Writing templates

A template is a list of topics that become the structure of every note recorded against it. The AI uses each topic as a section heading in the summary, and the recording screen shows each topic as a prompt for carers. Getting the format right is the only thing you need to worry about — the rest is handled automatically.

Side-by-side: what works vs. what breaks

Both examples below are for a Wound Care template. The left is correct. The right will produce garbled or incomplete summaries.

Wound Care Observations:
Pain Assessment and Management:
Dressing Changes Performed:
Signs of Infection:
Escalations to Registered Nurse:

- wound care (check daily)
pain??
The carer should write about dressings
infection signs / escalations
1. Wound Care

Why each mistake breaks the summary

- wound care (check daily)

A leading bullet and parenthetical note — the parser cannot extract a clean topic name.

pain??

Extra punctuation other than the trailing colon confuses the AI topic matcher.

The carer should write about dressings

A full sentence or instruction — belongs in carer training, not a template line.

infection signs / escalations

Two topics on one line — each topic must be on its own line so both appear as separate summary headings.

1. Wound Care

Manual numbering — the summary adds numbers automatically. Pre-numbering duplicates them.

Format checklist

• One topic per line — no blank lines between topics.
• Every line ends with a colon, e.g. "Mobility and Transfers:"
• Keep topic names short and clinical — 2–6 words is ideal.
• Use Title Case or Sentence case — either is fine, just be consistent.
• No bullets, dashes, numbers, or leading punctuation.
• No sentences or instructions inside a topic line — only the topic name itself.

A second example: Palliative Care

Here is a well-formed custom template for palliative shifts. Same rules apply — short names, one per line, trailing colon:

Pain and Comfort Level:
Respiratory Status:
Oral Care Provided:
Family Communication:
Emotional and Spiritual Wellbeing:
Medications Administered:
Escalations to RN or GP:

Pain/comfort (check each visit)
Respiratory - is breathing laboured?
Oral care provided today
family comms
5. Emotional + Spiritual Wellbeing
Medications (see MAR)
Escalate if needed to RN

The Standard Handover Template

Every facility is seeded with this template at creation. It covers the topics most residential aged-care facilities document every shift:

• Bowel and Bladder Function:
• Nutrition and Hydration Intake:
• Personal Care and Hygiene Provided:
• Skin Integrity Observations:
• Mobility, Transfers, and Repositioning:
• Sleep, Behavior, and Emotional Wellbeing:
• Incidents, Accidents, or SIRS Events:
• Escalations or Reports Made to the Registered Nurse (RN):
• Objections or Refusals of Personal Care:

Creating a custom template

1. Go to Manager → Templates and click “Add template”.
2. Give it a short recognisable name, e.g. “Palliative Care Shift”.
3. Type each topic on its own line, each ending with a colon. Use the checklist above.
4. Use the “See examples” button in the editor to compare good and bad format side-by-side before saving.
5. Save. The template appears in the dropdown on the carer recording screen immediately.

How templates drive the guide and summary

• Each topic line appears as a chip on the recording screen, reminding carers what to cover during their recording.
• The same lines become section headings in the finalised AI summary — word-for-word.
• Gap detection compares the carer’s transcript against every topic. Any topic not mentioned surfaces as a “Not yet covered” prompt before finalising.

Limits and lifecycle

• Up to 20 templates per facility.
• Templates can be renamed, edited or deleted at any time — changes apply to new notes only.
• Deleting a template does not alter notes already written against it.