Creating and managing clinical note templates

Clinical note templates allow administrators and enabled users to build, customize, and manage documentation formats for patient consultations. Templates are shared across the account or group, making it easier for clinicians to create consistent and structured notes. Administrators can control access, while users with the appropriate role permissions can create, edit, and set their own default or favorite templates for quicker access during a consultation.

Note: Clinical note template content is generated based on the clinician’s selected specialty.

Requirements for creating and managing clinical note templates

• Business, Business Plus, Enterprise, or Education account
• Account owner or admin privileges
• Zoom Workplace for Clinicians add-on
• Clinical Notes enabled

How to create a clinical note template

Account

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio, Custom Meeting Templates, then Custom Note Templates.
3. Under Clinical Note Templates, click Create from scratch to build a new template or click + Create from template to build from an existing template.
4. In the Create new template window, do the following:
   • Create from scratch:
     • Enter a template name.
     • (Optional) Enter a description that summarizes the purpose or contents of the template.
     • Under Who can use this?, configure usage permissions for the template.
     • To build-out the template, add a section by, clicking on the desired + Add sections, once you have the sections selected, click Add.
     • Click Save.
   • Create from template:
     • Select an existing Template to build from, and click Use this template.
     • (Optional) Edit the template name.
     • (Optional) Edit the description that summarizes the purpose or contents of the template.
5. (Optional) To add a section, click + Add sections.
6. (Optional) Drag the left handle to reorder sections.
7. (Optional) Click the settings gear icon to configure usage permissions for the template.
8. Click Publish, click the drop-down to configure usage permissions for the template, then click Publish.

Note: Unpublished draft templates are automatically saved, and available in the AI Studio.

User

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Settings, then the Clinical Note tab, and then Manage clinical note templates in AI Studio.
3. Under Clinical Note Templates, click Create from scratch to build a new template or click + Create from template to build from an existing template.
4. In the Create new template window, do the following:
   • Create from scratch:
     • Enter a template name.
     • (Optional) Enter a description that summarizes the purpose or contents of the template.
     • Under Who can use this?, configure usage permissions for the template.
     • To build-out the template, add a section by, clicking on the desired + Add sections, once you have the sections selected, click Add.
     • Click Save.
   • Create from template:
     • Select an existing Template to build from, and click Use this template.
     • (Optional) Edit the template name.
     • (Optional) Edit the description that summarizes the purpose or contents of the template.
5. (Optional) To add a section, click + Add sections.
6. (Optional) Drag the left handle to reorder sections.
7. (Optional) Click the settings gear icon to configure usage permissions for the template.
8. Click Publish, click the drop-down to configure usage permissions for the template, then click Publish.

Note: Unpublished templates are automatically saved as drafts and remain available in AI Studio.

How to manage clinical note templates

Account

Edit a clinical note template

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Account settings, then click the Clinical Note tab.
3. Under Clinical Note Templates, click Manage clinical note templates in AI Studio.
4. Click the desired template to edit.
5. Click Publish.

Note: Templates that are edited but not published are automatically saved as drafts.

Publish a clinical note template draft

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Account settings, then click the Clinical Note tab.
3. Under Clinical Note Templates, click Manage clinical note templates in AI Studio.
4. Click the desired template.
5. Click Publish.

Delete a clinical note template

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio, then Custom Meeting Templates.
3. Under Clinical Note Templates, locate the template you want to delete.
4. Click the ellipses icon next to the template.
5. Click Delete, then Yes to confirm the deletion.

Note: Deleting a template will remove it from availability across all levels of the account.

Manage clinical note template access

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio, then Custom Meeting Templates.
3. Click the template.
4. Under Who can use this?, click the drop-down and select one or more groups to provide specific access to the template.
5. (Optional) select Entire account to allow all users on the account to use the template.

Note: All clinical note templates are visible to account admins and can be edited at any time.

Configure clinical note template permissions

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management, then Roles.
3. Under AI Studio, select the Clinical Notes checkboxes in the View and Edit columns to enable or disable permissions for users in this role to see or edit clinical note templates.

Manage clinical note template preferences

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Account settings, then click the Clinical Note tab.
3. Under Template Format, then Favorite templates, click the pencil icon and do the following:
   • Set as default template: Hover over a clinical note template, then click Default to set the template as the account default.
   • Add to favorites: Hover over a clinical note, then click the star icon to add it to the account favorites list.

Note: Clinical notes added to the Favorites are accessible in the Patient data window during a consultation.

Group

Edit a clinical note template

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management, then Groups.
3. Click the name of the group you want to configure, then click the Clinical Note tab.
4. Under Clinical Note Templates, click Manage clinical note templates in AI Studio.
5. Click the desired template to edit.
6. Click Publish.

Manage clinical note template preferences

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management, then Groups.
3. Click the name of the group you want to configure, then click the Clinical Note tab.
4. Under Template Format, then Favorite templates, click the pencil icon and do the following:
   • Set as default template: Hover over a clinical note template, then click Default to set the template as the group default.
   • Add to favorites: Hover over a clinical note, then click the star icon to add it to the group favorites list.

Note: Clinical notes added to the Favorites are accessible in the Patient data window during a consultation.

User

Manage clinical note template preferences

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Settings, then click the Clinical Note tab.
3. Under Template Format, then Favorite templates, click the pencil icon and do the following:
   • Set as default template: Hover over a clinical note template, then click Default.
   • Add to favorites: Hover over a clinical note, then click the star icon to add it to your favorites list.

Note: Clinical notes added to the Favorites are accessible in the Patient data window during a consultation.