How to Add (Create) a Letter Request

You can create a letter request using a pre-defined template while viewing a record on pages of other ND MMIS functions, such as Log Case and Log Correspondence in Contact Management, Service Authorization, and Third Party Liability.

Optionally, you can:

• Display the letter request in draft form. To display the letter request in draft form before sending for supervisor approval, submitting for batch generation, or generating immediately, on the action bar, click Preview.
• Save letter request information to submit or generate the letter later. To save letter request information, on the Letter Generation Request page, click Save.

• View audit details. To retrieve audit information, close any open panels and, on the action bar, click Audit Log. To view the details for a particular record, click Audit.

• Reset your entries. To clear the fields and remain on the page or panel, click Reset.

• Cancel your entries. To close the page or panel without saving your changes, click Cancel.

To create a letter request

1. On the appropriate function's page, click Letters & Responses, and then click Create Letter.

   Note: You must save any information on the page from which you are navigating before you can click Create Letter.

2. On the Letter Generation Request page, in the Letter Details panel, complete the fields.

3. If you navigated to this page from another function outside of Contact Management, to search for letter recipients, in the Search Filters panel, complete the appropriate search filters, depending on the information you have available for your search:

   • A provider
   • A member
   • A trading partner
   • A TPL carrier
   • A TPL policyholder
   • A county
   • An un-enrolled provider
   • An attorney, un-enrolled member, or other type of entity.

   Note: The fields are the same as those on the Entity Search page.

   Otherwise, continue to the next step.

4. To select the recipients for the letter, in the Associated Entities panel or, if you navigated to this page from a function outside of Contact Management, in the search results table, complete the fields:
   1. Click the selection check box for the appropriate entities.
   2. To add the entities to the Letter Recipients table, click Add Letter Recipients.

5. Optionally, in the Letter Recipients table, select the appropriate Row Selection Ind, and then do any of the following:

   • To add an attachment, click Search for Attachments.
   • To delete a recipient, click Remove Selected Row.
   • To remove an attachment, click (the attachment icon).
6. If needed, in the Other Details panel, complete the fields.
7. If needed, in the Regarding panel, complete the fields.

8. Do one of the following:

   • When Supervisor Approval Required is not selected, continue to the next step to process the letter.

   • When Supervisor Approval Required is selected, on the action bar, click Send to Supervisor. Do not complete the next step.

     An alert is sent to the supervisor and the status of the letter is changed to indicate it is in review. The supervisor must approve or reject the letter request.

9. To process the letter, do one of the following:

   • To send the letter request for nightly batch processing, click Submit Request.
   • To process the letter immediately, click Generate Letter.

See Also

Letters & Responses Page

Letter Generation Request Page

Entity Search Page

• Entity Search (General) Page
• Entity Search (Provider) Page
• Entity Search (Un-enrolled Provider) Page
• Entity Search (Member) Page
• Entity Search (TPL Carrier) Page
• Entity Search (County) Page

What Is Letter Generation?

About Contact Management

Version as of 5/16/14.