Navigate to: Admin > Clinic Settings > Clinical Settings > Physical Exam Templates
What You Need to Know
Physical exam templates can only be added to a Comprehensive SOAP — not a Quick SOAP.
Templates are built in Admin and loaded into SOAPs at the time of documentation.
Creating a template in Admin does not add it to any SOAP automatically. You must add it manually each time from within the SOAP.
You can add more than one physical exam to a single Comprehensive SOAP.
Each exam is timestamped and selectable from a dropdown in the Physical Exam section of the SOAP.
All template defaults can be edited within each individual SOAP.
Setting a default value (such as Normal) does not lock that field — every field remains editable when the exam is loaded.
Access to Physical Exam Templates in Admin is controlled by user role permissions.
If you do not see Physical Exam Templates under Admin > Clinic Settings > Clinical Settings, your user role may not have access. Contact your clinic administrator to review your permissions.
Quick Start Guide
Navigate to Admin > Clinic Settings > Clinical Settings > Physical Exam Templates.
Click + Add New.
Click Add Title in the upper-left corner and enter a name for your template.
Be descriptive — include species or exam type as needed (example: Canine Wellness Exam, Feline Surgery Template).
Click + Add Field to add your first field.
Click on Untitled Field and enter a field name on the right-hand side (example: Ears, Hydration, Appearance).
Click Done to return to the field editor.
Drag an input element from the right-hand panel into the field.
Click the input element to configure its options and set default values.
Repeat steps 4–8 to add additional fields and input elements.
Click Save Template when finished.
Video Walkthrough
Understanding Fields and Input Elements
A physical exam template is made up of fields and input elements.
A field is a section of the exam — a labeled container for one body system or finding (example: Ears, Hydration, Appearance).
An input element is what goes inside the field — the actual mechanism for recording information.
You can add one or more input elements to a single field. This is how you build the Normal / Abnormal / DNE pattern with an attached notes box.
Input Element Types
Input Element | What It Does |
Short Text | Single-line free-text entry; best for brief findings that don't require detail |
Text Area | Multi-line free-text entry; use when more detail is needed |
Select | Single-choice dropdown; shows only the selected value when the exam is in use |
Multi Select | Dropdown that allows more than one option to be selected |
Radio | Button group where all options remain visible at all times (example: Normal / Abnormal / DNE); use Radio instead of Select when you want choices to always be visible |
Body Map | Annotatable body diagram; a default map can be pre-selected in the template |
Rich Text Box | The most robust text field — supports full text formatting (font size, bold, color, etc.) |
For a full reference on each input element, see the Physical Exam and Forms Index.
Example: Building an Ears Field
A common pattern for body system fields combines two input elements:
Field name: Ears
Input element 1: Radio — options: Normal / Abnormal / DNE — default: Normal
Input element 2: Text Area — default text: Within normal limits. Normal waxy debris.
When this template loads in a SOAP, Normal will be selected by default (blue) and the default note will pre-populate. The Radio element keeps all three options visible so the provider can change the selection with a single click. Both elements can be edited as needed during the exam.
Setting Default Values
After adding input elements, set your defaults directly in the template builder:
For a Select or Radio element, click the option you want pre-selected (example: Normal).
For a Multi Select element, click the option(s) you want pre-selected.
For a Short Text, Text Area or Rich Text element, type the text you want to appear by default (example: Within normal limits).
Body Maps are the only element that cannot have a pre-selected default.
Defaults reduce documentation time by pre-populating the most common findings. Every default can be overridden within the SOAP — setting a default does not lock the field.
Example: Multiple Input Elements
Below is a visual of a Physical Exam Template with multiple fields with defaults selected for Hydration and Eyes.
Adding a Physical Exam to a Comprehensive SOAP
Physical exam templates are added from within an open Comprehensive SOAP.
Open the patient's Comprehensive SOAP and navigate to the O (Objective) section.
In the Physical Exam area, click + Add Physical Exam.
A list of your available templates will appear. Select the template you want to use.
Assign a Supervising Doctor to the exam.
Fill out the exam fields. All defaults will be pre-populated — edit any field as needed.
When finished, save the SOAP.
The completed exam will appear in the Physical Exam section with a timestamp. If you add multiple exams to the same SOAP, use the dropdown in the upper-left corner of the Physical Exam section to toggle between them.
To review exams from previous visits, click View Past Exams.
Template Actions
From the Physical Exam Templates list, click the Actions menu (⋮) next to any template to access the following options:
Preview Physical Exam Displays the template as it will appear when loaded into a SOAP, including all default values.
Copy Physical Exam Creates a duplicate of the template. Use this as a starting point for a new template rather than building from scratch — especially when adapting an exam for a different species or specialty. There is no direct import from Word or other formats; paste existing content into default text fields or Rich Text Box elements during the Customize step.
Customize Opens the template editor where you can add, edit, or remove fields and input elements, and update default values. Always click Save Template when done.
Archive Physical Exam Removes the template from your active list. Archived templates can be restored at any time by enabling the Show Archived toggle on the Physical Exam Templates page.
Frequently Asked Questions
Can I use a physical exam template in a Quick SOAP?
Physical exam templates cannot be added to a Quick SOAP. To document a physical exam using a template, you must use a Comprehensive SOAP.
Can I add more than one physical exam to a single SOAP?
Yes. You can add multiple physical exam templates to a single Comprehensive SOAP. Each exam is timestamped and accessible from the dropdown in the Physical Exam section.
Can I add a physical exam template after I've already started a SOAP?
Yes. You can add a PE template at any point while the Comprehensive SOAP is open. Click + Add Physical Exam in the Physical Exam section to select a template.
Can I import a physical exam template from Word or another system?
There is no direct import from Word or external formats. The fastest approach is to copy an existing Shepherd template, rename it, and paste your content into the appropriate default text fields or Rich Text Box elements during the Customize step.
How do I deactivate or remove a template I no longer use?
You can archive a template from the Actions menu (⋮) on the Physical Exam Templates page. Archiving removes it from the active list and from the template selection in SOAPs, but does not delete it. You can restore it at any time using the Show Archived toggle.