Settings : Custom Letters 🎥

  • Updated

Create your own template letters and auto-populate patient demographics and practitioner details.

Quick Links:

Create Letters within the System

Create Word Document Letters

Where to create letters

1. Go to Communication>Letters>New Letter.



2. Or Go to Settings>Forms & Letters.

Then select New Letter.


NOTE: You can also go to the Letterhead link and create a letter head to populate to the letter.

3. Go to Settings>Practitioners to locate a list of letters you created as a Practitioner. 

Beside the name of the Practitioner click the drop down arrow and select Letters.



How to create Text Letters

Before you get started creating your letters you may want to first create a letterhead that will auto populate onto the letter.

1. Go to Settings>Letters>Letterheads. 


Then New Letthead


2. Enter a Name for the letterhead for example "Generic" you could use this letterhead for all letters.





3. A blank Letterhead form will open with a Header and a Footer section.

On the right side of the page under the Form Fields section are links to tags for Company Logo, Date and Page Details (Page Details will insert the number of pages on the letter).

Place your cursor in either the Header or the Footer section and click one of the tags to auto populate to the section the cursor is located.

You can also type custom text you want to populate to the letter. Enter your address, phone number, fax number etc. then "Save".



Now you're ready to create a Text template letter.

1.  Select Letters>New Letter.

2. Name: Type the name of the letter for example "Referral Letter".

3. In the Type field select Text. We suggest using this format so you have quick and easy access to editing the template. However you could use the Word option and create a separate letter document.

4. Name: Type the name of the letter, subject and select, for example, "Text" and select a Letterhead if yuo like.



5. On the right side of the page there's a column called Form Fields. Click the links to open a list of tags that you can select to populate data from within the patient and practitioner profile.


6. On the left side of the page there is a blank form letter.  In the section called "Body" you will type the generic text and click the tags where you want them to be inserted within the letter.

TIP: Custom Text: You can add a custom text field to allow you to type in original text when you create a letter. Select "Other Fields" then Custom Text.

This tag will populate to your letter {goCustomText name='Name'}. Click the ! mark beside the custom field option in the letter to get more details.

This is how you will enter a Custom Text Line {goCustomText name='Diagnosis'}. When creating the letter you will see a field called Diagnosis and text box to type the custom content.

7. When you've finished "Save".


How to create Word Document Letters

1. Create the custom letter as a word document.  You can create the letter with your own letterhead in the header and clinic address etc. 

2. Within the body of the document construct the letter and add tags to import fields from with Juvonno.

To see the list of tags go to Settings>Letters>New Letter. 

At the bottom of the window you will see the "Form Fields". 

Click the links for the tag menus to roll out. 

Copy and paste the tag you want into your word document as needed. 


3. To upload the letter in Juvonno to use in the Patient Profile go to Settings>Letters>New Letter.


Name: Enter the name of the document for example : Referral Letter. We suggest you note in the Name that it's a Word document so you can easily identify it from a Text letter.

Type: Word (docx) Template

Update Template File (.docx) Choose File: You would have created the letter in a word document and saved it on your computer. 

Select "Choose File", upload the document from your computer, scroll to the bottom and Save.


How to create the letter for a patient (Text version)

1. Open the patients profile.  Select the Document tab.

Letters you create for the patient will be logged here.  You can Open, Fax Document, Download, Edit and Delete.

2. Select the New Letter button. 


Select "Create Letter" or click the down arrow to select View Example.

3. A pop up will open. Complete the letter fields to set up your letter.

If you've entered the "Complaints" tag and created a Complaint under the patients profile under their "Intake" section, you will be able to populate a related Complaint.

If you have entered the Custom Field tag you will be able to type the custom text in this section.

4. Select Preview, Generate or Save or Fax.

5. Previewing the letter will open the letter which will allow you to print it.

6. When you save it, the item will save on the documents list. You're able to select the letter and print.


How to create the letter for a patient (Word version)

1. Select the New Letter button. 


2. Select "Create Letter" or click the down arrow to select View Example.

3. Complete the letter fields associated with the Practitioner, Patieint, Complaint, Chart as required.




If you've entered the "Complaints" tag and created a Complaint under the patients profile under their "Intake" section, you will be able to populate a related Complaint.

4. Select Preview, Generate or Save and Fax.

Preview and Generate opens the word document on your computer where you will see the tags populated and you can add any custom content and Print the document.

Save and Fax: The Word Document letter saves exactly as it was written with no edits to the Patient Document tab.

5. Refresh your page to see the document listed.


How to Edit the Template for the Word Document.

Locate the custom template letter on your computer, edited it and Save it.

Then upload the letter again to replace the one you no longer want.

Go to Settings, Letters, click the icon to the left of the letter you want to edit and select Edit.

Click the Choose File button and upload the new edited version of the document.






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