Use Google Docs AI to Draft Prior Auth and Physician Letters

What This Does

Google Docs' built-in "Help me write" AI feature lets you draft prior authorization letters, physician communication letters, and patient education documents without leaving your Google Drive — keeping your documents organized while leveraging AI writing assistance.

Before You Start

• You have a Google account (personal or work)
• You're using Google Docs in a Chrome or Edge browser on a computer
• You have a blank or existing Google Doc open for the letter you're writing

Steps

1. Find the AI writing feature

Open a blank Google Doc (docs.google.com → New document). Look for the small pencil/sparkle icon near the bottom of the page or click "Insert" in the top menu and look for "Help me write." If you don't see it, check that your Google account has Workspace AI features enabled — it may need to be turned on in Google Workspace settings.

2. Click "Help me write"

When you click the sparkle/pencil icon, a small prompt box appears at the top of the document. This is where you'll describe the letter you need.

3. Describe the letter you need

Type a clear description of what you need. Be specific about the type of letter and the key clinical details:

For a prior auth: "Write a physical therapy prior authorization letter to Aetna requesting 12 visits for a 48-year-old with right shoulder rotator cuff tear, post-surgical rehab. Patient has limited ROM (flex 90°, ER 20°) and cannot perform overhead activities required for her job as a nurse."

For a physician letter: "Write a PT progress letter to an orthopedic surgeon updating on a knee replacement patient, 8 weeks post-op, currently at 105° flexion, 4/5 quad strength, on track for return-to-work goal in 4 more weeks."

4. Generate and review the draft

Click "Create" or press Enter. Google Docs generates a full letter draft directly into the document. Read through it completely — the AI uses professional letter format but may include placeholder details you need to replace.

5. Edit and personalize

Replace any placeholder clinic names, physician names, or patient details that need updating. Add your specific objective measurements where the AI used estimates. Adjust the medical necessity language if your specific diagnosis requires particular phrasing.

Real Example

Scenario: Your clinic receives a denial from UnitedHealthcare for a lumbar fusion post-op patient who needs 4 more weeks of PT. You need an appeal letter today.

What you type: "Write a PT insurance appeal letter for UnitedHealthcare denial. Patient is 6 weeks post-op lumbar fusion L4-L5. Current status: ambulates with cane, cannot climb stairs safely, flexion limited to 45°. Denied as 'not medically necessary.' I'm appealing that PT is still required to prevent fall risk and restore functional mobility for return-to-work as a warehouse supervisor."

What you get: A complete appeal letter with professional format, medical necessity argument, functional outcome framing, and appropriate clinical language — saved directly in your Google Drive, ready to print or send.

Tips

• Save a folder in Google Drive called "PT Letters Templates" — use the best AI-generated letters as starting templates for future similar cases.
• For HIPAA compliance: use de-identified language in Google Docs (replace patient names with initials or "Patient A") if using a personal Google account. For a work Google Workspace account, check your organization's HIPAA compliance setup.
• If the first draft doesn't capture the right clinical tone, click "Refine" (the re-do option) and add "Make the medical necessity language stronger" or "Use more clinical terminology."

Tool interfaces change — if "Help me write" has moved, look for similar AI/Duet AI options in the Insert menu or the floating toolbar.