Importing Transcribed Letters

• 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.