Letter Templates

Letter Templates in MediRecords allow you to streamline your correspondence and ensure consistency across your practice. Templates can be used for letters, care plans, referrals, medical certificates, and more, giving you the ability to pre-format content and automatically populate patient or practice details through mail merge fields. This not only saves time but also reduces the risk of errors when preparing documentation, while still allowing for full customisation when needed.

By learning how to create, edit, and manage templates, your team can ensure that the right information is presented in a clear and professional format. Whether you need to add a digital signature, upload a PDF form, create a favourite for quick access, or control which templates are available to staff, MediRecords provides flexible options to suit your workflow. Using letter templates effectively helps improve efficiency, maintain compliance, and deliver a consistent experience for both providers and patients.

Contents:

1. What is a Mail Merge Field?
2. Using an Existing Letter Template
3. Creating a Letter Template
4. Adding a Digital Signature
5. Editing a Letter Template
6. Creating Template Favourites
7. Removing from Favourites
8. Deactivating/Reactivating Templates
9. Searching Templates

What is a Mail Merge Field?

When Creating a New Letter Template, you are able to have MediRecords automatically insert information into the letter template when it is used, using Mail Merge Fields.

These fields are available from the left-hand side of the New Letter Template window. 
 

All data that can be inserted are sorted into Categories. Click on a Category to reveal the data that can be inserted, and click a Data Type to add this to the template. 

The Mail Merge field will be added, and when the template is used when Creating a New Letter, the data will automatically be inserted.
 

You are able to create your template and add these fields anywhere in the document.
 

Using an Existing Letter Template

Templates can be used to quickly generate Correspondence, Care Plans, Referrals, and Medical Certificates. MediRecords provides commonly used templates to all users by default.

1. Open the Clinical tab.
2. Use the Quick Link Bar to create a New Letter.
   
   
    
3. Complete the New Letter Popup with the required details.
4. Click Save to open a the letter writer to a blank page. 
   
   
    
5. Templates are separated into Letters, Care Plans, Migrated Clinical Images, Results, Assessment, Consent, Reports, Clinical Notes, Surgical, Other and Favourites. 
   
   
    
6. Select a template to load into the letter writer. Click Care Plan.
7. Click the Name of the Template.
   
   
   
    
8. If the template contains mail merge fields, these fields will be automatically populated.
9. Review, edit and complete the Correspondence as required.
10. Once the letter is complete, or requires revision, click File to reveal a drop-down list.
11. Click Save to return to the properties of the letter.
    
    
     
12. Update the properties with all required changes (e.g. converting from Draft to Final).
    
    
     
13. Click Save to close the letter and return to the outbound correspondence summary.

Creating a Letter Template

1. Select More at the top of your MediRecords screen, followed by Resources:

2. Select Letter Templates:

3. You can create two types of letter templates:

   A - New Template: Allows you to create a free formed letter complete letter heads, provider signatures and mail merge fields to populate information from the patient record, invoice, practice and more.
 

   B - New PDF Template: Allows you to upload an existing PDF document (like a care plan) into MediRecords from your desktop or shared drive. For these types of templates, you will need to create the PDF outside of MediRecords, complete with mail merge fields where required.
 

4. Select New Template to create a free formed letter. This will open a blank letter template for you to work your magic on. Before doing so, you will need to enter some cursory but important information about the template.

Categories that are now available -

• Letter
• Care Plan
• Billing
• Migrated clinical images
• Results
• Assessment
• Consent
• Reports
• Clinical Notes
• Surgical
• Other 

Complete the form and press Save:

Note: Sharing determines who can access your new letter.

Private: Only you (the creator) can view and use this template

Practice: Anyone within your practice using MediRecords can view and use this template

Community: Anyone with a MediRecords account can view and use this template

5. Start working your magic on the blank template. Categories on the far left can be expanded or collapsed by selecting the arrow outlined below:

6. To insert a mail merge field, click the title of the field once:

7. To insert an image, select the picture icon from the toolbar at the top. The toolbar can also be used to position text and images to the far left, center or far right and manage font and text size:

Source the image from your desktop or shared drive. Before inserting the image, you can enter the images height and width manually, or use the images natural dimensions:

8. Once you've entered all the required information, select File and Save

Your new letter template is now ready for use:

Adding a Digital Signature

Navigate to More > Resources > Letter Templates.

If you have an existing template and you want to add a digital or e-signature, you can just search the template.

If you are creating a template from scratch, you will select New Template.

If you are editing a existing template, Tick the Box next to the template name and select Edit.

You will create the letter in the format you want, add in all the information you want in the letter.

To add a signature at the end of the template, you will firstly need to add in a Table, the reason for this is this allows us to add in the image and adjust the image to sit more accurately with in the body of the template. Add in a 1x1 table:

Adjust the box to a sizing that was suitable for you and then Click into the first box: 

Select the Insert Image Icon

If the image isn't the Insert Image window to select from, select +Upload

Add in the image and then scroll and look for the digital signature you have just added and select insert:

You will now see your newly added signature in your template, if you click enter on your Key board above the Table this will allow you also to move it down the page:
 

Once you have positioned it Select File > Save As.

Uploading a PDF Template

First, navigate to your letter template resources by selecting More at the top of your MediRecords screen, followed by Resources:

Then select, Letter Templates:

Once selected, you will be brought to a list of your existing active letter templates. To add a new PDF letter template, select New PDF Template:
 

Once selected, a pop up will appear for you to complete. Enter the templates:

• Category
• Letter Template
• Sharing level
• Name
• Description

Select Browse, this will let you search your desktop or shared drive for the PDF file you'd like to upload. Once a PDF file has been selected, it will begin to upload into your MediRecords account. When you have finished, select Save.
 

NOTE: If you are uploading a PDF document that's requires mail-merge fields, you must first create the document in a paid version of Adobe Acrobat as a Form using MediRecords mail-merge fields.

Your PDF will then be viewable from your Letter Templates resources:
 

Editing a Letter Template

1. Navigate to your letter template resources by selecting More on the left side bar of your MediRecords screen, than select Resources.


 

2. Select the checkbox of the letter template you wish to edit and click the Edit button.

3. A window will pop up containing the text editor. Any edits you make to the template will be saved automatically, but it is recommended to save manually. To do this, click the File menu and select Save.



4. The left side menu contains options for you for insert pre-written message formats for your template. This means that when the document is generated, it will pull the appropriate details from the relevant records. For example, {invoice.total-amount} will show the total amount of money an invoice would be for and {addressee.first-name} would show the Addressee's first name.

Creating Template Favourites

Adding a letter template to your list of favourites will make your most commonly used letters more readily accessible. Favourites are created for each user; marking a template as a favourite won't set it as a favourite for other users. 

1. Navigate to the Letter Templates resources page (More > Resources > Letter Templates):
 

2. Select the tick-box to the left of a letter you would like to add to your favourites list.

The More tab will appear, and once selected, a drop-down list with the option to Add to Favourites will appear. Select Add to Favourites:
 

 2A. (Optional) You can verify that your chosen letter template has been added to your favourites list by navigating to a patient's record. Select the Dashboard or Clinical tab, followed by New Letter on the Quick Actions tab:
 

2B. (Optional): You will then have the option of adding a recipient, subject line, and brief description. Alternatively, simply select Save:
 

2C. (Optional): Using the tabs provided at the top of your page, select Favourites. Once selected, your newly favourited resource should appear from the drop-down list and be ready for use:
 

*NOTE: Should your chosen letter template not appear, return to your list of letter template resources and confirm that Add to Favourites has been selected, if not, select Add to Favourites.

You can continue to add to your favourites list by repeating the above process.

Removing from Favourites

1. To remove a template from your Favourites list, locate a template that is listed there. A quick way to find this is to click the Favourites column so that they will be listed first.
2. Follow the same steps as adding a template to your Favourites list. This time, click on Remove Favourite. 
   
   
   
   The template will no longer appear in your Favourites list.

Deactivating/Reactivating Templates

You can remove unwanted letter templates from your view.

1. Select the checkbox to the left of each template.
2. Click Status and select Deactivate. 
   
   
   
   NOTE: Deactivating letter templates from this view will not impact what other users from your practice can or cannot see.

You can also re-activate the deactivated templates.

1. Click on Filter and select Inactive. Ensure that Active is not selected. 
   
   
    
2. This will now display the deactivated templates only.
3. Check the box on the left of the template, click Status, and then Activate. Your template will now be Active again. 
   
   

Searching Templates

You are able to search for templates by Name, using free text in the search bar located on the right, and clicking on the Search icon, or pressing your enter key.

1. In this example, we will search "Letter". 
   
   
    
2. This will display all results which match the search term by name.

If you need further assistance please contact support on 1300 103 903 or email at 

support@medirecords.com