Automatically add a patient's pronouns to letters, reminders, and confirmation emails

You can now automatically add a patient’s pronouns to letters, confirmation emails, and appointment reminders! This is a totally optional feature, but it should help if you want to ensure that outgoing communications mention they/she/he/etc.

If you don’t want to include pronouns in your letters or confirmations/reminders, there’s no need to do anything. If you do want to, read on for how to set it up!

To get started, you’ll want to edit the templates used. For this example, we’re going to be working with a letter template.

You can either create a brand new template or work with an existing one, but what you’ll want to do first is look for the PATIENT (or CLIENT, if you have changed the verbiage in your account) menu in the template’s settings:

When you select that, you’ll notice that there’s a dedicated pronoun section:

This is where you’ll select the pronoun placeholders. Note that the template defaults to “them” pronouns, but what shows up in the patient’s letters will be dependent on what you’ve set up in their details.

When you select a pronoun placeholder, it will show up in brackets in the letter template:

It’s a little hard to read because of the brackets, but that’s okay. Your letters won’t look like this!

Save your changes. Now, it’s onto the actual “writing the letter” bit!


Once you’ve added the pronoun placeholders to your letter templates, you can write your letters. :writing_hand: In the example below, the patient has “she/her” pronouns recorded. You can see that the letter includes these pronouns, but you can also see that there’s a disclaimer at the top, letting you know that the template contains pronoun placeholders and might require further editing in case something looks off:

Once you’ve confirmed that everything looks good, you can save the letter and send it off! Here’s an example of what a PDF letter with pronoun placeholders would look like:

:point_up:Note: It’s okay if some of your patients don’t have pronouns set. The placeholders will use a default “they/them” pronoun if this is the case. You can also edit the letter before sending it off, so even if you have placeholders set up, you can still modify how the final letter looks!

As always, if you have any questions, our support team is here to help!

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