In addition to test results, HotDoc can also sync Correspondence In (BP) or Documents (MD) from your clinical software.

To achieve Correspondence or Document sync, you may need to firstly set this up in your HotDoc Dashboard. 

 

How to set up Correspondence/Document Sync

1. Log into your HotDoc Dashboard
   
    
2. Navigate to Recalls > Settings:
   
   
   
    
3. Scroll down to Result Settings and tick the Sync your Non-urgent appointment Correspondence/Document (Best Practice) or Discuss Documents and Letters from the Actioned Items list (Medical Director) checkbox:
   
   
   
   
    
4. Click the green Save button to save the setting:
   
   
    
    

What happens when this is turned on?

Once Correspondence In/Document sync has been switched on, HotDoc will:

• Sync "Non-urgent appointment" Correspondence or Documents starting on the day the change was made
   
• Create a new Correspondence: Non-urgent appointment template, accessible in Template Groups.

How do I review the Template?

1. Navigate to Recalls > Template Groups, then select Results Templates >  Edit Template next to the template (Correspondences: Non-urgent appointment or Documents: Discuss) to review the template's settings:
   
   
   
    
2. Use the dropdown menu to choose the recall sequence, we recommend 3 Result SMN (2 days) + email + Letter:
   
   
   
    
3. You can edit the copy that the patient will see once they open their recall message, add a direct booking link and pre-select an appointment type for the patient to book: 
   
   
    
4. To send this recall automatically, tick the Send HotDoc Recall automatically checkbox:
   
   
   
    
5. Choose when HotDoc should stop sending the recall to the patient (if they book an appointment or read recall)
   
   
   
    
6. If your practitioner leaves a comment when checking the result, we can show these to patient's in their result message. Please see How to display doctor comments in a patients result message and in HotDoc for more information
   
    
7. Once you're done, click the green Save button to save your changes:
   
   
   
    
8. Please also see these instructions here to link a 'Results' appointment type and pause the template when a patient has made a booking.

How do I stop syncing Correspondence/Documents?

If you no longer wish to notify patients about their correspondence/documents, you can select Ignore/Do not send for the Remind patients via setting. This will automatically mark the correspondence/documents as Done. 

If you would like to prevent HotDoc from syncing correspondence/documents entirely, please contact HotDoc Support.