Letter Writing: Quick Guide

This article explains how to write letters in MediRecords directly from a patient's record. It covers creating a general letter, medical certificate, and specialist or referral letter, as well as writing a letter from the Contacts page. This applies to any user writing correspondence within MediRecords. Merge fields automatically pull in patient and practice details, and formatting tools let you insert images, hyperlinks, tables, and text snippets.

Contents:

1. Writing a New Letter (General)
2. Writing a Medical Certificate
3. Writing a Specialist or Referral Letter
4. Writing a Letter from the Contacts Page
5. Troubleshooting

Writing a New Letter (General)

1. Inside the patient's record, go to the Clinical tab.

2. Click the New Letter icon. You can also go to Correspondence, then click Out, and select New Letter.

   

    

3. The New Letter creator will open. Fill out the necessary details on the form, then Save.

   
    

4. Start creating the body of the letter. You can type free text or use the mail merge fields on the left panel.

   

    

5. Once the letter is created, click File and select Save.
   

Writing a Medical Certificate

Creating a Medical Certificate follows the same process as creating a new letter. This can be done from the Quick Dashboard, or from the Clinical tab within the Patient tab by clicking the corresponding icon.

1. Inside the patient's record, go to the Clinical tab.

2. Click the Medical Certification icon.

   

    

3. Fill in the Recipient, the Subject (defaults to Medical Certificate), and Additional Notes (optional), then click Save.

   

    

4. A Medical Certificate template will automatically fill in with the patient's details. You may add additional details on the letter; this will save automatically.
5. Click File and select Save.
   
    

6. After saving, you may change the Status of the letter from Draft to Final.

   

Writing a Specialist or Referral Letter

1. Inside the patient's record, click the Clinical tab.

2. Click the Specialist Letter icon.

   

    

3. A new letter creator will open. The From, Patient, and Subject fields will be auto-filled with details. Choose a contact, MediRecords user, or patient to send the referral letter to, then click Save.

   

    

4. The Specialist Letter/Referral Letter template will auto-fill with the patient's details.
5. Click File and then Save.
   

Writing a Letter from the Contacts Page

1. Click More.
2. Click Resources.
3. Click Contacts.

4. Click Service Providers or Health Professionals.

   

    

5. Click the tick-box next to the name of the contact.
6. Click More to reveal a drop-down list.

7. Click Letter to open the letter properties form.

   

8. All remaining steps are the same as sections outlined above.

Troubleshooting

The mail merge fields aren't populating with the correct patient or practice details

Cause: The underlying patient or practice record may be missing the relevant detail, or the wrong merge field was selected from the panel.

Resolution: Confirm the detail exists in the patient's or practice's own record, then re-select the correct merge field from the left panel.

Escalate when: The detail is confirmed present in the record but the merge field still doesn't populate.

Further Reading

• Letter Writing: Formatting Tools
• Letter Writing: Electronically Signing a PDF Letter