What the Template Editor Does and Why It Matters
The Template Editor allows you to build structured, consistent templates that remove the variation often seen in AI-generated clinical notes.
By defining headings, sections, and formatting rules in advance, clinicians can produce accurate, standardised documentation with minimal editing.
Templates save time, maintain professional consistency, and ensure compliance with clinical and administrative standards.
They also allow organisations to maintain brand and language uniformity across multiple clinicians and locations.
🎬 See Templates in Action
Watch these interactive walkthroughs to get up and running quickly:
Creating a New Template in PatientNotes
This guide will walk you through creating a new template in PatientNotes using the Template Editor. You’ll learn how to name your template, add structure, and import sections from existing notes or prompts.
Step 1: Access Templates
From your PatientNotes dashboard, go to Settings → Templates or visit https://www.patientnotes.app/dashboard/templates. Here you can view all your organization and personal templates, edit existing ones, or create a new template.
Step 2: Create a New Template
Click the '+ New Template' button in the top right corner.
This opens the Create Template screen.
Enter a Template Name and (optional) Description to help identify your template later. For example: 'Shoulder Assessment – Detailed MSK Shoulder Assessment.'
Step 3: Add Structure to Your Template
Once you’ve named your new template, it’s time to design its layout. This is where you decide what sections your note will contain and how each part will appear when generate
Where to Find It
Select the Structure tab from the left-hand menu.
This area allows you to build or import your note layout.
You will see three main options:
Import from Notes – use an existing clinical note or previous prompt as a base.
SOAP Template – automatically generate a standard Subjective, Objective, Assessment, Plan layout.
Add Heading – manually create your own sections and text areas.
Import from Notes
If you already have well-structured notes or existing prompt examples, choose Import from Notes.
This allows you to paste a sample of your own clinical notes, which the system will analyse to automatically detect headings, paragraphs, and bullet areas.
This method is useful for converting your existing workflow into a reusable structured template with minimal setup.
To quickly convert your existing note or prompt into a template, click 'Import from Notes'. Paste an example of your typical clinical note or prompt into the text box, then click 'Infer Template'.
Note: This analysis may take up to 30 seconds. Once complete, the template will automatically populate with headings and content blocks.
SOAP Template
If you prefer to start with a clinical framework, select SOAP Template.
This will automatically generate the four key sections used in standard documentation:
Subjective
Objective
Assessment
Plan
Each section will include a default text area which you can edit or expand with subheadings as required.
Adding and Formatting Headings
When adding a new Heading, you can fully customise how it appears and when it displays in the final note output.
Each heading row includes formatting and visibility controls:
Heading Size: Choose between H2 or H3 to define the visual hierarchy of your sections.
H2 is best for main sections such as Presenting Complaint or Examination Findings.
H3 is ideal for sub-sections like Aggravating Factors or Easing Factors.
Text Style: Use the B, I, or B/I options to apply bold, italic, or bold italic styling to the heading text.
This allows you to highlight key sections or follow your clinic’s preferred note formatting standards.
Visibility Rule: Use the toggle on the right side to choose when the heading appears in your notes:
Always – The heading will always display, even if no content is detected for that section.
If Discussed – The heading and section will only appear when relevant information is detected or discussed during the session.
This flexibility allows you to control both the look and conditional behaviour of each section, ensuring your templates remain clear, structured, and clinically relevant.
Tips for Structuring Your Template
Use clear headings followed by a colon (:) when importing existing notes to help detect structure correctly.
Combine related sections, such as “Objective” and “Examination Findings”, if you prefer fewer segments.
Include placeholders or descriptive text areas to guide consistent data entry.
Review and save after each major change to ensure layout consistency.
Step 4: Give Context to your sections
This step determines how PatientNotes interprets and writes each part of your note.
The text you enter in each section provides the instruction or context that guides the AI when generating clinical output.
Think of this as defining what you want the system to focus on and how you want it expressed.
Clear and specific context leads to more accurate and consistent results.
How to Add Context
Click into each content area under your heading (e.g. Presenting Complaint, History of Presenting Condition).
Write a short description that tells PatientNotes what information should appear there.
Example:
Chief complaint details as reported by the patient.
Describe mechanism of injury, symptoms, and relevant past medical history.
Choose the preferred output style for the section — bullet points, sentences, or paragraphs.
This defines how the generated content is formatted in your final note.
Why This Step Matters
The context you set here defines the structure, tone, and completeness of the final output.
By giving each section a clear focus and concise instruction, you help ensure the note accurately reflects the consultation and aligns with your documentation standards.
Tip: Save your work regularly to ensure that any edits or changes you make are not lost.
Each section can be customised to control how the AI output is displayed.
This determines the layout, structure, and readability of your generated note.
Within any section, you can choose from the following output styles:
Paragraphs – Produces continuous narrative text suitable for formal documentation or summary sections.
Sentences – Generates clear, separate sentences for concise statements.
Bullet Points – Displays information as an organised list for readability and quick scanning.
Labeled Values – Presents paired data such as “Strength: 4/5” or “Pain Level: Moderate.”
Labeled Sentences – Adds a descriptive label followed by a short statement, ideal for mixed narrative and data fields.
Labeled Paragraphs – Groups related labeled sentences into a short paragraph for more context-rich reporting.
Numbered List – Lists key points or steps in numerical order (e.g. 1, 2, 3…).
Value Only – Displays only the extracted value or measurement (e.g. “120/80”).
Inline List – Creates a short, continuous list separated by commas or semicolons, useful for compact summaries.
Select the option that best matches how you want the information to appear in your notes.
You can preview your selection in the Test tab to confirm it aligns with your preferred documentation style.
Visibility Rules — “Always” vs “If Discussed”
Each heading and content section in your template includes a visibility setting that determines when it appears in your final note.
This ensures that only relevant information is displayed and prevents unnecessary or empty sections from appearing.
Always
The section (and its heading) will appear every time the note is generated, even if there is no related information in the consultation.
Best used for essential sections such as Presenting Complaint, Assessment, or Plan, where the structure should always remain visible.
If Discussed
The section will appear only when relevant information is detected in the consultation or transcript.
This option helps keep notes concise and ensures only discussed topics are included, avoiding irrelevant or empty headings.
Tip:
If you want an entire section — including both the heading and its content — to always appear, ensure that “Always” is selected for both the heading and the content block.
Likewise, if you want a section to appear only when discussed, apply “If Discussed” to both the heading and content.
Using the same visibility rule across both ensures consistent and predictable output formatting.
After the template has been generated, the editor will display each section as a heading with its associated text areas underneath.
From here you can:
Rename headings to suit your documentation style.
Add new headings or text areas if a section is missing.
Delete unnecessary sections that do not apply to your workflow.
Drag and drop sections to adjust the order of your template.
Step 4 Accessing Template Rules
The Rules tab allows you to define how information within your template is formatted, displayed, and controlled.
These settings ensure that notes generated from the template follow a consistent structure, style, and level of detail, regardless of who uses them.
Configuring rules is essential for maintaining uniform documentation standards and minimising unwanted variation in AI-generated output.
Open your template and select the Rules tab from the left-hand menu.
The Rules panel is divided into several key groups:
Content Structure and Organization
Language and Style Formatting
Time and Date Formatting
Measurement and Numeric Formatting
Content Structure and Organization
These settings determine how content is arranged and displayed in each section.
You can adjust:
Detail Level – Controls how much descriptive text is generated. Higher levels produce more detailed, narrative output; lower levels keep content concise.
Information Order – Sets whether content appears chronologically, by clinical relevance, or by importance.
Empty Content Placeholder – Defines what appears when no information is recorded (for example: [Not Discussed], N/A, or leave blank).
Applying Rules to Sections
Rules can be applied either to the entire template or to individual sections within it.
To apply a rule across the whole template, adjust the settings from the main Rules panel.
To configure rules for a specific section, select the section headings under “Current Scope” from the panel on the right-hand side of the editor.
This allows you to fine-tune formatting, visibility, and style for each part of your template while maintaining consistent overall behaviour.
Language and Style Formatting
This group manages tone, grammar, and terminology used throughout your generated notes.
You can configure:
Punctuation – Select whether sentences are fully punctuated, minimally punctuated, or formatted in a brief style.
Primary Reference – Define how the patient is referred to (e.g., “the patient,” “Sarah,” or “he/she”).
Role Terminology – Determine how the clinician is referred to (e.g., “Physiotherapist,” “Therapist,” or “Clinician”).
Medical Shorthand – Toggle use of abbreviations such as “c/o” or symbols like ↑ and ↓.
Symbol Usage – Control how degree (°), range, or measurement symbols appear.
Time and Date Formatting
These options define how time references and dates are displayed in your documentation.
You can set:
Time Format – Choose numeric (e.g., “2 weeks”) or written (“two weeks”).
Date Format – Select your preferred format (e.g., DD/MM/YYYY or MM/DD/YYYY).
Timestamp Format – Define how time is presented in the note (e.g., “10:00 AM” or “1000 hrs”).
Time Precision – Adjust rounding and time accuracy where applicable.
Measurement and Numeric Formatting
These settings control how numeric and unit data appear throughout your note.
You can adjust:
Measurement Units – Select Metric, Imperial, or abbreviated display.
Numeric Expression – Display as numbers (“5”) or written words (“five”).
Unit Spacing – Choose spacing between numbers and units (“10kg” or “10 kg”).
Measurement Expression – Set whether values display as approximate, precise, or rounded.
Saving and Applying Rules
After adjusting your rule preferences, click Save Template to apply your changes.
You can revisit the Rules tab at any time to refine formatting or visibility behaviour.
Once saved, all notes generated from this template will follow these same parameters for structure, visibility, and formatting.
Step 7: Test Your Template
Once your structure and rules have been finalised, the next step is to test your template to confirm that it generates the desired note format and behaves as expected.
Testing ensures that headings, rules, and output styles are functioning correctly before the template is used in clinical practice.
Accessing the Test Tab
Open your template and select the Test tab from the left-hand menu.
The test area allows you to simulate how the AI will generate a note using your current template setup.
You can either:
Paste example text, such as a short consultation summary or audio transcript; or
Use test data already saved in the system.
Step 7: Save and Deploy
Once you are satisfied with your structure, rules, and test results, the final step is to save and deploy your template.
Saving confirms your configuration and makes the template available for future use within your account.
Saving Your Template
Click Save Template at the top right corner of the editor.
The system will confirm that all sections and rule configurations have been stored.
Your template will now appear under My Templates in the Template Dashboard.
If your account has multiple templates, use the search bar or filters to locate it quickly.
Using Your Template in Clinical Notes
When creating a new clinical note, select your saved template from the template dropdown menu.
Once selected, the structure, headings, and rules you configured will automatically be applied to the generated note.
Templates can be used across multiple consultations and note types, ensuring consistency in formatting and terminology across users or teams.
Updating or Editing an Existing Template
To modify an existing template, return to Settings → Templates and select Edit.
Make the required changes in the Structure or Rules tab.
Click Save Template again to apply your updates.
Any existing notes already created from an earlier version of the template will remain unchanged; only new notes will use the updated configuration.
Deploying Across Teams (Professional Plan)
If you are using the Professional Plan, you can share templates across your Organization so that all users have access to the same structure.
See Step 9: Share as an Organizational Template for detailed instructions on how to share and manage Organizational templates.
Best Practice
Before deploying widely, ensure the template has been fully tested using several real or sample notes.
Once confirmed, communicate the update to your team so that all clinicians are aware of the new documentation structure and its intended use.
Step 9: Share as an Organizational Template (Professional Plan Only)
If you are on the Professional Plan, you can share a completed template with your entire clinic or Organization.
Sharing a template allows all team members to access and use a single, standardised structure for documentation, ensuring consistency across practitioners and sites.
Accessing the Share Option
Open the template you wish to share from your Templates Dashboard.
Click the Share button located in the top-right corner of the Template Editor.
Sharing Your Template
When you click Share, a dialogue box will appear with two options:
Share as Organization Template – makes the template available to every user in your clinic account.
Select Share as Organization Template, then confirm to publish it to your Organization’s shared library.
Step 10: Reordering Your Favourites
You can adjust the order of your personal templates and reports so that your most frequently used items appear at the top of your list.
This makes it easier to access your preferred templates quickly during note creation.
Accessing Your Templates and Reports
From the main menu, select Templates and Reports.
The screen will display all of your available templates, including both Personal Templates and any Organization Templates shared with your clinic.
Reordering Your Templates
Click and hold the drag handle beside a template name.
Drag the template to a new position in the list.
Release it when it reaches the desired order.
Reordering a template to the top of the list ensures that it appears first whenever you open the Templates and Reports view or select a template during note creation.
Frequently Asked Questions – Template Editor
What are Organisational Templates?
Organisational Templates are available to users on the Professional Plan.
They allow clinics or organisations to share a single, standardised template with all team members.
Once shared, the template appears under Organisation Templates for all users on the account.
Only the original author or an administrator can edit or update the shared version.
Updates made to a shared template will automatically apply to all users the next time they generate a note.
What Is Rule-Based Testing and How Do I Use It?
The Test tab allows you to preview how your rules affect note output before deploying a template.
You can enter sample text or transcripts and see how formatting and visibility rules are applied.
For example:
If Punctuation is set to Minimal, output may read:
Patient reports pain walking stairs worse mornings
If Punctuation is set to Full Sentences, output may read:
The patient reports pain when walking up stairs. Symptoms are worse in the morning.
Rule-based testing ensures that formatting, section visibility, and language preferences behave exactly as expected before the template is used in clinical practice.
How Can I Create Templates from Existing Prompts or Notes?
Use the Import from Notes option in the Structure tab.
Paste your existing note or prompt into the text field, then click Infer Template.
The system will analyse your text and automatically create headings and text areas that match your format.
After import, review the generated sections to confirm correct heading order and layout.
You can then apply rules and formatting to finalise your template.
What Should I Do If My Template Output Looks Incorrect?
Formatting Errors
Check that headings end with a colon (:) and that spacing between sections is consistent.
Review bullet and paragraph settings in the Rules tab.
Blank Outputs
Confirm that the section is set to Always or that relevant information exists when using If Discussed.
Rule Conflicts
If two rules overlap, the section-level rule will override the global rule.
Adjust or remove redundant settings for clarity.
Missing Sections
Add them manually using Add Heading and Add Text Area.
How Can I Convert My Old Prompts into Templates Safely?
Copy the text from your existing prompt or clinical note.
In the Template Editor, click Import from Notes.
Paste your text and select Infer Template.
Review and rename headings as needed.
Adjust formatting and rule settings, then click Save Template.
This ensures that your old prompts retain their core content while adopting the structured, rule-based format of the Template Editor.
What Are Common Mistakes to Avoid?
Issue | How to Fix |
Headings merged together | Add a colon (:) after each heading. |
Section missing | Create a new heading manually. |
Repeated or verbose content | Reduce the Detail Level in the Rules tab. |
Missing punctuation | Enable Full Sentences in Language and Style rules. |
Blank output | Ensure the section is not set to If Discussed without matching content. |
What Is the Testing and How Do I Use It?
The Testing section allows you to run multiple test scenarios quickly.
You can run your new template against previously completed clinical sessions and instantly view how the note is generated.
To Use the Test area:
Go to the Test tab.
Paste your example text or transcript.
Click Run Test to generate a note.
Review structure, rules, and formatting for accuracy.
Make adjustments as required, then re-test.
Use the testing area nsure your template performs correctly with a range of input types, from short sessions to full consultations.
Does PatientNotes Learn My Preferences Automatically?
No. PatientNotes does not change templates automatically or adapt without user input.
Instead, it allows you to define your own preferences through structured templates and rules.
This approach ensures predictable, compliant, and consistent documentation across all sessions.
You can update or refine any template manually at any time to reflect your personal or organisational preferences.
How Long Should Customising My Template Take?
Most users can create or adapt a professional-quality template in 10–20 minutes.
The Template Editor is designed for efficiency — you can start with the SOAP layout, import an existing note, or use a shared organisational template as a base.
After initial setup, your template can be reused indefinitely, saving considerable time with each patient session.
How Are Templates in PatientNotes Different from Templates in My PMS?
Templates in PatientNotes
Define how notes are written, formatted, and structured.
Support AI-assisted generation, visibility rules, and dynamic formatting.
Allow sharing across teams and disciplines for consistent documentation.
Templates in Your PMS (Practice Management System)
Define where information is recorded.
Typically limited to static form fields or text boxes.
Do not include rule-based automation or formatting control.
In short, PatientNotes templates control how content is produced, while PMS templates control how content is stored.
Using both systems together provides a complete workflow from generation to recordkeeping.
Troubleshooting and Error Resolution
This section provides quick solutions for common issues encountered when building or testing templates in the PatientNotes Template Editor.
Issue | Likely Cause | Resolution / Action |
Headings not detected or merged together | Missing colons (:) or inconsistent spacing in imported notes. | Add a colon (:) after each heading before re-importing. Example: “Plan:” not “Plan”. |
Sections missing after import | AI could not infer headings from the pasted note. | Add missing sections manually using Add Heading and Add Text Area. |
Repeated or duplicated text in output | Rules set at both template and section level conflict. | Review the Rules tab and ensure section-level rules override only where needed. Simplify duplicate formatting rules. |
Unexpected formatting (bullets vs paragraphs) | Section-level formatting differs from template-level rule. | Standardise output style under Content Structure and Organisation or adjust individual section rules. |
Blank output or missing section text | Section set to If Discussed and no relevant content found. | Change visibility rule to Always for mandatory sections, or verify that relevant content exists in the transcript. |
Conflicting rule settings across sections | Different sections use inconsistent language or measurement formats. | Apply template-wide rules first, then adjust only exceptions at section level. Avoid contradictory rules (e.g. one section uses Imperial units while another uses Metric). |
Incorrect punctuation or grammar style | Overlapping settings in Language and Style Formatting. | Select a single punctuation style for the template, then apply exceptions per section only when necessary. |
Numeric or measurement display inconsistent | Mixed rules between Measurement and Numeric Formatting categories. | Confirm unit and spacing preferences are uniform across all sections. |
Time or date displays incorrectly | Conflicting date or time formatting rules. | Verify your Time and Date Formatting settings use one regional format (e.g. DD/MM/YYYY) across all sections. |
Validation warning shown when saving | Field contains invalid or incomplete input. | Review any field highlighted in red. Follow the on-screen help suggestion to correct it. |
Error when saving a new content section | Invalid placeholder detected. | If the system highlights a field in red with a suggestion, follow the onscreen help to rewrite the section. If the issue persists, reword the section or contact [email protected] for assistance. |
Rule changes not applying during testing | Template not saved before testing. | Always click Save Template before running a new test to ensure updates are active. |
When Validation Feedback Appears
If a warning or error message appears during saving or testing, review the message carefully:
Red Field Highlight: The system has identified a conflict or invalid entry. Hover over or click the warning for an explanation.
Suggestion Displayed: Follow the suggested fix or rewrite the affected field.
Persistent Error: Reword the affected content, simplify placeholders, or contact PatientNotes Support for further assistance.
Best Practice
Always save after major edits before testing.
Keep section rules simple unless variation is required.
Test templates with both short and long examples to confirm rules behave correctly.
When unsure, revert to a previously saved version or contact support for clarification.