Why Create Custom Templates?
While VetVisit AI includes many built-in templates, custom templates let you create documentation formats that exactly match your workflow and preferences.
Match Your Style
Create notes that match how you've always documented, with your preferred sections and formatting.
Specialty Focus
Include specialty-specific sections that built-in templates might not cover.
Practice Software Compatibility
Format output so you can paste it cleanly into your practice management software's note fields.
Team Consistency
Create shared templates that ensure consistent documentation across your practice.
Creating a Custom Template
You have two ways to create custom templates: start from scratch or duplicate an existing template.
Create from Scratch
- Go to Template Library in the sidebar
- Click "Create template" (or "Create with AI" to describe it in plain language)
- Give it a name and write the template body
- Set its Visibility, Type (Note or Letter), and whether it's your default
- Click "Save for Later"
Duplicate an Existing Template
Starting from an existing template is often faster when you only need minor modifications.
- Go to Template Library
- Find the template you want to start from
- Click the ⋯ menu and select "Duplicate"
- A copy appears with "(Copy)" in the name
- Edit the copy to make your changes
- Rename to something meaningful
Start with Duplication
Using the Template Editor
The template editor is a free-text body made up of section headings and bracketed instruction tokens that tell the AI what to write and where.
Section Headings & Tokens
A template is a plain-text body. Section headings (like "Subjective" or "Patient Summary") organize the output, and bracketed tokens tell the AI what to fill in for each one:
Instruction Tokens
Bracketed placeholders like [Signalment] or [Summarize the history of the presenting problem] tell the AI exactly what to extract from the transcript, and the italic text after each one gives further guidance — including when to leave it blank if the information wasn't discussed.
AI Assistant
Click "AI Assistant" in the template editor and describe what you want in plain language — the AI drafts or revises the template body for you.
Syntax Help
Click "Syntax Help" in the editor for a reference on writing your own instruction tokens and formatting the template body.
Template Settings
Below the editor, you can configure:
- Visibility:Keep it private ("Only me") or share it with your team
- Type:"Note" for clinical documentation, or "Letter" for client- or colleague-facing correspondence (e.g. a referral letter)
- Make default: Pre-select this template for new sessions
Common Custom Sections
Here are some section ideas that users commonly add to custom templates:
Signalment
Species, breed, age, sex/neuter status, and weight — pulled from the patient profile or the conversation.
Client Instructions
Plain-language home care instructions for the pet owner, separate from the clinical record.
Return Precautions
Specific signs/symptoms that should prompt return visit or ER evaluation.
Care Coordination
Notes about referrals made, calls to other providers, or care team communication.
Risk Assessment
Pain scoring, anesthesia risk, or other standardized assessments relevant to your specialty.
Goals of Care
For chronic care management, document patient goals and progress toward them.
Template Best Practices
Keep it focused—include only sections relevant to the visit type. Too many sections can lead to sparse, irrelevant output.
Use clear section names—names should match what you'd expect to see in your final documentation.
Add specific instructions—the more guidance you give the AI, the better the output matches your expectations.
Test with real sessions—generate notes with your new template using actual recordings to see how it performs.
Iterate and refine—adjust your template based on the output you get. Good templates evolve over time.
Managing Custom Templates
Editing Templates
To edit an existing custom template:
- Go to Template Library
- Find your template (custom templates show "Custom" badge)
- Click the template to open it
- Make your changes
- Click "Save"
Note
Deleting Templates
To delete a custom template you no longer need:
- Go to Template Library
- Find the template to delete
- Click the ⋯ menu
- Select "Delete"
- Confirm the deletion
Caution
Next Steps
Learn how to share your custom templates with team members and across your organization.