Skilled Nursing Facilities

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Formatting Word Documents for Document Manager

Document Manager uses field tags in Word documents. Field tags pull in resident specific and facility specific information in to documents. Word documents need to be properly formatted so you do not receive errors or experience issues when creating documents or forms in Document Manager. This is a list of formatting recommendations.

Note

After you copy or convert your document or form to Word, you can start adding field tags.

Having an intermediate or advanced level of knowledge of Word is recommended for a better understanding of formatting. For example: Copying a document to Word, converting a document from PDF to Word, and using layout options.

  1. To delete hidden fields. These are caused when you copy or convert a document to Word creating unnecessary spacing. 

    • Highlight the document or form. 

    • Right-click and click Toggle Field Codes.

    • Identify the hidden fields, Highlight and Delete using the keyboard. 

  2. To delete extra field tags. After importing field tags from the XDocReport option, you can remove them from the document. It is important to use delete and not backspace to remove these fields. Backspace doesn't always correctly remove the extra spaces needed for a clean format.

    • Highlight the field tag.

    • Click Delete.

  3. To prepare for the length of field tags. Because the merged information can vary in length, leave an entire line for the field tag so the formatting of the form is maintained.

  4. To manage address lines. When using address field tags, place address fields on separate lines in the file to prevent blank spaces on the form. Blank spaces are caused when resident detail is not filled in all three address lines of the resident chart.

  5. To create page breaks. Use to define separation between pages for a multi-page document or form. Page breaks help to maintain proper formatting by removing extra space below the last line of a page.

    • Place cursor at the end of the last word of the page where you want the page break to start.

    • Under Layout, click Breaks.

    • Select Page.

    • Realign next page, if applicable and continue inserting Page Breaks.

  6. To create section breaks. Use to define separations between sections or topics. This is important so when the forms are printed, the sections break appropriately regardless of the information merging in from the field tags.

    • Place cursor at the end of the section or where you want the break to start.

    • Click Breaks.

    • Click Continuous.