Use Word's AI to Reformat Queries for Different Physicians

What This Does

Copilot in Word reformats your standard physician query into different communication styles — from a concise bullet-point format for busy surgeons to a detailed clinical narrative for physicians who want more context — without rewriting from scratch.

Before You Start

• You have Microsoft Word open with your query draft or template
• Your organization has Microsoft 365 with Copilot enabled
• You have a baseline query draft to work from (use your standard template)

Steps

1. Open your query draft in Word

Paste your standard physician query into a Word document, or open your existing query template file.

2. Select the query text

Highlight the full query text you want to reformat — from the opening line to the response options.

3. Access Copilot Rewrite

With text selected, click the Copilot button in the Home ribbon. Select Rewrite with Copilot from the menu. A sidebar panel opens with your selected text.

4. Specify the format you want

In the Copilot panel, type your instruction:

• For a brief-preferring physician: "Rewrite this as a concise 3-bullet summary with the response options at the bottom. Under 100 words total."
• For a physician who wants more context: "Expand this into a detailed clinical narrative that explains why the documentation matters, then include the response options."

5. Review and apply

Copilot shows the reformatted version. If it looks right, click Replace to swap in the new version. If you want to keep both, click Insert below to add the alternative version underneath.

What you should see: The same core query content restructured into your requested format, with the multiple-choice response options preserved. Troubleshooting: If Copilot changes the clinical content, not just the format, regenerate with: "Reformat only — do not change any clinical facts or response options."

Real Example

Scenario: You have a standard sepsis query that works well for hospitalists, but Dr. Kim (thoracic surgeon) consistently ignores long queries and only responds to bullet points.

Your original query: A two-paragraph narrative query about SIRS criteria and sepsis documentation with 4 response options.

What you type to Copilot: "Rewrite this as 3 short bullets covering the key clinical facts, followed by the 4 response options. No paragraphs. Under 80 words."

What you get: A compact, scannable version that takes 30 seconds to read and respond to — which Dr. Kim actually answers.

Tips

• Maintain a "master" query template file with the full narrative version as your baseline — always reformat from that, never the abbreviated version
• Create a saved set of reformatted versions for your top 5 most-queried physicians as a reference
• Use this same approach to reformat education materials: "Rewrite this tip sheet as a 5-point email for morning rounds"

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