(Released for use within Mar 26)
When patients don't have a mobile number to text, email or even a home phone to call, the only alternative is to invite via a letter.
Prioritise prevention - avoid needing to use letters
We'd recommend;
encouraging receptionists and clinicians to ask at each interaction with patients to add mobile AND email, AND home phone when patients don't have one listed (or actively code as opted out or doesn't have one)
include in all letters a request to share other contact info, or via a tear off slip in every letter sent.
3 Pathway options
Until EMIS Assurance accepts our 'end-to-end letter creation & coding' feature to batch create personalised letter AND file into EMIS in bulk, there are 2 pathways available for sending letters;
ALL pathways will be: recorded in Practice Toolkit and all can be personalised to express to patient the appointments needed, and recalls they relate to.
Batch creation
Batch creation then scan & file in EMIS (in addition to Practice Toolkit)
Per patient letter creation (auto files in EMIS) - also encourages future bookings to avoid additional letters
Deciding which pathway suits your practice;
Do you want to file the letter into EMIS?
If no, recommend Option 1
If yes, how many letters are you sending?
if many, recommend Option 2
if a handful, recommend Option 3
Pathway 1 - Batch Creation (not coded/filed in EMIS)
(3-5 mins total) - Simplest solution. via Monthly Overview
Filter to relevant patients (filter by invite history i.e. After you've emailed/text everyone you can, the letters are who is left)
Select all (left most checkbox in the table header of Monthly Overview
Click to Export - 'for Letters' (and confirm you want to record as a letter invite)
Use the Letter Template (you can adapt wording for your preference - don't edit the placeholders (other to copy or delete them fully) to mailmerge the downloaded export
Print all (bespoke letters per patient)
Post
Pathway 2 - Batch Creation & scan/file in EMIS)
(3-5mins total + 10-20 seconds per letter)
Per Pathway 1 but BEFORE posting:
Scan-to-EMIS all letters
File each letter to the auto-identified patient
Pathway 3 - Per Patient Letter Creation within EMIS
(1-2 mins per letter)
Initial Shortcut creation: Set up an F12 Letter process with an approved template with space to insert personalised appointment requirements
Day-to-day use;
After filtering the Monthly Overview to show patient needing a letter, click into each Patient's booking modal in Practice Toolkit, copy EMIS number to load patient in EMIS
F12 to quick create a letter using the invite template and generate
Copy the Practice Toolkit 'Letter Content' and paste into template (this will also record a letter invite)
Print & File in EMIS
Post