Creating, Printing, Emailing & Saving Patient Letters
Printing a patient letter
Printing a letter for an individual patient can be done from their patient file. You can also email the letter in a PDF format.
To print/email a letter bring up the patient file and click on the Create a Patient document button
This will open the Document Details window:
Highlight the letter you wish to create and click on Print to print the letter to your default printer. If you have EasyPost enabled you can click the EasyPost button to send that to the SOE mailing house and they will print and send for you.
The Provider and Specialist fields are used if there is any Provider or Specialist merge fields in the chosen letter template. Adding/Editing a template is covered in article Creating/Editing Letter Templates.
The Category can be changed to determine what type of document this is. It will display the category on the patients contacts tab. The category defaults to the first in the list if not changed to the most relevant option.
If you wish to Preview it and make some changes specifically to that letter before printing click the preview button. You will also need to use this option if you wish to email the document as a PDF.
Clicking on Preview will open the document and populate any merge fields with patient, practice etc information. From here you can make any changes before printing. If you have Presentation Manager enabled you can also add charting information and EXAMINE Pro images from the menu on the left.
To print while previewing the document click on options in the top left and select Print or CTRL+P will work too.
Emailing a patient letter
Whiloe previewing a patient letter as described above you can click the email option in the top left of the previewed letter.
You will be presented with the following window of optional fields.
From here you can email the patient with the letter document attached as a PDF.
The Provider and Specialist fields are used if there are any Provider or Specialist merge fields in the chosen SMS template. Adding/Editing a template is covered in article Creating/Editing Email Templates .
There is also an option to email the specialist instead if it is an email for that specialist but referencing that patient.
The Category can be changed to determine what type of document this is. It will display the category on the patients contacts tab. The category defaults to the first in the list if not changed to the most relevant option.
Email Signature: If you have an Email Signature already set up this field will available for selection. Tick this box to add the email signature to the bottom of the email.
After clicking “ok” you will see the draft email screen with the letter document attached. This will pre populate the fields it can like email addresses for the patient and specialist (if one was selected and the email box was ticked). If an email template and signature was selected this screen should now show the email template as well as populating any merge fields with the relevant information.
You can amend the text, add images or further attachments etc using the buttons available on this screen as well as attaching patient documents/images or even files stored outside of EXACT that are located on the computer.
There are options to CC and BCC in additional Email addresses if required.
All documents created will be stored in the patients contacts tab.
Saving a patient letter
If you decide to "Save and Close" a previewed letter the document will still be editable and display in the patient's contacts tab with "(work in progress)" next to its title. Until the letter is either printed or emailed it will stay editable. Once emailed or printed it will be finalised and become a PDF file and no longer editable.
The save and close option can be found in the top left under options or by closing the document and the below prompt will appear.
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