Letters

Overview

With the letters feature in Flux, you quickly turn a consultation, an item from the medical feed, or an entire treatment episode into a professionally formatted letter. You can then send the letter as a PDF or directly via ZorgMail to external parties such as GPs, specialists, insurers, or legal authorities. Letter templates are reusable templates with fixed formatting and merge fields that Flux fills in automatically with the correct patient, practitioner, and treatment details. This saves you time and keeps your communication consistent.

Setting up letter templates

Go to Settings → Letters by clicking the gear icon in the left-hand menu and, under Care, choosing Letters.

Users with the Owner role can add, edit, and delete letter templates. Other roles (such as Practitioner) can use the templates to create letters, but cannot manage them.

On the overview page you see all existing templates in a table, showing each template's name and category. If a warning icon appears next to a template, the template contains merge fields that don't match the selected category — edit the template to resolve this.

The difference between letter templates

When you create a template, you first choose a category. The category determines what the letter is based on, which merge fields you can insert, and where in Flux you can create the letter later.

Treatment episode

A letter about a complete referral or treatment episode. Use this category for referral, screening, intake, or evaluation letters that concern the episode as a whole, for example. Among other things, you can insert fields for the patient, the practitioner, the referral, the intake, the evaluation, and the screening.

Medical feed item

A letter based on one specific item from the medical feed. If you choose this category, you indicate which type of feed item it concerns:

• Medical feed item — any feed item
• Consultation
• Consultation SOAP
• Evaluation

This choice determines which content is available as a merge field (for example, the SOAP fields belong to Consultation SOAP).

Note: letters of the default letter type (DT) are not set as a category, but assigned separately — see Setting up a default letter (DT).

Adding a letter template

To add a template:

• Click + Add letter in the top right.
• Choose the Template category (required): Treatment episode or Medical feed item.
• For Medical feed item, additionally choose which type of item it concerns.
• Fill in the Name *.
• Compose the content in the text editor and insert the desired merge fields using the buttons.
• Click Save.

The template is now created and immediately available for creating letters.

Note: fields marked with an asterisk (*) are required.

Using merge fields

In the text editor, you add merge fields with a single click. These are placeholders that Flux fills in automatically when you create a letter — think of the patient's name and date of birth, the GP, the lead practitioner, referral details, or the content of a consultation.

Which fields are available depends on the selected category. Fields that don't match the category are not filled in; if a template contains such fields, you'll see a warning.

Editing a letter template

You can edit a template at any time by selecting it in the overview. On the detail page, you change the content in the text editor. Changes take effect immediately and apply to all letters you create with this template afterwards.

Deleting a letter template

You delete a template by selecting it and clicking the trash icon. A confirmation appears with which you permanently delete the template. Deletion cannot be undone, but you can always recreate a template.

Setting up a default letter (DT)

For DT letters (Direct Access), Flux uses a fixed default template. In Settings → Letters you choose, under Default letter, which template is used for this. Whenever a DT letter is created somewhere in Flux, this template is used automatically.

Creating and sending a letter

You create an actual letter based on a template, from within the patient. You can do this in several places:

• From a consultation or feed item — open the item in the medical feed, click the action menu, and choose New letter. Then select the desired template.
• From the medical summary of a referral — choose a template there to compose a summary letter.
• From Letters in the patient overview — click + Add letter and choose a template and the associated context (referral and, if needed, the specific consultation, intake, evaluation, or screening).
• Blank letter — start with an empty template when you want to compose a letter independent of an existing template.

After your choice, the letter editor opens with the merge fields already filled in. You can further edit the text here and insert additional fields if desired.

When the letter is ready, you can:

• save the letter as draft or as final;
• download the letter as a PDF;
• send the letter via ZorgMail.