Webinar: Improving your letter workflows

Watch a recording of the Clinic to Cloud Improving your letter workflows webinar hosted on 27th May, 2020.

Join Dr Joseph Sgroi, Obstetrician, Gynaecologist and IVF Fertility Specialist, as well as Cofounder and Medical Director at Clinic to Cloud, to see how he has improved his letter workflow through leveraging the power of Integrated Dictation Technology within Clinic to Cloud. Dr Sgroi speaks to his own experiences in running his own medical practice through Clinic to Cloud and also does a live demonstration on both the desktop and the Doctor App.



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Questions and Answers from the Webinar (25/05/2020)


Question Answer
Is there a way of adding results or other documents to the letter to send together with the letter? You are able to use the "Imaging Result Body" and "Pathology Result Body" tags found within the Lab Result table within the template, to incorporate any lab results you would like within the letter. You need to add this to the template through Settings > Templates first before you will receive the prompt to select the appropriate results at the time of writing the letter. In terms of inserting documents, it would depend on what kind of document you may wish to insert. If you are interested in this function, please reach out to our Support team who may be able to assist you with this step based on the document type. 
How much does Voice Recognition cost? A Voice Recognition user licence costs $150 per month per user, added on to an existing Clinic to Cloud doctor user subscription. To add a Voice Recognition licence to your account, fill in the form here.
Is everyone charged separately for this service? Yes, a Voice Recognition user is an individual subscription per doctor user.
Can you please show us how to make templates for history, clinical exam and management? This article explains how to use tags to include fields from the consult notes into the letter templates.
Can you use your own letterhead or does it always use Clinic to Cloud logo? You can have any logo of your choice appear on your letters. Upload your practice logo in Settings > Practice Details. Once the logo is uploaded, you will then need to enter Settings > Templates, and apply the [PracticeLogo] tag to the appropriate place within the letter.
We use a lot of repeat information in subsequent letters. For example, past medical history and current medications. Is there a way or retaining that information with appropriate boxes? This would be best handled by adding a Table to your Letter Template with the required number of columns and rows. You can then have a header row with the name of the fields, and then in the row below, place the Tag you'd like to use (eg Past Medical History, Family History, or Clinical Information). The Current Medications field can be imported in a table format automatically, and so will not need to be a part of the table mentioned above. See this article for more information.
Can I print on customised letterheads? It is possible to add a Letterhead to the top of every letter template through Settings > Templates, by adding the letterhead to the top of each template. You may wish to create a letterhead within the letter writer, or you may wish to insert an image of your current letterhead if you have one. 
What happens with dictation if you stumble and say um ahh etc Once your Voice Recognition service has been trained, it will pick up on nuances in your speech such as your pauses and "umms" and "ahhs" and know to exclude these, as they will be removed from your text when the recognition is corrected manually by yourself or your team over time. You may also choose to say "scratch that word" or similar during dictation if you find yourself using these terms at the time. 
How does Voice Recognition manage accents? Your Voice Recognition service will begin to recognise your accent and manner of speaking and will improve the quality of your recognised text over time through training the system. 
If I am using Siri / voice recognition on my iPhone with Clinic to Cloud Doctor App, does that content then get exported to iCloud? All information entered into Clinic to Cloud is hosted within Australia and will not be exported outside of Australian borders. However, any recordings made using Siri or other inbuilt smartphone Voice Recognition software are often stored on overseas servers, so we strongly advise not dictating any clinical information into voice recognition to be compliant with Australian data privacy legislation.
Can you use a combination of dictatation and shortcuts in the clinical consult window? You can use a combination of both dictation and shortcuts as you would like when writing and dictating consultation notes. You may click and begin recording your dictation, and once this has imported into the field you selected, you could then begin typing the beginning of your Dictionary macro to insert your shortcut. 
When is the new letter editor due to be released? Our development team is currently in the final stages of releasing a new letter editor with improved formatting and usability features. We will notify all customers when the new letter editor is available.
Do you need a special microphone to dictate into Clinic to Cloud accurately?

If dictating from a desktop or laptop, you will need to purchase a dictation microphone to dictate as the desktop or laptop fan will interfere with the audio recording. Dictation microphones can be purchased from Clinic to Cloud. Please contact us at support@clinictocloud.com.au.

When dictating from the mobile, you may dictate directly into the mobile device.

Can you dictate directly into the consult boxes instead of using short cuts? It is possible to dictate directly into the consult fields in the letter by placing your cursor into any field where you can see the fire symbol (indicates dictation capability), clicking on the Microphone at the top of the screen, and then beginning your dictation.
Can you electronically forward a letter already in the system to another doctor after it has been sent? As each letter that leaves the system via secure messaging is provided with a unique ID, it is not possible to forward or re-send a letter via secure messaging. You will need to copy and paste the content of the original letter into a new letter, with the missed recipient as the new main recipient, and then send this via secure messaging as normal.
Will there be an option to send the letters via fax directly and easily from the letters list, to save having to save these letter files and then fax? You may be interested in exploring electronic faxing, which allows you to "print to fax", and send this like an email to a physical fax number. This can be quite cost-effective depending on how many faxes you tend to send.
How many hours of dictation do you think a doctor needs to dictate for Voice Recognition to be accurate? Before commencing training, we request that you provide us with a minimum of 20 clinical letters for us to build your Voice Recognition profile with. Thereafter, we recommend 2-4 hours of dictating to teach the voice recognition system your accent, nuances, tone and word choice etc.
I’m interested in your thoughts on using “inherited font” and “inherited size” in document templates vs stipulating a font and size. Inherited Text will be selected when you have inserted text from an external source. This means that it retains its formatting, size, font etc from the original source where the text was copied from. You can remove this by using the Remove Formatting icon on the letter toolbar. Generally for the tidiness of the letter, you may wish to keep all of the text within your letter the same font and size, so that it is clearer to read, and so may wish to either remove the formatting from inherited text, or use all inherited text. 
What happens if I want to change something in my letter after I’ve dictated it? Will it negatively affect the voice recognition learning? This will depend on where you make the correction from. If you have opened the dictation and corrected the recognition and created the letter from that recognition, then changes made after then will not teach the recognition system. It will not negatively affect the system, but it is within the corrections window that you must make the changes in order for the recognition service to learn.




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