Tips for creating effective AI document templates

Creating effective AI templates helps to standardise your practice's documentation with Bookem’s AI scribe.

How to create templates that ensure consistent, high-quality documents

Follow these tips:

1. Keep your template structure simple

Simple templates can be more reliable. Only use layout elements that truly add value:

• Headings

• Sections (columns layout)

• Signature blocks

• Logo or header (if needed)

Avoid over-formatting - the AI fills content more cleanly when the structure is straightforward.

2. Use one AI block per section

If you want a document with multiple sections, add an AI block for each one.

For example:

• Background

• Assessment findings

• Clinical impression

• Recommendations

This keeps content organised and makes it easy to regenerate only the section you want to edit.

3. Keep prompts short and focused

Bookem understands natural language extremely well, so your prompts don’t need to be long or complex.

Good prompts are:

• Clear

• Brief

• Specific and focused

• Includes structure or tone

Example:

“Summarise assessment findings using transcript only. Use bullet points.”

4. Let the template handle structure, not the prompt

If your template already includes headings, your prompts should focus on content, not formatting.

Better:

“Fill this section with concise, clinically accurate information.”

Not needed:

“Create a heading named Assessment.”

The cleaner the separation, the better the output.

5. Use tone instructions to guide the output

Tone influences how the AI writes:

• “Use clinical, professional language.”

• “Use clear, parent-friendly language.”

• “Use neutral, factual tone.”

Adjust tone per block if needed.

6. Save prompts into the template when you want consistency

If you use the same phrasing every time (e.g., GP letters or progress notes), embed the prompt directly into the template.

If you want flexibility, leave the block empty and select a prompt during document generation.

7. Determine if your document template with AI requires a full-format layout

Use layout only when it adds value:

Use full formatting for:

• Letters

• Reports

• Documents that need a signature block

Use simple (no layout) templates for:

• Progress notes

• Quick summaries

• SOAP notes

Simple templates tend to generate the cleanest output.

8. Use variables to automatically personalise your documents

Bookem allows you to insert variables into your templates - a unique feature that automatically pulls information into your final document.

Variables save time and ensure consistency, especially when generating letters or structured reports.

Common variables you can add:

• Allergies

• Patient ID number

• Team member name

9. Test your template with a real transcript

Run a test generation after building or editing your template to ensure:

• Sections appear as expected

• Tone and format match your workflow

• The output fills the correct areas

A quick test ensures the final template behaves predictably for your whole practice.

Learn more

AI document template trouble-shooting