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OrthoTrac - How to Send Letters by Email

OrthoTrac - How to Send Letters by Email

Add the email address for the patient or responsible party in the patient information window.  Add the email address for an outside doctor in the Outside Doctor Information window. Then, when printing a letter, place a check mark in the Use associated E-mail addresses check box when the Print Options window is displayed.

Sending letters by email will only work if there is an email address attached to the recipient (whether a doctor, patient or responsible party).  If the recipient is a responsible party, that responsible party must also be set to receive letters.

How to Add an Email Address to a Patient

1.  From the main menu of OrthoTrac, click Functions, Patient Chart, Patient Information.

2.  Select the patient from the OrthoTrac Software Patient Look-up window.

3.  Click the OK button.

4.  Click the E-Mail field.

5.  Enter the email address in the E-Mail Address field and click OK.

How to Add an Email Address to a Responsible Party

1.  From the main menu of OrthoTrac, click Functions, Patient Chart, Patient Information.

2.  Select the patient from the OrthoTrac Software Patient Look-up window.

3.  Click the OK button.

4.  Click on the responsible party who will receive the letter in the family listing.

5.  Click the E-Mail field.

6.  Enter the email address in the E-Mail Address field and click OK.

7.  Verify that the Send Letters field is not set to None.  If it is, use the drop down to select the type of letters this recipient should receive.

8.  Click OK to close the responsible party info screen.

How to Add an E-Mail Address to an Outside Doctor

1.  Select Functions, Maintenance/Set-up, Outside Doctor Information from the main menu of OrthoTrac.

2.  Select the doctor from the list and click Change.

3.  Double-click the <Add new phone number> from the phone drop-down list.

4.  Click EM E-mail from the Type drop-down window.

5.  Click in the Phone text box.

6.  Enter the E-mail address of the doctor.

7.  Click the OK button.

8.  Click OK to save and exit the Outside Doctor Information window.

9.  Click Cancel to close the OrthoTrac Software Outside Doctor Lookup window.

How to Send a Letter via E-mail

1.  Select Functions, Patient Chart, Word Processing from the main menu of OrthoTrac.

2.  Double-click the patient on the OrthoTrac Software Patient Lookup.

3.  Click Post and Print Letters.

4.  Select the letter from the list and click Post Letter.  The number 1 will appear in the Unprinted column for that letter.  If there was already a number in the column, indicating that the letter has also been posted for other patients, the number will be increased by one.

5.  Double-click on the number in the Unprinted column for the letter to be printed.

6.  Select the patient for whom the letter is to be printed.

7.  Click Print Letter.

8.  When the Print Option window is displayed, click in the Use associated E-mail addresses check-box.

NOTE:  If this box is grayed out, go to the Windows Start menu and select Run, then type "oms.ini".  Locate the section [AWPS] and add the following line anywhere in that section.  Then save and close the file.

Email=True

9.  Click OK.

10.  When the Set E-Mail Message window is displayed, enter a subject line and body to be sent as the email (the letter itself will be sent as an attachment to the email).

11.  Click OK.

When OK is clicked the system will display "Merging and Printing" onscreen and then you will be returned to the Letter Select screen. You will not receive a visual indication that the email has gone out but if you check your outgoing email box (usually "Sent Items" in Outlook) you should see the message has been sent.

If Orthotrac prints the letter to a printer instead, there was not an email address attached to the recipient of the letter.  Check Letter Setup to determine who the Addressee of the letter is (examples:  Responsible Party letters will always go to the responsible party; Doctor will go to the patient's doctor; Patient will always go to the patient).  Then add an email address for that recipient, repost and reprint the letter.

[[Article ID:  1247ATL]]

Comments
sundberg101

When letters  that are created in OrthoTrac's Word Processing module are sent by email the letter itself is sent as a pdf attachment with a message in the "body" of the email that basically asks the recipient to  "Please see the attached document". Many patients now access their email via mobile devices and we constantly hear, "I don't/can't open attachments on my phone or tablet. Is there currently a way or are there plans in the future to have the letter text to import directly into the body of the email instead of the letter being turned into an attachment? 

Thanks,

Laura 

Office Manager

Good day Laura (sundberg101‌),

Unfortunately it is not possible for us to do this.  OrthoTrac uses Microsoft Word for all word processing functions, and the same functionality which allows all OrthoTrac letters to merge information from the patient's chart, pull in images, display headers and special formatting, etc., also means that the letter cannot be displayed in plaintext but must be formatted as a Microsoft Word document.  Letters sent via email will therefore be sent as Microsoft Word documents attached to the body of the email. 

We have previously heard enhancement requests to have emailed letters sent as PDFs instead of Word documents (PDFs are common documents these days and just about every computer and device has a PDF reader included as default).  That may be possible with some reworking of the module (taking the original Microsoft Word document and converting it to PDF, similarly to what is done with confirmed letters to document storage), but because of the extensive Word-specific formatting of the letters it is not possible to simply include the letter in the body of the email message itself. 

Regards,

Phil Carter / Orthotrac Escalations

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Last update:
‎05-23-2016 02:14 PM
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