How Do You Write a Message to Your Doctor for Better Healthcare?

With more than 90% of large health systems now offering patient portals, knowing how do you write a message to your doctor efficiently and clearly is essential for managing your health and accessing care. These tools can enhance communication, but crafting the right message is key to getting a timely and helpful response.

Quick Summary

A clear, concise message to your doctor can lead to better care. Prepare your information beforehand, structure your query logically, and use a professional tone. Understand the appropriate channel, whether it's a patient portal for routine matters or a phone call for urgent needs.

Key Points

• Prepare your details: Before writing, gather specific symptom descriptions, timelines, medication lists, and related factors to provide a comprehensive picture for your doctor.

• Structure your message: Use a clear subject line, a professional greeting, bullet points for key details, and a clear call to action to help your care team quickly understand your needs.

• Use the right channel: Reserve patient portal messages for non-urgent matters like refills and lab results, and always use the phone for urgent or emergency medical issues.

• Be concise and clear: Avoid vague language, slang, and excessively long paragraphs. Stick to one topic per message to prevent confusion.

• Know what to avoid: Never use patient portals for urgent concerns, and avoid sending multiple follow-up messages for the same issue, as this can clutter the doctor's inbox.

• Provide identifying information: Always include your full name and date of birth in the message body to ensure your doctor's office can accurately and quickly access your medical record.

Why Effective Doctor-Patient Messaging Matters

Effective communication is the cornerstone of good healthcare. When you send a message to your doctor, whether through a patient portal or secure email, a well-structured query can save time for both you and your care team, leading to more accurate responses and quicker resolutions. Conversely, a vague or disorganized message can cause delays, misunderstandings, and frustration. Knowing the best practices for messaging ensures your medical concerns are addressed appropriately and efficiently.

Preparing Before You Write Your Message

Before you even begin to type, take a few moments to gather and organize your thoughts. Being prepared helps you provide all the necessary information in one concise message, preventing back-and-forth communication that can slow down the process. The average doctor's appointment is brief, and this applies to message triage as well. A few steps of preparation can make a big difference.

Here is a checklist of information to gather:

• Specific Symptoms: What are you experiencing? Note the exact symptoms, not just a general feeling of being unwell.
• Timeline: When did your symptoms begin? Have they been constant, or do they come and go? Have you noticed any patterns?
• Severity: On a scale of 1 to 10, how would you rate your discomfort or concern?
• Related Factors: Does anything make the symptoms better or worse? For example, does rest help? Do specific foods trigger a reaction?
• Medication Information: List any medications you are taking, including over-the-counter drugs, supplements, and vitamins. Note the dosage and frequency.
• Recent Changes: Have there been any recent changes to your medication, diet, or lifestyle?

Structuring Your Message for Clarity

A clear, logical structure is crucial for any message to your doctor. Think of it as a brief report. Your care team can triage and respond to your request much more effectively when they can quickly identify your core issue.

Here is an optimal message structure:

1. Subject Line: Be specific and clear. Include your full name, date of birth, and a brief description of the issue. For example: "Symptom Follow-up: Jane Doe, DOB 1/1/1980 - New migraine pattern."
2. Greeting: Use a professional and respectful greeting, such as "Dear Dr. [Last Name]" or "Hello Dr. [Last Name] and Care Team."
3. Opening Statement: Briefly state the purpose of your message. Are you following up on a previous visit, asking for a refill, or reporting a new symptom?
4. Detailed Body: Use bullet points to present the key information you gathered in your preparation step. This makes it easy to read and digest. For example:
   • "Symptoms started approximately 3 days ago."
   • "The main symptom is persistent lower back pain, rated 7/10."
   • "The pain is worse when sitting and slightly better when walking."
   • "I am currently taking [medication]."
5. Questions: List any specific questions you have at the end of the message. This makes them easy for the doctor to find and answer.
6. Call to Action: State what you hope will happen next. Do you need a refill, a follow-up visit, or just advice?
7. Closing: End with a polite and professional closing, such as "Thank you," followed by your full name.

Using the Right Channel: Portal vs. Phone Call

Understanding the limitations of patient portals is critical. For urgent medical issues, a portal message is not the right tool. It is designed for non-emergency communication and may not be monitored constantly.

Urgent vs. Non-Urgent Communication

• Urgent: If you are experiencing severe pain, sudden worsening of a condition, or a suspected emergency, call the clinic directly or dial 9-1-1. Never rely on a patient portal for urgent matters.
• Non-Urgent: For routine questions, follow-ups, and requests, the patient portal is an excellent tool. This includes prescription refills, questions about lab results, and updates on chronic conditions.

Patient Portal vs. Email Comparison

Feature	Patient Portal Messaging	Email Communication
Security	HIPAA-Compliant and Secure	Not HIPAA-Compliant or secure
Response Time	May take several business days; set expectations.	May not be monitored; response is not guaranteed.
Tracking	Integrated into your Electronic Health Record (EHR); searchable history.	Not typically connected to your EHR; information can be lost.
Appropriate Use	Prescription refills, lab result questions, non-urgent follow-ups.	Non-medical administrative matters; verify with clinic if acceptable.
Record Keeping	Automatically part of your medical record.	Not automatically logged in your official record.

What to Avoid When Messaging Your Doctor

Just as important as knowing what to include is understanding what to leave out. Avoiding these common mistakes will help your message get a more focused response.

• Being Overly Vague: Messages like "I don't feel well" offer no specific information for your care team. Always provide details about your symptoms and when they started.
• Using Informal Language: While the patient portal is more casual than a formal letter, it is still a professional medical setting. Avoid slang and acronyms.
• Sending Multiple Messages for the Same Issue: Once you send a message, wait for a response. Sending follow-up messages can create confusion and delay, and some systems will mark a "thank you" message as a new unread item.
• Including Multiple Complex Issues in One Message: Limit your message to one topic per message. If you have several issues to discuss, it may be a sign that you need to schedule an appointment instead of using messaging.
• Forgetting Your Information: Always include your full name and date of birth in the message. Your care team has many patients, and this simple addition helps them quickly identify your chart.

Conclusion

Communicating with your doctor through a patient portal is a powerful tool for modern healthcare, but it requires strategy and clear thinking. By preparing your information, structuring your message logically, and using the correct communication channel, you can ensure that your health concerns are addressed effectively. Proactive and organized messaging not only saves time but also builds a stronger, more efficient partnership with your care team. When it comes to your health, clear communication is always the best medicine. For further guidance on effective patient communication, refer to reputable sources like the National Institutes of Health.

Frequently Asked Questions

What is the best way to start a message to a doctor?

Start with a professional greeting such as 'Dear Dr. [Last Name]'. For a patient portal, addressing the entire care team can also be appropriate, e.g., 'Hello Dr. [Last Name] and Care Team.'

How long should a message to my doctor be?

A message should be concise and to the point. Most patient portal messages have character limits, so focus on the most important information, typically under 500 characters.

What should I put in the subject line of a message?

Your subject line should be specific and include your full name, date of birth, and the main topic. For example: 'Medication Refill Request: [Your Name], DOB [Date]'.

Is it okay to ask for a prescription refill via a patient portal message?

Yes, a prescription refill is a standard and appropriate use for a patient portal message. Just be sure to include the medication name, dosage, and pharmacy details.

When should I call instead of sending a message?

You should call your doctor's office directly for urgent medical concerns, such as a sudden worsening of symptoms, severe side effects from medication, or an issue requiring immediate attention.

Should I thank my doctor after they reply to my message?

On some messaging systems, sending a 'thank you' can mark the message as a new item in a doctor's inbox. Many experts recommend saving your thanks for your next in-person visit to avoid creating extra work for the care team.

How should I handle test results that appear in my portal?

If your test results appear without an explanation, send a specific message requesting interpretation rather than assuming a 'normal' result means everything is fine. Ask what the results mean in relation to your symptoms and treatment plan.