Use Word's AI to Draft Care Documentation

What This Does

Microsoft Word's Copilot AI drafts clinical letters, policy documents, and family communication materials directly in Word, so you can draft, edit, and print in one place without switching between tools.

Before You Start

• Copilot access on your account (most organizations buy the Microsoft 365 Copilot add-on; smaller ones may have free basic access; ask IT if you're not sure; personal Microsoft 365 subscriptions include it too)
• Word is open on your computer or laptop
• You know which document type you need to create

Steps

1. Open a new Word document

Launch Microsoft Word and open a blank document. For a specific document type (letter, policy, checklist), you can also start from a template.

2. Find the Copilot button

Click the Copilot icon in the lower-right corner of the document window. Microsoft moved Copilot off the Home ribbon in 2026, and this corner button is now the one entry point on Windows, Mac, and the web. Keyboard: F6 works everywhere, and Alt + C (Windows) or Cmd + Ctrl + I (Mac) is rolling out. If you prefer the old placement, right-click the corner button and choose Move to ribbon. A Copilot sidebar will appear; on a blank document you can also use the Draft with Copilot icon on the page itself.

3. Describe what you need

In the Copilot prompt box, describe the document: "Write a one-page hospice bereavement letter for a family 6 months after the death of their father. He loved fishing. Warm, compassionate tone. Sign off with space for the coordinator's name." Press Enter or click the generate button.

4. Review the draft

Copilot inserts the draft directly into your document. Read it carefully. Click Keep it to accept, or continue editing by typing directly in the document.

5. Refine as needed

Highlight any section and use the Rewrite option that appears in context. You can also type follow-up instructions in the Copilot sidebar, like "Make it shorter" or "Change the tone."

Real Example

Scenario: You need to create a customized patient family handbook section explaining what to expect when a loved one with dementia stops eating, something you can print and leave with families.

What you type into Copilot: "Write a one-page family guide for hospice patients with advanced dementia who are no longer eating. Explain why they stop eating, what it means for their comfort, and what the family can do to help. 8th grade reading level. Compassionate, not alarming. Include a 'when to call us' section."

What you get: A polished, print-ready document in Word format that you can save, reuse, and customize for each family.

Tips

• Word Copilot works best for standalone documents. For EHR documentation, copy-paste the output into your system rather than trying to integrate them
• Save frequently used templates as Word documents in a shared folder so your whole team can benefit
• If your agency has Microsoft 365 but Copilot isn't visible, check with your IT administrator, it may require an add-on license activation

Tool interfaces change, if a button has moved, look for similar AI/magic/smart options in the same menu area.