Creating your own AI document template allows you to design documentation that matches your workflow, your clinical style, and your team’s needs. Templates can be as simple or as structured as you prefer - from a single AI block to a fully formatted letter or report layout.
This guide explains how to create both simple and full-layout templates, including how to add multiple AI blocks and how to embed prompts directly into the template.
✔ AI blocks - Add one or several blocks, each with its own prompt
✔ Prompts - Embed prompts directly into the template so they appear every time
✔ Layout elements (optional)
Headings
Letter formatting
Signature blocks
Logos or headers
Footers
✔ Blank areas the AI will fill - Perfect for fast, clean notes
✔ Your own text - E.g., disclaimers, clinician info, or practice details
Bookem gives you full flexibility - build as many templates as you like, in any style you prefer.
Click + New template
Choose Blank template or select one from the template library for faster template creation
If you want a structured or formal document, add:
Headings
Subheadings
Lines or separators
Practice logo
Contact details
Signature area
Or, skip layout completely for clean, fast clinical notes.
Simple template (AI block/s only)
No layout
Fastest for day-to-day notes
Structure is fully controlled by prompts
Full layout template
Ideal for letters and formal reports
Header/logo, date, greeting, signature
Fixed structure filled by AI block/s
You can create as many templates of each type as you need.
To add an AI block:
Place your cursor in your document
Click the AI button in the floating menu
You can add multiple AI blocks, each with their own prompt, tone and instructions if you want the document to generate in sections.
Type or paste your instructions directly into the AI block.
A note for clinicians switching from Heidi Health
You can paste your existing prompts from Heidi Health directly into Bookem. They’ll work immediately, even with headings, placeholders or structured instructions.
But here’s the subtle difference:
Bookem doesn’t require long, complex, overly detailed prompt scripts.
Our AI understands plain English instructions, so shorter, cleaner prompts often produce better results - especially in simple note-style templates.
More importantly, you can use client profile information in your document, such as your headers, using variables. Also, you can use variables in your footer or signature area.
You’re welcome to use your old prompts - but many clinicians end up simplifying them once they see how easily Bookem handles natural prompts.
Your prompts can:
Use clinical tone
Use simple, accessible language
Be short or detailed
Be section-specific
Define headings or leave structure open
Progress note template
“Create a progress note using transcript only. Use the headings: Key concerns, Assessment, Plan. Use bullet points. Keep it concise.”
GP referral template
“Write a formal referral letter using the transcript + client profile. Include reason for referral, relevant history, findings and recommendations. Use professional medical language.”
Multi-block template
Block 1: “Summarise background using transcript + profile.”
Block 2: “Extract assessment findings using transcript only.”
Block 3: “Generate client-friendly recommendations in plain language.”
Tick this if you want the prompt embedded into the template permanently.
Leave it unticked if you prefer:
An empty block
To manually insert prompts each time
To choose prompts from your saved prompts when generating documents
Once your layout and AI blocks are ready:
Name your template ($date added will automatically include the date the document was created)
Add an optional tag
Click Create and close or Create then Save
Your template now appears in:
Documents > Document templates with a purple sparkle icon
Bookem AI document templates: How they work and when to use them
How to use variables in documents
Turning transcripts into clinical documents with Bookem
AI document template troubleshooting