Help & Guides

Customize your work

Shape your notes and letters

Start with strong built-in document structures, adopt a specialty template, or create your own when the practice needs a different shape.

Step 03
Exam-note Format settings showing SOAP, SOAP Compact, Narrative, APSO, and Consolidated choices
Preview built-in note shapes before choosing a clinician-specific default.See the step
Step 04
Format settings showing the house standard, specialty starter library, and controls for editing a practice template
Keep the house standard, adopt a specialty starter, or create a practice template.See the step
ForClinicians and administrators refining document structure
Time15 to 30 minutes
OutcomeUse ToothNote.ai's ready-to-work defaults and customize document structure only when real outputs show a repeatable practice need.

Before you begin

  • Two or three documents generated with the defaults
  • A concrete structural change the practice wants
  • An existing template or form only when creating a custom structure
01

Understand what Format controls

In ToothNote.ai, Format means the shape and organization of a document. It controls which sections appear, what they are called, the order in which information appears, and whether the result uses bullets, compact lines, or narrative prose.

ControlVoice
What it changesThe clinician's writing style and wording habits
ControlFormat
What it changesThe document's sections, order, layout, and template
ControlDelivery
What it changesThe output type and how approved work is sent

Format does not mean PDF, DOCX, HTML, or JPG. Those are output types under Delivery. It also does not control whether the writing sounds like the clinician. That belongs to Voice.

02

Start with real outputs

Generate two or three documents with the defaults before changing Format. Real clinical work makes it easier to identify whether the practice truly needs a different structure or simply prefers different wording.

  • If the wording does not sound like the clinician, adjust Voice.
  • If the sections or information order are wrong, adjust Format.
  • If the file type or sending method is wrong, adjust Delivery.
03

Choose the exam-note structure

Each clinician can use the house standard or select the exam-note shape that best matches how the practice documents an encounter. Procedure notes have their own Format settings.

Built-in choiceSOAP
Resulting structureSubjective, Objective, Assessment, and Plan
Built-in choiceSOAP (Compact)
Resulting structureSOAP with one PMS-friendly line per finding
Built-in choiceNarrative
Resulting structureSOAP content written as flowing prose without lists
Built-in choiceAPSO
Resulting structureAssessment and Plan before Subjective and Objective
Built-in choiceConsolidated
Resulting structureDiagnosis, Treatment Plan, and Comments
04

Use a starter template or create your own

The template library gives the practice three sensible starting points. Choose the least complicated option that produces the document you need.

Starting pointHouse standard
When to use itThe default for most practices and the fastest way to begin
Starting pointStarter library
When to use itA ready-to-use specialty structure closer to your workflow
Starting pointYour template
When to use itA practice-specific structure created or edited inside ToothNote.ai

ToothNote.ai includes a built-in template editor for creating and revising practice templates. You can also upload an existing DOCX or PDF letter template as a starting point. ToothNote.ai detects sections and fill-in areas, then creates a reviewable draft. Nothing becomes active until the practice reviews it in the editor.

Good template inputs

  • A current practice-approved blank template.
  • A reviewed document with the desired section order.
  • A specialty starter that only needs focused edits.

Templates to avoid

  • Outdated forms.
  • Documents from another practice without approval.
  • Examples whose structure you do not want repeated.
05

Configure referral-letter structure

Referral-letter Format controls how the approved clinical story is arranged for the referring doctor. It is separate from the clinician's Voice.

Format choiceOpening
What to reviewPatient identification, reason for referral, and acknowledgement
Format choiceClinical body
What to reviewFindings, assessment, treatment, and recommendations in a useful order
Format choiceClosing
What to reviewFollow-up expectations and the relationship-appropriate sign-off
Format choiceSignature
What to reviewSigner name, credentials, practice details, and presentation

If the letter structure is right but the language still feels generic, return to Voice settings instead of adding more layout instructions.

06

Configure treatment templates

Use treatment templates for repeatable procedure documentation. A useful template makes room for the facts that vary by case while keeping the expected structure consistent.

  • Procedure and site.
  • Anesthesia, materials, and devices.
  • Findings and complications.
  • Postoperative instructions and follow-up.
07

Review patient-facing structure

The Patient Take-Home has a different job from the clinical note and referral letter. It should present findings and next steps in a sequence the patient can follow.

  • Lead with the reason for the visit and the main findings.
  • Separate recommended treatment from home-care instructions.
  • Make the next action and follow-up timing easy to find.
  • Keep clinician-only chart language out of the patient document.
08

Test the change

Generate a fresh document from a real workflow after each meaningful Format change. Do not judge a structural setting only from the setup screen.

  • Confirm that every expected section appears.
  • Check that information is in the right section.
  • Look for repeated or missing content.
  • Compare the new result with the practice's preferred example.
09

Keep Delivery separate

Format is the structure of the document. Delivery is what happens after the clinician reviews and approves it.

This is FormatSOAP section order
This is DeliveryCopy plain text
This is FormatLetter opening and closing
This is DeliveryDownload PDF, HTML, DOCX, or JPG
This is FormatTreatment-note template
This is DeliverySend to an inbox or assigned staff
This is FormatPatient-facing content order
This is DeliveryEmail an approved document to its recipient

Keeping these controls separate makes customization easier to diagnose and keeps one delivery preference from changing the clinical structure.

Keep working

Related guides

Set up your VoiceUse representative writing samples to teach ToothNote.ai your terminology, tone, and level of detail.Record a complete patient examUse one voice-first exam to create the clinical note, referral letter, patient take-home, and optional follow-on documents.