Many practices are now moving towards paperless records, including the sending and receiving of patient documents through Third Party Carriers and Email. Genie has options that will allow you to easily send letters through these electronic methods, saving you time and paper.
Before you begin
If you are wishing to send or receive letters via a Third Party Carrier, you will first need to have this software configured in your practice. For more information, please refer to the Configuring Electronic Correspondence article.
If you would like to send and receive information via email, please refer to Configuring the Email Module article.
Adding Contacts to the Address Book
Before sending a letter from Genie, you must add the recipient to your Genie Address Book.
1. Browse to Open > Address Book. Search for the contact you wish to send a letter to, and
double click on their name. Alternatively, add the contact by clicking the blue plus icon
and entering their details.
2. Open the Correspondence tab of the contact details window
3. From the Preferred Method of Communication drop-down menu, select the relevant third-party
4. Enter the contact’s Carrier Identifier in the relevant field(s).
5. Optionally, select whether the contact can receive letters in RTF format or in PDF format.
6. Close the window with the Save button.
Sending a Letter (Not Reviewed)
The instructions below would be useful to a clinic where the doctor creates their own letters and sends them immediately
1. Create a letter for the patient via the Red Quill icon
2. Tick the Send via 3rd party checkbox
3. Tick the Ready to Send checkbox
4. optionally, tick the Reviewed checkbox
5. Press the Send button (replaces Save button)
Sending A Letter (To be Reviewed)
The instructions below would be useful to a clinic where a secretary or typist (for example) creates the
letter, which is later reviewed and sent by the doctor.
1. Create a letter for the patient via the Red Quill icon .
2. Tick the Send via 3rd party checkbox.
3. Press the Save button.
4. When ready to send the letter, navigate to Open > Outgoing Letters.
5. Within the To Be Reviewed tray, locate and double click on the letter.
6. Tick the Ready to Send checkbox.
7. Tick the Reviewed checkbox to send this letter and move on to the next letter in the list.
Alternatively, press the Send button without ticking Reviewed to send the letter and return to the Outgoing Letters screen.
Sending CC Letters
It is possible to send electronic letters to CC recipients in addition to the primary recipient. It is also possible to send an electronic letter to a CC recipient even if the primary recipient does not receive electronic correspondence.
1. After you have created your letter click on the Add CC icon.
2. Select the CC recipient
3. Tick the Send checkbox beside their name.
If the primary recipient of the letter is also to receive this letter electronically then tick the Send via 3rd Party checkbox for this letter.
If the primary recipient of the letter is not to receive this letter electronically then do not tick the Send via 3rd Party checkbox (as this setting only refers to the primary recipient).
To send the letter immediately, tick Ready to Send and press Save. To send the letter later, press Save.
Later, navigate to Open > Outgoing Letters. Select the 3rd Party Unsent tray, and press the Send Now button.
Genie will check for and import new incoming letters approximately every five to fifteen minutes.
Genie is able to automatically send a Task to notify the recipient of an incoming letter; if the Create a Task When Importing a Letter setting (within File > Practice Preferences > Carrier Identifiers tab) is enabled. For this to occur, the incoming letter’s addressee name must exactly match the doctor’s Genie username.
If Genie cannot determine the intended recipient of the letter, it will send a Task to
the user marked as the Genie Administrator (the person with a tick by their name at the login screen).
Reviewing Imported Letters
All imported letters can be accessed via Open > Incoming Letters, where they are subject to a review & linking process very similar to that of incoming Pathology & Radiology results.
Genie will attempt to match the incoming letter to an existing patient in the database; or you can create a new patient from this window (for example, if the incoming letter is a referral for a new patient).
Once the letter has been matched to a patient, it can be linked into their clinical file using the Link button.
For more information on linking downloaded correspondence and results to patient files, please refer to the Viewing Diagnostic Reports article.
Genie keeps a log of all outgoing and incoming letters within the Correspondence Log (Open > Correspondence Log). From here you can see all letters which have been sent and received electronically, as well as any errors relating to sending and receiving your electronic letters.
Genie expects that the letter recipient's clinical or practice management software will create an acknowledgement file (ACK), which will be delivered to you upon receipt of the electronic letter. When Genie imports an ACK, the Delivery Acknowledged checkbox in the relevant letter is automatically ticked. The ACK column in the Correspondence Log will also be ticked
Please note: The recipient’s program may be incapable of creating an ACK, and/or your third party electronic correspondence provider may be incapable of delivering one. If you are not automatically receiving acknowledgement of delivery, it is advisable to contact the intended recipient to confirm receipt, or to contact the third-party electronic correspondence provider directly for assistance.
For information on sending and receiving correspondence via Email, please refer to the Emailing Correspondence article
If you're working towards a paperless practice but still want the option of sending a fax, there are some electronic fax programs on the market. While it is possible to work these into your normal correspondence processes, Genie does not integrate directly with any of these programs. If you are interested in utilising an electronic fax program, you will first need to confirm how your chosen product works and how you could use this with Genie. It will then need to be set up on your computer. As it is an external program, this is not something that Genie Support is able to assist with. If you're still a bit lost, your chosen fax program's Support should be able to assist or you may need to get in touch with your IT.
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