Faxing Autoletters from the Web Application

Eyefinity EHR allows you to create autoletters—templated correspondence that includes details from patient exams. You can fax autoletters from within a patient's chart or from within a particular visit.

Before you can pull patient information into autoletters and fax them, you must first create autoletter templates. Only administrators can create autoletter templates, and they can only create them on the web application. Every template is available to all providers.

In addition, before you can send autoletters to a referral provider, the referral provider’s contact information must be recorded in the web application. To add a provider or institution as a contact, see Managing Contacts.

Autoletters behave differently depending on where you create them from. You can create an autoletter from within a patient's chart or from within a specific visit.

  • Autoletters created from within a patient's chart will not pull in data from a particular visit, so this is not a good place to create autoletters from when creating a summary to fax to another one of the patient's providers.

  • Autoletters created from within a visit will pull in data from that visit, so you can easily send a summary to another provider as long as you have your autoletter template set up correctly.

    You can easily queue up an autoletter during your routine workflow by selecting the Referral Correspondence plan in the Ocular Exam Room. You can then send the autoletter from your queue when you're finished with the visit.

This topic covers how

  1. Open the patient's visit note.
  2. Click the Create Auto Letter button on the Action Bar.

    The Create Auto Letter screen opens.

    If you're creating an autoletter from a finalized visit note, you'll need to click the Actions tab above the action bar to reveal the Create Auto Letter button.

  3. In the To text box, enter the first few letters of the referral provider’s first name, last name, or specialty. Then, select the provider from the suggested list.

    OR

    Select the Fax to Phone Number radio button and enter the Fax Number.

  4. Select a Template.

    The text editor displays the autoletter text, complete with the exam data.

  5. To add text to the fax header, such as supplementary contact and practice information, select the Header options:
    • To add text defined by your practice administrator, select the Template option, click the drop-down, and select a template from the list; OR
    • To add your own text, select the Custom option, click the Custom Header Text field, and enter the text you want to display in the header.
  6. Select or deselect the check boxes below the text editor as needed.

    Save fax note to patient's chart upon sending. Saves a copy of the autoletter and attachments as an attachment to the patient chart.

    These options append additional pages to the fax:

    • Include HIPAA Cover sheet. A cover page with a legal statement about the confidentiality of contents of the fax.
    • Include Face Sheet. The face sheet includes patient demographic information and appears after the HIPAA cover sheet and summary if those options are selected.
    • Include Summary. Summary of the impression and plan. This information may already be included in the autoletter template.
  7. Click Send to fax the autoletter immediately, or click Save to Queue to fax the autoletter.

    For more information about queued autoletters, go to Faxing Queued Autoletters.

  1. Open the patient's chart.
  2. Click the Create Auto Letter button on the Action Bar.

    The Create Auto Letter screen opens.

  3. In the To text box, enter the first few letters of the referral provider’s first name, last name, or specialty. Then, select the provider from the suggested list.

    OR

    Select the Fax to Phone Number radio button and enter the Fax Number.

  4. Select a Template.

    The text editor displays the autoletter text, complete with the exam data.

  5. Select or deselect the check boxes below the text editor as needed.

    Save fax note to patient's chart upon sending. Saves a copy of the autoletter and attachments as an attachment to the patient chart.

    These options append additional pages to the fax:

    • Include HIPAA Cover sheet. A cover page with a legal statement about the confidentiality of contents of the fax.
    • Include Face Sheet. The face sheet includes patient demographic information and appears after the HIPAA cover sheet and summary if those options are selected.
    • Include Summary. Summary of the impression and plan. This information may already be included in the autoletter template.
  6. Click Print/View to view the fax.

    The Preview Fax window displays the autoletter and any additional pages the recipient will receive.

  7. Click Back to return.
  8. Click Send to fax the autoletter immediately, or click Save to Queue to fax the autoletter.

    For more information about queued autoletters, see Faxing Queued Autoletters.

    Autoletters created from within a patient's chart will not populate with visit data. To send a visit summary, you'll need to create an autoletter from within the visit note.

  1. Open the Ocular Exam Room.
  2. Select or resume a diagnosis.
  3. Click the Referral Correspondence plan.
  4. Use the filters to search for the contact you want to send the autoletter to.
  5. Click Add for any contacts you want to receive the autoletter.
  6. Click Customize Fax.
  7. Select the Letter Template using the drop-down list.
  8. Select whether or not you want to save a copy of the autoletter in the patient's chart after sending it.

  9. Select yes or no for the following options:

    • Include Body Diagram. Includes any drawing images or glyphs associated with the visit. Drawings will only appear if you include a copy of the visit note.
    • Include CCD. Includes a Continuity of Care Document. This appears as the "Clinical Office Visit Summary Document".
    • Include HIPAA Cover Sheet. Includes a cover page explaining that the autoletter contains protected health information.
    • Include Notes. Includes a copy of the visit note.

    • Include Summary. This currently does not affect the autoletter and should be left toggled as no.

      Many doctors prefer to keep their autoletter as short and concise as possible. If this is your preference, you may want to only select yes for Include HIPAA Cover Sheet. You can always preview an autoletter before sending it, which will help you determine what sections you want to include and what sections you want to leave out. All fields in this window are sticky fields, so your choices will be remembered the next time you select the Referral Correspondence plan.

  10. Click Done.

    The autoletter is saved to your fax queue. For more information about queued autoletters, see Faxing Queued Autoletters.