How to Create a PDF Insert: 3 Free Tools

Learn how to create a PDF Insert for enhanced patient communication in your medical practice with these three free tools.

Communication between patients and healthcare providers has never been more important. According to a survey conducted by Consumer Action74% of respondents prefer to receive their medical bills by mail. This highlights the importance of mailed statements as a crucial communication channel for medical providers.

Leverage your patient mailed statements: your most widely viewed communication. With the postage already paid, convert your envelope into a cost-effective communication channel by including a PDF Insert!

What is a PDF Insert?

PDF Inserts or statement inserts are supplemental notices or updates printed and mailed along with monthly billing statements. They can convey anything from basic policy change notifications to important educational details on new therapies. The beauty of Inserts lies in their ability to reach each patient through an existing communication channel.

Inserts can enhance a patient mailed statement by:

  • Providing valuable educational materials: for example, an Insert promoting awareness for seasonal flu prevention
  • Offering promotional or informational content: for example, an Insert highlighting a new specialist or service line (dermatology, physical therapy) to the practice
  • Improving the overall patient experience with clear communication: for example, an Insert with information on how to pay your bill online

Creating Inserts can be simple and doesn't require an art or marketing team. With the right tools and a bit of guidance, any medical provider can design professional, informative inserts to include with their mailed bills. This article will show you step-by-step how to use three free tools—Microsoft Word, PowerPoint, and Canva—to create eye-catching and effective PDF Inserts. From choosing the right template to finalizing your design and converting it into a print-ready PDF, we'll guide you through the entire process, ensuring your inserts are not only visually appealing but also highly informative for your patients.

Create a PDF Insert With Microsoft Word

We will go over different ways to make your Microsoft word document visually appealing for your patient PDF Inserts.

You can divide text into two or three columns, customizing both the width and spacing of each column to suit your needs.

Microsoft Word showing how to create a column through the Layout and column button

Services like Envato Elements have free Word templates you can download and use. These services offer professionally designed elements, allowing you to simply add your text and branding. Simply search the type of flyer template you would like on Envato Elements site, and select the template to download. Keep in mind, finished PDFs should have 30% or less color saturation for effective printing.

Healthcare flyer examples on the envato elements website

Download the template file to your computer and unzip them if they are compressed. Then, make a duplicate of the template and open the copy in Word. You can start customizing it with your text, images, and logo.

Downloading a healthcare flyer template on envato elements

Click on the placeholder logo image. Under the ‘Picture Format' tab, click the ‘Change Picture' button, select the logo file from your computer, and click ‘Insert'.

Word document showing how to update a logo image on the PDF using Picture Format

Go to ‘File', then click ‘Save As'.

In Microsoft Word go select file, then save as to create a pdf

In the ‘Save As' type ‘field', select PDF from the drop-down.

Save your word document as a pdf

Create a PDF Insert with PowerPoint

Before creating your PDF design in PowerPoint, go to the ‘Design tab' and select ‘Slide Size'. A pop-up will appear. Change the slide size to A4 Paper (210×297 mm), choose the ‘Portrait' orientation, and click ‘OK'. When the next pop-up appears, select ‘Maximize'.

PowerPoint showing how to change the slide size design

You can now start designing. Keep in mind, finished PDFs should have 30% or less color saturation for effective printing. Use the ‘Format' tab to insert shapes and change their fill color.

PowerPoint tool bar

You can also insert icons by going to the ‘Insert' tab and selecting the ‘Icons' tab.

Insert tab and Icon tab on PowerPoint

You can search for a specific icon in the search bar, or simply browse through the icon library.

Looking for icons on PowerPoint's free stock images

On the left of the ‘Icons' tab, you can search for free stock images as well in the ‘Images' tab.

Looking for free stock images on PowerPoint

To add text to a PowerPoint, go to the ‘Insert' tab and choose ‘Text Box'. Click on the slide where you want to add text, then drag your mouse to create a text box. Finally, type your text inside the box.

Then in the ‘Home' tab, you can change the font family, size, and color of your text.

Home tab on PowerPoint with options to change font, size, and color of text

You can also get design assistance by going to the ‘Design' tab. On the right-hand side, you'll find examples of how your PowerPoint could look with the shapes, images, and text you've added.

Once you have finished your design, select ‘File', then ‘Export'.

Save as button

Click ‘Create PDF/XPS Document', then click ‘Create PDF/XPS'.

Create a PDF/XPS Document in PowerPoint

In the Publish as PDF or XPS dialog box, choose file name and location to save the file to, then click ‘Publish'.

Publish PowerPoint into a pdf

Create a PDF Insert with Canva (free version)

Click the ‘Create a design' button and choose the flyer (Portrait 8.5 x 11 in) size.

Showing how to Create a Flyer design in Canva

On the left-hand side of the ‘Design' tab, search for the template style you prefer for your PDF Insert, then select it. Keep in mind, finished PDFs should have 30% or less color saturation for effective printing.

Healthcare flyer template on Canva

To modify the text on the template, select the text box and change the font size/color according to your brand guidelines or desired look.

Adjusting text on Canva
Adjusting the font text in Canva

To customize the colors on the template, select the fill color and replace it with your branding colors.

Select free images by clicking on ‘Elements' on the left hand side, then scroll down to ‘Photos' and search for the image you need.

Select free photos in the elements tab on Canva

Once you have completed your design, select ‘Share'.

Share document

Select ‘Download'.

Select Download button

Choose ‘PDF Print' for File Type.

Choose PDF Print

Select the ‘Download' button.

Download button for how to create a pdf

Enhance Patient Communication with PDF Inserts and BillFlash’s Seamless Solutions

Providing PDF inserts increases patient communication and administrative efficiency for your medical practice. BillFlash offers affordable patient statement printing and mailing services, with options for including printed Inserts with your patient mailed statements. The simple upload process works seamlessly with your existing billing workflow.

Ready to elevate your patient communication strategy? Schedule a demo today and discover how our Inserts can transform statements into powerful engagement, education, and health outcome improvement tools.

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