Customise templates
Build your own templates, import the PDFs you already use, and organise them into folders so your team can find what they need fast.
Why customise instead of using defaults
Carepatron's default templates are generic by design, they have to be. Yours can be specific. A therapist's progress note doesn't look like a physio's assessment doesn't look like a dentist's check-up. Spending an afternoon making your templates fit your actual workflow pays back every single session afterwards: cleaner notes, faster writing, fewer 'what was I supposed to capture here' moments.
Build a template from scratch
Templates page → + New template. Choose a collection (or create one), give the template a title, then build the body in the editor. Add fields from the toolbar + icon, pick the type that matches what you're capturing (text, dates, dropdowns, and so on). Use / in the editor for a quick-insert menu (lists, images, headings, AI prompts). Save when done.
Import an existing PDF
If you already have forms you like, don't rebuild them, import them. Templates → Import, drag/drop the PDF, Carepatron maps the fields automatically. Works best on typed PDFs with clearly labelled fields (handwritten or visually busy forms need cleanup). Review the mapped fields, fix anything that's off, save. Now it's a Carepatron template you can send to clients, pre-fill with smart chips, and edit any time.
Organise with folders and the community library
Templates page → + icon to create a folder. Drag templates in, or use the folder icon on each template. Use folders for big buckets ('Intake', 'Progress notes', 'Outcome measures', 'Discharge'). For inspiration or shortcuts, browse the Community library, templates shared by other Carepatron practitioners, organised by category and profession. Preview, Use template directly, or Copy to workspace to customise.
Five templates worth standardising in your practice.
Each is a real template that earns its place. Build these first.
SOAP / DAP / BIRP, whatever your profession uses. Smart chips for client name and DOB. AI prompt at the bottom to auto-summarise the session.
Single-page: presenting concern, history, consent, contact details. Data chips so name and email pre-fill from the profile.
PHQ-9, GAD-7, pain VAS, short, auto-scored where supported. Send before every nth session.
Goals, modality, frequency, review date. Used at intake and every quarterly review. Shareable with the client via portal.
Two-paragraph format. AI prompt embedded: 'Generate a discharge summary from the last six session notes for this client, three short paragraphs.'
What file format can I import templates from?
PDF. Typed PDFs work best. Carepatron maps labelled fields automatically. Handwritten, scanned, or visually busy PDFs need manual cleanup after import.
How do I organise templates into folders?
Templates page → + icon to create a folder. Drag-and-drop templates into folders, or click the folder icon on each template and pick where it goes.
What are data chips and how do they help?
Data chips are placeholders that auto-fill with client information (name, DOB, contact, custom fields) when the template is used. Click the pill-shaped chip icon next to a field in the editor and pick which profile field to pull from.
How do I copy a community template to my workspace?
Templates → Community → preview a template → Copy to workspace. The template appears in your Team Templates Library and you can edit it freely. The community version stays untouched.
Can I duplicate one of my templates to make a variation?
Yes, hover the template's toolbar and click the duplicate icon. A copy appears in your library that you can rename and edit independently.
Can I include AI prompts inside a template?
Yes, type / in the editor for the quick-insert menu, which includes AI prompts. The prompt runs when the template is applied to a note with a transcript. Useful for auto-summarising, formatting, or generating sections.
Can I publish my customised template back to the community?
Yes, open the template, overflow menu → Publish to community, fill in category, profession, and tags. Other practitioners can discover and use it.