Account Reminder SMS Templates

These templates are used to generate SMS reminders for invoices and counter sales that are unpaid or part paid.

They are used by the Account Reminder Sender job.

concat('Reminder: your invoice from ', $location.name, ' on ', 
       date:format($charge.startTime, 'EEEE dd/MM/yy'), 
       ' has an outstanding balance of $', $balance, '. Contact us on ', 
       phone:format(phone:billing($location)), 
       ' if you have any issues. Please ignore this if you have recently made a payment')

Appointment Reminder SMS Templates

These are used to generate SMS text for appointment reminders - both those sent out by the system by the Appointment Reminder Sender, or when the Reminder button on the Workflow|Scheduling screen is used to send an ad-hoc reminder.

When sending SMS Appointment Reminders for appointments in a given schedule, the template used is determined by looking at the location set for that schedule (via Administration|Organisation|Schedule) and then using the SMS Appointment Reminder template set for that location (via Administration|Organisation|Practice Location).

This is the template selection screen for Appointment Reminder SMS Templates.

concat("Reminder: ",
        expr:if(expr:var("patient.name") != "", concat(expr:var("patient.name"), " has"), "you have"),
        " an appointment at " , $location.name," on ", date:formatDate($appointment.startTime, "short"),
        " @ ", date:formatTime($appointment.startTime, "short"), $nl,
        'Call us on ', party:getTelephone($location), ' for any queries')

expr:if($appointment.appointmentType.entity.name = 'Admit - Surgery',

concat("Reminder: East Island Vets Surgery Appointment", $nl,
        expr:var("patient.name")," ",
        date:formatDate($appointment.startTime, "short"),
        " @ ", date:formatTime($appointment.startTime, "short"), $nl,
        "Remember: water is OK but no food after 9pm ",date:formatDate(date:add($appointment.startTime,"-1d"), "short"),$nl,
        'If queries phone ', party:getTelephone($location)),

concat("Reminder: East Island Vets Appointment", $nl,
        expr:if(expr:var("patient.name") != "",expr:var("patient.name"), "is on")," ",
        date:formatDate($appointment.startTime, "short"),
        " @ ", date:formatTime($appointment.startTime, "short"), $nl,
        'If queries phone ', party:getTelephone($location))

)

        expr:if((date:formatDate($appointment.startTime) = date:formatDate(date:now())),"today",
        expr:if((date:formatDate($appointment.startTime) = date:formatDate(date:add(date:now(),"1d"))),"tomorrow",
        date:format($appointment.startTime, "dd MMM")))

Change Printer

If a physical printer is changed or removed, any practice location or document template that uses the printer must be updated.

The Change Printer window enables all uses of a printer to be:

Email Templates

Email Templates and System Email Templates are used to fill the subject and content of emails.

These can be used when:

• writing emails
• sending documents such as invoices or referral letters, via email. Here, the email template is linked to the relevant Document Template and it is normal to set these as System Email Templates so that they are not available to users on the email write screen

That is, System Email Templates are provided to differentiate between templates used for emailing standard documents (e.g. invoices), and the templates available in the Write Email Templates window.
Both Email Templates and System Email Templates may be used for the former, but only Email Templates may be used for the latter.

Templates can contain:

• plain text
• macros
• expressions
• documents

The following is a simple template for use when emailing a handout pdf that is not held in the OpenVPMS database - ie you use this template and then manually attached the Kidney function pdf to the email.

The following is a cover note used when emailing an invoice: (this template would be set as the 'Email Template' on the Invoice document template)

The following is used to generate a sexy looking footer block on emails:

See here for an explanation of the fields.

Documents

When the Content Type is Document the following document types are supported:

• JasperReport (.jrxml), OpenOffice (.odt), Microsoft Word (.doc)
  • The object returned by the Content Source expression will be supplied to the document to support merging.
  • When selected by the email Template option, any parameters will be prompted for.

If the Content Source expression doesn't return a valid object, the document will be converted to HTML without merging.

• Rich Text Format (.rtf)
  No merging is supported.
• HTML (.html)
  No merging is supported.

Images

Images are supported, with the following caveats:

• Images must be URLs, rather than embedded in documents.
  Popular email clients (e.g. GMail and Outlook) don't support embedded images.
• OpenOffice should be used to merge OpenOffice/Word documents. 
  LibreOffice has a bug where all images are embedded in the HTML, and are therefore not displayable in all email clients.
• Images may not be displayed automatically by email clients.
  According to this link referring to a study done in 2009, "only 48% of email recipients see images automatically".

See also How To: Email Template Tips - Open Office and How To: Email Template Tips - Jaspersoft Studio

Examples

The following shows the email generated by the invoice cover note template:

The following shows the footer generated by the third template:

$customer

$patient

Letterhead & Document Control

The Letterhead & Document Control facility provides a mechanism to customise various documents (such as invoices, credit notes, etc) for your practice without having to edit the jrxml files.

The versions of these documents provided in the standard release package use a common letterhead subreport (Letterhead.jrxml) to generate the letterhead portion of each document. The following documents use this letterhead facility:

• all customer documents (ie counter sale, credit, credit and debit adjustments, estimate, invoice, receipt and refund)
• all supplier documents (ie credit, delivery, invoice, order, refurnd,remittance and return)
• patient medical records and problems
• debtors statements
• patient reminders (grouped and non-grouped)
• customer orders (pharmacy orders and returns)

The Administration|Templates screen enables you create a new Letterhead and to select one to delete, edit or view.

You can specify the letterhead to be used for each practice location, and you can specify that multiple locations use the same letterhead.

The Letterhead record is used to define not only the items that go on the letterhead itself, but also items used to customise the various documents. For example on the debtors statement you can specify the various payment options that your practice supports.

Note that you do NOT have to create any letterhead records.  However, if you do not, you will not be able to have a logo on your letterhead (unless you customise the supplied Letterhead.jrxml or use customised invoices, etc). You also will not be able to customise the text on statements and other documents.

The letterhead facility is designed to provide good looking documents using plain paper. However, if you do wish to use your own pre-printed letterhead stationary, this is allowed for and, if your printer supports it, you can also use pre-printed stationary for the first page and plain paper for subsequent pages.

The design does assume that your letterhead stationary has the letterhead at the top of the page and that the rest of the page can be printed on - ie you have nothing pre-printed at the bottom of the page. If this is not the case then you will have to use customised versions of the various content files and you will need to use Jaspersoft Studio to clone your versions from the standard Invoice.jrxml etc content files. However, you should be able to get away with just increasing the bottom margin to avoid the pre-printed area at the bottom of the page.

The layout of the document is designed to place the customer (or supplier) address so that it is correctly positioned for use with window envelopes as follows:

• A4 - use standard DL window envelopes. Make the first fold 10.5 cm from the top of the paper.
• A5 - not supported
• Letter - use #10 window envelopes. Note that the window position in #10 envelopes is not standardised, but the positioning should suit those available from the large office supply companies. Make the first fold 4 inches from the top of the paper.

If the address block is not correctly positioned for the window envelopes that you use, then you can adjust the Letterhead AddressBlock template (which uses content 'Letterhead AddressBlock.jrxml'). See below.

If you want to use a customised letterhead then you should clone it from the standard Letterhead.jrxml using Jaspersoft Studio. You should only need to do this when:

• you simply do not like the existing design
• you have multiple practice locations that each have pre-printed letterhead stationary but with different designs
• your letterhead design is such that the pre-printed information occupies more space than the OpenVPMS templates allow for - which is as follows: A4-52.2mm, A5-37.0mm, Letter-1.93ins.

Note that if you are using an A5 template, then the A5 version of your customised letterhead (called say MyPracticeLH) is expected to be in MyPracticeLH-A5.jrxml.

You will also have to provide a customised address block (because a customised letterhead almost always required a customise address block to correctly position the address in the envelope window). This can be cloned from the standard 'Letterhead AddressBlock.jrxml' and if your letterhead is MyPracticeLH, then the address block is expected to be in 'MyPracticeLH AddressBlock.jrxml'.

Resource Bundles

The many of the templates make use of a facility called 'resource bundles'. These are a set of files named report.properties_xxx located in <TOMCAT-HOME>/webapps/openvpms/WEB-INF/classes/localisation. The following ones are supplied with the system:

As well as setting the name of the local tax, the report.properties files set the names of a number of other documents. For example if you want your printed Patient Medical History titled that rather than 'Patient Medical Records' then you need to edit the line:

text.medicalRecordsTitle=Patient Medical Records

If you do edit the file, the changes will not take effect until your restart Tomcat.

Editing the Address Block position

First use Administration|Templates|View to view the Letterhead AddressBlock document template. Then download the content by clicking on the Content button.

Now use Jaspersoft Studio to edit the downloaded Letterhead AddressBlock.jrxml file. Using Studio, simply move the frame containing the address elements as required.

If you feel intimidated by Studio, you can use a good text editor (like NotePad++) to simply edit the file.  Find line 43 (which contains the co-ordinates of the frame) and modify these as required. The units are in pixels and 10 pixels = 0.1389 inches or 3.5278 mm.

In both cases save the modified jrxml file and use Administration|Templates|Edit to edit the Letterhead AddressBlock document template and use the Upload button to upload the modified file.

Patient Reminder SMS Template

This is the create/edit/view screen for SMS patient reminder templates.

These are used to generate SMS text for patient reminders. The template can be plain text, macros, or an XPath expression.

The screen is in two parts - the top contains the fields, the bottom allows the template to be tested.

The fields are as follows:

The bottom part of the screen contains:

Note that for testing purposes, a customer, patient and reminder type must be selected.

Example XPath expressions

For single patient reminders:

concat($patient.name, ' is due for a vaccination at ',$location.name,'.', $nl, 
     'Please contact us on ',party:getTelephone($location),' to make an appointment')

The XPath expression above will generate an SMS message like:
     Fido is due for a vaccination at Main Clinic.
     Please contact us on 041312345 to make an appointment

For reminders grouped by patient:

concat($patient.name,' is due for a ',list:sortNamesOf(.,'reminderType',',',' & '),$nl, 
'Please contact us on ', party:getTelephone($location), ' to make an appointment')

To produce text like:
     Fido is due for a Grooming, Health check & Vaccination.
     Please contact us on 12345678 to make an appointment.

For reminders grouped by customer:

concat(list:sortNames(list:set('patient'),',',' and ',' is',' are'), 
    ' due for a visit to ',$location.name,'.',$nl,
    'Call ',party:getTelephone($location),' to make a booking')

To produce text like:
     Fido and Muffett are due for a visit to VetsRUs.
     Call 041312345 to make a booking.

For a single patient, it will produce text like:
     Fido is due for a visit to VetsRUs.
     Call 041312345 to make a booking.

You can include reminder types, although its not possible to indicate which reminders apply to which patients.

concat(list:sortNames(list:set('patient'),',',' & ',' is',' are'),
     ' due for a ',list:sortNames(list:set('reminderType'),', ',' & '),$nl,
     'Call ',party:getTelephone($location),' to make a booking')

Document Templates

Every form and report has a document template. The template specifies things like usage, paper format, associated printers, its content, and when it is printed.  See also Concepts|Printing for background information, and Create/View/Edit for the template details.

As shown below, the system comes with a number of standard templates. These have to be loaded using the templateload utility (see the readme.txt file in the release package for instructions). Template sets are provided for A4, A5 and Letter. You can use these but you will probably want to modify some of them. You may also want to use a report from the Resource Library set.  See below for a quick summary of how to do this.

Template Usage: One can divide the templates into three groups:
Reports - you use the Reporting|Reports screen to select the report to run
Selectable forms - (eg Patient Forms) you will be presented with a list to select from
System forms - (eg Invoices) where the system chooses the template.

For the first two you can obviously set up as many as you need - you just choose the one you want. In the last case (eg Invoices) you need to be careful because if you create three different invoice templates, the system will just use the first it finds. This is not normally a problem - after all you only need one type of invoice form. However, if you do want to use different templates for each Practice Location, then you can do this by defining the templates to be used by the location. See Administration|Organisation|Practice Location.

If you do need to create or modify reports and forms, see Reference|Reports and Forms. Note that if you want to modify an existing report or form, then if you View the template, you can then click on the Content field to download the report/form ready for editing.

Installing a new template
To install a new templatefrom the Resource Library, do as follows:

1. download the jrxml (or odt) file by right-clicking on the attachment link and using 'Save Link As' (or 'Save Target As' etc depending on your browser) - remember where you saved it
2. click the New button
3. on the resulting New Document Template screen set the Type to Report, then click the Upload button. If it's not a report, then you need to set the appropriate Type.
4. on the resulting window, click Browse and navigate to where you downloaded the file and select it. Click the Send button.
5. back at the Edit Document Template screen, click the OK button

Changing a standard report paper size
The system comes with a set of reports and documents in the <OPENVPMS-HOME>/reports directory. This is structured as follows:

You can see that there are 8 directories with most having multiple sub-directories, one per function, and each of these has a sub-directory for each paper size each containing the templates for that paper size. Note that not all paper sizes are provided. In particular, the Reports are provided only in A4 and Letter and not in A5. So if you initially loaded the A4 set, and want to change your invoices to the A5 equivalents, then you need to load the templates in Customer/Invoice/A5. Do this by editing each template, and then pressing the Upload button to load the appropriate content. For the invoices you will see that the directory contains the files Invoice.jrxml, Invoice Items.jrxml, Invoice Appointments.jrxml, Invoice Notes.jrxml and Invoice Reminders.jrxml. Hence you need to edit the Invoice, Invoice Items, Appointments, Notes and Reminders templates, and in each case upload the relevant file from the Customer/Invoice/A5 directory. Note that these A5 versions use the A5 versions of the Letterhead and Addressbock templates, but these should be present as they are loaded as part of the A4 template set in case you ever want to use some A5 versions.

Delete Template

When you press the Delete button on the Administration|Templates screen, a confirmation window will appear.

If the selected Template is not in use and can be deleted, the window will simply ask you to confirm the delete. Press OK to confirm or Cancel to abort.

If it cannot be deleted because it is in use, the text will be "xxxx has relationships and cannot be deleted. Do you want to deactivate it instead?"(where xxx is the name of the item you are trying to delete). Pressing OK will unset its Active flag, Cancel will abort.

Select

This is the screen used to select a Document Template, SMS Appointmnent Reminder Template or Letterhead. It works like a standard select screen.

It will be presented whenever you need to choose a template, for example when assigning document, templates to a Practice or Practice Location, or (more commonly) when selecting a document at check-in time. In the latter case only the relevant templates will be displayed.

The following is the screen for selecting a Document Template.