Use templates during sessions
Save time by reusing structured templates for assessments, treatment plans, progress notes, anything you write more than once. Plus how to import existing PDFs and pull from the community library.
Why templates pay back
Every clinician writes the same structure dozens of times a week. A template encodes it once, so each session note starts from the right scaffolding: SOAP for therapists, an assessment and treatment-plan block for physios, an oral-health screen for dentists.
Templates also pair with AI Scribe: set one as the default and every generated note comes back in that structure.
Use a template in a note
Inside a note, click the file icon (bottom left) → See template library → pick a template → Select template. The structure drops in.
Same rule as Lesson 3.3: insert the template first, then write. Inserting after you've started replaces your text. To make a form part of every new client's intake automatically, move it into the default intake folder (Lesson 2.5).
Build your own or import one
Templates → + New template opens a blank editor. Add fields with the + icon in the toolbar (text, paragraph, dropdowns, date pickers, signature blocks) and use / for the quick-insert menu.
To bring an existing PDF in, use Templates → Import: upload it and Carepatron helps map the fields from the form's structure. Typed PDFs with clearly labelled fields work best; handwritten or messy PDFs need cleanup.
The community library
Under Templates → Community you'll find templates other Carepatron practitioners have published. Search or scroll, preview, then Use template directly or Copy to workspace to customise.
Once a template lives in your workspace, you can re-publish your edited version back for other practitioners. The community library takes a lot of the time out of building a clinical library from scratch.
Five templates you'll use every week.
If you build only five, build these.
SOAP / DAP / BIRP, pick the one your profession uses. Set it as the default for every standard appointment service.
Single page: presenting concern, history, goals, consent. Use data chips so name and DOB auto-fill.
Two paragraphs: progress summary + recommendations. Embed an AI prompt that generates it from the last six session notes.
PHQ-9 / GAD-7 / pain VAS, whatever your profession uses. Auto-score where supported.
Goals, modality, frequency, review date. Used at intake and at every quarterly review.
How do I add a template to a note I'm writing?
From the note, click the file icon → See template library → select → Select template. Insert before you start writing, if you insert later, the template replaces your existing text.
Can I import my existing PDF forms?
Yes, Templates → Import, drag/drop the PDF, and Carepatron will help map the fields based on the form's structure. Works best on typed PDFs with clearly labelled fields; handwritten or visually busy forms need manual cleanup.
How do I set a template as a default intake form?
Move it into the default intake folder: Templates → hover the form → Move to folder → Intake (the starred folder). Everything in that folder auto-sends to new clients while the Send intake workflow is on (Lesson 2.5).
How do I use the community library?
Templates → Community. Search by profession or topic. Preview templates, Use directly, or Copy to workspace to customise. You can publish your own edited templates back to the community.
Can I duplicate a template to make a variation?
Yes, hover the template's toolbar, click the duplicate icon. A copy appears in your library that you can edit independently.
Are templates shared across the team?
Yes, templates live in your Team Templates Library by default and every team member can use them. Use folder organisation (Lesson 5.1) to keep them tidy.
Can I add AI prompts inside a template?
Yes, type / in the editor for a quick-insert menu that includes AI prompts. The prompt runs when the template is applied to a note with a transcript. Useful for auto-summarising or formatting.