Components of the New Letters Module

Brief Overview

The new Letters Module is our latest release to improve the letter creation and sending experience within Clinic to Cloud.  This article explains how to access the new Letter module, and what you can do.  

 

The Short Version

  1. Go to Scheduler > Letters.
  2. Create, review and send your Letters from one module.  
  3. Letters are separated into Tabs to streamline workflows.  
  4. Use the Action icons to progress the Letter from draft to sent.  

 

Important notes about Product Update - 4 March 2021: 

  • All Letters that were in Letters to Create are now in the Letters > To Create tab.
  • All letters that were in Archived are now in the Letters > Sent tab with a status of Sent.

 

Instructions

1. Go to Scheduler > Letters.

1._Scheduler._Letters.png

1a._Letters_List.png

 

Letter Preferences

You can adjust the Permissions related to users in Clinic to Cloud, via the Letter Preferences window. If you are logged in as a Practice Admin user, you can adjust the preferences of all Doctor users. If you are logged in as a Doctor user, you can adjust only permissions related to your own Letters

1. To adjust Letter Preferences, click the Preferences icon to open the Letter Preferences window. 

Preferences_button.png

 

2. Select the users that you wish to edit from the Choose Users drop-down menu.

Choose_users.png

 

3. Choose which preferences you would like to adjust, by using the toggle buttons:

  • Allow Others To Create and Send Any Letters on My Behalf - allows admin users to write create letters and send them on the selected Users' behalf. The doctor user will still need to sign this letter before it can be sent. 
  • Allow Others to Sign Letters on My Behalf - allows admin users to sign a letter on the doctor's behalf, and send this. This prevents the doctor from needing to review and sign the letter before it will be sent. 

Preference_options.png

 

4. Click Save to save your preferences.

Save_preferences.png

 

Tabs

General Information: 

  • Letters from all Locations will be displayed in these lists.
  • Hover the mouse over items for description tooltips.
  • All of the columns are sortable.
  • To learn more about creating Letters, see this article: Creating Letters.

2._Tabs.png

 

All tab: 

  • The All tab displays all Letters except those with the status of Sent.
  • Admin and Reception user types will see all Letters, for all Providers, at all Locations.
  • Doctor user types will only see Letters created by them, or for them, at all Locations.

2._Tabs._All.png

 

To Create tab: 

  • The To Create tab will only be available if at least one Provider has this option turned on. 
  • Admin and Reception user types will see all Letters, for all Providers, at all Locations.
  • Doctor user types will only see Letters created by them, or for them, at all Locations.

2._Tabs._To_Create.png

 

To Review tab:  

  • All Letters with the status Ready for Review are shown in this tab.
  • Only the Doctor user type can see this tab.
  • Doctor user types will only see Letters created by them, or for them, at all Locations.

2._Tabs._To_Review.png

 

Signed tab: 

  • Only Letters with the status Signed are shown in this tab.
  • Admin and Reception user types will see all Letters, for all Providers, at all Locations.

2._Tabs._Signed.png

 

Sent Tab:

  • Only Letters with the status Sent are shown in this tab.  
  • Admin and Reception user types can see Sent Letters, for all Providers, at all Locations.
  • Doctor user types can only see Sent Letters created by them, or for them, at all Locations.  

2._Tabs._Sent.png

 

Statuses

Each tab (except for To Create) has a Status column. The following explains what each status means.  

Draft status:  3._Status._Draft.png 

  • Letters that have been created by a Provider and are waiting for the Administrator to review.
  • Draft Letters can only be viewed by the user who created them. 
  • See this article for more: Creating Letters

Sent for Edit status: Sent_for_Edit.png 

  • Letters that have been sent to admin for editing by a doctor user.
  • The same Letters will be shown as "Ready for Edit" for admin users.
  • May be viewed by the doctor they belong to.

 

Ready for Edit status: Ready_for_edit.png

  • Letters that have been sent to admin for editing before review by the doctor.
  • The same Letters will be shown as "Sent for Edit" for doctor users.
  • May be viewed by the Admin staff.

 

Recognised status:  3._Status._Recognised.png

Ready for Review status:  3._Status._Ready_for_Review.png 

  • Letters that have been reviewed by the Administrator and are now ready for the Provider to sign.  

Signed status:  3._Status._Signed.png

  • Letters that have been finalised by the Provider and are now ready to be sent.  
  • Letters can be sent by using the Secure Messaging icon or Print icon.  
  • See this article for more: Sent Secure Messages

Sent status:  3._Status._Sent.png

  • Letters that have been marked as sent using the action icon Mark as Sent or Sent via Secure Messaging.

 

Action Icons

Each tab has an Actions column. The following explains what each icon means. 

  • Note: Hover the mouse over items for description tooltips.

Quick Consult icon:  4._Icons._Consult.png

  • The Quick Consult icon will only be visible in the To Create tab.
  • Only the Doctor user type will see this icon.
  • Clicking the Quick Consult icon will open the patient's record.

Recognised icon:   4._Icons._Recognised.png

  • The Recognised icon will only be visible if at least one Provider has this option turned on. 
  • All users can see and use the Recognised icon. 
  • Only Letters in Recognised status will show this icon.  
  • Clicking this opens the Letter Editor as per the normal workflow.

Edit icon:  4._Icons._Edit.png 

  • All users can see and use Edit icon. 
  • Only Letters in Draft and Ready for Review status can be edited.
  • Clicking Edit opens the Letter Editor as per the normal workflow.

Send via Secure Messaging icon:  4._Icons._Secure_Msg.png 

  • All users can see and use the Send by Secure Messaging icon.
  • Only Letters in Signed and Sent status can be sent by secure messaging.  
  • This icon is visible if a Recipient has Secure Messaging as a preferred method of contact.
  • Clicking this will send the Letter to all Secure Message Recipients.
  • The message/s will be logged in the Scheduler > Secure Messages > Sent Messages.  
  • The Letter will change to Sent status and be available in the Sent tab.

Print icon:   4._Icons._Print.png

  • All users can see and use Print icon.
  • Only Letters in Signed or Sent status can be printed.
  • Clicking Print opens a Print Preview.  From here, you can print the letter or cancel.  

Print Envelope icon:  4._Icons._Print_Envelope.png

  • All users can see and use the Print Envelope icon.
  • Only Letters in Signed and Sent status can have an envelope printed. 

Mark as Sent icon:  4._Icons._Mark_as_Sent.png

  • All users can see and use the Mark as Sent icon.
  • Only Letters in Signed status can be marked as sent.
  • Clicking Mark as Sent updates the status to Sent and this Letter will now only show in the Sent tab.
  • Mark as Sent is an internal indication that you have completed the related tasks to finalising and sending the letter.  

Delete icon: 4._Icons._Delete.png

  • All users can see and use the Delete icon. 
  • Only Letters in the To Create tab can be deleted.  
  • Clicking Delete will give you a warning. 
    • To continue click Delete, to cancel click Cancel.  

4._Icons._Delete._Confirm.png

 

Search/Filters

  • You can search for a Letter by the following - Author, Patient, To, CC.
  • When typing, select an option from the list or press Enter to search on partial word.

5._Search.png

 

In Progress icon

The orange bubble icon on the Scheduler > Letters shows that there are items requiring action:
Letters_bubble.png
Once within the Letters window, counters will be shown against the tabs with relevant items to action.

 

Further Reading: 

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