Maintain your practice and brand standards by creating letter templates that anyone on your account can access and use. Letter templates save you time and are efficient for repetitive communications to your referrers, clients, and other contacts.
There are two workflows through which to access and edit letter templates. One illustrates how to create a letter template from within the settings menu and two explains how to generate a letter using the template from within a client file.
Letter template from Settings
1. From Dashboard go to Setup > Settings and select Letters
2. From here you can choose which template to edit from the drop-down.
3. Edit accordingly and use the Insert Information drop-down to utilize placeholders
4. Once all changes have been made, click the Save icon and enter a name for the template and press OK
💡 When you use your template to generate letters for clients, referrers etc, these placeholders will automatically be populated with the relevant information. These are shown on your template with a # symbol on each side.
💡 You can insert images into your template by clicking on the Insert Image button (shown below). Select the image you would like to insert and it will automatically go into the template
💡 You can also define a margin for each side of the letter. Setting a margin will mean that the content of your letter will appear further towards the centre of the page
From a Client's File
1. Navigate to a client's file and click on Generate Letter
2. Click on Select template > choose a template from the drop-down > Select a recipient from the Select recipient drop-down
3. Type out the letter > click the Save button > Enter a name and then this will save your letter in the client's Files.
4. From here you can then preview, print, email, or generate a pdf of the letter (hover the mouse over the buttons to see their function)
Creating a Duplicate Template
1. From Dashboard go to Setup > Settings and select Letters
2. Choose the template you want you duplicate
3. Select the file Save icon and rename the template
4. It will now duplicate the template.
Placeholders
Our letter writer currently includes the following placeholders:
Current Date
Current Time
Current Date & Time
Recipient Salutation
Recipient Name
Recipient First Name
Recipient Last Name
Recipient Address
Client Salutation
Client Pronoun
Client Name
Client First Name
Client Last Name
Client DOB
Client Medicare Card
Client DVA Number
Client Residential Address
Client Postal Address
Client Home Number
Client Work Number
Client Fax Number
Client Mobile Number
Client Email Address
Client Claim Number
Client Fund Number
Client Vax Status
Family Name
Family Mobile Number
Family Phone Number
Family Email
Family Address
Employer Company Name
Employer Occupation
Insurer Company Name
Insurer Contact
Lawyer Company Name
Lawyer Contact
Referrer Details
Referrer Date
Referrer Salutation
Referrer Name
Referrer First
Referrer Last
Referrer Clinic Name
Referrer Address
Referrer Work Number
Referrer Fax Number
Referrer Mobile Number
Referrer Email Address
Case Manager Name
Case Manager Provider Number
Letter Header End
Letter Footer Start
Preferred Name
Referrer Clinic Address
Referrer Clinic Phone Nr
Appointment Total
Notes 1
Notes 2
NDIS participant number
NDIS Plan Start Date
NDIS Plan End Date
NDIS Amount Remaining
HSP Voucher Number
HSP Voucher Expiry
HSP Subsidy Type
Position
Speciality
Last Appointment Date
Next Appointment Date
Please let us know if you have any questions and don't forget to rate this help article below so that we can continue to improve our support to you!