ezyVet’s clinical templates are a powerful way to streamline notetaking, reduce errors, and standardize your records.  

In this FAQ guide, we answer the most common questions about ezyVet’s template system and share practical tips to help your team make the most out of your clinical templates.  

1. How do I create templates without needing to “know code”?  

Creating templates in ezyVet doesn’t mean you need to be a software engineer. It can feel a bit intimidating at first, but the good news is you don’t need to memorize logic, brackets, or coding syntax.  

The Picklist Builder makes creating clinical templates straightforward. You can create questions and answers in the builder and then use them to build your template step by step.  

Tips for success:  

  • Start small: Build a basic Subjective template and test it on a dummy appointment to see how picklists and placeholders behave.  
  • Build gradually: Add more sections, conditional logic, or linked billing items as you get comfortable.  
  • Use clear naming: Name your templates consistently so they are easy to find and reuse.  

Helpful resources:  

2. How do I use picklists and the picklist builder?  

Picklists are one of ezyVet’s most powerful tools for keeping clinical notes consistent and ensuring charges are captured accurately and automatically. 

To create or edit picklists: 

  1. Go to: Admin > Templates > Clinical Templates 
  2. Open an existing template or select Create to start a new one. 
  3. Once the template opens, select the Picklist Builder tab (the second tab). 
  4. Use the Picklist Builder to build or update your picklists: 
    1. The Picklist Builder works like a question tree, helping you shape the available options clinicians will select when completing the template.
    2. Select an existing question to edit it, or click the plus (+) icon to add a new question or answer option.
    3. Continue building out the structure until the selectable options flow the way you want. 
    4. When you're finished, click Output to generate the formatted picklist. 
    5. Copy and paste this output directly into the main Details tab of the template.

Helpful resources: 

3. How do templates flow into invoices?  

In ezyVet, templates themselves don’t generate invoices; only the products, services, or bundles linked to a template will appear on the invoice when that template is applied in a clinical record.  

Linking the correct items ensures billing is accurate and consistent. Any updates to product prices, discounts, or bundles automatically flow through to invoices generated from the template, reducing errors and saving time.   

Tips for success:  

  • Test first: Apply new templates on a dummy appointment to confirm the correct items appear on the invoice.  
  • Train staff: Make sure everyone understands how linked billing items work so invoices are accurate and consistent.  
  • Keep templates updated: If you change products or bundles, review affected templates to ensure everything continues to flow correctly.doc  

4. How do I fix mistakes in templates when something goes wrong?  

Even the best templates can run into issues. You might notice that fields aren’t populating; picklists are missing options, or billing items don’t appear on invoices. These problems usually occur when a variable was deleted, renamed, or a linked item was removed.  

Step-by-step approach to troubleshoot:  

  1. Test first: Use a dummy appointment to identify exactly what isn’t working.  
  2. Check variable names: A typo or missing bracket can prevent data from appearing.  
  3. Verify picklists: Go to Admin > Picklists to ensure the correct options still exist.  
  4. Confirm linked billing items: Make sure they are active and assigned correctly.  
  5. Make incremental changes: Adjust one thing at a time and retest before updating templates clinic-wide.  

Helpful resources:  

5. How do we get staff to use templates consistently?  

Getting every team member to adopt templates can be challenging, particularly when workflows vary, and staff are accustomed to manual documentation. 

  • Communicate the benefits: Emphasize time savings, accuracy, and consistency.  
  • Provide hands-on training: Practice with dummy appointments and real scenarios.  
  • Encourage feedback: Let staff share concerns and suggest improvements.  
  • Start with champions: Identify early adopters among doctors to lead by example.  

6. How do we manage or simplify the number of templates so people can find the right one?  

  • Use clear naming conventions: Include appointment type, species, and department in the template name.  
  • Archive outdated templates: Keep only current, active templates visible.  
  • Organize by category: Group templates logically in the template library for easy browsing.  
  • Provide a reference guide: Help staff quickly identify the correct template for each appointment.  

7. How do we update pricing, discounts, or bundles inside templates?  

Making changes to product pricing is inevitable in practice, but knowing a few key tricks helps maintain the accuracy of your clinical templates. Templates rely on product codes as triggers to automatically bill items, so keeping these codes consistent ensures any price updates flow seamlessly.  

Tips for success:  

  • Keep product codes stable: Changing product codes can break template linkages. Avoid unnecessary updates to codes.  
  • Check before disabling products: Always review templates before disabling or removing a product to avoid broken links.  
  • Test after changes: Use a dummy appointment to confirm all linked items appear correctly and billing works as expected.  
  • Communicate updates: Make sure staff know about pricing changes and how to apply them.  

8. How do templates work with AI transcription tools?

Different AI tools on the market approach note-taking in different ways. Some allow you to build templates within the tool, while others focus on highlighting missing information or formatting notes afterward.  

ezyVet is currently rolling out AI-Assisted Notes, our built-in AI scribe. It turns consultations into draft SOAP notes, helping clinical teams spend less time documenting and more time with patients. Because it’s fully embedded inside ezyVet, there are no extra apps or workflow interruptions.  

We are also actively working on how your existing ezyVet templates will integrate with AI-Assisted Notes so you can maintain the consistency you rely on while benefiting from faster, smarter note creation.  

Tips for success:  

  • Integrate AI tools thoughtfully: AI can generate content quickly, but templates help standardize the final output.  
  • Adapt for specialty workflows: Build flexible versions of templates for consultations that vary between clinical teams.  
  • Train staff: Show how templates and AI work together, so everyone adopts the workflow confidently.  

Helpful resources:  

Conclusion 

Understanding how ezyet’s clinical templates function can make a real difference in your practice. When everyone is comfortable using the system, documentation is faster, more consistent, and more accurate - allowing your team to spend more time with patients and clients, and less time taking notes. 

Want to see how clinical templates could help your practice save time and boost consistency? Book your FREE demo today!