Building and Using Note Templates

In this article:

• Creating a Note Template
• Adding Rich Text Elements
• Adding Placeholders
• Using Note Templates
• Managing Note Templates

Creating a Note Template

1. Go to My Practice > Note Templates.
    
2. Click Add template or the Fast Action Button (the red plus icon) in the bottom-right corner.
   
    
3. Give your template a name and begin building it using the editor.
   

📍 Note: You can also create a template from one of Practice Better's pre-built templates. Learn more about adding pre-built note templates from Practice Better's template library →

Adding Rich Text Elements

The Note Template editor toolbar lets you add the following section types to your template:

Text: Add rich, free-form content including images, videos, links, tables, lists, and text snippets.   Image Annotation: Add annotatable diagrams or images for visual documentation such as body maps or facial references.   Yes/No: Add a binary response field.   Checkboxes: Add multi-select checkbox fields.   Multiple Choice: Add a single-select option list.   Multiple Choice Grid: Add a grid of multiple choice options.   Table: Add a structured data table.   Scale: Add a rating scale field.   AI Dictation: Add a dictation section powered by the AI Charting Assistant add-on, allowing hands-free transcription directly into the note.

🪄 AI Dictation is part of the AI Charting Assistant add-on. Learn more about Practice Better's AI Charting Assistant →

Each template includes one text section by default. To add more sections, click an icon in the toolbar or select Add text section from the Fast Action Button in the bottom-right corner.

Adding Placeholders

Placeholders automatically pull information from your client's file when you create a new note from a template, saving you time and reducing manual data entry. To insert a placeholder, click the </> button in the text editor toolbar and select from the available options.

You can add placeholders for:

• Basic Information (Notes)
• Emergency Contacts
• Health Care Providers
• Health Insurance Policies
• Diet & Lifestyle
• Diet & Lifestyle: Stressors
• Diet & Lifestyle: Dietary Restrictions
• Diet & Lifestyle: Sleep Patterns
• Diet & Lifestyle: Exercise
• Diet & Lifestyle: Fun
• Diet & Lifestyle: Creativity
• Diet & Lifestyle: Notes
• Medical History
• Medical History: Paternal Illnesses
• Medical History: Maternal IlInesses
• Medical History: Current Health Concerns
• Medical History: Pre-diagnosed IlInesses & Diseases
• Medical History: Hospitalizations & Surgeries
• Medical History: Food & Environmental Allergies
• Medical History: Supplements
• Medical History: Prescription Medications
• Medical History: Shots & Vaccinations
• Medical History: Diagnosis Codes
• Medical History: Notes
• Medical History: Active Medications
• Medical History: Historical Medications
• Medical History: Active Supplements
• Medical History: Historical Supplements
• Body Measurements (Current)
• Vital Signs (Current)
• Session Summary
• Session Action Items
• Session Summary: Subjective (SOAP Only)
• Session Summary: Objective (SOAP Only)
• Session Summary: Assessment (SOAP Only)
• Session Summary: Plan (SOAP Only)
• Completed Form Answers

Once selected, the placeholder appears in the editor as a token, for example: %BASIC_INFORMATION%. You can apply additional formatting to it or place it inside a table. When you create a new note from the template, Practice Better automatically replaces each placeholder with the corresponding data from your client's file.

Learn more about populating form answers into a note →

Using Note Templates

Once you've built your template, you can apply it when creating a note for a client using either method below.

Create a note from the Note Templates page

1. Go to My Practice > Note Templates.
    
2. Click Create for client next to the template.
   
    
3. Select a client from the pop-up to continue.

Create a note from a client's Notes & Recordings page

1. Go to the Notes & Recordings section of your client record.
    
2. Click the Fast Action Button to Add notes.
   
3. Select a Note template from the pop-up or click the Create New button.
   

Learn more about creating and managing client session notes →

Create a note from your My Bookings page

1. Go to My Practice > My Bookings.
    
2. Click Add Notes on any session booking. 
   
    
3. Select from your saved Note templates or click the Create New button. 

Create a note from the Session Details page

1. Open the Session Details page from My Calendar, My Bookings list, or from a client record’s Bookings & Packages list. 
    
2. Click Add Session Notes from the session details menu. 
   
3. Select from your saved Note templates or click the Create New button. 

Managing Note Templates

Change the Order of Your Note Templates

To keep your Note Templates organized, you can easily rearrange the order in which they are listed. 

1. Go to My Practice > Note Templates.
    
2. Click the Change Order button. 
   
    
3. You will see groups of dots to the left of each Note Template. Click and hold the dot group to drag and drop your Note Templates and rearrange them.
   
    
4. When you are satisfied with the order, click Done near the top-right. 
   

Transferring Ownership of Your Note Templates

In a Team Plan, you can assign ownership of resources, like Note Templates, to other team members. 

Learn more about Transferring Ownership of Resources to Team Members → 

1. Go to My Practice > Note Templates.
    
2. Click the More Options menu (3 dots) near the top-right and select Transfer Ownership.
   
    
3. Select the team member who will be assigned as the new owner of the resource(s).
   
    
4. Click the checkbox beside the Note Templates you want to transfer to your team member. 
   
    
5. Click the Transfer button.