While many people prefer to send an SMS to patients inviting them for their annual review, there are some who would rather send a bespoke letter to their patients, whether this be to include questionnaires or to send a patient specific instructions dependant on their condition(s).

The Ardens EMIS system allows for both possibilities, but to use the latter requires a slightly creative use of EMIS.

1. Run the searches as normal but DO NOT send any invitations

2. Open the Invitation Coding folder and batch add the appropriate codes BUT when you batch add, complete the 'descriptive text' box with your instruction to the patient, as you are able to bring this line of text out in a letter.  

Complete the batch adding of recall codes (with appropriate descriptive text) for each of the Invitation Coding groups.

3. Create your recall letter. By merging the 'Descriptive text' referred to above, you are able to pull your bespoke instructions into a letter. 

We have letters available for you for both first recall and second recall, but if you want to create your own, please follow steps a-e below. 

a. Create a new document template OR open the letter you wish to edit (NOTE - if it is 'restricted' you will first need to turn off the restriction. Please see separate article on this here).

b. Choose the 'Clinical Content' tab on the left and choose 'Single coded entry':

c. Click and drag it to the location on the document where you want the text to appear and the following box will pop up.

d. There are many options in this box, but in order for your 'descriptive text' to appear, you can choose the options as below:

e. You must then choose the code by clicking on the magnifying glass and searching for it. IMPORTANT - choose only one code per Single Code Entry box AND only use the codes which were batch added in the previous step, in order that all instructions appear on the letter.

f. Repeat this until all codes have been included and then save the letter.


4. When you use this letter in a mail merge, it will pull across descriptive text where there is a code. Thus a patient who has been recalled for Diabetes and Asthma, but not anything else, will only have 2 lines of text or, as in the example below, the patient has 3 lines. These lines will be split up as where there is nothing to display, there are blank lines:

You can choose to leave these gaps in the letter, or delete them before you print in order to tidy the letters up. 

If you require any further assistance on the process above, please contact Ardens support on: support-emis@ardens.org.uk