Reviewing Correspondence

This is designed to allow doctors to review letters that have been typed, which can then printed by the receptionist.

To access Review Correspondence either go to Open > Patients, Patients > Review Correspondence.

or click the Review Correspondence  icon from the appointment book.

This opens a window in which the correspondence can be displayed according to different criteria. It will open to 'To be Reviewed' by default.

This will display all letters which have not been reviewed by the doctor, and which have not yet been printed. To print reviewed letters select Reviewed but Unprinted, from the To Be Reviewed drop down menu.

The Method drop down on this page displays the preferred method of communication for the addressee of the letter. You can display just those letters marked for a particular method by selecting it from the drop down menu, e.g. selecting "Mail" will display those letters to be printed and mailed.

Highlight all these letters by choosing Select All from the Edit menu. Click the Print button to print all the highlighted letters in one go.

Letters to be faxed or emailed must be opened and sent individually.

Note: Eventually, all letters in Review Correspondence should end up in the 'Printed' section. Do not delete letters from within Review Correspondence as this will delete the original letter from the patients clinical file. The letters displayed in Review Correspondence are not another copy of the letter from the patients clinical record, it is the same letter, just being viewed from a different location. Trying to delete letters from with Review Correspondence will result in the following warning:

Reviewing Letters Offsite

Letters can be reviewed offsite in two ways. First, you can use Offsite Logging.

Alternatively, clicking on the Word button will export any highlighted letters as Word documents.

They are placed in a folder called "Letters Folder" inside the Genie folder, on the local machine. If the Letters folder doesn't exist, Genie will automatically create it.

This folder can then be taken home on a laptop, floppy disk, external drive etc. The following day, replace the Letters folder in the Genie folder, on the local machine that will import the letters, open the Correspondence window and click on the Import button. This will import the Word documents with any changes, and replace the original 4D write documents. You will be asked if you want the imported letters to be marked as having been reviewed. Click Yes.

Once the import has finished, you will be asked if you want to delete the Word documents in the Letters folder. You should agree to this, otherwise they will still be there the next time you do this procedure unless you delete them manually in the meantime.