Getting Started with PDF Forms

PDF Forms let you transform a fillable PDF into a smart template that Vero can populate using information from an encounter.

You do not need to rewrite every field right away. In most cases, upload the fillable PDF, save it, test it on an encounter, and only customize fields that are blank, incorrect, too long, or unclear.

Recommended workflow: upload first, test once, then customize only the fields that need help.

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

How to Access PDF Forms

Open Templates from the left sidebar.
Click Create.
Select PDF Form.

From here, upload a fillable PDF and customize individual fields only if the first test needs improvement.

Creating Your First PDF Template

Step 1: Upload Your PDF

Select a fillable PDF from your computer. PDF uploads must be under 25MB.

Vero supports fillable PDF fields such as text fields, checkboxes, dropdowns, and radio buttons.

Important: Your PDF must contain fillable form fields. If the form is flat, scanned, or image-only, add fillable fields first using a PDF editor.

Step 2: Save and Test First

Give the template a descriptive name, save it, and try generating it from a real or sample encounter before editing every field.

Vero can often use the PDF's existing field names to understand what belongs in each field.

Step 3: Review the Filled PDF

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.

Step 4: Add Guidance Only Where Needed

Click into a field to add a bracket prompt, a formatting rule, or static text. You can keep the rest of the PDF unchanged.

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.

Field Guidance

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.)

Preparing Your PDF for Upload

Before uploading a PDF template, make sure the form contains proper fillable fields. This one-time setup can be done in PDF editors such as Adobe Acrobat, PDF-XChange Editor, pdfFiller, or other tools that can create fillable form fields.

Do not flatten the form.
Use clear, descriptive field names.
Enable multi-line text fields for longer responses.
Match field size to expected content length.
Use the correct field type: text, checkbox, dropdown, or radio button.

Generate and Review PDF Notes

After the PDF template is saved, select it as the note template inside an encounter. Vero fills the PDF fields using the encounter transcript, written context, uploads, attached patient profile, Reference Notes settings, and other available source material.

You can review the filled PDF, regenerate it when needed, and use the PDF toolbar to download, print, or email it with consent.

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.

Troubleshooting

My PDF Fields Are Not Being Recognized

The PDF may not have proper fillable form fields, or the fields may not have useful names. Open it in a PDF editor and verify fields exist.

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.

Golden Rules

Test first - upload the fillable PDF and generate it once before editing every field.
Edit only what needs help - add bracket prompts only to fields that are blank, wrong, too long, or unclear.
Be specific - the clearer your prompts, the better the result.
Use parentheses for format - add length, list, or style rules when needed.