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Using custom note templates

Learn how to get started with custom note templates

Wesley Combs avatar
Written by Wesley Combs
Updated over a week ago

**Custom templates can be created and edited on web and desktop only. Once created custom templates can be used on any platform**

What Are Note Templates?

Note templates in Ambient Scribe allow you to predefine the structure and content of your clinical notes. By creating custom templates, you can specify the sections, details, and formatting to ensure that all your notes are consistent and comprehensive. These templates can be used for various types of patient encounters, from annual wellness checks to specific conditions like flu or strep throat.

How to create a template

You'll find the template editor in Settings > Templates. Here, you'll see your existing templates.

To create a new template, click the Create template button. This will open the template editor. Enter:

  • Name: Used to identify your template in the settings menu.

  • Instructions: Tell Ambient Scribe how to structure your notes and what information to capture.

  • Example note: Provide an example note to reinforce the structure and format of your notes.

Once you've finished, click Create template to create your template.

Using your custom templates

In Settings > Note, you'll find a Note template option, which allows you to select your default template. This template will be used by default when you create a note.

Switch note templates frequently? You can change your note selection before you generate your note.

Managing Your Templates

You can review and manage your created templates in the Settings > Templates by clicking for any note.

You can:

  • Edit an existing template: Select the template you want to modify, make your changes, and save.

  • Duplicate a template: Use this feature to create a similar template with slight modifications.

  • Delete a template: Remove templates that are no longer needed.

Tips to Get the Most Out of Your Templates

  • Be Detailed: Ensure your instructions are clear and comprehensive to avoid any ambiguity.

  • Use Standardized Sections: Follow common clinical note structures like SOAP (Subjective, Objective, Assessment, Plan) or H&P (History and Physical) to maintain consistency.

  • Regularly Review and Update: Periodically review your templates to ensure they meet current clinical guidelines and your practice’s needs.

  • Leverage Examples: Use the example note to illustrate the desired format and content, making it easier for Ambient Scribe to follow.

By creating and customizing your note templates in Ambient Scribe, you can streamline your documentation process, ensure consistency, and enhance the quality of your clinical notes.

Note: All the templates below are only starters. Please utilize the template editor to modify them. You can replay a sample transcript through the template by selecting it in the recordings panel (bottom left next to "Begin Recoriding" and the red button. Simply select the tempate and go to the note and click the drop down next to save and select regenerate. It will run through the newly selected template. (note: this will build a new note so please beware that this would require recovery if you wanted the specific version back).


Ambient scribe to Veradigm EHR Mapping Details

Many EHR's have specific sections on how the data is mapped in. Below are details on the Veradigm Integration and where the note sections are mapped to inside the VEHR.


Physical Examination (PE)

  • What to look for:

    • The exact text headers “Objective” and “Physical Exam”

  • How it works:

    • Our system will search your note for these headers.

    • If both are present, the content under both is combined.

  • Purpose:

    • This combined text is used to capture your physical exam findings and observations.

Review of Systems (ROS)

  • What to look for:

    • The exact text header “Review of Systems”.

  • How it works:

    • Only the text under this header is extracted.

  • Purpose:

    • This section is used for a systematic review of the patient’s body systems.

Reason for Visit (RFV)

  • What to look for:

    • The exact text header “Subjective”.

  • How it works:

    • Our system extracts all text within the “Subjective” section.

      • This includes any sub-headings such as “Chief Complaint”, “History of Present Illness (HPI)”, or “Past Medical History” that you might include.

  • Purpose:

    • This text captures the patient’s chief complaint and relevant history.

Assessment and Plan (AP)

  • What to look for:

    • The exact text headers “Assessment” and “Plan”.

  • How it works:

    • The system first extracts the text under “Assessment” and then the text under “Plan”.

      • These are combined in that order.

  • Purpose:

    • The combined text provides your diagnoses and treatment planning.

Important Note on Sub-Sections

Our system looks for these specific headers exactly as written. Even if you include additional sub-sections like “Chief Complaint” or “History of Present Illness,” they should be placed under the appropriate main header (typically “Subjective”) so they are processed correctly.

Example Layout:

Subjective:
- Chief Complaint:
- History of Present Illness:
- Past Medical History:
(All this content is mapped to RFV)

Review of Systems:
(This content is mapped to ROS)

Objective:
(This content is mapped to PE)
Physical Exam:
(If present, this content is also mapped to PE)

Assessment:
(This content is part of AP)
Plan:
(This content is also part of AP)

Using these exact section headers ensures that your notes are accurately extracted and organized by the system.


Using Custom Note Templates with Veradigm (Updated)

This guide explains how to configure and use custom note templates in Ambient Scribe with Veradigm EHR integration.

Update: Veradigm integration now supports 6 distinct sections for more granular note organization.

Prerequisites

Before setting up custom templates:

  1. Ensure you have Veradigm EHR integration enabled

  2. You must have appropriate permissions in Veradigm to save notes

  3. Your account must be configured for the specific note types you want to use

How Veradigm Templates Work

Ambient Scribe now maps your note content to 6 distinct Veradigm sections (previously 4 combined sections). This provides more precise control over where content appears in your EHR notes.

Supported Sections (Updated)

Veradigm integration now supports these 6 sections:

Section Name

Description

Veradigm Mapping

Chief Complaint

Patient's primary concern

CC section

History of Present Illness

Detailed history of current issue

HPI section

Review of Systems

System-by-system review

ROS section

Physical Exam

Examination findings

PE section

Assessment

Clinical assessment

Assessment section

Plan

Treatment plan

Plan section

Note: Previously, some sections were combined (e.g., Assessment and Plan). They are now saved as separate sections for better organization.

Setting Up Your Template

Step 1: Add Template to Ambient Scribe

  1. Navigate to Settings in Ambient Scribe

  2. Select Note Templates

  3. Click New Template

  4. Configure your template:

Template Name: Enter a descriptive name

  • Example: "Office Visit - 6 Sections"

  • Example: "Follow-up Visit"

Note Format: Use the updated 6-section format shown below

Complete Template Examples

Each template has three parts you can copy and customize:

Complete Office Visit (All 6 Sections)

Name:

Office Visit - Complete

Instructions:

[Chief Complaint]

- Capture the patient's main concern in their own words - Keep it brief and focused on the primary issue - Include duration if mentioned

[History of Present Illness]

- Provide a detailed narrative of current symptoms - Include onset, duration, location, characteristics - Document associated symptoms and modifying factors - Note impact on daily activities - Include relevant past medical history

[Review of Systems]

- Conduct a systematic review of body systems - Include both pertinent positives and negatives - Focus on systems related to chief complaint - Document: Constitutional, HEENT, Cardiovascular, Respiratory, GI, GU, Musculoskeletal, Neurological, Skin

[Physical Exam]

- Document vital signs if mentioned - Include all examination findings - Note both normal and abnormal findings - Be specific about location and characteristics - Include relevant negative findings

[Assessment]

- Provide clinical assessment of the patient's condition - List differential diagnoses if appropriate - Include reasoning for primary diagnosis - Note any concerning findings

[Plan]

- List all treatment recommendations - Include medications with specific dosing - Document diagnostic tests ordered - Note referrals and consultations - Include follow-up instructions - Document patient education provided

Example Output:

Chief Complaint 

Persistent headaches for 3 weeks. History of Present Illness The patient reports experiencing daily headaches for the past 3 weeks. The headaches are described as bilateral, pressure-like pain primarily in the frontal and temporal regions. Pain intensity ranges from 4-7/10. Headaches typically worsen throughout the day and are aggravated by stress and computer work. Partially relieved by ibuprofen 400mg. Associated with mild photophobia but no nausea or visual changes. No history of similar headaches. Patient notes increased work stress recently.

Review of Systems

Constitutional: No fever, chills, or weight loss
HEENT: Headaches as noted, mild photophobia, no vision changes, no nasal congestion
Cardiovascular: No chest pain or palpitations
Respiratory: No shortness of breath or cough
Gastrointestinal: No nausea or vomiting
Neurological: No focal weakness, numbness, or dizziness
Musculoskeletal: Mild neck stiffness noted
Physical Exam
Vital signs: BP 128/82, HR 76, RR 14, Temp 98.4°F
General: Alert and oriented, appears mildly uncomfortable HEENT: Pupils equal and reactive, no papilledema, mild tenderness over temporal regions Neck: Mild trapezius muscle tension, full range of motion Neurological: Cranial nerves II-XII intact, strength 5/5 throughout, reflexes 2+ and symmetric Assessment Tension-type headaches, likely related to stress and poor ergonomics. No red flags for secondary headache disorders. Differential includes migraine without aura, though pattern more consistent with tension-type.

Plan

1. Prescribed naproxen 500mg PO BID PRN for headache
2. Recommend stress management techniques including regular breaks from computer work
3. Ergonomic assessment of workstation
4. Trial of progressive muscle relaxation exercises
5. If no improvement in 2 weeks, consider prophylactic therapy
6. Return in 4 weeks or sooner if worsening symptoms
7. Educated on headache diary to track triggers

Focused Visit (4 Sections)

Name:

Focused Visit

Instructions:

[Chief Complaint] - State the primary reason for visit - Use patient's own words when possible [History of Present Illness] - Document relevant history for focused problem - Include symptom details and timeline - Note previous treatments tried - Include pertinent review of systems [Assessment] - Clinical assessment of the presenting problem - Include most likely diagnosis - Note any important differential considerations [Plan] - Treatment plan specific to the problem - Include medications and follow-up - Document any testing needed

Example Output:

Chief Complaint Sore throat for 2 days. History of Present Illness Patient presents with 2-day history of sore throat that began suddenly. Describes severe pain with swallowing, rated 8/10. Associated with fever to 101°F and fatigue. Denies cough, runny nose, or known sick contacts. Has been taking acetaminophen with minimal relief. No difficulty breathing or drooling. Assessment Acute pharyngitis, likely streptococcal given fever, absence of cough, and pharyngeal erythema with exudate. Rapid strep test positive. Plan 1. Amoxicillin 500mg PO BID x 10 days 2. Continue acetaminophen for fever and pain 3. Increase fluid intake 4. Return if not improved in 48-72 hours 5. Advised to avoid close contact with others for 24 hours after starting antibiotics

Quick Follow-up (3 Sections)

Name:

Quick Follow-up

Instructions:

[History of Present Illness] - Document interval history since last visit - Note response to treatment - Include any new or ongoing symptoms [Assessment] - Current status of condition - Note improvement or concerns - Update diagnosis if needed [Plan] - Continue or modify treatment - Schedule next follow-up - Address any new issues

Example Output:

History of Present Illness Patient returns for 1-week follow-up of acute sinusitis. Has completed 5 days of amoxicillin with significant improvement. Facial pressure and pain have resolved. Mild residual nasal congestion remains but improving daily. No fever since day 3 of antibiotics. Assessment Acute sinusitis, resolving with antibiotic therapy. Significant clinical improvement noted. Plan 1. Complete full 10-day course of amoxicillin 2. Continue saline nasal rinses 3. No additional medications needed 4. Return if symptoms recur 5. Preventive measures discussed including hand hygiene

Important Changes from Previous Version

What's New:

  1. 6 Separate Sections: Assessment and Plan are now independent sections

  2. Direct Mapping: Each section maps directly to its Veradigm counterpart

  3. No Section Combining: Sections are no longer merged during processing

Migration Notes:

  • Existing templates will continue to work

  • Consider updating templates to use all 6 sections for better organization

  • Assessment and Plan content will now appear in separate sections in Veradigm

Section Flexibility

The system recognizes sections with:

  • Case variations: "chief complaint" = "Chief Complaint" = "CHIEF COMPLAINT"

  • Bracketed format: [Chief Complaint] is also valid

  • With/without "Section": "Review of Systems" = "Review of Systems Section"

Template Best Practices

  1. Include All Relevant Sections: Use all 6 sections when appropriate for comprehensive documentation

  2. Section Order: While not required, maintaining the standard medical note order improves readability

  3. Empty Sections: It's okay to include section headers even if some might be empty for certain visits

  4. Consistent Naming: Use the exact section names listed above for reliable mapping

Tips for Optimal Use

For Comprehensive Visits:

  • Include all 6 sections

  • Ensure thorough documentation in each section

  • Use for new patient visits or complex cases

for Focused Visits:

  • Include only relevant sections

  • Minimum recommended: Chief Complaint, HPI, Assessment, Plan

  • Use for follow-ups or single-issue visits

For Specialty Practices:

  • Customize which sections to include based on specialty needs

  • Maintain at least Assessment and Plan for all visits

  • Consider practice-specific section emphasis

Troubleshooting

Sections not appearing in Veradigm

  • Verify section headers match exactly (see supported sections above)

  • Ensure each section header is on its own line

  • Check for typos or extra characters

Content in wrong sections

  • Review section header spelling

  • Ensure no duplicate section headers

  • Verify proper line breaks between sections

Missing sections in EHR

  • Confirm your Veradigm account has access to all note sections

  • Some Veradigm configurations may limit available sections

  • Contact your EHR administrator if sections are restricted

Common Use Cases

Primary Care Office Visit

All 6 sections for comprehensive documentation

Specialist Consultation

Focus on HPI, Physical Exam, Assessment, and Plan

Follow-up Visit

May only need HPI, Assessment, and Plan

Urgent Care Visit

Emphasize Chief Complaint, HPI, Physical Exam, and Plan

Need Help?

If you encounter issues with Veradigm templates:

  1. Verify your Veradigm integration is active

  2. Check that section names match exactly

  3. Test with a simple template first

  4. Contact support with template details and any error messages


Using Custom Note Templates with TouchWorks

This guide explains how to configure and use custom note templates in Ambient Scribe with TouchWorks EHR integration.

Prerequisites

Before setting up custom templates:

  1. Ensure you have TouchWorks EHR integration enabled

  2. Your TouchWorks templates must be configured as extensible (allowing external writes)

  3. You must have appropriate permissions in TouchWorks to use the templates

How TouchWorks Templates Work

Ambient Scribe maps your note sections directly to TouchWorks extensible note sections. When you select a template, the system automatically organizes your transcribed content into the appropriate sections defined in TouchWorks.

Setting Up Your Template

Step 1: Configure Template in TouchWorks

Ensure your template in TouchWorks:

  • Is marked as extensible (can receive external data)

  • Contains the sections you want to populate

  • Has a unique template name

Step 2: Add Template to Ambient Scribe

  1. Navigate to Settings in Ambient Scribe

  2. Select Note Templates

  3. Click New Template

  4. Fill in the three required fields:

Name: Enter your template name in curly braces

  • Format: {Your Template Name}

  • Example: {Office Visit} or {Progress Note}

Instructions: Define what content goes in each section using [Section] headers Example Output: Show how the final note should look with plain section headers

TouchWorks Section Mapping

Ambient Scribe recognizes the following standard TouchWorks sections:

Section Name

TouchWorks Section

Chief Complaint

Maps to Chief Complaint section

History of Present Illness

Maps to HPI section

Review of Systems

Maps to ROS section

Physical Exam

Maps to Physical Exam section

Results/Data

Maps to Results/Data section

Procedure

Maps to Procedure section

Plan

Maps to Plan section

Discussion/Summary

Maps to Discussion/Summary section

Complete Template Examples

Each template has three parts you can copy and customize:

Office Visit Template (8 sections)

Name:

{Office Visit}

Instructions:

[Chief Complaint] - Capture the patient's main concern in their own words - Keep it brief and focused on the primary issue [History of Present Illness] - Provide a detailed narrative of current symptoms - Include onset, duration, characteristics, and associated symptoms - Document alleviating or aggravating factors - Note impact on daily life [Review of Systems] - Conduct a systematic review of each body system - Include both pertinent positives and negatives - Cover: General, Skin, HEENT, Respiratory, Cardiovascular, Gastrointestinal, Musculoskeletal, Neurological [Physical Exam] - Document vital signs if mentioned - Include all examination findings - Note both normal and abnormal findings - Be specific about location and characteristics [Results/Data] - Include any lab results mentioned - Document imaging findings - Note any diagnostic test results [Procedure] - Document any procedures performed - Include technique and findings - Note patient tolerance [Plan] - List all treatment recommendations - Include medications with dosing - Document follow-up instructions - Note referrals if needed [Discussion/Summary] - Summarize key findings and decisions - Document patient education provided - Note any specific instructions or precautions

Example Output:

Chief Complaint Patient presents with persistent cough for 2 weeks. History of Present Illness The patient reports a dry, non-productive cough that began approximately 2 weeks ago. The cough is worse at night and with exertion. No associated fever, chest pain, or shortness of breath. Has tried over-the-counter cough medicine with minimal relief. No recent sick contacts or travel. Review of Systems General: No fever, chills, or weight loss HEENT: No sore throat, nasal congestion, or ear pain Respiratory: Persistent dry cough as noted in HPI, no dyspnea or wheezing Cardiovascular: No chest pain or palpitations Gastrointestinal: No nausea, vomiting, or reflux symptoms Musculoskeletal: No joint pain or swelling Neurological: No headaches or dizziness Physical Exam Vital signs: BP 120/80, HR 72, RR 16, Temp 98.6°F General: Alert and oriented, in no acute distress HEENT: Pharynx clear, no erythema or exudate Lungs: Clear to auscultation bilaterally, no wheezes or rales Heart: Regular rate and rhythm, no murmurs Results/Data No laboratory or imaging studies performed at this visit. Procedure No procedures performed. Plan 1. Likely post-viral cough syndrome 2. Prescribed dextromethorphan 30mg PO q6h PRN for cough 3. Recommend honey and warm liquids for symptom relief 4. Return if symptoms worsen or persist beyond 4 weeks 5. Consider chest X-ray if no improvement Discussion/Summary Discussed likely viral etiology of cough with expected resolution within 4-6 weeks. Patient educated on symptom management and warning signs to watch for. Agreed with conservative management plan.

Section Header Flexibility

The system is flexible with section headers:

  • Case-insensitive: "chief complaint" = "Chief Complaint" = "CHIEF COMPLAINT"

  • Optional "Section" suffix: "Review of Systems" = "Review of Systems Section"

  • Bracketed format: [Chief Complaint] also works

Version Selection

TouchWorks supports two template versions:

  • v11 (default): For extensible encounter notes with XML section mapping

  • v10: For legacy document types

To specify a version, prefix your template name:

  • v10: {v10.Office Visit}

  • v11: {Office Visit} (no prefix needed)

Tips for Success

  1. Match Section Names: Ensure your template section headers match TouchWorks section names exactly (though case doesn't matter)

  2. Include All Sections: Include all sections from your TouchWorks template, even if some might be empty

  3. Test First: Test with a single patient encounter to verify proper section mapping

  4. Check Extensibility: Verify in TouchWorks that your template is marked as extensible

Troubleshooting

"No extensible encounter note found" error

  • Verify the template name matches exactly (within the curly braces)

  • Confirm the template is marked as extensible in TouchWorks

  • Check that you're using the correct encounter

Sections not mapping correctly

  • Ensure section headers match TouchWorks section names

  • Remove any extra formatting or special characters

  • Try using the bracketed format: [Section Name]

Content appearing in wrong sections

  • Check for typos in section headers

  • Ensure each section header is on its own line

  • Verify no duplicate section headers exist

Progress Note Template (5 sections)

Name:

{Progress Note}

Instructions:

[Chief Complaint] - Brief statement of the primary concern - Use patient's own words when possible [History of Present Illness] - Document progress since last visit - Note any changes in symptoms - Include response to current treatment - Document new concerns [Physical Exam] - Focus on relevant systems - Document changes from previous exam - Include vital signs if available [Plan] - Update treatment plan based on progress - Adjust medications as needed - Document next steps [Discussion/Summary] - Summarize overall progress - Note patient compliance - Document any barriers to treatment

Example Output:

Chief Complaint Follow-up for hypertension management. History of Present Illness Patient returns for 3-month follow-up of hypertension. Reports good compliance with lisinopril 10mg daily. Home blood pressure readings averaging 130/85. No side effects noted. Denies chest pain, shortness of breath, or edema. Has been adherent to low-sodium diet. Physical Exam Vital signs: BP 132/84, HR 68, RR 14 General: Well-appearing, no distress Cardiovascular: Regular rate and rhythm, no murmurs Lungs: Clear bilaterally Extremities: No edema Plan 1. Continue lisinopril 10mg daily 2. Continue dietary modifications 3. Recheck labs in 3 months (BMP, lipid panel) 4. Follow-up in 3 months Discussion/Summary Blood pressure improved but not at goal. Patient motivated to continue lifestyle modifications. Discussed importance of medication adherence and regular monitoring.

Follow-up Visit Template (4 sections)

Name:

{Follow-up Visit}

Instructions:

[Chief Complaint] - State reason for follow-up - Note time since last visit [History of Present Illness] - Document interval history - Note treatment response - Include any new symptoms - Document medication compliance [Plan] - Continue or adjust current treatment - Order any needed tests - Schedule next appointment [Discussion/Summary] - Summarize visit and decisions - Document patient understanding - Note any concerns addressed

Example Output:

Chief Complaint 2-week follow-up for acute bronchitis. History of Present Illness Patient returns after completing 7-day course of azithromycin for acute bronchitis. Reports significant improvement in cough, now only occasional and non-productive. No fever, chest pain, or dyspnea. Completed full antibiotic course as prescribed. Plan 1. No additional medications needed 2. Continue supportive care 3. Return if symptoms recur or worsen 4. Annual flu vaccine recommended Discussion/Summary Acute bronchitis resolved with antibiotic treatment. Patient counseled on prevention strategies including hand hygiene and avoiding tobacco smoke exposure.

Best Practices

  1. Consistent Naming: Use consistent template names across your practice

  2. Document Templates: Keep a reference of your templates and their sections

  3. Regular Updates: Review and update templates as your documentation needs change

  4. Training: Ensure all providers understand the template structure

Need Help?

If you encounter issues with TouchWorks templates:

  1. Verify your TouchWorks integration is active

  2. Check that templates are properly configured as extensible

  3. Contact support with your template name and any error messages

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