How do I customise the wording in letter templates?

Or if you prefer a step-by-step guide:

Step-by-Step Guide: Localising Annual Review and Monitoring Invites in SystmOne

Step 1: Access Patient Status Alerts

• Navigate to the Patient Status Alerts section in SystmOne.
  • Tip: You may be familiar with seeing alerts in patient records, but this is where you can configure them for use in templates and letters.

Step 2: Locate the IHS Annual Review Invite Folder

• Within Patient Status Alerts, go to the IHS AR (Annual Review) Invite folder.
  • Here, you will find different categories and pieces of information included in patient invite letters.

Step 3: Review the Pre-configured Information

• In the IHS AR Invite, you can see what information is included in different invites. This might include:
  • General health checks (e.g., Asthma control test questions).
  • Specific categories, such as HRT review, blood pressure checks, or dementia care plans.

Step 4: Edit the Content to Fit Your Practice

• Example: Editing HRT Review
  If you don’t include HRT reviews in your system, you can untick the option, and it won’t appear in the invite letters.
  • Similarly, if you don’t want to include information about dementia care plans, you can either untick it or change the wording.
  • Tip: You might change "Dementia Care Plan Review" to something more sensitive, such as "Care Plan Review."

Step 5: Customise Wording and Content

• Copy the existing text for the relevant item (e.g., dementia care plan) and customise it to suit your practice.
  • Example: Rename "Dementia Care Plan Review" to "Care Plan Review" by copying the field and updating the text.
  • Once changed, the new text will be organisation-specific and will only apply to your practice.

Step 6: Handle Centralised Content Carefully

• Certain parts of the invite are centrally managed and cannot be fully customised.
  • If a particular section of the invite doesn’t apply to your practice and is centrally managed, turning it off might result in a blank space in the letter.
  • Tip: To avoid this, review the sections carefully and decide whether to hide or reword them.

Step 7: Encourage Home Blood Pressure Readings (Optional)

• You can customise the section related to blood pressure checks. If your practice encourages home BP readings, you can include instructions in the invite.
  • If not needed: You can remove or turn off this section entirely.

Step 8: Adjust Monitoring Reasons in Letters

• There’s a section for Monitoring Reasons that includes information on medication monitoring and other follow-up reasons.
  • Customise this to ensure patients get the relevant information they need for their review or monitoring appointments.

Step 9: Address High-Risk Patients

• There’s a similar section for patients identified as higher risk. This is important for ensuring that patients understand the importance of attending appointments.
  • Recommendation: Keep this section in the letters to ensure patients at higher risk are aware of their condition’s importance. If needed, you can copy and customise this text or turn it off.

Step 10: Publish and Finalise Changes

• Once you’ve customised the content, publish the changes.
  • Note: The changes will only apply to your practice and will not affect the organisation as a whole.

Conclusion:

By customising your annual review and monitoring invites, you ensure that your practice sends relevant, patient-specific information. This allows for greater flexibility in what’s communicated to patients and helps tailor the message to your practice's protocols.

For further assistance, feel free to reach out.