Correspondence In - Inbound Communications

The Correspondence In feature in MediRecords allows practices to manage all incoming letters and clinical documents directly within a patient’s record. This functionality is critical for maintaining a complete and accurate medical history, supporting continuity of care, and ensuring important updates from specialists, hospitals, or other providers are captured and actioned. From this section, users can create, edit, and manage inbound correspondence, preview and print letters, update their status, and flag sensitive items as confidential. Efficiently handling inbound correspondence helps providers and admin staff stay organised, reduces the risk of missed information, and ensures patients receive safe, coordinated care.

Contents:

1. Viewing a Patient's Inbound Correspondence
2. Creating Inbound Correspondence
3. Editing Inbound Correspondence
4. Deleting Inbound Correspondence
5. Changing Status
6. Previewing
7. Searching
8. Filtering
9. Printing
10. Flagging as Confidential

Viewing a Patient's Inbound Correspondence

1. Open the patient record and ensure you are in the Clinical tab. Then navigate to the Correspondence section.

2. At the top of the page, you will see two options: Out and In. Click In to switch to the inbound correspondence view.

The page will now display a summary of the patient's inbound correspondence.

Creating Inbound Correspondence

1. Open the patient record, go to the Clinical tab, and navigate to the Correspondence section. Ensure you are in the In section of Correspondence.

2. Click New Correspondence to set the properties of the correspondence.

3. Click to select the Date, who the letter is From, and who it is addressed To.

4. Enter a Subject and select a Category.

5. Click Details and enter any relevant comments.

6. If the correspondence needs to be confidential, tick the Confidential checkbox.
   

7. Click More to change the Status, add a Follow-Up date, or Assign a Review Task
   
8. To upload the original letter, click Select File to open a file explorer, and select the file to upload
   
9. Once the file is uploaded, the name will appear on the form, with "100% Done" above it
10. Click Save to complete
    

The new inbound correspondence has now been created.

Editing Inbound Correspondence

1. Open the patient record and go to the Clinical tab.

2. Navigate to the Correspondence section and ensure you are in the In section.

3. Click the Subject to open the letter, or tick the checkbox next to the name and click Open.

4. Update the form with all the required details
5. Click Save to apply the changes
   

The inbound correspondence has now been edited.

Deleting Inbound Correspondence

1. Open the patient record and go to the Clinical tab.

2. Navigate to the Correspondence section and ensure you are in the In section.

3. Tick the checkbox next to the name of the correspondence.

4. Click More to reveal the drop-down list, then select Delete.

5. Click Yes to acknowledge the correspondence will be deleted
    

The correspondence has now been permanently deleted from the patient's record.

Changing Status

1. Open the patient record and go to the Clinical tab.

2. Navigate to the Correspondence section and ensure you are in the In section.

3. Tick the checkbox next to the name of the correspondence.

4. Click Status to open the drop-down list, then select Checked or Unchecked.

5. The Checked Date and Checked By fields will automatically be added to the record

The status of the inbound correspondence has now been changed.

Previewing

1. Open the patient record and go to the Clinical tab.

2. Navigate to the Correspondence section and ensure you are in the In section.

3. Tick the checkbox next to the name of the correspondence.

4. Click More to open the drop-down list, then select Preview.
   
    A preview of the letter will open. Click X in the right-hand corner to close the preview.

Searching

1. Open the patient record and go to the Clinical tab.

2. Navigate to the Correspondence section and ensure you are in the In section.

3. Click the Search box and type a keyword from the Subject.

4. Press Enter and the system will display a list of the closest matches
5. You can also search using keywords from Category, To and From
    

The search has now been completed.

Filtering

1. Open the patient record and go to the Clinical tab.

2. Navigate to the Correspondence section and ensure you are in the In section.

3. Click Filter to open the drop-down list.

4. Select a filter under Status or Category, or choose a combination of both.

The list of inbound correspondence has now been filtered.

Printing

1. Open the patient record and go to the Clinical tab.

2. Navigate to the Correspondence section.

3. Tick the checkbox next to the name of the correspondence.

4. Click More to open the drop-down list, then select Print to view the print preview.

The inbound correspondence has now been printed.

Flagging as Confidential

1. Open the patient record and go to the Clinical tab.

2. Navigate to the Correspondence section and ensure you are in the In section.

3. Tick the checkbox next to the correspondence and click Open.

4. Select the Confidential checkbox.

5. Click Save to apply the changes.

The inbound correspondence is now confidential, and will only be visible to the user that flagged it.