Getting Started

What is the Template Library?

The Template Library is a collection of ready-to-use documentation templates designed to help you create high-quality clinical notes faster. Instead of starting from scratch, you can import a template that matches your workflow and let Pippen generate structured notes automatically—then refine it to your exact style over time.

Why should I use the Template Library?

The Template Library helps you:

• Get started quickly with structured, proven formats
• Reduce time spent writing or formatting notes
• Maintain consistency across visits and providers
• Customize templates to match your personal or clinic style

Most users start with a library template and refine it over time to match how they think and work.

What types of templates are available?

Templates cover a wide range of clinical workflows, including:

• In-Person Visits (e.g. SOAP, Modified SOAP) 
• Virtual visits (video or telephone)
• Periodic Health Exams (e.g., adult PHE)
• Well Child Visits
• Mental health and counselling notes
• Patient Summary/Handout
• Consultation Letter

New templates are continuously added to expand coverage.

What’s the difference between Starter Kit, Library, and Legacy templates?

• Starter Kit: A curated set of templates designed to help new users get started quickly
• Library: A broader collection of templates you can browse and import based on your workflow
• Legacy Templates: Older templates retained for continuity if you’ve used them previously

If you’re new, we recommend starting with the Starter Kit or Library.

Using Templates

How do I start using a template?

1. Go to the Customizations tab
2. Browse or import a template from the Library
3. Save it to My Templates (Starter Kit templates are already pre-saved to My Templates)
4. Select it when generating your note

You can also set a default template so it’s applied automatically.

What happens when I import a template?

Importing a template creates your own copy in My Templates.
You can use or modify it freely—your changes never affect the original template..

Can I set a default template?

Yes. You can set any template as your default so it’s automatically applied to your notes going forward.

Will changing my template affect past notes?

No. Changes to templates only affect future notes. Your previously generated notes remain unchanged.

Editing & Customizing

Can I edit a template from the library?

Yes. When you edit a template, Pippen automatically creates your own copy so you can safely customize it without affecting the original.

What can I customize in a template?

You can tailor:

• Structure and section headings
• Level of detail (brief vs. comprehensive)
• Tone and writing style
• Abbreviations and shorthand
• Formatting instructions (e.g., bullet points, bold text)
• Adding specific blocks of text (e.g. stamp), adding signature line, consent.

This allows Pippen to generate notes that match your exact documentation style.

Do I need to know prompt-writing to customize templates?

No. You can customize templates using simple, natural instructions like:

• “Make notes shorter”
• “Use abbreviations”
• “Rename headings to S, O, A/P”

You can also use Global Preferences to apply common settings with one click.

What are Global Preferences?

Global Preferences are settings that apply across your notes, such as:

• Formatting style (e.g., bullet points)
• Consent statements
• General writing preferences

Templates define the structure of your note.

Global Preferences define the style and rules applied across all notes.

What if my Global Preferences and template instructions conflict?

Global Preferences act as defaults and are applied across all templates. As a result, we recommend using Global Preferences when you have universal preferences that need to be applied across all templates. This would avoid conflicting instructions to the specific template. If conflicts exist, the model may show inconsistent results.

Can I test a template before using it in practice?

Yes. You can test templates using sample audio or transcripts to ensure the output matches your expectations before using them in real patient encounters.

Sharing & Collaboration

Can I share templates with my team?

Yes. You can share templates with your clinic or colleagues to standardize documentation and save time across your team. From the Customizations tab, find the template you would like to share with your team. Click on the share button and enter the email addresss for your team members.

What happens when someone shares a template with me?

Shared templates appear in your ‘Shared with me’ tab in your Customizations. Click on ‘Import to My Templates’.  From there, you can:

• Use them directly 
• Customize your own version

Can I edit a shared template?

Yes. Click on Edit Template and modify the instructions. Click Save when done. 

Do shared templates stay updated automatically?

No. Shared templates are static copies.
If the original is updated, you would need to re-import or manually update your version.

Who should use shared templates?

Shared templates are ideal for:

• Clinics standardizing documentation
• Teams working across similar workflows
• Physicians who want consistent structure across notes

Plans & Access

Are templates available on all plans?

Yes, with different limits:

• Free Plan: Three templates (Pippen’s default SOAP, and two additional templates)
• Premium Plan: Unlimited templates and full customization

Can I create my own templates from scratch?

Yes. You can create fully custom templates by defining your own structure and instructions.

Privacy & Safety

Is it safe to use templates with patient information?

Yes. Pippen is designed with Canadian healthcare privacy standards in mind, including secure data handling, encryption and Canadian data residency.

Does Pippen store my data?

Pippen processes data securely, and users can configure data retention settings. Audio recordings are automatically deleted after processing.

Does Pippen generate final medical records?

No. Pippen generates draft documentation to assist you.
You are responsible for reviewing and approving all notes before they become part of the patient record.

Troubleshooting & Best Practices

My notes aren’t coming out the way I want—what should I do?

Try:

• Editing the template instructions
• Adjusting Global Preferences
• Using clearer wording (e.g., “shorter,” “more concise”)
• Use ‘Chat with Pippen’ to edit the note if you’ve already generated it. 

Small changes can significantly improve output. Reach out to us for support at: team@pippen.ai

Should I build my own template or use a library one?

• Use a library template if you want to start quickly
• Build your own if you have a very specific workflow

Most users do a combination: start with a library template and customize it.

What’s the best way to get consistent notes?

• Set a default template
• Use Global Preferences for recurring instructions across all templates
• Share templates across your team

Consistency comes from combining all three.

Final Note

The Template Library is designed to help you document faster, stay consistent, and adapt notes to your workflow—whether you’re working independently or as part of a clinic.