Using Letters and Reports templates
V2 templates now work across Letters, Reports, and Patient Summaries — the same powerful structure as Clinical Notes, with additional document-specific rules for tone, length, and formality.
The document tabs
Letters — GP referrals, specialist correspondence, discharge and return-to-work letters
Reports — initial assessment, progress, medico-legal, NDIS, and insurance reports
Patient Summary — structured summaries generated from session content
How to generate a letter or report
Complete your session and generate your clinical note.
Mark the note as Complete — this unlocks the letter and report options.
Click Letter or Report from the session view.
Select your template and generate.
Document Rules — tone, length, formality
Letters and Reports templates have their own Document Rules — the same rules system as Clinical Notes, plus document-specific controls:
Tone — formal, clinical, conversational
Length — concise or detailed
Formality — adjust for the audience (GP, insurer, employer, patient)
Punctuation, detail level, information order, time, date, and measurements — all configurable from Add Rules
If you upload an example letter or report, the system will do its best to match that style automatically.
Conditional logic
Set any section to appear only If Discussed — click the section and tap the green Make Conditional button. Type a specific condition to define exactly what triggers that section. To remove it, double-click. This keeps letters clean without manual editing after every session.
Craft with AI for letters and reports
Open the Craft with AI tab and give plain-language feedback to improve any template. You can also upload an existing letter or report as an example and Craft with AI will build a matching template from it. Examples:
"The letter is too formal — make it more conversational."
"Add a section for current medications before the recommendations."
"This is a WorkCover report — adjust the tone for an insurer audience."
Your existing prompts still work
Your old letter and report prompts remain accessible under Letters and Reports in the sidebar. They work exactly as before. When you're ready, convert any prompt to V2 using Create Template → Import from Notes. There's no deadline to switch.
Test before going live
Use the Test tab to run your template against a real session. If the output needs adjusting, return to the Structure tab and refine via Craft with AI or manually in the Custom section.
Need help? Chat with us via the support widget inside PatientNotes or email [email protected].