Clinical User Guide
Address Book

Contents:

See also: Correspondence

Ctrl + K

File > Address Book

 

Overview

Select File > Address Book.

The Address Book contains the names, phone numbers and address information for specialists, service providers and other people with whom you need to communicate. The data in the Address Book is used in the Letter Writer and when creating Pathology, Imaging and Cytology Investigation Requests.

It is common practice to keep the names of other General Practitioners, Physiotherapists and anyone else to whom you may need to write a clinical letter, in the Address Book.

Address Book names are listed alphabetically by surname or organisation name. You can also filter the list of names by surname or category;

Name

To search for a specific person or organisation, type a name into the Search by Surname text box. The first record that matches your text will become highlighted.

Category

To see all of the Ophthalmologists, type 'OPH' into the Filter by Category box and only the specialties starting with 'Oph' will be displayed. To see all the specialists again, use the Backspace key to erase 'OPH' from this box.

User-Defined Categories. Custom address book categories can be added, edited and deleted via Lists Options. Please note that if you want to remove a custom category (you cannot remove supplied categories) you must ensure that it is not in use i.e. there are no entries currently listed in the address book under that category.

When entering Pathology or Medical Imaging providers the Pathology or Radiology categories must be used, respectively, for them to appear on the request forms.

Items of interest on the Address Book window

Is a recipient in MDExchange.

Recipient has secure messaging.

Accesses the Online Directory Search.

Add a new person to the Address Book. Requires you have permissions access.

The two dialogue windows for the entry of a new person or a new company differ only in the requirements for the person's name or the company name.

After clicking the button to enter a new person or company, enter the name, address, greeting, and category details at the top of the dialogue window.

 

Greeting:

Contains the text that will follow the greeting at the start of the letter. It will accept both upper and lower case characters. It may contain the first name or other greetings, for example 'Mary-Anne', 'Doctor' or 'Sir/Madam', which will appear at the start of letters as 'Dear Mary-Anne', 'Dear Doctor,' or 'Dear Sir/Madam.

Category:

Allows the address book to be filtered by specialties. The specialty field is a list of the most commonly needed specialties. Any specialty that does not appear in this list can be added via Lists Options. Entries with the Pathology and Radiology categories are displayed in the list of companies in the Pathology and X-Ray request dialogue windows for generating request forms. Consider also that for Investigations providers you must enter a valid company alias.

Contact:

Provides space for the entry of phone numbers, fax numbers and similar information.

Notes:

Can be added at the bottom of the dialogue window.

 

 

To modify the details of an existing entry in the Address Book, highlight the entry and click the Edit entry button, or double-click the entry. This will open the same dialogue window used when entering data into the Address Book. Once you have finished, click OK. Requires you have permissions access.

To remove an entry from the Address Book, highlight the entry and then click the Delete Entry button. You will be asked to confirm this action. Requires you have permissions access.

Creating a New Address Book Entry

Requires you have permissions access.

Click  The Addressee Details window appears. Enter details as desired, and click OK to confirm and close the window.

This is a toggle (Person/Organisation) allowing you to switch between the two types of Addressee Details windows available.

HPI-I field

Allows you to enter an Addressee's 'Healthcare Provider Identifier - Individual' number, in line with Healthcare Identifiers Service requirements. The image above currently shows an HPI-I field, but if you were viewing an organisation's details (see below), this field would read.

Category field

Clinical comes supplied with numerous categories hard-coded. If the category you wish to associate the new addressee with is not available from the drop-down list provided, you can add it. The list of categories is managed via Lists Options. Note that although you can add/remove customised categories, you cannot modified the pre-defined set.

HealthLink EDI

Your HealthLink account identification.
 


Complete the details for your Company entry. You can also automatically populate details by clicking  This opens a list of search results that match the company name you have entered (you must enter at least the company name in order to conduct a search for match records).

Items of interest on this window

This is a toggle (Person/Organisation) allowing you to switch between the two types of Addressee Details windows available.

Click to manage address book categories. The address book category list (along with numerous other lists of information) can also be managed via Lists Options. Note that you must have options-editing permission to modify the customised list of address book categories.

Click to conduct an online search for a company's HPI-O. See My Health Record for more information.

Printing the Address Book

1.      With the Address Book open, either

o      Select File > Print, or

o      Press F9

 

2.      The Print Address Book window appears.

 

3.      Select to print Address Book entries by either Name or Category.

4.      Click Print when you are ready to proceed.

 

 
 

Online Directory Search

Accessed via the Address Book (select File > Address Book), and click at the bottom-left.

o      Tick the Use Extended Search check box to conduct the search using an extended set of third-party search engines. Note that an extended search may take longer to conduct.

o      Click to add a selected addressee to your local Clinical Address Book. The addressee will be available to all users at your practice.

•       If you attempt to add an addressee that closely matches one already in your local address book, you will be prompted to confirm this action.