Importing Remotely Typed Letters

If your letters are typed by a remote typist i.e. someone not using Genie, then Genie has the ability to import these letters and link them to the correct patient.

•	each letter must be in it's own document i.e. you can't have 10 different letters in the one Word document.

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the document must be saved with a specific name i.e. the name of the document must be the patient's surname, followed by first name, followed by Date of Birth as an 8 character string, with semi-colons between each piece of information. For example, a letter about John Smith, born on 4 July 1956 would be named: Smith;John;04071956.

Optionally, you can add the date of the letter to the end of this name, e.g. Smith;John;04071956;22092005. If the optional date is not used, Genie will mark the date of import the date of the letter.

To import the letters, click on the Import Letters

button in Review Correspondence or go to Open > Import Transcribed Letters.

The first time you do this, you will be asked to identify the folder in which you have stored the letters.

Note: You need to highlight the actual folder, not the letters contained within the folder.

The document names are listed in the left-hand column. The patient to whom the corresponding documents should be linked are displayed in the right-hand column.

Genie initially tries to match the correct patient using the above-mentioned naming conventions i.e. either the PatientID number or a "Surname;FirstName;DOB" naming convention. If Genie cannot find a suitable match, "???" will be placed in the second column.

In this case double-clicking in the Patient's Name field displays a search window, allowing you to manually find the correct patient.

To add the addressee (which will be displayed as the title of the letter in the Correspondence list in the patients clinical file), click once to view the letter to see who it was to. Double click to bring up the address book search window and find the correct Doctor which will then be inserted into the addressee column.

Letters can also be sorted as to whether they are incoming i.e. from a Specialist (through Argus or similar), or outgoing i.e. to a Specialist. Incoming letters will go into Correspondence In

, and outgoing letters will go into Correspondence Out

Once you have correctly linked all the documents, click the Import Letters button and Genie will import the letters, attaching them to the designated patient.

The letters which have successfully been imported will be automatically moved to a "Processed" folder within the designated Letters folder. Periodically you should then manually delete these "processed" letters.

Genie can't import logos or letterheads created in Word documents. Additionally it can't import anything in a Word header. Therefore if you are going to be using services such as Ozescribe or Syberscribe, the following steps will allow you to still attach you logo or header to the imported document.

2. Click on the popup menu which is currently saying Default Letter and select New Template.

3. Put your usual logos/letterhead in the body of the template ie. not the header, and name the template exactly: LetterheadLink

4. You can create additional letterhead templates, naming them LetterheadLink1, LetterheadLink2. This would be useful in practices where each doctor has his or her own letterhead.

Note: The logos you insert must already reside in your Picture Library i.e. insert them into the template using the Picture from Library expression in the Expressions Tab on the left hand side of this window.

4. When importing a letter through the Import Letters button in the Review Correspondence window, Genie will slot the information in your LetterheadLink template above the text that is imported from the Word document.