PracSuite AI letter templates are designed to use information in clinical notes to form letter correspondence, reports or other clinical documentation in the PracSuite word processor.
Creating AI Letter Templates
AI Letter Templates are located with regular letter templates in Settings > Templates > Letter Templates.
AI Letter Templates are identified as templates with square bracket instructions as highlighted in the screenshot below:
AI instructions must be entered between square brackets. For example:
[Summarise the patient’s main symptoms, their current activity level, and their treatment goals.]
You can manually type the square brackets that contain your instructions for how the AI should use information in your clinical notes. Alternatively, you can insert them using the AI Insert button at the top of your templates.
AI Clinical Note template can also include patient merge fields, like <<FirstName>>, <<DateOfBirth>> etc.
AI Letter Template Limitations
AI Letter Templates can currently only include plain text. Rich text formatting, tables, images etc., are not currently supported.
Including Headers and Footers
If you wish to include headers and footers in your AI letter template, ensure they are added to the header or footer sections.
You can double-click in the header or footer section, or go to the Insert tab and select the relevant section.
AI Letter Prompting Tips
If you’re new to generative AI tools, this guide will help you create effective letter templates. The template acts as a framework for the AI, and by using square brackets, you can provide instructions on how to pull information from clinical notes and format it into the desired letter structure.
1. What Are Prompts?
Prompts are instructions that guide the AI in generating text based on the information available in clinical notes or patient files. By using square brackets within the template, you help the AI pull the most relevant details, ensuring that your letter is concise, relevant, and well-organised.
2. Use Specific Prompts to Request Information
In your template, use square brackets to guide the AI to specific details, such as the patient’s progress, changes in condition, or test results. This directs the AI to focus on the key information needed for the letter.
Example: “[Summarise the patient’s progress since their last appointment, focusing on any improvements in their condition.]”
Example: “[Include the results of any tests or assessments conducted since the previous visit.]”
3. Allow for Flexibility Across Different Scenarios
Letter templates are often used for patients with different conditions, injuries, or diagnoses. Use instructions in square brackets to account for the variety of medical scenarios, ensuring that the AI adapts the content to the patient’s specific situation while still fulfilling the template’s intended purpose. To handle cases where certain information may not be available or relevant, include conditional phrases like “if applicable” or “if available” in your prompts.
Example: “[Summarise the patient’s medical history, including relevant tests, injuries, or diagnoses, if applicable.]”
Example: “[Provide an update on the patient’s progress, focusing on improvements or ongoing issues specific to their condition, if available.]”
By incorporating flexible instructions like “if applicable” or “if available,” you ensure the AI generates content that is both relevant and concise, while avoiding unnecessary or irrelevant details for each individual patient.
4. Use Merge Fields for Personalisation
Merge fields automatically populate key details like the patient’s name, date of birth, and practitioner information. This ensures each letter is personalised and accurate without requiring manual input.
Example: “Dear <<RDFirstName>>, RE: <<FullName>> <<DateOfBirth>>”
Using merge fields keeps the letter dynamic and ensures that the correct patient information is included.
5. Provide Clear Instructions for Each Section
Consider the key points that need to be covered in each section of the letter. Use square brackets to clearly instruct the AI on how to summarise the relevant information from the clinical notes, rather than asking questions.
Example: “[Summarise the patient’s response to treatment since their initial visit.]”
Example: “[Highlight key milestones in the patient’s treatment that should be shared with the recipient.]”
This method ensures that the AI extracts the most relevant details without adding unnecessary content.
6. Customise the Tone and Style for Each Scenario
The tone and style of the letter may vary depending on the recipient and purpose. Use the instructions in your template to guide the AI on the appropriate tone, whether it’s formal for a healthcare colleague or more conversational for a patient.
Example for a letter to another health professional: “[Use a professional tone to summarise the patient’s history and progress.]”
Example for a letter summary for a patient: “[Use a friendly, supportive tone and explain their treatment plan in simpler terms.]”
Customising the tone ensures the correspondence is appropriate for the recipient and purpose of the letter.
Using AI Tools to Help Create Your Templates
To further enhance your letter templates, AI tools such as ChatGPT or Claude can assist with generating well-structured prompts and refining your ideas. These tools can act as AI prompt engineers, helping you create customised, efficient templates for different scenarios.
How to Use an AI Tool for Letter Template Creation:
Define the Letter’s Structure
Begin by outlining the key sections of your letter, such as the introduction, medical summary, patient progress, and closing. This framework will guide the AI in organising the content effectively.Use AI to Brainstorm Potential Prompts
Input a request like, “Create a prompt for summarising patient progress in a professional letter to another healthcare provider.” The AI tool will generate suggestions that you can refine and customise.Refine Generated Prompts
Once the AI generates the initial prompts, you can modify them to include more specific language or clinical terminology relevant to your practice.Example of AI Prompt Assistance:
You input: “Create a prompt that instructs the AI to summarise the patient’s progress since their last visit.”
The AI may generate: “Summarise the patient’s clinical progress, highlighting key improvements and ongoing concerns since their last appointment.”Customise for Specific Use Cases
Tailor the AI-generated prompt to match the context of your letter, whether it’s for a patient, a healthcare professional, or a legal document. You can also adjust the tone as needed.
By using AI tools, you can efficiently develop highly customised letter templates that save time, enhance accuracy, and ensure clarity in communication.
Template Examples
GP Letter
GP Letter
<<RDFullName>>
<<RDOrganisation>>
<<RDAddress1>>
<<RDAddress2>>
<<Date>>
Dear <<RDFirstName>>
RE: <<FullName>> <<DateOfBirth>>
<<FirstName>> had <<HisHer>> last appointment on <<PreviousAppointment1Date>> .
[Please summarise the patient's history and progress, including any changes in their health condition. Be brief and focus on improvements since their first visit]
Yours sincerely
<<LoggedInPractitioner>>
<<LoggedInPractitionerProfessionalTitle>> <<LoggedInPractitionerProviderNo>>
<<LoggedInPractitionerQualifications>>