Genie understands that administrative work can take up a big chunk of your busy day. As some sites will choose to utilise external transcription services to help them fast track their letter writing, Genie has made it quick and easy to import letters typed by your remote typist.
Before you begin
- For the best results when importing transcribed letters into Genie, letters should be saved and imported in .TXT format.
- Please note: Genie is also somewhat capable of importing .DOC (not .DOCX) and .RTF format, but we have noted some performance issues around these formats due to changing support for these file types. This article will be updated if this changes, but in the interim, please use .TXT format for your letters if you note issues trying to preview or import letters in these formats.
- Each letter must be in its own document
- The document must be saved using the following naming convention: Surname;FirstName;DOB (in the format of DDMMYYYY), noting the semicolons between each piece of information. For example, a letter regarding John Smith, DOB 4 July 1956 should be named Smith;John;04071956
- If you would like to add the date of the letter when imported, simply add the date to the end of the name in the following format Smith;John;04071956;22092018
- To import your letters, click on the Import Letters button in the Review Correspondence window, or go to Open > Import Transcribed Letters
- The first time you do this you will be asked to identify the folder these letters are saved in.
- When you’ve located your folder, click OK and the Import Letters window will open.
- The document names are listed in the left-hand column. The patient to whom the corresponding documents should be linked are displayed in the second column. Genie will attempt to match the correct patient record using the aforementioned naming conventions; either the patient ID number or a ‘Surname;FirstName;DOB’ naming convention.
- If Genie cannot find a suitable match, the Patient column will be left empty. To allocate the letter to a patient, simply double click on the patient column for that letter and you will be prompted with a search window, allowing you to manually locate the correct patient.
- To add the addressee, click once to view the letter and see who it was addressed to, and then double click to bring up the Address Book search window and find the correct doctor’s record. This will then be inserted into the Addressee column.
- You can also sort letters into either incoming ie from a specialist or outgoing ie to a specialist. Incoming letters will go into Correspondence In and outgoing letters will go into Correspondence out
Genie is unable to import logos or letterheads created in Word documents. Additionally, it can’t import anything in a Word header. If you setup LetterheadLink template(s), you will be able to attach this to incoming correspondence when it is linked to the patient’s file.
Setting up your LetterheadLink Template
- Open a Referral/ Reply Letter via the icon and click on the drop-down menu to select New Template
- Place your usual letterhead including any logos in the body of the letter, not in the header area. At the top of this window, name the template exactly: LetterheadLink
- You can create additional letterhead templates, naming them LetterheadLink1, LetterheadLink2 and so on. This is useful in practices where each doctor has his or her own letterhead.
- When importing a letter through the Import Letters button in Review Correspondence, Genie will slot the information in your LetterheadLink template above the text that is imported from the Word document.