Assigning Letters

This step by step guide demonstrates matching of incoming letters to patient demographics, attributing letter type, and forwarding to workflow group.

In this example, we shall process the Out of Hour Reports batch.

Acquired Documents Module

1. From the HOME screen, go to "Acquired Documents" module.

Acquired Documents list

There will be many batches of documents awaiting processing. This is a two step process comprising of ASSIGNING the document to a patient, and then WORKFLOWING the document.

From the batch list, you can select a batch to process.

Batch ownership

A batch may or may not have an owner.

Only the OWNER may start processing the documents within a batch.

This current Out of Hours Report batch does not have an owner.

Take Ownership

You can take ownership of a batch by clicking on the icon as below.

Hovering over the icons also allow you to clear ownership of the batch or even assign ownership of a batch to another colleague.

Start Processing

To start processing, simply <right mouse click> and click on <Process Patient Document>

This <Process Patient Document> option by default will use "OCR".

"OCR" is optical character recognition, which will scan the document electronically to look for recognisable words or phrases to help with document processing.

"OCR" will also attempt to match to patient name, date of birth, NHS number, date of letter, etc.


Document processing progress bar will show activity

Auto Matching Patient

In this instance, OCR has automatically recognised the patient's name, NHS number, Date of Birth, and Address to currently registered patients.

Please ensure you check the following:

1. Name

2. NHS number

3. Date of Birth

4. Address

If there are more than one possible patient match, they will be offered as suggestions in the suggestions box.

You may also manually idenitify a patient (ie if there are no matches) by clicking on the <head icon>.

Manual Patient Matching

In this example, either the patient is not matched, or often the OCR is unable to recognise handwriting or a poor scanned image to be able to match it to a patient.

In order to manually match a patient, click on the <head> icon.

Patient searching

A patient search box will appear - this is very much the same patient search box in other parts of the system.

Enter the whole or part of the name, and possible matches will be listed below.

Matching Letter Details

(step 1) Check that the letter details are correct. The "OCR" may pick up several possible dates it auto detects in the letter, so you may have to choose the correct date.

(step 2) Manually changing the letter detail is straight forward

(step 3) Check the letter type. Choose if it clinical or admin event. Priority is normal or important. Location of the contact and also letter type.

Letter Type

Choose the letter type based on the prepopulated list in the drop down menu.

The list is not exhaustive and can also be configured, including own favourites (commonly used types)

Matching Sender Details

The sender details are mostly auto-detected via OCR (optical character recognition)

If the sender is not recognised or you want to manually enter it - go to the next step.

Multiple Sender Details

In this example, there are 18 (!) options detected by OCR (Optical Character Recognition). So check the letter and then choose the most appropriate!

Sender/ Receipient Details

The icons are as follows:

  1. Organisational Default - this is not currently used
  2. Address Book - you can search for details within the organisational address book.
  3. Organisational Directory - this is not currently used
  4. Patient details - this will fill in the patient's details
  5. Organisational details - this will fill in the practice's details

Matching Recipient Details

Again, OCR will try to auto match the recipient details. Most of the time, this should be correct.

There may also be several options which the OCR will find, in which case

Read Code Matching

When assigning letters, there may be offers of Read codes, based on scanning rules which have been set up by the management team.

These read codes often relate to the letter type or contact type.

For the assigning group, check that the Read code offered matches with the letter.

Confirmation of Details

Once all the details have been checked, and you are happy to proceed, you can confirm and proceed to the next step.

Forwarding to Workflow Group

1. The next part of assigning is forwarding to the workflow group.

2. Your PERSONAL user preferences can be set to "forward" as a default.

3. Your PERSONAL user preferences can be set with favourite forward recipients and groups

Final Check

Carry out a final check on all the details for the letter and scan action.

Assignment Complete

Then click on "OK" to complete the document.


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