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, AI is 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 AI Letter Merge Fields and 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

 Using Pre-Designed AI Letter Templates for Quick Setup

    

How to Create AI Letter Merge Fields and AI Prompt in Gensolve

Note: The example below shows how an AI Prompt inserts information under customized AI Letter Tags.  Unlike standard Letter Merge Fields, 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 Letter Tag is placed in your Letter Template.

This is an example of an 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 Letter Prompts
3. Click on New AI Prompt
4. Enter a Prompt Name
5. Enter a Description. This is for reference purposes only
6. Go to the Main Prompt tab and enter the instructions to the AI on how the information should be interpreted. This ensures that the AI’s response is tailored to your needs, whether for an initial consultation, documenting follow-up visits, or preparing a referral letter for a specific diagnostic. For example:
   Using New Zealand spelling
   Based on the provided information, create a referral letter.
   Structure the letter into sections
   
   Use the following:
   
   
   
   
7. Go to Merge Fields tab >> Click on New Merge Field
8. Enter Merge Field Name. This is the name used to identify the merge field.
   Note: When creating merge fields, please keep the following in mind:
   - Start the merge field name with “AI” to make it easy to identify as a custom field.
   - Avoid leaving spaces between words.
9. Enter in the Merge Field Prompt the instructions to the AI on how the information should be interpreted. This ensures that the AI’s response is tailored to your needs, whether for an initial consultation, documenting follow-up visits, or writing a referral letter for another specialist. For example, if you want the AI to interpret the information as a referral , you can guide it with a prompt such as: Write a formal salutation to the receiving specialist, including the patient’s name, date of birth, and the purpose of referral.
   
   
   
10. Add as many Custom Merge Fields as you need , then click on Save
    Note: Add the merge fields in the same order you will need them in the Word document.
    
    
    Alternatively, you can build the merge template in the traditional way by creating AI letter merge fields with the << >> format, as follows:
    

You can create your own AI Letter Merge Fields by entering a heading within <<>> in the Prompt Text. Then, in the next line, specify what the tag should retrieve. .
Note: AI Letter Merge Fields work by allowing you to create custom merge fields. You must enter the heading in this format: <<AIMergeFieldName>>. 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 merge field 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 Merge Fields, the AI Model will search the client’s exam data in GPM and provide the data to be filled:

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

As shown, the AI Prompt guides the AI Model to merge information from the sections and AI Letter Merge Fields 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 Letter Merge Fields, 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.

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 Template Merge Fields in combination with AI Letter Merge Fields. The below example shows an existing Letter Template > Type: Condition Exam where the body is being updated with the AI Letter Tags previously created.  Whilst the below shows how to create new AI Letter Merge Fields in a Word document.

3. To embed your newly created AI Letter Merge Fields, hit Ctrl + F9 for the {} to appear as seen in the screenshot below.

4. Right Click on the {} field >> Click Edit Field

 

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

6. Underneath the Category select Field Names to be Mail Merge.

7. Enter the same Merge Field Name previously created in the Field Name box , for instance : AIOpening>> Click OK.

8. The AI Letter Merge Field will now be updated on the document, and will appear as any other Letter Template Merge Field.  We recommend using the prefix AI in front of the name of your AI Letter tag, so that it is differentiated from standard Letter TemplateTags/ Merge Fields.  For example <<AIOpening>>

9. Continue to add any AI Letter Merge Field.
    

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 ) >> Click Upload a New Template
2. Enter Template Name >> In the Default AI Prompt, select the prompt previously created via Front Office.
3. Enter the Template Name.
4. Select the Default AI Prompt >> In this example we will choose the AI Prompt we created above.
5. Click Save

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

7. 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 AI Letter 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 ).
3. As this is a Condition Exam Template Type >> Select the relevant Condition Exam >> Click on Create the Letter With AI (we recommend keeping the Preview AI? box ticked.

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

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

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

Client Type

Condition Type

Condition Exam Type

Contract Type

Contract Exam Type

 

Using Pre-Designed AI Letter Templates for Quick Setup

To make AI letter creation even easier for you, we have designed ready-to-use letter template. These templates help you quickly generate letters for Condition Exams, Conditions, or Clients. Follow these simple steps to use pre-designed templates:

1. Go to Front Office >> Click on AI Prompts >> Click on New AI Prompt
2. Enter the Prompt Name and enter the following text:
   
   

   You will use New Zealand spelling Based on the provided information, create sections for a progress letter. Each section needs a heading so it can be parsed, using the following: <<AIIntroduction>> Write a letter mention hope the client is doing well and we wanted to provide you with important information regarding the client's medical notes <<AIDiagnosis>> Extract and summarize the primary diagnosis from the medical notes, ensuring clarity and relevance to physiotherapy treatment. <<AICurrentSymptoms>> Provide a summary of the client’s current symptoms, including pain levels, mobility restrictions, and functional limitations affecting daily activities. <<AICurrentHistory>> List the history details, including the onset of symptoms, previous treatments, and any relevant medical conditions impacting rehabilitation. <<AISeverity>> Describe the severity of the condition and its impact on the client’s mobility, function, and daily life, depending on the classification: Low, Moderate, or High. <<AIIrritability>> Add Irritability from the Medical Notes <<AIAggravatingFactor>> Identify movements, positions, or activities that exacerbate the client’s symptoms based on the medical notes. <<AIEasingFactors>> List the measures or treatments that alleviate symptoms, including rest, specific exercises, or pain relief methods. <<AITreatment>> Summarize past and current physiotherapy treatments. Suggest additional therapeutic approaches, exercises, or modalities that may benefit the client based on their condition. <<AIPlan>> Include the current treatment plan from the medical notes and propose four additional strategies to enhance rehabilitation and recovery. <<AIGoals>> In this section add in the paitent goals as the plan. If there are no goals dont include this section. Where applicable in the note please create a detailed list of the goals specifing the dates will start and what is the expected result at the end  <<AISignOff>> Close with a professional sign-off, encouraging further discussion and collaboration for optimal patient care.

3. Go to Administration >> Letter Templates >> Click on Upload a New Template
4. Select previous prompt created >> Click on Save
   
5. Upload the following file AI-Letter Template for Condition Exam.docx
   
6. Now you are ready to use letter templates, simply select a Client >> Click on Letters >> Select Condition Exam >> Click on Create the letter with AI
   

7. The AI will generate the text to be entered in the word document >> Click on Regenerate AI Response if you prefer a different response >> Click on Apply
   
   The word document is filled
   

Use the following prompts and upload the attached documents in Letter Templates to generate letters for Clients, Conditions, Condition Exams, Contract Exams.

	Prompt Text	AI Templated to Upload
Client (Example for a Welcome Letter for a Client)	You will use New Zealand spelling. You will write the letter as a professional Physiotherapist. Do not use any markdown formatting anywhere Each section needs a heading so it can be parsed, using the following: <<AIWelcome>> Please create a letter saying we are excited to have you onboard  <<AIIntroduction>> Mention our physiotherapists are well-trained and support you on your journey to recovery. <<AIVisit>> Mention During your first visit, we will check your condition, discuss your goals, and create a treatment plan, tell the client to not hesitate to reach out if there are any questions.  <<AIEndingNote>> Mention we look forward to working with you and helping you achieve a healthier, pain-free life. Wishing you a smooth and speedy recovery! <<AISignOff>> Best regards	AI-Letter Client.docx
Condition (Example of a Letter for Condition Discharged)	You will use New Zealand spelling. You will write the letter as a professional Physiotherapist. It must be Professional Address a letter the Clients GP include the current date Provide the following client details: Full Name, Date of Birth and Current Injury. Based on the provided information, create sections for a letter.  Each section needs a heading so it can be parsed, Do not use any markdown formatting anywhere,using the following: <<AIPatientDetails>> Provide on seperate lines, Full Name of Client, Date of Birth, brief description of the Clients Injury;  insert the name of the data before listing the data in this section <<AIThankGP>> Thank the GP for referring the client and list the first appointment they had with the practice for this condition. Advise the GP that a program of Physiotherapy has now been completed <<AIObjective>> List the Key discharge findings <<AIPercentageRecovery>> Advise to what percentage the clients condition has been improved using a percentage <<AIReturnToWork>> Advise if the client has returned to Work and or Sport Activities <<AISignOff>> You will signoff the letter for the clinician and thanks the referring GP once more for the referral	AI-Letter Template for Condition Discharge.docx
Contract Exam (Example to Ask for Professional Consultation for a Surgeon)	You will use New Zealand spelling. You will write the letter as a professional Physiotherapist. Each section needs a heading so it can be parsed, Do not use any markdown formatting anywhere,using the following: <<AIConditionOverview>> Provide the condition or injury being assessed for surgical intervention, including the symptoms experienced by the patient. Additionally, detail any previous conservative treatments from Medical Notes that have been attempted and clarify that these have not provided sufficient relief. <<AIAnalysis>> Provide a summary of the Analysis from Medical Notes <<AISurgicalOpinion>> Include the sentence: "Please provide your opinion whether surgery is a recommended course of action. Additionally, and specify any further diagnostic tests that should be conducted before a surgical consultation to ensure a comprehensive evaluation" <<AISignOff>> Best regards	AI-Letter Template for Contract Exam for Surgeon.docx