Skip to main content

​
Overview

Paw & Care includes 8 built-in templates, but practices can create unlimited custom templates tailored to specific procedures, specialists, or documentation styles. Custom templates optimize AI-generated SOAP notes for your unique workflows.
Role Requirement: Creating and editing templates requires Practice Manager role. All staff can view and use templates for documentation.

​
Built-In Templates

​
Standard Templates

Review existing templates before creating custom ones:
Template: Standard SOAPUse Cases: General wellness exams, routine appointments, sick visitsSections:
  1. Subjective: Chief complaint, history, owner observations
  2. Objective: Physical exam, vitals, diagnostics
  3. Assessment: Diagnosis, problem list
  4. Plan: Treatment, medications, follow-up
Detail Level: Concise (default)Fields per Section: 1 large textareaBest For: 80% of appointments, versatile general template

​
Creating Custom Templates

​
Access Template Management

1

Navigate to Templates

Desktop: Sidebar → TemplatesMobile: More tab → Templates
If Templates option not visible, check user role. Only Practice Managers see template management.
2

View Template Library

Templates Screen Layout:Left Panel: Template list
  • All built-in templates (8 default)
  • Custom templates (user-created)
  • Search bar
  • Filter: Built-in / Custom / All
  • Sort: Recently used, Alphabetical, Date created
Right Panel: Template preview
  • Selected template details
  • Section structure
  • Field configuration
  • Usage statistics
  • Edit / Copy / Delete buttons
3

Start New Template

Two creation methods:A. From Scratch: Tap + New Template button (top right)B. Copy Existing (Recommended):
  1. Select similar built-in template
  2. Tap Copy and Customize button
  3. Duplicate created with “Copy of [Name]”
  4. Edit copied template
Copying preserves section structure and field types, saving 5-10 minutes of setup time.

​
Template Configuration

1

Basic Information

Template Settings Form:Title (Required):
  • Clear, descriptive name
  • Examples: “Orthopedic Consult”, “Feline Urinary Blockage”, “Pre-Surgical Exam”
  • Maximum 50 characters
  • Must be unique across practice
Description (Required):
  • When to use this template
  • What makes it different from standard SOAP
  • Examples:
    • “Use for all lameness and musculoskeletal evaluations”
    • “Specialized template for blocked cat emergencies”
    • “Pre-anesthetic examination before any surgical procedure”
  • Maximum 200 characters
  • Displayed in template picker
Detail Level (Required):
  • Concise: Brief, essential information (default)
    • AI generates 2-4 sentences per section
    • Focuses on key findings
    • Faster to review and edit
    • Best for routine cases
  • Detailed: Comprehensive, narrative style
    • AI generates 1-2 paragraphs per section
    • Includes supporting details and rationale
    • Takes longer to generate and review
    • Best for complex cases, referrals, legal documentation
Type (Optional classification):
  • SOAP (default)
  • Specialist
  • Procedure
  • Communication
  • Custom
2

Define Sections

Section Builder:Templates consist of multiple sections (minimum 1, maximum 10).Add Section:
  1. Tap + Add Section button
  2. Enter section name (e.g., “History”, “Physical Exam”, “Diagnostic Plan”)
  3. Optional: Add section description for AI guidance
  4. Set section order (drag to reorder)
  5. Choose required vs. optional
Section Configuration:Name:
  • Clear label (appears as header in notes)
  • Examples:
    • Standard: “Subjective”, “Objective”, “Assessment”, “Plan”
    • Custom: “Neurologic Examination”, “Pain Score”, “Anesthesia Protocol”
Description (AI Guidance):
  • Instructs AI what content belongs in section
  • Examples:
    • “Owner’s description of symptoms and timeline”
    • “Gait analysis, range of motion testing, palpation findings”
    • “List all medications with dosages, routes, and frequency”
  • More specific guidance = better AI output
Order:
  • Sections appear in defined sequence
  • Drag handles to rearrange
  • Numbering automatic
Color Coding (Optional):
  • Assign color for visual distinction
  • 8 color options (blue, green, purple, pink, amber, cyan, rose, indigo)
  • Colors cycle automatically if not specified
AI Optimization: Include 3-6 sections for best results. Too few (1-2) limits structure, too many (greater than 8) confuses AI and creates editing overhead.
3

Configure Fields (Advanced)

Each section can have multiple fields:Field Types:Textarea (Default):
  • Large text area for narrative content
  • AI generates paragraph-style text
  • Best for subjective descriptions, exam findings
  • Character limit: 5000
Text Input:
  • Single-line short answer
  • AI generates brief phrase or sentence
  • Best for specific data points
  • Examples: “Temperature”, “Weight”, “Primary Diagnosis”
  • Character limit: 200
Number Input:
  • Numeric value with optional units
  • AI extracts numbers from dictation
  • Examples: “Heart Rate (bpm)”, “Glucose (mg/dL)”
  • Validation: Must be number
Select Dropdown:
  • Pre-defined options
  • AI selects closest match
  • Examples:
    • “Body Condition Score”: 1/9, 2/9, 3/9… 9/9
    • “Dental Grade”: 0, 1, 2, 3, 4
    • “Prognosis”: Excellent, Good, Fair, Guarded, Poor
  • Maximum 20 options
Checkbox:
  • Yes/No or True/False
  • AI detects presence/absence in dictation
  • Examples: “Microchipped”, “Spayed/Neutered”, “Fasting Confirmed”
Date:
  • Calendar date picker
  • AI extracts dates from text
  • Examples: “Surgery Date”, “Last Vaccination”, “Next Recheck”
  • Format: YYYY-MM-DD
Adding Fields:
  1. Select section
  2. Tap + Add Field
  3. Choose field type
  4. Configure:
    • Field label
    • Placeholder text
    • Required vs. optional
    • Default value (if applicable)
    • Options (for select/checkbox)
Simple vs. Structured: Most sections work best with single textarea. Use multiple fields only when specific data extraction needed (e.g., vitals, scores, dates).
4

Set Default Status

Make Default Template:
  • Toggle “Set as Default” checkbox
  • Default template auto-selected in Dictation screen
  • Only one template can be default at a time
  • Setting new default removes previous default status
Use Case: If practice does mostly orthopedic cases, set orthopedic template as default for quick access.
5

Save and Test

Save Template:
  1. Review all configuration
  2. Tap Save Template button
  3. Template appears in custom templates list
  4. Available immediately for documentation
Test Template:
  1. Navigate to Dictate tab
  2. Select test patient
  3. Choose new custom template from picker
  4. Record sample dictation
  5. Generate SOAP notes
  6. Review AI output quality
  7. Adjust template if needed:
    • Revise section descriptions
    • Reorder sections
    • Change detail level
    • Add/remove fields
Iterate: Test with 3-5 real cases before rolling out to entire practice.

​
Template Examples

​
Example 1: Orthopedic Lameness Evaluation

Template Configuration: 
Title: Orthopedic Lameness Evaluation
Description: Specialized template for all lameness and musculoskeletal cases
Detail Level: Detailed
Type: Specialist
Default: No

Sections:
  1. Subjective:
      Name: History of Present Illness
      Description: Duration, onset, progression, owner observations
      Fields: [Textarea]
      
  2. Objective - Gait:
      Name: Gait Analysis
      Description: Gait observation at walk and trot, weight-bearing
      Fields: [Textarea]
      
  3. Objective - Palpation:
      Name: Musculoskeletal Examination
      Description: Palpation of limbs, range of motion, pain response, crepitus
      Fields: [Textarea]
      
  4. Objective - Neurologic:
      Name: Neurologic Assessment
      Description: Proprioception, reflexes, cranial nerves if relevant
      Fields: [Textarea]
      
  5. Assessment:
      Name: Differential Diagnoses
      Description: Ranked list of possible diagnoses with supporting evidence
      Fields: [Textarea]
      
  6. Plan:
      Name: Diagnostic and Treatment Plan
      Description: Radiographs, lab work, medications, activity restriction, recheck
      Fields: [Textarea]
Sample Dictation: *“Max, 7-year-old Labrador, presented for right forelimb lameness of 2 weeks duration. Owner reports gradual onset after playing fetch. Worse after rest, improves with activity. No history of trauma. Currently on no medications. Gait analysis: Grade 2 out of 5 lameness right forelimb at walk, grade 3 at trot. Weight-bearing on limb but shortened stride. No obvious muscle atrophy. Musculoskeletal exam: Pain on extension of right elbow, decreased range of motion compared to left. Mild joint effusion palpated. No crepitus. Carpus and shoulder unremarkable. Neurologic exam: Normal proprioception all limbs, reflexes intact, no cranial nerve deficits. Differential diagnoses: 1) Elbow osteoarthritis most likely given signalment, chronic history, and exam findings. 2) Elbow dysplasia possible. 3) Soft tissue injury less likely given chronicity. Plan: Radiographs of right elbow today, two views. Start carprofen 75mg twice daily with food for pain and inflammation. Strict activity restriction for 2 weeks: leash walks only, no running or jumping. Recheck in 2 weeks to assess response to treatment. Discuss joint supplements and weight management with owner.”* Generated SOAP Note: AI structures into 6 sections as defined, with detailed analysis in Differential Diagnoses section.

​
Example 2: Feline Urinary Blockage Emergency

Template Configuration: 
Title: Feline Urinary Blockage
Description: Emergency protocol template for blocked male cats
Detail Level: Detailed
Type: Procedure
Default: No

Sections:
  1. Presentation:
      Name: Emergency Presentation
      Description: Chief complaint, duration of symptoms, owner observations
      Fields: [Textarea]
      
  2. Physical Exam:
      Name: Initial Assessment
      Description: Vitals, hydration status, bladder palpation
      Fields:
        - Temperature [Number, unit: °F]
        - Heart Rate [Number, unit: bpm]
        - Bladder Size [Select: Small, Normal, Moderately enlarged, Severely distended]
        - Pain Level [Select: Mild, Moderate, Severe]
      
  3. Treatment:
      Name: Unblocking Procedure
      Description: Sedation, catheterization, findings
      Fields: [Textarea]
      
  4. Diagnostics:
      Name: Lab Work and Imaging
      Description: Bloodwork results, urinalysis, radiographs
      Fields: [Textarea]
      
  5. Hospitalization:
      Name: Hospital Care Plan
      Description: IV fluids, medications, catheter management, monitoring
      Fields: [Textarea]
      
  6. Discharge:
      Name: Discharge Instructions
      Description: Medications, diet, follow-up, warning signs
      Fields: [Textarea]
Use Case: Structured template ensures all critical steps documented for common emergency. Numbered fields (vitals, bladder size) ensure data captured consistently for analytics.

​
Example 3: Pre-Surgical Examination

Template Configuration: 
Title: Pre-Surgical Examination
Description: Required examination before any anesthetic procedure
Detail Level: Concise
Type: Procedure
Default: No

Sections:
  1. History Review:
      Name: Medical History
      Description: Current medications, known conditions, previous anesthesia history
      Fields: [Textarea]
      
  2. Physical Exam:
      Name: Pre-Anesthetic Physical
      Description: Brief focused exam, emphasize cardiovascular and respiratory
      Fields:
        - Weight [Number, unit: kg]
        - Heart Rate [Number, unit: bpm]
        - Respiratory Rate [Number, unit: breaths/min]
        - Heart Auscultation [Select: Normal, Murmur grade 1-6, Arrhythmia]
        - Lung Auscultation [Select: Clear, Crackles, Wheezes, Decreased]
        - General Exam Notes [Textarea]
      
  3. Lab Work:
      Name: Pre-Anesthetic Bloodwork
      Description: Required labs and results
      Fields:
        - PCV/TP [Checkbox: Performed]
        - Chemistry Panel [Checkbox: Performed]
        - Results Summary [Textarea]
      
  4. Anesthetic Risk:
      Name: ASA Physical Status
      Description: American Society of Anesthesiologists classification
      Fields:
        - ASA Class [Select: I (Normal), II (Mild disease), III (Severe disease), IV (Life-threatening), V (Moribund)]
        - Risk Factors [Textarea]
      
  5. Owner Consent:
      Name: Consent and Communication
      Description: Owner awareness of risks and agreement to proceed
      Fields:
        - Consent Form Signed [Checkbox]
        - Special Instructions [Textarea]
Use Case: Standardized pre-surgical exam ensures compliance with anesthesia safety protocols. ASA classification field ensures risk documented consistently.

​
Managing Templates

​
Editing Existing Templates

1

Access Template Editor

Navigate to Templates → Select template → Edit button
Built-In Templates: Cannot edit built-in templates directly. Use “Copy and Customize” to create modified version.
2

Modify Configuration

Editable Properties:
  • Title and description
  • Detail level (concise ↔ detailed)
  • Section names and descriptions
  • Field types and labels
  • Section order (drag to reorder)
  • Add new sections or fields
  • Remove sections or fields
Non-Editable Properties:
  • Template ID (system-generated)
  • Creation date
  • Created by user
  • Usage statistics
3

Version Control

Template Versioning:When saving edits to template:
  • System creates new version automatically
  • Previous version archived (read-only)
  • Existing SOAP notes link to version used at creation time
  • New notes use latest version
View Version History:
  • Template detail panel → Version History tab
  • List of all versions with timestamps
  • View previous version configuration
  • Revert to previous version if needed
Safe Experimentation: Version control allows testing template changes without losing original configuration. Revert if changes don’t work well.
4

Save Changes

Tap Save Changes buttonConfirmation Dialog:
  • “This will create a new template version.”
  • “X existing draft records use this template and will continue using old version.”
  • “All new records will use updated version.”
  • “Proceed?”
Confirm to save new version.

​
Sharing and Duplicating

Create Copy:Select template → Copy buttonUse Cases:
  • Create similar template for different species
  • Test modifications without affecting original
  • Share template structure with minor changes
Copy includes:
  • All sections and fields
  • Detail level
  • Descriptions
Copy excludes:
  • Default status (duplicate not default)
  • Usage statistics (starts at zero)
  • Version history (new template, new history)
Naming: Duplicate named “Copy of [Original Name]”Edit duplicate as needed.

​
Deleting Templates

1

Select Template to Delete

Navigate to Templates → Select custom template → Delete button
Built-In Templates: Cannot delete built-in templates. Can only hide them from picker if unused.
2

Deletion Confirmation

Warning Dialog:“Are you sure you want to delete [Template Name]?”Impact Assessment:
  • Shows count of records using this template
  • “X medical records use this template”
  • “Deleting will not affect existing records”
  • “Template will be archived and unavailable for new records”
Options:
  • Delete: Remove from active templates
  • Archive: Hide from picker but keep in system
  • Cancel: Abort deletion
3

Post-Deletion

Soft Delete:
  • Template removed from active list
  • Archived in database (not permanently deleted)
  • Existing records still reference archived template
  • Template name freed for reuse
Recovery:
  • Practice Manager can restore archived templates
  • Templates → Show Archived filter
  • Select archived template → Restore button

​
Template Best Practices

​
Design Principles

Clarity

Clear Section Names:
  • Use familiar medical terminology
  • Avoid abbreviations
  • Descriptive, not generic
Good: “Neurologic Examination”, “Diagnostic Plan”Bad: “Section 2”, “Neuro”, “Other”Impact: Better AI understanding, clearer notes for other vets

Simplicity

Minimal Sections:
  • 3-6 sections optimal
  • Combine related content
  • Avoid over-specification
Example: Don’t separate “Heart Auscultation” and “Lung Auscultation” into different sections. Combine as “Cardiovascular/Respiratory Exam”.Impact: Faster AI generation, easier editing, less scrolling

Consistency

Standardize Across Practice:
  • Similar templates for similar cases
  • Consistent section naming
  • Agreed-upon terminology
Example: If one template uses “Diagnostics” and another uses “Lab Work”, consolidate to one term.Impact: Predictable documentation, easier record review, better analytics

Flexibility

Avoid Over-Constraint:
  • Use textarea over multiple small fields
  • Required fields only for essential data
  • Allow narrative flexibility
Example: Don’t require 10 separate vital sign fields if veterinarians prefer narrative style.Impact: Natural dictation flow, less frustration, higher adoption

​
AI Optimization

1

Write Effective Section Descriptions

Section descriptions guide AI content generation:Bad Description (Too vague):
Section: Assessment
Description: "Diagnosis"
Good Description (Specific guidance):
Section: Assessment
Description: "Primary diagnosis with supporting evidence from 
history and examination. Include differential diagnoses if 
relevant, ranked by likelihood. State prognosis."
Impact: AI generates appropriate content in correct section, reducing editing time.
2

Choose Appropriate Detail Level

Concise (Default recommendation):
  • 2-4 sentences per section
  • Essential information only
  • Faster to review and edit
  • Best for: 80-90% of cases
Detailed:
  • 1-2 paragraphs per section
  • Comprehensive narrative
  • Includes supporting details and rationale
  • Best for: Complex cases, referrals, teaching cases
Example Comparison:Same dictation, different detail levels:Concise Output: “Physical examination revealed grade 2/5 lameness of right forelimb. Pain on elbow extension with decreased range of motion. Mild joint effusion palpated.”Detailed Output: “On orthopedic examination, Max demonstrated a grade 2 out of 5 lameness of the right forelimb at a walk, progressing to grade 3 at a trot. Weight-bearing was present but stride length was noticeably shortened compared to the left forelimb. Palpation of the right elbow joint revealed pain on forced extension, with range of motion decreased by approximately 20% compared to the contralateral limb. Mild joint effusion was appreciated on palpation, with no crepitus detected. The carpus and shoulder appeared unremarkable on palpation and manipulation.”
3

Test with Real Dictations

Validation Process:
  1. Create template with best guess configuration
  2. Use for 5-10 real cases across different veterinarians
  3. Collect feedback:
    • Which sections had poor AI output?
    • What required most editing?
    • Any sections consistently empty?
    • Any sections with wrong content?
  4. Refine:
    • Improve section descriptions
    • Reorder sections
    • Combine or split sections
    • Adjust detail level
  5. Re-test with 3-5 more cases
  6. Deploy practice-wide when consistent
Iteration is normal: Expect 2-3 revisions before template optimized.

​
Training Staff

1

Template Introduction

When rolling out new custom template:Team Meeting:
  • Explain why template created
  • Show use cases and example dictations
  • Demo template in Dictate screen
  • Generate sample SOAP note together
  • Answer questions
Documentation:
  • Create one-page guide:
    • When to use template
    • Key sections explained
    • Sample dictation script
    • Common pitfalls
  • Post in staff area and digital shared drive
2

Hands-On Practice

Training Exercise:
  1. Give staff sample case scenario
  2. Have them dictate using new template
  3. Generate SOAP notes
  4. Review output as group
  5. Discuss what worked well and what needs editing
  6. Iterate if template needs adjustment
Buddy System:
  • Pair experienced with new staff
  • Experienced demonstrates template use
  • New staff tries with supervision
  • Debrief after first few uses
3

Ongoing Support

First Week:
  • Practice Manager reviews all notes using new template
  • Provides individual feedback
  • Adjusts template if systemic issues found
Monthly Review:
  • Check template usage statistics
  • Identify staff not using template (may need retraining)
  • Review sample notes for quality
  • Gather suggestions for improvements

​
Template Analytics

​
Usage Statistics

Track template performance: Templates Screen → Select Template → Analytics Tab

Total Uses

Metric: Count of records created with this templateFilters: All time, This month, This week, TodayUse: Identify most/least popular templates

Average Edit Time

Metric: Time spent editing AI-generated SOAP notesCalculation: (Time saved - Time editing) / RecordsTarget: Less than 2 minutes per recordUse: Identify templates needing optimization (high edit time = poor AI output)

Adoption Rate

Metric: Percentage of staff using templateCalculation: (Staff who used / Total staff) × 100Target: Greater than 80% within 1 monthUse: Identify training needs or template usability issues

​
Quality Metrics

Average Ratings (Coming Soon):
  • Staff rate generated SOAP quality (1-5 stars)
  • Track rating trends over time
  • Identify templates with consistently low ratings
  • Correlate with specific AI model versions
Edit Patterns (Coming Soon):
  • Which sections edited most frequently?
  • What type of edits? (additions, deletions, complete rewrites)
  • Common phrases added that AI missed
  • Use to improve section descriptions and AI prompts

​
Troubleshooting

Symptom: AI-generated content appears in incorrect sectionExample: Plan items appearing in Objective sectionCauses:
  • Section descriptions too similar
  • Section names ambiguous
  • Detail level mismatch
Solutions:
  1. Clarify section descriptions: Be more specific about what content belongs in each section
  2. Rename sections: Use clearer, more distinct names
  3. Reorder sections: Put sections in logical SOAP flow
  4. Test with example: Provide sample dictation and expected output in description
Symptom: Custom template created but not visible in Dictate screenCauses:
  • Template not saved (still in draft)
  • Template archived or deleted
  • User role lacks permission to use template
  • Browser cache outdated
Solutions:
  1. Verify save: Go to Templates screen, find template, check status
  2. Check archive status: Show Archived filter, restore if needed
  3. Clear cache: Refresh browser (Ctrl+F5) or restart app
  4. Re-sync: Mobile app → Pull to refresh templates list
Symptom: Number/Date/Select fields remain empty after AI generationCauses:
  • Data not mentioned in dictation
  • AI didn’t recognize field intent
  • Field label unclear
Solutions:
  1. Dictate explicitly: “Temperature is 101.2 degrees”, “Heart rate is 90 beats per minute”
  2. Add field description: Guide AI on what to extract
  3. Use standard terminology: “BCS 5/9” not “body condition is okay”
  4. Manual entry: Faster to type number than troubleshoot extraction
Symptom: Concise setting still generates long text, or Detailed is too briefCauses:
  • Dictation length overrides setting
  • Section description contradicts detail level
  • AI model behavior variability
Solutions:
  1. Match dictation to desired output: Concise = brief dictation, Detailed = comprehensive dictation
  2. Review section descriptions: Remove phrases like “brief” or “detailed” that conflict
  3. Test consistency: Generate same dictation 3 times, check variability
  4. Consider custom setting: May need separate templates for different detail needs

​
Next Steps

Documentation Workflow

Learn complete voice dictation and SOAP generation process

Bulk Operations

Apply templates to multiple records efficiently

Daily Workflow

See how custom templates fit into daily practice operations

AI Features

Deep dive into AI SOAP generation and clinical insights

Build docs developers (and LLMs) love

Get started for freeTalk to us