Note: All clients, names, emails, appointments and other data shown in the screenshots are sample data we created for this guide. They are not real people or real records.
What is a note template?
A note template is the layout of a clinical note: which sections it has, and in what order. For each section, you decide who fills it in:
- AI, from what was said in the session, or
- You, by typing or choosing.
When you book or edit an appointment, you pick a template under Note format.
Built-in formats and your own templates
mePro comes with six ready-made formats, such as SOAP Note and DAP Note. Each card shows:
- Sections: how many headings the note has, for example 4 sections.
- Type: how it’s written, for example Bullets.
- AI: how many sections AI fills in, for example 4 AI.
You can’t change a built-in format itself. To change one, click Duplicate to edit and you get your own copy. To start from nothing, click + New Template.
Templates you make are yours, and you can update them at any time.
Create a template
Step 1: Open Notes/Templates
In the left sidebar, click Settings, then Notes/Templates. Click + New Template.
Step 2: Name it
Enter a Title (A), for example BIRP Note. Add a short Description (B), which appears in your list of templates.
Step 3: Check the AI instructions
The Prompt instructions box (C) has the general rules AI follows for the whole note, such as tone and “don’t make anything up”. It already has example text. You can keep it or change it.
{conversation} marks where the session transcript goes. If you delete it, the transcript is added at the end.
Step 4: Add your sections
1. Under Sections, click Add Item (D).
Until you add something, the box shows No items yet, and Note preview shows Add an item to see how the note will look.
2. Choose how to add sections.
The Add Item window has two tabs:
Items: the 10 single items, such as Paragraphs or Check Boxes. Click one to add one section. Its settings window opens, for example Edit Primary Complaint. Set it up (see Settings every section has) and click Done.
Templates: copy all the sections of another format in one go. The list shows the built-in formats, such as SOAP Note and DAP Note, and your own templates, each with its section names. Click one, and all its sections are added to the end of your list. Any section you already have is skipped.
3. Repeat until your note has all the sections you need.
You can mix both ways, for example add all the sections of SOAP Note, then add a Signature item at the end.
Your list of sections
Your sections are listed in the order they’ll appear in the note. Each one shows its label and its type, for example Session Summary, Paragraphs. Sections that AI fills in have an AI label.
- Hover over a section to see its icons: the pencil to change it, the copy icon to copy it, and the trash icon to delete it.
- Drag the handle on the left of a section to move it up or down.
- The counters next to Add Item show how many sections you have, out of 40, and how many AI fills in, out of 12. In the example, 10 / 40 and 6 / 12.
The example below shows the sections chosen for a sample template: 10 sections, 6 of them filled in by AI.
Step 5: Check and save
- Use Note preview to see how the note will look in a session. You can try the controls; nothing there is saved. Sections marked AI are filled in from the transcript first.
- What the AI receives shows the instructions AI is given.
- When you’re happy, click Create template. Click Cancel to close without saving.
The 10 items
Sections with writing
- Primary Complaint: the reason the client came in. Example: “Primary Complaint”, written by AI.
- Paragraphs: a section written in full sentences. Example: “Session Summary”, written by AI.
- Bullets: a section written as short points. Example: “Key Session Observations”, written by AI.
- Note: an empty box for notes. Example: “Key Session Observations”, typed by you.
Sections with choices
- Check Boxes: a list where you can tick more than one answer. Example: “Therapeutic Interventions Used”, with CBT and Psychoeducation.
- Drop Down: a list where you pick one answer. Example: “Client Mood During Session”, where AI picks the mood.
- Range / Scale: a slider for choosing a value, such as a rating.
Other sections
- Heading: a title that splits the note into parts. Nothing goes under it.
- Signature: where you sign the note by drawing.
- File / Image: attach one file or picture to the note.
Settings every section has
- Label: the section’s heading in the note. It starts as the item’s name. Change it to whatever you like.
- Guidance for the AI: tell AI what to write here. Leave it empty if you’ll fill the section in yourself.
- Let the AI fill this in: turn on for AI to fill in the section, or off to do it yourself. You can always edit what AI writes.
- Required: turn on if this section should never be left empty. mePro reminds you if it’s empty when you save a note, but it won’t stop you saving.
Signature has no AI switch, because you always sign it yourself.
Extra settings
Pre-filled text (Paragraphs and Note)
Starter text for that section.
- AI off: every new note opens with this text in place, ready for you to finish.
- AI on: the text only appears if AI has nothing to write.
Options (Check Boxes and Drop Down)
- Type each answer. You can have up to 30.
- Use + or Add option to add more, and the trash icon to remove one. Drag the handle to reorder.
- Layout: show the answers side by side (Horizontal), one under another (Vertical) or in Columns.
- Include Notes: adds a small box next to the answer for extra notes.
