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Sending Letters to Referrers

Learn how to send a letter to a referrer from a client’s profile in Zanda.

This article will show you how to send a letter to a referrer from a client’s profile.

In this article: 

Before we begin, please make sure to:

✅ Create a referrer profile.

✅ Ensure the referrer profile has a valid email address.

✅ The referrer is entered into the client’s profile on the Referrals page and is set as Default.

Our article here explains how to accomplish the above tasks: Adding/Editing Referrers and Referrals

Generating the Letter from a Letter Template

1. Go to the client’s profile and navigate to  Communication → New Letter.

2. Select the  Related Appointment, if applicable. 

3. Next, choose the Template you want to send the referral to.

❇️ You’ll see the letter appear in the text editor, ready for sending.

  • Feel free to edit the text or add any extra information. 

  • Use BizzyAI: Write to help you draft and edit the letter byusing preset prompts or typying in your own instructions. 

 

Sending the Letter

After drafting your letter, you can send it as a PDF via email. Here’s how:

1. Click the  Send as Attachment button on the bottom-right corner.

 

2. Read the prompt that appears, and click  YES to continue. 

3. ❗In the ‘ To:’ drop down menu, choose the referrer to whom you want to send the email. 

4. Use the ‘ CC:’ field to select the client or a client’s contact. Doing so will send the letter to them in addition to the referrer.

 

  • When you send the letter as attachment, you will be able to select a custom email template created and saved in Tools Communication > Templates.
  • If you do not select a custom email template, the system will use a default template for sending attachments.
  • The 'From' email address in the default email template is populated from the User Menu > Account Settings > Communication > Communication Options page, the 'Business Email Address' field.
  • If no email address is entered there, the system will use the email address saved in User Menu > Account Settings > Practice > Business Info.

Hint

  • Before you send the email, you will be able to add more attachments to it, if necessary. You can use the text editor feature to upload a file from your previous uploads folder, or directly from your device. 
  • If you need to add a client file from their profile > Records > Files or Admin > Admin Files, you will need to download it to your device first, and then upload to the email with an attached letter. 

6. Send the email.

    💡Important

    If you do not see the Send Email button, this means that your display is set to scale larger than 100%. To resolve: 

    •  Zoom out on the browser screen to 100% for the immediate fix.
    • On a Windows device, set up the Display Scaling and Layout to 100% by default, for the permanent fix:
      • Open device Settings > System > Display
      • Select the Scale and Layout to be 100% (Recommended)
    • On a macOS device,
      • go to the  Apple Menu > System Preferences > Displays
      • change the scaling to be smaller (more space)

    7. Now go to the referrer’s profile (use the search bar to quickly find the referrer) and navigate to  Communication > Activity.

    • Here, you’ll see the letter + email.
    • If it is in ‘ Sent’ status, it means the email and the attached letter successfully went through to your referrer's inbox.