Managing Letters
Overview
The Medecision platform supports integration with correspondence management systems, such as Cincom Eloquence, to send physical letters to persons. In Care Management, this is typically done when a person is not able to be reached by phone. You can also define Auto Workflow rules to automatically send a letter at certain stages of a program or request.
This user guide explains how to send a letter manually. This guide does not detail the usage of the actual correspondence management system.
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* Access to Aerial Care Management or Utilization Management * Integration with a correspondence management system * Permission to manage letters, including send and reprinting.
When a physical letter needs to be sent to a person.
* The functions available on a particular letter are dependent on the status of a letter. For instance, a letter in the Successful state cannot be canceled.
Sending a Letter
Letters are added to a person’s program or request. To begin, you must be on either a Program Details view or the Request Details view.
Click the **Notes** · **Attachments** · **Letters** panel on the right-hand side.
Click **Letters.**.png>)
Click **Add Letter.**
Select the letter from **Letter Type.**
Letters are mapped to specific programs. You will only be able to select from that subset. The data displayed after selecting a letter is there to allow you to verify that this is the correct program.
Click **Send.**
Previewing a Letter Before Sending
Letters can be set up with an option for previewing them before sending. Additionally, they can be configured to make this preview mandatory before sending.
Click the **Notes** · **Attachments** · **Letters** panel on the right-hand side.
Click **Letters.**.png>)
Click **Add Letter.**
Select the letter from **Letter Type.**
Click **Preview/Edit.**.png>)
Follow your correspondence management’s directions to perform the preview and send.
If the **Preview/Edit** button is the only one enabled, this is an indication that the letter requires a once-over before sending.
Cancelling a Letter Prior to Send
Depending on the setup of your organization’s correspondence management system, there may be an opportunity to cancel a letter prior to the print server completing the send. In the Medecision platform, this feature is only available for letters in the Submitted state.
Click the **Notes** · **Attachments** · **Letters** panel on the right-hand side.
Click **Letters.**.png>)
Click on the view icon in the panel of the letter in _Submitted_ state..png>)
Click **Unsend.**.png>)
If the cancellation was successful, the status will be changed to _Cancelled._
Viewing a Letter
After submitting a letter or a successful send, the letter may be viewed.
Click the **Notes** · **Attachments** · **Letters** panel on the right-hand side.
Click **Letters.**.png>)
Click on the view icon in the panel of the letter in _Submitted_ state..png>)
Click **View Letter.**.png>)
Reprinting a Letter
A letter that has been sent successfully can be reprinted. Letters in a failed state are not able to be reprinted.
Click the **Notes** · **Attachments** · **Letters** panel on the right-hand side.
Click **Letters.**.png>)
Click on the view icon in the panel of the letter in _Successful_ state.
Click **Reprint.**
Screen Reference
