As most of you know, I’m a big fan of establishing good communication with the other practitioners (GPs, psychologists, osteopaths, specialists etc.) also caring for my patients and what began as occasional letters that I found exasperatingly difficult & time consuming to write has become second nature.  That’s not to say every letter I write now hits the spot & evokes the desired response but I think I’ve got a pretty good run rate.  So I put together some tips that I thought might help you either get started or get SMARRRTer at it! :)

  • S – Service
  • M – Medical language & conventions
  • A – Accuracy
  • R – Reasonable
  • R – Rationale
  • R – Respectful
  • T – Time-conscious

Service

  • A summary of the most important medical aspects of the case is a great time saver for other health professionals & assists them in making better informed clinical decisions
  • Summarise key points of reference
    • e.g. Betty Smith (BMI 36kg/m2, Waist 92cm)
    • e.g. Depression (diagnosed 2010, Zoloft 100mg/d)
  • Pick out the salient features of the case
    • What are the absolute must-knows in the case?

Medical language & conventions

  • Only use medically accepted terms & diagnoses
    • e.g. avoid naturopathic speak such as dysbiosis, adrenal fatigue etc.
  • Quantify EVERYTHING relevant
    • e.g. weight loss/gain (7kg in 3mo), DASS scores, stool Bristol type & frequency
  • Include all units of measurement
    • e.g. 4.6 mmol/L, 129/84 mmHg
  • Summarise medical hx in table form for easy reference

Accuracy

  • Clarify which details you have first-hand Vs second hand – be careful not to be part of Chinese whispers
    • e.g. patient reports being diagnosed with lactose intolerance
  • When including patients’ own words – use quotation marks
    • e.g. patient reports feeling “dizzy & vague with brain fog most days”
  • Clarify if some things have been self-prescribed – otherwise the assumption will be that you gave/recommended it to them

Reasonable

  • Don’t use a scatter gun approach when suggesting investigations
  • Try not to ask for subsidised testing that the GP is simply unable to do under subsidy
    • e.g. Full thyroid function test can’t be subsidised without a prior diagnosis of thyroid disease or TSH outside of reference range…WEIRD BUT TRUE

Rationale

  • Present a brief, clear justification for any requests
    • e.g. Iron studies (vegetarian diet)
  • Include appropriate references when the justification is likely to be beyond expected knowledge
    • e.g. as a deficiency of this vitamin has Vitamin D – both 25 (OH)D & 1,25(OH)2 D, been implicated in a large number of autoimmune conditions assessment of both forms is recommended (Smieth et al.  Vitamin D in Autoimmunity. Am J Clin Nutr. 2013)

Respectful

  • Ask for their assistance/insight/review/guidance
    • Don’t forget – you want & need it!
    • Keep in mind also how the relationship your patient shares with this practitioner may be positively or negatively impacted by the respect & tone of your letter

Time-conscious

  • How far in advance should the GP receive your letter in order to give him/her adequate time to read & digest the content?
    • e.g. too close to consult – GP might understandably feel ambushed/rushed/unprepared
  • How much time does a GP or other professional have to spend with each patient?
  • In summary the less words the better –  look for ways to reduce your word count, cut to the chase and ideally get most letters down to 1 page

Happy writing :)