Patient Letters

DigitalTCO offers multiple options for generating patient letters, catering to a range of documentation needs. With three primary methods—Automatic Letters, Cariespondence, and Molar Mail—you have flexible options to streamline your workflow.

1. Automatic Letters

The Automatic Letters feature in DigitalTCO generates letters instantly, using the notes you've already created. With a single click, it formats information into language suitable for the intended recipient. There are four main types of automatically generated letters:

• Patient Letter
• Referral Letter
• Referral Reply Letter
• Consent Form

Here’s how each works:

• Patient Letter, Referral Letter, and Referral Reply Letter: These letters transform your clinical notes into polished, professional language for the patient or referral recipient. There’s no setup required—simply select the letter type, and DigitalTCO will handle the formatting.
• Consent Form: This type of letter is created by reviewing the patient’s treatment plan and using pre-saved content in Custom Forms. It pulls in relevant sections to build a comprehensive, personalized consent form based on the patient’s specific treatments.

For referral letters specifically, DigitalTCO will recognize notes that include terms like “refer” or “referral” and automatically offer the referral letter as an option.

You can adjust the content in consent forms via Customize > Templates > Custom Forms. Feel free to personalize these templates to match your practice’s needs.

2. Cariespondence

Cariespondence is a straightforward letter dictation feature, designed for users who want the flexibility of a traditional dictaphone-style letter composition. This feature was developed with specialists in mind, offering a seamless way to dictate letters directly into the system.

• How it Works: Simply dictate the letter as you would normally into DigitalTCO. It converts your speech into text in real-time, allowing you to create a polished letter instantly.

Once completed, you can convert the letter into a Word document, making it ready for printing or sharing. Cariespondence is ideal if you’re accustomed to dictating detailed notes and want a streamlined, digital version of that process.

3. Molar Mail

Molar Mail is a modular letter builder designed for maximum flexibility. With Molar Mail, you can drag and drop text sections, add stock text, and even use AI to rewrite specific parts. Here’s how it works:

• Modular Sections: You can create a template by dragging and dropping various text components to build a letter. This allows for full customization of the content and format, letting you personalize each letter to fit your practice style.
• Example-Based Customization: To set up a Molar Mail template, provide DigitalTCO with an example note and the type of letter you’d usually create for a patient. For instance, if Mrs. Smith has a specific letter style, you can set up a Molar Mail template that replicates this style. Going forward, you can input similar notes for new patients (e.g., Mr. Douglas), and Molar Mail will create a comparable letter that maintains consistency.

The concept is straightforward: once you define a template with a sample note and letter, Molar Mail replicates that format for similar cases.

If you'd like guidance on setting up Molar Mail, check the video tutorial available in Knowledge Vault. Alternatively, reach out to our support team with a sample letter format you’d like, and we’ll help you build a custom Molar Mail template.

Conclusion

DigitalTCO’s suite of patient letters streamlines the letter creation process, giving you flexibility across a variety of documentation needs. Whether you’re using automatically generated letters, dictating through Cariespondence, or crafting modular letters with Molar Mail, each tool helps reduce repetitive work and ensures consistency in your communications.

For additional questions or to set up personalized templates, please contact our support team. We're here to assist you with any customization needs.