How to Create a Letter Template

Creating a custom text letter template allows you to generate professional, consistent letters while reducing manual data entry. You can combine standard text with dynamic fields, known as Go Codes, to automatically populate patient and clinical information from the EMR. You can also add custom text fields that prompt staff to enter case-specific details each time the letter is generated.

When to Use This

Use this article when you want to:

• Create a standardized referral, consultation, or follow-up letter
• Generate letters that automatically include patient and clinical information
• Reduce repetitive typing by using Go Codes
• Include prompts for staff to enter case-specific information when generating a letter

Permissions

To complete these steps, you need:

• Access to Settings 
• Access to Forms & Letters

Contact your clinic administrator if you do not have the required access.

Creating a Custom Text Letter Template

1. Go to Settings
2. Under Forms & Letters, select Letters
3. Click + New Letter
4. Enter a Name for the template
5. Next to Type, select Text from the dropdown menu
6. (Optional) Enter a Subject
7. Select the Letterhead you would like to use for the template
8. Add your standard text
   • Enter any content that should appear in every letter, such as greetings, headings, disclaimers, or commonly used wording
   • This text remains the same each time the template is used.
9. Insert dynamic fields (Go Codes) where patient or clinical information should appear
   • Use the available Form Fields to automatically populate information from the EMR
   • Available categories include:
     • Practitioner Fields
     • Default Insurance Fields
     • Referral Practitioner Fields
     • General Practitioner Fields
     • Complaint Fields
     • Patient Fields
     • Other Fields
10. Review your template to ensure the layout and content are correct
11. Click Save
     

About Go Codes

Go Codes are placeholders that automatically pull information from the EMR into your letter when it is generated. Instead of manually entering patient or appointment details each time, you can insert the appropriate Go Code into your template. When the letter is created, the system replaces the code with the corresponding information from the patient's record.

For example, Go Codes can populate details such as:

• Patient information
• Practitioner information
• Referral details
• Insurance information
• Complaint information
• Appointment or clinical data

Using Go Codes helps ensure your letters are accurate, consistent, and quicker to generate.

Using Custom Text Fields

Custom Text fields allow staff to enter information that is unique to each letter at the time it is generated. This is useful for details that cannot be automatically pulled from the EMR, such as a working diagnosis, referral reason, or personalized recommendations.

To add a Custom Text field:

1. Under Form Fields, expand Other Fields
2. Select either:
   • Custom Text for a single-line response.
   • Custom Text Multi Line for longer responses.

3. The following placeholder is inserted into the template:

   {goCustomText name=''}

4. Between the apostrophes, enter a clear internal prompt that tells staff what information to provide.

For example:

{goCustomText name='Working Diagnosis'}
{goCustomText name='Reason for Referral'}
{goCustomText name='Treatment Recommendations'}

The text entered between the apostrophes serves as an internal prompt only. It is displayed to the staff member completing the letter and does not appear in the final generated document.

Result

Your custom text letter template is saved and can be selected whenever you generate a letter. Standard text, Go Codes, and Custom Text fields work together to create consistent, professional letters while allowing staff to add patient-specific information where needed.

Avoid Common Issues

• Give your template a descriptive name so it is easy to identify later
• Insert Go Codes instead of manually typing information that already exists in the EMR

• When using Custom Text or Custom Text Multi Line, enter your internal prompt between the apostrophes in the placeholder. 

  For example:
  {goCustomText name='Reason for Referral'}

   

• Use descriptive prompts rather than generic ones like "Notes" so staff know exactly what information to enter
• Review your template before saving to ensure all Go Codes and Custom Text fields are placed correctly.

Troubleshooting

Why isn't patient information appearing in my letter?

• Verify that you inserted the appropriate Go Codes rather than typing placeholder text manually.

Ensure the patient's record contains the information the Go Code is trying to retrieve.

• My Custom Text field isn't prompting me for information.

Confirm you inserted the field from Other Fields rather than typing the placeholder manually.

• Verify the prompt is entered between the apostrophes in the placeholder.

The prompt from my Custom Text field appears in the final letter.

• The text entered between the apostrophes is for staff guidance only. If it appears in the final document, verify that the Custom Text field was inserted correctly instead of being typed as plain text.

I can't create or edit a letter template.

• Ensure you have permission to access Forms & Letters.