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Using General Letters

Version 14.19

Overview

The General Letter can be used for writing a letter on behalf of a patient. It is especially handy when having to create a letter for a patient who has limited physical education class restrictions or for a patient who was advised to miss school without being seen in the office. For insurance company communications, the patient's insurance information can appear. General Letters can also be archived for the patient or made a template for later use.

Creating a General Letter

  1. Click the Patient Chart button.
  2. Search for and select a Patient
  3. Select General Letters from the Communication section of the Window Navigation Panel.
  4. Click the Add  button. 

  1. Enter the Addressee (To:) information from one of the options below.
  • Click the Select from Address book button if you are sending a letter to an entry in your Address Book.
  • Click the Copy Patient's Address button . This copies the patient's information into the Addressee (To:) field.
  • Type the information in the Addressee (To:) field.
  1. Click into the Patient information field and click the Pat Name button (optional). This button is only available when the letter is not addressed to the patient.
  2. Click into the Regarding field and enter the purpose of the letter or click the Phrase Construction button.
  3. Click into the Salutation field and enter the salutation of the letter or click the Phrase Construction button.
  4. Enter the letter content in the Body of letter field. 

Note: Phrase Construction is available in several fields in the General Letter Writer and is indicated by the Phrase Construction button . You may want to consider building your Phrase Construction library to suit the needs of your General Letter entries. For more information on Phrase Construction, click here.

  1. The Signed by field populates with the user creating the letter. Enter another Staff Member or Provider if necessary into that field. 
  2. The Signature title field is used to add the staff's title, such as Billing Manager, Office Manager, etc.
  3. Click the Save button .
  4. Click the Print button.
  5. The Located in OP Reports window displays, select General_Letter, click OK.

Archiving a Letter

  1. After saving your letter, click the Archive Letter button.
  2. Click the Yes button in the Confirmation dialog box. The patient's archived letters can be found in the Archived Letters tab.

Note: To use an Archived Letter as a template for a new letter, click the Archived Letters tab, highlight the letter you wish to use and click the Apply to Current Letter button. Update the letter as needed.

Saving a Letter as a Template

  1. After saving your letter, click the Make Template button, the Template Letters tab is displayed.
  2. Double-click the Template.
  3. Enter a Template Description in the field and remove any patient specific information.
  4. Click the Save button.

Using a Template Letter

  1. Click the Template Letters tab.
  2. Select the Letter Title in the list.
  3. Click Use Selected Template button. 
  4. Click the Yes button in the Confirmation dialog box.  

Delete a Template Letter

  1. Click the Template Letters tab.
  2. Double-click to select the template to delete
  3. Click the Delete button. 
  4. Click the Yes button in the Confirmation dialog box.  
Version 14.10

Overview

The General Letter can be used for writing a letter on behalf of a patient. It is especially handy when having to create a letter for a patient who has limited physical education class restrictions or for a patient who was advised to miss school without being seen in the office. For insurance company communications, the patient's insurance information can appear. General Letters can also be archived for the patient or made a template for later use.

  1. On the menu bar at the top of the screen, click Activities > Create General Letters
  2. Search for and select the Patient. The patient is displayed in the bottom bar of the window.
  3. Click the Insert Record  button on top to begin a new letter. 
  4. Double-Click the Addressee (To:) field and click the Select from Address book button if you are sending a letter to an entry in your Address Book.
    • Select the Patient.
    • Click the Select button.
  5. Click the Provider  button next to the To: field if you are sending a letter to an entry in your Address Book. To send a letter to the patient, click the Patient  button to copy the patient's information into the Addressee fields. You can also enter the information in the Addressee fields. 
  6. Click the Ellipses  button in the RE: field to add the patient's information.
  7. Select the Checkbox to include the patient's insurance information. 
  8. Enter the Salutation and Body of the letter in the fields provided. 
Note: Phrase Construction is available in several fields in the General Letter Writer and is indicated by the Phrase Construction button . You may want to consider building your Phrase Construction library to suit the needs of your General Letter entries. For more information on Phrase Construction, click here.
  1. The Signed by field populates with the user that is creating the letter. Click the Ellipsis button to access the Staff Directory to select another Staff Member or Provider if necessary. 
  2. Enter the Staff's Title such as Billing Manager, Office Manager etc. in the Title field.
  3. After completing your letter, click the Post Edit button to save.
  4. Click the Printer button to print the letter.

Archiving a Letter

  1. After saving your letter, click the Archive Letter button.
  2. Click the Yes button in the Confirm dialog box.
  3. To access all Archived letters for a particular patient:
  • Search for and select the Patient  within the General Letters window.
  • Click the Archived Letters tab.

To use an Archived Letter as a template for a new letter, click the Archived Letters tab, highlight the letter that you want to use and click Apply highlighted note to current note. Update the letter as needed.

Saving a Letter as a Template

  1. After saving your letter, click the Make Template button. The Template Letters tab is displayed.
  2. Double-click the Template.
  3. Enter a Template Description and remove any patient specific information.
  4. Click the Green checkmark to save.
If there is a Template you do not want to save, on the Template Letters tab, select the Template and click the Red Minus Sign.

Using a Template Letter

  1. Click the Template Letters tab.
  2. Select the Letter Title in the list.
  3. Click the Use Highlighted Template button.
  4. Click the Yes button in the Confirmation pop-up box.