Best Practices for Templates
Vetnotes Template Best Practices Tutorial
Overview
Templates are the foundation of accurate, consistent clinical notes in Vetnotes. This guide will help you optimize your templates to generate notes that match your clinical preferences and workflow.
Enhance Each Fields Instructions
The instructions within brackets [ ] in each template section are crucial for guiding what Vetnotes includes in your notes. Here's how to improve them:
- Provide more comprehensive instructions
- Give examples
- Specify formating preferences
1. Provide Examples
Instead of basic instructions, provide detailed guidance on what you want covered:
Basic instruction:
[History and presenting complaint]
Improved instruction:
[History and presenting complaint - include duration of symptoms, eating habits, drinking, urination, defecation, parasite prevention status, access to toxins, previous treatments, owner concerns]
2. Provide Examples
Give Vetnotes concrete examples of how you prefer information formatted:
Without example:
[Physical examination findings]
With example:
[Physical examination findings - e.g. "Heart rate 144 bpm, temperature 38.3°C, mucous membranes pink and moist, CRT < 2 seconds"]
3. Specify Format Preferences
Tell Vetnotes exactly how you want information structured:
[Assessment - format as numbered list with primary differential first, followed by other considerations]
[Treatment plan - write in short bullet points, include dosages and frequencies]
Utilize Additional Instructions
The "Additional Instructions" box is for broad, at the bottom of template edit page, overarching guidance that applies to the entire note. Use it for:
Template Context
Help Vetnotes understand the purpose of your template:
This is our puppy vaccination template. The most common puppy vaccine we give is C5 (covering distemper, hepatitis, parvovirus, parainfluenza, and kennel cough). Focus on vaccination-related health checks and puppy-specific advice.
This is our ear examination template. Focus primarily on otoscopic findings, ear canal condition, and auricular health. Include relevant history of ear problems, cleaning routines, and swimming exposure.
Specific Clinical Preferences
Add multiple lines addressing common issues you've noticed:
- When I say "annual dog vaccination injection," write "C5 vaccination"
- When I mention "two week antibiotic," specify the actual drug name if mentioned
- Always include body condition score if mentioned during exam
- Convert client language like "blood in pee" to "hematuria"
- Include specific temperatures, heart rates, and respiratory rates when mentioned
Format Specifications
- Use dot points for treatment plans
- Write assessment as short paragraphs, not single sentences
- Include drug dosages and frequencies when mentioned
- Use technical terminology in notes even if I use lay terms with clients
Vaccination Template Additional Instructions
This is our vaccination consultation template. Common vaccines include:
- C5: Core vaccine for dogs covering distemper, hepatitis, parvovirus, parainfluenza, kennel cough
- F3: Core vaccine for cats covering rhinotracheitis, calicivirus, panleukopenia
- Always specify which vaccine was given
- Include discussion of future vaccination schedule
- Note any vaccine reactions or concerns
- Focus on preventive health advice relevant to life stage
Ear Examination Template Instructions
This template focuses on otologic examinations.
- Describe otoscopic findings in detail (canal appearance, debris, discharge)
- Include hearing assessment if performed
- Note ear cleaning history and products used
- Mention swimming or water exposure if relevant
- Specify ear affected (left, right, or bilateral)
- Include pain assessment during examination
Iterative Template Improvement
Templates should evolve based on your experience:
Review and Refine Process
- Use the template for several consultations
- Identify patterns in what needs manual editing
- Add specific instructions to address these patterns
- Test the updated template
- Repeat the cycle
Troubleshooting Common Template Issues
| Issue | Solution |
|---|---|
| Notes Too Generic | Add more specific instructions and examples in template sections |
| Missing Clinical Details | Use additional instructions to specify what details to always include |
| Incorrect Formatting | Specify format preferences (dot points, paragraphs, numbered lists) |
| Wrong Terminology | Use glossary items and additional instructions for language conversions |
| Inconsistent Structure | Provide clear examples of how each section should be organized |
Conclusion
Effective templates are the result of thoughtful initial setup followed by continuous refinement based on real-world use. Start with comprehensive instructions, provide clear examples, and don't hesitate to add specific guidance as you identify areas for improvement. Remember that well-optimized templates not only save time but also improve the consistency and quality of your clinical documentation.