How to Get to Note Templates
From any patient's visit note, select Note Templates in the top navigation bar, next to Patient List.
How to Create a New Template
On the Note Templates page, select + Create in the top-left corner of the template list on the left.
Click into the template title at the top center of the panel on the right to name it.
In the middle Note Sections column, toggle on the sections this template should include. Each section has its own on/off switch:
History of Present Illness
Review of Systems
Physical Examination
Assessment/Plan
Patient Instructions
Discussion Notes
Procedures (deprecated, see Procedures below)
Attestation
Select Make Default (the star, top left of the right-hand panel) if this should be the template that loads automatically on new visits.
Faster option: Open an existing template, select Duplicate Template (top right), and rename the copy. Then change only what’s different, like turning “Annual Wellness Exam” into “Medicare Annual Wellness.”
Add Additional Instructions to Any Section
Every section in a template has an Additional Instructions text box. Use it to add your own guidelines for that section. They apply only to that section on that template, so the HPI on your Annual Wellness Exam template can follow different guidelines than the HPI on a follow-up template.
CarePilot's placeholder example is "Use bullet points, include vital signs, avoid medical jargon."
Teach CarePilot Your Style with Learn Format
History of Present Illness, Assessment/Plan and Discussion Notes are customized with Learn Format. Learn Format teaches CarePilot to write like you. It learns not just what to say but how you say it: your structure, headers, phrasing, and level of detail. When you show it a section formatted exactly the way you want, CarePilot takes a snapshot of that structure, wording, and detail and applies the same style to future notes of the same type.
Edit the section before you teach it
Before you select Learn Format, shape the section into exactly the format you want CarePilot to learn. There are three ways to do that, and you can mix and match:
Edit the text directly. Every section is free text. Click in and type, delete, or restructure, just like editing a Word document.
Highlight text for the inline edit bar. Select any text in a section and a small dropdown appears right there. It has quick commands like Condense or Add detail, plus a free-text box ("Ask anything about the selection...") for more specific instructions.
Use Amelia. On the right hand side or click into the bar next to the recording controls at the bottom of the chart and it expands to full width. Type an instruction ("Ask CarePilot to draft or edit...") and Amelia adjusts the section's text for you.
How to teach CarePilot your format
Get the section looking exactly how you want it, using any of the editing methods above.
Select Learn Format at the top right of the section (next to the thumbs-up/down icons).
A Teach CarePilot Your Format window opens, showing the example it's about to learn from. It's labeled with both the section and the template it came from (e.g., History of Present Illness / Ortho - Shoulder).
Select Save Example.
CarePilot counts the examples you've saved for each section. You'll see an Examples learned count in the same window, and the section's Learning Progress tracker moves forward as you go. Repeat the process with new visits until the section is dialed in. You won't see this tracker under Review of Systems or Physical Exam. That's expected, since those sections use their own Standard Template and Inline Instructions setup instead of Learn Format.
Review of Systems & Physical Exam
Select Review of Systems or Physical Examination in the Note Sections list to open that section's editor. Each one has two tabs, Standard Template and With Inline Instructions. Both tabs start from the same thing: a baseline of your standard findings. The difference is what CarePilot does with that baseline during the visit.
Standard Template vs. With Inline Instructions
| Standard Template | With Inline Instructions |
What you write | Your standard findings only (e.g., normal exam results, negative systems) | Your standard findings, plus AI instructions in square brackets wherever you want dynamic content |
What CarePilot does | Updates only the lines where the visit says otherwise. Everything else stays exactly as written. | Keeps your template structure and follows your bracketed instructions to generate content |
Best for | A fixed "everything's normal" baseline that only changes when findings are abnormal | Baselines where certain lines should always reflect what came up in the visit |
How Standard Templates Work
Create a template with your standard findings (e.g., normal exam results, negative systems).
During the visit, CarePilot updates relevant sections based on what's discussed or examined.
Sections without relevant findings remain unchanged from your template.
How Inline Instructions Work
Build your template with standard findings, just like the Standard Template.
Add AI instructions inline using square brackets where you want dynamic content, e.g., [Include changes in weight if mentioned].
CarePilot will use your template structure and follow your inline instructions to generate content.
Click the + button to quickly add new instructions to your template.
For example, a line in your Review of Systems template might look like this:
General: No fever, no fatigue. [Include changes in weight if mentioned]
Write your baseline
Whichever tab you use, write the "everything's normal" language you'd dictate if the visit turned up nothing abnormal, system by system. Here's a real example, the Review of Systems baseline:
Review of Systems:
General: No weight loss or gain, no fever, no fatigue.
Skin: No rashes, lumps, itching, dryness, or color changes. No abnormal hair or nail growth.
Head: No headaches, dizziness, or syncope. No history of trauma.
Eyes: No vision changes, pain, redness, or discharge.
Ears: No hearing loss, tinnitus, pain, infections, or discharge.
Nose: No discharge, congestion, epistaxis, or sinus pain.
Throat/Mouth: No sore throat, dental issues, hoarseness, dysphagia, or changes in taste.
Cardiovascular: No chest pain, SOB, palpitations, ankle swelling.
Respiratory: No cough, wheezing, SOB. Gastrointestinal: No abdominal pain, nausea, vomiting, diarrhea, constipation, GERD, normal appetite. Genitourinary: No incontinence, difficulty urinating, hematuria, dysuria, or increased frequency. Musculoskeletal: No muscle aches, muscle weakness, joint pain, back pain, neck pain, difficulty walking. Neurologic: No numbness, weakness, seizures, loss of consciousness, dizziness, headaches, tremors, or gait dysfunction. Psychiatric: No anxiety, depression, insomnia, alcohol abuse, suicidal thoughts, mood swings or delirium.
Append ROS to HPI
For Review of Systems only, the Append ROS to HPI section checkbox above the two tabs folds ROS findings into the HPI narrative instead of keeping ROS as its own section.
Assessment/Plan
You can teach CarePilot how you like your Assessment/Plan written with Learn Format (see Teach CarePilot Your Style with Learn Format above).
Choose where Assessment/Plan text goes
By default, CarePilot fills in Assessment/Plan text in two places: the main Assessment/Plan text and the text under each discrete diagnosis. If you'd rather have it in only one of those places, use the checkboxes in the Assessment/Plan section of your template:
Discrete diagnoses only: CarePilot fills in text under the discrete diagnoses and leaves the main Assessment/Plan text empty.
Not under discrete diagnoses: CarePilot fills in the main Assessment/Plan text and leaves the text under the discrete diagnoses empty.
Leave both unchecked to keep the default, with text in both places.
Procedures
⚠️ The Procedures section is deprecated. CarePilot can't write into the Procedures section in athena. Instead, procedure text is inserted into the Assessment/Plan in athena. If you want to use the Procedures section, cut and paste the text from the Assessment/Plan into Procedures.
Attestation
The attestation is inserted at the bottom of the Assessment/Plan section. The default attestation message is: This note was generated by CarePilot's AI technology.
For admins: You can manage the attestation for your whole organization. Go to Profile and Preferences, then select Org Management. When your organization manages the attestation, it applies to all of your providers.
For providers: If your organization doesn't manage the attestation, you can set your own in the Attestation section of your template.
Tips
Duplicate before you build. If a new template is close to one you already have, duplicate it and change only what's different.
Write baselines the way you'd dictate a normal exam. CarePilot only replaces the lines the visit contradicts, so a complete, system-by-system baseline gives you the cleanest notes.
Save 3–5 Learn Format examples per section for best results. One example is a start, not a finish.
Keep your examples consistent. Contradicting examples for the same section and template (say, one bulleted and one in paragraphs) send CarePilot mixed signals and lead to inconsistent output.
Revisit anytime. You can edit a baseline or re-teach a section whenever your preferred format changes. Neither one is a one-time setup.
Stuck? Ask Amelia
If you're not sure what should go in a baseline or want help drafting one, ask Amelia, the co-pilot panel on the right side of any visit. She's there for exactly this kind of "I don't know where to start" moment, not just for in-visit note edits.
Questions? Reach out any time in the Help Center chat.