Create, Print, and Fax Letters

Many preformatted form letters are included in the system. If you have the right permissions, then you can create new form letter templates. Refer to Form Letter Templates for more information about creating letter templates.

1. Open the Create a Letter window. Click , which is located on the toolbar, or click Add on the Letters tab in the Client Editor.

   

2. In the Client list, locate and then click the patient whose case the letter refers to. If you opened the window from the Letters tab, then the patient is already selected.

   

   INSIGHT populates the Case, Contact, and Payer fields with information from the Case Information tab in the Client Editor. This information will be entered into fields in the letter template.

   

3. Make sure that the information in the fields is accurate. If there is more than one case, contact, or payer, then select the correct one if it is not already selected.

   

4. If the letter is about a specific visit, then in the Visit list, click the visit that the letter refers to.

   

5. In the Templates list, double-click a template to open it. If you are not sure which template you need, then you can open letters until you find the one that you need.

   

6. By default, the date of the letter is the current date. If the letter needs to be printed with a different date, then enter a date in the Date field.

   

7. Review the contents of the letter, and then make any edits or add additional information. In the example below, the contact name and the number of visits were both edited.

   

8. When the letter is finished, you have several options.

   

   • Click OK to save the letter in the patient's record and close the window.
   • Click Cancel to close the window without saving the letter.
   • Click Delete to permanently delete the selected letter.
   • Click Print to print the letter. This also saves the letter in the patient's record.
   • Click Fax to fax the letter to one or more recipients. Refer to Fax a Letter for more information.
   • Click Save to File to save the file to your computer.
   • Click Mail Merge to send a letter to a group of discharged patients. Refer to Print Multiple Letters (Mail Merge) for more information.

   Note: Do not use New or New w/ Copy. These commands are used to edit letter templates, not to create letters for individual patients.

INSIGHT saves all letters that are printed as part of the patient's clinical record. You can review or reprint saved letters at any time.

1. Open the Client Editor by clicking , which is located on the toolbar. Search for the patient using the Name drop-down filter.
2. Click the Letters tab or press F5.
3. Click a saved letter in the Letters pane to display it in the Contents pane.

   

   Double-click a saved letter to open it in the Create a Letter window. You can then edit the letter and print, fax, or save it as with any other letter.

INSIGHT allows you to send a letter to a group of discharged patients. Letters print with information specific to each patient and case. For example, you might send discharge letters to all patients discharged from Clinic A between January 1 and February 1.

1. Open the Create a Letter window. Click , which is located on the toolbar, or click Add on the Letters tab in the Client Editor.

   

2. In the Templates list, click the template for the letter that you want to print.
3. Click Mail Merge.

   

4. From the Clinics list, select one or more clinics. The default is All Clinics.

   

5. Enter a range of discharge dates in the Discharge Date Between fields.

   INSIGHT displays a list of patients from the selected clinics who are assigned discharge dates in the entered range.

   

6. Click Merge and Print.

   

   INSIGHT prints a letter for each patient in the Clients to Merge list.

   Note: INSIGHT prints letters based only on clinic, date, and client parameters. It does not take the filters that you set by clicking the drop-down arrows () into account.

Once you create a letter, you can fax it directly to a contact entered in INSIGHT.

1. Open the Create a Letter window. Click , which is located on the toolbar, or click Add on the Letters tab in the Client Editor.

   

2. Create a letter, per the instructions in Create a Letter From a Template.
3. Click Fax.
4. By default, the contact assigned to the selected case is displayed in the Fax To field. If you only want to send the letter to this contact, then continue to the next step. Otherwise, select Show All and then click a different contact in the Fax To list.

   

5. If you do not want to fax the letter to other people, then continue to the next step. If you have additional recipients, then:
   1. Click Add.
   2. Click the blank field that appears, and then click a name in the drop-down list.

      

   3. If you add the wrong contact, first select the contact and then either click Delete or clear the check box next to the recipient name.
6. Click an option in the Cover Page list. The default is None.

   

7. Type any comments or notes that you want to print on the fax sheet cover page in the Cover Page Comments box. You cannot enter comments if you have not selected a cover page.

   

8. Verify that all information entered is correct, and then click OK.