How to send Referral Letters from SystmOne to the RFS This is a guide and does not replace the F1 instructions within SystmOne 1) With the Patient Record open from the Clinical Tree Right Click on Referrals and select Referral Wizard 2) Choose the Correct Hospital and Department the Referral is going to and press “Select” 3) Click on Word Letter 4) Ensure the Correct Referring GP is chosen from the drop down list 5) Click on the Red Read Code Button 6) Enter the correct Speciality being referred to, left click the search option and then choose the correct Service being referred to and click “OK” 7) This Read Codes the service the referral is going to. Now Choose the Template 8) From within the PPwT Referral Forms Folder, choose the correct letter for the Referral and Click “OK” 9) The Letter Template that will be used is displayed – Now Click “Write Now” 10) If you see the following 2 screens click “Yes” to the first and “OK” on the second The above only appear with older versions of Word. As part of the GP refresh Project when the new PC’s arrive with Office 2010 you will no longer see the above 2 screens. 11) If you do not see the following “Merge” icon follows then you will need to add this as 12) Right Click anywhere on Toolbar and ensure that Mail Merge as well as the Forms options are ticked 13) Now Click the icon – until that is clicked the Referral letter just shows the merged fields as the example below and does not pull the information through from SystmOne 14) When the icon has been clicked the merged Fields are populated. 15) To be able to use the answer- Click the Padlock on the Toolbar function and enter an X in the correct You will need to Select the Padlock again to type in any additional information further down the letter. 16) Now select the Save icon and then select the Red Cross in the Top Right hand side of the screen to close the Letter 16) Then Choose the correct option- Amend Later will allow you to do that, Referral Sent will not allow any editing and does not actually send the referral, this is done later. 17) If the Amend later option is chosen, you can go back into the Patients record and under referrals view the letter to complete. Select Amend Content to add further information To send the Referral by E-mail to the RFS 1) Once the letter is complete, from within the patients record under Referrals on the Clinical Tree, right click on the letter to send and choose the option View Content and this will open the letter in word. 2) Now select Save as and save to a dedicated Folder for E-Mail Referrals. This is outside of SystmOne 3) Save in a Dedicated E-Mail Referral Folder (you will need to set this up) YOU MUST RENAME THE DOCUMENT CORRECTLY AS TO THE REFFERAL FORM USED and click Save 3) From within your NHS mail E-mail Account, ensure the correct address is chosen to email the letter to [email protected], attach the referral form and e-mail to the RFS 4) Once e-mailed there is no longer the need to keep this in the E-mail Referrals folder as the letter is within the patient record. It is added here to make e-mailing easier until this can be done directly from within SystmOne in a more integrated way. This has been put forward as a development suggestion.