The default templates (SOAP, DAP, BIRP, Intake, Spravato, TMS, MAT, Lithium) cover most behavioral-health visit types. If your practice uses a custom format, AriaMD can convert a sample note into a reusable template in about fifteen minutes. The process is the same for any visit type.
Open the template editor
From the sidebar, open Templates (/apps/custom-prompts). Click New Template. The editor opens with a blank canvas.
There are two ways to start:
- Paste a sample. Anonymize an existing note from your records and paste the structure into the editor. AriaMD reads the structure and converts it into a template. This is the faster path.
- Start from a default. Pick the closest default template and modify it. This is the safer path if your format is close to a standard format.
Most practices use the paste path. A real sample is a more accurate starting point than editing a generic template.
Variable tokens
Templates use variable tokens that AriaMD replaces with real data at runtime. The tokens in square brackets pull from the patient record and the encounter:
[patient_name]: full name[dob]: date of birth[age]: current age[gender]: gender[profession]: occupation[provider_name]: treating provider’s name[duration]: encounter duration
Place tokens anywhere in the template. They render as plain text in the final note, so the structure of your sample is preserved.
Section structure
The template editor recognizes section headings the way a clinician would. Headings like HPI, MSE, Assessment, Plan, ROS, and Risk Assessment are detected automatically and become structured sections in the generated note. Custom headings work the same way; AriaMD treats anything you bold or render as a heading as a section boundary.
If your sample has structured fields (BP, HR, PHQ-9, GAD-7), keep the same labels in the template. AriaMD recognizes the labels and routes captured data into the correct fields.
Save and test
Save the template. Apply it to your next two or three visits of that type. Edit the drafts the way you normally would. By the third visit, the draft should be close to your final note. If the structure is off, open the template, adjust the section order or the heading labels, and try again.
What to expect on the first three visits
On the first visit using the new template, edits will be in the 20 to 40 percent range. The system is calibrating to your style within the new structure. By visit two, edits drop. By visit three, the draft typically reads close to your final note for that visit type.
If the draft is far off on visit one (over 50 percent edited), the template structure is probably the issue, not the captured data. Two common patterns:
- Headings that AriaMD did not recognize as section boundaries. Bold them in the template, or use heading-level
Markdown (
##). - Required fields that are not labeled clearly. Add explicit labels in the template (BP:, HR:, PHQ-9:) so the system knows where the data goes.
Sharing across the practice
A template you build is available to your account by default. If you want it available to every provider in your workspace, change the visibility setting from Private to Workspace in the template properties panel. Workspace templates are visible to all providers in the same Nextvisit workspace and can be edited by users with admin access.
For groups that share templates across multiple workspaces, the cleanest pattern is to maintain the source template in one workspace and copy it manually into others. A future release will support cross-workspace template sharing.