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Making a Letterhead Template

Posted By: Dave on 2007-10-16
In Reply to:


Can anyone give advice on making a letterhead template so that the letterhead logo and contact info is in the 'background' of the Word document and will not count as characters during the line count.

This letterhead has a logo and text that goes down a column on the right side of the page about 3-4 inches, so I can't just do it all in a header, since it goes so far down the page.

Thank you

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Template question. Somehow this morning I saved the date and patient name into my template? I have t
deleting the date and patient name and resaving as a template but everytime I reopen the template the date and patient name are still there.  Anyone know how to delete them so that they come up blanks again????  Thanks. 
Create your template (save as a template) and use - sm
Control-F9 to make your empty field (as they call it); a set of {} will appear. Save the file, the brackets will not show unless you set it to show the field codes. To jump from {} to {} use F11. You can also preformat the {} with fonts/bold/caps, etc. Have fun.


They have sent me a Word file (well, WordPerfect, but I think I got it converted to Word) that has most of what is in their letterhead, though I do have to add a short vertical line in one spot, and the medical symbol in another spot.


My employer has this question - As an oncology practice, copies of the office visits are sent to multiple other doctors/specialists either as addressees in letter format or as a cc on the progress note.  As of now, our letterhead is the name of the practice, the names of all the physicians (over 20 and growing), and the address/phone/fax of each location/facility (8 at the moment).  It makes for a large header on the letterhead, which we now include on absolutely everything, including the regular office visits since these are then copied to other physicians.  Is there any legal standard as to how much information is required on such a progress note or consult that is going into the chart but also being sent/faxed to another physician?  Your help is greatly appreciated.


Might even want to do the letterhead into your transcription as a header...
unless he wants fancy embossed or something. See, there's something new you can offer him!
Help creating letterhead templates

I would like to take an existing letterhead, scan it and create a template for it that can be pulled up and typed right into.  Someone I used to know did this for one of my accounts at one time, but I have no clue on how she did it and no contact with her anymore.  It doesn't seem like this should be anything difficult to do, but I have played around with it and just can't figure it out. 

Would really appreciate any pointers, or even links/websites where I might be able to find simplified information on how to do this.  I am a little "behind the times" and not very experienced on much besides typing at this point.  I will be changing direction soon and need to update my ways of doing things.

Thank you in advance for any tips or direction. 

Maybe they are talking about stationery/letterhead with their preprinted logo? nm
Bidding on new account - states that they will provide specialized forms such as letterhead, *sm*
progress notes, operative forms or other such printed documents.  The accounts that I have previously worked on did not have "printed" forms for progress notes or ops.  What are they talking about here?  If there is such a thing as a preprinted form, then how do you do the account long distance - I am not near them?  Could the forms be scanned or made up in a template which could save them money by not having to buy them?  Years ago I worked as a legal secretary and we had forms that we made up and filled in on our computer rather than with a typewriter. 
sure i was. i'm making fun of the people who are making a case for background checks, etc
to do medical transcription at home as if they may do something AWFUL with the info they receive. So if you want an invasion of privacy let's REALLY invade it and make sure fat chicks don't transcribe because they are so busy eating they can't get the work done, they mess up the keyboard with food and if they are provided health insurance they will raise the rates for the company sky high because their health risks are higher than others. Then there are the psychological issues overweight people bring to the table. After we eliminate fat people, we can go on to eliminate diabetic people who may have low blood sugar while typing and go into a spell and type the wrong thing. I could go on and on through the process of elimination. How about prescribed medications that may cloud your thinking? So you take Ambien to sleep but you have an Ambien groggy hangover when you are transcribing? Should they transcribe. How about your teens are on your last nerves and you take a Xanax? Should you be allowed to transcribe?
I just opened Word, opened the template and saved it as a Word template. nm
You realize by doing that they're making more money & you're making less? You should reconsid

Have had cut in pay due to template

use now required that will not be included in line count.  It is a clinic job, part time, 12 cpl.  I have done this for one year.  But, in last 30 days, the clinic has created a temple of the normally used sentences the physician uses (I had them programmed into auto correct) and now, I am not paid for them. 

Now, I am making considerably less money and am half hearted about getting the work done.  I suppose I need to quit this job.  I have essentially been demoted.

I work FT as well with a national and this PT job was a back up so my eggs were not all in the same basket.  I guess I could try to replace it with another PT job.

Any comments would be welcome as I feel ambivalent to quit for some reason...

Thank you.

I hope this answers your question. After you paste, there is a little suitcase that appears, there are options there, click on the little options arrow, and choose the correct option, this will change the font to match what is there.
Just put it in your template. That way you don't need to SM
type a keystroke.
If you type for the same doctors over and over, you can make a template, as they tend to say pretty much the same thing every time, at least for PE and ROS. Then you just insert the template and make changes as necessary.
It seems to be a lot of template.  I wonder if this is the reason for the lower price per page.  Don't know.

Send me your e-mail address and I'll send you a copy (PDF) of the Meditech template.

Jeff Smith

Even if you use a template, you still have
to listen to the report and make any changes. A lot of them do say the same thing over and over, but you do have to change the report when something different is dictated.
template cpl
Never heard of such! There must be a fancy new program out there that can tell the difference between expanded words/phrases in a traditional report. What a bummer! 3 cpl usually pertains to VR lines/templates.
Can you help me with MSWord Template? SM

Hi everyone!  I'm working on about 20+ reports by the same doctor.  I have a template that I saved for him under MSOffice, Templates, his name.  In the past, I've been going to explore (right clicking on the start menu) and physically pulling up the template for each and every report.

Is there a way I can just open the template once.  Finish the first report and then automatically when a new Word document opens it will open that template?



Working from a template

This is my first week of working inhouse for one doctor with a small staff.  I'm the first inhouse Transcriptionist they've tried. The doctor uses a template to pick phrases and words from a standard form with bolded text and then I delete those not needed for report, un-bold, re-format and save as.  This is taking a long time for me to figure out and ensure I've selected the correct one and not take out too much, etc., especially on the initial evaluation.  I've just typed from recorded dictation before (about 7-8 years altogether).  How can I use quick keys or something similar to make this more efficient?  Number system for certain phrases?  I know I'm expected to do this quicker so I can help with the other office tasks, because have to keep a record of my finished reports for each day.  I'm an experiment, I feel! 

Incidentally, I've just figured out the office manager (male) and the doctor (female) are husband and wife!  Yep, I'm slow!  Any suggestions for handling this?  So far, they have been very professional, but a family relationship work environment would not have been my first choice for a job.  Everyone--so far--I work with is great and I want very much for this to work!!



document is a template
I am using a different computer in my house because my main one crashed. I had new templates sent to me, but when I open them to use them they have all of these arrows and paragraph symbols everywhere! Thanks for any help
Letter template

Do a hard return after the letterhead section and after the centered section.  Hope this works.  Keeping my fingers crossed.

Can anyone please help me with a Word template? SM

I am going to try to make sense, here. 

I am trying to make a template for a new client I was just given by my MTSPO.  my template is a bunch of letters.  At the top is typical letterhead.  They want this starting at 1" from the top.  Then below will be the rest of the letter.  They want this centered on the rest of the page.  Right now, since I am just making a template to fill in, I have the date line starting at the 3 in. line, the RE: starting at the 3 in. line, Dear: at the left margin, and a couple other sentences and closing and cc line and such.  This is already on the template so that I just fill it in when I am transcribing.  They will dictate 18-20 of these, all in a row, so I do one letter and then just move on the next page to fill in to create another letter, so on and so on.  Does that make sense?  I am trying to make a template for this. 

Here is the problem I am having with trying to get my template set up. I can get it set up so that the letterhead is one inch from the top.  But then when I go in to center the rest of the text on the page, I have problems.  I click to hilight the body of the letter.  I go into file, page setup, layout, vertical alignment, center, center selected text. 


It moves everything I hilighted to the next page! 


If I go in and repeat that process but don't select "selected text", then of course it centers everything, which then moves the letterhead on every letter below my first one. 


I need, on every page of my template, for the letterhead to stay at 1 inch and the body of the letter to be centered on the rest of the page, but then for the letterhead on the following page to be back at 1 inch.  Any ideas how to accomplish this? 


 I am SO frustrated.  I am going to be up all night if I can't get this accomplished! 

Keyboard template

If you would like a copy of the Meditech keyboard template, which has all of the formatting keystrokes, send me your e-mail address. I'll send it in PDF format.

Jeff Smith

I have tried that. It is a template that has been made
Create a template.

Create bookmark names (patient, date, etc.). Put a cross-reference to those bookmark names where you want them to appear in the document. Save the template. Now, when you open the template, create a new document, fill in the patient name, date, etc. and mark with the appropriate bookmark. When you're finished with that, hit F9 and it will update all fields.

Both bookmark and cross-reference are found under Insert; cross-reference is a subcategory of Reference.

Template in Word

My company sent me a template.  How do I convert that and save it in Word so I don't have to retype it all the time?

ltrhd template
Do you have to create their ltrhd or do they provide ltrhd and you need to format your text accordingly?

Do you have Word 2003 or 2007?
Template "pay"
Tell them this: Transcriptionists have to be smart enough to know when to use the template and when to remove parts of it, when to question if it should be used at all for a particular report. They also must be smart enough to create it, maintain it and smart enough when to let the doctor know when his style changes so as to "update" the template.

Also tell him that you drive both ways to pick up and deliver, you are his "clerk" evidently and print his work, probably print envelopes and fax, and save his work correctly for his use or recall on your computer. All these things would cost him money too if he had to pay for them separately. Call around in your area and find out how much a courier service would be to pick up and deliver. Time how long the "clerk things" take. Clerks in my area earn approximately $10.00/hour. Find out how much the going rate is for archiving with timely backups and "free reprints."

I too have an account where I too pick up, deliver, where they use archaic tapes (against my will), and expect me to archive all their work, print reports, envelopes, and fax. In general, I am their secretary. They pay me well for this service and I give them a good product. I have told them I would be glad to lower my rates if they would please go digital. The doctor says no digital because he "does not trust it" and "does not want to learn it." I said fine, and when your tapes break then from now on you will pay to have them re-spooled (in my area it is 85.00 to have one done). It has since happened and they paid. If he forgets to change his batteries and the tape is horrible he has to re-dictate it. He does. So, if they want to pay you for your services fairly and quit complaining then stay there. If they whine and badger you then I say tell them to knock it off or you will leave and find some other client who will appreciate you and your work and be willing to pay you the going rate without politics. Some things in this life are just not worth it and this may be one of them.

Remind them too of how much you could type and earn if you did not have to pick up and deliver. In my case it is about $50.00 worth. I recently raised my rate because of high gas prices. You should do the same when you need to and feel no guilt. They don't feel guilty when they send you the bill for an office visit where you were seen for five minutes and they charge $150.00 and you are an established patient, do they now?
If this was on a template that you had created--sm
or if it was sent to you, you can open the template, change the view percent, save the document that way, and it should reopen in the new view percent.
template stalling
I have a template which the docs like.  My problem is it stalls at times and does not keep up WI my typing.  When i backspace to erase it goes very slow.  There is nothing wrong wi the template itself, as that has been checked out.  Also, my computer has plenty of memory.  It just happens wi this one template and none of the others.  Any ideas??
slow template
I had this happen once.  I never did find the cause or the solution for the template itself, but I did find one trick that worked for me.  I put the template into autotext and used it that way.  I would open up a blank document and then pull it in from autotext.  Hope this helps.
template moving..help please..sm

I could use any help from someone more savvy than I am in regards to the making the template not move.

I was given a letterhead that I now need to put headers in.  The need to be lined up like this:


PATIENT NAME:   @@                      DOB: @@

PHYSICIAN:   @@                              MR#: @@


No matter what I try, I can not fill in one field without the other field moving over. It is so time consuming to have to back it up each time considering there are four fields each side.

Any ideas? 

The form I need to make this on has their header with log and the footer with their names and the like, so I have the inside of a template so to speak, to work in. 

thank you for anything to help.



template lines

I'm applying for jobs, and I received an offer for one job that says they pay 8.5 cpl and 3 cpl for template lines.  It goes on to say that  a template is defined as a group of words or phrases that is automatically inserted into a report after an abbreviation has been dictated.

Does this mean that anything I put out through my word Expander is going to be counted at 3 cpl?  Is this a common practice with more companies - it never used to be?? 


Just create a new template.
I just use the * in the template and do the search + find with alt+f.
You have to change the normal.dot template...sm

Here's the instructions from the Word Help files:

The Normal template (Normal template: A global template that you can use for any type of document. You can modify this template to change the default document formatting or content.) opens whenever you start Word, and it includes default styles, AutoText, macros, toolbars, and other customizations that determine the basic look of your document.

  1. On the File menu, click Open, and then navigate to C:Documents and Settingsuser nameApplication DataMicrosoftTemplates.

    If no templates are listed in the Open dialog box, click the arrow next to the Files of type box, and then click Document Templates.

  2. Double-click the Normal.dot file to open it. To be certain that you're working in the default template, check to see that Normal.dot appears in the Word title bar.
  3. Make any changes you want, using the menus and dialog boxes just as you would to change default settings for a document, but remember that any changes you make to Normal.dot will be applied to documents that you create in the future.
  4. When you have finished, on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click Save Button.

Note  If Normal.dot is renamed, damaged, or moved, Word automatically creates a new version (which uses the original default settings) the next time that you start Word. The new version will not include any customizations you made to the version that you renamed or moved.

No, I do not charge my client for the template either.
Just go to "open", go to your template folder - sm
open up the document/template you want, make your changes and save it. Very simple. I do it all the time with letters (put in the date so I don't have to type it 20 times).
But do you get paid for the template by your client? IMO...sm
My templates are how I make my money.  I have a template for every doctor I type.  I share them with other Transcriptionist when I am on vacation to make it easier for them to fill in for accounts they are unfamiliar with.  Should they pay me for "my" template lines?  Would not dream of asking them to do that.
Find the template where they are saved.
Usually, this is the normal template, in which case you're looking for normal.dot. Save that one to the flash or floppy.

If you read the Word help file in Word, you will get detailed, step-by-step instructions. I have found their instructions to be VERY helpful as I am a tactile learner.
Saving a Word template.

You should save it as a template (.dot) in the same directory that your other Word templates are located. The default directory would be something like this:

c:/document and settings/your name/application data/microsoft/templates

If you can't see the Application Data folder, go to the Control Panel and open the Folder Options file. Click on the View tab and make sure the button for Show hidden files and folders is selected.

Leads to same template I mentioned above
There is still no link to a medical staff listing.

and an EXCELLENT EXAMPLE of CONSTRUCTIVE FEEDBACK.  It's clear, concise, and professionally worded.  Any MT can take that type of feedback and go forward in their work process and continue to improve. 

You are the type of QA that leaves a wonderfully lasting influence on this industry and creates excellence all around. 

Meditech keyboard template
I think that is what I would need.  I saw an advertisement for Magic Overlay and I am not sure what it does either.  The description was not very good.  Since I am an IC for this company that does work for this hospital I have never been given a keyboard template for Meditech. Do you know where I could get one?  I will look on the Internet too. Thanks. 
You have to open the template .dot file and... sm
change the zoom to what you want. Then you have to do something in the document area -- like a space and backspace -- so Word thinks you actually made a change to the template. Then just exit out and answer yes to the message.
Does anyone use InScribe? Not everything on template is credited to MT.
This typing program is a software application from EMDAT. I just found out that they are presenting their applications to to MTSOs as a way to increase their profits but, of course, decreasing our income by not paying us anything for text on the template.

Is this the trend and goal now, to take away as much money as possible from MTs. I know companies have to make a profit, but are there no moral values anymore? Why is greed so prevalent in our society today?

I wonder if Michelle Obama sat down and transcribed one dictation and then counted her lines, if she would be appalled to learn how much knowledge it required to do so and how little we were paid for it. What would she advise us to do?
It MIGHT be stored somewhere in your "normal" template...
... but I don't have time to research that right now. Try clearing out the address, and then try re-saving your normal template. If you are not familiar with how to do that, check the "help" files, or you can always post a question (or search the topics) on the Productivity Talk board. (I don't have the URL handy; you can Google it.)

I know I've done this very thing but I'll be darned if I can remember exactly how I did it... it was long ago... :)
LIne count for template
I might sign up a Physical Rehab account and the physician had an existing template. I have to type in what she dictates into the template and delete the irrelevant data from the template. Any ideas on how line count should be done for this. The Sylvan software I have counts the existing characters from the template as well. Any software out there that counts only the Keystrokes I make?
Excel works great too, has a template too.