Create a Custom Letterhead [Coming Soon!]

With Healthie’s customizable letterhead feature, you can ensure that every charting note and fax you send reflects your brand’s professionalism and credibility. Whether you're a solo provider or part of a larger organization, custom letterheads help build trust with clients, payers, and referring providers—while keeping your documentation consistent and compliant.

Your Letterheads can be accessed within Settings > Brand. If you have not added your logo and other brand details, you can learn how to do so here.

This guide walks you through how to create and manage letterheads within your Healthie account. You can create multiple versions tailored to different workflows, such as e-faxes or internal documentation.

Default Letterhead

By default, your account will be configured with System Default letterhead which includes:

• Brand logo (if one has been added to your account) 
• Organization name 
• Details of primary provider assigned to the client 
  • Provider name 
  • Provider credentials (pulled from member profile) 
  • Provider NPI (pulled from member profile) 
  • Provider address
  • Provider email address 
• Organization phone number
• Appointment details 
  • Start time
  • End time
  • Total time of session (session duration)
  • This does not include the session date

Add a New Letterhead 

You can customize what information appears in the top-right corner of PDFs generated from charting notes and faxes. This allows you to maintain a polished and professional appearance across all documentation.

To create a new letterhead:

1. Navigate to Settings > Brand > Letterheads.
2. Click + Add to start a new letterhead.
3. Choose the elements you’d like to include, such as:
   • Brand logo
     • Organization logo
     • Primary provider assigned to client logo
     • Current user logo
   • Organization name
   • Team member name (primary provider assigned to client, or the current user creating the letterhead)
     • Credentials
     • NPI
   • Organization address
   • Email
     • Organization email
     • Email for primary provider assigned to client
     • Email for the current user creating the letterhead
     • Other > add a unique email address (ie. a main office email address)
   • Phone number
     • Organization phone number
     • Phone number for primary provider assigned to client
     • Phone number for the current user creating the letterhead
     • Other > add a unique phone number (ie. a main office phone number)

Team members with a Provider designation can create as many custom letterheads as needed and assign one as the default for your organization. For clarity and consistency, consider labeling letterheads based on their use case—such as "Standard Fax" or "Internal Charting."

Apply a Letterhead to a Charting Note PDF

Within Healthie, you can generate a PDF for a single charting note, or multiple notes. When generating a PDF you can select which letterhead you’d like to display at the top right of the PDF — the system default letterhead, or a custom letterhead created for your organization.

To generate a PDF with multiple charting notes:

• Navigate to the Client Profile > Charting > View Charting Notes
• Select Generate PDF
• Choose your letterhead option from the drop-down
• Select which notes to include in the generated PDF

To generate a PDF for a single charting note:

• Navigate to the Client's Profile > Charting > View Charting Notes
• Select charting note from the left-hand side list of charting notes (note will be highlighted gray)
• Select More from the right hand menu > Generate PDF
• Choose your letterhead option from the drop-down

To generate a PDF for a shared charting note:

• Navigate to the Client's Profile > Charting > View Charting Notes
• Select charting note from the left-hand side list of charting notes (note will be highlighted gray)
• Select Share
• Choose your letterhead option from the drop-down and select which fields of the charting note you'd like to include.

Apply a Letterhead to an E-Fax

For customers with E-Fax enabled, a letterhead can be selected as part of the fax creation process.

• From Faxing > Send Fax
• Choose your letterhead option from the drop-down

Delete a Letterhead

Navigate to Settings > Brand > Edit to access the letterhead you’d like to remove.

You’ll see the option to Delete the letterhead. This action cannot be undone.