How to send Referral Letters from SystmOne to the RFS

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 PPwTNW.London@nhs.net, 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.