LETTER / EMAIL OF COMPLAINT
In the Complaint investigation form for the complaint, click on the Overview tab.
Letters and/or emails of the complaint, along with any supporting documents supplied at the time of the complaint, are held in the Letter/Email of Complaint activity which is managed from the section shown below
The Letter/Email of Complaint field states when the information was last updated. If the field is blank, the activity does not exist (not been added to the complaint)
To open or add the activity, click the pencil icon
The Letter/Email of Complaint activity is editable up until the complaint has been approved, allowing relevant information to be added as required.
Use the Attach Document/Letter tool to locate and add any required document(s)
Use the Import Email from Outlook tool to import any relevant email(s)
Make changes as required to the Letter/Email of Complaint activity and click Save and Close to return to the Complaint Investigation form
Viewing
Attached documents are listed in the Attached Documents section and these can be opened by clicking the corresponding View Document icon
Most activities are locked from edit at the time they are saved and this is indicated by the red Read Only label above the side bar menu
There are some exceptions including Reporting to external bodies. These activities, which are accessed from within the relevant investigation forms, remain editable, until the form has been been appropriately approved (signed)
Download
Downloads all documents associated with an activity to a temporary folder
Click Download in the bottom tool bar
Note that the temporary download folders are deleted when you sign out of QualCare or QualCare is closed down
Send to Email
Attaches all documents from an activity to an email (note that this tool needs Outlook to be installed and available on the PC being used)
Click Send to Email in the bottom tool bar
Select the recipient from the pop up list or simply select send to blank email
An email is created with the documents as attachments
Complete the email as required
Remember that any email relative to an incident should be recorded using the appropriate activity such as Email (import)