Note Templates let you define the structure and fields that appear when a provider writes a clinical note. Rather than writing in a blank text box every time, templates give your team a consistent, guided format that fits your clinic's workflow.
Templates are available to everyone in your clinic when writing notes.
The Template Library
Navigate to Settings → Note Templates to view and manage your clinic's templates.
Templates are organized into two sections:
Clinic — Templates created by your clinic. These are fully editable and specific to your practice.
System — Pre-built templates provided by Theia. These include:
BIRP Note — 4 fields · Behavioral Health
DAP Note — 3 fields · Behavioral Health
Standard SOAP — 4 fields · General
System templates can be used as-is but cannot be edited. If you'd like a modified version, duplicate it and save it as a clinic template.
Creating a New Template
From the Note Templates page, click New template in the top right.
The template builder will open with a blank canvas and a settings panel on the right.
Template Settings
Before adding fields, configure the template details on the right-hand side:
Setting | Description |
Template name | The display name providers will see when selecting a template |
Note type | Choose a type category (e.g. Custom, SOAP, BIRP, DAP, Free Text) |
Custom type name | If Note type is set to Custom, enter a short label shown as the note's type badge (e.g. "Intake Eval") |
Specialty | Optional — tag the template to a specialty (e.g. Endocrinology) |
Default template | Toggle on to auto-select this template when a provider starts a new note |
Building the Template
The canvas in the center is where you design the note structure. Templates are organized into sections, and each section contains fields.
Sections
Every template starts with a default Section 1. Sections act as groupings — useful for separating a note into logical parts (e.g. Subjective, Assessment, Plan).
Click Add section at the bottom of the canvas to add more sections.
Click the section header to rename it.
Click Delete to remove a section and all its fields.
Adding Fields
To add a field to a section:
Find the field type you want in the left-hand panel.
Either click it to add it to the active section, or drag and drop it onto the canvas.
Alternatively, click Add a field inside a section to insert a field directly.
Once a field is on the canvas, click it to edit its label, options, and settings in the right-hand panel.
Field Types
Basic
Field | Use case |
Short text | Single-line text input — good for brief responses |
Long text | Multi-line text area — good for narrative or detailed notes |
Number | Numeric entry only |
Date | Single date picker |
Date range | Start and end date selection |
Choice
Field | Use case |
Single select | Dropdown or radio — provider picks one option |
Multi-select | Checkboxes — provider picks one or more options |
Yes / No | Simple binary toggle |
Special
Field | Use case |
Rating scale | Numeric or visual scale (e.g. pain level 1–10) |
Subsection header | A non-input label used to organize fields within a section |
Saving Your Template
Click Save template in the top right when you're done. Unsaved changes are indicated below the template name.
Once saved, the template will appear under the Clinic section of the template library and will be available to all providers in your clinic when writing notes.
Editing an Existing Template
From the Note Templates page, click the ··· menu on any clinic template.
Select Edit to reopen it in the template builder.
Make your changes and click Save template.
Note: System templates (BIRP, DAP, Standard SOAP) cannot be edited. To customize one, use the ··· menu to duplicate it, then edit the copy.
Tips
Use Subsection headers to break up long sections without creating a new section entirely.
Set a Default template to reduce clicks for providers who use the same structure most of the time.
The Custom type name appears as a badge on the note — keep it short and recognizable (e.g. "Intake", "Follow-up", "Discharge").