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📝 Record/SOAP Templates

Customizing SOAP Templates for your Clinic Workflows

✨ TL;DR ✨

The SOAP template editor gives you more control than ever before:

  • Resize, add, or remove fields

  • Drag and drop to reorder fields, sections, and subsections

  • Customize colors on dropdown field options

  • Use Markdown to format pre-populated notes

  • Build efficient, reusable templates with Widgets, Library Fields, and Groups

This guide shows you how to access the editor, customize templates, and apply best practices for speed and consistency.

‼️Only available for the V2 SOAP/Record.

Access & Setup

  1. Go to Administration.

  2. In the left panel, select SOAP Templates (NEW).

  3. To create a template, click ➕ Add New. To edit an existing one, click the ✏️ pencil icon on the existing SOAP template, OR utilize the duplicate icon to create a copy of an existing template

Editor Tour 🖥️

In the editor, the SOAP outline appears on the left:

  • ⠿ Drag handle: grab and drag a section to reorder it

  • ➡️ Arrow: jump to a section

  • ⚙️ Cogwheel: edit the section name, remove, mark private, or expand by default

  • ⬇️ Dropdown: view subsections

Inside Sections (Summary, Subjective, Objective, Assessment, Plan):

  1. Click + Add New Subsection to create a new subsection tab

  2. Use the ⠿ drag handle on any subsection tab to reorder it within the section

  3. Use the ⚙️ gear to rename, resize, mark private, or remove fields

  4. Pre-populate text directly in a field (vitals, exam checklists, common notes)

  5. Insert Add from Library or Add Group for standardized items

The Summary and Billing Section is locked and can not be edited, but you can adjust existing fields.

Pre-populate with Markdown

Use Markdown for standardized notes:

Dropdown Field Colors

For fields with a Dropdown type, you can assign a custom color to each option — useful for visual scoring systems like Body Condition Score or pain scales. Click the color swatch next to each option in the field editor to set it.

Privacy & Visibility

  • Mark as private → internal-only notes

  • Expand by default → keep important sections open when SOAP is created

✅ Save often: All changes apply immediately after saving.

Widgets, Library, and Groups

The SOAP template editor provides three key tools to standardize and speed up data entry:

Widgets

Widgets are specialized modules you can insert into SOAP templates.

  • Document: Certificates, Treatment Plans, Forms, Files

  • Objective: Vitals, Anesthesia, Body Maps

  • Plan: Services and Products, Medications, Dental Chart, Recommendations, Tasks, Follow-ups

Library

The Library contains reusable fields you can add to templates.
Examples include:

  • Vitals set (Temperature, Pulse, Respiration)

  • Physical exam systems (Cardiac, Respiratory, Digestive)

Use Add from Library to search and add pre-defined standardized fields.

Groups

Groups are predefined sets of related fields that belong together in a SOAP section. Examples include:

  • Objective: Digestive System group (abdomen, stool, appetite, etc.)

  • Assessment: Differential Diagnosis group

Use Add Group to insert entire collections of fields in one click.

Within the Documents widget, when you add a Treatment Plans subsection to a SOAP template, you'll see a Link Treatment Plan field (marked Template only).

Use the Select options dropdown to choose one or more of your Canned Treatment Plans to link directly to this SOAP template.

📌 Only Canned Treatment Plan templates can be linked here, not one-off estimates created for a specific patient.

💡 Tip: Use this to pair routine visit types with their standard estimate. e.g., link your "Dermatology Recheck" canned treatment plan to your "Dermatology Recheck" SOAP template, so the right estimate is ready to go whenever that template is used.

Best-Practice Workflows

Create a new template

  1. Go to Administration → SOAP Templates → ➕ Add New

  2. Enter a descriptive name (e.g., Routine Check-up, Dermatology Visit)

  3. Add/remove sections and subsections as needed

  4. Insert widgets, Library items, or Groups for structured data

  5. Save → template is available immediately

Edit an existing template

  1. Go to Administration → SOAP Templates

  2. Click the ✏️ pencil

  3. Use the ⠿ drag handle to reorder sections or subsections

  4. Use ⚙️ to adjust fields (rename, resize, private, remove)

  5. Add/update widgets, Library items, or Groups

  6. Save → changes apply to future SOAPs only

Duplicate an existing template

  1. Go to Administration → SOAP Templates

  2. Click the duplicate button on an existing template

  3. Click the ✏️ pencil to edit the copy

  4. Rename the duplicated template

  5. Save → template is available immediately

Tips for Effective Templates 💡

  • Use descriptive template names for quick selection

  • Keep templates concise → shorter workflows, fewer clicks

  • Drag and drop to surface the most-used sections and subsections at the top

  • Use dropdown color coding to make scoring fields visually scannable at a glance

  • Standardize phrasing with pre-populated text

  • Leverage Widgets, Library, and Groups for structure and reuse

  • Review regularly to keep templates aligned with protocols

  • When setting a default template, favor structure over content — use it mainly to define which sections and fields appear. If a different template is selected partway through a record, content already entered from the default stays in place.

FAQs ❓

  • Do edits affect past SOAPs?
    No — changes only apply to future SOAPs.

  • Can I format default text?
    Yes — Markdown is supported.

  • Where do updated templates appear?
    In the template selector at the top of the SOAP when creating a new SOAP.

  • What happens if I remove a field?
    It disappears from future SOAPs; past locked SOAPs remain unchanged.

  • Can I duplicate templates?
    Yes, SOAP templates can be duplicated from the template list view.

  • Can I customize the colors of dropdown options?
    Yes — when editing any Dropdown field, each option has a color swatch you can customize. This is helpful for visual indicators like Body Condition Score or pain scales.

  • Are templates shared across locations?
    Currently, templates are per clinic only. Multi-location setups can share templates with the assistance of Onboarding or Support specialists

  • What if multiple users edit at once?
    The latest save will overwrite previous edits.

  • Can I set default templates by appointment type?
    You can now set a template as the default for New Records. Default templates for Refill & Renew Prescription are coming soon.
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