Getting started with PDF Forms

Turn a PDF form into a reusable template that Vero can complete from encounter information. You can upload an existing fillable form or try a flat PDF with recognizable spaces to fill in.

You can also browse ready-to-use PDF templates in Discover, including referral forms, care plans, and insurance documents.

Create a PDF template

Open Templates from the left sidebar and select Create template.
Choose PDF Template.
Upload a PDF under 25 MB.
Give the template a descriptive name and complete the creation flow.

What can I upload?

Fillable PDFs: Vero can use existing text fields, checkboxes, dropdowns, and radio buttons.
Flat PDFs: when there are no existing fields, Vero can attempt to detect blank lines, boxes, checkboxes, and empty table cells and add fields.

Automatic detection depends on the form. It does not guarantee support for every scanned or image-only PDF. Keep the original file and review the detected fields before using the result.

Review the detected fields

Open the saved template and review the Detected fields panel beside the form. Check that the fields correspond to the places you want completed.

Select a field to expand it and review its Instruction.
Clarify what belongs there when the instruction is missing or unclear. For fields that offer a Value control, review that value too.
Wait for field changes to save automatically before leaving the template.
Generate a sample from appropriate encounter information and check the completed form.

Fill a form directly in Chat

You can also attach a PDF form in encounter Chat or standalone Chat/Evidence and ask Vero to complete it. A saved PDF form can be requested by name. In an encounter it opens as a note tab; in a standalone conversation it appears in the chat.

State which patient and source information should be used, wait for filling to finish, and review the fields. This is different from attaching a document only as note-generation context. Reopening an already completed visit form can keep its saved answers rather than fill it again. See Fill Forms in Chat for the full workflow.

Generate and review PDF notes

Vero fills the PDF fields using the encounter transcript, written context, uploads, attached patient profile, Reference Notes settings, and other available source material.

Open an encounter and add the visit information you want Vero to use.
Select your saved PDF template as the note template, then select Create.
Review the filled form against the encounter information. Check each field before using or sharing it.

Review the first result

If the form looks right, you are done.
If a field is blank, wrong, too long, or formatted poorly, go back and customize only that field.

Customize fields when needed

When to customize fields

If this happens	What to do
The field fills correctly	Leave it alone.
The field is blank	Add a clear bracket prompt for what should be extracted.
The wrong information appears	Make the field prompt more specific.
The text is too long	Add a length or formatting rule in parentheses.
The same static value should always appear	Type the static text directly into the field.

Edit field guidance

Select the field in the PDF or Detected fields panel, then review or edit its instruction. Use a bracket prompt, formatting rule, or static text as appropriate. You can keep the rest of the PDF unchanged.

Changes inside an existing PDF template’s fields save automatically after a brief delay. Wait before leaving, and reopen the template if you need to confirm the saved change.

Static text

Write text directly into a PDF field when it should always appear exactly as written, such as clinician names, provider numbers, clinic names, signatures, or standard disclaimers.

Fill-in fields: [square brackets]

Use [square brackets] when you need to tell Vero exactly which information to extract from the session and fill into a field.

[Patient full name]
[Date of birth in DD/MM/YYYY format]
[Reason for referral, 2-3 sentences]
[Current medications with dose and frequency]

Rules: (parentheses)

Use (parentheses) to give formatting instructions, grouping preferences, or structural guidance.

[Current medications] (List each with dosage, frequency, and start date.)
[Referral reason] (Maximum 50 words.)
[Symptoms reported] (Organize by severity, most concerning first.)

Edit fields with Chat

Vero Chat can also help update PDF fields when the target field is clear. If a field name or meaning is ambiguous, Vero may ask for clarification before changing it.

Apply changes and export

After changing field guidance, wait for auto-save, then generate the form again from the encounter and review the result.

When the filled form is ready, use the PDF toolbar to download, print, or email it with consent.

Troubleshooting

My PDF template changes did not appear

Wait a moment for auto-save, reopen the template, and confirm the field change is present. If the same field repeatedly fails to save, contact Vero Support with the template link and field name. You do not need to delete and recreate the template before support reviews it.

My PDF fields are not being recognized

If no fields are found, the form may not contain recognizable blank lines, boxes, checkboxes, or table cells. Image-only scans and complex layouts may need a PDF editor to add fillable fields first.

For an existing fillable form, check that it still has interactive fields with useful names. Upload the prepared form again and review the result. If it still fails, ask Support in your existing chat with the template link and exact message.

My PDF will not upload

Make sure the file is a PDF and under 25MB.

The PDF exports, but the filled content is not quite right

Do not rewrite the whole template. Edit only the fields that need improvement and add a specific bracket prompt.

The filled text does not fit in the field

Add a length constraint, such as [Summary of symptoms] (Maximum 30 words.)
Resize the field in your PDF editor.
Enable multi-line text in the field properties.

How do I prepare a fillable form if detection fails?

Use a PDF editor to add interactive fields, then upload the prepared PDF to Vero. This is a fallback when automatic detection does not find the places you need filled.

Use clear, descriptive field names.
Use the appropriate field type: text, checkbox, dropdown, or radio button.
Allow multiple lines and enough space for longer text.
Keep the fields interactive; do not flatten the prepared form.