Send Referral Letter by Healthmail Version 8

Send Referral Letter by Healthmail June 2018

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Send Referral Letter

by Healthmail

Version 8.6


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Contents

Health one Version .................................................................................................................... 3

Send Referral Letter via Healthmail ........................................................................................... 4


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Health one Version This document will help you become familiar with the new features in Health one version 8.6.

To ensure you are using the correct version, go to Help > About and check the version from

here. If you are having any problems upgrading, please contact support on 01 4633000.


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Send Referral Letter Via Healthmail This update is in relation to sending a referral letter via healthmail. To use this new

functionality, you must first have a Healthmail email address. To obtain one you must go to

https://www.healthmail.ie/ and register. Just to note, this is different to Healthlink.

Before we begin, you must be opening the letter with the Health One text editor in order to

see the option to allow you to send the document via email. If you are opening with Microsoft

Word, you will not see the button needed to send. To change your settings, go to:

Tools-Options-Multimedia Association-and tick the box ‘use health one to display rtf

document.

To begin open up a patient file, and execute a template letter as you would have done

previously.

https://www.healthmail.ie/


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Once the template opens, you will edit as before, and when you are happy with the content,

and wish to send the letter via email, go to the icon at the top ‘send current document’.

Once you click this icon, you will be presented with a number of options. You can see the

option at the top, send document by HealthMail.

In order to do this, you must first configure Health One with your Health Mail details. At the

bottom you have the option ‘Configure’ and ‘Healthmail’. All you need to do here is enter the

username and password that Healthmail provided. If there is more than one doctor in the

practice, each doctor can have their own email address which can be used to send mails

through healthmail. If your practice has one Healthmail email address, this can be entered


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into the fields provided and you can choose to tick the box ‘save for all users in the

organisation’. This means by default, when anyone in the practice sends an email it will send

from the practice email address not from the individual doctor’s email address. This should

only be done once and will be saved for all users.

If you are outside of the text editor and wish to configure the settings, you can go to

Tools>Options>Internet and you can configure your settings at the bottom.


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This will allow you to configure in the same way. You can also configure the address book

from here too. (The address book will be covered later in the document).

Once you have configured your settings, you are now ready to send your letter through

Healthmail. As shown above, execute a template and click the option at the top ‘send current

document’. From the drop down list choose the option to ‘Send document by Healthmail’.


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The dialogue will open with the document attached to the email, and the subject will be

populated with the patient’s name.


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You can type in any email address by typing in the ‘To’ field or you can choose from your

address book. To open your address book, click the ‘To’ button. This will open up a Health

One address book which will be empty until you populate it.


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To add to your address book, click the green plus sign (as shown above with the green arrow)

and enter the doctors name and email address.

Once you have selected the recipient from your list, they will appear in the ‘To’ field of the

dialogue box.


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You can also view the attachment before sending. To do this click the little ‘search icon’ beside

the attachment. This will open the letter and allow you preview before sending.

You can type any text you wish in the body of the email by clicking in and typing, or you can

click the button beside the attachment and this will allow insert various text blocks which you

can create and edit yourself.


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To edit you can just type into the box. On the right side you have the option to add merge

fields. So for example, if you wish the text to pull in the patient’s name, age or date of birth,

you can easily pull them in to your text box by placing the cursor where you would like it to

appear and choosing the merge field from the list.

To add the text to the email, just click the ‘select template’ option on the left.


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The text will now appear in the body of the email.

You can also insert other information from the patient file into the email prior to sending. To

do this, click the drop down beside the ‘pdf’ icon. Select ‘From Transaction’


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This will return a list of all that patient’s previous transactions. You can choose transactions

between a certain date range or you can search for certain transactions by using the ‘search’.

But in the example below, I will send some lab results along with my letter. To do this,

highlight the ones you wish to send.


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Please note; you can also view them before attaching them by right clicking and selecting,

‘display content’.


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The details of the transaction will be returned.


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Click ‘close’ to bring you back to the transaction list. Select the ones you wish to attach to the

email, and click ‘ok’.


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You can now see the transactions attached as a pdf file next to the letter.


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You can also send previous hospital reports or any other documents in the patients file. To do

this, click the drop down again beside the ‘pdf icon’ as before when adding the transactions.

Select ‘From Transaction’ again from the drop down list and now instead of choosing from

the list of transactions, click on the ‘list of documents’.


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In the same way as before with the transactions, you will see a list of documents and as before

you can right click to display, or highlight the ones you wish to attach and click ok.


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You could also resend a picture that was in inserted into the patient file as this will also be

displayed on this list. Once you click ok, you will see the documents selected attached as a

pdf as before with the transactions.


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Before you send the email, you can click the icon beside the attachments to view them.


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You can select the one you wish to view from the drop down list. Once you are happy with

the content, click ‘send’ to send the email. A message will be returned telling you your email

has sent successfully.


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Please note, Health One does not have the facility to receive emails back, it only has the ability

to send. You will get a new item in Health One ‘Document sent to’ with the email address

and the date the email was sent.

If you open your documents with Microsoft Word, you will not be able to send the document

through Healthmail. But you can right click on the document, open it with the text editor by

clicking the option ‘open with internal text editor’. This will open the document with the text

editor and allow you to send it.


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Or if you use the text editor and would like to open the document with Word to spell check

before sending, follow the steps above, right click and open the document with word.


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You can also edit your address book when outside of the letter editor by using the associated

databases. To do this click the button ‘manage associated databases’ and select ‘email

addresses’ from the list.


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When you right click, you can add an entry, you can export, or import from another address

book.

Documents

Send Referral Letter by Healthmail Version 8