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karenecalefdmd
Canine III

Letter Posted in Same Day

When an image recorded the same day needs to be deleted, we are able to delete that visit.  However, when a letter is posted in error in the same day, I have not found a way to delete it.  Can there be a way to not have multiple letters posted in the same day if one if incorrect.  This comes up when we prepare a contract for a parent, then they let us know they have new insurance (copays) that changes the financial contract.   Or an extraction order is written to one doctor and the parent calls to say they want it sent to a different oral surgeon than we have on file for the patient. 

I use the review process before I confirm the letter, however there are exceptions that happen and I'd like to take multiple incorrect letters out of imaging documents,especially if they are within the same day.

Thank you for any tips!

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5 Replies
Moderator
Moderator

Re: Letter Posted in Same Day

Good day Kathy (karenecalefdmd‌), 

If you are referring to the confirmed letters showing in the Patient Tracking screen, you can remove any entries from Patient Tracking as well as their associated documents in Document Storage.  Here is how:

1.  Open the Patient Tracking screen for that patient. 

2.  Click the "Edit Entries" link at the top. 

3.  Click the red X to the right of the entry you want to delete (example:  9/19/17  Collection Threat letter posted and printed). 

4.  When asked if you are sure you want to remove the entry, click Yes. 

5.  When asked if you want to remove the associated document from document storage, select Yes. 

6.  Click the "Done"  link at the top. 

This will remove the entry from Patient Tracking and also the archived document from the "Documents" folder in Imaging. 

If you're referring to the temporary copy of a letter that is stored in Imaging as a Word document under the "Documents" folder when the letter is edited with the Edit function before printing it, that file needs to remain in Imaging as a record of the changes that were made to said letter.   However, that temporary file is deleted when the letter is confirmed, and you should not have multiple records of a single letter in Imaging's Documents folder unless you have posted, printed, and confirmed the letter repeatedly.  If that is the case, simply use the process I mentioned above to remove the extra confirmed letters from Patient Tracking and Imaging. 

Regards,

Phil Carter / Orthotrac Escalations

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karenecalefdmd
Canine III

Re: Letter Posted in Same Day

Phil,

Thank you for your reply. However, it is not in Tracking that I see this image. I use Tracking to scan in the signed copy of the contract so I would not want to delete or remove that. It is in Posted Letters and Imaging where a letter has been confirmed. I have not found a way to delete from those two areas.

Kathy

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Moderator
Moderator

Re: Letter Posted in Same Day

Hi Kathy (karenecalefdmd‌), 

I suspect we may be talking about two different things.  I am currently in a meeting but will contact you by phone as soon as I am finished to discuss this further. 

Regards,

Phil Carter / Orthotrac Escalations

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james.rubbo
Canine II

Re: Letter Posted in Same Day

If you are not able to see the letter in tracking, Letter History may be filtered out through Display options.

To change this, click Display Options and place a tick in the Patient Tracking Options window.

Letters posted and confirmed for this patient will then display in Tracking.

From there, you can delete the letter as outlined by Phil.

Regards

James Rubbo / Service Manager ANZ

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Moderator
Moderator

Re: Letter Posted in Same Day

Thank you James, but I addressed this with Kathy several months ago via phone.

Phil Carter / Orthotrac Escalations

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