Correspondence

Correspondence in Profdoc is based on two basic components, paper layout and letter templates.

Unlike many other patient administration systems and word processing software (e.g. Microsoft Word) Profdoc explicitly separates the lay-out of a letter from the data/content of the letter.

Paper layout

The paper layout is where a text will be placed, where the logo and other pictures will sit, which font to be used, which row distance different texts will have etc. Most institutions have a graphical profile to be used in all communication with the surrounding world.

The graphical profile is for example the appearance on letters, envelopes and business cards. In Profdoc , these layouts are created and maintained centrally. One big advantage in separating the layout from the templates and content data is when a change is being made to the graphical profile or structure of a letter.

For example, if a change is made to the logo, this change is made to the layout only and all templates and standard letters which use this layout are changed automatically. This reduces maintenance to a minimum.

Letter templates

Letter templates are created and maintained by each department and ward by users with special authorization. Templates are pre-defined texts that automatically form standard letters.

Each unit can have many different templates. When templates are created, it is possible to incorporate so called “tags”. Tags are short codes that are translated into text when the template is used.

As an example of a tag, <<Pat_Firstname>> is translated to the first name of the patient which the letter is created under. The tags greatly reduce the workload to fill in standard information in a letter.

Signature

Each letter is tied to a person who is signature responsible. When the letter is stored in the system it is transferred to that responsible care giver’s signature list. The care giver signs the letter on the display with a mouse click in order to verify that the information is correct.

ll letters are saved as document objects in the patient's case record file. It is always possible to see which letters that have been sent where and when.