Getting started with PDF Forms

PDF Forms turn a fillable PDF into a template Vero can complete from encounter information. Start with the existing fields, test the result, and customize only the fields that need help.

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

Prepare a fillable PDF

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.

Create a PDF template

Open Templates from the left sidebar.
Select Create template.
Select PDF Template.

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

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: Create and test the template

Give the template a descriptive name and complete the creation flow, then 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.

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

Click into a field to add a bracket prompt, a formatting rule, or static text. 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.)

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 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

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.

PDF Forms