Correspondence 7 0

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4) There are options to reply, forward or delete the message at the top of
the message inbox screen.
Correspondence
HEALTHone™ has its own text editor which can be used to quickly write
letters to consultants and archive their replies directly into the patient’s
file.
In its simplest form the text editor can be used to write free format letters,
like any other word processor, and print/save these. However; there is a
more powerful aspect to the text editor in that it has a number of pre-set
documents, called templates which are used to automatically extract
information from a patient’s file and merge this into the new document.
HEALTHone™ has a number of templates which are supplied as
standard. In time you will be able to create new templates of your own.
This document will introduce you only to how they are used.
See also the chapter on Mail Merge to see how these templates can be
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further enhanced
Free Format Letter
To use the text editor to write a free format letter you do not need to have
a patient’s HCR open.
Creating a New Letter
1) Select the menu sequence: File / New / Document


The text editor window opens with a new blank document.
- You can also press the new button to add a new document
You can then type a letter and use the toolbars for the normal
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word processor formatting such as bold, underline, italic,
justification, bullets, numbering & paragraph options. The toolbars
are explained below.
To save your document press the archive button
which will
allow you to save the document in the patients file as text, a word
object or as an external document on the computers disk drive.
Text Editor Toolbars
In general, if you wish to know what a toolbar button does simply place
your mouse on to it – exactly like you would with the – and a description
of each will appear beneath the mouse cursor.
Speed Toolbar
This toolbar contains buttons which perform common functions and save
you time.
Formatting Toolbar - The Format toolbar is used to change the
appearance of text. The controls affect two distinct type of text:
The Character Any letter or letters that are currently selected.
See next page for text selection techniques.
The Paragraph Any amount of text ending in a RETURN character.
(i.e. inserted by pressing the RETURN key).
To Undo mistakes –
This is where something has happened, possibly unexpectedly. Select
the menu sequence Edit / Undo. The text editor remembers your last
action and reverses it, but be careful, only the last action is remembered,
so you must correct the mistake before doing anything else !
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Editing
A Character: Place the mouse cursor to the left of the character
to be selected, hold down the mouse key and drag the mouse cursor
over the character required. Now release the mouse key.
A Word Place the mouse cursor over the middle of the word required and
click twice quickly. Alternatively, drag the mouse cursor over the entire
word as described for character selection.
A Line Move your mouse cursor to the left of the line required until it
becomes a right facing arrow. Now drag downwards for one line.
A Paragraph Same as for the line but keep dragging down until
the paragraph is selected.
Any Amount Click once to place the insert cursor at the beginning of the
selection. Use the scroll bar if necessary to view the end point of the
selection. Hold down SHIFT and click once on the end point.
All Text Select the menu sequence: Edit / Select All
Changing the Appearance of Text.
The Character: First select the character(s) to be altered, as described
on the previous page. Now select the button required on the Formatting
Toolbar. Alternatively: Select the menu sequence: Format / Font and
change the settings as required.
The Paragraph Position the insert cursor anywhere inside the paragraph
to altered. Now select the change required on the Formatting Toolbar or,
alternatively select the menu sequence: Format / Paragraph.
To practice these techniques:
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1) Select a paragraph in this book and type it. Do not press the Return
key (even at the end of a line) until the entire paragraph has been
entered.
2) Practice selecting Characters, Words, Line, Paragraphs and entire
text.
3) Select a word and experiment with the settings in the: Format /
Fontmenu.
4) Make sure your insert cursor is positioned inside the paragraph just
typed and experiment with the Format / Paragraph menu.
Page and Document Settings
In addition to be able to type, edit and change the appearance of text you
will also need to control document and page settings.
Set Paper Size: Select the menu sequence Format / Document and
set paper width and height size in the boxes provided.
Set Margins Select the menu sequence Format / Document and set
top, bottom, left and right margins in the boxes provided.
Insert a Page
Break Position the insert cursor where the break is required and
select the menu sequence Insert / Page Break.
To remove a Page Break Position the insert cursor underneath the page
break and press the Backspace key once.
Printing Your Document
1. Press the
button on the main toolbar or select the
menu sequence file print.
2. To preview before printing, select the menu sequence: File /
Print Preview
Saving and Archiving Your Document.
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There is a difference between saving and archiving.
Saving means to save your work as an individual file on to your
computer;
Archiving means to attach the document to an Item in the current
transaction of the patient’s HCR. So, to archive a document the patient’s
file must be open and a new transaction created. HEALTHone™ will
prompt you for the name of the item in which the document is to be
archived, normally this would be the item archived document:
See ‘Archiving a Consultant’s Letter’ later in this session for an example
of archiving. For now we will simply SAVE this document:
1) Select the menu sequence: File / Save
2) Type in a name for the document
3) Click on the Save button.
Closing a Document (and the Text Editor)
Now that you have saved the document we can close it. If you choose to
close the document and you haven’t saved any changes HEALTHone™
will prompt you to do so.
4) Select the menu File / Close


If you have already saved the document it will now close and the
text editor will automatically close as well.
If you have not saved the document HEALTHone™ prompts
you to do so:
5) Select Yes or No. Cancel brings you back to the document to
continue editing.



If the document had never been saved before you would now be
prompted for a file name and destination directory in which to
save it.
Upon completion the document will close and the text editor will
automatically close as well.
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Using Templates
If you find you are writing the same details into letters constantly you can
build a template which will populate details from the patients chart into a
letter for you along with items such as your name and address, practice
details, patient details, politeness such as yours sincerely etc.
Basically templates are designed to be used in conjunction with patient
data. They provide a quick method of writing everyday letters in the
practice.
Once a letter has been created using a template in can be edited and
enhanced by using the same techniques employed in writing a free
format letter described earlier.
There are a number of templates supplied with HealthOne which can be
accessed by choosing the following sequence: File, Open, Template.
Or by pressing
on the main toolbar and choosing template.
The following screen will be displayed, allowing you to choose a
template. When you press open the template will open and the details of
the current patient will be populated into the letter. You can amend the
letter as you see fit, without affecting the template itself and print it off as
you see fit. (i.e. any changes you make to the template will be for that
one instance only, so you do not need to worry about damaging the
template itself through your changes.)
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To create a new template
Select the menu sequence File, New, Template or press the new
button
on the main tool bar and choose template.
The template screen will be displayed.
You can type in practice headers, politeness etc directly onto the
template.
You can then use this button to import HealthOne items into
your template such as patient demographics.
This button can be used to import analysis items such as
repeat medications or problems.
This button can be used to import grids.
There are many other formatting buttons on the screen which will
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give you a tool tip when you hover over them with the mouse,
however the buttons mentioned above are the main ones used.
Press the save button
on the main toolbar to save your
template. Then enter a file name for your template and press
save.
Archiving a Consultant’s Letter
If a patient has seen the consultant and you have received a written
reply. To record this we once again create a new transaction:
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1) Click once on the Create Medical Transaction button on the
Transaction Panel Toolbar.


The Transaction Properties dialogue box appears.
2) Complete the Transaction Properties dialogue box by ensuring that
the attribute values are set as follows:
Type Contact
Name EXPERTS REPORT
Responsible Your name
Date of event Current date and time
Speciality respiratory medicine
Legal Structure As is
Problem None
3) Click on the OK button.


New transaction is completed and appears at the end of the
patients medical chapter.
Create a New Document
1) Select the menu sequence: File / New / Document


A new document opens
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2) Type the details of the letter received into your document and press
save.
You could also scan a document into a patients chart as an
experts report.
National referral form
General referral can be used as a stand-alone general
referral. To enable this go to Tools – Options –
Healthlink referrals and tick “work off line”, as this one
does not require a healthlink cert to run.
The General referral can be filled in as a form with a lot
of patient information extracting on to the form and
the user can also select the items that can be set as
default on the form itself.
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National Referral template
In addition to the above form the has been a template
added to Health One, this is another option to use for
general referral. It is a normal Health one template that
can be found in the Canevas folder and can be used as a
new quicklet. The format has been agreed with the
GPIT as a National Template.
Note: you can use either the referral form or the
template; they are both designed to be suitable
standard general referral letters
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