Using Variables in HearLink

Modified on Mon, 2 Feb at 12:28 PM

Variables allow you to automatically insert real patient, appointment, clinic and system data into communications such as:

Email Templates (General, Confirmations & Reminders).
SMS Templates (Confirmations & Reminders)
Letter Templates (General & Appointment)

The amount and type of variables available at any time depend on the area of the system you are applying them to and the type, for example a Confirmation Email Template will have the form variable available but the Reminder Email Template will not.

Instead of typing details manually, HearLink replaces variables with the correct information when the message or document is generated. This ensures communications are accurate, consistent and professional.

Example template using multiple variables?

Email template for a confirmation communication:

What the patient receives when the confirmation is sent:

What is a variable?

A variable is a placeholder that looks like this:

{{patient.fullName}} (example format)

When the communication is sent, HearLink swaps the variable for real data.

Example:

Dear {{patient.fullName}} = Dear Alan Lloyd.

Where can variables be used?

Variables can be used in:

Appointment confirmation emails and sms.
Appointment reminder emails and sms.
General emails.
Letter templates
Any communication template field that supports dynamic content.

Variable types

Below are the variables currently available in HearLink, grouped by category.

General

Variable	What it shows
Today's date	Today's date (the date the message or document is generated

Patient

These pull information from the patient's profile

Variable	What it shows
Title	Patients Title (eg Mr, Mrs, Dr)
First Name	Patient's first name
Surname	Patient's surname
Full name	Patient's full name
Address	Patient's address in standard format
Address(Multi-line)	Patient's address split across lines
Email address	Patient's email
Primary phone number	Main contact number
Secondary phone number	Additional contact number
Date of Birth	Patient's DOB
Gender	Patient's gender

Appointment

These relate to the specific appointment linked to the message or letter.

Variable	What it shows
Type name	Appointment type (e.g. Hearing Test, Fitting)
Time	Appointment time
Name of the day	Day of the week (e.g. Monday)
Ordinal day	Day of month with suffix (1st, 2nd, 3rd)
Name of the month	Month name (e.g. March)
Year	Appointment year
Date	Appointment date
Date and time	Full appointment date and time
Duration	Length of the appointment
Assignee	Clinician or user assigned to the appointment
Days from referral to treatment	Number of days between patient creation and this appointment

Clinic

These use details from the clinic linked to the appointment

Variable	What it shows
Name	Clinic name
Address	Clinic address (standard format)
Address (single-line)	Clinic address in one line
Email	Clinic email address
Phone number	Clinic phone number

Appointment Type Confirmation Settings Form Variable

Only available on Email and SMS confirmation templates

Variable	What it shows
Attached forms	Displays the link or access to any forms attached tot the appointment confirmation. This variable must be included in the template if a form is attached, otherwise the form will not appear int he message.

Recipient

These variables pull information from the selected recipient/contact linked to the communication. They are typically used in Insurance letters, Referral letters and documents sent to external organisations.

Variable	What it shows
Name	Recipient's full name or organisation name
Address	Recipient's address in standard format
Address(Single line)	Recipient's address on one line
Email	Recipient's email
Phone Number	Recipient contact number
Policy Number	Associated insurance or policy reference
Authorisation Code	Authorisation or approval reference linked to the recipient