Using LocalScribe Templates for More Than Notes

Most people hear "custom templates" and think progress notes. That makes sense, but it is a much narrower use than what they are actually good for. Custom templates work best anywhere a clinician repeatedly turns messy source information into a structured document for a specific audience. In LocalScribe, that can include client handouts, accommodation letters, insurance-support documents, and supervision prep, especially when combined with attachments, pasted source material, and clinician-entered shorthand. The product plan already treats custom templates and attachments as part of the broader structured drafting workflow, not just note-writing.

A simple way to build one is to start with the document type, choose the main headers, add nested subheaders where the reasoning needs more structure, and write one or two short instructions under each. Then feed the model the relevant facts by attaching source documents, pasting key excerpts, or typing a few lines of shorthand directly. The goal is not to overbuild the template. It is to give the model enough structure that it knows what belongs where and how to write for the intended audience.

In the examples below, each header is something you would include directly in the template, and the line beneath it is the instruction you are giving the model for that section. When a template uses nested structure, the indented lines represent the smaller sub-sections inside the larger section. That mirrors what you can build in the LocalScribe template builder, where one section can contain smaller sub-sections with their own instructions.

Example 1: Client-facing psychoeducation handout

This is a good use case when you want to create psychoeducation handouts that can flex across different concerns while still matching the language and needs of a particular client, parent, or family. In a case like this, the template should make the audience and tone obvious while still giving the model enough structure to produce something usable.

The template itself could look like this:

Understanding the Concern Explain the concern in a way that is clear, organized, and easy for the intended audience to follow.

What It Is

Explain the concern in plain language for a client, parent, or caregiver. Keep it brief, clear, and non-technical.

How It May Show Up

Describe how this concern may appear in day-to-day life using practical examples relevant to the client's situation.

What Can Help Focus on practical support, coping strategies, and realistic next steps.

Helpful Strategies

List a few realistic coping tools, supports, or habits. Keep recommendations concrete and easy to try.

When More Support May Help

Briefly note when additional support, consultation, or follow-up may be useful.

For source material, the clinician might copy and paste a short intake summary, type a few current concerns in plain shorthand, or attach parent concerns, intake paperwork, or a recent session summary if helpful.

Example 2: Accommodation support letter

This works well when the structure is fairly stable, but the specific functional concerns and recommendations vary by setting. In this kind of template, the point is to keep the letter organized and professional while making it easy for the model to tie recommendations to concrete impairments.

The template itself could look like this:

Purpose of Letter State the purpose of the letter and the setting in which support is being requested. Keep wording professional and factual.

Clinical Context Summarize the clinically relevant concerns that support the request.

Relevant Symptoms or Concerns

Briefly summarize the symptoms or concerns most relevant to functioning. Include only information needed for the request.

Functional Impact

Describe how the condition affects performance, participation, or consistency in the relevant setting.

Recommended Supports Connect the requested supports or accommodations to the documented functional concerns.

Suggested Accommodations

List the accommodations or supports being recommended. Tie each one to the functional concern it is meant to address.

Closing Provide a concise closing statement supporting the request without unnecessary detail.

For source material, the clinician might paste evaluation findings or a brief summary, type in the requested setting and key limitations, or attach prior accommodation history, school forms, or workplace request documents.

Example 3: Insurance-support or medical-necessity letter

Custom templates can also help structure admin and insurance-related writing by breaking recurring requests into the parts that usually need to be documented. These letters usually need the same core pieces every time: what is being requested, the clinical picture, the functional impact, prior treatment, and why the request is medically necessary. A structured template helps LocalScribe draft something that is easier to review, easier to adapt, and less likely to leave out the details that matter.

The template itself could look like this:

Purpose of Request State what service, frequency, or level of care is being requested.

Clinical Rationale Summarize the symptoms, impairment, and treatment history that support medical necessity.

Presenting Problems

Summarize the primary symptoms, diagnoses, or treatment concerns relevant to the request.

Severity and Functional Impact

Describe current impairment, barriers, or consequences that support medical necessity.

Relevant Treatment History

Briefly summarize prior treatment, response, and why additional or continued treatment is being requested.

Why This Service Is Needed Explain why the requested service is appropriate based on symptom burden, functional needs, or treatment course.

Risks of Inadequate Treatment

Briefly note likely consequences of delay, interruption, or insufficient care when clinically appropriate.

Closing Restate the request clearly and professionally in one to three sentences.

For source material, the clinician might paste recent treatment plan language, type in the request and the most important impairment examples, or attach progress notes, symptom measures, or prior authorization language.

Example 4: Supervision prep summary

This is useful when you want to walk into supervision with the case already organized. A template like this can help you pull together the current picture, the parts you feel stuck on, the interventions already tried, and the specific questions you want help thinking through.

The template itself could look like this:

Case Snapshot Summarize the client and the current clinical picture in a concise way that gives enough context for supervision.

What Feels Stuck Describe the main clinical, relational, or practical areas where you want input.

Clinical Questions

State the specific questions, uncertainties, or decision points you want to bring into supervision.

Barriers or Complicating Factors

Briefly describe any barriers, risk factors, treatment-interfering patterns, or contextual issues affecting the work.

What Has Been Tried Summarize the interventions, approaches, or strategies already used and how the client responded.

What I Want From Supervision State the kind of input you are looking for, such as case conceptualization help, intervention ideas, risk thinking, or treatment planning guidance.

Next-Step Planning Outline the decisions, follow-up questions, or action items you want to leave supervision with.

For source material, the clinician might paste a short case summary, type in the current stuck points directly, or attach intake material, prior supervision notes, treatment plans, or recent session summaries.

The value of custom templates is that they let you build structure around the writing tasks you actually do. When the headers and instructions match the real task, LocalScribe can produce drafts that are easier to review, easier to edit, and much closer to the final form you want.