Guide

Referral letters and patient emails, without the evening admin

Turn a finished clinical note into a referral letter in one click, or describe the letter you need in a sentence and send it straight to the patient's inbox.

Updated

Referral letters and patient emails are the classic end-of-day job: important enough that they cannot be skipped, tedious enough that they pile up. The Letters section in myCliniBot handles both, and because it works from your clinical notes and your preferences, the result reads like you wrote it.

Method one: start from a note

This is the route to use whenever a note already exists, because the letter inherits the clinical detail without you re-typing any of it.

  1. Click the letter icon on a note card

    The note content is carried into the Letters section, ready to work with.

  2. Say what you want done with it

    For example, write a letter to the patient summarising the findings and treatment plan, or create a referral letter to a periodontist based on these examination findings.

  3. Review and send

    myCliniBot translates the clinical content into the right register, formal for a specialist, plain English for a patient, and you check it before it goes anywhere.

Method two: start from scratch

Open Letters from the sidebar, start with a blank letter or email, and describe the scenario. The more specific the request, the better the draft: an email for a patient after fitting clear aligners, telling them to change every ten days, or post-operative instructions after a wisdom tooth extraction, or a letter explaining what to expect at an upcoming crown preparation appointment.

  • Patient communication. Treatment plan summaries, post-operative instructions, appointment confirmations, recall reminders and progress updates.
  • Professional correspondence. Referral letters to specialists, medical history summaries, treatment completion reports and consultation recommendations.

Your signature, your style

The Preferences section controls how every letter comes out. Set your signature with your name, credentials and practice details, tailor the tone and structure you prefer, and add specialty preferences, an orthodontist can specify their usual retention recommendations, for instance. Once set, every letter follows the house style automatically.

Sending, straight from myCliniBot

When the letter is right, click Send to Patient, enter their email address, and it is delivered to their inbox. Sent letters remain visible in the Letters section, so you can check delivery status and look back through your correspondence history.

If the letter marks the start of something bigger, a treatment plan for implants, say, tick Create patient journey when sending. The patient is added to the Patient Journey tracker with the letter attached, and the correspondence becomes the first entry in a tracked case.

Common questions about letters and emails

Will letters sound clinical or patient-friendly?
Whichever the situation calls for. Ask for a referral letter and you get formal professional correspondence. Ask for a patient email and the same clinical content is translated into plain, reassuring English.
Do I have to send letters through myCliniBot?
No. You can copy any letter and send it through your usual channels. Sending from myCliniBot simply adds delivery tracking and keeps the history in one place.
Should I still read letters before they go out?
Yes, always. Check patient details, treatment specifics and contact information before sending, exactly as you would with a letter you had typed yourself.