How to use this file: open it in a browser, select one email at a time (from its subject line to the signature), copy, and paste into Gmail. The colours and highlights come through. Replace everything in [square brackets].

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EMAIL 1 — TO A PILOT HOSPITAL

Subject: Faster correction of data entry issues at [Hospital Name] — pilot invitation

Dear [Name],

When your team reports a data issue in Caresoft HIS — a duplicate pharmacy entry, a receipt on the wrong patient, a wrong discharge date — most of the delay is not in correcting it. It is in our engineer understanding exactly which records are wrong.

We have built CareFix to remove that delay, and we would like [Hospital Name] to be one of two pilot hospitals.

What changes for you: issues that take a day or more today should close in a few hours, with a written record of every change.

How it works

• Your support engineer describes the problem in plain language. CareFix reads your database and finds the exact records.
• It then proposes a correction. It cannot change anything by itself.
• A Caresoft lead reviews and approves it. Changes involving amounts, receipts or refunds need our Support Head plus your written consent.
• The change runs, and is recorded both in our audit trail and in a table inside your own database that your IT team can read at any time.
• Anything that goes wrong can be reversed, because the records are saved as they were before the change.

What we need from you

• Your DBA to run one script we provide. It creates two restricted logins: one that can only read, and one that can only run our correction procedure.
• Your approval of the allow-list: the specific columns CareFix may correct. Nothing outside that list can be touched, and you can change the list at any time.
• One named person authorised to approve high-risk corrections.
• A signed addendum to the support agreement, covering data protection under the DPDP Act 2023. I have attached the draft.

On patient data. Patient names, mobile numbers, Aadhaar and ABHA numbers are masked before anything reaches our AI service. No patient data is used to train any AI model. Caresoft remains ISO 27001 certified and, for this purpose, is your data processor.

If your server cannot be reached from outside, that is not a problem — a small CareFix agent runs inside your network and only makes outgoing connections. No port is opened on your network, and your IT team can stop it at any time.

The pilot runs for eight weeks at no additional cost. At the end, you receive a report of every correction made at your hospital and decide whether to continue.

Can I call you this week to walk your IT team through it? It takes about 30 minutes.

Warm regards,
Smeetha Kumar
Co-Founder, Caresoft Systems Private Limited
[mobile] · [email]

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EMAIL 2 — INTERNAL, TO THE SUPPORT TEAM

Subject: CareFix starts [date] — how database tickets will work from now on

Team,

From [date] we start using CareFix for database-related tickets. Read this fully; it changes how you work.

Why. Database tickets take us 45 to 90 minutes of engineer time each, most of it spent working out which records are wrong. Hospitals wait, and our credibility suffers. CareFix does the finding; you do the judging.

What you do

1. Raise the ticket in CareFix in the hospital's own words, with identifiers: UHID, IPD or bill number, item, date.
2. Answer the AI's questions with facts. If you do not know, ask the hospital first.
3. Read the proposed fix properly: right patient, right record, right value, and check the linked effects on bills and receipts.
4. Get it approved, run it, let the AI verify, confirm with the hospital, close the ticket.

Two rules, no exceptions. Nobody approves a fix on a ticket they raised. And no more direct UPDATE statements in SSMS, even when it looks faster. If CareFix cannot do something, tell your lead — that is information we need, not a reason to work around it.

Approvals. Low risk: one lead. Medium: a lead and a product owner, two different people. High risk — anything touching amounts, receipts, refunds or Tally — the Support Head, plus the hospital's written consent.

Before we go live

• Everyone completes the rehearsal on the demo hospital on [date]. It is generated data, so mistakes cost nothing. Leads and approvers must attend.
• Turn on two-step sign-in the day you get your login. Mandatory for leads, product owners and the head.
• [Name] is collecting our past database tickets with the SQL used, so CareFix learns our known fixes. Send yours by [date].

This is not about replacing anyone's judgement. The AI finds records; you decide what is right for the hospital. Questions to me or [lead name].

Smeetha

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EMAIL 3 — TEMPLATE: ASKING A HOSPITAL FOR CONSENT ON A HIGH-RISK CORRECTION

Subject: Consent needed — correction to [bill / receipt no] at [Hospital Name] (CareFix ticket CF-[000000])

Dear [Name],

Your team reported: [one line, in their words]

We have traced it. Here is what we found and what we propose to correct.

What is wrong
[Plain explanation with identifiers, e.g. "Item PAN 40 was issued twice against indent 55102 on 14 September. Bill 77431 therefore includes ₹186 more than it should."]

What we will change

Record	Field	From	To
[record]	[field]	[old]	[new]

Effect on your accounts. [Either: "None — this bill has not been settled or posted to Tally." Or: "This receipt is already posted to Tally, so your accounts team must pass the matching correction there. We will confirm the exact entry."]

Because this affects amounts, our process requires your written consent before we make the change. Please review the attached consent form, sign it and send it back — a scan, a photo, or a reply from your official email saying you approve is enough.

We keep a copy of these records exactly as they are now, so the change can be reversed if anything is not as expected.

Warm regards,
[Engineer name]
Support, Caresoft Systems Private Limited