Correspondence includes all incoming and outgoing communications.

This may be anything from:

Outgoing Printed Letters
Outgoing SMS or Email messages
Incoming SMS replies
Outgoing referral letters via secure messaging
Incoming referral letters via secure messaging
& more.

Typically, a communication will have the following attributes:

An intended recipient
A sender
A status, indicating its particular workflow
Associated content - letter text, attached PDFs, etc.
The patient related to the specific correspondence

Incoming correspondence

This is usually a letter, secure message or sms reply.

Because certain communications - particularly letters - may contain clinically important information; CareRight requires all incoming correspondence to be matched to the right parties; and offers tools to create followups.

As letters are often from a medical professional external to your organisation, and it is common for you to communicate regularly with the health network of the patient; CareRight models these individuals as Professional Contacts.

Outgoing correspondence

This is all outgoing communication from your providers and clinic. Typically, this will be:

SMS
Email
Letters back to the GP or other Professional Contacts
- As printed documents mailed to the patient
- Or secure messages

View and Manage Correspondence

Within CareRight, there are a number of primary ways to manage correspondence - Globally, by Location, by Provider, or by Patient.

Correspondence, managed by Patient

Patient Record > Correspondence

Main article: Accessing Correspondence - Patient Interface.

All correspondence for a patient. This allows a provider or administration team member to have a wholistic view of all communication over time with or about the patient.

Correspondence, managed Globally

Dashboard > Correspondence

Main article: Accessing Correspondence - Global/Location Interface

Users can access All Correspondence, both outgoing and incoming, for all locations. This is particularly useful for smaller practices; with a primary adminstration team.

This is further split into All Correspondence and My Correspondence.

My Correspondence allows you to filter to your own outgoing and incoming Correspondence.

Correspondence, managed for a specific Location

Dashboard > Location > Correspondence

Main article: Accessing Correspondence - Global/Location Interface

All correspondence for a location. It is similar in action to the Global access except the fact that only correspondences belong to the selected location would be accessible here.

This is useful for an administrative team who manages all operations for a given location; in a larger organisation (multiple location organisation, with multiple teams).

Correspondence, managed for a specific Provider

Dashboard > Provider > Correspondence

Main article: Accessing Correspondence - Global/Location/Provider Interface.

All correspondence for a specific Provider. Correspondences belong to the selected Provider would be accessible here. This is useful for Clinicians viewing a work list of important, incoming communication.

Managing types of correspondence

Correspondence Tabs - Global/Location/Provider View

The Global/Location/Provider accessing of Correspondences have the following Tabs;

INBOX - All the Incoming Correspondences for all locations(Global View) or Location (Location View) or specific Provider
OUTBOX - All the correspondences sent to all locations(Global View) or Location (Location View) or specific Provider
DRAFT - All the correspondences in the draft state across all locations(Global View) or Location (Location View) for specific Provider
HELD - All the correspondences in Held state across all locations(Global View) or Location (Location View) or for specific Provider
ALL - All the correspondences across all locations(Global View) or Location (Location View) or for specific Provider
BULK PRINTS - All the correspondences across all locations(Global View) or Location (Location View) for bulk printing or for specific Provider
UNMATCHED- All the unmatched correspondences across all locations(Global View) or Location (Location View) or for specific Provider. See Match unmatched correspondence for information on how to match them to a patient.
ENQUIRIES - All the enquiries across all locations(Global View) or Location (Location View) or for specific Provider- See Create enquiry for instructions on steps to create a new enquiry.
Assessments - All the active assessments across all locations(Global View) or Location (Location View) or for specific Provider or patient

Correspondence Tabs - Patient-centric View

The patient-centric View of Correspondences has the following tabs.

INBOX - All the incoming correspondences for the patient
OUTBOX - All the incoming correspondences for the patient
DRAFT - All the draft correspondences for the patient
ARCHIVE - All the archived correspondences for the patient
BULK PRINTS - Correspondences Bulk printed for the patient
UNMATCHED - This will redirect to the Global Correspondence tab, To check whether the specific patient has got any unmatched correspondences.
ENQUIRIES - All the enquiries recorded for the specific patient. See Add a new enquiry for the patient for more information on how to add an enquiry from a patient.
Assessment - All the assessments recorded for the specific patient.
CREATE - To create a Patient or contact letter. See Create a letter for instructions on how to create a patient letter.

Inbox - Global/Location/Provider Interface

The Inbox will list all the Incoming correspondence (SMS, Letter, Email) for all locations/Selected location (Location interface) in the Unread status.

By default, this shows only unread correspondence; as it is designed for high volume and rapid review.

You can filter All Types to Letter, Letter, SMS, Email or Document.

Actions available include Show, match (If unmatched) or Comment from this tab.

Inbox - Patient Interface

The Inbox will list all the Incoming correspondences(SMS, Letter, Email) for the specific patient chosen.

CareRight allows patients to reply to any SMS messages (Including Appointment Triggers) that are sent through the system. Patient replies appear in the INBOX.

These Correspondences can be Show, Print, Archived, Mark as Unread or Comment.

Outbox - Global/Location/Provider Interface

The Outbox will list all the outgoing correspondence (SMS, Letter, Email) for all locations/Selected location (Location interface), including delivery failures.

The actions available are Show, Delete/Recall (Only for failed correspondences), Print, Followup or Comment.

Outbox - Patient Interface

The Outbox will list all the outgoing correspondences(SMS, Letter, Email) for the specific patient chosen, including the failed ones.

CareRight can be configured to send reminders by SMS or Email via Appointment Triggers, that will also appear in the outbox.

Actions available include Show, Download/reprint, Archive, Follow up or Comment.

Draft - Global/Location/Provider Interface

The draft tab will list all the correspondences(SMS, Letter, Email) for all locations/Selected location(Location interface)/Provider, in the draft state.

Actions available include Edit, Send, Followup or Comment from this tab.

Draft - Patient Interface

The draft tab will list all the correspondences(SMS, Letter, Email) for the specific patient chosen in the draft state.

Actions available include Edit, Send, Followup or Comment from this tab.

All - Global/Location/Provider Interface

This tab will list all the correspondence (SMS, Letter, Email) for all locations/selected location(Location interface) or Provider specific in all statuses (inbox, draft, outbox, archive, etc).

This provide a global view and search capability.

Actions available include can be Print, Reprint (Outbox), Show, Archive, Followup or Comment from this tab.

Where your organisation uses the patient portal to Create Patient and share assessments to a patient, you can review incoming responses.

See current responses

To search an existing assessment:

Search and display the patient.
Click on Correspondence.
Click on Assessments.

All submitted for approval assessments will be displayed.

These can be Approved or corrected to form part of the core clinical record.

Archive - Patient Interface

The Archive tab will list all the Archived correspondence (SMS, Letter, Email) for the specific patient.

Actions available include Reprint, Unarchive, Followup, or Comment from this tab.

Correspondence - Overview