Letter writer

Type in part of the name, specialty or service into the TO box and press [Enter] to search the Organisations (Address Book). Their name and address will be inserted at the top of the letter.

If the organisation has not been previously entered into the address book, enter the name and address of the intended recipient manually (type into the text area below).

Current “Patient” addresses the letter to the patient and changes the opening and closing statements.

Use the “Referred by” option if the patient has been referred to you by another practitioner/specialist and you have stored this relationship in the Patient Details screen. This will retrieve the information and will address the letter to that person.

If you wish to CC: the letter to another person, Search for their details using the CC: field. The header field will be automatically filled in with:

Address details of the person you have selected to send the letter to.

Dear Colleague, (if you have selected “To”) or Dear Jane Test, (if you have selected “Patient”).

If you select “To” or “Referred”, an opening statement which you can select from the drop-down list. The default can be set in the user’s Staff set up screen. In the Practitioner’s tab, enter preferences in the values field beside Letter opening line, Letter closing line etc.

If you select “To” or “Referred, the patient’s name, address, date of birth, chart and NHI numbers.

Type the substance of your letter in the body field. Use the buttons at right to insert certain types or groups of information into the letter. This will be inserted wherever the cursor is.

If you wish to start again, press [Clear body]. This will delete all text in the body.

The entire body of any mail items selected will be inserted into the letter.

You can insert All the patient’s old notes by clicking on Notes containing [ALL]. This is useful where a patient has requested that their notes be transferred to another practice. Create a letter addressed to that practitioner and insert All notes. This will append all old notes, including full text of any letters or results to the letter.

You can click on [Select Notes], which will allow you to highlight certain passages of the old notes to include. You must use the keyboard shortcuts (CTRL + C and CTRL + V) to cut and paste these passages into the letter. When you have finished, press [Close]. Pressing [Print] will print the Notes on a separate piece of paper.

When you have completed the body of the letter, choose the appropriate Closing Statement from the drop-down menu. The default is “Kindest Regards”.

In the bottom right corner, click on Healthpoint or Whitepages if you need to search for more contact details for the addressee using the internet. If you wish to send the letter electronically, tick the appropriate box and make sure the details are correct in the field beside it. This information may have been filled in automatically when you chose the addressee if that information was included in the Address Book.

[Healthlink] will send the letter to the recipient via Healthlink. Enter their Healthlink ID in the field.

[Email] will send the letter using your SMTP email connection. Enter the email address in the field.

[Fax] will send the letter by fax (via a modem).

Remember:

- Patient Name, date of birth and NHI number is required
- The Authorizing Practitioner must have an NZMC number
- An SMTP address must be entered in the system settings
- The Authorizing Practitioner must have an email address (staff details screen)
- Fax software must be installed
- The fax driver name must be present in the systems settings.

Choose the number of copies you wish to print and the appropriate paper size. The printing function is independent of whether you tick an electronic delivery method. You can tick as many electronic methods as you like and also print. If you only wish to send it electronically, reduce the print number to 0.

When you are satisfied, press [Create]. The Actions list will record that a letter has been created with regard to that clinical note, and it will usally be printed when the consultation is finished.


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