Clinical correspondence, just like clinical work, doesn't have a one-size-fits-all standard. There's the email to a parent confirming next steps, the reply to a support coordinator, the update for a GP and the referral letter that's been sitting on your to-do list since Tuesday. Each one needs the right tone, the right details and no typos. And it's because of these tiny, but consequential variations, that each one takes longer than it should.

Most practitioners handle this in one of two ways. They write everything from scratch, or they keep a folder of old letters and edit them by hand, hoping they've caught every name and date from the last client.

splose AI takes a different approach. The AI email assistant and Letters AI are built into splose, so you can draft, check and polish your correspondence in the same place you manage your clients. Let's look at how that works in practice.

The email assistant at your fingertips

splose AI’s email assistant helps with the three parts of writing an email that take the most time: getting started, nailing the tone right and ensuring you’ve covered the relevant clinical information. 

Get your first draft written on cue

With splose AI, you can now spend less time writing emails from scratch. Simply give splose AI a short summary of what the email needs to do, and it’ll generate a draft from your prompt. Here’s what a prompt might look like:

"Let the client know their Thursday appointment has moved to 2pm with a different practitioner. Apologise for the change and ask them to confirm."

Or for something more involved:

"Reply to the support coordinator confirming we've received the updated plan, and let them know we'll send a progress report by the end of the month."

You get a complete draft in seconds. Review it, adjust anything that needs a personal touch, and tap send.

Check your tone before you hit send

The same message reads differently to a GP, a worried parent and a medical insurance advisor.  The email assistant can scan your draft and suggest how to make it more professional, friendly or comprehensive, depending on who's receiving it.

That's useful when you're writing something sensitive, like following up on an unpaid invoice, explaining a change to a treatment plan or replying to a complaint. You can get the tone right before the email leaves your outbox.

Ensure your grammar is precise 

splose AI ensures you spend less time proofing and can send emails faster, with more confidence. splose AI can identify errors and suggest ways to improve your email's overall clarity and readability. It won't change what you're saying, but it will help you say it more clearly. That matters when your emails represent your clinic.

Design and personalise letters effortlessly

Letters are where documentation time really adds up. Referral letters, GP updates, reports for funding bodies and discharge summaries all need to be accurate, professional and specific to the client. They also tend to follow the same structure every time. splose AI handles both sides of that: the client-specific detail and the consistent structure.

Letters AI: grounded in what you've already documented

Letters AI generates polished, contextually relevant letters from the progress notes and client details already in splose.

Because it draws on your clinical records, you don't need to re-enter the client's history, presenting concern or treatment progress. Instead of being a generic template with gaps for you to fill, the letter now reflects exactly what you've documented, 

Custom AI prompts keep your team consistent

Different letters need different instructions. With custom AI prompts, you can set up a prompt for each type of letter your clinic sends, then reuse it every time. For instance, a GP update prompt might look like this:

"Write a letter to the client's GP summarising their presenting concern, treatment so far and progress against goals, using the last 3 progress notes. Formal tone. Australian English. Keep it to one page."

Or for a discharge summary, you could say:

"Summarise the client's episode of care, including initial goals, outcomes achieved and recommendations for ongoing management. Refer to the client by full name. Use headings for each section."

Write the prompt once and every practitioner in your clinic can use it. That means faster letters and a consistent standard, no matter who wrote them.

Tips for better emails and letters

Lead with the purpose. For emails, the first line of your prompt should say what the email needs to achieve, such as confirming, rescheduling, following up or declining. The clearer the goal, the better the draft.

Name the recipient. A letter to a GP and a letter to a parent shouldn't sound the same. Tell splose AI who it's writing for and it will adjust the language to suit.

Be specific about history. "Use the client's notes" could mean years of records. For letters, tell AI how far back to look, for example "Use progress notes from the last 3 months."

Build your rules into custom prompts. If your clinic always uses Australian English, a particular sign-off or a set structure, put it in the prompt. You won't have to repeat it, and every letter will come out the same way.

What splose AI can't do

splose AI is designed to speed up your writing, not to replace your judgement. Everything it produces is a draft. If your progress notes are brief or missing key details, Letters AI will not know that. Letters AI only works with what’s presented to it in the progress note. This means if it needs to add more context, it may fill gaps with assumptions that sound right but aren't accurate. That's why we always recommend reading every email and letter before it goes out. Check names, dates and clinical details in particular. It's your name on the signature.

Getting started is easy

Email assistant: Getting started with splose’s email assistant is really easy. Start by going to Workspace Settings → splose AI → Preferences → enable splose AI email assistant. 

Once activated, splose AI is able to completely write emails for practitioners by summarising the progress note. All you have to do is tap the ‘summarise session’ button inside the progress note.  This will:

• Highlight the appointment details
• Summarise the session
• detail the particulars of the next appointment 

Letters AI: Start by selecting the Clients tab in the navigation bar → Select the client you would like to send a letter to → Select the Letters tab → Click + New Letter → Click the splose AI icon next to the Create letter button → Enter a prompt, or select a saved prompt set up in your splose AI settings → Press Enter or click the Send icon → Review the draft and make any edits → Insert the letter into the editor by pressing Add to Note.

Start with the email or letter you write most often, and build from there.