Overview
This guide walks you through everything you need to know about working with letter templates from creating and editing templates to previewing, activating, and uploading custom PDFs. You’ll also learn how to add snippets like digital signatures and manage favourites for quicker access.
Table of Contents
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🎓 Accessing Letter Templates
- Navigating to the Letter Templates section
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🎓 How to Create a New Template
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Build a new letter using the template editor
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🎓 How to Edit a Letter Template
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Make changes to an existing template
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🎓 Previewing Letter Templates
- View how the template will appear when used
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🎓 Switching Letter Templates between Inactive and Active Status
- Enable or disable templates as needed
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🎓 Switching Between Adding and Removing Letter Templates as Favourites
- Mark or unmark templates as favourites for quick access
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🎓 Creating a Snippet
- Add a digital signature
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🎓 Upload a PDF Template
- Import a PDF to use as a custom template
🎓 Accessing Letter Templates
1. Access the submenu options by clicking on More in the Navigation Menu to expand the list.
2. Click on Resources.
3. Click on Letter Templates.
4. Upon accessing the Letter Templates section, you will be presented with a grid list displaying Active templates by default.
ℹ️ The grid list comprises MediRecords community-shared letter templates, which are accessible to all platform users and uploaded by the MediRecords Team.
🎓 How to Create a New Template
5. Click on New Template, located above the grid list.
6. Ensure to complete all mandatory fields.
7. Click on the drop-down arrow to select the appropriate Category.
8. Select from the list of categories provided.
9. Click on the drop-down arrow to select the appropriate Type.
10. Select from the list of Types provided.
11. Click the dropdown arrow to choose the suitable Sharing option.
12. Choose your preferred option from the provided selections.
ℹ️ Important Note: When selecting Private, only you, as the user, will have access to the content. Opting for Practice will make the content accessible to all users within your practice.
13. Enter a name for your template.
14. Provide a description for your template.
15. Select Save to finalise and apply the changes made.
16. You'll be presented with a blank Letter Template, where you can create your content using the available tools and mail merge fields.
ℹ️ Important Note: The upcoming steps will demonstrate the various tools available for creating your template and their respective functionalities.
17. In the Format section, you can select between Paragraph or various Heading options.
18. The B icon enables Bold formatting for your text.
19. The I icon enables Italic formatting for your text.
20. The U icon enables Underline formatting for your text.
21. The Align text left icon allows you to align your text to the left-hand side.
22. The Align Centre text icon enables you to align your text in the centre.
23. The Align text right icon allows you to align your text to the right-hand side.
24. The Justify icon aligns your text to both the left and right margins, creating a straight edge on both sides.
25. The unordered list icon creates a bulleted list for organising items without any specific order.
26. The Insert ordered list function creates a numbered list for organising items in a specific order.
27. The Indent function moves text or objects further to the right within the document, creating an indented effect.
28. The Outdent function moves text or objects back to the left within the document, reducing the indentation.
ℹ️ Important Note: The Outdent function will only be visible if you have previously used the Indent function in your letter.
29. The Page break function inserts a break in the document, forcing content following the break to start on a new page when printed or displayed.
30. The Insert hyperlink function allows you to insert a clickable link into your document.
31. When using this function, you'll need to fill out the form to insert your hyperlink.
32. The Insert image function allows you to add an image or picture into your document, enhancing visual content.
33. When using this function, you'll be directed to the Insert Image form. From there, you can click on +Upload to insert an image saved on your computer.
ℹ️ Important Note: Once uploaded, the image will be stored in this area for future use across various templates.
34. To select your image for insertion, simply click on it from the uploaded images area.
35. Click on Insert to add this image to your Letter.
36. To remove an uploaded image from this area, click on it to select it.
37. Once selected, the x symbol will appear. Click on this symbol to delete the image.
ℹ️ Important Note: Upon deletion, a confirmation box will appear. Select OK to confirm this action.
38. The Subscript function is a formatting option that lowers and slightly shrinks the selected text or number.
39. The Superscript function is a formatting option that raises and slightly shrinks the selected text or number, often used for footnotes, exponents, or ordinal indicators.
40. The Font colour allows you to change the colour of the selected text within your document.
41. The Create Table function enables you to insert a table into your document, facilitating organised presentation of data or information in rows and columns.
42. The Insert Custom Field function allows you to insert personalised or dynamic data fields into your document.
43. When using this function, you'll need to select a field type and enter a field name before clicking on Insert.
44. The View HTML function displays the HTML code of your document, allowing for more advanced editing or customisation.
45. The Font function allows you to change the typeface or style of the selected text within your document, altering its appearance.
46. The Size function allows you to adjust the font size of the selected text within your document, making it larger or smaller as needed.
47. In MediRecords, snippets are pre-defined text templates that users can insert into their documentation
ℹ️ Important Note: Refer to Step 79 for instructions on creating snippets.
48. The Undo icon allows you to reverse the previous action, restoring the document to its state before the last change was made.
49. The Redo icon allows you to reapply the previous action that was undone using the Undo function, restoring changes that were reverted.
50. The percentage function allows you to adjust the zoom level of your document, making it appear larger or smaller on the screen for easier viewing or editing.
51. The Fixed Layout function refers to a document layout where the position and size of elements remain consistent regardless of the screen size or device used to view the document.
ℹ️ Important Note: Now that you're familiar with the available tools, you can begin creating your template.
52. Utilise the Mail Merge fields on the left and insert them into your letter as needed.
ℹ️ Important Note: Mail merge fields encompass patient information such as demographics, identifiers, clinical details, user details, addresses, and practice information.
53. Click on the x symbol to close the letter.
ℹ️ Important Note: The system automatically saves your changes as you create the document.
🎓 How to Edit a Letter Template
54. Use the Search function to locate a specific template for editing.
55. Alternatively, you can utilise the Filter function.
56. This allows you to search by Scope, Status, or Favourites, providing a more refined search experience.
57. Select the checkbox next to the Letter template you want to edit.
58. Click on Edit, located above the grid list.
59. You'll be directed to the Edit Letter Template mode, where you can make the necessary changes.
60. Click on x symbol to close the letter.
🎓 Previewing Letter Templates
61. Select the checkbox next to the letter template you want to preview.
62. Click on Preview, located above the grid list.
63. You'll be directed to the Preview mode for the selected letter template.
🎓 Switching Letter Templates between Inactive and Active Status
64. Select the checkbox next to the letter template you want to deactivate.
65. Click on Status, located above the grid.
66. Click on Deactivate to confirm this action.
ℹ️ Important Note: The action of switching between statuses is specific to the user initiating it and doesn't affect the entire practice. If other users need to make templates inactive, they must follow these steps individually.
67. To activate a letter template, you can use the Filter option.
68. Check the box for Inactive.
ℹ️ You can click on the filter again and uncheck the Active status to further refine your search.
69. Select the checkbox next to the letter template you want to deactivate.
70. Click on Status, located above the grid list.
71. Click on Activate to confirm this action.
🎓 Switching Between Adding and Removing Letter Templates as Favourites
72. Select the checkbox next to the letter template you wish to add as a favourite.
73. Click on More located above the grid list.
74. Click on Add to Favourites to confirm this action.
75. Select the checkbox next to the letter template you wish to remove as a favourite.
76. Click on More located above the grid list.
77. Click on Remove Favourite to confirm this action.
78. The above actions will be reflected in the Favourites tab when generating a new letter within the Patient Record.
🎓 Creating a Snippet
79. Click on New Template.
80. Click on the drop-down arrow to select the appropriate Category.
81. Select Letter from the available options.
82. Click on the drop-down arrow to select the appropriate Type.
83. Click on Health Summary from the available options.
84. Tick the box labelled Add to Snippets.
85. Click the dropdown arrow to choose the suitable Sharing option.
86. Choose your preferred option from the provided selections.
ℹ️ When selecting Private, only you, as the user, will have access to the content. Opting for Practice will make the content accessible to all users within your practice. If you're an administrator creating this on behalf of your doctor, please ensure you share it as Practice so that the doctor can utilise it in their letters.
87. Enter a name for your Snippet.
88. Provide a description for your template.
89. Click on Save to confirm this action.
90. You can use the table icon to resize your signature after uploading it to the template.
91. Choosing 1x1 will suffice for this action.
ℹ️ Important Note: Before inserting your image, make sure to place your cursor inside the table.
92. Click on the Insert image option from the toolbar.
93. While in the Insert Image mode, click on the + Upload button to retrieve your signature from the saved location on your computer.
ℹ️ Once uploaded, the image will be stored in this area for future use across various templates. If you need to delete an image, please follow the instructions provided in steps 36 and 37.
94. To select your image for insertion, simply click on it from the uploaded images area.
95. Click on Insert to add this signature to your template.
96. You have the option to adjust the size of your signature by clicking on the table.
97. Click on the x symbol to close the letter.
98. The above actions will be reflected in the Snippets feature when generating a new letter within the Patient Record.
99. Snippets provide the functionality to incorporate signatures into Letter Templates.
🎓 Upload a PDF Template
ℹ️ To auto-populate patient information into your PDF before uploading, the form must be prepared using Adobe Acrobat or similar software that supports fillable form fields.
📝 How to Prepare a Fillable Form in Adobe Acrobat Pro
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Open your PDF in Adobe Acrobat Pro
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Launch Adobe Acrobat Pro.
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Go to File > Open, then select the PDF form or document you want to convert into a fillable form.
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Choose the “Prepare Form” Tool
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Click on Tools in the top menu.
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Select Prepare Form from the list.
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Acrobat will prompt you to select a file or scan a document.
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Click Start once your file is selected.
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Edit Field Properties
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Right-click on any field and select Properties to:
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Rename the field (you will need to copy and paste the relevant mail merge fields used in MediRecords)
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Save the Form
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When you're done, go to File > Save As and choose a location.
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Follow the steps outlined below to upload your PDF Template to MediRecords.
100. Click on New PDF Template.
101. Click on the drop-down arrow to select the appropriate Category.
102. Select from the list of categories provided.
103. Click on Select Type
104. Select from the list of Types provided.
105. Click on Select Sharing
106. Choose your preferred option from the provided selections.
ℹ️ When selecting Private, only you, as the user, will have access to the content. Opting for Practice will make the content accessible to all users within your practice.
107. Enter a name for your template.
108. Provide a description for your template.
109. Click on Select files.
110. You will see your uploaded PDF showing as uploaded successfully.
111. Click on Save to confirm.
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