What Is the Correspondence Feature?
Correspondence allows you to:
Create and manage letter templates
Use AI to generate letter content
Preview, download, and send letters
Store letters in a dedicated correspondence section
This is ideal for letters such as GP communications, referral letters, and clinical requests.
Creating a new Correspondence template
Navigate to Account>Correspondence
Choose to create New Template, or clone from the Sample Letter.
Navigating the Correspondence page.
3. Create your Correspondence, using Merge tags as indicated, and save.
Using Merge Tags in your new correspondence template.
Generating a letter using Treatment Notes for context
Navigate to the Client profile for whom you'd like to write the letter.
In Treatment Notes, select the 3 dot menu next to the Treatment Note you'd like to generate correspondence information from.
Select Add to AI Chat to load the information into the AI Tool.
Selecting Add to AI Chat to provide context for RGai.
4. The RGai Bot will open up and show the Note as loaded - for this example, we would select Write Letter, but there are other options to Generate Imaging Request or Generate Exercise Program.
If selecting Generate Imaging Request, the RGai Bot will use your Integration with Scan.com - ensure your Integration is connected to be able to use this feature.
Prompting the AI Bot to Write a Letter, using the Note as context.
5. You will then be prompted with the question "What would you like the letter to convey? Please describe the purpose and key points you want included." Respond with any detail you'd like.
6. The RGai Bot will then construct content to be copied and pasted into your letter template.
Reviewing and Previewing the Letter
Once the content has been added:
Review and tidy up the wording if required
Use Preview to view the completed letter
This allows you to confirm formatting and content before finalising by Saving as Final.
Saving and Managing Letters
After saving, you can:
Download the letter as a PDF, to be sent as an attachment.
Duplicate the letter for reuse
View the letter history (creation and edit dates)
Using the action menu for the saved Correspondence.
When to Use Correspondence
The Correspondence feature is useful when you need to:
Write GP or consultant letters
Create consistent, reusable clinical letters
Store and manage all written communications in one place