Use Outlook's AI to Draft Patient and Physician Emails Faster

What This Does

Microsoft Outlook's built-in Copilot AI helps you draft patient emails, physician communication, and insurance correspondence faster, directly in the email tool your clinic likely already uses.

Before You Start

• You use Microsoft Outlook for email (clinic or personal Microsoft 365 account)
• You have a Microsoft 365 subscription (Copilot features require M365; basic smart-reply features are available in most Outlook versions)
• You have an email to compose or reply to

Steps

1. Find the AI drafting feature

Open Outlook. When composing a new email or replying, look for the Copilot icon in the toolbar above the message body. Clicking it offers Draft (labeled Draft with Copilot in classic Outlook and Outlook for Mac). If you don't see it, ask your IT admin whether Copilot is enabled for your account.

2. Choose Draft for a new email

For new outbound emails (like physician updates or patient follow-ups), click the Copilot icon in the compose toolbar and choose Draft. A text box appears asking what you'd like to write.

3. Describe the email you need

Type a plain-language description of what you want to send:

For a physician update: "Email to Dr. Chen, orthopedic surgeon. Update on knee replacement patient, 6 weeks post-op, progressing well. 110° flexion, walking without limp, on track for discharge in 3 weeks."

For a patient email: "Email to a patient with rotator cuff repair explaining they should avoid overhead reaching until their next PT appointment and what to do if they have pain spike."

4. Generate and review the draft

Select the Generate arrow. Outlook writes a complete email in professional format appropriate for the recipient type (clinical colleague vs. patient). Once the draft appears, a dropdown lets you adjust its length and tone (classic Outlook puts this behind an Adjust button). Review for:

• Accuracy of the clinical details you provided
• Appropriate tone (more formal for physician, clearer language for patient)
• De-identification if using a non-BAA account (use "patient" not their name in the Copilot prompt)

5. Send or edit

Make any needed edits directly in the email body, add the recipient, and send.

Real Example

Scenario: A patient emails asking if they can start walking on the treadmill at home after their ACL surgery rehab.

What you do: Click Reply → Copilot icon → Draft → type: "Patient with ACL reconstruction, 12 weeks post-op, asked about starting treadmill walking. They are cleared for walking program. Reply yes, start at 15 min at slow pace, no incline, increase 5 min per week, stop if swelling or sharp pain."

What you get: A warm, professional patient reply explaining the treadmill progression, precautions, and when to contact the clinic, all in under 2 minutes instead of typing it out yourself.

Tips

• Adjust tone after the draft is generated to match your communication style. Physician letters should be formal, patient emails can be warmer.
• For high-volume repetitive emails (appointment reminders, cancellation follow-ups, post-discharge check-ins), set up email templates using Copilot-drafted text, saves time on every similar email going forward.
• If your clinic uses a patient communication platform (SimplePractice, WebPT messaging, etc.) rather than direct email, use ChatGPT or Claude to draft the message text, then paste it into your patient portal.

Tool interfaces change, if Copilot features have moved, look for AI or Copilot options in the Outlook toolbar when composing a message.