Gensolve Practice Manager has integrated with AI (Artificial Intelligence).  This document provides information on how to create AI Letter Templates.  

Note: The Gensolve Support Team is unable to create AI Prompts or create AI Letter Templates.  As a result some general  examples are provided.  

Note: AI Letter Templates have not been designed to replace your existing Letter Templates. The existing Letter Template functionality remains in place, and has NOT been altered.  Where exact and specific data needs to be loaded into a letter or form, it is recommended that the existing Letter Templates continue to be used for their specific function.  However they provide a great resource when creating Letters based on Clinical Notes.

Prerequisites

Your Device meets the basic recommended system requirements

You have requested that the AI functionality be turned on by the Gensolve Support Team via the Support Desk

You have read the Introduction to AI and System Requirements document.

You have read the How to Write Effective AI Prompts document.

Contents

This subject covers the following topics:

 How to Create an AI Prompt in Gensolve

 How to Create the AI Letter Template

 How to Link the Letter Template to the AI Prompt

 Using an AI Letter Template to create a Letter for a Client

    

How to Create AI Letter Tags and AI Prompt in Gensolve

Note: The example below shows how a AI Prompt inserts information under customized AI Letter Tags.  Unlike standard Letter Tags, the AI Letter Tags are new tags that can be customised to your needs and the AI Model if instructed will place that relevant information where that AI Tag is placed in your Letter Template.

This is an example of a AI Prompt for a Condition Exam Letter type:

  1. Ensure you have read How to Write Effective AI Prompts
  2. Go to Front Office >> AI Prompts
  3. Click >> New AI Prompt
  4. Enter a Prompt Name
  5. Enter a Description. This is for reference purposes only
  6. Begin by entering what you would like to include in the Prompt Text window. For example: "Use New Zealand spelling. Based on the provided information, create sections for the letter..."
  7. You can create your own AI Letter Tags by entering a heading within <<>> in the Prompt Text .
    Note: AI Letter Tags work by allowing you to create custom tags. You must enter the heading in this format: <<AITagName>>. Then, specify what information you want the tag to include. For example, if you want to create a letter template for a Condition Exam Letter and fill it with the client’s problem from medical notes, enter <<AIProblem>> in the Prompt Text. Then describe what the tag should retrieve, such as: "Describe the current problem that the patient has."

    Now every time an AI letter is generated for a Condition Exam and the AI prompt uses that AI tag, the AI Model will search the client’s exam data in GPM and provider you the data to be filled:

    Finally, the Word document will be populated with data extracted from the Condition Exam.

  8. As shown, the AI Prompt guides the AI Model to merge information from the sections and AI Tags into the final text output. Be sure to define the structure and content clearly in the prompt text. The below example does this by naming the AI Tags, such as: <<AIProblem>>, <<AIReason>>, <<AIGoals>>, <<AIExercise>>, <<AISignoff>>.  Note: The first part of the below prompt text tells the AI Model to use sections and headings to Parse (merge) the information to the text the AI Model outputs. You must instruct the AI Model to do this.

  9. Once completed, click >> Save

  1. The AI Prompt will now be shown in the list of active AI Prompts.

 

How to Create the AI Letter Template

  1. Open Microsoft Word

  2. Start creating the template as you would any other Letter Template in GPM. For more information see How to Create a Letter Template or How to Edit a Letter Template.

Note: You can use existing Letter Tags in combination with AI Letter Tags.  The below example shows an existing Letter Template where the body is being updated with the AI Letter Tags created in step 8.  Whilst the below shows how to create new AI Tags, you can also Copy existing tags and use the below method to change the name to your new AI Tag.

 

  1. To embed your newly created AI Letter Tags, Insert the name of the AI Tag where you wish to have it appear >> Hit Ctrl +F9

 

  1. Right Click on the field >> Click Edit Field

 

  1. In the Field pop-up window change the Category to Mail Merge.

  2. Change the Field Name to AIProblem (from our example in the previous section) >> Click OK.

 

 

  1. The AI Tag field will now be updated on the document, and will appear as any other Letter Template Tag.  We recommend using the prefix AI infront of the name of your AI Letter tag, so that it is differentiated from standard Letter Tags.  For example <<AIProblem>>

 

  1. Continue to add any AI Tags.  You can also copy an existing field on the document using Ctrl+C and Ctrl+V >> Then Right Click on the field >> Select Edit Field >> Rename the Field Name to the additional AI Tag as a quicker method of inserting extra AI Tags:

 

  1. Once you have completed formatting your Letter Template  >> Click File and Save the document. Below is our finalised Letter Template with all the AI Tags we created in our AI Prompt.

 

 

How to Link the Letter Template to the AI Prompt

  1. Go to Administration >> Letter Templates >> Select the Template Type (In the example we will use a Condition Exam).
  2. Click Upload a New Template >> The Maintain Letter Template window will appear.

  1. Enter the Template Name.

  2. Select the Default AI Prompt >> In this example we will choose the AI Prompt we created above.

  3. The AI Prompt will display in the window >> Click Save

  1. The Upload a Letter Template window will open >> Select your previously saved Letter Template >> Click Open

  1. The AI Letter Template will now appear in the Letter Templates window.

 

Using an AI Letter Template to create a Letter for a Client

Note: The below example uses a Condition Exam for a Client and uses the example of  the Telehealth Summary template created above.

  1. With the Client selected click on Letter .  Note: you can also click on Letter inside the Clinical Notes.
  2. Select the Template Type and the Template to Use (In our above example this is Condition Exam and Telehealth Summary).
  3. As this is a Condition Exam Template Type >> Select the relevant Condition Exam.

  4. Click on Create the Letter With AI (we recommend keeping the Preview AI? box ticked.

 

  1. The Create AI Content window will open >> Click Apply

  1. The Letter will be generated >> make any changes >> Save the document >> The Letter will be saved against the Clients Letters & Uploads.

  1. AI Letter Templates can be created for the following Letter Types:

Client Type

Condition Type

Condition Exam Type

Contract Type

Contract Exam Type

 

Updated:29-Nov-24

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