Genie has made it quick and easy to send out letters to other providers and your patients with its Referral/Reply Letter and Merged Letter functions. These letters can be set up into a template so that you only have to enter minimal data for your letter to be ready to go.
Before you begin
If you are wanting to send your letters electronically then you will first need to ensure you are set up for Third Party Correspondence. More information on this can be found in our Configuring Electronic Correspondence article.
Writing a New Letter
- In either the Appointment Book or the Patient List (Open > Patients), find the patient, highlight them and click on the red quill icon . You can also click this icon from the patient's Clinical window. The default letter will open, addressed to the referring doctor. If no referral has been entered in the patient Demographics, an Address Book search window will prompt you to choose an addressee.
- Choose the correct template from the Template drop-down menu.
- Click on the drop-down arrow next to the From field and select the doctor writing/dictating the letter.
- To address the letter to a different provider, click the Re-address button to search for another doctor in your Address Book. Enter the first three letters of the doctor’s Surname and/or First Name and click OK. Find and select the relevant doctor in the list.
- To type your letter, click into the template and start typing. Alternatively you may use Macros to enter text into the letter (see Other Tools: Macros below).
Adding a CC
- To copy the letter to other providers, click the Add CC button .
- Select from the Usual GP, Referring Doctors, Patient, All Interested Parties or Other (search for a doctor not in the interested parties list). The CC details will be added to the bottom of the letter.
- To add to the interested parties list select Edit Interested Parties and click Add.
Note: Hold down the Ctrl/Cmd key when you add the CC to auto format it for a window envelope.
Printing Address Labels
- For the addressee, click the Addressee Label buttonto access the label printer and produce an address label for the doctor.
- For a CC, right click on the CC’s name in the CC table in the upper left of the window and select Print Label to access the label printer.
- For the patient, click the Patient Label button to access the label printer and produce an address label for the patient.
Printing an Envelope
- Click the Envelope button . The envelope print options window will open (if a list appears, select the doctor from the list).
- To print an envelope for a patient go to the Appointment Book or Patient List, highlight their name and click the Demographics button .
- Click the Envelope button to the right of the Address 1 field to print an envelope with the patient’s physical address or click the Envelope button underneath Account Holder to use the account holder’s details.
Printing and Saving
- Click the Print button to print the letter.
- Click the Save button to save the letter to the Clinical record.
Exporting to WordAt the top of your referral reply window in your icons palette, you'll notice a small Word symbol in either blue or red.
The Word icon will open the letter in Microsoft Word (you must have Word already installed on your computer). This feature is for those people who prefer to use Word’s Autotype and AutoCorrect functions. Once you have finished writing the letter in Word, Save and Close the Word document and return to Genie.
Note: If would like to use this function it is recommended that you turn on the option to save letters reimported from Word as attachments in the Correspondence tab of your User Preferences (File > User Preferences).
You will notice that the Word icon is now coloured red. Clicking again on this button will import the Word document back into 4D Write with all formatting retained. If the import is successful, the Word document is automatically deleted from your hard disk. It is temporarily stored in a folder called “Letters” within the Genie folder.
Note: You must remember to close the Word document before attempting to import it back into Genie, otherwise it won’t work! If you are receiving an error -49, this is most likely the cause.
Writing a New Letter
- In either the Appointment Book or the Patient List (Open > Patients), find the patient, highlight them and click the Merged Letter button .
- Click on the letter template you wish to use and click Open. The title of the letter will display as the title of the window, i.e. Recall Letter.
- Click into the template and make the desired changes. Alternatively, you can use Macros to enter text into the letter.
Printing and Saving
- Click the Print icon to print the letter. If you have ticked the Save a copy in the clinical record option it will automatically save the letter and you can safely close it.
- To save a copy to the patient’s clinical record without printing click the Copy to Patient Record icon .
Note: If you are making changes for future use of the template, you can click the regular save icon to save the template. This does not save the letter to the patient's file.
The process for viewing and opening Referral/Reply and Merged Letters is the same:
- Open the patient’s Clinical record. The letter will be in the Contacts List.
- Highlight the letter to display it in the preview pane. Note: do not make any changes in the preview pane as these changes will not be saved.
- Double-click on the letter to open the original in the letter writer. Ensure you save your changes before exiting the window.
Macros are used to quickly enter a common word, sentence or paragraph into a letter simply by typing a macro code followed by the Space or Enter key. Before you can use a macro, you must create it.
- Within the letter writer, go up to Macros > Edit Macros. The Macros window will display existing macros.
- Click Add to add a new one.
- In the Code field, enter an abbreviation for the new macro and in the Macro field, the text that will be inserted when you type that code into the letter.
Note: Do not use a real word as a macro.
- In the Available To field, select your name. Alternatively, a macro you know will be useful to everyone can be left as ‘All’. Click OK and close. You may now use that macro in the letter.
For more information, please refer to the Macros article.
To spellcheck a letter, tick Interactive Spellchecking. Words spelt incorrectly or not in the dictionary will be underlined in red. To add a word to the dictionary right click on it and select Add to Dictionary. You may also choose to replace a word with the correct spelling or ignore it.
For more information, please see the Using the Dictionary article.
Fields and Expressions
Fields and expressions can be used to automatically input information from the patient file into the letter. They are great for templates as well as individual letters, allowing you to easily populate information such as current problems, results and contact details. For more information, please see the Fields and Expressions article.