Referral Letter Prompt Templates
AI prompt templates for medical referral letters. Communicate patient needs to specialists.
Overview
Referral letter prompts help you write clear, complete communications to specialists and other providers. A good referral letter gives the receiving provider what they need to prepare, prioritize, and care for your patient. It saves time, prevents duplicate testing, and improves patient outcomes.
Best Practices
1
Lead with the clinical question. What do you want the specialist to answer or do?
2
Include relevant history and test results, but don't dump the entire chart. Curate what matters
3
Be specific about urgency. 'Urgent' means different things to different people. Use timeframes
4
Note what you've already tried and why it didn't work
5
Include patient preferences and concerns when relevant to the referral
Prompt Templates
1. Specialist Referral Letter
Write a referral letter to [SPECIALIST TYPE] for [PATIENT DESCRIPTION]. Reason for referral: [CLINICAL QUESTION]. Relevant history: [PERTINENT MEDICAL HISTORY]. Current medications: [MED LIST]. Tests already done: [RESULTS SUMMARY]. What you've tried: [PREVIOUS TREATMENTS]. Urgency: [TIMEFRAME]. Specific request: [WHAT YOU WANT THEM TO DO].
SPECIALIST: gastroenterology, PATIENT: 45-year-old female, REASON: recurrent abdominal pain and anemia, HISTORY: 6 months of intermittent epigastric pain, worse after eating, microcytic anemia (Hgb 10.2), no family history of GI cancers, MEDS: omeprazole 20mg daily for 8 weeks (no improvement), iron supplements, TESTS: H. pylori negative, celiac panel negative, PREVIOUS TREATMENT: 8 weeks of PPI without relief, URGENCY: within 2-3 weeks, REQUEST: EGD to evaluate for peptic ulcer or other cause of symptoms and anemia
Dear Gastroenterology Colleague, I'm referring Ms. [Name], a 45-year-old woman, for evaluation of recurrent epigastric pain and unexplained microcytic anemia. I'd appreciate an EGD to identify the source. Clinical Question: What is causing her persistent epigastric pain and anemia despite PPI therapy? History of Present Illness: Six months of intermittent epigastric pain, worse after meals. No red flag symptoms (no weight loss, dysphagia, or vomiting). However, she has developed microcytic anemia (Hgb 10.2, MCV 74) over this period. Workup to Date: - H. pylori: Negative (stool antigen) - Celiac panel: Negative - CBC: Hgb 10.2, MCV 74, ferritin 12 - CMP: Normal Treatment Tried: Omeprazole 20mg daily for 8 weeks with no symptom improvement. Now on iron supplementation. Current Medications: - Omeprazole 20mg daily - Ferrous sulfate 325mg daily Relevant History: - No NSAIDs use - No family history of GI malignancy - No prior GI procedures Urgency: I'd like her seen within 2-3 weeks given the anemia and lack of response to empiric therapy. Please let me know your findings and recommendations. Happy to discuss. Thank you, [Your name]
When referring a patient to any specialist and you need to communicate the reason and relevant background
- •Start with the one-sentence reason for referral. Busy specialists skim
- •Include your contact info for follow-up questions
2. Urgent Referral Letter
Write an urgent referral for [PATIENT] to [SPECIALIST]. Emergency/urgent findings: [WHAT'S CONCERNING]. Why this can't wait: [TIME-SENSITIVE FACTORS]. Immediate needs: [WHAT PATIENT NEEDS NOW]. Include all critical clinical information: [KEY DATA]. Contact information for coordination: [HOW TO REACH YOU].
PATIENT: 68-year-old male, SPECIALIST: oncology, CONCERNING FINDINGS: CT scan shows 4cm lung mass with mediastinal lymphadenopathy, URGENT BECAUSE: high suspicion for malignancy, patient is anxious and functional status is good for treatment, KEY DATA: 40 pack-year smoking history, 15-pound weight loss over 3 months, persistent cough, CT report attached, CONTACT: office line and cell for urgent matters
URGENT REFERRAL Dear Oncology Colleague, I'm urgently referring Mr. [Name], a 68-year-old man with a new 4cm lung mass and mediastinal lymphadenopathy found on CT. Given the imaging findings and clinical picture, I'm concerned about lung malignancy and would like him seen this week if possible. Why This Is Urgent: - Imaging highly suspicious for lung cancer - Patient has good functional status and is a candidate for treatment - Significant anxiety; delays will affect his mental health and potentially his willingness to pursue treatment Clinical Picture: - 40 pack-year smoking history (quit 5 years ago) - 15-pound unintentional weight loss over 3 months - Persistent dry cough for 2 months - No hemoptysis, bone pain, or neurological symptoms Imaging (CT Chest with Contrast, [date]): - 4.2 cm spiculated mass in right upper lobe - Enlarged right hilar and subcarinal lymph nodes (largest 2.1 cm) - No pleural effusion - No liver or adrenal lesions on included cuts Other Labs: - CBC: Normal - CMP: Normal - No prior chest imaging for comparison What He Needs: - Expedited tissue diagnosis - Staging workup - Discussion of treatment options I've spoken with the patient. He understands the concern and is ready to move forward with whatever testing you recommend. Please Contact Me Directly: Office: 555-0123 Cell (urgent): 555-0456 Thank you for your prompt attention. [Your name]
When time-sensitive findings require rapid specialist evaluation
- •Put URGENT in the subject line and at the top of the letter
- •Call the specialist's office in addition to sending the letter
3. Second Opinion Request
Write a referral letter requesting a second opinion for [PATIENT] regarding [CONDITION/DECISION]. Current treatment plan: [WHAT'S BEEN RECOMMENDED]. Why seeking second opinion: [REASON - clinical uncertainty, patient request, complex case]. Relevant history and workup: [SUMMARY]. Specific questions for the consultant: [WHAT YOU WANT ADDRESSED].
PATIENT: 52-year-old female, CONDITION: newly diagnosed breast cancer, stage IIA, CURRENT PLAN: mastectomy vs. lumpectomy with radiation (surgeon recommended mastectomy), WHY SECOND OPINION: patient prefers breast conservation if oncologically safe, wants to understand options better, HISTORY: 2.3cm invasive ductal carcinoma, ER/PR positive, HER2 negative, no lymph node involvement on imaging, BRCA negative, QUESTIONS: is she a good candidate for lumpectomy with radiation? would outcomes be equivalent?
Dear Colleague, I'm referring Ms. [Name] for a second opinion regarding surgical options for her newly diagnosed breast cancer. She's been recommended mastectomy but would prefer breast conservation if oncologically appropriate. She's seeking your input before making her decision. Patient Background: 52-year-old woman, premenopausal, no significant medical history, BRCA1/2 negative. Cancer Details: - Invasive ductal carcinoma, right breast - Tumor size: 2.3 cm on MRI - Grade 2 - ER positive (90%), PR positive (70%), HER2 negative - No suspicious lymph nodes on imaging - Mammographically unifocal Workup Completed: - Diagnostic mammogram and ultrasound - Breast MRI - Core biopsy with receptor status - Genetic testing (negative) Current Recommendation: Her surgeon has recommended mastectomy, citing tumor size and patient's preference for avoiding radiation if possible. Patient's Perspective: After reflection, she's reconsidering. She wants to understand if lumpectomy with radiation would offer equivalent outcomes. She's willing to do radiation if it means preserving her breast. Questions for You: 1. Is she a reasonable candidate for breast-conserving surgery? 2. Would oncologic outcomes be equivalent to mastectomy in her case? 3. Are there factors that would make you recommend one approach over the other? She understands this is her decision and values having complete information. I've encouraged her to gather input before proceeding. Thank you for seeing her. [Your name]
When referring a patient for a second opinion, whether requested by you or the patient
- •Frame it as collaborative, not confrontational with the original provider
- •List specific questions so the consultant knows what to address
4. Care Coordination Letter
Write a letter to [PROVIDER TYPE] to coordinate care for [PATIENT] with [CONDITION]. What you're managing: [YOUR ROLE]. What they're managing: [THEIR ROLE]. Current status: [HOW PATIENT IS DOING]. Updates to share: [RECENT CHANGES]. Questions or concerns: [WHAT YOU NEED FROM THEM]. Proposed plan: [COORDINATION APPROACH].
PROVIDER: cardiologist, PATIENT: 70-year-old male, CONDITION: heart failure and Type 2 diabetes, YOUR ROLE: managing diabetes (PCP), THEIR ROLE: managing heart failure, STATUS: diabetes worsening (A1C 9.2%, up from 7.8%), UPDATES: considering adding SGLT2 inhibitor which has cardiac benefits, QUESTIONS: any concerns from cardiac standpoint? current diuretic regimen?, PLAN: would like to start empagliflozin given dual benefits
Dear Dr. [Cardiologist], I'm writing regarding our shared patient, Mr. [Name], to coordinate his diabetes and heart failure management. I'm considering a medication change that I wanted to run by you. Current Situation: Mr. [Name]'s diabetes control has worsened. His A1C has risen from 7.8% to 9.2% over the past 6 months despite adherence to metformin 1000mg twice daily. He reports no hypoglycemia. His heart failure has been stable from his reports. My Proposal: I'd like to add empagliflozin (Jardiance) 10mg daily. Given the CV benefits in heart failure patients, this seems like an opportunity to address both conditions. The SGLT2 inhibitors have shown mortality benefit in HFrEF, and he could use better glucose control. Questions for You: 1. Any concerns about adding empagliflozin given his cardiac status? 2. What's his current diuretic regimen? I want to make sure we don't over-diurese with the SGLT2 on board. 3. When did you last see him? Would it be helpful to coordinate our visits? Current Medications (my list): - Metformin 1000mg BID - Lisinopril 20mg daily - I believe he's on furosemide and carvedilol from your office Please let me know your thoughts. Happy to call if that's easier. Thank you, [Your name] [Contact info]
When coordinating care with other providers managing the same patient
- •Be specific about what you're asking. Vague letters get vague responses
- •Include your medication list and ask them to verify theirs
Common Mistakes to Avoid
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Not stating what you want. 'Please evaluate' is vague. 'Please perform EGD to evaluate source of anemia' is actionable
•
Including too much irrelevant history. The cardiologist doesn't need to know about the patient's tonsillectomy at age 8
•
Forgetting to indicate urgency. If you don't say it's urgent, it goes in the regular queue
Frequently Asked Questions
Referral letter prompts help you write clear, complete communications to specialists and other providers. A good referral letter gives the receiving provider what they need to prepare, prioritize, and care for your patient. It saves time, prevents duplicate testing, and improves patient outcomes.
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