Checking Imported Letters

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Genie also checks the Incoming folder for letters and delivery acknowledgements (ACKS) every five minutes. If it finds a new letter, it will be imported into Genie automatically. Additionally, if the preference is set in the Carrier Identifiers tab of Practice Preferences, a task will be sent to the Addressee of the letter. If Genie cannot determine who the Addressee is, the task will be sent to the Administrator of Genie.

 

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

Imported letters list

 

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

Imported letter

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 patient's Clinical Window and it will move to the next letter for linking.

 

The Open RTF button will only appear if the letter contains RTF format data.  This button allows you to open the letter in an external viewer.  Once linked to the patient, the letter can be open in an external viewer by right-clicking on the letter in the Contact List and selecting Open RTF or double-clicking on the result in the Contact list and clicking the Open RTF button.

Rich Text Format (RTF) Letters

If the incoming letter is received in RTF format, the linking process is slightly different depending on whether you have the Import RTF Letters to 4D Write ticked in 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.

 

When the PIT file contains an RTF document, the process will be different depending on your preferences.

 

If you do not have Import RTF Letters to 4D Write ticked.

1.A Patient gets created if it does not already exist in Genie.
2.The Document gets imported as an Attachment straight onto the patient file (red paperclip - not blue quill)
3.A task is generated (provided Create a task when importing a letter is ticked in the Carrier Identifiers tab of Practice Preferences).
4.There is NO Incoming Letter record generated.
5.A record is generated into the Correspondence Log (Received).

 

If you do have Import RTF Letters to 4D Write ticked.

1.The Document gets imported as an Incoming Letter.  (When Linked, appears as a letter on the Patient file (blue quill).
2.A task is generated (provided Create a task when importing a letter is ticked in the Carrier Identifiers tab of Practice Preferences).
3.A record is generated into the Correspondence Log (Received).

 

If letters come in blank or scrambled, untick Import RTF Letters to 4D Write 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. For more information on the naming conventions required for Genie to automatically match a letter, please see the Automatic Linking Requirements.

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 Review Correspondence by clicking the Correspondence Log button OR through File > Maintenance & Reports, Administrator tab.

Correspondence Log

 

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

Correspondence log more detail

 

Configuring Healthlink

In the Correspondence Log, you will also notice a button labelled Configure Healthlink. This button opens the window below.

Configure healthlink button contents

 

In this window, you are able to enter in your Identifier, Computer, and browse to your Config file. The Config File is usually found in the following locations:

 

Macintosh HD:HLINK:hms_config.xml (Mac)
C:\HLINK\hms_config.xml (Windows)

 

Once you have entered these settings, press the Test button to test if these are correct.

 

Note: This test can only be performed on the machine on which the Healthlink program is installed; this may be your server if you have a network.

Possible Error Messages

 

If the Identifier you have entered in this window does not match your XML file, you will be presented with the message below.

 

Healthlink test EDI fail

 

In the above example, you can see the Identifier is listed 'genietst'. As per the red error message, the Config File is for the Identifier 'geniesol', so the Identifier in this window will need to be changed to match this.

 

If the file is not found at the location you have browsed to, you will receive the error message below.

 

Healthlink config file not found

 

This is able to be recitifed by browsing to the correct location, or typing the correct file path into the Config File field.

 

Note: If you have Healthlink installed on your server machine, you MUST type this file path in manually after selecting the correct computer from the Computer drop-down menu.

 

If the correct settings have been entered, you will be presented with the window below upon pressing Test.

 

Healthlink config perfect

 

You can now press Save, and your Healthlink configuration is complete.