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Generate an editable letter in Rio (Desktop Word)

Step by step guide to creating, editing, and uploading an editable letter using Microsoft Word on your desktop.

Written by Connor Baeza

This article explains how to generate an editable letter in Rio using the Desktop Word method. You will open the letter template in Microsoft Word, make your edits, and then upload the completed letter back to Rio using the Rio Drop Zone (Send to Rio) tool.

📌Note: Rio Drop Zone must be installed on your computer before you can upload letters back to Rio using this method. Contact your system administrator if it is not installed.

Generate and edit the letter

  1. Access the Editable Letters functionality from the menu.
    The Editable Letters (Search) screen is displayed.

  2. Search for and select the patient in the usual way.
    The Create Letter screen is displayed.

  3. Select the required letter from the pick list and click Create.

  4. If the letter is related to an inpatient admission, inpatient discharge, referral, or referral discharge, the screen will refresh and display additional fields. Select the relevant event and template, then click Create.

    ⚠️Important: For discharge related letters, only referrals or inpatient episodes with a recorded discharge date will appear in the list. The discharge must be formally recorded in Rio before a discharge letter can be generated.

  5. If an ActiveX security message appears, click Yes to proceed.
    The letter template opens in Microsoft Word.

  6. Edit and personalise the letter in Microsoft Word as required.

  7. Print any copies you need before uploading.

⚠️Important: Print your copies before uploading. Once you upload the letter via Rio Drop Zone, the document is automatically closed in Word. You will not be able to print from Word after uploading, you can print from the Document List View in Rio instead.

Upload the letter to Rio

  1. Click the Send to Rio button on the Rio toolbar in Word.
    The Rio Drop Zone Login pop up is displayed.

  2. Enter your Username and Password, then click OK.
    The Rio Drop Zone Document Details pop up is displayed.

  3. Complete the following fields:

    • Document Date/Time. Enter the date to record on the document.

    • Type. This defaults to the document type configured for the letter template. Change it if required.

    • Draft Version. Tick this if the letter is a draft that requires further editing. Leave unticked to upload as a final version.

    • Send to GP. Tick this if the document should be sent electronically to the patient's GP. This option is only available when uploading as a final version and the patient has an NHS Number.

  4. Click OK.
    The document is closed in Word and a confirmation message confirms the letter has been uploaded successfully. The letter is saved in the patient's document list in Rio.

🤓Tip: If you uploaded the letter as a draft, you can download the current draft and create a new version when you are ready to finalise it.

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