Last review date 03/02/2023

Merged data 

Where there is a requirement, all letter / referral templates are configured to merge (or import) the last entry from 'Today'.  Under the rules of the General Data Protection Regulations (GDPR) organisations are instructed to share data appropriately and not excessively so we have to think carefully about what data is merged into a word document.    

Depending on how practices are structured, this can cause issues though. In particular when referrals are created at a later date, perhaps by another member of staff which means the consultation you want to be merged will not be found by the rules set above and in fact a more recent, inappropriate, entry may be merged instead.  

The member of staff that creates the word document should always check to see what has been merged and, if required, delete or add items. 

Adding additional data to a letter

When you have a word document open you will see a tab on the ribbon (toolbar) called 'SystmOne Mail Merge' 

The most useful option is potentially 'Clinical'. If you click on this you are offered a list of items that you can merge. To merge a consultation you have to select 'Event Details'. Select an item from the drop down list and click on 'Add Filter Option' e.g. 'Date', after a certain date or 'Last X items' last 3 entries.  


To be more accurate with the output you can add multiple filters:  

  • Date XX/XX/XXXX
  • Done at - Here 

Merge field favourites

Once you are happy with your selections and if you think you will use it again, at the bottom of the template click 'Save Settings as Favourite'.

The next time you open a word document in SystmOne you should see a new button with a list of your favourite merge fields ready to add straight away.