ShowMe WorldCare Perinatal Hepatitis B Letters

The Perinatal Hepatitis B program developed several letters for use during the case management process.

The available letters and their intended uses are described below. 

• Perinatal Hepatitis B Alert: Send to the delivery hospital, Attn: L&D, 6 weeks before the due date.
• Perinatal Hepatitis B Parental Case Management Introduction Letter: Mail to mother when unable to reach by phone to discuss case management.
• Perinatal Hepatitis B Parental Serology Testing Letter: Mail to the parent when it is time for the child to complete serology testing.
• Perinatal Hepatitis B Parental Vaccine Follow-Up Letter: Mail to the parent when the child is overdue for a hepatitis B vaccination.
• Perinatal Hepatitis B Physician Pregnancy Request: Send to the provider when unable to get a response to a pregnancy status request.
• Perinatal Hepatitis B Prevention Program Phone Enrollment: Mail with the Congratulatory Kit when enrolling the mother over the phone.
• Perinatal Hepatitis B Prevention Program Welcome Letter: Mail with the Congratulatory Kit when enrolled in person. 
• Perinatal Hepatitis B Provider Introduction Letter: Send to the pediatric provider after the infant's birth.
• Perinatal Hepatitis B Provider Serology Testing Letter: Send to the pediatric provider when serology testing is due.

• From within the condition or contact investigation record, click on the Letter Repository icon in the icon tray in the upper right corner of the screen.
• Choose "Add Letter"  in the upper right corner of the pop-up.
  • Choose the appropriate letter by clicking on the correct entry in the Name column.
    • A search box at the upper left corner of the letter table allows searching. For example, type “hepatitis” in the search box to find all letters related to hepatitis. Click the magnifying glass icon to the right of the search line to run the search. 
    • Use the arrows in the lower right corner of the table to scroll through pages or adjust the number of items per page to see all results on a single page. 
  • The body of the letter will appear below the table. 
    • Any items enclosed in curved brackets {{}} will auto-populate in the letter from the listed field if that field is completed in ShowMe WorldCare. Some items, such as the date the letter is added, will be generated by the system. 
    • Any items enclosed in square brackets [ ] will not auto-populate and must be entered by the end user as described below. Letter fields requiring manual update are listed in Appendix A. 
  • Choose "Add and Close." 
  • The selected letter should now appear in the Letter Repository list for this record. Click on this letter.
• Choose the Print button. 
  • Set Destination to Save as PDF. 
  • Choose Save. 
  • In the Save As pop-up, select a secure location and name the file as appropriate. 
• Open the file from the secure location into the Adobe Acrobat application (Adobe Reader will not work). 
  • Choose the Convert tab on the menu at the top of the screen. 
  • Under Export PDF To, choose Microsoft Word. 
  • Choose Convert to DOCX. 
  • In the Save As pop-up, select a secure location and name the Word file as appropriate. Choose Save. 
• Open the Word document from the secure location.
  • In the letter, look for information surrounded by square brackets [ ]. This information needs to be updated. 
  • Any headers and footers that are downloaded from ShowMe WorldCare can be removed by double-clicking in the header or footer area and deleting the text. The letter type (e.g., Hepatitis B Parental Case Management Introduction Letter) and the time portion of the date field can also be deleted if desired.
  • An electronic signature can be applied at this point. 
  • If an agency letterhead will be used and the letterhead will be printed (rather than printing only the body of the letter on stationery that already has the letterhead information printed on it), add the letterhead information.
  • Resave the Word document once all information is updated. 
• If the letter will be physically signed, print the document and sign it. 
  • Once the document is complete and ready to mail, save or scan a copy as needed in a secure location.
  • Return to ShowMe WorldCare. Choose Close to shut the Letter Repository pop-up. 
  • Choose the Electronic Filing Cabinet icon in the icon tray. 
  • Choose New Album. 
  • Enter Letters in the Album Name.
  • Choose Add File(s). 
  • Choose Browse Files.
  • Navigate to the secure location where the final signed letter is stored. Select the letter. Click Open in the Windows pop-up. 
  • Choose Add Files. 
  • Choose Close to shut the Select Files pop-up. 
• Any copies of the letter saved in external secure locations should be deleted once the attachment is added to the ShowMe WorldCare Electronic Filing Cabinet. 

• Perinatal Hepatitis B Alert
  • Hepatitis B Screening Date (if known)
  • Estimated Date of Delivery (EDD/EDC)
  • Prenatal Care Provider
  • Name/Title
  • Organization
  • Phone
  • Fax
  • Date Sent
• Perinatal Hepatitis B Parental Case Management Introduction Letter
  • Agency (in body of message)
  • Phone number (in body of message)
  • Name, Title
  • Agency
  • Phone number
• Perinatal Hepatitis B Parental Serology Testing Letter
  • Mother’s First Name and Last Name
  • Organization
  • Phone number (in body of message)
  • Name, Title
  • Organization
  • Phone number
• Perinatal Hepatitis B Parental Vaccine Follow-Up Letter
  • Mother’s First and Last Name
  • Dose # (in body of message)
  • Dose due date (in body of message)
  • Organization (in body of message)
  • Phone number (in body of message)
  • Name, Title
  • Organization
  • Phone number
• Perinatal Hepatitis B Physician Pregnancy Request
  • Contact Name
  • Phone number (in body of message)
  • Name/Title
  • Organization
  • Phone number
  • Fax number
• Perinatal Hepatitis B Prevention Program Welcome Letter
  • Name/Title
  • Organization
  • Phone number
• Perinatal Hepatitis B Prevention Program Phone Enrollment
  • Participant Name
  • Name
  • Title
  • Local Public Health Agency
  • Phone number
  • Email address
• Perinatal Hepatitis B Provider Introduction Letter
  • Mother’s name
  • Birth hospital
  • Doctor’s name
  • Phone number (in body of message)
  • Name/Title
  • Organization
  • Phone number
  • Fax number
• Perinatal Hepatitis B Provider Serology Testing Letter
  • Physician name
  • Phone number (in body of message)
  • Name/Title
  • Organization
  • Phone number