Improving your Heidi Templates: An Intermediate Guide

Key Section

What You’ll Learn

Two Methods to Refine Templates

Template Builder vs Manual Editing

Changing Formatting & Length

Paragraphs, bullet points, concise vs. detailed

Handling Missing Information

What to do when info isn’t mentioned during a consult

Creating Lists & Special Formats

Numbered lists, sub-bullet points, mixed formats

Global Instructions

Settings that apply to your whole template

Troubleshooting

Common issues and how to fix them

Approach

Best For

Skill Level

Template Builder

Quick changes, formatting tweaks, most users

Beginner-friendly

Manual Editing

Precise control, complex requirements

Requires understanding of syntax

Component

Syntax

Example

Section Heading

Plain text

Subjective:

Placeholder

[Square brackets]

[Chief complaint]

AI Instruction

(Round brackets)

(Only include if explicitly mentioned in transcript, context or clincial note, else omit section entirely.)

Verbatim

"Quotation marks"

"Dr Smith, GP"

What You Want

Template Builder (Type This)

Manual Edit (Add This Instruction)

Paragraphs instead of bullet points

“Write the subjective section as a flowing paragraph, not bullet points”

(Never use bullet points. Write in full sentences and paragraph format.)

Line-by-line without bullet points

“Write each item on its own line without bullet points”

(Write each item on its own line. Do not use bullet points or paragraph format.)

Brief/concise output

“Make the subjective section more brief and concise”

(Be concise. Use brief statements.)

More detailed output

“Make the plan section more detailed”

(Provide comprehensive detail.)

Numbered list

“Present the medications as a numbered list”

(Write as a numbered list with each item on a new line.)

Bullet points

“Use bullet points for the past medical history”

(Write as a bulleted list.)

Method

What to Do

Template Builder

“Make the entire note more brief and concise”

Manual Edit

Add at the end of your template: (Be concise throughout. Use brief statements without unnecessary elaboration.)

Method

What to Do

Template Builder

“Make the plan section more comprehensive and detailed”

Manual Edit

Add to specific section: (Provide comprehensive detail including rationale for decisions.)

Desired Behaviour

Template Builder

Manual Instruction

Omit the section entirely (standard instruction)

“If allergies aren’t mentioned, leave that section out completely”

(Only include if explicitly mentioned in transcript, contextual notes or clinical notes, else omit section entirely.)

Print “Not mentioned”

“If allergies aren’t discussed, write ‘Not mentioned’”

(Only include if explicitly mentioned in transcript, contextual notes or clinical notes, else print "Not mentioned")

Print “Not discussed”

“If social history isn’t covered, write ‘Not discussed’”

(Only include if explicitly mentioned in transcript, contextual notes or clinical notes, else print "Not discussed")

Print “Nil”

“If no allergies, write ‘Nil’”

(Only include if explicitly mentioned in transcript, contextual notes or clinical notes, else print "Nil")

Print “NKDA” (allergies)

“If allergies aren’t mentioned, default to ‘NKDA’”

(Only include if explicitly mentioned in transcript, contextual notes or clinical notes, else print "NKDA")

Print “Nil of note”

“If nothing is discussed for past history, write ‘Nil of note’”

(Only include if explicitly mentioned in transcript, contextual notes or clinical notes, else print "Nil of note")

Purpose

Template Builder

Manual Instruction (at end of template)

Use patient’s name

“Always refer to the patient by their first name”

(Always refer to the patient by their name if available. Only use 'the patient' if no name is provided.)

First person perspective

“Write the note from my perspective using ‘I’”

(Write this note in first person from the clinician's perspective using "I" throughout.)

British/Australian spelling

“Use Australian English spelling throughout”

(Use British/Australian English spelling throughout, e.g., "colour" not "color", "organisation" not "organization".)

Date format

“Use DD/MM/YYYY format for all dates”

(Use DD/MM/YYYY format for all dates.)

Metric units

“Use metric units throughout”

(Use metric units throughout. Convert any imperial measurements to metric.)

Currency

“Record all payments in AUD”

(Always record payments in AUD.)

Formal tone

“Use formal medical terminology throughout”

(Use formal medical terminology throughout. Avoid colloquialisms.)

Patient-friendly language

“Use simple language a patient could understand”

(Write in clear, simple language appropriate for patient understanding. Avoid medical jargon where possible.)

❌ Vague

✅ Specific

[Allergies]

[Allergies including allergen, reaction type, severity, and date of last reaction if known]

[Medications]

[Current medications including drug name, dose, frequency, and route]

[History]

[History of presenting complaint including onset, duration, severity, aggravating and relieving factors]

Weaker

Stronger

“Try to use…”

“Always use…”

“Prefer…”

“Never use…”

“Should…”

“Must…”

“Write…”

“Print…” (for exact fixed text)

Problem

Likely Cause

Solution

Placeholder text appearing in output

Bracket hygiene issue

Check that placeholders use [square brackets] and instructions use (round brackets). Don’t nest or mix brackets.

Heidi inventing information

Missing safety instruction

Add (Only include if explicitly mentioned in transcript, contextual notes or clinical notes, else omit section entirely.) to every placeholder.

Formatting not matching instructions

Conflicting instructions

Check for instructions elsewhere in the template that contradict. Check Memory settings (See: Memory)

Unwanted quotes appearing

Voice set to “Super Detailed”

Change Voice to “Detailed” or add instruction: (Never include direct quotations. Always paraphrase.)

Bullet points appearing when you want paragraphs

Bullet characters in template

Remove any - or • characters from the Structure view. Add explicit instruction to not use bullets.

Template seems to ignore changes

Page not refreshed

Save template, refresh the page, and regenerate.