As you might be aware from our previous announcement, our developers have been working to improve the way Genie's Email module stores email addresses for patients and other contacts. This was prioritised in order to resolve the issue outlined in that announcement, which allowed for possible mismatching between email addresses and the person they belong to. With the release of version 9.3.7, this has been resolved with a significant update to the Address Book function within the Email window
There are two main aspects to this change; 1. Changing the way the Email window handles these email addresses and ensuring that they remain directly linked to the right person, and 2. Updating the current list of email addresses used in the Email module to ensure that any existing mismatches are fixed.
For the first point, the email addresses in the Email module are linked directly with the Patient or Address Book record they belong to. Clicking the Address Book icon in the email window will now open a much more comprehensive list of the email addresses in your database, all of which are pulled directly from the current data in a person's record. This can be sorted and filtered by Patient records, Address Book records (that is, providers and other contacts), and other email addresses added as once-off recipients who aren't in your Genie database.
If you’re in this Email Addresses window and you need to update an email, you can double-click a record to edit it, which will open the relevant Patient or Address Book record for you to make the necessary change. Previously, editing an email address from within the Email module itself didn’t necessarily update the contact details for the person it belongs to, which was one of the major causes for the mismatched data that had been reported. This no longer occurs - when you edit the person's email address, it's updated properly no matter where you opened their record from.
For the second part of this change, your list of email addresses will be automatically converted, but you'll be made fully aware of all changes. Upon updating Genie to version 9.3.7, your existing list of email addresses will be double-checked against the contact details for all your Patients, Address Book records, and related contacts. The result of this will be that every person with an email address in their record will appear as a matching record in the Email Module.
To prevent this process from updating email addresses that shouldn’t be overwritten, you'll receive an alert when this has been done.
Please note: This process occurs when the Genie data file is updated via the Genie Solo application. If the person carrying out your update is not the person best suited to review the report, click Remind Me Next Login to ensure that the report can shown to the appropriate user.
Clicking View Report will produce a PDF document outlining all the details of the records that Genie has updated to accommodate this change:
Please note: Records marked with * Record deleted or merged * indicate that the removed email address was linked to a record that no longer exists. One of the most common reasons for this will be merged records, where two emails remain in the list, but only one version of the patient records still exists. This will also occur for any patient or address book records that have previously been deleted, leaving an email address remaining in the Email window.
We recommend saving or printing a copy of this document for your own reference, and reviewing it thoroughly to ensure that all of the changes made by Genie have resulted in the correct email address is being used. Any email addresses that should not have been removed can be added back into the appropriate person's record.