Best Practices for Creating Scribe-Enabled Templates

SigmaMD provides a default Scribe-enabled SOAP note template that is available to all practices. This article explains how to use the default template, create custom templates, and write effective instructions for the AI Scribe.

Accessing the Templates Screen

1. Navigate to Practice Settings
2. Select Templates and then Note templates
3. From here, you can view, duplicate, or create templates

Default Template Overview

The default template is Scribe-enabled and ready to use for any clinician with Scribe access.

• The default template cannot be edited or deleted
• To customize it, duplicate the template and give it a new name

Template Structure

The default template follows a standard SOAP note format:

Subjective

Includes guided prompts such as:

$patientFullName is a $patientAge yo $patientSex here for [main purpose of visit.]

• Text inside [ ]  is an instruction to the AI and will not appear verbatim in the note
• Text outside [ ]  will appear exactly as written
• Variables (e.g., $patientAge ) are automatically populated using patient data

Objective, HPI, and A&P sections follow the same pattern with structured guidance.

Creating a Custom Scribe-Enabled Template

1. Click Add note template
2. Enter a clear template name
3. A shortcut will be auto-generated
4. Toggle “Use template for Scribe notes” to ON
5. Optionally, enable “Let Scribe set note title” to allow Scribe to automatically generate the note title.

Global Instructions (Optional)

Use the text field under the Scribe toggle to provide overall guidance for the note, such as:

• Desired tone (concise, narrative, problem-focused)
• Level of clinical detail
• Formatting preferences

These instructions apply to the entire note.

Writing Effective Scribe Instructions

To ensure consistent, high-quality output, follow these best practices when writing instructions inside templates.

1. Keep all instructions inside [ ]

This clearly separates AI guidance from text that should appear in the final note.

2. Prefer single, consolidated instructions

Avoid splitting guidance across multiple lines.

Before (less effective):

[1. Problem/diagnosis summary] 
[Insert 1 sentence on thought process] 
[Include plan and orders]

After (recommended):

[Create a numbered list for each problem addressed, including a one-sentence summary, clinical reasoning, plan/orders, medications, labs, referrals, and follow-up when applicable.]

3. Be explicit when format matters

Clear structure leads to more predictable output.

Before:

[Insert brief overview of patient complaints]

After:

[Generate either (a) a single paragraph of up to two sentences if ≤2 issues are present, or (b) a numbered list if more than two issues are present, with one concise sentence per item.]

4. Use consistent terminology

• Use “numbered list” when you want numbered items
• Use “bullet list” when you want bullet points
• Avoid mixing terms within the same instruction set

Advanced Usage: Conditional Logic

You can reference other templates to create conditional logic:

[If exam was normal, use /normalPE. If abnormal, use /abnormalPE.]

This allows the AI to dynamically choose content based on the encounter.