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Mail Merge in Clinical Database
By BBS Science
December 16, 2025


What Mail Merge Means
  • Mail Merge is a process where users combine a template document (like a letter or table) with a data source (like a database or spreadsheet).
  • The BBS database holds variables (e.g., names, addresses, order details…).
  • The template has placeholders (e.g., <<FirstName>>, <<LastName>>).
  • Designing the template + editing your choice contents produces a personalized output

Mail Merge with BBS Database

Here’s how it typically works:

1. Database Setup

  • Store patient data in BBS structured format (MS SQL database)
  • Example table: 
       ID FirstName LastName      Email                     Order
       1 Sara                 Silverberg      sara@email.com    E2, FSH
       2 Joe                 Blaunt       Joe@email.com      Simplified SA

2. Template Creation

Using MS Word, MS Outlook, or another tool, create a document with placeholders: 
  • Dear <<FirstName>> <<LastName>>,
  • Please schedule your collection visit to level 2 for <<Order>> tests,

3. Merge + Output

  • Each item in the template generates a personalized report of letter/email.
  • Output includes printed letters, PDFs, or forwarded emails.

4. Variables count now supported

  • 28 source sections in the BBS chart.
  • Choose from 4775 variables/patient, now extractable to Mail Merge.

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