Clinical Correspondence & Letters

Q: Do clinicians still review letters before they are sent?

Yes. The automation prepares and formats the letter, but a clinician must review it for clinical accuracy and approve it before sending.

Q: Will the automation work with our existing EHR and email system?

The automation integrates with standard EHR systems, email platforms, and document storage tools. Your IT team will configure the connections during setup to match your practice's current tools.

Q: What happens to letters that don't fit a standard template?

The automation handles templated correspondence automatically. For non-standard or highly complex letters, staff can still draft them manually; the system does not interfere with those workflows.

Q: How does the automation reduce transcription errors?

The automation pulls patient data directly from the EHR and populates templates programmatically, eliminating manual typing. This removes the source of most transcription errors and ensures consistency across all letters.

Auto-drafting letters from consultation notes.

1.4k hrs

Manual time identified

Companies have mapped

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About This Automation

Clinical correspondence requires staff to manually extract patient data, populate templates, and route letters for clinician approval. Manual data entry is slow and prone to transcription errors that delay patient care and create compliance risks.

Automation extracts patient information directly from the EHR, populates the correct template, and routes the letter to the clinician for review in seconds. The result is faster turnaround, fewer errors, and a complete audit trail.

Key features:

Extract patient demographics and clinical data automatically from the EHR

Select and populate the correct letter template based on letter type

Route completed drafts to clinicians for review without manual filing

Maintain a complete audit trail of all correspondence for compliance

Reduce transcription errors and formatting inconsistencies

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual transcription errors Staff typing patient details by hand introduces 8-12 errors per 100 letters, requiring rework and clinician corrections.	80%
2	Slow clinician approval bottleneck Clinicians may take hours to review and approve letters, delaying patient communication and referrals.	67%
3	Inconsistent letter formatting Manual template selection and formatting lead to inconsistent layouts and missing required fields across letters.	53%
4	Incomplete compliance audit trail Manual filing and logging make it difficult to track all outgoing correspondence for regulatory audits.	40%
5	Context switching overhead Staff must switch between EHR, email, templates, and spreadsheets, losing focus and slowing throughput.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.5/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.8/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Consultation Marked Completetrigger

Clinician marks a consultation as complete in the patient record or requests a letter. The automation is triggered with the patient ID and letter type.

2. Extract Patient Data

The automation retrieves patient demographics, diagnosis, clinical summary, and contact details from the EHR or data source. All required fields are populated automatically.

3. Populate Letter Template

The appropriate template is selected based on letter type and populated with patient data and clinical content. Formatting is applied automatically.

4. Route to Clinician for Review

The completed draft letter is sent to the clinician via email with a link to approve or request changes. A notification is sent to prompt timely review.

5. Send Approved Letter

Once the clinician approves, the letter is automatically sent to the recipient (GP, specialist, or patient) via email or printed and filed.

6. Log Correspondence

The letter is automatically logged in the correspondence tracker with timestamp, recipient, and clinician name. The patient record is updated with the sent letter.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

376 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What types of clinical letters does the automation handle?

The automation handles referral letters, discharge summaries, follow-up correspondence, and specialist communications. It adapts to any letter type that uses a structured template and patient data from the EHR.

Do clinicians still review letters before they are sent?

Will the automation work with our existing EHR and email system?

What happens to letters that don't fit a standard template?

How does the automation reduce transcription errors?

View more FAQs

Process pain:8.5/10

Mapped by:15 Companies

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Page updated 10 August 2026