PatientNotes includes a Prompt Library with ready-to-use templates for different professions and consultation types. You can quickly personalise any library template and save it into My Templates, so it matches your preferred structure, wording, and formatting.
Step 1: Choose a template from the Prompt Library
Go to Prompt Library.
Use the filters (e.g. Profession and Type) or the search bar to find the template you want.
Click Personalise this Template.
This starts the conversion process and turns the library prompt into a template you can edit and save.
Step 2: Wait while the template is created
After clicking Personalise this Template, you’ll see a message like:
“Creating template from your prompt… Analysing template structure…”
Once complete, you’ll be taken into the Template Editor.
Step 3: Customise the template in the Template Editor
In the Template Editor you can tailor the template to your style. The most common areas to adjust are:
1) Structure (Headings + Content)
Use Structure to:
Edit headings and section titles
Add or remove sections
Edit the section content prompts (what the system should write for that section)
Adjust output styles (e.g. bullets vs paragraphs)
2) Rules (Formatting, wording, and consistency)
Use Rules to fine-tune how your template reads, including:
Content structure and organisation
Time/date formatting
Measurement and numeric formatting
Language and style preferences
Tip: Rules can be applied to the full template or targeted to specific sections.
Step 4: Set sections to “Always” or “If Discussed”
For each heading or content block, you can choose whether it should appear:
Always (mandatory: shows every time), or
If Discussed (only appears if it’s mentioned in the consult)
Use this to match your documentation style:
Choose If Discussed if you want notes to include only what was assessed or mentioned.
Choose Always if your clinic requires all fields present every time.
Step 5: Test and save
Click Test Template to preview the output and make sure the formatting is correct.
Adjust headings, content, and rules as needed.
Click Save Template.
Once saved, the template will be available under My Templates and can be selected when starting a new session.
Sharing with your team (Professional plan + Organisation Owners)
If you’re on the Professional plan and you’re an Organisation Owner (or Power User), you can share a customised template with your team so everyone uses the same standard.
How to share a template- read full article
Go to Templates
Under My Templates, find the template you want to share
Click Share
The template will then appear under Organisation Templates for your team
If you can’t see the Share option
Permissions control who can share:
Go to Clinic Setup
Find the user
Update their permissions to allow sharing (Owner/Power User level)
Tip: Team members can still duplicate an organisation template to create their own personal version if they need minor changes without altering the clinic-wide template.