Overview

Creating a letterhead template in Core Practice allows you to standardise your clinic’s documents, such as referrals and patient communications.

This guide will walk you through creating and assigning a letterhead template

Create a new letterhead template

1. Click the cog icon, and go to Templates
   
   
    
2. On the right-hand side, click Create Templates
   
   
    
3. Enter the template details
   • Template name – Give your template a clear and recognisable name
   • Type – Select Letterhead
   • Group – This can be left black (this field is only used for Smart Letters)
   • Description – Add a short description if needed (optional)
     
     

Design your template

1. Under Template Designer, click Add Content to start building your letterhead template
   
   
    
2. Use the available design tools to structure your template (e.g. headings, text, spacing, and layout)

For a full review of the Template Designer tools and how they work, refer to this article:
How to design a new Letter template – Core Practice

Using tokens in your template

Within the Template Designer, you will see a list of tokens that can be used when creating your letterhead.

What are Tokens?

Tokens are dynamic placeholders that automatically pull information from the system into your template. This means you don’t need to manually enter details each time the template is used.

For letterhead templates, we’ll most commonly use tokens from the Provider category.

• Use the Practice Logo token to display your clinic’s logo

• Add other provider details as needed (e.g. name, contact details)
  
  

  Provider Tokens

  Provider tokens are used to automatically display provider and clinic-related information in your letterhead. These tokens pull details from the provider profile and location settings in Core Practice.

  Below are the available tokens and how they are typically used:

  • Provider Title – displays the provider’s title.
  • Provider First Name – displays the provider’s first name.
  • Provider Last Name – displays the provider’s last name.
  • Provider Number - displays the provider’s number.
  • Provider GTS Number - displays the provider’s GTS number.
  • Location Details – displays the name of the clinic or practice location.
  • Location Address – displays the fill address of the location.
  • Location Suburb – displays the suburb of the clinic.
  • Location State - displays the state.
  • Location Postcode – displays the postcode.
  • Location Contact – displays the clinic’s contact number.
  • Location Review URL – displays the link for patient reviews.
  • Location Logo – displays the logo assigned toto the specific location.
  • Practice logo – displays the main practice logo.

Best practice when adding tokens

When adding tokens, keep in mind that content is placed from left to right in the order it is added.

For example:

• Add Provider Last Name first
• Then add Provider First Name

This ensured the name displays correctly as First Name Last Name

Also, remember to add a space between tokens where needed.

Tokens do not automatically include spacing, so without adding a space, values may appear joined together.

This is how your letterhead will appear once tokens have been added.

Complete the template

Once you have added all the required information to your letterhead, click Complete Template

Assign the letterhead to a provider

After creating the template, you will need to assign it to a provider:

1. Go to Location > Provider
   
   
    
2. Select the provider you want to assign the letterhead to
3. Under Letterhead, choose the template you created
4. Click Save Changes
   
   

Example

Below is an example of how a completed template may look once created:




If you have any questions, please click the yellow Help button at the bottom left and chat to us. We are more than happy to help!