Which template should I start with?
Start with the template closest to your clinical specialty and appointment type. PatientNotes has templates for physiotherapy, occupational therapy, speech pathology, psychology, podiatry, and more. V2 Templates offer advanced customization options, allowing you to tailor your clinical notes with enhanced precision and flexibility.
Go to Settings → Templates → Browse library to explore available templates. Pick the one that most closely matches your note structure — you can always customise it from there.
How do I customise a template?
Open the template in Settings → Templates and click Edit. You can:
Add, remove or rename sections
Change the order of sections
Edit the instructions for each section
Set a default template for all new sessions- Use the "Craft with AI" feature to implement precise instructions, such as specifying how to document range of motion (ROM) measurements.
Duplicate an existing template to preserve the original while creating a new one. This is especially useful for creating specialised templates like supervision templates.
Save your changes and the updated template will apply to all future sessions. To watch an advanced training video on template editing visit here For more advanced methods of creating templated notes, consider using features like "Enter Manually," "Dictate Pro," or the "Additional Context Area" to generate notes tailored to your needs. You can also select different templates for different session types, such as using a standard template for general sessions and a customised one for supervision sessions.
What's the difference between a prompt and a template?
Templates are the newer, more structured format — they give you precise control over your note sections and output. Prompts are the older format. If you're setting up for the first time, use templates. If you have existing prompts, you can continue using them or migrate them to templates. V2 Templates represent the latest evolution, offering more structured and customizable options for clinical notes.
See our full guide: What's the difference between prompts and templates?
Can I share templates with my team?
Yes — go to Settings → Templates and toggle the template to Organisation. It will then be available to all team members in your clinic account. This is available to users on a professional plan and clinic plan.
Can I have more than one template and switch between them?
Yes, you can manage multiple templates in PatientNotes. To create a dedicated template for a specific session type, such as supervision, follow these steps:
Create or Duplicate a Template: Start by creating a new template or duplicating an existing one to preserve the original.
Customise the Template: Add sections tailored to your session needs, such as "Session Overview," "Key Learning Points," "Discussion Topics," "Supervisor Feedback," "Action Items," and "Additional Notes."
Enhance with AI: Use the "Craft with AI" feature to define how each section should behave, such as summarising key points or capturing action items.
Select the Appropriate Template: Choose the right template for each session, ensuring your documentation aligns with the session's purpose. This approach allows you to maintain flexibility and ensure your notes meet specific requirements.
My template isn't producing the output I want — what should I try?
A few things to check:
Make sure your section instructions are clear and specific
Try simplifying the template — fewer sections often produces better results
Check that your recording captured enough audio — very short sessions may not generate complete notes- Use the "Additional context" area to provide supplementary information that enhances the accuracy of generated notes.
If you've tried the above and it's still not working as expected, chat with us via the help widget and paste the template structure you're using — we'll help troubleshoot.
Can PatientNotes build a custom template for me?
For straightforward customisations, our support team can point you in the right direction. For complex or highly specific medico-legal formats, we recommend starting with the closest existing template and editing from there. Chat with us if you're not sure where to start.
Still have questions?
Chat with us via the help widget inside PatientNotes or email [email protected].