SO027 Letter Template

Standard Order Category:	Category 2
Who should fulfill this SO?	SO Analyst
Link to the SO request form:	http://communitysystems.vch.ca/published/UR_-_Letter_Template_(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
     Create a New Letter Template
     Modify an Existing Letter Template
     Deployment, Validation & Post-Deployment

Background

Important Reminders:

• Only simple letter templates are considered a Standard Order (SO). Templates that are pulling in clinical data have to be submitted following the usual intake process.
• Updating a Letterhead is a separate Standard Order
• Deleting a letter template is not an SO; these requests should follow the usual intake process.

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: SO027 Letter Template

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 SO027 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 SO027 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.

Create a New Letter Template

1. Sign into EMR DEV using an account with a Sys Admin or Support Analyst role
2. Go to Maintain > Templates >  Documents
   
    
3. Select the appropriate category on the left panel for the new letter template
4. Click on the New icon and the Document Templates window will open
   

5. In the Document Templates window, fill out the following fields as applicable on the right panel:

   Field	Value/<Action>
   To	<Select as applicable> Unknown, Client, Internal or External
   Prov	<Leave blank>
   POS	<If a generic letter, leave blank; otherwise select POS as applicable>
   Date	<Leave as is>
   Subject	<Enter the name of the letter template>
   Category	Letter
   Include Letterhead	Checkbox ticked

6. Create your letter template in the left panel. Tip: Data can be automatically pulled in such as client demographics by using Print Variables. To open up the list of Print Variables, click on the Insert Data icon and double-click on whichever data value you would like added to the letter template:
   
    
7. Effective January 19, 2026, all letter templates should include the signature print variable «Letter.LoggedOnUser.Signature» so that users can choose whether to display or remove their signature when generating a letter.
8. Once done, click on the Save icon
   
9. From the Document Templates window, select the letter template and click on the Export icon
   
10. Save the Jaffa File into the SO folder
11. Deploy the letter template to EMR TEST for testing
12. If passes testing, see Deployment, Validation & Post-Deployment instructions
     

Modify an Existing Letter Template

1. Sign into EMR Support using an account with a Sys Admin or Support Analyst role
2. Go to Maintain > Templates > Documents
   
    
3. Select the appropriate category and select the letter template to modify
   
4. Click on the Export icon
   
5. Save the letter in the SO folder as <JIRA #>backup_<date> (ex: EMR-123backup_20200131)
6. Sign into EMR DEV using an account with a Sys Admin or Support Analyst role
7. Go to Maintain > Templates >  Documents
8. Click on the Import icon
9. Navigate to the SO folder and import the backup file
10. From the Document Templates window, select the appropriate category and double-click on the letter template you would like to modify
11. Make edits to the letter template as needed
12. Once done, click on the Save icon
13. From the Document Templates window, select the letter template and click on the Export icon
14. Save the Jaffa File into the SO folder (do not overwrite the backup file)
15. Deploy the letter template to EMR TEST for testing
16. If passes testing, see Deployment, Validation & Post-Deployment instructions

Deployment, Validation & Post-Deployment

1. Sign into EMR production using an account with a Sys Admin or Support Analyst role
2. Go to Maintain > Templates >  Documents
3. From the Document Templates window, click on the Import icon
   
4. Navigate to the SO folder, select the Jaffa File and click Open
5. In the Jaffa File Import window, select Show Successes and click Start
   
    
6. Validate that the letter template has been deployed successfully. Use test client T PRACTICE.
7. Using the generic ADMIN user account, add the changes done above to EMR VTM. This is so both Training and Self-Training environments will get this update on next refresh. Note: if there is a step to back up any files, that step can be skipped in VTM.