Each RefVet letter is associated with a specific invoice/visit. Only one letter per invoice can be open for editing at a given time, but once completed subsequent letters can be created and sent.
RefVet letters can be created by accessing the “REFVET CREATE LETTERS” link at the top of the VTH Home Page, and any subsequent edits can be performed by accessing the “REVET INCOMPLETE” link on the same page. RefVet letters can also be created by accessing the “Letter” link on a “MedRecs” page, if it exists.
To access these links the user must be identified as a clinician in the VTH database.
After a period of inactivity for a specific RefVet letter the owner will be notified via email that the letter will be deleted by the system unless it is sent. Contact Computer Services to have the letter cancelled if it was created in error or no longer needs to be sent.
1. Click the “REFVET CREATE LETTERS” link on the VTH Home page.
2. Enter search criteria.
3. Clicking the “Create New Letter” link on the resulting Invoice List will create a new letter, so only do so if a new letter is desired. If an “Edit Letter (letter number)” link is displayed, an incomplete letter exists for this invoice. If you are the owner of this letter, you will be able to edit it from this link; otherwise, you will not have edit rights to it and will be denied access. (A new letter for this invoice can be created once an existing one has been sent or cancelled.) If the “Create New Letter” link is clicked in error and the letter needs to be cancelled, contact Computer Services and reference the letter and invoice numbers.
4. The default text of the letter is displayed in table format in a text boxed labeled “soEditor Pro 2.5”. Enter the text of the letter and click “Update Text”. You can update the text of the letter as many times as is necessary.
NOTE: The “Update Text” button
must be clicked after any text updates and before any other button or link, or
they will be lost!
5. Referring Veterinarian - click to highlight the recipient rDVM. If no rDVM is specified, the “Forward” and “Send” buttons will not be displayed.
6. Senior Clinician – Residents and Interns will need to specify a Senior Clinician to forward the letter to. Senior clinicians will not see this option. This dropdown is populated once the “Update Text” button has been clicked. Contact Computer Services to have additional Senior Clinicians associated with your login.
7. Clinician2 – Residents and Interns have the option of specifying a second clinician. The first Senior Clinician will be forwarded the letter.
8. CC Owner - check this checkbox if a copy to the owner is required.
9. CC Ref Vets - single-click if any are required. If there is only one rDVM, select it in step 5 and skip this step.
10. Select Attachments: - single-click the link to preview the file. Click the checkbox to include the file as an attachment.
11. Click the “Process CC’s and Attachments” button to attach the Referring Veterinarian, carbon copies, and attachments to the letter.
12. View Letter – this link can be accessed to preview the letter, Referring Veterinarian salutation, carbon copies, and signature block. The attachments will not be displayed.
13. Residents and Interns – once you have completed the letter, cc’s, attachments, and senior clinician data, and clicked the “Process CC’s and Attachments” button, pressing the “Forward” button will forward the letter via email to the Senior Clinician specified. They can either send the letter to the recipient or back to you for changes. If, immediately after pressing “Forward”, you realize you need to make a change, press the “Unforward” button. This will put the letter back in your control and you will be able to make changes. Press the “Forward” button again to put the letter in the control of a senior clinician.
1. Senior Clinicians - once you have completed the letter, cc’s, and attachments and pressed the “Process CC’s and Attachments” button, use the “Send Fax”, "Email Clinic", etc. buttons to send the letter and attachments. If any residents or interns have forwarded you letters they will appear on the page accessed from the “REFVET INCOMPLETE” link from the VTH Home Page.
Once the letter has been sent it will appear as a read-only link on the “Patient Information – Invoice Details” page.
Note that the carbon copies, attachments, etc. can be changed at any time until the letter is sent by making desired changes and clicking the “Process CC’s and Attachments” button.
The text of the letter can also be changed at any time. The “Update Text” button must be clicked after any text updates and before any other button or link is accessed, or the changes will be lost.