This is where you can set up any kind of communication other than a Recall. You will need to create a Sample Merge File to set up your documents with the correct merge fields.

Mail-merge 'placeholders' will enable patient's details to be mail merged into your document. To begin this process, you need to export a Sample Mail Merge file from i-Clarity to use in your document.

1. Log in to i-Clarity and load any patient record.
2. Click 'Extras' and then 'Create Sample Merge Files'.
   
   
   
   
3. Take a note of the file path that the file has saved to from the pop-up message.
   
   
   
   
4. Go to your Word document that contains your letter and click on 'Mailings' in the top bar.
   
   
   
   
5. Click 'Select Recipients' from the ribbon that appears and then 'Use an Existing List'.
   
   
   
   
6. Find the file using the file path you noted in step 3. Select the merge file you are working on. Use 'AdhocSampleMerge' for creating Ad Hoc documents. Then click 'Open'.
   
   
   
   
7. This will open a new window. Click 'OK'.
   
   
   
   
8. In Mailings, go to 'Insert Merge Field' and select the merge field you want from the list.
   
   
   
   
9. Once you have inserted all the information you can save your document. If you have not already done so, make sure that the document is in the correct folder depending on the file path set out in Maintenance > Branch & System > Branch Full Config.
   
   

Once you have set up any Word documents you need, you can add them to i-Clarity in Maintenance > Patient Communications > Ad Hoc Communications. 

Click 'Add Ad Hoc Communication' in the bottom left of the screen to load the following pop up.

1. Select the Communication Type from the dropdown list.
   
   - Choose 'Email' if you are using i-Clarity email services.
   - Choose 'Export' if you are using a mailing/email/text service outside of i-Clarity and you need a list of patient communication details.
   - Choose 'Letter' if you print the letters in practice or are using the i-Clarity Mailing Service.
   - Choose 'Phone' if you want to make a phone call. The communications assigned as phone will appear in your Task List as a task.
   - Choose 'SMS' if you are using the i-Clarity SMS service.
   
   
2. Type the name of the communication in the Communication Name box.
3. Select the tick box for where you would like the communication to be accessible from.
   
   - 'Show on Marketing' will allow the document to be sent from the Marketing module.
   - 'Show on Patient Screen' will make the document available from the Main Patient Record.
   - 'Show on Prescription and Clinical' will make the document available from Clinical Records or Prescription.
   - 'Show on CL Prescription and CL Clinical' will make the document available in CL Clinical Records and CL Prescription.
   - 'Show on Audiology' will make the document available on Audiology Clinical Records.
   
   
4. Choose what you would like to happen when a Word document is generated under Options. If you do not select either of these options, the Word document will open and merge the patient details and you can choose what to do with it from there.
   
   - Automatically Print - If this box is ticked, when you open the document, it will automatically send to print.
   - Automatically Save To The PX Folder - This will trigger the document to automatically save to the patient's folder and the Document Centre. If it is something that needs to be edited, such as a GP referral letter, it can be opened and re-saved from within i-Clarity.
   
   
5. If the communication is specific to one branch, you can select that branch from the dropdown list.
6. The External Document Name will populate automatically when you enter the Communication Name.
7. Add any notes in the Notes box.
8. Click 'Ok Save'.

Adding Content To Your Ad-Hoc Communications

To add your content double click on the empty contents box of the Communication you are editing. This will open a different window depending on what communication type is selected.

Email

If your Communication Type is an email, the following window will open where you can fill in your Email Subject and Email Body.

If you want to add personal information in the subject line, you can add merge fields by clicking the 'Add' button next to the subject line and double click on the required merge field.

Please note - This merge field button only works for the subject line. To insert merge fields in the body of the text, use the 'Add Merge' button at the bottom of the window.

You can add links to your email by clicking on 'Insert' and then 'Link'. This will open a new window.

You can add merge fields to the body of your email by clicking the 'Add Merge' button and dragging the appropriate field across to the main body of the email.

SMS

If the Communication Type is an SMS, the following window will open where you can enter the body of the text message.

To insert merge fields, click on the 'Select Merge Field' button and double click on the desired merge field.



Phone

If the Communication Type is Phone, you can type directly into the Content box. The text that you put in here is what will appear in the action list to prompt the phone call.

Letter

Type the file name of the document, including the file extension, directly into the Content box. You can find the file name by following these steps:

Open the file location but do not open the document. Right click on the document name and select properties from the context menu that appears.

The file name is made up of the name and the file extension. This example would be 'Test.docx'.