge field. The document
    word on the document will display as follows:

10. ![](media/image11.png){width="6.495138888888889in"
    height="2.1375in"}At any time you can view a merged version of the
    template by clicking the View Merged Data icon. This is the icon
    that has the 'ABC' label with the double-sided chevron
    (![](media/image11.png){width="0.1597222222222222in"
    height="0.1597222222222222in"}). This option allows you to toggle
    from the chosen Merge field to display the data that will appear on
    the document you are creating. You can also use the forward and
    reverse buttons to review other records in the Excel spreadsheet. It
    is extremely useful to view the format of your document and to
    ensure the data prints correctly.

> ![](media/image12.png){width="6.495833333333334in"
> height="2.1277777777777778in"}

11. When the document is ready to print, then choose the 'Merge to
    Printer' button (![](media/image9.png){width="0.25555555555555554in"
    height="0.22361111111111112in"}). This button is located in the Mail
    Merge toolbar. You will be prompted to enter the print criteria. At
    this point, you can choose to print all record or certain ones.

***Questions?***

***Contact: Adrian Lujan***

***Office of Information Technology***

***(505) 248-4349***

[***adrian.lujan@ihs.gov***](mailto:adrian.lujan@ihs.gov)