Manage Document Templates

Document templates define the structure of clinical documents generated from your transcription sessions. Templates can be SOAP notes, referral letters, discharge summaries, or any custom format your practice uses.

Built-in system templates

Transcribe Health includes built-in system templates that are available to all organizations. These platform templates are identified by a "TH" badge in the template list and cannot be edited or deleted.

Current built-in templates include:

• Patient Instructions - Generate take-home instructions for patients based on the encounter
• Referral Letter - Create a referral letter summarizing the clinical encounter

System templates use your existing session documents (SOAP notes, transcripts, etc.) as context, so the AI produces more accurate and relevant output.

Quick-action buttons

The most common system templates are available as quick-action buttons directly in the document toolbar. Instead of opening the full template picker, you can click:

• Patient Instructions - One-click generation of patient instructions from your notes
• Referral Letter - One-click generation of a referral letter from your notes

These buttons require either a recorded transcription or at least one existing document in the session to use as context.

Hiding built-in templates

If you prefer to see only your custom templates, use the "Hide built-in" toggle in the template list or document creation dialog. When enabled, only templates created by you or your organization are shown. Toggle it off again to restore the full list.

Accessing templates

Navigate to Templates in your organization sidebar. You'll see your templates organized by view - My Templates, Favorites, Organization, and Public.

Creating a template

1. Click New Template

Click the New Template button to open the template editor.

2. Configure template settings

• Name - A descriptive name (e.g., "SOAP Note - Family Medicine")
• Category - Select or create a category for organization
• Visibility - Choose whether the template is private to you or shared with your organization

3. Define the template structure

Use the editor to define sections and content. Templates support:

• Static text - Headers, labels, and boilerplate content
• AI-generated sections - Sections that are automatically filled using the transcription content
• Placeholders - Fields to be filled in manually (patient name, date, etc.)

4. Save the template

Click Save to make the template available for use in transcription sessions.

Using templates in sessions

After completing a transcription session:

1. Open the session
2. Click Generate Document or use a quick-action button
3. Select a template from the list (if using Generate Document)
4. The AI will populate the template using the transcription content and any existing session documents as context
5. Review and edit the generated document

Organizing templates

• Categories - Group templates by type (Progress Notes, Referrals, Procedures)
• Favorites - Star frequently used templates for quick access
• Copy - Duplicate an existing template to use as a starting point

Sharing templates

Organization-shared templates are available to all members. Only admins and owners can modify shared templates. Private templates are visible only to you.