Step 3: Editing and creating letter and email templates

You will start with 13 default templates, so before you get started with using Medical Tracker, we suggest looking through each template and making sure that each one ties in with the way you communicate with parents in your school.

We use merge fields to pull through the information from each record. Your staff members can simply select the template they want to use and it will populate with the relevant data and they can send or print the required template.

Example:

Template within the 'Settings' area	Pre-populated template after an incident has been recorded

How it works:
Templates are organised by the type of notification and will only appear when the associated type of incident is recorded. By default, the following templates will be within your account:

Injury:
Illness:
Bumps and scrapes:
Intimate care:
Mental health:
Medication use:
Medication expiry:
Medical conditions:

How to edit templates:

Select the type of template you want to edit and click on the relevant template. In this example, we are editing 'Injury: General Minor (student stayed in school)':

The template name will appear in the drop-down when staff choose which template to use. This name should identify instantly what the template should be used for.

The subject line will identify to the parent/carer what the notification relates to. If your template is for a head injury, we recommend making this as clear as possible in the subject line.

We use merge fields to allow for the information entered by staff members to be auto-populated in templates. The dynamic fields are bookended by # and $.

For example, #injured_area$ would be populated with 'Right knee'.

A list of merge fields can be chosen from in the drop-down which allows each school to choose what information to include in each template.

Once you are happy with the template click Save

To create a new template, please view this guide.

Once you are happy with your templates, move on to Step 4