September 11, 2020

Tip of the week: letters

This week we take a closer look at letters and how this versatile template can automatically generate highly-personalized communications that will delight your clients.

Tip of the week: letters

Welcome to the tip of the week. This week we’ll focus on those versatile templates we call letters.

What are letters?

Letters are templates that can be used for creating many types of common documents, including consent forms, referral letters, and discharge instructions.  They can contain variables too, which are automatically substituted when the letter is used to provide a personalized document effortlessly.  For example, instead of manually filling in patient and client information every time you need a consent form, you can simply create a letter template, incorporate the applicable patient and client variables into that template, and when that template is it is automatically personalized to that patient and client.  Easy!

How do I create a letter template?

Letter templates are managed under Settings along with all of the other types of templates.  Start by creating a new template under the "templates" tab.

Creating a letter starts with creating a new template.

Once the template is created, you'll be able to format your letter and incorporate those all-important variables.  The letter can be formatted using the editor at the top of the page.  The variables are available on the left side of the page, and are grouped by category.   They appear as bracketed fields when added to the template.  The clinic's logo and contact information is automatically added to the letter every time it is printed or emailed.

Formatting a letter using an editor and variables.

So how do I actually use a letter?

Letters can be created in multiple places, including in the "documents" folder in the patient or client profiles, or in a medical note.  They can also be used when checking in an appointment (such as in the case of a travel sheet).  They can also be created automatically using inventory actions.  Once created, they can be edited on a case-by-case basis, and emailed or printed as needed.  The beautiful thing is that all letters created as part of an appointment will be available when the appointment is checked out.  

In conclusion...

Letters are quick and elegant way to provide personalized communications for clients and other contacts.  

Cover photo by Amador Loureiro on Unsplash.