Routine administrative letters follow a pattern: the same template, filled with details already on file. Drafting them automatically from approved templates frees staff for patients and callers, as long as every letter is reviewed and nothing clinical is generated. These four steps keep templates approved and access limited.
Step 1 — Tidy the templates
Goal: Start from a small, approved set.
- List the routine letters staff write most often.
- Retire old and duplicate templates.
- Have the appropriate lead approve each template.
- Confirm no template includes clinical content or advice.
You finish with: A small set of approved templates.
Step 2 — Connect only what letters need
Goal: Limit access to the details required.
- Identify the fields each template needs.
- Give read access to those fields only.
- Apply the organisation’s privacy and security rules.
- Keep an audit log of what was read and drafted.
You finish with: Limited, logged access to the needed details.
Step 3 — Draft, review and send
Goal: Send accurate letters quickly.
- Draft each letter from the approved template.
- Have a staff member check details and wording.
- Send only approved letters.
- File a copy with the record.
You finish with: Approved letters sent and filed.
Step 4 — Measure and maintain
Goal: Keep letters fast and correct.
- Track time from event to letter sent.
- Track letters corrected before sending.
- Review templates when policies change.
- Retire templates nobody uses.
You finish with: Measured results and current templates.
Common pitfalls
- Generating any clinical content in a letter.
- Broad record access when a few fields are enough.
- Sending letters without staff approval.
- Old templates staying in use after policy changes.