Learn how to create a custom letterhead for system-generated letters and how to create a text-based custom letter.
When to Use This
- When you need to generate a referral letter quickly without manually typing all patient details
- When creating standardized letters that combine system-generated data with custom notes
Permissions
- Access to Forms & Letters
How to Create a Custom Letterhead
Go to Settings
Under Forms & Letters, choose Letters
Click Letterheads
Select +New Letterhead
Enter a Name for the letterhead
Click inside the Header or Footer section
Header - top of the page
Footer - bottom of the page
Using the elements found under Form Fields, add the elements you'd like to use:
Company Logo
Date
Page Details - inserts a page count
Add custom text you'd like to populate with the letterhead (optional)
Address
Phone number
Fax number
Email
Use the rich text formatting to position the elements (optional)
Align left
Align center
Align right
Click Save
How to Create a Custom Letter
Go to Settings
Under Forms & Letters, select Letters
Click + New Letter
Enter a Name
Next to Type, select Text from the dropdown
Enter a Subject (optional)
Choose a Letterhead
Add standard text
Enter any fixed content that will appear in every letter (e.g., greetings, common phrases, or sections like “To:”). This text doesn’t need to be customized for each patient.
Insert dynamic fields (Go Codes)
Use the items listed under Form Fields to pull patient-specific or system-generated information into the letter (e.g., patient name, primary issue, treatment history).
Practitioner Fields
Default Insurance Fields
Referral Practitioner Fields
General Practitioner Fields
Complaint Fields
Patient Fields
Other Fields
Click Save
| About Go Codes: Go codes are special placeholders that pull information directly from the EMR into your letter. When you insert a Go code into the text, the system automatically replaces it with the relevant patient or clinical details, so you don’t have to type everything manually. |
Using Custom Text Fields
Custom Text fields allow staff to enter case specific information at the time the letter is generated.
To add one, select Other Fields, then choose Custom Text or Custom Text Multi Line depending on how much space you need.
When naming the field, use a clear and specific prompt so the team member filling in the letter knows exactly what information to enter. For example, instead of “Notes,” use something like “Working Diagnosis” or “Reason for Referral.”
The tag will appear in your template as:
{goCustomText name=''}
Write an internal prompt for staff between the two apostrophes. This title does not appear in the final letter. It simply guides the person completing the template.
Avoid Common Issues
When using Custom Text and Custom Multi-Text elements, make sure to put what you'd like to write inside the apostrophes {goCustomText name='type here'}