Best Practices

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. Include Detail

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 Overall Instructions

The Overall Instructions box, near the top of the template edit page, is for broad, overarching guidance that applies to the entire note. Use it for:

1. 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.

2. 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

3. 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

Scenario-based Templates

1. Vaccination Template Overall 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

2. 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:

1. 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

2. Troubleshooting Common Template Issues

Issue	Solution
Notes Too Generic	Add more specific instructions and examples in template sections
Missing Clinical Details	Use overall instructions to specify what details to always include
Incorrect Formatting	Specify format preferences (dot points, paragraphs, numbered lists)
Wrong Terminology	Use glossary items and overall 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.