Checking Imported Letters

Genie also checks the Incoming folder for letters and ACKS every 5 minutes. If it finds a new letter it will be imported into Genie automatically and a Task will be sent to the Addressee of the letter. If Genie cannot determine who the Addressee is then the Task will be sent to the Administrator of Genie.

To review any incoming letters, go to Open > Incoming Letters

You can select letters to a certain doctor by selecting the name from the Doctor drop down list. Double-click the first letter to begin reviewing.

Reviewing letters is very similar to checking your pathology and radiology results (see Matching & Linking Results). Genie will try to Match the letter as best it can to someone in the database otherwise you can create a New patient based on the information given in the letter. Once the letter is matched you can Link it to the patients clinical file and it will move to the next letter for linking.

If the incoming letter is received in RTF format then the linking process is slightly different depending on whether you have the Import RTF Letters to 4D Write ticked in your Practice Preferences under the Carrier Identifiers tab. Ticking this MAY allow the conversion of the RTF files into 4D Write in which case they will go into Open > Incoming Letters and the above linking process will apply. If they come in as blank or scrambled letters then you will need to untick this and Genie will automatically attach them to the patients chart as an image. In order to do this, Genie searches for the correct patient, by matching surname, first name and DOB with the information held within the incoming letter. If it doesn’t find a matching patient, it will create a new patient record using the information within the incoming letter.

Correspondence Log

Genie also keeps a log of all outgoing and incoming letters, so that you can see exactly when and on which computer any letter was imported or exported, and also whether it has been read yet or not. This is also how you can find out which 3rd party carriers this machine exports/imports for, if any.

The Correspondence Log can be accessed via Open > Correspondence Log OR through the Review Correspondence window by clicking the Correspondence Log button OR through File > Maintenance & Reports: Administrator tab

To view more detail of an entry, simply double click it.