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Sample Collection Letters

• Sample Collection Letter 1

• Sample Collection Letter 2

• Microsoft WORD Mail Merge Master Document

• Microsoft WORD Mail Merge Procedure

• Corel WordPerfect Master Document

• Corel WordPerfect Mail Merge Procedure
  

Using a word processor, and after merging the master document with the extracted collection data, a series of letters are generated; one is shown below. The formatting below may not be exactly like the letter generated by the word processor, but the letter content is a guide as to what you may want begin with and modify to say more specifically to suit your requirements.  The signature is scanned so as to look like an actual signature, and alleviates signing each letter.  You may choose to actually sign your letters.

This letter is generated with a mail merge function of a word processor.  A word processor master document is prepared, and interfaces with the extracted collection data such that a specific letter is generated for each invoice extracted.

The master document will vary from one word processor to the next.  CES supports certain versions of Microsoft WORD and Corel WordPerfect, and supplies sample master documents--click on the word processor to see more specifics of what the master document looks like, how to use, etc..

For the letter below, note that the address is on the right side for right windowed envelopes.  Also note that the top line of the table is a fold line such that the address appears in the address window.   The date is a function field such that the date printed automatically appears there.

Figure 1 -- Printed Collection Letter 1

Figure 2 -- Printed Collection Letter 2

Microsoft WORD

The procedure for all letters (letter1, letter2, etc.) is the same, and therefore, only letter1 is demonstrated below. The letter above was generated by opening Let1.doc (shown below in figure 3) as a mail merge document.  Certain things must be in place to do the mail merge, and starting from square 1 are as follows:

• You must have a place for collection data to go when the extract function is executed.   this place is user-defined in company screen1, and looks like this   Here we have specified the hard disk drive C and subdirectory COLLECT.  You must make a COLLECT sub directory by getting to DOS Prompt (and there are other ways) and to the root directory of the C Drive and typing MD COLLECT (Make Directory COLLECT)
• You must generate a master document in the COLLECT directory as shown in figure 3 -- a sample will be supplied, and you can modify to suit.
• You must have a Header file to define the relationship between the fields in the master document with the names and positions in the extracted data.  For example, the Patient's first name is called PAT_FNAME and is in position 4 of an extracted data record--you can relate information in this header file to the letter.  The header file is a one row, multiple column table (and there are other ways) that is shown in the collection section, and repeated here:

  INVOICE	PAT_CODE	SER_DATE	PAT_FNAME	PAT_MINIT	PAT_LNAME
  RP_FNAME	RP_MINIT	RP_LNAME	ADDR1	ADDR2	CITY
  STATE	ZIP	A_CODE	PHONE	SSN	AMT_INIT
  AMT_PAID	AMT_DUE	SIGNATURE

• Your COLLECT sub directory should have the following files, but you may name these files differently:

  File Name	Description
  LET1.DOC	Master document-Letter1
  LET2.DOC	Master Document-Letter2-Optional unless you are using two collection letters
  HEDR_COL.DOC	Header File
  LETTER1.DAT	Extracted collection data-letter 1
  LETTER2.DAT	Extracted collection data-letter2

• If you do not have a Header file that is compatible with the extracted data (same version), you will get an error message when you attempt to merge a document.  If you do not have an existing LETTER1.DAT file when attempting to merge a document, you will get an error message--note that LETTER1.DAT is deleted prior to extraction, and if there are no letters to extract, you will not have a LETTER1.DAT in the COLLECT directory.
• Your word processor screens will look like this
  
  Here, we have selected File, then Open
  
  Then we click on the down arrow in the line that is labeled LOOK IN and select the Cdrive (C:)
  
  Next we select the Collect Directory
  
  Finally, we select letter 1 to open the master document as shown above, and not repeated here, and then begin the merge process by selection TOOLS, Mail Merge
  Then Merge
  
  then merge again, after which the merged letters are generated.
  
  

Figure 3 -- Microsoft WORD Master Mail Merge Document

December 7, 1998   Mr. / Ms. <<RP_FNAME>> <<RP_LNAME>> <<ADDR1>> <<ADDR2>> <<CITY>>, <<STATE>>  <<ZIP>>   Patient Name <<PAT_FNAME <<PAT_LNAME>> Charges $<<AMT_INIT>> Invoice Number <<INVOICE>> Payments $<<AMT_PAID>> Service Date <<SER_DATE>> Amount Due $<<AMT_DUE>>       Dear Mr. / <<RP_LNAME>>: Your City Ambulance Service (LaGrange, Georgia) has authorized CES as an agency for Ambulance billing. We have billed you multiple times in the past, but our records still show a past due balance of $<<AMT_DUE>> for services performed on <<SER_DATE>>. If this is incorrect and/or you have insurance to cover this bill, please contact us. We will make every effort available to you to satisfy any misunderstanding and/or problem you may have concerning this unpaid balance. A reasonable payment plan is available to you if you make the effort to contact us immediately. If we do not hear from you within 10 days, we will turn your account over to a collection agency. Please be mindful of certain possible settlement options that the collection agency may possibly employ, some of which include legal and/or reporting to a credit bureau, as well as adding a collection fee. I hope you realize the potentially unfavorable effects of such actions. Credit information could be reported to future employers, insurers, and financial institutions on request. I am deliberately withholding any action on your account for the next ten (10) days. If we do not receive any response from you, I definitely will send your account to a collection agency. I hope you will not put me in this unfavorable position, and this can be avoided if you will contact our office immediately in order to make some type of arrangement to settle this account. Please extend us the courtesy of a toll-free phone call at 1-800-482-4704. Sincerely, James O. Blackstone, EMS Billing Supervisor

WordPerfect

Figure 4 -- WordPerfect Master Mail Merge Document
A series of screen captures show the content of the Master Document

The procedure for all letters (letter1, letter2, etc.) is the same, and therefore, only letter1 is demonstrated below. The letter above was generated by opening Letter1.frm (shown below in figure 4) as a mail merge document.  Certain things must be in place to do the mail merge, and starting from square 1 are as follows:

• You must have a place for collection data to go when the extract function is executed.   this place is user-defined in company screen1, and looks like this   Here we have specified the hard disk drive C and subdirectory COLLECT.  You must make a COLLECT sub directory by getting to DOS Prompt (and there are other ways) and to the root directory of the C Drive and typing MD COLLECT (Make Directory COLLECT)
• You must generate a master document in the COLLECT directory as shown in figure 4 -- a sample will be supplied, and you can modify to suit.
• You must have information at the top of your letter (ASSIGN statements) to define the relationship between the fields in the master document with the names and positions in the extracted data.  For example, the Patient's first name is called PAT_FNAME and is in position 4 of an extracted data record--you can relate information at the top of your letter (the fourth ASSIGN statement) to the letter shown   above, as well as the WordPerfect document in figure 4 . below.
• Your COLLECT sub directory should have the following files, but you may name these files differently:

  File Name	Description
  LETTER1.FRM	Master document-Letter1
  LETTER2.FRM	Master Document-Letter2-Optional unless you are using two collection letters
  LETTER1.DAT	Extracted collection data-letter 1
  LETTER2.DAT	Extracted collection data-letter2

• If you do not have an existing LETTER1.DAT file when attempting to merge a document, you will get an error message--note that LETTER1.DAT is deleted prior to extraction, and if there are no letters to extract, you will not have a LETTER1.DAT in the COLLECT directory.

1. First open the file C:\COLLECT\LETTER1.FRM.   The Master document will appear as shown in figure 4 above, and as partially shown below.
2. Then click on the MERGE button and a drop down image will appear.  Click MERGE again (upper right radio button)

Use the down arrow if necessary and select ASCII DOS Text, then press OK.  A series of letters will be printed as shown above.  These letters can be mailed