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How to use variables in documents

Variables in Bookem allow you to automatically pull in key information - like client details, appointment dates, ICD-10 codes, and more - directly into your documents. While the most efficient way to use variables is by setting them up in a document template, there may be times when you want to insert a variable manually into an individual document.

Why use variables in a document?

Using a template means you don’t have to think about variables every time you create a document - they’re already built in and ready to populate with the right information. However, there are some situations where manually adding a variable directly to a document can be useful. These include:

  • Adding an additional ICD-10 code that wasn’t included in the template

  • Referencing a different or follow-up appointment

  • Inserting specific allergy information

  • Including a medical aid authorisation code

  • Pulling in any client profile field relevant to the note you’re writing

How to insert a variable in a document

The best way to generate a document is directly from a booking in your calendar:

  1. Go to your Calendar

  2. Click on the client’s appointment

  3. In the pop-up, click ‘Document’

  4. Choose a document template (if one is set up), or start a blank document

  5. The document will automatically populate with information from the booking, client profile, and template - using variables behind the scenes

  6. To add additional variables, type the # symbol followed by the variable name - For example: #booking, #referring_doctor, #A28.1, #cat-scratch disease

  7. The variable will appear in purple, orange or green, depending on its type

💡 If the field is empty in the client’s profile, the variable will remain blank until filled in

💡 Using a template means you don’t need to manually enter variables each time - they’re already built into the layout and content.

Tips for working with variables in documents

  • Always keep your client profiles up to date so variables pull the correct data

  • Use templates wherever possible for speed, accuracy, and consistency

  • Variables can be used alongside other elements, like body charts and tables, for detailed documentation

  • You can combine several variables to create fully personalised and professional notes

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