SO021 Letterhead

Standard Order Category:	Category 2
Who should fulfill this SO?	SO Analyst
Link to the SO request form:	http://communitysystems.vch.ca/published/UR_-_Letterhead_(VCH).pdf

Reminder to please follow the Standard Order Guidelines on top of the specific instructions outlined below.

Background
Prerequisite: Requester to Complete the SO Request Form
Prerequisite: Approval from Clinical Informatics
Fulfillment Instructions
     Update POS Display Name
          Identify Display Name Method
          Print Variable Display Name
          Hardcoded Display Name
     Update Visual Design/Other
     Validation
Appendix: Verify the Letterhead used by the POS
Appendix: Retrieve Latest Letterhead

Background

Update the clinic's logos or contact information unique to the letterhead. This letterhead is included in all letters produced by a user logged into that POS. 

Note: If the clinic requests global changes to the Clinic's name, address, phone number or fax, it is not considered a Standard Order and must be submitted as a Change Request.

Prerequisite: Requester to Complete the SO Request Form

If a request was received for this Standard Order but without using the SO request form, send the form's URL link to the requester. After receiving the form submission, ensure all the mandatory fields are completed before proceeding. If not, discuss further with the requester.

Prerequisite: Approval from Clinical Informatics

Clinical Informatics approval is required. Once the requester has completed the SO request form, copy and paste the below to an email, replace #VALUE# with the appropriate information, then ensure the PDF is attached to the email before sending:

Email Subject: For SO Approval: SO021 Letterhead

Email Body:

Hello CSSEs,

Can you please review and approve this SO submitted by #VALUE - requester name# from POS #VALUE- POS code#? Please see attached form completed by the requester.

Thanks

After sending the email:

• Set the JIRA status to Waiting for Approval
• Create a subtask for SO021 CIS Approval for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it to the person the email was sent to

Fulfillment Instructions

Create a subtask for SO021 Implementation for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it to yourself. Note: do not create this subtask earlier while waiting for CIS Approval; create it only once CIS has approved. If this is not followed, this will report inaccurate metrics for the monthly performance reports.

Update the Display Name

Letterheads have the POS' Display Name populated by a Print Variable, and in special cases they are hardcoded directly within the letterhead. We must first verify the method of how the POS's Name is displayed.

Identify Display Name Method

1. Using EMR Support, verify the name of the letterhead used by the POS.
2. Go to Maintain > Templates > Documents
   
    
3. Select Letterhead from the left panel
   
    
4. Locate and open the letterhead editor by double clicking on the letterhead name associated to the POS.
5. Review the contents of the file. If «Letter.POS.LetterheadName» is present, then the Display Name is populated by Print Variable. If not, it is hardcoded directly into the letterhead file.

Print Variable Display Name

If the print variable «Letter.POS.LetterheadName» in the letterhead, additional caution is needed as this field can be shared with their appointment reminder message template, if enabled. The easiest way to check is to cross reference with the list of POSs who utilize the feature. 

If the POS is not present on the list or is listed as decommissioned, then there is no side effect to this Standard Order. If this is the case, follow these steps to update the display name:

1. Sign into EMR Production using an account with Sys Admin or Support Analyst role
2. Go to Organisation > People & Places
3. Double click on the POS's name to open their POS Setting window
4. Go to Financial and update the Letterhead > Name field
   Note: you may need to turn off AutoCase to match the desired format outlined in the SO Request form.
   
5. Complete validation & post-deployment steps - see below

If the POS is present on the list and is not listed as decommission, then the next step is to verify if they wish to update it in both places. The requester may have left a note in the SO request form regarding this subject. Contact the appointment reminder SME (Leah Abustan) to help guide you in ensuring the correct value of the Display Name is in both letterhead and appointment reminder message.

Hardcoded Display Name

Follow the instructions in the Update Visual Design/Other section.

Update Visual Design/Other

1. Using EMR Support, verify the name of the letterhead used by the POS.
2. Sign into EMR DEV using an account with Sys Admin or Support Analyst role
3. Import the latest letterhead file of this POS.
4. Go to Maintain > Templates > Documents > Letterhead
   
    
5. Locate and open the letterhead editor by double clicking on the letterhead name associated to the POS.
6. Make changes in the letterhead design window as outlined in the SO request form, using print variables as needed like in the below image:
   
   Note: The Clinic name/Address/phone/fax will be pulled from clinic setup in Organisation > People and Places. If it does not follow this standard, update the letterhead so it does if the value matches the POS settings fields. If it does not, it may be intentionally different and you need a conversation with the requester around this discrepancy.
    
7. Check if there are extra lines below the letterhead section, especially if there's a line with grey background (see both screenshots below). If so, delete these extra lines and grey background characters. You can leave a single empty line under the table. Leaving these in could cause print letter freezing and allows more of the the letter content to be seen in a single page.
   
   
   
8. Click Save button and then close it
9. Verify the change by creating a new letter while logged into the POS that was affected and printing it (can be to pdf or physically)
10. If all is good, export the newly changed letterhead and save the the SO folder
11. Import the letterhead file into into Profile EMR Production
12. Complete validation & post-deployment steps - see below
13. Follow the instructions to Deploy Letter Template to Production section of the Letter Template article

Validation & Post-Deployment Steps

1. After the changes has been deployed to production, validate by logging into the POS and creating any letter with the letterhead setting enabled for the T PRACTICE test client (suggestion: Client Letter under All Categories). The letter must be printed (can be to physical printer or to PDF) to verify the change within the letterhead.
2. Once validated, complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so.

Appendix: Verify the Letterhead used by the POS

1. Sign into EMR Support using an account with Sys Admin or Support Analyst role
2. Go to Organisation > People & Places
3. Open the POS's Setting window, then navigate to the Financial module
4. Review the value under the Letterhead > Style field. This value is the name of the letter document used for their letterhead.
   

Appendix: Retrieve Latest Letterhead

Complete the steps below first before editing the letterhead.

1. Sign into EMR Support using an account with Sys Admin or Support Analyst role
2. Go to Maintain > Templates > Documents
   
    
3. Select Letterhead from the left panel
   
    
4. Select the letterhead that needs to be modified found in the right panel then click the Export Button
   
5. Save the file in the Standard Order folder for this request with a descriptive name including the word backup within it