[COMING SOON] Creating a Letter (Doctor)

Brief Overview

The Letter Creator allows you to make Letters and Documents for the patient's record. 

A Letter is generally used for clinical purposes such as referrals and reports. 

A Document is generally used for other patient-related correspondence, such as medical certificates and appointment information.  

This article shows you how to create and sign a Letter for your patient.  

 

The Short Version

  1.  Open the Letter Creator
  2.  Choose the Letter type and select a Template
  3.  Write the Letter
  4.  Finalise the Letter.

 

Instructions

1.  Open up the Letter Creator using one of the following methods.

a.  From within the patient's Clinical File > click the Letter icon.

1a._Clinical_Record.png

b.  Go to Scheduler > Letters > select Create.  

1b._Scheduler._Letters._Create.png

c.  Go to Scheduler > Letters > select the To Create tab > click the Pencil/Edit icon of the letter you want to create.

1b._Scheduler._Letters._To_Create.png

d.  Go to Scheduler > select the Appointment > click the Letter icon.

1c._Scheduler._Appt_Icon.png

e.  Go to Scheduler > select the Letter icon > search for the patient > select the Provider and Location > click Create.

1d._Scheduler._Search.png

1d._Scheduler._Search2.png

f.  The Letter Creator is now open. 

1f._Letter_Creator.png

 

2.  Setup the Letter

a.  Choose This is a Letter

2a._This_is_a_Letter.png

b.  Select the Template you want to use. 

2b._Select_Template.png

c.  Review and update the addressees in the To and Copy To (CC) section. 

The To field will default to the referring provider and the CC field will default to Interested Party, if they have been added to the patient's file.  

If you need to add a new contact, click the Add New Contact link and read more here: Adding and Editing Contacts.

2c._To_CC.png

 

3.  Write the Letter

Note:  Any tags that are related to the Recipient will show as tags when you are writing the letter.  Once you have finished and selected Send, Sign or Send for Edit, the tags will be updated with your chosen recipient in the left panel.  

a.  Attach any required clinical items from the patient's record via Paperclip icon. 

Note:  You can attach other Letters, Pathology & Imaging results, Documents, Vitals, Operation Reports, Checklists and Certificates of Capacity.

For more details on searching and attaching items to your Letter, see this article: Attaching Information to a Patient's Letter.

3a._Attach_from_patient_file.png

b.  Print a copy of the Letter at any time via the Print button.

3b._Print.png

c.  To exit without saving, click the X icon.

3c._X_icon.png

d.  Update the Letter Name, if required, by clicking on the name, make the adjustments and press Enter to save.  

3d._rename1.png

3d._rename2.png

4.  Finalise the Letter

Note:  These options become available once all mandatory fields have been filled in.   

a.  Send via Secure Message button  4a._Send.png

Note:  The practice must have Secure Messaging set up and the recipient must also be set up to receive letters by Secure Messaging.  

  • This will send the Letter immediately to the To Recipient via the Secure Message method of the contact. 
    • If a CC Recipient requires secure messaging, this can be done from Scheduler > Letters.  
  • It will show in Scheduler > Letters > Sent tab with a status of Sent.
  • It will appear in Secure MessagesSent Messages.

Selecting this button will then close the Letter Creator.

b.  Sign button  4b._Sign.png

This will send the Letter to Scheduler > Letters with the status of Signed, where it can be actioned by other users.  It will show in Letters as: 

  • Admin User:  Signed status, in the All tab.
  • Doctor User:  Signed status, in the All tab.

Selecting this button will then close the Letter Creator.

Note: The provider who creates the letter will have the option to edit a signed letter until the status is set to Sent

c.  Send for Edit button  4c._Send_for_Edit.png

This will send the Letter to Scheduler > Letters for review and editing.  It will show in Letters as:

  • Admin User:  Ready for Edit status, in the All tab.
  • Doctor User:  Send for Edit status, in the All tab.

Selecting this button will then close the Letter Creator.

Save as Draft button.  4d._Save_as_Draft.png

This will keep the Letter in Scheduler > Letters for the user who created it to return to at a later time.  It will show in Letters as: 

  • Created by User:  Draft status, in the All tab.

Selecting this button will then close the Letter Creator.  

 

5.  Once a Letter has been Signed, it will be available in the patient's Clinical Journey and Clinical File > Letters.  For all other statuses, the Letter can be found in Scheduler > Letters.  

 

Further Reading

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