[COMING SOON] Creating a Letter (Admin)

Brief Overview

The Letter Creator allows you to make Letters and Documents for the patient's record. 

A Letter is generally used for clinical purposes such as referrals and reports. 

A Document is generally used for other patient-related correspondence, such as medical certificates and appointment information.  

This article shows you how to create a Letter for a patient which can then be sent to the Provider for review.  


The Short Version

  1. Open the Letter Creator
  2.  Select This is a Letter and choose a Template
  3.  Write the Letter
  4.  Finalise the Letter and submit it to the Provider for review.



1.  Open up the Letter Creator using one of the following methods.

a.  Go to Scheduler > Letters > select Create.  


b.  Go to Scheduler > Letters > select the Letters to Create tab > select the Pencil/Edit icon of the letter you want to create.


c.  Go to Scheduler > select the Appointment > click the Letter icon.


d.  Go to Scheduler > select the Letter icon > search for the patient > select the Provider and Location.



f.  The Letter Creator is now open. 


2.  Setup the Letter

a.  Select This is a Letter.  


b.  Choose the Template you want to use. 


c.  Review and update the addressees in the To and Copy To (CC) section. 

The To field will default to the referring provider and the CC field will default to Interested Party, if they have been added to the patient's file.  

If you need to add a new contact, click the Add New Contact link and read more here: Adding and Editing Contacts.



3.  Write the Letter

Note:  Any tags that are related to the Recipient will show as tags when you are writing the letter.  Once you have finished and selected Send, Sign or Send for Edit, the tags will be updated with your chosen recipient in the left panel.  

a.  Attach any required clinical items from the patient's record via Paperclip icon. 

Note:  You can attach other Letters, Pathology & Imaging results, Documents, Vitals, Operation Reports, Checklists and Certificates of Capacity.

For more details on searching and attaching items to your Letter, see this article: Attaching Information to a Patient's Letter.


b.  Print a copy of the Letter at any time via the Print button. 


c.  To exit without saving, click the X icon.


d.  Update the Letter Name, if required, by clicking on the name, make the adjustments and press Enter to save.  




4.  Finalise the Letter

Note:  These options become available once all mandatory fields have been filled in.   

a.  Send for Review button.  4a._send_for_review.png

This will send the Letter for review and signoff by the Provider.  It will show in Scheduler > Letters as:

  • Admin User:  Sent for Review status, in the All tab.
  • Doctor User:  Ready for Review status, in the All tab and To Review tab.

Selecting this button will then close the Letter Creator.

b.  Save as Draft button.  4d._Save_as_Draft.png

This will keep the Letter in Scheduler > Letters for the user who created it to return to at a later time.  It will show in Letters as: 

  • Created by User:  Draft status, in the All tab

Selecting this button will then close the Letter Creator.  


5.  Once a Letter has been Signed, it will be available in the patient's Clinical Journey and Clinical File > Letters.  For all other statuses, the Letter can be found in Scheduler > Letters.  


Important: If a user has been given the access to create, sign and send letters on behalf of the provider the finalise options may differ. Learn more about these options here


Further Reading

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