HealthLiteracyCopilot by HealthcareGPS · Version 2026-10Free kit · no form
The one-ask gap letter: a HEDIS outreach kit
A one-ask letter template, synthetic before and after examples in English and Spanish, the same ask written for a letter, a text and an email, and a gap-letter inventory worksheet. All of it is on this page.
Last reviewed 2026-10-09
A review aid, not an approved template. Screening intervals and eligibility wording stay with your clinical team. HEDIS® is a registered trademark of the National Committee for Quality Assurance (NCQA).
The letter is the ask
Many HEDIS gaps close only when the member does one thing: get the mammogram, return the FIT kit, get the eye exam or the kidney test. A letter that asks for several things at once makes that one thing harder to find. Measurement year 2026 closes on 2026-12-31, so fourth-quarter outreach is going out now, and measurement year 2027 letters, which feed the 2029 Star Ratings, are drafted in the first quarter.
The one-ask letter template
Every gap letter gives the member these six things, and nothing that competes with them.
- One action, in the first sentence.
- One deadline, as a date.
- One phone number, with TTY.
- What it costs, only if that is true for this member's plan.
- How to get the test or the appointment.
- Help in other languages.
A FIT-kit instruction insert, before and after
A synthetic insert for colorectal cancer screening. Brackets mark what your plan fills in.
Synthetic example: FIT-kit instruction insert. Not a member or patient document.
Our records indicate that you may be due for colorectal cancer screening. Screening options include colonoscopy, CT colonography, stool-based tests such as FIT or FIT-DNA, and flexible sigmoidoscopy. Please discuss these options with your primary care provider and complete your preferred screening at your earliest convenience. You may also be eligible for a wellness reward. If you have already completed this screening, please disregard this letter.
Your FIT kit is in this envelope. It checks for signs of colon cancer, at home.
What to do: Use the kit, then mail it back in the prepaid envelope.
By when: Mail it back by [date].
Cost: $0 with your plan.
Questions: Call [phone], free, TTY 711.
Already done? Call us, and we will update your record.
Words per sentence, before and after
Before
66 words in 5 sentences · longest 18 words
After
58 words in 8 sentences · longest 14 words
What changed and why
- One action replaces a list of five screening options.
- A date replaces "at your earliest convenience".
- The cost line appears only when it is true for the member's plan.
- The reward moves to its own letter, so it doesn't compete with the ask.
- "Already done?" gives the member something to do besides ignoring the letter.
A mammogram reminder, before and after
A synthetic reminder. Screening intervals and eligibility wording stay with your clinical team.
Synthetic example: Mammogram reminder. Not a member or patient document.
As part of our commitment to your health, we would like to remind you that routine mammography screening is an important component of preventive care. Please contact your provider to arrange an appointment if you have not had a mammogram within the recommended interval. Additional information regarding covered preventive services can be found in your Evidence of Coverage.
It's time for your mammogram.
What to do: Call [imaging center] at [phone] to set up a visit.
By when: Before [date].
Cost: $0 with your plan.
Need a ride or help in another language? Call [phone], free.
What changed and why
- The ask is the first line.
- A named place and number replace "contact your provider".
- The cost line appears only when it is true.
- Rides and language help remove two reasons to wait.
The FIT-kit insert in Spanish
With usted. A qualified reviewer checks it before you use it.
- Su kit FIT está en este sobre. Sirve para detectar señales de cáncer de colon, en casa.
- Qué debe hacer: Use el kit y envíelo de vuelta en el sobre con franqueo pagado.
- Para cuándo: Envíelo a más tardar el [fecha].
- Costo: $0 con su plan.
- Preguntas: Llame gratis al [teléfono], TTY 711.
- ¿Ya lo hizo? Llámenos y actualizaremos su información.
The same ask in three channels
One ask, written for a letter, a text and an email with HealthLiteracyCopilot's channel formats and checked against each channel's limits. The "Numbers to verify" card lists every date, phone number and cost to confirm before anything goes out. Texts and emails follow your plan's own consent rules.
Synthetic example
One ask
Letter
Your FIT kit is in this envelope. Use it, then mail it back by [date]. Questions? Call [phone], free.
Checked against: One action, one date, one phone number
Text message
[Plan]: Your free FIT kit is in the mail. Please use it and mail it back by [date]. Questions? Call [phone]. Reply STOP to opt out.Checked against: Segment count shown; opt-out line included
Email
Your FIT kit is on its way.
Use it at home and mail it back by [date]. It costs $0 with your plan.
Checked against: Subject up to 60 characters; preview up to 90
| Channel | Checked against | Text |
|---|---|---|
| Letter | One action, one date, one phone number | Your FIT kit is in this envelope. Use it, then mail it back by [date]. Questions? Call [phone], free. |
| Text message | Segment count shown; opt-out line included | [Plan]: Your free FIT kit is in the mail. Please use it and mail it back by [date]. Questions? Call [phone]. Reply STOP to opt out. |
| Subject up to 60 characters; preview up to 90 | Subject: Your FIT kit is on its way. Preview: Use it at home and mail it back by [date]. It costs $0 with your plan. |
Gap-letter inventory worksheet
List every outreach letter by measure. Letters with more than one ask, or with no Spanish version, go to the top of the review list. The first row is an example.
| Letter | Measure | Grade level | Number of asks | Languages | Last reviewed |
|---|---|---|---|---|---|
| FIT-kit insert (example) | Colorectal cancer screening | 10.8 | 3 | English | Never |
Type in the table, then download it for Excel or Google Sheets. Your entries stay in this tab: nothing is sent or saved, so download before you leave the page.
Sources
After the kit
Send a blank template, not a copy with a patient's or member's details.
Email me this resource
This resource is already open on this page. This sends you a link to it.
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Questions
Does this kit promise better HEDIS rates?
No. It helps each letter ask for one thing. Your own gap-closure data shows what changes, and a measured pilot can compare a revised letter with the current one.
Can we put member data in the worksheet?
No. List letter templates only: the letter, its measure and its languages. Never a member's name, ID or results.