Create the letter template base
The first step to creating letters on the CMS tab, is to create a template base.
Follow these simple steps to create the template base:
Click on the Admin tab and then My Company.
Within the admin section, click on CMS Configuration.
Within the letters section, click on Letter Template Bases.
Click on New, to create a new letter template base.
Enter the name for the letter template base.
If you wish to upload a word file document as your template. Click the upload icon as shown below and choose the word file.
📌Note: This should not include any text, but should only show your company logo as an example.
Once uploaded, click OK. This letter template will pull through when you generate a letter.
Within the draft letter body, fill in any required details and then click Save.
⚠️Important: The fields within the curly brackets is what the system will pull through when you generate the letter. This information will need to be on the system, for it to pull through.
Create the letter template
To create the letter you will need to create the template from the template base.
Follow these simple steps to create the letter template:
Click on the Admin tab and then My Company.
Within the admin section, click on CMS Configuration.
Within the letters section, click on Letter Templates.
Click on New, to create a new letter template.
Select an Object from the drop down list. This is the section of the system you are assigning the letter to.
Select a Patient Letter Template Base from the drop down list. You will see all your previous template bases to select from.
Then click Next.
You will then see a draft version of your letter. Rename your template, within the Template Name section.
Use the Fields button to add further information, on what you would like the letter to contain.
Once completed click Save.
The template you have created, will then show on your letters templates section.
Letters on a patient record
Once you have created your template base and template for your letter, you can then generate the letter on the CMS tab.
Follow these simple steps to generate the letter:
Click on the CMS tab and click Search under patients.
Search for the patient you wish to generate a letter for.
Click on the Letters tab.
Select New if you have selected Patients as the object.
📌Note: If you haven't selected patients as the object you will need to go to the particular area of the patient record you need to generate a letter for. For example, the assessments tab.
Use the drop down list to choose the Patient Letter Template and Recipient Type and then click Next.
A draft letter will be generated which you can amend accordingly, if required.
📌Note: If you see information that is highlighted in yellow, this is where the system wasn't able to generate the field because it does not have this information on the patient.
Once completed, click Finish.
The letter will now been generated against the object.
All letters created will populate on the letters tab under the patient, where you can go in and edit/download at any point.
Track progress
You can track the progress and view all letters that have been sent out across all patients on the system by following these simple steps:
Click on the CMS tab.
Click on the Referrals tab and then click on the Letters tab.
Clicking into this show you all the letters that have been generated by your organisation across all the patients, depending on the status.
You can click into each sub section to filter the list by those in draft, pending authorisation and pending distribution.
Limitations of letters
The following list outlines what letters currently can't do:
Email the letter straight from SProc.
Download the letter as a PDF – currently only word/.doc.
Letters created on a decision/assessment won’t be shown on the Referral Letters section.
Clients cannot change the set default font and size.
Cannot pull in package details
Updating Letter base does not update any templates.