Overview

Clinical allows you to send email from within a patient's record:

• You can compose an email using Letter Writer itself, and then send that email as either plain text (which excludes formatting and images) or an attachment (in PDF format). You may wish to use this method if you're creating a new letter for the patient and simultaneously wish to email it.
• You can send email from the Correspondence, Documents, Letters, or Results tabs of the patient's record. Via these tabs, you can select a document and email it directly from its associated tab.

Configuration

If you have MAPI-compliant (Messaging Application Programming Interface) e-mail software installed on your computer, you can send email from Clinical. It is important to note Clinical interacts with your third-party e-mail software, and it is this software that does the sending and receiving via your e-mail server. Therefore, before you can send or receive e-mail using Clinical you must ensure that your e-mail client software is installed and functioning correctly. Specify your e-mail client type via the Advanced Tab of Letter Writer preferences.

The following table shows options for communicating with your e-mail client. It is recommended you consult your Systems Administrator for guidance with selecting the correct client for your practice.

Extended MAPI	Is included with Microsoft Windows as part of Outlook Express (now discontinued). Was available from Windows 98 to Windows Server 2003, and was available for Windows 3.x, Windows NT 3.51, Windows 95.
Simple MAPI	Is included with Office Outlook and Exchange.
SMTP	When selecting this option, you'll have the opportunity to record your SMTP settings via the button. It is recommended that each user have separate email addresses supplied by his/her Internet Service Provider (ISP) for clinical correspondence. Users will require knowledge of SMTP accounts and mail server details. Please obtain this information from your ISP and/or Network Administrator. Note the All Users check box for indicating that you want the authentication to be used practice-wide. With this box un-ticked, authentication is per-user.

 

Email Templates

This section describes how to create a new email template or edit an existing one.

Select Correspondence > Email > Templates. The Email Template window appears.

Click Add to create a new template. To edit a template, select one first via Select Template, and click Edit.

Name the new template, and compose the body of the email. You can free-type within this section, as well as insert a variety of fields that populate with data upon sending.

Click Save to save the template.

Send an E-mail from Letter Writer

From within the Letter Writer, either:

Click

Select File > E-mail > Send from the menu bar.

 

The Send E-mail window appears.

Select a recipient from your Address Book by clicking either the Name or E-mail Address button.

If your patient has an e-mail address recorded, you can click to send the letter directly to them.

Enter a subject.

Select a format to send the letter as; an attachment (which must be named), formatted text or plain text.

When sending as PDF Format, you can select to Password Protect the file. The password generated by the system takes the format of the Patient’s date of birth (DDMMYYYY) with no special characters.

 

Click OK to send the e-mail.

Send an E-mail from The Clinical Window

You can email correspondence from the following tabs on the Clinical Window:

Correspondence

Documents

Letters

Results

 

Via one of the tabs mentioned above, select the item you wish to email and click Send Email.

Alternatively, you can also password-protect the email by selecting the button next to Send Email, and then selecting Password Protect Attachments and Send Email.

 

The New Mail - Message window appears.

Complete the necessary fields, and include your message in the body.

You can base your email on a template if you wish.

Add or remove attachments via File > Attachments from this window. You must select the attachment/s you wish to remove before using this option.

Click Send to send the e-mail.

Import E-mail as a Letter

From within Letter Writer select File > E-mail > Import. The E-mail Browser window appears.

 

Select the required Mailbox from the Message Store drop-down menu. These mailboxes are the same as those available to you in your third-party e-mail software.

Select the Inbox in which the message resides (your e-mail server computer must have already received the e-mail). On selecting an Inbox (you may have multiple inboxes) the Messages list is populated with any messages you have in that inbox.

Select the required e-mail in the list of Messages.

Then, either:

Click  The e-mail is imported into the patient's Letters tab, or

Click  You will be prompted to select the patient record to which you wish to save the e-mail into. Click OK to add the e-mail to the selected patient's record and return to the E-mail Browser window, or

Click to add the e-mail to the letter displayed in letter writer, at the cursor. The text of the e-mail can now be edited if required.

 

Click Close to return to Letter Writer.

Close Letter Writer. The e-mail appears as a new entry in the Letters tab of the patient's Clinical window.